Timekeeper FAQs for SSTL

General

What is my responsibility on the payroll deadline day?

Your responsibility on the payroll deadline day is to ensure that all non-exempt employees receive a pay check, and that all wage employees receive a pay check if they have entered hours on the timecard. You will monitor the status of timecards by running the Integrated System report named ‘UVA Missing and Rejected Timecard’ report and by running the Integrated System report named ‘UVA Time and Leave Summary Exception Report.’

Who can change or complete a timecard?

If the timecard is saved “working status”, the employee, the manager or the Timekeeper can change or complete the timecard.

If the timecard has been submitted, the manager must reject the timecard in order for it to be changed. After the manager has rejected the timecard, the employee, the manager or the Timekeeper can make the necessary changes.

Who can reject a timecard?

The manager is the only person who can reject a timecard. The Timekeeper cannot reject a timecard; Central Payroll cannot reject a timecard.

My department does not pay premium pay to non-exempt employees, but my employee received overtime pay. What happened?

If the department wishes to grant leave rather than premium pay compensation to non-exempt employees, the HRMS Specialist must change the Earning Policy to OT Leave. The change must be made effective on the first day of a pay period.

I have an employee who has a primary assignment with a salary basis of ‘unit pay’ plus an hourly wage assignment. The employee says that when he/she attempts to enter time in the hourly wage assignment timecard in SSTL, an error message occurs that says: Hrs- Error occurred while validating Earning Policy. What does this mean, and how do we correct the error?

If the employee has a primary assignment with a salary basis of ‘unit pay’ and a secondary hourly wage assignment, the HRMS Specialist must change the primary assignment to the hourly wage assignment, and enter information in the Time Information flex fields. There is no Time Information requirement for the primary ‘unit pay’ assignment, so the hourly wage assignment cannot be validated until this action is completed.

I have an employee who has a primary ‘goal payment’ salary basis assignment plus an hourly wage assignment. The employee says that when he/she attempts to enter time in the wage assignment timecard in SSTL, an error message occurs that says: Hrs- Error occurred while validating Earning Policy. What does this mean, and how do we correct the error?

If the employee has a primary assignment with a salary basis of ‘goal payment’ with a secondary hourly wage assignment, the HRMS Specialist must change the primary assignment to the hourly wage assignment, and enter information in the Time Information flex fields. There is no Time Information requirement for the primary ‘goal payment’ assignment, so the hourly wage assignment cannot be validated until this action is completed.

I have an employee who has a salaried assignment in my department (Academic side of UVA), who also has a Temp wage position. At what rate of pay will the wage position be paid?

Temporary Search Group will change the earning policy to Dual Employment. The wage position will be calculated by the system as premium pay.

Why can’t my new employee submit their timecard?

If an employee is hired or terminates in the middle of a pay period the employee must complete a paper timesheet. This timesheet must be signed by the employee and their manager and faxed to payroll before the Monday 12:00 p.m. deadline. Also, if an employee transfers to another department, returns from or goes on leave or suspension, changes their hours, is placed on or returns from STD (Short Term Disability) or goes on or returns from Worker’s Compensation leave in the middle of a pay period, the employee must submit a paper timesheet.

How will the wage pay be calculated for a Medical Center employee who also holds a wage Temp position at UVA?

The Temp wage position will be designated as Dual Employment. All hours reported will be paid at premium pay. (Note: The salaried position can be either exempt or non-exempt, and the hours recorded on the salaried position do not affect the premium pay status of the UVA Temp position.)

What happens if a timecard entry shows 8 hours worked and 8 hours taken for the same day? (The employee is a 40/hr week employee.)

The system will pay the employee for 8 hours worked and will pay the employee for 8 hours taken.

I don’t have a back-up Timekeeper. What should I do?

It is crucial that every department has a back-up Timekeeper who is ready to take over the Timekeeper duties on the Monday deadline day if necessary. Speak with your manager to let him/her know that a Timekeeper for the department must be available on the Monday deadline day. Timekeepers can assist each other as back-ups even if he/she is in a different department. Back-up Timekeepers should maintain their skills so that they are ready to perform Timekeeper duties should their services be required. If the back-up Timekeeper is on duty on the deadline Monday, send an e-mail that includes your organization number, to the Leave Center and Payroll to let them know who is on duty on that day.

