Session HR Payroll 101: Web Time Entry Best Practices

Presenters Kim DeGlopper Systems Analyst Calvin College,

Calvin College Christian Liberal Arts College in Grand Rapids, Michigan Total Enrollment – 3900 Total Student Employees Total Hourly Staff – 320 Total Salary Staff – 675

Calvin College Implementation of WebTime Beta site (2005) for WebTime Entry Started student employees in 2005 Started hourly employees in 2008

Calvin College Positives Automatic addition of hours worked Data entry by employee makes them an ‘active participant’ Prevents loss of paper time slips Employees have more time to record time- worked Supervisors have flexibility in approving time Payroll department can process payroll quicker and with less errors and corrections

Calvin College Best Practices Supervisor is tied to person on POSS Assign Web Time Entry Form on POSD Use TEEG or PPRI to assign Earning Groups for Leave Plans Training is best done 1 on 1

Calvin College Best Practices Group Term graduates in June Terminate individual employees as needed Group Term and Rapid Rehire in summer to apply new wage rate (if increasing) Employee cutoff time is Monday at noon of payroll week to sign-off timecard Supervisor cutoff time is Monday 5pm of payroll week to approve employees time

Calvin College Best Practices - Notifications Send to employees if they have not started entering time on Friday before pay week Send to employees on Friday before pay week, if they have not signed off on their time Send to supervisors on Monday if they have not signed off on employees’ time cards Repeat above as needed

Calvin College Audit Control For auditors - it is important that employees and supervisors signoff on time worked Employees are not paid if they fail to signoff their timecard If a supervisor hasn’t approved a time card that HAS been signed off by the employee, payroll contacts the supervisor and gets them to approve the time