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EMPLOYEE TIME RECORD, FORM PR-7

Payroll Services (PAY)

PROCEDURE 3

Effective Date: 01/09/2004

Last Modified Date: 01/30/2004

Procedure Description

The Employee Time Record (form PR-7) is prepared by non-exempt SPA (staff) personnel and submitted to the appropriate departmental supervisor for review and approval. The departmental supervisor signs the Employee Time Record and submits the original (white) copy, when required, to the Payroll Department; holds the second (canary) copy for delivery to the Sponsored Research Office, CB# 1350, 104 Airport Drive, (see PAY Procedure 5, Departmental Wage-Hour Certification Procedures); and retains the third (blue) copy for departmental files.

Additional instructions regarding completion and distribution of the Employee Time Record are printed on the reverse side of the form (see PAY Appendix 3).

Procedure Steps

Preparation of the Employee Time Record by the Employee

  1. Follow the instructions on the back of the Employee Time Record, Form PR-7 (PAY Appendix 3d).
  2. Record each day on the Employee Time Record the exact number of hours worked that day.
    • Do not wait until the end of the week or the end of the pay period to record hours worked each day.
    • Record exactly the number of hours worked each day; do not indicate 8 hours each day thinking that "things will even out in the long run." This is a violation.
    • Record hours worked to the nearest tenth of an hour (i.e., six minutes). Examples: If the employee works until 5:04 p.m., the time record should indicate 8.1 hours worked. If the employee works until 5:15 p.m., the time record should indicate 8.2 hours worked.
    • Use the appropriate code when recording coded hours.
  3. Add columns for "Hours Worked" and "Coded Hours" and indicate totals. Be sure that a code letter is used for each entry in the "Coded Hours" column.
  4. Add amounts representing totals and all six columns ("Hours Worked" and "Coded Hours" column for week 1 and week 2). Indicate this total in the block marked "Grand Total." This total is later compared to the Payroll and Check Register (01 Report).
  5. Make a final review of the Employee Time Record to ensure that the form is properly completed. Be sure to use the proper pay period number and pay period ending date.
  6. Sign the employee certification section.

Submit the Employee Time Record to the Departmental Supervisor

The completed Employee Time Record should be submitted to the supervisor at the end of the last working day of the pay period.

Departmental Supervisor Reviews Employee Time Record

The departmental representative responsible for Wage-Hour procedures determines that properly prepared and signed time records are completed for all employees who are not exempt from the Wage-Hour Policy and verifies that the pay period number and data on the time records are correct.

Submit Employee Time Record Copies to the Payroll Department and Sponsored Research

  1. Send the first (white) copy of the Employee Time Record, when required, to Payroll Services, CB #1260 (104 Airport Drive, Suite 3600).
    • Employee Time Records must be submitted to the Payroll Department no later than 12:00 noon on the Monday after the pay period ends.
    • Employee Time Records may be deposited at either of two locations:
      • Payroll Services, CB# 1260 (104 Airport Drive, Suite 3600)
      • On campus: Basement of Bynum Hall, by 12:00 noon on Monday following the payday

      NOTE: If an employee has more than one job and, therefore, prepares more than one Employee Time Record each pay period, the employee's home department must secure the canary copy of the Employee Time Record(s) that the employee prepares for other departments. The home department is required to certify that the Payroll and Check Register (01 Report) reflects accurately all hours worked by its employees. Where overtime is involved, the employee is paid at the rate for the position in which the overtime occurs.

  2. Save the second (canary) Employee Time Record copy for later use in the Departmental Wage-Hour Certification Procedures (see PAY Procedure 5). These copies are to be reviewed against and attached to the original copy of the Payroll and Check Register (01 Report) for the relevant pay period, and then submitted to the Office of Sponsored Research.
  3. Retain the third (blue) copy for departmental files.

Additional Information

See also:

PAY Policy 2, Initiating Payroll Actions

PAY Appendix 3, Employee Time Record, Form PR-7

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