State law requires that wages paid by state agencies be based on actual figures submitted at the end of the pay period, rather than estimated payroll figures.  Time sheets are used to certify that work is completed and attendance requirements are met according to appointment or contractual specifications. Time sheets must be submitted by all hourly employees to initiate payment according to the system established within the individual department.  Time sheets must clearly indicate the actual time worked, use of sick or annual leave, overtime hours, leave without pay status or any circumstances related to payment for hours.

In the event an employee is unable to sign his/her time sheet, the employee’s supervisor may sign for the employee, e.g. Larry Jones by John Smith, Dean.  This is a one time only option and not at the prerogative of the supervisor.

The format of the departmental time sheet has been left to the needs of the department.  Some departments have setup an “electronic time sheet” that is routed for approval and then forwarded to the person preparing the time roster.  Some departments use a single 8½ x 11 form to record all daily activity for a fiscal year.  Some use an 8½ x 11 form that shows the data for a two-week period.  The form of the time sheet is not mandated but practice is:

• The time sheet must be reviewed and signed by both the employee and supervisor on a bi-weekly basis (if the employee is bi-weekly);
• The data must be transferred exactly to the time roster; and
• The time sheets must be retained for five years in the department.

Employees who work a set shift, for example, 8 to 5, Monday through Friday, need only record exception hours on a time sheet.  These employees need only record the use of sick and/or annual leave, leave without pay, overtime worked, etc., as it will be evident from their schedule that all other hours fell within the 8 to 5 hours.  The time away from work should be noted exactly as what time the employee was NOT at work.  It is necessary to know exactly when employees are working in the event that a worker’s compensation claim should ever be filed, or any other legal questioning should arise. 

Payroll Procedure, Instruction for Completing and Submitting Time Rosters, has detailed information on how to submit a time roster.