Due to staffing changes in the MIIS-HR office, and to comply with Federal and State regulations, we would like to remind employees, and especially managers/supervisors, of their responsibilities when it comes to timesheet completion and submission. As you are aware, timesheets are submitted by all employees bi-weekly in order for the Payroll Office (Middlebury) to produce checks/direct deposits. Managers/supervisors are responsible for ensuring the accurate reporting of time worked by employees they supervise, and for approving timesheets before the bi-weekly deadline. Fulfilling these responsibilities ensures employees are paid correctly every payday.
Highlighted here are a few employee and manager/supervisor responsibilities:
o Enter time worked daily to ensure hours are accurately recorded (actual hours worked and not scheduled hours)
o Verify hours worked, both regular and overtime* (refer to bi-weekly timesheet reminder for overtime and missed meal period information)
o Submit timesheet by the established departmental deadline
o GA’s: monitor multiple positions to ensure hours do not overlap
o Ensure non-exempt employees enter their time daily
o Ensure all timesheets are submitted by the established deadline
o Carefully review timesheets for accuracy: accurate recording of time worked, unpaid meal periods, missed meal periods, overtime (refer to bi-weekly timesheet reminder email for overtime and missed meal period information. Note: requirements are different outside of California)
o Make necessary arrangements when away from the office (notify proxy or arrange to approve timesheets from your out-of-office location)
Employers are required by California law to maintain an accurate record of employees’ hours of work and compensation for a minimum of four years. Additionally, California employers are obligated to pay an employee on the established payday even when the employee fails to submit a timesheet. For these reasons, and in order to meet our legal, fiscal, and employee compensation responsibilities, it is important that managers/supervisors ensure timesheets are completed in a timely and accurate manner.
Your efforts in this process are greatly appreciated.