I have an employee who terminated in the middle of the pay period and can’t submit their timecard. What do I do?

The employee must complete and submit a paper timesheet.

Who do I fax a retro paper timesheet for an employee who submitted their timecard and forgot to charge a day of leave?

Fax the completed and signed paper timesheet to Central HR/Payroll at 434.924.4042.

Non-Exempt

How will I know if non-exempt employees are in danger of not being paid?

Run the required Integrated System report named UVA PAY Missing and Rejected Timecard Report to view the timecard status for all non-exempt employees in your organization or MBU. (This is a required report on deadline Monday.)

Run the report for the current pay period, Define Missing as: Not Entered or still in Working or Rejected status; Timecard Required -[Yes]; enter your organization number or MBU; Assignment type: All ; Include Wages – [No]. View the timecard status of each employee. Monitor the status of “Not Entered” (Missing), ‘Working” (Saved) or “Rejected”. If the status is not changed to ‘Submitted’ by payroll close, the non-exempt employee will not be paid.

Make every effort to contact the employee and the manager to insure that the timecard has been submitted.

What action should I take if I cannot reach the non-exempt employee/manager to let them know the timecard has not been submitted?

If the employee has completed the timecard and it is in “Working” status (saved), as a last resort before you leave on the Monday deadline day, enter a ‘comment’ in the employee’s Timekeeper Entry form to indicate “Timecard submitted for employee”. Save your work. A Central/HR Payroll process will run at 5 pm to capture all timecards last touched by the Timekeeper ( or manager).

What action should I take if a non-exempt or wage timecard has been submitted but is rejected by the manager?

Make every effort to contact the employee so that he/she can correct the timecard and re-submit it before the deadline. (The manager is the ONLY person who can reject a timecard. The Timekeeper cannot reject it, and Central Payroll cannot reject it.) After the manager has rejected the timecard, the timecard status is ‘Rejected’, the employee, the Manager, or the Timekeeper (if the Timekeeper knows what correction needs to be made) can now correct the Timecard. The employee must correct and re-submit the timecard after making the correction; the manager or the Timekeeper should [SAVE] the timecard if he/she made the correction. If the timecard was not corrected, the employee will not receive a paycheck. Therefore, if the timecard was not corrected prior to the Monday 5 pm deadline, the employee must submit a UVA Time Management form for the entire pay period. You, the Timekeeper, must fax the form to Central HR/Payroll, along with a cover letter explaining the circumstances for the late action. Fax the form to: 434.924.4042 – Note on the cover sheet – reason for sending the timesheet rather than entering online. The paper timesheet will be processed for the next up-coming pay period if it is received by 5 pm on the 2nd Wednesday of the week that is not a payroll week.

How will I know if the non-exempt employee has completed the timecard that will generate pay for the required number of hours for the pay period?

Run the Integrated System report named UVA Time and Leave Summary Exception Report (“under” report) for your organization or MBU. This report captures the timecard entries that total less than the required standard goal hours for the pay period.

Is every employee on the UVA Time and Leave Summary Exception report in danger of being under paid?

No. There are instances when the hours are correct:

  • The employee terminates from the University during the pay period with a last day that is prior to the last day of the pay period.
  • The employee is a new hire on any day other than the first day of the pay period.
  • The employee is on LWOP or Suspension
  • The employee is on STD (Short term Disability Leave)
  • The employee is on FMLA Leave
  • The employee changed hours per week during the pay period on a day other than the first day of the pay period.

How can I find out if the “under” hours are correct?

First, view the employee’s assignment record. Select View People from the Timekeeper navigator screen. Leave the Data Track decision on the current date. Select the Assignment button to view the assignment information. Check the start date (if a new employee) or the terminate date (if the employee terminated before the end of the pay period). The date an employee became an ex-employee is the first day the employee is not paid. Click on the Date Track History icon on the toolbar, and click on the Full History button to view actions that may affect the employee’s hours. (ie. The employee changed hours during the pay period from 32 to 40 or was on LWOP/Suspension for a period of time).

