Payroll Standard Operating Procedure 20.0: Changing Work Area Timekeeping Methods

Subject: Changing Work Area Timekeeping Methods

Source: Financial Management Services

Original Date of issue: August 2017

Date of Last Revision:

Rationale: To establish a process for changing the timekeeping method of a work area.

Procedure

Each campus has chosen a default timekeeping method of either synchronous (i.e., recording time worked by clocking in and out of an approved electronic timekeeping system) or asynchronous (i.e., manually recording time worked at the end of the workday in an approved electronic timekeeping system) to be used for positions on that campus.

Departments may request that University Payroll change the timekeeping method for a particular work area from the campus’s default method. In circumstances determined appropriate by University Payroll, such as the lack of Internet access in the field, University Payroll may, but is not required to, grant exceptions to the default timekeeping method or allow employees to record their time manually on paper outside of an electronic timekeeping system.

To initiate the review of a work area’s timekeeping method, the Payroll Director, HR Director, or departmental Fiscal Officer must complete and submit a Timekeeping Policy Exception Request. Approvers and Payroll Processors are not authorized to submit timekeeping policy exception requests. As a general rule, University Payroll approves requests to move a work area from asynchronous to synchronous timekeeping. Requests to move a work area from synchronous to asynchronous timekeeping are subject to greater scrutiny and are rarely approved.

If a request is approved, a member of the University Payroll Operations team will work with the department’s payroll staff to implement the change to ensure a smooth transition from one timekeeping method to another.


Cross Reference:

Responsible Organization: Financial Management Services