1. Encouraging employees to approve timecards

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

3. 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.
1st Offense will result in verbal counseling/coaching
2nd Offense will result in written warning/counseling
3rd Offense will result in unpaid suspension
4th Offense will result in Termination of the Employee

4. 3. Supervisors can send s on a per pay period basis to individual employees who haven’t approved timecards.
Log into the Kronos system
Choose Pay Period Close under Timekeeping
Select the group of employees whose timecards you approve
Highlight employees who don’t have a check in Employee Approval column
Click on Actions drop down just above list of employees
Send approval reminder to employee’s UGA
Supervisors can also send a copy to a text address
(i.e. Where is the telephone number, type the address as for AT&T, for T-Mobile, for Sprint or for Verizon.

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

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

7. Questions?