OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
University Payroll Services Revised 06-13-07
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Table of Content
WELCOME TO OTIS ................................................................................................................................. 3 TO LOGIN.................................................................................................................................................... 5 TIME ENTRY .............................................................................................................................................. 8 TO RECORD TIME – IN/OUT TEMPLATE ...................................................................................................... 8 TO REQUEST LEAVE (PAID/UNPAID TIME OFF)........................................................................................ 17 Your Time Entry (Time off in the current pay period) ........................................................................ 17 Your Leave Request (Time off in a future pay period) ........................................................................ 25 HISTORY ................................................................................................................................................... 29 REPORTING.............................................................................................................................................. 31 TIME AWAY FROM WORK ........................................................................................................................ 31 LEAVE REQUEST REPORT ......................................................................................................................... 33 EMAIL NOTIFICATIONS ....................................................................................................................... 34 TIMESHEET SUBMISSION AND APPROVAL DEADLINES ........................................................... 35
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Welcome to OTiS
OTiS stands for Online Timekeeping System. Time worked is recorded, approved and processed through a paperless, all electronic system. OTiS eliminates the time consuming paper shuffle of filling out paper timesheets, hand calculating totals, collecting signatures; copying, filing and storing paper records. The University of Southern California strongly believes each employee should be paid on time with no errors. Both supervisors and employees share responsibility for compliance with university policies established to meet the requirements of federal and state wage and hour laws. Non-exempt employees are protected by a complex set of regulations concerning hours worked, rest periods, meal periods and overtime compensation. University policy also provides for generous vacation and sick leave as well as other types of leaves that must be accurately calculated and fairly administered for all our employees. This manual includes the instructions for Nonexempt Employees using the In/Out Template. The manual contains screen prints to guide the user through each process. Some screen prints contain red arrows and boxes to point out the specific area as described in the instructions. While the red arrows and boxes appear in the manual, they will not appear on your screen when you are using OTiS live. Please also note that this manual is not intended to cover every situation that may arise. If you have a question regarding a scenario that is not covered in this manual, please contact your Supervisor. This manual is also available on the OTiS web site (www.usc.edu/otis). All updates will be published and may be downloaded from this site. In addition, this manual may contain material that is confidential and is for the sole use of the university employees for its intended purpose. For More Information About Wage and Hour Policies o University wage and hour policies are posted online at the Policies Web site: http://policies.usc.edu/ o Personnel Services Questions about wage and hour policies should be directed to Personnel Services on the University Park campus at (213) 437-1811 or on the Health Sciences campus at (323) 442-1010. About OTiS o Home Department Coordinators www.usc.edu/directories/
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Each USC department has a Home Department Coordinator who is responsible for maintaining the payroll and personnel records in your department. Home Department Coordinators can answer your questions about payroll cycles, submitting time records, how to settle disputes about time records, and the deductions and reductions taken from your paycheck. If you don't know who your Home Department Coordinator is, check your individual listing in the USCWeb directory. Your Home Department Coordinator is listed at the bottom of the page. o OTiS Help Desk (213) 821-2033 otisusc@usc.edu Call the OTiS Help Desk if you have questions about the payroll schedule, deductions, or pay calculations. The Help Desk staff will either answer your questions or refer you to the appropriate person for an answer. You also can send inquiries by e-mail to otisusc@usc.edu. Hours of operation: 8:30am-4:30pm Calls outside of our hours of operations will be promptly returned within the next business day. o OTiS Online www.usc.edu/otis The OTiS Web site includes general information about the timekeeping system, contact information for home department coordinators, frequently asked questions and answers, copies of communications sent about OTiS, and information about biweekly payroll schedules and payroll deductions.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
To Login
Login at https://otisusc.fastime.com. For easy access to OTiS, go to the USC home page (www.usc.edu) and click on the OTiS link at the bottom of the page under Quick Links. You may also access OTiS by saving the link to your Favorites folder or setting the link as your default home page.
