IS-1802 Timesheet / Absence Request

1. Submitting a Timesheet/ Absence Request 

1.1 Employees are required to submit absence requests and timesheets in Workday to facilitate efficient record keeping and workflow management. Supervisors must review and approve these entries before the deadline for each pay period.

1.2 If a paper timesheet is used, the employee must complete, sign and obtain supervisor approval.

1.2.1 By submitting a paper or electronic timesheet to their supervisor, an employee certifies the accuracy of the hours worked and leave hours taken.

1.2.2 If an employee is unavailable to sign a paper timesheet, such as being on leave or away due to an emergency, the supervisor may sign on their behalf. However, the employee is ultimately responsible for the accuracy of the timesheet.

1.2.3 Supervisors signing on behalf of the employee must sign the employee's name and then designate "by supervisor's name." For example: Emily Employee by Susan Supervisor.

1.2.4 The supervisor's electronic signature certifies the accuracy of the hours worked and leave hours taken.

1.2.5 Employees and/or supervisors must not sign a blank timesheet.

1.2.6 In the absence of an electronic signature, only original ink signatures are acceptable.

2. Timesheet Administration

2.1 Part-Time Faculty

A timesheet for a part-time faculty member is submitted only when leave is used or when pay is deducted for missing a class. Part-time faculty pay is adjusted in accordance with the College's part-time faculty Collective Bargaining Agreement. Academic Technical assistants within each school verify faculty timesheets and review absence requests in Workday before routing them to the Associate Dean or Dean for approval.

2.2 Non-Exempt Staff

Hourly staff timesheets must be approved by the employee’s supervisor in Workday before being submitted to the Payroll Department.

2.3 Student Employees

Student employee timesheets must be approved by the student employee supervisor in Workday before being submitted to the Payroll Department.

3. Request for Overtime or Regular Time

3.1 Non-exempt employees must obtain supervisor approval before working more than 40 hours in a single work week. Part-time employees must also obtain approval for any hours worked beyond their scheduled hours.

3.2 Overtime is accrued only after forty (40) hours of actual time worked in one work week (holidays are counted as actual time worked but leaves are not). Regular time is paid for the hours exceeding 40 that do not qualify for overtime because part or all of the time for that week did not consist of actual hours worked (such as leaves). For example, if an employee works 30 hours of regular work and takes 20 hours of annual leave, the 50 hours is paid at the employee's current rate of pay, not overtime pay, because the hours that exceed the normal 40-hour work week are annual leave hours (not actual time worked) and do not qualify an employee for overtime pay. For more information on overtime, see IS-2046, Overtime and Other Paid Time.

4. Absence Request 

4.1 Employees are required to complete an absence request for all types of leave. Some types of leave require prior approval and should be submitted for approval prior to the leave being used. Paid leave banks are intended to cover absences on scheduled work days. Employees may not use leave on days when they are not schedule to work.

For detailed information on various types of leave, please refer to the Employee Handbook: Section VIII, Leave Policies or The Source: IS-2066 Administrative Leave; IS-2074 Annual Leave, IS-2088 Bereavement Leave; IS-2090 Jury Duty/Legal Leave; IS-2006 Family and Medical Leave; IS-2094 Leave without Pay; IS-2034 Military Leave; IS-2072 Personal Leave; or IS-2056 Sick Leave.

5. Definitions 

Forms

• Paper Timesheet

Support Materials

• Not Applicable

Reference Materials

• Employee Handbook 5.0, Wage and Salary Policies