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Supervisor Checklist for Timecards

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(Identify a person who is responsible for collecting and turning in timecards every pay period)

  1. Create a list of individuals who work in your area. Use this as a checklist to make sure all timecards are turned in. **May Request a list from Human Resources**
  2. Communicate to employees when timecards are due. Advise them if timecards are not turned in they won’t get paid and they may be subject to disciplinary action.
  3. Secure all timecards for your work area.
  4. Verify the employee’s name, the org unit name and number and the pay period. Correct the information by writing in the correct data. If the org unit name and number is incorrect, go ahead and correct it, but also CONTACT HR IMMEDIATELY.
  5. If you received a timecard for an employee that no longer works in your department, please prepare a PA form to separate that employee (if one has not been prepared). Also enter a zero on the timecard and include it with your department’s timecards.
  6. Write the total hours for the two week time period on the timecard for the two week period. Even if some hours are unpaid time, this must be coded and reported (Refer to the back of the Timecard for proper codes). Please refer to your quota balance reports to ensure employee has enough leave time.
  7. Verify for 100% FTE, benefit-eligible employees that their timecards have 80 hours for the two week period. Even if some hours are unpaid time, this must be coded and reported. Please refer to your quota balance reports to ensure employee has enough leave time.
  8. If a regular employee with benefits is absent, please use the correct absence codes on the timecard. Please refer to your quota balance reports to ensure employee has enough leave time.
  9. If an employee is on a leave of absence, please verify with Laura Guzman Ext. 2191 as to how the time card should be coded. If an employee is eligible for Short-Term Disability (STD) or Worker’s Compensation (WC), please contact Laura Guzman immediately to ensure the days being recorded for STD or WC are being paid at a maximum of 2.8 hours a day. The additional 5.2 hours should be recorded as either ABUP or FMUP. If this employee is receiving both STD and WC then 8.0 hours is recorded as either ABUP or FMUP.
  10. Check the cost center and fund account numbers!!!! Supervisors should NOT be signing timecards without checking to ensure the time is being accurately charged to the correct accounts! Contact your business office if you do not know the correct cost center or fund numbers.
  11. If the cost distribution change is only for one pay period and NOT for future time cards, please note that exactly on the bottom half of the time card. Payroll will only make the change for that one time card.
  12. Verify employee signed the timecard.
  13. Sign the timecard on the Supervisor line. Also, if more than one cost center is charged for hours worked, signatures must be secured from supervisors that have signature authority over those cost centers. To help clarify which cost centers and funds overtime should be charged to, you may write notes on the timecard.
  14. Please sort your timecards by ORG UNIT NUMBER (not name) and then sort the timecards alphabetically within each org unit.
  15. Turn in all Previous Pay Period (Retroactive) time cards in a separate group from the current time cards, please highlight the Previous Pay Period Dates on each of these timecards. Please sort the same as #14 above.
  16. Supervisors should receive all timecards and turn them in as a group, EMPLOYEES SHOULD NOT DROP OFF TIMECARDS.
  17. After timecards have been sent back to Payroll by the deadline date and changes to employee’s hours are needed, the supervisor must email payroll at payroll@purduecal.edu. In the email please include the employee’s name, your departments Org. number, the date the change needs to be done on and the amount of hours. Also include if we are changing payroll codes: Regular, Overtime, Sick, Vacation, etc.
  18. Please contact the Payroll Department if you cannot meet the payroll deadline ASAP.