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Policy on Submitting a Time and Attendance Record/Timesheet

The Office of the State Comptroller mandates that all New York State employees submit current and accurate attendance records. In order to comply with this mandate the Department of Human Resources instituted the following timesheet policy:

 Full-time and part-time employees (UUP Faculty, Staff and M/C)

  • All full-time and part-time employees (UUP Faculty, Staff and M/C) paid on an annual basis are required to submit, electronically via the Time and Attendance System (TAS), a monthly time record. Electronic time records must be submitted no later than the 10th of the following month. If you do not submit your time record on-time, you and your immediate supervisor will start receiving email notifications from TAS notifying you that a time record is outstanding. If the time record continues to be outstanding, email notifications will then be forwarded to the department head within 20 days. If you know that you will be away from the college during the beginning of a month, you can request from the Payroll Office that a designee be setup/authorized on your behalf to enter your time record and/or submit time-off request in TAS. 
  • If an employee has not submitted a timesheet for three (3) consecutive months, the employee will receive a reminder from the Payroll Office (copy to immediate supervisor). The reminder will include a notice that direct deposit (if applicable) will be cancelled after a final notification.
  • After the fourth consecutive month goes by without submission of all past due timesheets, the employee will be sent a FINAL NOTICE letter (copy to immediate supervisor and area VP) with a 30 day deadline.
  • If the overdue timesheets are not submitted electronically in TAS within 30 days, then the employee’s direct deposit will be inactivated without further notification. Paychecks will be available for personal pick-up from the Director of Human Resources. For employees without direct deposit paychecks, the paychecks will be removed from the departmental bundle and will then be made available for personal pick-up from the Director of Human Resources.
  • All notices will be sent by email to the employee’s campus email address. Please remember to check your email.
  • Before paychecks are picked up and direct deposit is reactivated, all outstanding time records must be submitted and approved. Once timesheets are up to date and approved, the employee can complete a new application to reactivate direct deposit.
  • Should any one employee go through this process three times, that employee will permanently lose the privilege of direct deposit.

Hourly paid UUP Staff and Full-time Classified (M/C, CSEA, NYSCOBA and PBANYS) employees

  • All hourly paid UUP Staff and Full-time Classified (M/C, CSEA, NYSCOBA and PBANYS) employees are required to submit biweekly paper timesheets.
  • If an employee has not submitted a timesheet for three (3) consecutive payroll periods, the employee will be sent a reminder from the Payroll Office (copy to immediate supervisor). The reminder will include a notice that direct deposit (if applicable) will be cancelled after one more final notification. 
  • After the fourth consecutive payroll period goes by without submission of all past due timesheets, the employee will be sent a FINAL NOTICE letter (copy to immediate supervisor and area VP) with a 30 day deadline.
  • If the overdue timesheets are not submitted, then the employee’s direct deposit will be inactivated without further notification. Paychecks will be available for personal pick-up from the Director of Human Resources. For employees without direct deposit paychecks, the paychecks will be removed from the departmental bundle and will then be made available for personal pick-up from the Director of Human Resources.
  • All notices will be sent by email to the employee’s campus email address. Please remember to check your email. A hard copy paper notice will be sent out to those employees without campus email Employees without
  • Before paychecks are picked up and direct deposit is reactivated, all outstanding time records must be submitted and approved. Once timesheets are up to date and approved, the employee can complete a new application to reactivate direct deposit.
  • Should any one employee go through this process three times, that employee will permanently lose the privilege of direct deposit.

 

Employees who have reached their maximum accruals and/or employees on leave (medical, etc.) are still required by the New York State Office of the State Comptroller to submit monthly timesheets. Employees do not accrue leave credits while they are out on a Title F or Sabbatical Leave.