What should I do if the employee has truly submitted hours that are “under” the required hours for the pay period?

If the timecard has been submitted, contact the manager immediately to ‘reject’ the timecard and notify the employee to correct and re-submit the timecard. If the timecard has been submitted and the manager does not ‘reject’ the timecard, only Central Payroll can add the hours to complete the entries. The hours added are always leave hours whether or not the employee has the appropriate leave for that pay period. If the employee does not have the leave balance available, he/she will be docked.

I had an employee who was on the “under” report on the deadline Monday. I entered hours so that the employee would be paid for the hours required, but when I ran the report a second time, the employee was still on the report. Why?

When you are entering hours for an employee on the deadline Monday, it is very important to make sure you change the date to the current pay period. The deadline Monday is actually the first day of the new pay period, so you will always need to change the date to match the period that has just ended.

An employee was on the “under” report at 72 hours, when the employee should have entered at least 80 hours for the bi-weekly pay period. I added 8 hours in the first week, but later the manager wanted to know why the employee was compensated for overtime. What happened?

It is very important to add the hours to the week that is “missing” the hours. I.e., If the employee worked 40 hours the first week, and 32 the second week, you would apply 8 hours Annual Leave or University Leave to the second week. If you apply the 8 hours Annual leave to the first week, the employee will be compensated at the overtime rate. (FLSA is calculated each week in the pay period.)

Will a non-exempt employee be paid if the timecard is saved “working status” but not submitted?

No. If the employee does not submit the timecard he/she will not be paid unless the manager or the Timekeeper saves the timecard. When the manager or Timekeeper saves the timecard, it will be brought in through a Central/HR payroll process that will generate pay for the employee. If the timecard is complete, simply enter a Comment in the Timekeeper form that you are submitting on be-half of the employee, and save. The Timekeeper must enter some text in the timecard before saving or the system will not track the last entry as being from the Timekeeper.

Will a non-exempt employee be paid if the manager does not approve the timecard?

Yes. If the manager takes no action (approve or reject), the non-exempt employee will be paid. The manager will be required to approve the timecard after the payroll has processed.

If the manager rejects the timecard, the employee must correct and resubmit the timecard in order to be paid. However, if the 12:00 p.m. Deadline Monday has passed and the timecard has not been re-submitted in a timely manner, it will not be processed. The employee must then create a paper timesheet and after the manager has approved it, the Timekeeper will submit it to Payroll. The paper timesheet will be processed for the next up-coming pay period.

**Will the new leave balances that are loaded in the pay period that includes January 1st, show up in my employee’s timecards?

The leave balances are loaded and available for use; however, the balances will not show in the timecards until the following pay period.

What do I do if I entered time for an employee who is on FMLA leave and the submit button is grayed out?

View the employee’s assignment record, the statutory information tab to see if Human Resources entered a name in the ‘Timecard Approver’ field. If a name displays, you must fax a paper timesheet to HR/Central Payroll at 434.924.4042.

Exempt

Will an exempt employee be paid if a timecard is not created?

Yes, exempt employees are auto-paid. However, a timecard should be completed only if any type of leave is used during that pay period. If leave was taken, you must fax the form, along with a cover letter of explanation, to Central HR/Payroll for processing. Fax to: 434.924.4042. Keep the original in your files for audit purposes.

How does an exempt employee with a salaried position plus a wage position enter time for the wage position – and how will it be paid?

A UVA Time Management form must be submitted for the wage position. After you have received the completed and approved form, write ‘Dual Employment’ in the upper left corner of the paper timesheet and fax it to Central HR/Payroll on Friday or as early as possible on deadline Monday.

How do I know whether an exempt employee has submitted a timecard?

Run the Integrated System report named UVA PAY Missing and Rejected Timecard report to view the timecard status for exempt employees in your organization or MBU. If you have the time, you should run this report on the deadline day. If you don’t have time on deadline Monday, run the report on Tuesday morning.

