Encouraging employees to approve timecards Examples of how

Examples of how departments encourage employees to approve timecards. 1. Some departments have created

2. Departments can give a short explanation of responsibilities & consequences. Employee Approval of

3. Supervisors can send emails on a per pay period basis to individual employees

4. Supervisors can allow employees to send an email approving their time after the

4. As the final option, a department can send a list of employees to

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Encouraging employees to approve timecards

Examples of how departments encourage employees to approve timecards. 1. Some departments have created separate training manuals for supervisors and employees. q Explain roles & responsibilities of the employee q Give step by step instructions on how to log in, make changes and when & how to approve q Payroll can send examples to interested departments

2. Departments can give a short explanation of responsibilities & consequences. Employee Approval of Worked Time Compliance: Each employee is responsible for approving his/her time record at the time clock at the end of his/her shift on the last day of each pay period – Wednesday. If an employee’s last day for the pay period is prior to Wednesday, the employee shall add his approval when he/she clocks out on that last day. Consequences for Non Compliance: When an employee does not approve on the last day of the pay period or his/her last day worked for the pay period a paper time card will be printed and must be signed. Discipline is progressive. 1 st Offense will result in verbal counseling/coaching 2 nd Offense will result in written warning/counseling 3 rd Offense will result in unpaid suspension 4 th Offense will result in Termination of the Employee

3. Supervisors can send emails on a per pay period basis to individual employees who haven’t approved timecards. q Log into the Kronos system https: //mytime. uga. edu/wfc/applications/wtk/html/ess/logon. jsp q Choose Pay Period Close under Timekeeping q Select the group of employees whose timecards you approve q Highlight employees who don’t have a check in Employee Approval column q Click on Actions drop down just above list of employees q Send approval reminder email to employee’s UGA email q Supervisors can also send a copy to a text email address (i. e. Where 800 -555 -1212 is the telephone number, type the email address as 8005551212@txt. att. net for AT&T, 8005551212@tmomail. net for TMobile, 8005551212@messaging. sprintpcs. com for Sprint or 8005551212@vtext. com for Verizon.

4. Supervisors can allow employees to send an email approving their time after the payroll has been signed off. q Attach email to print out of timecard q Keep in file for audit trail

4. As the final option, a department can send a list of employees to Payroll. q Employee will automatically receive emails at the end of each pay period reminding the employee to approve his time card. q Text emails can’t be set up for this option due to the rule of only sending emails to UGA email addresses from UGA systems. q Note: Emails are tied to the normal pay period cutoff of Wed. Therefore, emails will not be sent for early cutoffs during the Christmas holidays because the deadlines are different.

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