Enter your 7 digit Employee ID Number or 10 digit USC ID Number. If you don’t know either of these numbers, please consult your supervisor or check your most recent check stub or advice slip. The first time you log in, your default password will be the last four digits of your Social Security Number + your four digit year of birth. For example, if the Social Security Number is 123-45-6789 and the year of birth is 1970, the default password will be 67891970. After entering your password, click on the “Submit” button. If you hit the “Enter” or Return key on your keyboard, you may not be able to log in.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
If you forget the combination of information included in the default password, you may click on the “Help with Login” button for an explanation. Upon clicking on the “Help with Login” button, a window will open up displaying the following message: “Your default password is the last four digits of your Social Security Number plus your four digit year of birth. If you are experiencing problems with the login page or need to have your password reset, please contact your Home Department Coordinator for assistance.” If you do not know who your Home Department Coordinator is, check your individual listing in the USCWeb directory. Your Home Department Coordinator is listed at the bottom of the page.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
After clicking on the “Submit” button, OTiS will prompt you to enter in a new password between 4 and 8 numeric characters. All characters in your password must be numeric. Re-Enter your new password and click on “Submit”. Please note your password will expire every six months and you will be prompted to select a new password.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Time Entry
To Record Time – In/Out Template
This is your Main Menu screen. The In/Out Time Entry allows an employee to key in their time worked in a “fill in format” online timesheet. You are encouraged to key in your time as you come in and out of your shift. Nonexempt employees are required to clock in and out at the beginning of their shift, meal period out, meal period in, and end of their shift. Rest periods are paid for and are not to be recorded on OTiS. Click on “Your Time Entry” to record your Time In or Time Out for the current day.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
The Time Entry screen displays the employee’s demographic information including: Name, Employee ID, Home Department Number, Exempt or Nonexempt status, Union or Nonunion status, Supervisor, and the Start Time of their work day. The In/Out Template will automatically display two sets of Time In/Time Out for each week of the biweekly period. It is important that you record your time correctly. For every Time In entry, you must fill in the corresponding Time Out. For example, if you worked from 8am to 10am, your entry should look like the following:
CORRECT
Do not skip any Time In or Time Out entries. If the correct set of Time In and Time Out entry is not filled in, you will not be paid for those hours.
INCORRECT
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
If the employee works for more than one department or account, the employee will select the “Account Name” from the drop down box to select a specific Account Name to record their hours worked.
Key in your time in AM or PM format (e.g., 8:00 AM) in the corresponding action (e.g., Time In or Time Out) and date field.
As you enter a set of Time In and Time Out, the hours will be totaled at the bottom of each week. In this example, the employee has worked a total of 7.5 hours on Thursday, 11/03. After keying in your time, you may select the “Save for Later” button to save the information that you entered without submitting it to your Supervisor/approver for review and approval. If you entered data and do not click on “Save for Later,” your data will be lost. You will “Submit” your timesheet only once per Biweekly pay period at the completion of your last shift of the pay cycle. You may refer to your OTiS calendar for submission deadlines. The “Review” button may be selected to apply all the programmed rules including the calculation of overtime and double time.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
OTiS will total the hours worked each day by accounts and round to the nearest tenth of an hour using the following method: 1-6 minutes = .1 7.12 minutes = .2 13-18 minutes = .3 19-24 minutes = .4 25-30 minutes = .5 31-36 minutes = .6 37-42 minutes = .7 43-48 minutes = .8 49-54 minutes = .9 OTiS allows for as many sets of Time Ins and Time Outs as needed.
If you need to clock in/clock out more than two times in one work day, add additional sets of Time In and Time Out lines by clicking on the drop down box “Select a Time Type” and select “Regular.”
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
An additional set of Time In and Out has been added. To delete a set of Time In and Out, click on the red x on the left.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
In the above timesheet example, the employee has keyed in time worked through Wednesday, 11/16. Upon clicking on the “Review” button, all the programmed rules including the breakdown of overtime and double time will be calculated.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
This is the result of clicking the “Review” button. You may select the “Back” button to go back to the Time Entry screen to key in additional time worked or change any data entered. The “Submit” button can be used when you have keyed in your last punch in the biweekly pay period and you are ready to submit your timesheet to your supervisor/approver for review and approval.
