Best Practices in HR
'Timesheet Completion' Email Reminder Templates
While automated reminders continue to be explored, many units provide regular email reminders to their Bi-Weekly and Monthly timesheet submitters and approvers.
The following templates were provided by Jenn Lansing, Student Employment Coordinator from the Academic Affiars Business Office (AABO).
Make sure to update the dates using the Payroll Timekeeping Deadlines Schedule. VIsit Ecotime Campus Timekeeping for more information.
Bi-Weekly Timesheets Template
SUBJ: [listserve name] BIWEEKLY Ecotime Deadlines: Wednesday 9/25 (Historical) and Saturday 9/28 (Current)
Greetings,
Historical (prior) timesheet adjustments:
Changes and supervisor approval to historical (prior) biweekly timesheets are due tomorrow:
Wednesday 9/25, by 2:30pm (final deadline). ** Use the "History" tab in Ecotime to access historical timesheets up to 4 pay periods back.
Historical timesheets with adjustments must be submitted/completed by the employee and approved by a supervisor by the 2:30pm Wednesday deadline.
- Click here for instructions on how to complete retroactive/historical timesheets.
- Supervisors, click here for instructions on how to approve retroactive/historical timesheets.
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Current biweekly timesheets for pay period 9/15 - 9/28:
Employee completion deadline: Saturday 9/28.
Supervisor's approval deadline: Monday, 9/30 by 2:30pm
💰 Paycheck date for biweekly pay period 9/15 - 9/28 is Wednesday, Oct. 9th.
- Click here for instructions on how to complete your timesheet for the current pay period.
- Supervisors, click here for instructions on how to approve timesheets for the current pay period.
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Reminders:
*All employees, including student employees, must Save/Submit (Complete) their timesheets before the timesheet deadlines, even if no leave and/or hours are reported.*
*All Supervisors / Time Approvers: be sure to review/approve timesheets in your Timesheet Group(s) before the 2:30pm deadline on the Monday following the end of the biweekly pay period.
Monthly Timesheets Template
SUBJ: [listserve name] Ecotime MONTHLY Deadlines: Wed 9/18 (historical timesheet adjustments) and Fri 9/20 (September timesheets)
Greetings,
- Changes (and supervisor approval!) for historical MONTHLY timesheets are due tomorrow: Wednesday Sept 18, by 2:30pm.
Use the "History" tab in Ecotime to access/approve historical timesheets.
*If you adjust a historical timesheet, please inform your supervisor.
- Click here for instructions on how to complete retroactive/historical timesheets.
- Supervisors, click here for instructions on how to approve retroactive/historical timesheets.
- Current (September) Monthly Timesheets:
Employees: Please report any Exceptions (Leave) and save/Complete September timesheets before Friday, 9/20.
Supervisors: The approval deadline for September timesheets is 2:30pm on Sunday, 9/22.
- Log into Ecotime
- Click here for instructions on how to complete your time for the current pay period.
- Supervisors, click here for instructions on how to approve timesheets for the current pay period.
Reminders:
Approving a timesheet locks the employee out of it.
To unlock a timesheet, the supervisor must check the "unapprove" box for the locked timesheet and click Submit.
Time Off Requests submitted through Ecotime must be approved by the supervisor prior to the month the leave is used.
**All employees, including student employees, must Save/Submit (Complete) their timesheets before the timesheet deadlines, even if no leave is reported.
All supervisors / Time Approvers: be sure to review/approve timesheets in your Timesheet Group(s) by the 2:30pm monthly timesheet deadlines.
Ecotime Office Hours
Whether you are new to Ecotime or just need a refresher, please join us for office hours. The Ecotime team will answer your questions and provide guidance for specific cases.
Next Office Hours? Visit the Ecotime Office Hours page. Visit frequently and refresh your browser window to find the most up to date offerings.
UCPath Training Guide
The UCPath training guide contains links to important resources (ex. UCPath website, support channels such as the Employee Center and Office Hours) and provides an outline of which UCPath training courses an employee will need to take to get access to the system.
This document is intended to be used to help onboard new employees to familiarize themselves with UCPath and the resources available to them.
Background Check Required?
Guidance regarding background checks has been updated and may be found in the Academic Affairs HR website under Talent Acquisition.
Committee Sunset Template
Too many committees? Committees finished their mission but continuing to meet? It's ok to celebrate your successes and then sunset. Use this Committee Sunset Template (pdf) wording to sunset a committee.
Student Employee Onboarding Checklist
This Student Employee Onboarding Checklist (xlsx) is the result of the L3 event on February 11, 2022. It is under review by the Academic Affairs Assistant Dean's Best Practice group.
HR Contact Training Resources
The "HR Contact Training Resources” list is the result of the July 28, 2022 L3 Workshop with special panelists from the VCAA HR Advocates Group.
This resource list is intended for supervisors/HR colleagues to help train new HR Contacts on the most important and commonly visited topics within HR Contact responsibilities.