Section Six:
Time Certification

Because Time Sheets cannot be changed by the Timekeeper after the scheduled deadline, Time Sheets should be reviewed by Employees and Supervisors as soon as possible following the end of a pay period. Contact TimeCentre at ext. 3801 for the Payroll Deadline Schedule.

Timekeepers should monitor certification and make any Supervisor approved changes to Time Sheets marked "not approved" by Employees or Supervisors as soon as possible (before the scheduled deadline) to ensure that paychecks are correct. Any errors discovered after the scheduled deadline must be corrected by Payroll. Payroll will make adjustments to Time Sheets only if they receive authorization in writing from the employee's Supervisor. Adjustment will be made in the next pay period.

Employees may certify Time Sheets at any point after the payroll period ends, and are encouraged to certify their Time Sheets by the scheduled deadline in case there is an error. Once the pay period ends, Supervisors should review employee Time Sheets as soon as possible to ensure that there are no discrepancies. Timekeepers cannot make any changes to Time Sheets after the scheduled deadline. Supervisors are encouraged, if possible, not to Signoff on Time Sheets until after the employee has certified approval. Timekeepers should monitor Employee Certification, and keep their Supervisor updated on which employees have approved or not approved their Time Sheet.

9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturer Employees will certify a Work/Leave Report. Once these employees certify their Report, Supervisors will need to electronically Signoff on them in TimeCentre. Errors discovered after the scheduled deadline cannot be adjusted without notification in writing from the employee's Supervisor to Payroll.

Click on the links below and learn how to certify time in TimeCentre.

 

Employee Certification
Learn how to certify your time. You will also learn what to do if there is an error in your Time Sheet.

 

Work/Leave Report Certification
Learn how to certify your Work/Leave Report. You will also learn what to do if there is an error in your Work/Leave Report.

 

Supervisor Signoff
Learn how to review employee Time Sheets and complete Supervisor Signoff in TimeCentre.

 

Monitor Employee Certifications
Learn how to monitor whether employees have certified their time and how to review their comments when they have not approved their Time Sheet.

 

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Employee Certification


Access TimeCentre

Review and Certify Time Sheet

If there is an Error...


At the end of each pay period, employees should be notified that Time Sheets are ready for certification. This should occur as soon as the pay period officially ends. It is important employees certify their Time Sheet as soon as possible to allow the Timekeeper an opportunity to correct the Time Sheet (if necessary) before payroll closes out the pay period, allowing for an accurate paycheck.

 

1.

Click on the Internet Explorer icon.

 

Go to Southeastern's home page. Southeastern's web address is: http://www.selu.edu

 

2.

Click the LEO icon in the bottom left.

 

3.

Click the LEO TimeCentre 2000e Login option from the menu.

 

TimeCentre's Log On screen should appear.

 

4. Key in your TimeCentre Username and Password, then Click the Log On button.

 

The LEO TimeCentre 2000e employee menu should appear.

The Human Resources Department will assign you your TimeCentre Username and Password. If you have forgotten your TimeCentre Username and Password, contact TimeCentre at extension 3801 for help.

 

5.

Click on Employee Certification in the menu column on the left.

Your Time Sheet should appear.

 

6.

Click the arrows on the scroll bar across the bottom of the form to move the form from left to right. Click on the arrows on the scroll bar down the right side of the form to move it up and down.

Review your Time Sheet.

 

7. If your Time Sheet is correct:
Click on the Approve box and a check will appear. (You may need to scroll down the page.)

 

8. Click the Submit button in the bottom left of the form.

 

9.

Once the Time Sheet has been approved, you will no longer be able to view it.

 

10. If there is an error in your Time Sheet:
Click the Not Approved box. Key in your comments as to why your Time Sheet is incorrect in the Comment box underneath the Not Approved box.

 

11. Click the Submit button in the bottom left of the form.

 

12.

Once the Timekeeper has made the corrections to a Time Sheet, the employee can immediately view the Time Sheet again and give approval.

Time Sheets can only be corrected BEFORE scheduled deadlines.

 

13. If an employee discovers an error in their Time Sheet after the scheduled deadline, they must notify their Supervisor of the error. The Supervisor then notifies Payroll, in writing, of the error. The Supervisor will keep a copy of the letter on file with the Department's timekeeping records, and may give the employee a copy of the letter. Payroll will make the necessary adjustments to the employee's pay in the following pay period.
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Work/Leave Report Certification


Access TimeCentre

Review and Certify Work/Leave Report

If there is an Error...


Timekeepers are to turn in Employee Exceptions Logs with supporting documentation for 9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturer Employee to the Systems Administrator by the scheduled deadline for payroll processing.

9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturer Employees will certify a Work/Leave Report, and should do this before the scheduled deadline.

Supervisors will also electronically Signoff for these employees before scheduled deadlines.

 

1.

9-month Faculty, Graduate Assistants, Resident Assistants, and Lecturers will be notified when they are able to certify their Work/Leave Report. This should occur as soon as the pay period officially ends.

 

2.

Click on the Internet Explorer icon.

Go to Southeastern's home page. Southeastern's web address is: http://www.selu.edu

 

3.

Click the LEO icon in the bottom left.

 

4.

Click the LEO TimeCentre 2000e Login option from the menu.

TimeCentre's Log On screen should appear.

 

5. Key in your TimeCentre Username and Password, then Click the Log On button.

The LEO TimeCentre 2000e employee menu should appear. The Human Resources Department will assign you your TimeCentre Username and Password. If you have forgotten your TimeCentre Username and Password, contact TimeCentre at extension 3801 for help.

 

6. Click on Employee Certification in the menu column on the left.

Your Work/Leave Report will then appear.

 

7.

Click on the arrows on the scroll bar across the bottom of the form to move the form from left to right. Click on the arrows on the scroll bar down the right side of the form to move it up and down.

Review your Work/Leave Report.

 

8. If the Work/Leave Report is correct:
click on the Approve box and a check will appear.

 

9. Click the Submit button in the bottom left of the form. Once the Work/Leave Report has been approved, the employee will no longer be able to view it.

 

10. If there is an error in your Work/Leave Report:
Click the Not Approved box. Key in your comment as to why the Time Sheet is incorrect in the Comment box underneath the Not Approved box.

 

11. Click on the Submit button in the bottom left of the form.

 

12. If an employee discovers an error in their Work/Leave Report after the scheduled deadline, they must notify their Supervisor of the error. The Supervisor then notifies Payroll, in writing, of the error. The Supervisor will keep a copy of the letter on file with the Department's timekeeping records, and may give the employee a copy of the letter. Payroll will make the necessary adjustments to the employee's pay in the following pay period.
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Supervisor Signoff


Access and Review employee Time Sheets

Signoff on employee Time Sheets


Supervisors are responsible for the accuracy of Time Sheets for all the employees in their department. It is important for Supervisors to examine Time Sheets once the Timekeeper has completed them.

Supervisors should, if possible, electronically Signoff approval on Time Sheets only after employees have certified their Time Sheet as correct. Supervisors should not Signoff on any Time Sheet that they believe may have an error.

 

1.

Review Time Sheets.
Supervisors should first review all employee Time Sheets to ensure that they are correct. Supervisors should make sure that all time in an employee's designated work schedule is accounted for, whether it is work time and/or paid/unpaid leave time.

Supervisors will also want to make sure all overtime is approved and designated correctly as Paid Overtime or Compensatory Time earned.

If an employee works in more than one department:


The Home Department Supervisor (who is responsible for electronically signing off the employee's Time Sheet), should print a copy of the employee's Time Sheet and fax it to all other department Supervisor(s) that the employee worked in. The other Supervisors must review the time and initial the time as correct (or note any errors), and fax it back to the employee's Home Department Supervisor. The Timekeeper attaches this to the employee's Exception Log for the pay period and keeps on file with the department's time records.

 

2.

Click on Internet Explorer icon.

Go to Southeastern's home page at www.selu.edu

 

3.

Click on LEO icon on the bottom left of Southeastern's home page.

 

4.

Click on TimeCentre 2000e Login menu option, and the Log-On screen should appear.

 

5.

Key in assigned Supervisor Username and Password.

Press Enter on keyboard or Click on the Log On button.

 

6.