Upon clicking the “Submit” button, the above pop-up window will appear: “You have recorded time for Pay Period Ending 11/16/2005. By submitting this timesheet, I certify that the hours recorded are an accurate record of hours worked in the appropriate project or department and that I took the meal and rest periods I am entitled to by law.” Click “OK” to consent to the statement. This is your “electronic signature.”
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking “OK”, a confirmation number is generated and the timesheet status has changed from “Not Submitted For Approval” to “Pending Approval.” Should you want to keep a paper record of your timesheet, please print a copy of this screen now.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
The “Approval Status” legend at the bottom right hand corner will allow you to know the status of the timesheet. The gray circle indicates that the approver has not yet approved the timesheet. The green check mark indicates that the approver has approved the timesheet. The red x indicates that the approver has rejected the timesheet. If you need to make changes to your timesheet after submitting your timesheet for approval, you may do so if the timesheet status is in “Pending Approval” status and it is prior to the submission deadline on Wednesday of pay period ending date at midnight. This means that your approver has not yet approved your timesheet. Once you have submitted your timesheet, you will no longer have the “submit” button for the remaining biweekly pay period. You will have an “update timesheet” button upon hitting the “review” button. The “update timesheet” button will save and submit any changes you make as long as the timesheet status is in “Pending Approval” status. If the timesheet status is “Approved” and it is prior to the submission deadline on Wednesday of pay period ending date at midnight, you will not be able to make changes on your timesheet. Your Supervisor/Approver will need to unapprove your timesheet to unlock the timesheet. If the timesheet is “Approved” and it is after the submission deadline, you should contact your Supervisor/Approver immediately for further instructions.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
To Request Leave (Paid/Unpaid Time Off)
When using the In/Out Template, there are two places where you can enter paid leave time such as vacation, sick, jury duty, and etc. If the leave time is for the current pay period, you will select the “Your Time Entry” link on the Main Menu. If you are requesting time for a future date, a date not within the current biweekly pay period, you will select “Your Leave Request”.
Your Time Entry (Time off in the current pay period)
To key in a leave time to be taken during the current pay period, click on “Your Time Entry.” This is the same link you use to key in your time worked for the current pay period. Please refer to the Employment Policies at http://policies.usc.edu/ for all University policies and procedures on paid and unpaid leaves.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking on “Your Time Entry”, you will see the above screen. The timesheet will include all entries that you have keyed in for the current pay period. Your vacation and sick accrual rates and balances are automatically calculated by OTiS and are displayed in hours. Vacation and sick accruals are updated on the first day of each month for hours earned in the previous month. For example on January 1st, the vacation and sick hours earned in the month of December will be reflected in your balance.
University Payroll Services Revised 06-13-07
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Click on the “Select a Time Type” dropdown box and select the type of leave you are taking. The drop down box includes leaves that are paid and leaves that are unpaid. Unpaid time types are used to document and record the reason of your absence but do not generate pay. Paid time types: Vacation, Sick Self, Sick Family, Bereavement, and Jury Duty. Unpaid time types: Medical, Military, FMLA, CFRA, Other-Unpaid, and PFL For an explanation of time types, please refer to the online “policies” web site (http://policies.usc.edu).
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
In this example, vacation is selected.
Upon selecting the Time Type “Vacation,” a line will be inserted so you may key in the total number of vacation hours in the appropriate date. In this example, this employee is using 7.5 vacation hours on Monday, 11/7. Click on the “Review” button to populate the vacation entered on the timesheet. Please note that the current vacation balance is 15 hours. You may select the “Save for Later” button if you are not ready to submit your entire timesheet for approval and would like to save the information that you entered. Do not use the “Submit” button until you have completed your final entries including your hours worked for the biweekly pay period.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking on the “Review” button, a warning message will be displayed in red indicating that “Your supervisor must approve your time prior to taking vacation hours.” Please note this message is a reminder notice and will not prevent you from updating your timesheet. However, it is important that you communicate with your Supervisor/Approver regarding any absences from work. You will also notice that vacation hours keyed in for the current pay period will be deducted from your vacation balances. The previous vacation balance was 15 hours and now the balance is 7.5 hours. This also applies to sick time used (sick self and sick family). When you are ready to submit the entire timesheet for approval, click on the “Submit” button. You may refer to the OTiS calendar for submission deadlines. If you are not ready to submit or would like to make changes to the timesheet, you may click the “Back” button.
