Managing Regular Staff Timecards
This guide is for supervisors in Student Life managing biweekly regular staff employees. Supervisors that are unsure if this material is applicable to their job duties may consult with their supervisor or HR Generalist.
There are three ways that an employee can create a punch: at a timeclock, with web clock, or through the online Manage Employee Time module. An employee may be assigned to some or all of these options, depending on the position held. Timeclock and web clock punches automatically load to the employee’s timecard in Student Life Timekeeping (SLTK). Supervisors can add, delete, or make edits to a punch within the current pay period. In order for SLTK to calculate a shift, every in-punch needs a corresponding out-punch. The shift will not pay and the timecard cannot be approved unless missing punches are resolved. Leave time, such as vacation or sick, is entered in blocks of time and only requires a start time.
If a supervisor is unsure about the details of a specific punch, review the audit trail. The audit trail reflects every action that is made on a timecard, such as when and by whom it was created. For information regarding the additional links in the “other options” box, refer to our website.
Earning Overtime and Comp Time
Biweekly employees who work over 40 hours a week are entitled to overtime. Please note that sick leave does not contribute to overtime for CWA employees. Employees can choose to have their overtime pay at the time and a half rate or regular staff members have the option to convert it to compensatory time. Comp time is added to the employee’s leave balance and can be used as paid time off.
Regular employees should record hours to match their standard hours (FTE times 40 hours a week. An employee’s FTE can be found by reviewing Salary & Misc. Information on the employee’s timecard. This time may consist of regular hours, paid leave (vacation, sick, comp, etc.), or unpaid leave (such as leave of absence).
Regular staff accrue leave every pay period. Paid leave (i.e., vacation and sick leave) should be used prior to an employee applying for unpaid leave. Supervisors should ensure all leave and holiday hours have been added to the timecard prior to approval. For further information regarding leave, please refer to Paid Leave Programs Policy 6.27. For questions on selecting the proper type of leave, please contact Student Life Payroll or the department’s Human Resources Generalist.
Approving the Timecard
Every two weeks, Payroll closes and processes the newly completed timecard. On the approval deadline, supervisors should complete the approval checklist below. A supervisor approval signifies that the timecard is complete, accurate, and ready to be processed. Supervisors will also want to ensure that all manual punches have been employee approved by reviewing the Manual Punch Audit Trail. If the employee has access to their own timecard, they should “Employee Approve” the timecard. Please keep in mind that when searching for a timecard on a deadline day, the timecard will be listed in the “previous” pay period. Changes cannot be made to a timecard in the previous pay period after the SLTK approval deadline.
- Resolve any missing punches
- Ensure timecard(s) reflect all hours worked
- Enter any leave and/or holiday time if applicable
- Convert overtime to comp time (if desired)
- Ensure any employee with access to their own timecard has employee-approved
- Supervisor-approve timecard(s)
- Forward overtime to comp time forms to SL Payroll within 24 hours of deadline
- Forward any paper leave forms to SL Payroll within 48 hours of deadline (Electronic forms route automatically!)
A supervisor may need to use other modules aside from Manage Employee Time. For example, the View History Timecard Details module allows supervisors to review timecards older than the previous timecard. Keep in mind that the previous timecard will not display in this module and must be found using Manage Employee Time. In the event that a supervisor realizes an error on a previously processed timecard, refer to the Prior Period Adjustment Request module. Here, a supervisor can adjust an old timecard and request for the corrections to be made on a future paycheck.
Depending on how regular an employee’s schedule is, a fixed biweekly schedule template may be assigned, which can be viewed in the “schedule details” tab. If an employee works outside of the normally assigned schedule, schedule details must be adjusted. Otherwise, the employee will only be paid for the time within the scheduled hours. It is also possible to add or delete a shift and modify an entire week’s schedule in this tab. For information on how to create and assign a schedule, refer to the Advanced Functions link to the left.
For questions regarding Timekeeping or to schedule an in-person system training session, please reach out to the Student Life Payroll team.