Announcements

Payroll record-keeping and leave

Sent on behalf of  Chad A. Reed, ODU Vice President for Administration & Finance, and Helen S. Heselius, CPA, EVMS Vice President of Administration & Finance

Following the recent communication regarding financial system changes, we are providing additional information about payroll record-keeping. Web Time Entry (WTE) will be the timesheet and leave management system for all employees starting July 1. WTE will replace Time and Attendance System, and physical time clocks will be removed.

ODU has several available training resources, including videos and Quick Reference Guides. Resources include training for faculty, staff, and supervisors: https://www.odu.edu/finance/payroll/web-time-entry.

Important items to note:

It is a violation of the ODU Standards of Conduct to falsify, alter, or deliberately fail to submit a WTE timesheet.

Classified Non-Exempt Employees:

• Non-exempt classified employees must report time worked and leave taken on a daily basis. These employees must use WTE to complete a timesheet of the actual number of hours worked each day during the pay period.
• Punching in and out will not be required on Day 1.

Classified Exempt Employees:

• Classified exempt employees are responsible for recording leave time taken only (i.e., vacation or sick time or compensatory leave earned/taken) and compensatory leave earned via WTE.

Faculty (AP and TR) and Residents:

• All faculty must record leave taken each pay period in WTE. If no leave is taken, “No leave taken” must be entered in the comment section before submission.
• Residents should consult with their Residency Program Specialist regarding recording their leave.

Due dates are provided on the WTE webpage under submission schedule: https://www.odu.edu/finance/payroll/web-time-entry/submitting-timesheets

Supervisors:

• Supervisors must approve timesheets and/or leave reports each pay period by the stated deadline. Approval dates are typically the 10th and 25th of each month.
• A supervisor proxy must be assigned in case the supervisor is not available. Instructions on how to establish a proxy is provided in the WTE Supervisor & Proxy Responsibilities section of the WTE webpage: https://www.odu.edu/sites/default/files/documents/designating-a-proxy.pdf
• When a supervisor or proxy approves a WTE timesheet or leave report, the supervisor/proxy is certifying that all information contained is correct and that the employee worked the hours shown on the WTE timesheet or leave report.