Time cards: Employee & Manager Responsibilities
To understand your role as a manager, it is important to understand how your direct reports record their time. Be sure to review the correct procedure with each and every new employee.
Non-Exempt (Hourly)
Employee Responsibilities
- Hours are recorded by badge swipes at readers
- Time should be tracked according to schedule, at the time it occurs
- Time tracked outside of a schedule can result in supervisor intervention
- Other pay activities should also be recorded (including time off, sick time, meetings, floats, etc.) per established procedures
Manager Responsibilities
- Review the Recording of Time policy
- Set up employee schedule in E-Time.
- At the end of each pay period, managers review, reconcile, and approve work time and submit payroll electronically by 11:00 am on the Monday preceding payday.
- Designate time keepers for your area, if needed.
Special Circumstances: There are special circumstances when non-exempt employees will have different access (timestamp access or web access). Timestamp access is given to employees who do not have access to swipe at a badge reader. Additional information is located on the intranet.
Exempt
Employee Responsibilities
- All Exempt employees are set up in E-Time as “pay by schedule.”
- This means their time card will automatically generate their hours based on their schedule.
- Update and approve electronic schedule at the end of each pay period.
- Must approve time card by Monday preceding payday.
Manager Responsibilities
- Set up exempt employees’ schedules in E-Time.
- Review approval procedure with every new employee.
- Review, reconcile, and approve employee time and submit payroll electronically by 11 am on the Monday preceding payday.
Both Exempt & Non-Exempt: Some managers have employees who fall into both categories. Managers must review, reconcile, and approve time cards according to the procedure for the type of employee.
Note: To ensure timely and accurate pay, it is a responsibility for both you and your employees to enter and maintain your hours worked and other paid time off, including sick and safe time. To best determine how employees get paid, we use numerical classifications. A pay code crosswalk is located on the Intranet to reference for your employees