Virginia Commonwealth University

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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:

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:

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.

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General information

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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.)
  • 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 Virginia Sickness and Disability Program (VSDP) policy compliance for employees on short- and long-term disability and to ensure Family and Medical Leave Act (FMLA) hours are recorded properly.
  • Ensures FMLA requests and designation forms are filed in the departmental employee file.
  • Provides Fair Labor Standards Act (FLSA) overtime policy and work-hour guidance to employees and managers.

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Time and attendance - FLSA resources

Guidelines:
Timesheet options:
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