- Must we have both the employee and supervisor signatures before we enter time in SAP for payment?
Yes, except in emergency situations or situations when the Purdue’s central payroll office unexpectedly alters deadlines and there is no opportunity to obtain signatures.
It is acceptable to use faxed copies of signed timecards as long as there is a process in place to obtain the originals and reconcile them with the fax copies to ensure the information is the same.
It is also acceptable to have another individual appointed as a delegate for the supervisor to sign when the supervisor is on vacation or out of the office.
Supervisors and/or delegates should not sign for the employee, though.
- If a person has signed their card, but the supervisor has not, and is not available, and the deadline is here…do we turn in or not turn in? If an employee has not signed, but the supervisor has verified the hours and signed…do we enter for payment, or not?
It is acceptable to have someone delegated to sign timecards when the supervisor is unavailable.
If there is not an emergency and the deadlines have not been shortened or changed unexpectedly, time should not be entered unless both signatures are on the timecard. With planning, the employee can fill out and sign the timecard and the supervisor or a delegate can also sign.
Examples of Exceptions…
- Personnel in the hospital cannot sign their card, but supervisor has verified hours and signed – This would constitute an “emergency,” and it makes sense go ahead and process.
- Personnel on leave actions – It is the practice to have the employee fill out the timecards with the regularly scheduled work hours, holidays, etc. before going on leave. Then the supervisor can sign as the timecards are turned in, and note on the card that the employee filled it out before the leave began.
- Employees work once a week, and we have requested time cards early for early deadlines, and it is not their scheduled work day yet. Again, the practice would be to have the employee fill out the timecard early and then obtain the supervisor/delegate signature so that the timecard can be processed.
- A student employee leaves the department and doesn’t sign the final timecard. The supervisor should enter the regularly scheduled hours, sign, and note on the timecard that the student has left employment without signing the card.