Time Out Schedules
Requisitions not approved within 4 days of receipt will:
- either time out and be returned to the preparer or
- automatically route to the next level approver (when one is defined).
- If the next level approver does not approve in 4 days, the requisition is returned to the preparer who must resubmit for approval
Weekly Timecard Time Out Schedule
Weekly Timecards will follow the time out schedule:
- Monday at 5:00 pm
- Tuesday at noon
- Tuesday at 5:00 pm
- e-mail notifications are sent at 7:30 a.m. each weekday and at 12:30 pm on Mondays, Tuesdays and Wednesdays
- If the Supervisor is the designated approver:
- Timecards submitted before 7:00 a.m. on Monday will be routed to the Supervisor. Supervisors will receive an email notification at 7:30 a.m. on Monday.
- If the timecard is not acted upon by 5:00 pm on Monday, it will be routed to the Supervisor’s Supervisor. The Supervisor’s Supervisor will receive an email notification at 7:30 am on Tuesday.
- If the timecard is not acted upon by noon on Tuesday, the timecard will timeout and be sent back to the employee.
- Employees will receive an email notification on Tuesday at 12:30 pm that the timecard has timed out on approval.
- Timecards in the Timed Out status can be resubmitted for approval by the employee or acted upon by the departmental Timecard Manager.
If a Timecard Approver is the designated approver:
- Timecards submitted before 7:00 a.m. on Monday will be routed to the Timecard Approver (TCA). The TCA will receive an email notification at 7:30 a.m.
- If the timecard is not acted upon by 5:00 pm on Monday, it will be routed to the Supervisor. The supervisor will receive an email notification at 7:30 am. on Tuesday.
- If the timecard is not acted upon by noon on Tuesday, it will be sent to the Supervisor’s Supervisor.
- The Supervisor’s Supervisor will receive an email notification at 12:30 on Tuesday.
- If the timecard is not acted upon by 5:00 pm on Tuesday, the timecard will time out and be sent back to the employee.
- Employees will receive an email notification on Thursday morning that the timecard has timed out on approval.
- Timecards in the Timed Out status can be resubmitted for approval by the employee or acted upon by the departmental Timecard Manager.
Once a timecard is approved it will route to Payroll for processing. Payroll will process all approved timecards on Tuesday mornings. Timecards must be approved prior to Tuesday morning to be included in that week’s processing.
Monthly Timecards
Monthly Timecards will follow the time out schedule:
- 5th at 5:00 pm
- 9th at 5:00 pm
- 13th at 5:00 pm
- 19th at 5:00 pm
If the Supervisor is the designated approver:
- Timecards submitted will be routed to the Supervisor. Supervisors will receive an email notification the day after the timecard is submitted.
- If the timecard is not acted upon by the Supervisor by 5 pm on the 5th, the 9th, 13th or the 19th, it will be routed to the Supervisor’s Supervisor. The Supervisor’s Supervisor will receive an email notification.
- If the timecard is not acted upon by 5 pm on the 5th, the 9th, 13th or the 19th, the timecard will timeout and be sent back to the employee.
- Employees will receive an email notification that the timecard has timed out on approval.
- Timecards in the Timed Out status can be resubmitted by the employee or acted up on by the departmental Timecard Manager.
- Example 1: John Doe submits his timecard on the 3rd of the month. The supervisor has until the 5th to act on the notification. If the supervisor does not act on the notification it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 9th to act on the notification. If it is not acted on the timecard will time out and be sent back to the employee.
- Example 2: Jane Doe submits her timecard on the 20th of July. The supervisor has until the 5th of August to act on. If the supervisor does not act on the notification it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 9th of August to act on the notification. If it is not acted on it will time out and be sent back to the employee.
If a Timecard Approver is the designated approver:
- Timecards submitted will be routed to the Timecard Approver. Timecard Approvers will receive an email notification the day after the timecard is submitted.
- If the timecard is not acted upon by the Timecard Approver by 5 pm on the first date that follows submission (5th, 9th, 13th or the 19th), it will be sent to the Supervisor. The Supervisor will receive an email notification.
- If the timecard is not acted upon by 5 pm by the Supervisor on the first date that follows re-routing (5th, the 9th, 13th or the 19tth), it will be sent to the Supervisor’s Supervisor.
- If the timecard is not acted upon by 5 pm by the Supervisor’s Supervisor on the first date following re-routing (5th, 9th or 13th), the timecard will timeout and be sent back to the employee.
- Employees will receive an email notification that the timecard has timed out on approval.
- Timecards in the Timed Out status can be resubmitted by the employee or acted up on by the departmental Timecard Manager.
- Example 1: John Doe submits his timecard on the 3rd of July. The timecard approver has until the 5th of July act on. If the timecard approver does not act on the notification it will route to the Supervisor. The Supervisor has until the 9th of July to act on. If the Supervisor does not act on, it will route to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until the 13th of July to act on. If it is not acted on it will time out and be sent back to the employee.
- Example 2: Jane Doe submits her timecard on the 20th of July. The timecard approver has until the 5th of August to act on. If the timecard approver does not act on the notification by 5 pm the 5th, the timecard will route to the Supervisor. The Supervisor has until 5 pm the 9th of August to act on. If it is not acted on, it will be sent to the Supervisor’s Supervisor. The Supervisor’s Supervisor has until 5 pm the 13th of August to act on. If it is not acted on, it will time out and be sent back to the employee.
Budget Adjustments will follow the time out schedule:
- Approval must be made within 3 business working days (does not include weekends or holidays)
- Budget Adjustments that time out will be returned to the preparer.
- Once budget adjustments are approved they will be processed by the Budget Office.
Budget adjustments that are processed by the Budget Office will move to the General Ledger daily and be available in report the following day.