POLICY
Official Time Reports are submitted via Human Resource Services.
INSTRUCTIONS
When: frequency is different for hourly-paid and monthly paid employees.
- Monthly paid employees submit time sheets on Monday by 5:00 pm of each week for the week prior
- Hourly employees submit their time sheets at the end of each week, as well as the end of each pay period (15th of the month and the last day of the month).
Hourly-paid employees need their timesheets to be approved weekly in order for paychecks to be processed on time.
Monthly-paid employees need their timesheets to be approved weekly in order for the Leave information to be up to date.
Where – Go to your electronic timesheets on UT Direct to complete and submit timesheets. For all monthly paid employees, the timesheet system does not directly impact your paycheck. Late timesheet submission for hourly paid employees could delay your paycheck.
How – Hours recorded should accurately reflect the work performed on a daily basis. Remember to round minutes to the nearest quarter (e.g., 15 minutes = 0.25; 30 minutes = 0.50; 45 minutes = 0.75). For example: If you work 8 hours and 15 minutes that would be recorded as 8.25 hours worked. If you work 7 hours and 45 minutes, that would be recorded as 7.75 hours worked.
Timesheet Approvers – Timesheet Approvers will need to go to electronic timesheets to review and approve employee’s timesheets. To check your Inbox: on the left, go to the Navigation Menu and click on Inbox. This will take you to your Inbox that has tabs: For Your Approval, Created Documents, and Review and Notification. Pending timesheets will be in the “For Your Approval” tab.
Tip – Timesheet Approvers do not receive notifications or reminders when there are timesheets in their inbox. We suggest setting a weekly reminder on Mondays via Outlook that will remind you to check your Timesheet Inbox.
WHEN
Time sheets should be submitted by all monthly assigned employees every Monday for the previously worked week. Hourly employees should submit time sheets at the end of each week, as well as the end of each pay period (15th of the month and the last day of the month).
HOW
- Go to your electronic time sheetto complete and submit time sheets.
- Record hours worked accurately.
- Round minutes to the nearest quarter (e.g., 15 minutes = 0.25; 30 minutes = 0.50; 45 minutes = 0.75).
Example: If you work 8 hours and 15 minutes that would be recorded as 8.25 hours worked. If you work 7 hours and 45 minutes, that would be recorded as 7.75 hours worked.
NOTE: late time sheets could delay your paycheck.