This procedure explains the process of reporting time worked.
Bi-weekly Time Document
A preprinted form is used for time reporting for all bi-weekly paid employees. The Bi-weekly Time Document reports hours worked and other compensated time such as vacation, sick leave, jury duty, and holidays. A document is issued for each bi-weekly pay cycle, which ends midnight Wednesday.
The top half of the form, the "Time Report," is used by the employee and supervisor for recording the employee's time. The bottom half of the form, the "Time Distribution," distributes hours to the appropriate accounts.
Time Document Distribution
The work department prints the time documents for their area and distributes to the employees.
The original document is processed and maintained as a permanent record in the Work Department.
A copy of the Time Document is available as a reference for the following instructions. This sample form has numbers written on it which correspond to the numbers in the instructions below.
Preparation of the Time Document
The following information is preprinted on the time document:
- Employee's Name - last, first, middle initial
- Employee's PeopleSoft ID#
- Pay Period End Date - (MM/DD/YY, always Wednesday)
- Work Department - department in which work was performed
- Home Department - department that administers the employee and to which the employee is responsible.
- Pay Group Description (i.e., Bi-weekly, Staff-Benefits)
- Project Number
- Hours Worked - standard hours worked for regular employees will be preprinted. If an account is to be added, hours redistributed, or other types of compensated hours reported, cross out the preprinted hours and write in the new distribution.
- Days and Dates of each Week
Errors and Omissions
If any preprinted information is incorrect, draw a line through the incorrect data and write the correct information in the same space. If a preprinted time document is not available, use a blank form.
Information to be Recorded by the Employee
The employee must record the number of hours worked and/or compensated in the appropriate blocks as follows:
Hours Worked - actual number of hours worked; partial hours should be entered to the nearest tenth of an hour, expressed as a decimal equivalent:
- .1 = 6 minutes
- .2 = 12 minutes
- .3 = 18 minutes
- .4 = 24 minutes
- .5 = 30 minutes
- .6 = 36 minutes
- .7 = 42 minutes
- .8 = 48 minutes
- .9 = 54 minutes
Compensated Hours - vacation or sick hours
Other Hours - time reported other than vacation hours, sick hours, or hours worked such as holiday, jury duty, or campus closed hours
Other Hour Codes - codes for "other hours" paid are as follows:
- Hol = Holiday
- Jry = Jury Duty
- CCD = Campus Closed
- CLL = Call Back
- Mil = Military Duty
- UNC = Uncompensated (Hours recorded in excess of vacation/sick balance(s)
Totals - hours are totaled under each column and for each week in the first block
Signatures - Manual Reporting
Employee's Signature - must be signed by employee; an unsigned time document may result in a delay in receiving a paycheck. Time documents not signed by the employee are acceptable only when an employee is on an excused absence or is being paid in conjunction with termination of employment and is not available to sign the the report. For either exception, the supervisor should note the reason for non-signature in the signature space.
Supervisor's Signature - the report must be signed by the Supervisor
Employee’s Signature - For those using time clocks or online entry, the use of the Buzz Card swipe and the logging into the secured system, capturing the login, date and time stamp, are considered as legal signatures.
Supervisor’s Signature – The supervisor’s electronic signature is considered as a legal signature.
This is in compliance with the Georgia General Assembly Code 10-12-4 (d), when a rule of law requires a signature, an electronic record satisfies that rule of law.
The Time Distribution half of the form must be approved as preprinted; updated to reflect any differences in preprinted expense accounts and actual. In the case of a temporary employee, all time distribution must be recorded. Any expense accounts to be charged should be written in if they have not been preprinted.
The total number of hours in the Time Distribution must agree with the total hours in the Time report.
The department head or an authorized representative must sign the Bi-weekly Time Document. Space for a second department signature may be used at the discretion of the department head, if the guidelines of the department require it.
Time Document Submission
Departments will enter the Time Documents for the two weeks of the bi-weekly pay period no later than 5:00 p.m. on Friday following the bi-weekly period which ends on Wednesday at midnight. The ORIGINAL should be maintained in the Work Department. The Home Department copy should be forwarded to the employee's Home Department if different from the Work Department.
Questions regarding completion of the Bi-weekly Time Document should be addressed to the Payroll representative responsible for bi-weekly payroll processing for your department.