Payroll: Calendar, Time Entry, and Leave Reminders

Overview

Employees and supervisors are responsible for completing time entry, leave submission, and approval activities by the required deadlines each pay period.

This article explains how to use the Payroll Calendar to set recurring reminders and provides the time and leave entry rules that should be followed each pay period.

Key Information

• Use the Payroll Calendar to identify payroll deadlines and pay period dates.
• Employees must enter and submit their time by the required deadline.
• Supervisors must review and approve employee time and leave by the required deadline.
• Work time must be entered in 0.25-hour (15-minute) increments.
• Leave must be entered in 0.5-hour (30-minute) increments.
• Work times should be entered using exact times, such as 8:00 a.m., 8:45 a.m., 4:15 p.m., or 4:30 p.m.
• Do not enter work times such as 8:07 a.m. or 4:33 p.m.
• Leave entries should use values such as 0.5 or 7.5 hours. Do not enter values such as 4.25 or 7.75 hours.

Instructions

Set Up Payroll Calendar Reminders

1. Open the appropriate Payroll Calendar* attached to this article.
2. Review the pay period dates and required deadlines.
3. Add recurring Outlook reminders for the deadlines that apply to you.

Enter Work Time

1. Enter work time in 0.25-hour (15-minute) increments.
2. Enter the exact start and end time for the work period.
3. Use times such as 8:00 a.m., 8:45 a.m., 4:15 p.m., or 4:30 p.m.
4. Do not enter times such as 8:07 a.m. or 4:33 p.m.

Enter Leave

1. Enter leave in 0.5-hour (30-minute) increments.
2. Enter the number of leave hours using values such as 0.5 or 7.5 hours.
3. Do not enter leave using values such as 4.25 or 7.75 hours.

Complete Payroll Activities by the Deadline

Employees

1. Enter your time by the deadline listed on the appropriate Payroll Calendar*.
2. Submit your time and leave by the required deadline.

Supervisors

1. Review employee time and leave by the deadline listed on the appropriate Payroll Calendar*.
2. Approve employee time and leave by the required deadline.

Troubleshooting

I'm not sure when my time or leave is due

Try the following:

• Review the appropriate Payroll Calendar* attached to this article.
• Check your Outlook reminders for the current pay period.
• Verify whether you are responsible for submitting time or approving employee time.

I entered a work time that is not in a 15-minute increment

Try the following:

• Review the start and end times you entered.
• Replace invalid times with the actual start and end times rounded to the appropriate 15-minute increment.
• Verify that the times are entered as exact times, such as 8:00 a.m. or 8:15 a.m.

I entered leave using an incorrect increment

Try the following:

• Review the number of leave hours entered.
• Change the entry to a 0.5-hour (30-minute) increment.
• Use values such as 0.5 or 7.5 hours instead of values such as 4.25 or 7.75 hours.

I missed a payroll deadline

Try the following:

• Review the appropriate Payroll Calendar* to confirm the deadline.
• Follow your department's process for addressing a missed deadline.

Need Additional Assistance?

If you're unable to complete your payroll or time entry tasks after following the steps and troubleshooting guidance above, submit a Service Desk ticket.

Include the pay period, the issue you're experiencing, and any error messages or screenshots, if available, so the Service Desk can assist you as quickly as possible.

*Payroll calendars are also available in TheConnection.