Time Reporting Introduction - Processing Hours
Twice a month a payroll process known as cutoff occurs. This is a four
day window of time that departments have to enter, release and approve
hours for their employees both hourly and salaried. The window opens for
processing the first day at 7:00 am and closes at 3:00 pm on the fourth
and final day.
When processing hours for payments, departments have two different menus
to use depending on the employee type. Hours worked by employees paid on
an hourly basis are reported through the Positive Time Reporting Menu
(PTR). Salaried employees who work hours beyond their regular time such
as overtime, shift differential or straight time, or who have exceptions
to their regular time such as authorized leave without pay or leave
without pay are reported through the Exception Time Reporting Menu (ETR).
All hours and earn types reported must reflect actual time worked.
Internal control requires each payroll unit to keep time sheets for both
hourly and salaried employees. In addition to actual hours worked,
entries must also be attributed to the proper pay period. All late pay
entries must be designated as late pay when entered. At any time the
Payroll office and/or auditors may request to see supporting documentation
for hours that were reported in the online systems. The payroll unit has
primary responsibility to maintain these records in accordance with the
State of Washington retention schedules.
