Timekeepers
Toolbox for timekeepers
NEW timekeepers: how to obtain provisional timekeeping access
Note: Your role is determined by your supervisor; therefore, please consult with your supervisor to determine if your position requires timekeeping access.
The following courses are required to obtain provisional timekeeping access:
- PAA001: Banner Basic Navigation & System/Data Security
(available on Blackboard only) - Timekeeping Policies
(available in classroom only) - Timekeeping Hands On Keying
(available in classroom only)
Once these courses and accompanying quizzes have been completed, your supervisor must submit a remedy ticket to Technology Services requesting timekeeping access on your behalf. Please note that this is “provisional” timekeeping access. To obtain permanent timekeeping access, you must attend the following course and complete the accompanying quiz within six months of receiving provisional timekeeping access:
- Timekeeping Refresher
(available in classroom only)
To maintain your timekeeping access, you must complete and pass the annual "Recertification for Timekeepers" each spring. You will receive an email notification regarding this requirement when it is due.
General information
- HR Banner access and online training
- HR Banner guides and resources - includes access to the following:
- Timesheet ORG (and ePAF instructions for changing ORG)
- Banner ORGs
- Banner forms (INB)
- HR query, PHATIME, NTRPROX
- VCU reporting center
- HR reports guide
- HR policies and guidelines
- HR forms
- Instant HRs
Timekeeper responsibilities
The role of the departmental timekeeper
- Keys supervisor-approved faculty and staff leave and time by established deadlines and within federal, state and university guidelines (including FLSA, FMLA, VSDP, etc.)
- See the leave reporting and timekeeping manual (Banner)
for a complete listing of responsibilities of timekeeper and certifying officer functions. - See also timekeeping tips .
- See the leave reporting and timekeeping manual (Banner)
- Works with employees and supervisors to limit retroactive leave or work-hour adjustments.
- Reviews system reports according to HR-recommended timeframes and ensures reconciliation.
- Provides leave balance and leave policy guidance (including family and medical leave) to employees and managers.
- Works with HR to ensure VSDP policy compliance for employees on short- and long-term disability and to ensure FMLA hours are recorded properly.
- Ensures FMLA requests and designation forms are filed in the departmental employee file.
- Provides FLSA overtime policy and work-hour guidance to employees and managers.
Time and attendance - FLSA resources
Guidelines:
- What supervisors, personnel administrators and timekeepers need to know
- What non-exempt classified employees need to know
- Overtime fact sheet
- Overtime guidelines
- Overtime leave option
- FLSA frequently asked questions
Timesheet Options:
