Time Report Forms

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Time Report Forms:

Some employee types require a Time Report Form (TRF) before payment can be made. DGCA cannot accept TRFs until the work is completed. Forms which are submitted in advance and are not signed and dated properly, will be returned to the unit initiating them. For accelerated time reporting due to holidays see below:

APPLICABILITY

This procedure applies only to accelerated time reporting due to holidays for reporting hourly paid employees who are charged to 4-XXXXX accounts.

PURPOSE

To comply with Federal and State requirements, the University requires that the work effort reported on Time Reports be certified after the work has been performed. This requirement makes it impossible for hourly paid employees to be fully paid in a timely manner if we have accelerated time reporting due to holidays. To allow accelerated time reporting, the changes between the estimated time used in accelerated time reporting and the actual time worked must be accounted for in the next non-accelerated Time Report. This procedure documents the steps needed to properly certify the work effort without unduly impacting the payroll process.

PROCEDURE

1.Complete the Time Report as normally required for the pay period involved. Make sure to include the estimated work hours for the portion of the pay period that will occur after the Time Report is submitted. Enter "Estimate" on the effort certification Authorized Signature line, but don't sign it. However, make sure that the Authorized Signature box in the lower right of the form is signed and dated as usual.

2. Complete the Time Report for the subsequent pay period as normally required. However, if there is a change from the prior period's estimated work hours, reflect that change in the current hours reported. Also add to the certification statement, the phrase "For the four weeks ended XX/XX/XX". Then have the appropriate individual certify the work effort by signing and dating on the effort certification Authorizated Signature line.

3. If two back to back Time Reports require accelerated reporting due to holidays, both Time Reports would have "Estimate" on the effort certification Authorized Signature line and the Time Report for the third period would have the phrase "For the six weeks ended XX/XX/XX" added to the certification statement.

Please keep in mind that this procedure ONLY applies to accelerated time reporting due to holidays. It is NOT acceptable at other times during the year. If you have any questions on the above, please contact Judy Garelick @2-0165 x2227

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