Recording Employee Time

The Hourly Time Sheet is used by hourly paid employees to document hours worked and leave taken. A Hourly Time conversion chart is available for your use in converting fractional hours from minutes to tenths. If an hourly employee is submitting time for a prior payroll, they must use a back dated time sheet. Before an hourly employee can be paid, time must be entered and approved by the posted deadlines.

The Monthly Certification (Time Sheet) is used by monthly paid employees to document time taken. Both forms should be signed by the employee and supervisor. The department is responsible for reporting these hours to payroll through the Time and Entry section in PeopleSoft. In order for a monthly employees hours taken to be reported on the current payroll, time must be entered and approved by the posted deadlines.

A list of available earnings codes along with brief description of when that code should be used is available for your use in entering time into PeopleSoft. New employees appear in the Time Entry System once Payroll and Personnel Records have processed the Personnel Action Form.

The signed Employee Time Sheet and Monthly Certification must be retained in the departmental files until notified by payroll that the documents may be destroyed. The Oklahoma Department of Libraries requires these documents to be maintained for at least 3 years.