This was sent via email to all timekeepers on April 29, 2024
Current Timesheets Reminders
- All hourly employees should use the NEW timesheet containing the Illinois Paid Leave Benefit.
- REMINDER: Contact the Payroll Office for any updates to timekeeper contacts and primary or backup approvers.
- Time Entry Summaries for April 16-30, 2024, are available at the link in the email.
- The deadline for summary entry is Mary 1, 2024, at 4:30 PM.
- The benefit utilization forms for salaried employees from April 1, 2024, through April 30, 2024, are now available.
- The salary benefit utilization entry deadline is May 16, 2024, at 4:30 PM.
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’ Benefit usage for all leaves must be emailed to payroll@niu.edu by the end of the date listed above. Please place “[EMPLOYEE ID#] [Last Name] Monthly Benefit Usage Form” in the subject line.
Please direct any questions to payroll@niu.edu
