[Plsfaculty] Make sure your staff gets paid! TIME APPROVAL will not be done by non-supervisors

Thu Apr 25 12:34:22 MST 2024

Hello,

Effective NOW Business office staff and HR staff are NOT permitted to approve timesheets for non-direct reports.  ALL TIME SHEETS HAVE TO BE APPROVE BY 5:00PM ON FRIDAY to ensure that everyone is paid on time. (See email below for extra details)

If staff doesn't receive payment for hours worked due to unapproved time sheets, they will have to wait for the next pay cycle for that money.  That would be a hardship on many people that can easily be avoided by supervisors ensuring timesheets are submitted and approved on time.  T

With the recent changes in HR, the issue of time sheet approvals has again come up.

It is the supervisor's responsibility to approve the timesheets on time so their direct reports are paid on time.  This is because supervisors are responsible for their direct reports and ensuring the hours reported are accurate.

There is a directive below and SPLS is one of the biggest offenders.

I appreciate everyone's help in making sure all of our staff receive their pay on time, every time.

Thanks,

[The University of Arizona block 'A' logo.]
Leslie Bonilla
Manager, Finance and Administration
School of Plant Sciences
THE UNIVERSITY OF ARIZONA

Forbes, 303
1140 E South Campus Dr | TUCSON, AZ 85721
Office: 520-621-8689 |
lesliebonilla at .arizona.edu<mailto:lesliebonilla at .arizona.edu>
cals.arizona.edu/spls<https://cals.arizona.edu/spls>

[Integrity, Compassion, Exploration, Adaptation, Inclusion, Determination]<https://brand.arizona.edu/signature>

From: Rutherford, Janis KM - (jmathias) <jmathias at arizona.edu>
Sent: Friday, April 19, 2024 8:46 AM
To: Brown, Judith K - (jkbrown) <JBrown at ag.arizona.edu>; Stoner, Kathryn E - (kstoner) <kstoner at arizona.edu>; Merrell, Douglas Scott - (dscottmerrell) <dscottmerrell at arizona.edu>; Curry, Joan E - (jecurry) <Curry at ag.arizona.edu>
Cc: Bonilla, Leslie Anne - (lesliebonilla) <lesliebonilla at arizona.edu>; Krogsgaard, Bethina - (bethinak) <bethinak at arizona.edu>; Chavez, Leah Mesa - (leahchavez) <leahchavez at arizona.edu>; Teres, Kevin K - (kteres) <kteres at arizona.edu>; Enriquez, Lizeth - (lizenriquez) <lizenriquez at arizona.edu>; Rascon, Makayla Bree - (makaylarascon) <makaylarascon at arizona.edu>; Shay, Lia - (audeliag) <audeliag at arizona.edu>; Johnson, Dionne - (ldjohnson) <ldjohnson at arizona.edu>; Jones, Sonia Jimenez - (soniajones) <soniajones at arizona.edu>
Subject: ACTION NEEDED & TIME SENSITIVE: Time Sheet Approvals by Supervisors (even UHs)
Importance: High

Good morning,

As part of the move for centralizing HR functions, I have been talking with Sam Gaxiola, our Sr. HR Partner. He is reviewing tasks being completed currently by HR Generalists, and the topic of timesheet approvals came up.  He provided the following information to me as we currently have 4 CALES units in which the HR Generalist routinely approved time for one or more faculty members. We need to have this corrected and have the direct supervisor being responsible for approving timesheets. This is part of the responsibility and expectation of being a supervisor. If the supervisor is not able to approve the timesheet due to extenuating circumstances, someone else in the supervisory line needs to have access and ability to approve timesheets. The HR Generalists will no longer be conducting timesheet approvals outside of their own supervisees (if they have any).

What this means is effective this upcoming timesheet approval cycle, (approval to happen by 5pm Friday, April 26th), all supervisors must be approving timesheets. If access provisioning needs to take place for this to happen, please work with your business officer to ensure this takes place. I will be sending out a message more widely to CALES as a reminder, but I wanted to focus on these 4 units first since they were the ones specifically identified.

Unit/Dept Name
Approx # of timesheets
you needed to approve for 4/15
Any Special
Circumstances?
SPLS
15
No special circumstances on average HR Generalist approves 10-15 time sheets for SPLS. Usually Dr. Arnold, Dr.Brown, Dr. Pauli, Dr. Hu, Dr. Pryor. Every now and then Bucksch and Melandri.
SNRE
12
Director has never approved timesheets. other 2 had no special circumstances.
ACBS
7
Dr. Netzin Steklis has HR Generalist enter (and approve) hours into timecards of student workers every pay period.
ENVS
10
HR Generalist approves for ENVS interim Dept Head. There are 42 people HR Generalist is listed as the time approver for with Joan being the Supervisor. Also there are 5 Grads on Supp Comp because they are our graders.  Total of 47 timesheets currently being approved by HR Generalist.

I understand this will be a change for the specific supervisors who have not been approving time. However, this is the responsibility of the supervisor and will need to be corrected moving forward.

Unit Heads, please communicate this directly with the supervisors listed for each unit as for the most part, you are their supervisors. Each of your HR Generalists will be able to provide additional information and context if needed.

Please let me know if you have any questions and I will discuss them with Sam further.

Thanks,
Janis

[image0]
Janis Rutherford
Assistant Dean, Finance & Administration - College of Agriculture, Life & Environmental Sciences
Division of Agriculture, Life and Veterinary Sciences & Cooperative Extension
THE UNIVERSITY OF ARIZONA

Forbes 320A
1140 E. South Campus Drive
PO Box 210036 | Tucson, AZ 85721-0036
Office: 520-626-8353 | jmathias at email.arizona.edu<mailto:jmathias at email.arizona.edu>
alvsce.arizona.edu<https://alvsce.arizona.edu/>

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