To ensure UCSF complies with applicable federal, state, and local laws and regulations, as well as UC policy and labor agreements, managers and timesheet approvers must approve timesheets in a timely manner. Approving timesheets by established deadlines is necessary for UCSF to ensure that employees receive a correct paycheck for each pay period and the correct accruals for the month. Failure to approve timesheets by the established deadline for each pay period may result in your employee being over- or underpaid.
Established timelines for timesheet submission and approval are as follows:
- Monthly Paid Employees
- Employees must submit timesheets by the fifth business day of the following month
- Managers and timesheet approvers must approve timesheets no later than the seventh business day of the following month
- Biweekly Paid Employees
- Employees must submit timesheets by midnight Sunday following the pay period end date
- Managers and timesheet approvers must approve timesheets no later than the Monday following the pay period end date
Occasionally, pay-period-specific changes to timesheet submission or approval timelines arise due to holidays, system outages, or special processing schedules. These changes are communicated in the Controller’s Office Newsletter and posted on the Messages screen in the HBS Timekeeping System.
Additional resources and training materials for completing manager tasks in the HBS Timekeeping System are available on the Controller’s Office website. If you are having trouble approving your employees’ time, or if you need further assistance, contact the Controller’s Office Solution Center.