This was sent via email to all timekeepers on September 28, 2023.
Current Timesheets
- Please remember to confirm the position number on the employee’s timesheet. This number must match the summary sheet.
- Timesheets should only be submitted on a standard 8 ½ x 11 pages.
Timesheets are due each pay period when 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 the employee and the supervisor.
- The department doesn’t need to retain email correspondence if ink signatures are used.
- 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 unnecessary for the department to retain email correspondence.
- Typed signatures – if the employee and/or the supervisor cannot ink or electronically sign, they should type their name in the appropriate field on the timesheet and email it 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 three years in a shared location (department one drive or printed and stored in a 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 the authorized payroll reviewer in each unit has reviewed it. Please note that the authorized payroll reviewer must ‘view’ the summaries in all cases.
Salaried Employee Benefit Leave Usage Form (for employees on leave)
Individual, salaried employees’ July Benefit usage for all leaves must be emailed to payroll@niu.edu by the end of the day on October 6, 2023. Please place “[EMPLOYEE ID#] [Last Name] Monthly Benefit Usage Form” in the subject line.
Upcoming Deadlines
- The payroll summaries’ entry deadline is Wednesday, October 2, 2023, at 4:30 PM.
- The benefit usage summaries for salaried employees from September 1 to September 30, 2023, are now available. Please use the link that was emailed on September 28, 2023, for access.
- The entry into the benefit usage summary deadline is Wednesday, October 16, 2023, at 4:30 PM.
Please direct any questions to payroll@niu.edu
