Here is what you need to know when it's time to approve timecards for the pay period.
Managers and those who support timekeeping as timekeepers and delegates play a pivotal role in ensuring that timecards accurately reflect the hours worked and are free of pay-impacting exception errors. Below are quick and easy steps to help support the review and approval of timecards.
The steps below are in addition to daily activities managers should complete throughout the pay period, including:
See Actions during the pay period in your People Manager Action Checklist for more details.
Key Dates for Timecard Approval
Biweekly timecard deadlines
- Employees paid biweekly must review and attest to the accuracy of their timecard in MyTime no later than midnight on the Sunday after the close of the pay period. Supervisors may set an earlier deadline for their employees to attest to their timecards online in order to provide supervisors sufficient time to approve timecards before standard timekeeping deadlines, or other deadlines that may be communicated by Payroll.
- People managers/designees must review, correct, and approve timecards in MyTime before 6 a.m. on the Tuesday after the close of the pay period, or by other deadlines communicated by Payroll.
Monthly timecard deadlines
- Employees paid monthly must review and attest to the accuracy of their timecard in MyTime no later than the fifth business day of the following month.
- People managers/designees must review and approve timecards in MyTime before midnight on the seventh business day following the end of the month.
If timecard errors are identified after the timecard approval deadline or if pay-impacting timecard exceptions (like a missed punch) were not resolved before the approval deadline, a timecard adjustment request – also known as a historical timesheet correction – must be submitted to the UCSF Payroll Office using the MyTime Timecard Adjustment Form.
Run the Pay Period Review Dataview
At the end of the pay period, run the Pay Period Review Dataview before you approve timecards to ensure the timecards are clean and complete.
To access the Dataview:
- Managers can access the Pay Period Review Dataview from the Dataviews tile on your home page.
- Or, navigate from the main menu to Dataviews & Reports > Dataview Library. Find the Pay Period Review dataview in the Timekeeping section.
- For step-by-step instructions, see How to Run a Dataview.
To enter your Dataview criteria:
- Use a convenient prebuilt Hyperfind, such as “Direct Reports” or “All Biweekly Employees” to filter your Dataview for only the employees you want to review. Or, Create a Personal Hyperfind to quickly isolate the population you want to review in the Dataview.
- Be sure to select the appropriate timeframe for review. If you are accessing the Dataview after the end of the period to perform approval for a pay period, select the pre-configured value Previous Pay Period. If you are reviewing timecards during the current pay period, select the value of Current Pay Period.
Information to Confirm in the Pay Period Review Dataview
For each of your direct reports (or for each employee where you are delegated timekeeping responsibility), review and take action as needed. Different review tasks are required for hourly employees and for monthly exempt employees.
Tip: Right-click an employee name or ID number and use the Go To option to access the employee’s timecard to review more detailed totals by pay code, ensure that differentials and premiums are paid correctly, and make timecard edits as needed.
- No hours on a scheduled day (hourly employees only)
- A Missed In Punch, Missed Out Punch or Unexcused Absence will lead to no hours on the timecard.
- Any number signifying occurrences in these columns indicates an error on the timecard that must be resolved.
- Total Scheduled Hours vs Total Actual Hours: hourly employees
- Total Actual Hours include normal work hours and overtime, normal hours should not exceed 80 per pay period.
- Total Scheduled Hours should match Total Actual Hours for the pay period, unless overtime is worked.
- Total Scheduled Hours vs Total Actual Hours: monthly exempt employees
- Total Actual Hours for monthly exempt employees should reflect all time off taken in the pay period.
- Total Scheduled Hours will reflect time off requests reflected on the schedule and may not match Total Actual Hours if time off was entered directly on the timecard and not submitted using a time off request.
- Overused leave will lead to less hours paid to the employee
- Review the Overused PTO, Overused Sick, and Overused Vacation columns to ensure appropriate leave was used.
- Employee and Manager Approval
- Full employee and manager approval for the period is required and should be indicated in the Employee Approval Status and Manager Approval Status columns respectively.
Approve Employee Timecards
Once you have completed your review you can approve timecards all at once from the Pay Period Review Dataview or from the Employee Summary page.
- Select the check box next to each employee name.
- From the Approval menu, select Approve Timecard.
Step-by-step instructions for both methods are available in the Approve Employee Timecards job aid.
You're all done. Thank you for ensuring your employees are paid timely and accurately!