Click on Reports on menu bar.

 

7.

Click on Time in menu column on the left side of the screen.

 

8.

Click on Time Sheets in the drop down menu. Time Sheets for the department should appear.

 

9.

Click on the Toggle Group Tree Button at the top of the form, and a list of employees will appear down the left side of the Time Sheet. (You may want to Click Hide Menu on the menu bar so your screen will be larger.)

Click on employee name to select an employee in the list located on the left side of form. The selected employee's Time Sheet should appear.

 

10.

Any Time Sheet that a Supervisor has a question about should be discussed with the Timekeeper and the employee, and corrected before the Supervisor gives approval.

Because Timekeepers cannot make changes to Time Sheets after the scheduled deadline, Supervisors are encouraged to review Time Sheets as soon as the pay period has ended.

 

11.

To complete Supervisor Signoff:


Click on Edits on menu bar.

 

12.

Click on Supervisor Signoff. The Supervisor Signoff form should appear on the screen, listing all the employees in the Supervisor's Department.

 

13.

Click on the box under the Signoff column for each employee whose Time Sheet is approved.

Supervisors should not electronically Signoff on Time Sheets that have an error in it. This is why it is recommended that Supervisors, if possible, not Signoff on any Time Sheets until the employee has certified the Time Sheet as correct.

The Timekeeper should keep the Supervisor informed as to which employees have certified approval of their Time Sheets and which have not.

 

14.

Supervisors who discover an error after the deadline should notify the employee, then notify Payroll in writing of the error. The Supervisor should keep a copy of the letter notifying Payroll on file in the Department's timekeeping records, and may also give a copy to the employee. Payroll will make the necessary adjustments in the next pay period.

Timekeepers may not correct Time Sheets after the scheduled deadline. Any errors found in a Time Sheet after scheduled deadlines must be done by Payroll.

Payroll will not make any adjustments on Time Sheets unless they receive authorization in writing from the Supervisor to do so, and the adjustments will not be made until the next pay period.

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Monitor Employee Certifications


Access and Review Edit Certifications

Review employee comments on Time Sheets

Print Edit Certifications


Timekeepers are responsible for making Supervisors aware of those employees who have certified their Time Sheets and those who have not. The Edit Certifications form gives Timekeepers the capability to view which employees have not certified their Time Sheets, as well as those who found an error and did not approve their Time Sheets. Timekeepers are responsible for making corrections to Time Sheets "marked not approved" by employees.

Timekeepers must not try to adjust Time Sheets after scheduled deadlines.

 

1.

In LEO's TimeCentre, Click on Edits on the menu bar.

 

2.

Click on Edit Certification in the menu column on the left.

 

3.

The Edit Certifications form should appear, listing all employees who have not certified their Time Sheet, or who have not approved their Time Sheets.

Once an employee approves their Time Sheet, they will not appear on this list.

If the Timekeeper wishes to see a list with those employees who have approved their Time Sheets, the Timekeeper can Click and check the Show All box.

 

4.

Any employees who did not approve their Time Sheets will have a check in the box under the "Not App" (Not Approved) column.

 

5.

Employee comments on why they did not approve their Time Sheets are found in the Notes column.

To view the entire note:


Scroll the form to the right. Place your cursor over the line between the Notes column and the Department column.

Click and drag to make the notes column bigger so you may read the note.

You may also Print the form out to read an employee's message. Click on the row that contains the employee's name and Click the Print button on the taskbar.

The employee's Edit Certification form should appear, with a complete employee's note.

 

6.

To print the Edit Certifications report to paper, Click on the Printer icon. This report will only show those employees who have not certified their time or have not approved their time.

 

7.

Make necessary changes to Time Sheets in Edit Time. (See Section 5 for further details.)

 

8.

The Timekeeper will want to notify the employee that the Time Sheet has been adjusted, so that the employee can certify the Time Sheet. The employee will be able to access the corrected Time Sheet when they enter Employee Certification again, and can check the approval box and submit.

 

9.

If the Timekeeper was not able to make corrections before the scheduled deadline, then the Supervisor must notify Payroll in writing of the error so that Payroll can correct it. The adjustment will be made in the following pay period.

 

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