- Managers/Proxies should have first-hand knowledge of the employee’s hours reported, or should obtain written confirmation from the employee’s supervisor of the hours being reported.
- Managers should avoid delegating time approval to a direct report. If there is a need to delegate, please see instructions below for Confirmation of Hours reported.
- If you are a proxy, you should have your supervisor document the approval of your time before submission.
- If the manager is on vacation or on a leave of absence then the responsibility should be delegated to a backup approver prior to the scheduled absence.
- Managers must ensure that all non-exempt employees have submitted their time/leave entries before signing-off.
- All employee time/leave entries MUST be signed off by the managers by 2:00 p.m. on the Monday of pay week. Deadlines may change due to holidays.
Confirmation of hours reported can be obtained by:
- The proxy prints the employee’s time card and has the supervisor sign indicating approval of hours reported. This type of approval should be maintained in the time approvers file for audit records.
- E-mail from supervisor indicating approval of hours reported. This type of approval should be maintained in the proxy’s file for audit records.