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<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">Hello,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><u><span style="font-family:"Aptos",sans-serif;background:yellow;mso-highlight:yellow">Effective NOW</span></u></b><u><span style="font-family:"Aptos",sans-serif;background:yellow;mso-highlight:yellow">
<b>Business office staff and HR staff are NOT permitted to approve timesheets for non-direct reports.</b></span></u><span style="font-family:"Aptos",sans-serif;background:yellow;mso-highlight:yellow">
<b>ALL TIME SHEETS HAVE TO BE APPROVE BY 5:00PM ON FRIDAY to ensure that everyone is paid on time</b>. (See email below for extra details</span><span style="font-family:"Aptos",sans-serif">)
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">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<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">With the recent changes in HR, the issue of time sheet approvals has again come up.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">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. <o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">There is a directive below and SPLS is one of the biggest offenders.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">I appreciate everyone’s help in making sure all of our staff receive their pay on time, every time.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif">Thanks,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:14.0pt;color:#0C234B;mso-ligatures:none">Leslie Bonilla</span></b><span style="font-size:10.0pt;color:#495057;mso-ligatures:none"><br>
Manager, Finance and Administration<br>
School of Plant Sciences<br>
THE UNIVERSITY OF ARIZONA<br>
<br>
Forbes, 303<br>
1140 E South Campus Dr | TUCSON, AZ 85721<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt;color:#495057;mso-ligatures:none">Office: 520-621-8689
</span><span style="font-size:9.0pt;color:#767676;mso-ligatures:none">| </span><span style="font-size:10.0pt;color:#495057;mso-ligatures:none"><br>
<a href="mailto:lesliebonilla@.arizona.edu"><span style="color:#495057">lesliebonilla@.arizona.edu</span></a><br>
<b><a href="https://cals.arizona.edu/spls"><span style="color:#8B0015">cals.arizona.edu/spls</span></a></b><br>
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<o:p></o:p></span></p>
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<p class="MsoNormal"><b><span style="mso-ligatures:none">From:</span></b><span style="mso-ligatures:none"> Rutherford, Janis KM - (jmathias) <jmathias@arizona.edu>
<br>
<b>Sent:</b> Friday, April 19, 2024 8:46 AM<br>
<b>To:</b> Brown, Judith K - (jkbrown) <JBrown@ag.arizona.edu>; Stoner, Kathryn E - (kstoner) <kstoner@arizona.edu>; Merrell, Douglas Scott - (dscottmerrell) <dscottmerrell@arizona.edu>; Curry, Joan E - (jecurry) <Curry@ag.arizona.edu><br>
<b>Cc:</b> Bonilla, Leslie Anne - (lesliebonilla) <lesliebonilla@arizona.edu>; Krogsgaard, Bethina - (bethinak) <bethinak@arizona.edu>; Chavez, Leah Mesa - (leahchavez) <leahchavez@arizona.edu>; Teres, Kevin K - (kteres) <kteres@arizona.edu>; Enriquez, Lizeth
- (lizenriquez) <lizenriquez@arizona.edu>; Rascon, Makayla Bree - (makaylarascon) <makaylarascon@arizona.edu>; Shay, Lia - (audeliag) <audeliag@arizona.edu>; Johnson, Dionne - (ldjohnson) <ldjohnson@arizona.edu>; Jones, Sonia Jimenez - (soniajones) <soniajones@arizona.edu><br>
<b>Subject:</b> ACTION NEEDED & TIME SENSITIVE: Time Sheet Approvals by Supervisors (even UHs)<br>
<b>Importance:</b> High<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Good morning,<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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
<i><u>direct supervisor being responsible for approving timesheets</u></i>. 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).
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><b>What this means is effective this upcoming timesheet approval cycle, (approval to happen by 5pm Friday, April 26<sup>th</sup>), all supervisors must be approving timesheets.
</b>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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">Unit/Dept Name<o:p></o:p></span></b></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">Approx # of timesheets
<br>
you needed to approve for 4/15<o:p></o:p></span></b></p>
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<p class="MsoNormal" align="center" style="text-align:center"><b><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">Any Special
<br>
Circumstances?<o:p></o:p></span></b></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">SPLS<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">15<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">SNRE<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">12<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">Director has never approved timesheets. other 2 had no special circumstances.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">ACBS<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">7<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">Dr. Netzin Steklis has HR Generalist enter (and approve) hours into timecards of student workers every pay period.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">ENVS<o:p></o:p></span></p>
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<p class="MsoNormal" align="center" style="text-align:center"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">10<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos Narrow",sans-serif;color:black;mso-ligatures:none">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.<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-family:"Aptos",sans-serif"><o:p> </o:p></span></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Please let me know if you have any questions and I will discuss them with Sam further.<o:p></o:p></p>
<p class="MsoNormal"><span style="mso-ligatures:none"><o:p> </o:p></span></p>
<p class="MsoNormal">Thanks,<o:p></o:p></p>
<p class="MsoNormal">Janis<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal" style="margin-bottom:8.0pt;line-height:105%"><b><span style="font-size:14.0pt;line-height:105%;color:#0C234B">Janis Rutherford</span></b><span style="font-size:10.0pt;line-height:105%;color:#767676"><br>
Assistant Dean, Finance & Administration – College of Agriculture, Life & Environmental Sciences<br>
Division of Agriculture, Life and Veterinary Sciences & Cooperative Extension<br>
THE UNIVERSITY OF ARIZONA<br>
<br>
Forbes 320A<br>
1140 E. South Campus Drive<br>
PO Box 210036 | Tucson, AZ 85721-0036<br>
Office: 520-626-8353 </span><span style="font-size:9.0pt;line-height:105%;color:#767676">|
</span><a href="mailto:jmathias@email.arizona.edu"><span style="font-size:10.0pt;line-height:105%;color:gray">jmathias@email.arizona.edu</span></a><br>
<a href="https://alvsce.arizona.edu/"><b><span style="color:#8B0015">alvsce.arizona.edu</span></b></a><o:p></o:p></p>
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