To comply with ADM 04-408 policy for Time Records, all employees are required to accurately complete their official time records by the established due dates.

Employees and Supervisor Responsibilities

Hourly Wage Employees

• submit semi-monthly timecard.
• record time in and time out as actually worked.

Salaried Employees

• submit monthly timecard.
• Exempt employees:  record absences and indicate "no leave taken" for any days when no absence is reported.
• Non-exempt employees:  record both the time worked and any absences.
• Regular academic faculty employees:  record any sick absences.

Supervisor

• Supervisors are responsible for reviewing and approving all timecards by the established timecard deadlines to ensure accuracy and compliance.

Timecard Accessibility

Employees submit timecards directly into  PeopleSoft Time and Attendance. Submitted timecards route to your supervisor for review and approval in PeopleSoft.

• Employees will see their timecard on the Time and Attendance menu screen soon after an assignment is created/entered by the Office of Human Resources.
• Timecards and assignments have a direct correlation. The timecard is created based on start and end date of the assignment as recorded by the Office of Human Resources in the PeopleSoft system. Timecards are accessible at the start date of the assignment.

Timecard Deadlines

Hourly: 

• Semi-monthly timecards for hourly wage employees are due on the last day of the pay period.
  • If the last day of the pay period falls on a weekend or holiday, the timecard is required to be submitted on Friday or business day before.

• Supervisors are required to approve semi-monthly timecards before 3 pm on the first working day following the pay period end date.
  • If the pay period end date falls on a weekend or Holiday, the hourly employee is required to submit the timesheet on the Friday or workday prior to the holiday. Supervisors will then approve on the following workday before 3 pm.

• To ensure timely processing of payments, timecards should be submitted with an approved status in PeopleSoft.

• Please review the responsibilities and recommendations shared in the message for 
  • Employee Pay Cycle Overview.
• Please see a complete list of semi-monthly timecard due dates.

Salaried: 

• Timecards for salaried employees are due by the first working day of the month following the pay period (i.e., pay date).
• Please see a complete list of monthly timecard due dates.

Timecard "Reported Status" Meanings

• Saved:Employee had indicated hours in timecard, saved for later, but has not completed and submitted to timecard approver.
• Submitted:Employee has created the timecard, reviewed, certified, and has submitted to the timecard approver.
• Needs Approval:  Action pending from Timecard approver.

  Additional Resources:

1. Training sessions are available throughout the fiscal year. Please visit the UTRGV Training portal at  utrgv.edu/training to get a list of upcoming sessions.
2. Refer to the Payroll & Tax Compliance website  for a complete list of time entry user guides and frequently asked questions for both employee and supervisor.

For additional information, you may call the Payroll Office at 956-665-2558 or via email at   payroll@utrgv.edu.

For questions relating to training sessions please contact David Guerra - Training Coordinator at  david.guerra@utrgv.edu.