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Managing Time
As a supervisor, you are responsible for ensuring your employees are accurately compensated for time worked, eligible paid leave time and paid holiday time, as well as ensuring your direct reports’ leave time is submitted and approved accurately.
Supervisors must approve all time submitted by employees in Workday before the pay period deadline for an employee to be paid in a timely manner.
If supervisors are on leave or unable to approve time for any reason, they remain responsible for this task and must assign a delegate to review and approve time entries to ensure their employees are paid on time.
Timekeeping Actions
Daily
Approve or deny all time-off requests as received.
Ensure employees eligible for paid time off (leave) are submitting time off requests when taking day(s) off.
Review and manage all exceptions on timecards, such as missed punches or unexcused absences.
Weekly
Monitor the following:
- Employees approaching overtime, including part-time employees approaching the 28-hour maximum.
- Employee(s) must obtain prior authorization from you before working over 40 hours in a workweek
- International employees approaching weekly maximum hours.
- Employees not meeting their weekly standard hours either through time worked, holiday pay or time off requests, including time off without pay.
Pay Period Approval
Approve or deny all time-off requests by 4:30 p.m. on the 1st and 16th each month.
Review and manage all exceptions on timecards, such as missed punches or unexcused absences.
Ensure all employees using timecards have approved their own timecards.
Approve prior pay period timecards for all employees visible in the timekeeping system.
- If supervisors are not able to approve timecards, they must assign a delegate.
- Failure to approve timecards by the deadline may result in delayed payment for employees.
Best Practice:
Approve Absence requests as received, to ensure the employee timecard gets updated with the correct hours.
Partner Resources
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Timekeeper Roles and Responsibilities
- On Monday weekly:
- Monitor prior work week to ensure employees and supervisors have fulfilled their responsibilities
- Follow-up with employees and supervisors regarding missed punches and unexcused absences
- Follow-up with supervisors regarding time off requests still in submitted status
- Follow-up with employees and supervisors if a salaried non-exempt employee has not met their weekly standard hours either through time worked or time off requested
- At the end of the pay period, monitor timecards to ensure supervisors have approved timecards by 4:30 pm on either the 1st or the 16th for the prior pay period
- By request (via e-mail, keep as back-up)
- Handle employee requests for timecard edits
- Recommended:
- Direct employees back to supervisors to perform timecard edits
- On Monday weekly:
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Processing Information for HR and Payroll Professionals
- Fiscal Year End Payroll Procedures (PDF)
- Moving Expenses (pay via Payroll)
- Moving Expenses may be managed through the "Request One Time Payment" feature in Workday.
- Pooled Fringe Benefit Rates under University Rates
To access the Payroll Processing Calendar:
- Open Outlook calendar and select "Add."
- Choose from the "Room List" and type "5337-Payroll_Operations."
- Add the calendar and select "Ok."
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Forms for Department/Budget Center Use
For the following processes/requests, contact Payroll through ServiceNow.
- Overpayment process — contact payroll@clemson.edu
- Request for Off-Cycle Payroll Process (PDF)
- Manage employee information for employees working outside of South Carolina.
