ADMINISTRATIVE MEMO # 20
Time Keeping Record (Time Sheet): General Information
FACULTY TIME SHEETS
There are several important details to note regarding the use of Faculty Time Sheets.
- Paydays are not affected by the change in timekeeping. Pay continues to be issued on a biweekly basis.
- Faculty leave is now reported on a monthly schedule.
- A work code or leave code must be entered for all calendar days on the time sheet.
- Hours are to be entered only for leave taken.
- All librarians must use this time sheet. Completed time sheets are due no later than the third working day following the last day of the month.
- Faculty leave balances are not maintained by the UM Leave System, but by the Libraries Budget and Business Services Office. Each Librarian will receive a quarterly report of her/his leave balances.
- Information on Faculty items can be found on-line at http://www.inform.umd.edu/EdRes/FacRes/.
Questions may be directed to Joan Morris - x5-9044, or jmorris3@umd.edu.
More information is available at http://www.president.umd.edu/policies/ii230b.html.
Faculty Timesheet (pdf format)
For regular exempt, regular non-exempt, Contingent 2, Contingent 1, hourly student, hourly faculty and officers:
PHR TIME ENTRY
What is PHR Time Entry?
The Time Entry Module of PHR handles time and entry and leave management for the following employment types: regular exempt, regular non-exempt, Contingent 2,Contingent 1, hourly students, hourly faculty and officers. All faculty(except hourly and officers) will continue to use their current monthly duty reporting and will not use PHR for this purpose. Electronic time entry is not available for graduate assistants, trainees or NRA fellows. Business Rules and Guidelines, developed by Personnel Services, highlight the major provisions of the policies pertaining to time & attendance, leave,and wage and salary administration for staff employees. They can be found at the following web site: http://www.inform.umd.edu/CampusInfo/Committees/PHR/PayPers/Business_Rules_0106.pdf.
Screens are classified into three groups, based on employment category:(1) time in/time out with leave, (2) time in/time out without leave, and (3) duty day. Employees holding multiple positions will complete a time sheet for each position. Type 1 will be used by salaried nonexempt employees and will include time in/out slices, meal break minutes, paid leave (annual, sick, holiday, etc.), unpaid leave and premiums. Type 2 will be used by hourly employees and will include time in/out slices and premiums. Type 3 will be used by salaried exempt employees and will include duty days, paid leave, and unpaid leave. Links to summary screens provide employees with a comprehensive record of their time entry activity.
Time Entry Procedures
Time reporting follows the University of Maryland biweekly pay period. A pay period commences at midnight on a Saturday and runs for 14 consecutive days until midnight Saturday, two weeks later. During this time period the pay period is "open" and employees can complete their time sheets and supervisors can approve them. An employee signoff and supervisor approval is required.
For salaried employees, at midnight on the close of the pay period, time entry collection stops for that pay period, and the data is locked. For hourly employees, at midnight on the first Tuesday after the close of the pay period, time entry collection stops and the data is locked. Once a pay period is locked, neither the employee nor the supervisor can make changes directly on the time sheet. If a change is necessary, the supervisor must contact Joan Morris (x5-9044) and request a time/leave adjustment. The adjustment can only be made by a Unit Creator within the PHR system. Once the Unit Creator makes the adjustment, a Unit Approver approves it and the change is reflected in the next pay period.
While a pay period is open, if the employee is unable to complete his/her time sheet (e.g. illness) a supervisor may enter time and or leave (as appropriate) on an employee's behalf. If the employee's email address is kept in PHR, the employee will receive an email notification that the time sheet was updated by someone else. If an employee knows that he/she will be on approved leave in the future, a future time sheet can be completed and signed off by the employee in advance.
During an open pay period, if a supervisor approves an employee's time sheet, the time sheet is locked and the employee cannot make any changes. If a change needs to be made and the pay period is still open, the supervisor can un-approve the time sheet, allowing changes to be made by either the employee or supervisor.
Relationship Between Time Entry and Pay
Non-exempt and exempt salaried employees will receive their standard pay even if a time record is not submitted for the pay period. Hourly employees will NOT receive pay unless their time sheet has been approved by their supervisor. Regular audit reports will be produced and checked for employees and supervisors who fail to approve time records.
First Pay Period in PHR Time Entry
During the first pay period in which employees are live in time entry, employees are encouraged to go into their time sheets and complete their first week's time by the end of the first week, so that, they gain some experience with the time sheet before the close of the pay period. Supervisors are also encouraged to view employee time sheets during this time so they become familiar with the process.
Handling of Employee questions about PHR Time Entry
Libraries designated contact person to answer employee questions about PHR time entry is Joan Morris (x5-9044). This person will be the individual that will forward all departmental questions/concerns about time entry to the PHR Help Desk. Answers to questions will be conveyed back to the employee via the designate contact.
ADMINISTRATIVE MEMO # 20
Effective April 2, 2002Suggested revisions to any Administrative Memo should be addressed to the Director for Planning & Administrative Services.
