Body
University Procedure
Title
University of North Carolina at Chapel Hill Finance Procedure 1102.1 for Maintaining Employee Timecard within TIM for Transmission to the Payroll System
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 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 timecard is required to be completed for time worked.
Daily Input
SHRA Student, Temporary, Permanent, and EHRA FLSA 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. "Set to Capture" means the employees swipes their identification at a timeclock or logs onto TIM to mark shift changes. 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 and EHRA FLSA 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.
Leave taken by SHRA Permanent and EHRA Non-Faculty FLSA Non-Exempt Employees should be entered in advance or as soon as possible in their timecards in TIM.
EHRA FLSA Exempt employees including 12 month permanent faculty and permanent non-faculty who earn leave as granted by State or University System policy should enter leave taken each monthly pay period.
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
Biweekly Pay Schedule
All Biweekly paid employees should finalize and approve their timecards in TIM at the end of their last day worked in the current biweekly pay period. Timecards should be approved by employees no later than noon on Monday after the previous pay periods ends unless specific business driven deadlines are determined and communicated to employees by the department or division management.
Managers (or TIM Approvers) of Student, Temporary, and SHRA or EHRA FLSA Non-Exempt employees should review, edit (if needed), and approve their employees' timecards in TIM each biweekly pay period. Managers (or TIM Approvers) should approve their employee timcards by close of business Monday unless specific business driven deadlines are 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.
Monthly Pay Schedule
All Monthly paid EHRA employees should finalize and approve their timecards in TIM each monthly pay period regardless of whether leave is recorded in the month. Timecard approval should be applied no later than the end of teh first business day of the month after the prevous pay period ends unless specific business driven deadlines are determined and communicated by the department or division management.
EHRA managers (or TIM approvers) of monthly paid employees should approve employee timecards by the 5th business day of each month unless a different monthly deadline is determined and communicated by the department or division management.
TIM Administrators are required to sign off all EHRA timecards for the previous month by 5:00 pm on the 15th of the current month unless otherwise communicated on the Payroll Services monthly processing calendar on the Payroll Services website.
- As the "Manager Approval" and "TIM Administrator Sign Off" deadlines approach, Managers and TIM Administrators should utilize the "Pay Period Close" dataview on their homepage in TIM to identify and then work to obtain missing employee and manager approvals for the previous pay period.
- Managers should follow up with employees who are not approving their timecards in a timely manner.
- TIM Administrators should follow up with managers who are not approving timecards in a timely manner.
- TIM Administrators may be asked by a manager to correct a signed off timecard. TIM Administrators should add a Comment and Note on at least one correction with information about who made the request and the purpose of the correction.
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
Office: Payroll Services
Phone: 919-962-0047
Email: payroll@unc.edu
History
Revised:
- July 16, 2026
- February 3, 2023
- April 2, 2019
- December 9, 2011
- August 18, 2009