Internal Auditor

Payroll Department

Departmental Supervisors

Employees

Timekeepers

The Internal Auditor is responsible for:

• Reviewing the Employee Exceptions Reports and preparing a report for University Administration.

• Periodically checking to ensure that all offices/departments are maintaining payroll documentation in an appropriate manner.

• Alerting University Administration of any irregularities in documentation and record keeping.

• Alerting University Administration of any consistent problems with missing Supervisor Sign-off or employee Certification.

The Payroll Department is responsible for:

• Compensating each employee according to the information entered into LEO TimeCentre 2000e.

• Employees being compensated according to current regulations and procedures, and on the correct pay date.

Departmental Supervisors are responsible for:

• Insuring that the Hiring Process is completed correctly. A new or continuing employee cannot be paid unless the hiring process has been completed properly. The Supervisor is responsible for insuring that all personnel information needed by the Human Resources Office (or the Financial Aid Office in the case of Student Workers) is provided in order to enter a new or continuing employee into LEO's TimeCentre in a timely manner. The Supervisor also must inform the Timekeeper of any new employee's classification and status, and any changes in classification and status of continuing employees. Contact the Human Resources Office for information on the Hiring Process. Contact Financial Aid for information regarding the Hiring Process of Student Workers.

• Determining an official work schedule for each employee. Official work schedules are to be determined by the needs of the department or the services provided by the department. Supervisors should designate an official work schedule for all full-time employees in order to provide a system of accounting for and taking Leave. Regular University office hours are from 7:45 a.m. to 4:30 p.m. with an unpaid 45-minute meal break. The usual work schedule for Physical Plant employees is 7:00 a.m. to 4:00 p.m. with an unpaid 60-minute meal break. Part-time employees should also be assigned a work schedule so that Leave can be accounted for. Changes in staff work schedules must be on file with the Human Resources Office. Intermittent Workers can be scheduled as needed by the Supervisor.

• Training new employees on LEO's TimeCentre. Supervisors must make sure that all new employees are trained on LEO TimeCentre. New employees need to have a clear understanding of clocking policies and how to clock in and out (if they are required to), how to fill out a Missed Punch Log and Employee Exceptions Log, and how to Certify their Time Sheet.

• Appointing a primary Timekeeper and a secondary Timekeeper. All departments are required to have a primary Timekeeper and a secondary Timekeeper at all times. Timekeepers cannot be a Student Worker or a Graduate Assistant. It is the responsibility of the Supervisor to ensure that Timekeepers are properly trained on LEO TimeCentre, and the department should notify the Human Resources Office and Payroll to request training when a new Timekeeper is appointed.

• Approving or Denying Employee Exceptions Log for Overtime and Leave Requests. All employee requests for overtime must be pre-approved by the Supervisor. It is the Supervisor's responsibility to approve or deny these requests via the Employee Exceptions Log. If due to time restraints, or if the Supervisor is located in a different building than 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.

• Insuring that employee Time Sheets are complete and correct. It is the Supervisor's responsibility to ensure that the Timekeeper has entered all timekeeping information correctly for all employees. Supervisors should encourage Timekeepers to do exceptions to Time Sheets daily rather then waiting until Time Sheets are due for Payroll. This spreads out the workflow more evenly and prevents mistakes or omissions created by time pressures. Supervisors are responsible for the accuracy of Time Sheets, and that all employee scheduled work time is accounted for. Supervisors should periodically review the Missed Punch Log for employees who consistently miss punching in or out. Supervisors are also responsible for insuring that all Southeastern policies concerning the various classifications of employees in their department are met regarding to eligibility for leave, use of leave, overtime, and the type of compensation for overtime.

• Insuring that employee Time Sheets are ready for Payroll in a timely manner. Supervisors and Timekeepers should develop a checklist and/or timeline to insure that all employee Time Sheets are processed and ready for Payroll on time. It is the Supervisor's responsibility to ensure that Time Sheets are certified by their employees in a timely manner and electronically signed off by the Supervisor in a timely manner. If the employee works in another department, the Home Department Supervisor must fax a copy of the employee's Time Sheet to the Supervisor of any other departments the employee works in. The Supervisors in the other departments must review the Time Sheet and initial them as correct or note any errors and fax them back to the employee's Home Department Supervisor, who may then electronically Signoff. Any discrepancies in Time Sheets noted by employees or Supervisors are to be corrected before scheduled deadlines. Contact TimeCentre at extension 3801 for a Payroll Deadline Schedule. The lack of certification or Supervisor Signoff does not stop payment, but may result in an error in the employee's paycheck.

• Insuring that correct documentation of employee time records is maintained for a minimum of 3 years. Supervisors must insure that Timekeepers keep all payroll processing documentation for no less then 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. These documents must be made available at all times upon the request of authorized personnel.

All employees are required to:

• Account for all scheduled work time. All hourly employees are required to clock in and out at a LEO TimeCentre Time Clock or use the LEO TimeCentre eTime Clock on an authorized work station on campus or at an approved off-campus work site. Employees are not allowed to clock in or out from home or any other unauthorized location. IP addresses on eTime Clock punches shall be closely monitored, and any employee who clocks in or out from an unauthorized location shall face disciplinary action. Punching in or out from unauthorized locations will be considered payroll fraud, which is grounds for immediate termination. Any exceptions to this rule must first be approved in writing by the appropriate Vice President, and must be on file in the Human Resources Office prior to any employee clocking in or out from home. No employee is permitted to clock in or out for another employee. Excessive tardiness or absenteeism may result in disciplinary action. Faculty and unclassified salaried staff do not clock in or out.

• Complete a Missed Punch Log if any punch in or out is missed. Any employee who fails to clock in or out at the scheduled time must notify their Supervisor and indicate the correct time in or out on the Missed Punch Log. Continuous failure to clock in or out on a LEO TimeCentre Time Clock or eTime Clock may result in disciplinary action.

• Complete an Employee Exceptions Log for any variation from normal work schedule. All employees must receive pre-approval from their Supervisor for any additional time worked or leave time taken. Sick Leave taken (other than for routine medical visits) must be submitted immediately upon return to work. Routine medical visits should be scheduled in advance. Employees should always notify their Supervisor as soon as possible when they are unable to report to work at their scheduled time, in accordance with departmental policy. All requests must be recorded on the Employee Exceptions Log and initialed by the employee. 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. Timekeepers may not make any changes to an employee's Time Sheet until the Supervisor has approved the request.

• Certify Time Sheets in a timely manner. In an effort to comply with applicable State laws, Southeastern requires all employees to certify their Time Sheets for accuracy. Employees shall review their Time Sheets and approve or disapprove them before the scheduled deadline. Employees are encouraged to review and certify their Time Sheet as soon as possible after notification. Employees should receive notification as soon as the pay period has officially ended. The lack of certification will not disrupt payment, but may result in an error in payment. Continuous failure to certify Time Sheets may result in disciplinary action.

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 need.