Run the report for the appropriate pay period, Define Missing as: Not Entered; Timecard Required -[No]; enter your organization number or MBU; Assignment type: All ; Include Wages – [No]. View the timecard status of each employee. NOT ENTERED indicates that a timecard was not created.

How can we compensate an exempt employee for hours worked in excess of 40 per week?

Exempt employees do not earn compensation for hours in excess of 40 hours per week. The option available is to contact UHR/Compensation Management to discuss re-evaluating the position from exempt to non-exempt status.

Holidays – Non-Exempt and Exempt

Is the Timekeeper Entry form pre-populated with the holiday for my employees?

No. The non-exempt employee’s SSTL timecard is pre-populated with the holiday, whereas the Timekeeper Entry form is not pre-populated with any information. If you are entering time for the non-exempt employee in the Timekeeper Entry form, you must add a row for the holiday hours so that the employee will be paid for the holiday. Exempt employees are automatically paid for the holiday. No entry is necessary. Wage employees enter time as hours worked only. Wage employees do not receive additional compensation for working on a holiday.

If I need to enter time for a non-exempt employee who works four ten-hour days, and there is a holiday in the pay period, how do I enter the holiday hours?

There are a couple of methods that can be used. First, the department may ask the employee to conform to the five-day week for the holiday week. Select ‘Holiday’ as the Payroll Element on the appropriate day. Second, if the non-exempt employee works a four 10 hour days with Monday or Friday off, and the holiday falls on the employee’s day off, add a record for the appropriate hours for the holiday. (A flex schedule employee is entitled to 8 hours holiday; not 10.)

**Why can’t I enter the Holiday hours for an exempt employee?*

An exempt employee is automatically compensated for the holiday. If the exempt employee works the holiday, the hours worked should be entered as Comp Special Holiday Worked. The employee will be paid for the holiday and compensated with comp leave for the time worked on the holiday.

Managers and Approvals

What happens if a manager does not approve the timecard for an employee and after the employee is paid, the manager rejects the timecard?

The employee and manager must work out the problem. A UVA Time Management form must be signed by both the employee and the manager, and presented to you, the Timekeeper, for processing. The form should be designated as ‘CORRECTION.’

If the correction involves leave or the employee’s pay, the form should be designated as CORRECTION, and faxed to Central/HR Payroll (434.924.4042) along with a cover letter explaining the circumstances.

How do I know whether an approver has approved the timecards for his/her direct reports?

Run the Discoverer report named ‘IS.PAY_Unapproved Timecards’ Report. This report lists the approvers who have not approved timecards for their employees, along with the names of the employees and the payroll period dates.

How do I get the approvers to approve timecards after the payroll has processed?

Contact the approver with a gentle reminder that he/she is on the Unapproved Timecards report and offer assistance to help them approve the timecards. You may wish to let them know that the longer the timecard remains unapproved, the system begins escalating the notices to the next level. Your offer to assist can help them avoid further escalation notices. If no action is taken, on the 29th day after the end of the pay period, Central HR/Payroll will send a notification to the Vice President of the responsible supervisor’s school or unit that timecards remain unapproved. 36 days after the pay period end date, Payroll will notify the Executive Vice President and University Audit that the timecards remain unapproved.

Why did a manager receive a notification that a timecard is awaiting approval, when the manager entered the time?

When a manager enters time for an employee, the manager should SAVE the action rather than submit the action. If the manager submits, then he/she will receive the notification that a timecard is awaiting approval.

Groups and the Timekeeper Entry Form, and Finding Employees

What is a Group and why do I have to set up (define) a Group?

There is no automatic population in OTL for employees and their departments when you enter the system as OTL Timekeeper. When you set up a Group, you are telling the system that the employees exist in your department, and those applicable employees (SSTL eligible employees) exist for timecard entry. A Master Group for your department will populate with all of the employees who are in the database (your Org) at that moment in time – along with many other employees. (ie. Terminated employees, non-UVA employees, ete.). That’s ok. The Master Group serves your purpose; to identify non-exempt, exempt, and wage employees for whom timecards are available in SSTL.

What happens if I am back-up Timekeeper for another department, and I don’t know the name of the Group? How can I find the employee? Do I need to set up a new Group?

