(This email was sent to all payroll approvers and business partners on July 28, 2023)
Please be advised of the following notes regarding the completion of your timesheets for Pay Period of July 16-31, 2023:
- Please verify timesheets and have the Correct Department, Position Number and Employee ID listed. The Employee ID must be eight (8) digits. Without the correct ID format, the timesheet will not scan properly into our retention records system.
How to report hours on timesheet:
- Admin Closure days are reported as straight time and Holidays are overtime pay.
- For hours worked on the Admin Closure or Paid Holiday dates, and the employee is not a Civil Service Status employee, please report the hours as you would normally.
- Civil Service Status employees who are eligible for Admin Closure pay and holiday pay and work those days:
- Report regular hours to match your FTE for both admin closure and holiday pay. Please contact HRS if you have questions or concerns.
- Admin Closure Days – For employees that worked overtime or comp time, please report hours on the 2.0 Paid Overtime or 2.0 Comp time earned lines but report only half the time: Example employee worked 5 hours – report 2.5 hours and in comments report “worked 5 hours on Admin Closure Day”.
- Paid Holidays – For employees that worked overtime or comp time, please report hours on the 1.5 paid Overtime line or 1.5 Comp time earned line all hours worked on the day: For example, if the employee worked 5 hours – report 5 hours and in the comments section report “worked 5 hours on Holiday”.
- If an employee is covered by a collective bargaining agreement, (CBA), please record hours as dictated by the agreement, (please contact HRS if you are unsure). In all cases, please report in the comments section the number of actual hours worked.
Current Timesheets
- If you are assisting the payroll office by dropping off the timesheets, please do not email the current timesheets.
- For those assisting the payroll office by emailing timesheets please place in the subject line: “Hourly Payroll for Pay Period [insert current pay period]”.
- If corrected or late timesheets need to be processed with the current payroll, please place in the subject line “CORRECTED – Hourly Payroll for Pay Period [insert current pay period]”.
Timesheets are due each pay period at the same time the summary is due. Timesheets can be emailed to payroll@niu.edu or dropped in the drop box outside of the main HR building at 1515 West Lincoln Highway. As always, please place in the subject line: “Hourly Payroll for Pay Period [insert current pay period]”.
To help ensure accurate and timely processing as well as compliance with the retention schedule for timesheets, please note the following:
- The preferred method of certifying a timesheet is to capture ink signatures from both the employee and the supervisor.
- If ink signatures are used, it is not necessary for the department to retain email correspondence.
- Electronic signatures are also acceptable from both the employee and/or supervisor.
- If electronic signatures are used, or a combination of ink and electronic, it is not necessary for the department to retain email correspondence.
- Typed signatures – if the employee and/or the supervisor are unable to ink or electronically sign, they should type their name in the appropriate field on the timesheet and email the timesheet from their NIU email account.
- If typed signatures are used, email correspondence between the employee, supervisor, and timekeeper should be retained at the department level for 3 years in a shared location (department one drive or printed and stored in central location) for audit purposes.
Payroll Summaries
To help ensure accurate records for audit purposes, HRS is capturing meta-data within the OneDrive Payroll Summaries folder to confirm it has been reviewed by the authorized payroll reviewer in each unit. Please note that in all cases, the authorized payroll reviewer is required to ‘view’ the summaries.
Salaried Employee Benefit Leave Usage Form (for employees on leave)
Individual, salaried employee’s July Benefit usage for all leaves need to be emailed to payroll@niu.edu by the end of the day August 7, 2023. Please place “[EMPLOYEE ID#] [Last Name] Monthly Benefit Usage Form” in the subject line.
Upcoming Deadlines
- The deadline for entry into the payroll summaries is Tuesday, August 1, 2023, at 4:30 PM.
- The benefit usage summaries for salaried employees for the period of July 1 to July 31, 2023, are now available. Please use the link that was emailed July 28, 2023, for the access.
- The deadline for entry into the benefit usage summary is Wednesday, August 16, 2023, at 4:30 PM
Please direct any questions to payroll@niu.edu
