Timetable for Notification and Reports

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

1. Second Wednesday in the pay period

Send reminder e-mail to employees (copy managers) deadline approaching

2. Second Friday in the pay period

Send second reminder e-mail to employees (copy managers) deadline approaching

3. Monday – Deadline day for submitting Timecards

Run UVA PAY Missing and Rejected Timecard Report (OTL Required report)
Run the UVA Time and Leave Summary Exception Report (Under report) (OTL Required report)

Send e-mails to employees and managers as appropriate
Phone employees and managers as appropriate

Make every effort possible to contact the employee and manager.

Repeat Step 3 throughout the day.

Keep your e-mail open for notices from Central/HR Payroll and Central/HR Leave Center.

4. Monday – Deadline day for submitting Timecards

Before you leave for the day:

Enter Annual Leave in the Timekeeper Entry form for any non-exempt employee who has not submitted a timecard. Enter a Comment in the Comment field AND send e-mail notification to the employee, copy the manager, cbh4u@virginia.edu and njw@virginia.edu
Enter Annual Leave hours for any non-exempt employee who is under hours for the pay period. Enter a Comment in the Comment field AND send e-mail notification to the employee, the manager, cbh4u@virginia.edu and njw@virginia.edu

Keep your e-mail open for last minute correspondence from HR Central.

5. Tuesday – Next day after payroll deadline

Run IS.PAY_Timesheets Reported OTL

Follow-up with employees who need to submit documentation for leave

6. Monday – One week later (The second Monday in the next pay period)

Run IS.PAY_Unapproved Timecard Report (Discoverer)

Send e-mails to Managers for timecard approval
Effective: 08/20/2009

Revision: NK 1

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