This procedure covers entering and processing time for employees using IS Time Management (OTM).
This procedure does not cover the IS payroll process.
See the Policies section of the University Human Resources website [http://www.hr.virginia.edu/] in the dropdown section, HR for You, for information on payroll policies.
The UVA HRMS Timekeeper is responsible for printing and collecting source documents from which time is entered, and editing and reviewing time cards for the employees for whom they are responsible, and entering time manually when necessary.
The UVA HRMS Payroll Specialist is responsible for AutoGenerating time cards, auditing time cards entered by UVA HRMS Timekeepers, running the validation process, and transferring the time cards to PayMix.
The Approver (employee's supervisor) is responsible for reviewing the source documents.
Chief Human Resource Officer
HRMS Payroll Specialist*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever time cards need to be generated and time entered by employees.
The status on the timecard when it has been autogenerated will be "hold".
The UVA Time Management Forms can be printed from Discoverer. The name of the Discoverer Report for the UVA Time Management Form is IS_PAY_Source Document for Timecard.
Employees are required to enter their time on a source document, from which the Timekeepers will enter the time and leave in IS. Departments may use the source document, Time Management Form that they can print from Discoverer, or they may use another source document as long as the required information is collected. The required information is:
Occasionally, an employee will not have an AutoGenerated timecard. When this happens, you must manually enter the timecard and the time and leave in IS.
Source documents must be kept on file for five years.
When the timecards have been validated, the status will change to "OTM Validated".
Goto task #8.
When the timecards have been transferred to PayMIX, the status will change to "Ready".
Timecards that are valid or have warning errors will transfer.
Timecards with fatal errors will not transfer, and will need to be corrected.
Goto Time Management - Retroactive Changes [PRO7003P], as necessary.