The University has an obligation to pay employees for services performed during the pay period on the established payday. Accurate and timely reporting of an employee's time and attendance is the direct responsibility of the employee's immediate supervisor. This responsibility includes the following:
Being familiar with the University's policies which govern hours worked, meal periods, overtime pay, compensatory time, holiday pay, and premium pay for shifts, weekends, and on call defined in Section 500 of The George Washington University Manual of Personnel Policies for the use of Supervisory Staff.
Applying the University's Personnel Policies uniformly and consistently.
Informing employees of departmental rules and practices relating to time and attendance.
Assuring that employees comply with University and departmental policies and practices.
Ensuring that all required hiring documents are prepared accurately and timely for all new employees. Verifying that employee data is reflected in the University systems so that the employee's time can be entered on the first day of work.
Completing and updating employee maintenance in the Time Reporting System, including proper assignment of pay rules, labor distribution and definition of auto-generation for exempt employees.
Reviewing pay reports regularly and correcting any errors or missed entries on a timely basis.
Assuring that accrued annual and sick leave is properly recorded and maintained on the employees' leave records.
Transmitting accurate Pay Reports to Payroll Services before the established deadlines. See 2003-2004 Biweekly Payroll Calendar.
Reviewing labor and budget performance reports promptly. University policy requires departments to review their fiscal reports for accuracy and to correct any accounting errors in a timely manner. Departments are reminded that University policy requires Comptroller's approval for any accounting adjustments processed more than 60 days from the date of the original transaction.
Departments administering sponsored programs are responsible for complying with University and federal requirements regarding direct and indirect charges to sponsored programs including compliance with rules for allowable (and unallowable) costs. Departments are also responsible for ensuring that the specific terms of awards are followed and that charges to awards are not made after the end date for the award.
Departments employing Work-Study students are responsible for applying University policies covering federal and institutional awards, including restrictions regarding hours worked each week and during the length of the award.
All departments must insure that proper internal controls have been established for their payroll functions.
Departments should separate the duties of time reporting, preparing personnel documents and picking up payroll checks.
Departments must act to protect the confidentiality of payroll data contained on labor and other payroll reports.
Undelivered paychecks and direct deposit advices must be adequately secured by storing them in a locked and secure file, desk, cabinet, etc. Undelivered checks are to be returned to Payroll Services if the checks have not been delivered to the employee within 10 days after receipt by the department.
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| Last Update : September 24, 2001 |