Timekeeping Procedures: Getting Started

Contact timekeeping staff in the Payroll Office for the following:

  • authorization/training of new timekeeping representatives;
  • deletion of terminated timekeeping representatives;
  • establishment of new departments; or
  • deletion of old departments from the time screens.

Computer Sign On

  • Time entry is done in Banner by the representative and/or proxy timekeepers in PHATIME.

Data Entry

Exceptions and/or positive time are entered on the individual's time screen. See Banner Timekeeping Quick Reference for an overview of time entry process.

  • Position number should be verified
  • Exempt should not have hours printed
    • Leave time is entered in 4 or 8-hour increments or if there are no exceptions, timekeeper must enter OKP of 1 hour in the first Sunday or Monday of the pay period for the employee to be paid.
  • Non-exempt should have pre-printed hours (except students & hourly)
    • Time reporting and leave time is entered in quarter-hour increments.
  • Each employee must show Approved in the Status column to be paid.
    • Verify that records are in correct status in PHIETIM

Review of Department Time Entry

  • Review of entries is to be done by someone other than the person entering the information on the time screen. The reviewer should verify exception reports to insure they match the departmental time entry, initial and date reports and return to departmental representative for filing.

Early Sign-off Procedures
When early sign-off is required by the OHR timekeeping staff, overtime or extra hours worked cannot be projected beyond the early sign-off day. You may assume that the employee will work their regularly scheduled hours for the remainder of the week and record overtime or extra hours worked prior to sign-off as you would normally record OTM, CME or OTP. Extra hours cannot be projected for the day of sign-off.

Exception/Positive-Time Reports
Leave time used or additional time earned must be recorded on the Exception Report. The University requires all employees to complete an OHR authorized exception/positive-time report form whether or not leave time is used with the following exceptions: 1) Graduate student employees, temporary salaried employees (U4s) and lecturers are not required to complete the report and 2) Faculty and exempt unclassified professionals are required to complete an online report using Banner Self Service, Employee Leave Report option on myWSU.

• All paper exception report forms are to be completed in ink.
• All paper exception report forms must include the following information:

1) payroll period from and to dates (Sunday through Saturday);
2) employee's position number;
3) employee's first and last name;
4) employee's myWSU ID#;
5) any leave time used;
6) any extra time worked;
7) positive time worked (students, temporaries, stand-by time);
8) employee's signature (attesting to hours worked and/or leave used);
9) supervisor's signature (confirming hours worked and/or leave used);
10) timekeeper's initials and date (indicating time has been reviewed and entered);
11) timekeeping auditor's initials and date (indicating the employee's time has been verified to the HRPAY Department Time Report by someone in the department other than the timekeeper);
12) budget officer's signature (when authorizing extra hours paid).

Record Audit
The timekeeping staff in OHR will periodically review departmental time records for the previous calendar year. They will check for accuracy of form completion, time entry and retention of records. University internal auditors will also review departmental time records as they audit University departments.

Record Retention
Timekeeping records (individual exception and positive time reports) must be kept on hard copy or imaged for 5 calendar years. Records should be filed by pay period per calendar year. For simplicity, we suggest establishing a routine of keeping records for the current year plus the five previous years, purging the oldest records at the end of each year.

Reviewed: 11/07/2017 LP

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