No, you do not need to set up a new Group. Anyone can set up a Group, and the employee only needs to be included in one Group. Since you are bringing up the employee individually, by name, you don’t need to know the name of the Group.

What does it mean if I cannot find my employee when I need to enter time?

It simply means that the employee is not yet recognized in OTL as being in the database. Have you created a Group that includes the employee? Groups do not automatically up-date. If you wish to add an employee to a Group, find the Group and click the plus sign on the toolbar icon to add the employee.

Did you perhaps create a Master Group prior to the employee’s start date? If so, you can either add the employee to the Group, or delete the Master Group and then immediately re-create it. This is the preferred method; update (delete and re-create) the Group.

(When you delete a Group and re-create it, all employees employed as of the date you take this action will be included in the Group.)

How long will it take for me to see the Timekeeper Entry form for an employee if I just added the employee to a Group today?

You will see it immediately (Groups up-date in real time).

How can I see the entries the employee has made in the timecard?

Using Timekeeper Entry, you can find the employee and view the entries for each day of the pay period, along with the status of the timecard.

Wage

How will I know if a wage employee has created a timecard, but is in danger of not being paid?

Run the Integrated System report named ‘UVA PAY Missing and Rejected Timecard’ report to view the timecard status for wage employees in your organization or MBU.

Run the report for the current pay period, Define Missing as: Working or Rejected status; Timecard Required -[Yes]; enter your organization number or MBU; Assignment type: All ; Include Wages – [Yes]. View the timecard status of each employee. Monitor the status of, ‘Working” (Saved) or “Rejected”. If the status is not changed to ‘Submitted’ by payroll close, the wage employee will not be paid.

Make every effort to contact the employee and the manager to insure that the timecard is submitted prior to the deadline. If the timecard is in “Working” status, the manager or Timekeeper can save the timecard for the employee. Add a Comment in the Comment field that you are submitting on be-half of the employee.

If the timecard is rejected, the employee, the manager and the Timekeeper can change the timecard. If the employee changes the timecard, he/she must re-submit it; if the manager or the timekeeper corrects the timecard, he/she must [SAVE] the timecard.

How does a wage employee with more than one assignment submit the timecard for each assignment?

All of the assignments are in the one single timecard for the pay period. The employee must enter hours for each assignment. The employee must submit the timecard until all hours have been entered for all of the assignments. Once a timecard is submitted, it can only be changed if the manager rejects the timecard back to the employee.

How do I enter time for a wage employee after the pay period deadline?

Retro actions cannot be entered in the timecard. The employee must complete the UVA Time Management form, and after all signatures have been affixed, the manager will submit the form to the Timekeeper. The Timekeeper will fax the form to Central HR/Payroll (434.924.4042) along with a cover letter explaining the circumstances. Retro actions should be an infrequent occurrence. Timesheets for retro actions must be received in Central Payroll by 5 pm on the Wednesday that is not a payroll week.

Shift, Call Back and Standby

Will a shift authorized employee be paid for the hours worked if the shift continues into Monday morning after the 11:59 pm Sunday deadline?

Yes. The shift authorized employee will be paid for hours worked that carry over into Monday morning up to the time the employee clocks out. Any remaining hours worked on the Monday morning will be paid in the current pay period that began at 12 am Monday morning.

My employee was expecting shift pay, but it was not included in the paycheck. Why?

The HRMS Specialist must set up a shift policy that begins on the first day of a pay period. Otherwise, shift will not be calculated for the hours worked. Shift premium is paid only for the hours worked on the designated shift.

My employee was expecting call back and standby pay, but it was not included in the paycheck. Why?

Call back and standby must be selected as a separate hours type (Payroll Element, if entered by the Timekeeper.)

How do I enter call back or standby Payroll Elements, when the hours create a total of more than 24 hours for the day?

Enter the hours on a different day in the week the hours were worked.

What department can I contact if I have questions about my paycheck?

The HR Service Center is located in the Michie South building at 914 Emmet Street and may be contacted by phone at 434.982.0123 or by emailing askhr@virginia.edu .