Recording Hours Worked:
The University is required by state and federal law to keep accurate records of hours worked by non-exempt and salaried non-exempt employees. Departments are responsible for maintaining attendance records for both non-exempt staff types and time off records including sick, personal, and vacation time for all employees. Records for exempt staff vacation, sick, and personal time should also be maintained in the time off system but hours need not be recorded. (see Correcting Time Off article
). Each week, an authorized department staff member will enter the hours worked for non-exempt and salaried non-exempt employees
(staff, student workers, and temporary employees) into the University’s Time Entry
System. Access to this system is obtained through completion of an application, approval of the supervisor and submission to Tufts Support Services.
Time Entry Process
On-Line Time Entry through PeopleSoft:
Many staff and student employees are paid on a weekly pay cycle. For these employees, work hours must be reported before the employee will be paid. Each department has one or more employees who are responsible to enter and submit this information through the University’s On-Line Time Entry System.
The On-Line Time Entry system allows authorized department staff (PeopleSoft HRMS Account Application
) to enter hours worked directly into the PeopleSoft Human Resources system. This system was designed to increase processing speed and give department’s adequate time to submit data while minimizing the opportunity for error. Tufts Shared Services provides the ePAF/Time Entry Manual/documentation
and training to new users and is available to answer questions at any time.
Tufts Support Services creates the Time Entry pages during the payroll production process. These pages are generally available by Thursday afternoon and departments must submit hours by the following Tuesday afternoon. Reminder email messages are sent at these points. Schedule changes, if needed, are announced in advance.
A user enters a timekeeping location number to view the individuals paid in that timekeep. Users are able to change the earnings code and hours, and override the pay rate, dept ID, and project/grant. The user confirms that it is “ok to pay”, and moves to the next person.Rosters of Employees: A “Roster of Employees” in the timekeeping location is available as a second tab within "Time Entry" once the Timekeep number is entered.
If a non-exempt or salaried non-exempt (remember exempt employees are not listed in Time Entry) individual is missing from this version* of the roster, please confirm that a PAF or ePAF has been submitted and that the I-9 has been verified prior to the current payroll opening. Until these steps are complete, an individual will not show in the Time Entry Roster of Employees. For questions about this, contact TSS. If you would like an individual to be removed from the roster, for Faculty/Staff, a Separation PAF or Change PAF (if moving to a different Timekeep) must be submitted; for Students/Temps, the ePAF user can complete the Termination in ePAF. *Note that changes made while a Time Entry is open will not be reflected until the subsequent week's Time Entry is available.
When Time Entry data entry is complete, a review of the Roster is a quick way to verify that employees are “ok to pay”. Once hours have been input and verified, the user submits the information to complete the process. Click here to see versions of both rosters.The Time Entry System also includes an “inquire” panel that provides a “Roster of Active Employees” as its' own menu option from the PeopleSoft home page. All employees , including non-exempt and salaried non-exempt employees as well as exempt, are included on this version of the roster. This roster lists names and employee IDs and is available as a reference for Time Entry users.
To assist departments in meeting the legal requirements to track hours worked for their non-exempt and salaried non-exempt employees, TSS provides a timesheet form. Departments may choose to use this form or a form of their own design. These forms should be kept in the department for three years.
New Hire Timesheet:
Newly hired employees will not show up immediately in the Time Entry System. A New Hire Timesheet is available to be used for these new staff or student employees. The New Hire Timesheet should be sent to TSS so the employee can receive timely pay for hours worked. Note the Timesheet will not be processed unless there is a valid I-9 on file.
Please Note: University departments are responsible for maintaining the records of employee work hours. These records must be kept for three years.
For more information regarding timekeeping policies for non-exempt or salaried non-exempt employees, please see the Employee Handbook.
You can contact TSS with any questions.
Tufts Support Services Contact Information:
62R Talbot Ave
Medford, MA 02155