1102.1 - Maintaining Employee Timecard within TIM for Transmission to the Payroll System Procedure

Introduction

Purpose

Time Information Management (TIM) interfaces with various existing University business applications through ConnectCarolina. The system automates time reporting for payroll and special events, and centralizes the leave reporting system. TIM offers the University's management the ability to manage time and leave on a real-time basis by providing tools and alerts to allow efficient handling of day-to-day situations that affect the campus unit's staffing, scheduling, and time reporting. University employees have immediate access to accurate and current leave data and time worked and the system provides employees a reliable process for their use.

Scope

The TIM system is used by University faculty (leave reporting only), staff, students, and temporary employees.  

Procedure

Employee timecards are approved by the manager and sign off is processed by the Time Information Management (TIM) Administrator. The hours within the employee's timecard are transmitted to the Payroll System on the Wednesday following the end of the pay period.

Forms and Instructions

Timecard Overview

Maintaining Your Individual Employee Timecard within TIM

Finance Related Data 1102.1rd is a chart that explains default options and elected options available for the various employee classifications and how they will process time in the TIM system. For those classifications that show "No" under the Payroll Auto Pay column, a timesheet is required to be completed for time worked.

Daily Input

SHRA Student, Temporary, and Permanent Non-Exempt Employees (set to capture) should ensure at the start and end of each work period that their times in and out are captured in TIM. The times in and out for each day should accurately reflect the time the employee started work, the time the employee stopped work, and if taken by the employee, the times out and in for a meal break.

SHRA Permanent Non-Exempt Employees (not set to capture) should enter their times in and times out in their timecards in TIM on a daily basis to ensure accuracy and completeness. The times for each day should reflect the actual time the employee started work and the actual time when the employee stopped work. Actual times out and in for meal breaks should be recorded daily as well.

If the Time Off Notification process is not required, leave taken by SHRA Permanent Non-Exempt Employees should be entered in advance or as soon as possible in their timecards in TIM.

Following this business practice will reduce the risk of:

  • Inaccuracies in the timecard, and
  • Late or incorrect payment to employees for hours worked or leave taken.

Additional instructions and documentation can be found on the Finance Training and Development webpage.

Employee and Manager Approval and TIM Administrator Sign Off of Timecards

SHRA Employees should approve their timecards in TIM each biweekly pay period. The biweekly deadline for employee approval in TIM is determined and communicated to employees by the department or division management.

Managers of Student, Temporary, and SHRA Non-Exempt employees should review, edit (if needed), and approve their employees' timecards in TIM each biweekly pay period. The biweekly deadline for manager approval in TIM is determined and communicated to managers by the department or division management.

TIM Administrators are required to sign off all SHRA timecards in the previous biweekly pay period by 5:00 PM on the first Tuesday after the previous pay period ends.

  • As the "Manager Approval" and "TIM Administrator Sign Off" deadlines approach, Managers and TIM Administrators should utilize the "Pay Period Close" genie under the "Timekeeping" tab in TIM to identify and then work to obtain missing employee and manager approvals for the previous pay period.
  • Managers, who approve timecards that have not been approved by the Employee, should run and print a Time Detail Report of the pay period not approved, have the employee sign the printed report, and place it in the employee's file.
  • Managers, who do not approve an employee's timecard before it is signed off by the TIM Administrator, should run and print a Time Detail Report of the pay period not approved, sign the printed report, and place it in the employee's file.

TIM Administrators may also run and print Time Detail Reports of the pay period not approved.

It is recommended that EHRA Permanent Employees approve their timecards for the previous month in TIM on a monthly basis. The monthly deadline for EHRA employee approval in TIM is determined and communicated to employees by the department or division management. TIM Administrators are required to sign off EHRA timecards for the previous month by the 25th of the current month.

Completeness Check for Leave Reporting

It is recommended that Permanent Exempt Employees process their leave taken and approve their timecards directly in TIM each pay period to indicate completeness. However, some departments allow the entry of leave taken to be processed by a TIM Administrator. Typically, this is done for EHRA Faculty or Senior Officer Employees who are not managers and therefore, may not log into TIM.

In such instances when a TIM Administrator makes entries in TIM for an Exempt Employee, a leave record approved by the employee shall be maintained on file each pay period (SHRA-biweekly, EHRA-monthly), even if no leave was used. The TIM Administrator may use a Time Detail or Accrual Detail report in TIM for the approval and filing process.

Supporting Documentation

When a TIM Administrator makes entries in TIM for an Exempt Employee, the supporting documentation, such as the employee's email to the TIM Administrator with the leave information, shall be maintained on file for three (3) years in accordance with the record retention policy.

Additional instructions and documentation can be found on the UNC Finance Training and Development website.

Related Requirements

University Policies, Standards, and Procedures

Contact Information

Primary Contact: Payroll Services

Phone: 919-962-0047

E-Mail: payroll@unc.edu

History

Revised:

  • February 3, 2023
  • April 2, 2019
  • December 9, 2011
  • August 18, 2009
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Details

Article ID: 131368
Created
Thu 4/8/21 9:07 PM
Modified
Mon 10/30/23 10:22 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Finance and Budget
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Director of Payroll Services
Next Review
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04/13/2026 12:00 AM
Last Review
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04/12/2023 12:00 AM
Last Revised
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04/12/2023 12:00 AM
Effective Date
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04/09/2019 12:00 AM
Origination
Date on which the original version of this document was first made official.
01/09/2004 11:00 PM