Upon clicking on the “Submit” button, the above message will be displayed. Select “OK” to continue or select “Cancel” if you do not agree to the statement.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
To Select Sick Time
To select another time type, click on the “Select a Time Type” drop down box. The box displays all time types you can select. In this example, “Sick Self” has been selected.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking the “Sick Self” time type, the “Sick Self” line is inserted on the timesheet. Key in the total number of sick hours you will be taking on the appropriate date. Refer to the Policies web site. All time off must be pre-approved. In this example, on Tuesday, 11/8, the employee worked a total of 4 hours and left for a doctor’s appointment at 12:00 Noon. The employee keys in 3.5 hours of “Sick Self” to account for the time not worked, while at the doctor’s office. Click “Review” to continue.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking the “Review” button, OTiS will apply all the pay rules and distribute all time types in the appropriate pay categories. When you are ready to submit the entire timesheet for approval, click on the “Submit” button. If you are not ready to submit or would like to make changes to the timesheet, you may click the “Back” button. You may refer to the OTiS calendar for all submission deadlines. Please note that OTiS will not allow an employee to “go negative” in their vacation and sick balances. The employee must have the balances available when keying in vacation or sick for the current pay period. If the balance is insufficient, OTiS will not accept the hours upon hitting the “review” button.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Your Leave Request (Time off in a future pay period)
To key in a leave to be taken on a date in a future biweekly pay period, click on “Your Leave Request” from the Main Menu. “Future date” is defined as a date that has not occurred and does not fall within the current biweekly pay cycle. Please note that the Leave Request screen will always default to the next pay period ending date after the current pay period ending date. In this example, it is pay period ending 11/30/2005. You may select a date in another period ending date by using the drop down box.
First select from the “Period Ending Date” drop down box to select the period ending date in which you will be requesting leave time from. The time type on the leave request defaults to “Vacation”. You may use the drop down to request other leave types.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
In this example, the employee would like to take 7.5 hours of Vacation on 12/23/2005. 12/23/2005 falls within the pay period ending date 12/28/2005.
Upon selecting Pay Period Ending 12/28/2005, the above warning message appears: “Timesheets can only be submitted one at a time. Selecting another period ending date will cause any new data entered on the current timesheet to be lost!” As indicated earlier, the Leave Request screen will always default to the next pay period ending date after the current pay period ending date. The warning message is a reminder that any leave hours keyed in period ending 11/30/2005, the default, must be saved before you can select another pay period ending date. It is very likely that you did not key any hours into the default pay period ending date. To continue, select “OK”. If leave hours were keyed in the default pay period ending date and you would like to save the data, select “Cancel”.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Key in 7.5 hours in the Fri 12/23 field and click on the “Review” button to proceed. Selecting the “Save for Later” button allows you to come back to the record and submit to your Supervisor for approval at a later time.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking the “Review” button, you may notice that the 7.5 hours requested were not deducted from your vacation balances. Future leave request will not be deducted until the timesheet for the pay period requested becomes current. Click on “Submit” to complete your request. An email will be sent to your approver notifying him/her of your leave request. The Supervisor/Approver may approve or reject the leave request. If approved by the Supervisor/Approver, the leave approved will be inserted into the timesheet of the Period Ending Date when it becomes current. When requesting vacation or sick time for a future date, OTiS will project the hours that the employee would have accrued and allow an employee to make the request even though the hours are not displayed on their balances. However, the employee will not be allowed to request more than what he/she will have accrued for sick and vacation.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
History
The History view allows the employee to view up to 12 months of previous timesheets entered by the employee.
