Time and Leave Reporting

It is an employee’s responsibility to timely and accurately report their hours worked and/or leave taken. Time Sheets and Leave Reports are official pay documents. They should be completed and submitted only by the employee and should be an accurate reflection of hours worked or leave taken. Deliberate misrepresentation of time and/or leave is considered falsification of records and can be grounds for dismissal.

Non-exempt employees must submit a bi-weekly Time Sheet accounting for all hours as worked. They should not work beyond their established work hours unless specifically authorized by their supervisor. They also should not work over forty (40) hours per week, all jobs combined, without advance approval by their supervisor.

University Work Force Exempt employees are salaried and must submit a Leave Report only in those bi-weekly periods in which they have exceptions or use leave.

OPS salaried/exempt employees who are absent from work for one or more full days for personal reasons, should submit an OPS Effort Recap/Time Sheet to have those hours deducted from their salary, if they are not otherwise able to make them up later in the same work week.

If you are unsure whether your position is classified as non-exempt or exempt, your hiring manager can clarify this for you.

UWF uses the Banner Self-Service Web Time Entry system. This system allows you to log into a secure website and submit your Time Sheet or Leave Report online from any computer with access to the Internet. Your Time Sheet or Leave Report will then be approved online by your supervisor or their designated proxy and sent electronically to Payroll for processing. The Web Time Entry deadline is typically every other Monday at 10:00 a.m. However, it may be earlier due to university holidays. See the Payroll Calendar for a complete list of pay periods and Web Time Entry deadlines.

If you do not submit your Time Sheet by the bi-weekly deadline, you will no longer have access to the on-line Time Sheet for that period and must submit a paper Effort and Leave Recap form in order to submit your hours. You will also need an Effort and Leave Recap if you need to make changes to a previously approved Time Sheet or Leave Report. Contact your supervisor or Human Resources immediately, if you have a need for this form.

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