Time reports are legal documents that serve many functions but mainly serve as an accurate record of the time worked by the employee. Both employee and supervisor are held responsible for the accuracy of this document and are subject to disciplinary action in the case of willful and/or repeated errors.

  1. Hourly employees must record the actual times that they start work and leave work at the end of the day on the day that they work. Hours cannot be left off of the timesheet and recorded on a different day.
    1. How would you explain to the taxpayer why they saw you at an entertainment event when your timesheet says you are at work?
    2. How about how you got hurt on the job when your timesheet says that you were not working?
  2. Hourly employees must record the actual times (in and out) when they take unpaid breaks.
  3. If the employee was not working on a given day, no in and out times should be recorded.
  4. Paid time off should be recorded as total hours for the day with an explanation next to the hours to be paid (no in and out times).
  5. Timesheets should not be completed until the time has been worked.
  6. The employee should keep a copy of his/her timesheet and turn the original into their immediate supervisor for approval and signature as soon as the work is done for the given time period.
  7. The immediate supervisor reviews the timesheet for accuracy. If the timesheet is not correct, he/she discusses the discrepancies with the employee and makes the corrections to the timesheet. Both the employee and the supervisor should initial all changes.
  8. The supervisor signs the timesheet and submits it to the Program Director or Program Assistant.
  9. The Program Director signs the timesheet as an appropriate expense for the program and submits it to the Payroll Coordinator for processing. It is the Program Director's responsibility to check that the time is within the budget perimeters.
  10. The Payroll Coordinator will review timesheets for compliance with wage and hour guidelines and process the timesheet for payment.
  11. Timesheets are due to the Payroll Coordinator by the 5th of each month for payment on the 15th and the 20th of each month for payment on the last working day of the month.


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