According to Southeastern policy, Timekeepers
cannot be a Student Worker or a Graduate Assistant.
Timekeepers are responsible for:
- Keeping the secondary Timekeeper
updated. The primary Timekeeper should inform the secondary
Timekeeper of any changes in policy or procedures in payroll processing
or LEO TimeCentre 2000e. The primary Timekeeper also insures the secondary
Timekeeper is kept informed of any changes in staff. The secondary Timekeeper
then can step into the role of primary Timekeeper should it become necessary.
- Insuring that all record retention
requirements are met. The Timekeeper keeps on file all payroll
processing records for review by authorized personnel. These records
must be kept for a minimum of three (3) years. These documents include,
but are not limited to: Employee Exceptions Log Missed Punch Log Supporting
medical documentation Subpoenas Civil Service test-taking documentation
Military Orders Funeral Leave documentation Documentation authorizing
official closure due to acts of God.
- Maintaining the Missed Punch Log.
Any hourly employee who misses punching in or out for any reason must
record the missing punch on the Missed Punch Log maintained by the Timekeeper.
The Timekeeper attaches the Missed Punch Log to the Employee Exceptions
Logs for each pay period, and keeps all documents on file for a minimum
of three (3) years.
- Maintaining the Employee Exceptions
Log. The Employee Exceptions Log is maintained in the custody
of the Timekeeper at all times. The Timekeeper is responsible for insuring
the Log is correctly documented, initialed by the employee and has the
Supervisor's approval. If due to time restraints, or if the Supervisor
is located in a different building then the employee, or if the Supervisor
allows, it is permissible for employees to use e-mail to request additional
time or leave time. The employee sends requests by e-mail to the Supervisor,
with a duplicate of the e-mail sent to the Timekeeper. The Supervisor
replies by e-mail to the employee, sending a duplicate to the Timekeeper,
who then attaches the request and approval or denial to the Employee
Exception Log, and maintained for a minimum of three (3) years.
- Making all changes to employee Time
Sheets and insuring that the Time Sheets are accurate. The Timekeeper
is responsible for having complete and accurate Time Sheets ready for
Payroll within the scheduled deadlines. See Section 3, page 14 for Payroll's
Deadline Schedule. The Timekeeper is responsible for insuring that each
employee's scheduled work time is accounted for correctly. The Timekeeper
enters all changes and/or corrections to each employee's Time Sheet
according to the Employee Exceptions Log and the Missed Punch Log completed
by the employee. The Timekeeper should enter Leave Time and Overtime
to employee Time Sheets on a daily basis, spreading the workflow more
evenly throughout the pay period. This will also help the Timekeeper
to eliminate mistakes and omissions created by time pressures. Timekeepers
will be responsible for maintaining Employee Exceptions Logs for 9-month
Faculty, Graduate Assistants, Resident Assistants, and Lecturer employees
in their department, and forwarding them on to the Systems Administrator
by the appropriate deadlines.
- Insuring that employees certify Time
Sheets and correcting any discrepancies in a timely manner.
The Timekeeper notifies all employees with missing certifications. The
Timekeeper makes corrections to Time Sheets marked not approved by employees
and/or the Supervisor in the certification process. Payment of payroll
is not stopped if an employee fails to certify a Time Sheet or a Supervisor
fails to electronically Signoff before scheduled deadlines, but this
could result in an error in the employee's paycheck.
- Informing Supervisors when employee
Time Sheets are ready for electronic Signoff within scheduled deadlines.
Timekeepers must monitor Employee Certification and keep the
Supervisor informed of those employees who have approved their Time
Sheet so that the Supervisor can electronically Signoff on them. Payment
of payroll will not be stopped if the Supervisor is not available by
the deadline to electronically Sign-Off on employee Time Sheets, but
if there is an error on the Time Sheet it could result in an error in
the employee's paycheck. Supervisors are required, as soon as possible,
to Sign-Off on all employee Time Sheets once they have been approved
by the employee.
- Acting as primary contact person
between the department and Payroll. The Timekeeper is the primary
person who works with Payroll, gathering any information payroll may