From the Main Menu, click the “History” link.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Upon clicking the “History” link, the screen displays all previous timesheets in the last 12 months by Pay Period Ending Date. To select and view the details, find the Pay Period Ending Date you wish to review and click on the corresponding employee name in red.
In this example, Pay Period Ending 10/19/2005 was selected.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Reporting
Time Away From Work
The Time Away From Work Report displays all recorded absence hours (e.g., vacation, sick, jury duty and etc.) taken by the employee in the last 12 months.
From the Main Menu screen, click on the “Time Away From Work” link.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
The screen displays all recorded vacation, sick, and holiday hours taken by the employee in the last 12 months.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Leave Request Report
The Leave Request Report provides information on those Employees who have entered absence hours (e.g., vacation, sick, jury duty and etc.) through the leave request process.
From the Main Menu screen, click on the “Leave Request Report” link.
The screen displays all absence hours submitted through the Leave Request Process in the last 12 months. The report will also display the date, timesheet status, type, and hours of the leave request.
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Email Notifications
The following notifications and escalations will occur in OTiS triggering e-mail messages to Employees, Approvers, Alternate Approvers and HDCs. The specific timing and recipient of each type of email is outlined below. The “From” address used on email notifications will be otisnote@usc.edu. Description Initial Notification to Employees. "Please help us ensure you are paid accurately and on time by verifying and submitting your time at the end of tomorrow’s shift." Initial Notification to Approvers "Please help us ensure your employees are paid accurately and on time. You must take appropriate approval or rejection action by tomorrow." Escalation Notification to all Approvers with timesheets in Pending Approval or Not Submitted for Approval status "REMINDER: Records indicate we do not have approved time for all of your employees. Please take appropriate approval or rejection action immediately.” Rejection Notification when one of the Approvers or Home Department Coordinator users rejects the timesheet. The 'Reject Reason' will be included in the email. Modification Notification to the Employees when one of the Approvers or Home Department Coordinator users modifies a timesheet after it was submitted for approval Upon Modification "Your timesheet was modified before it was approved. Please go to History to review the final version." Notification of Re-submitted Timesheet for Approval to the Approver when an Employee re-submits the timesheet for approval after it had been rejected. Note: If Employees clicks 'Save for Later' the timesheet status will be changed to 'Not Submitted for Approval' and no email will be sent. Employees Time Sent Bi-Weekly The second Tuesday @ 2:00 a.m. Employees Send to
Bi-Weekly The second Wednesday @ 2:00 a.m. Approvers & Alternate Approvers
Bi-Weekly The second Thursday @ 11:00 a.m. Approvers & Alternate Approvers
Upon Rejection
Employees
Upon Submission
Approver & Alternate Approver
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OTiS – Online Timekeeping System Nonexempt Employee Instructions for the In/Out Template
Notification of Alternate Approver Assignment to the employee that was assigned or modified as Alternate Approvers. Upon Change The email will contain the Manager's Name that designated the Alternate Approver and either the Start Date/End Date. Notification of Alternate Approver Status Change to the employee assigned to be an Alternate Approver when the End Date has passed or if the Alternate Approver has been removed. The email will contain: the Manager's Name that designated the Alternate Approver and the Start Date/End Date. Notification of Leave Request by employee to Approver and Alternate Approver. The email will contain: the Employee's Name that requested the leave along with the pay period, time type and number of hours requested. Approver & Alternate Approver
Upon Change
Approver & Alternate Approver
Upon Request
Approver & Alternate Approver
Timesheet Submission and Approval Deadlines
Employee timesheet submission deadline o Employees on the Midnight to Midnight work day schedule - The Wednesday of pay period ending day until 12 midnight o Employees on the Noon to Noon work day schedule - Thursday after the pay period ending date at 12 Noon Home Department timesheet changes and approval deadline (includes both the Approver and Home Department Coordinator deadline) - Thursday after the pay period ending date at 12 Midnight University Payroll Services timesheet changes and approval deadline - Friday after the pay period ending date at 11 a.m.
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