The University of Tennessee Payroll Manual
|III.||Time Entry and Approval Process|
|A.||Proper Use of Timesheets and Timecards|
Formal attendance records must be
maintained for each employee. These can be
timesheets, timecards, or time records in the Kronos
timekeeping system. If a time card machine is
used, it must be placed in a location where it can
be monitored for abuse.
Employees must not complete the timesheet based on their planned work schedule. Non-exempt employees should record the actual time worked and actual time absent on the timesheet. Exempt employees should record actual time absent on the timesheet. Employees should not be allowed to record sick or annual leave on the timesheet if it has not been earned yet. If an exempt employee or monthly non-exempt employee has no leave for the month, a timesheet should still be signed and approved. Time worked and absences should be documented by the employee when they occur and not be saved up until the end of the pay period.
For departments using time clocks, a supervisor must approve and sign the timecard for any missed punch where the employee forgets to clock in or out. Additionally, an employee cannot clock in or out for another employee.
|B.||Timesheet and Timecard Approvals and Retention|
The employee must sign and date
the Timesheet or Timecard at the end of each pay
period. The departmental approver must also
sign and date each Timesheet or Timecard at the end
of each pay period. This approver should have
knowledge of the actual time worked and absences
taken by the employee. If a change is made to
the Timesheet or Timecard after it has been signed
by the approver, the employee must initial the
change and the change must be approved again.
The department is the "office of record" for the Timesheets and Timecards and must retain these for a period of three years.
A "timekeeper" should enter hours
into IRIS using the ZCAT transaction. Documentation
for time entry can be found in the training
materials on the IRIS web site. The timekeeper
should use the Timesheet or Timecard as the source
document. Preferably, the timekeeper should not
enter his or her own time into IRIS. If the
timekeeper's immediate supervisor is the IRIS
approver, it is acceptable to enter his or her own
Some areas of the university have installed Kronos for the entry of time for biweekly paid employees. These hours are transmitted into IRIS after approval in Kronos and no additional entry in ZCAT is required.
Once time entries have been
released by the timekeeper, the workflow system will
create a notification to be sent to to the approver
letting him or her know that there are time entries
requiring approval. The notifications are sent
daily at 4:30 P.M. with additional notifications on
Mondays and Tuesdays at 6:00 A.M and at noon.
The approver may also use the ZCAP transaction at
any time, which is convenient if the time has been
entered but the workflow notifications have not yet
The approver should review the physical timesheets and timecards as he or she is approving the hours entered in ZCAT. The approver should have a formal substitute approver who meets the requirements of Policy FI0150 and who is able to sign into IRIS. The approver should never share his or her password with anyone else.
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