Payroll / Timesheets

Here are some important issues concerning WebTime Entry and timesheet management.

1. Timesheets must be kept in departmental offices for at least 5 years. This is a Colorado State requirement regarding timesheet retention. Keep them in the individual student’s file. If for any reason your department moves or shuts down, please find an alternate place to store student employee files.
2. The Office of Human Resources is required to audit departments to ensure timesheets are retained and completed properly. Audits are performed semi-annually. The state also performs an annual audit and requests timesheets from departments. Audits are performed at random and the student employees are randomly chosen.
3. Remember a signature on a timesheet or approval in WebTime Entry signifies the time indicated is correct. Do not sign a timesheet or approve if it appears incorrect. Please contact both the Office of Human Resources and Student Conduct if it is thought a student is falsifying their timesheets. Falsification of time is considered a very serious matter at MSU Denver. Any falsified time that has been paid out to the student must be repaid by the student.
4. All timesheets entered into Banner must have both the supervisor and the student employee’s signatures on them. In WebTime Entry the students submitting for approval is considered their digital signature and the approval is the supervisors digital signature.  It is very important for auditing purposes that supervisors sign or approve all timesheets. The student employee must also sign the timesheet in order to verify their time. If student employees forget to sign their timesheet, you should hold them until the next pay period. A proxy should be designated and have access to approve timesheets in WebTime Entry in case the supervisor is out of the office.
5. If a late timesheet must be entered on a following pay period, the supervisor must enter the hours in as “Past Time Hours” in WebTime Entry. The student should not be entering the hours in with their hours for the current pay period. Under “Comments” make a note for which payroll the hours are from and why they were missed for auditing purposes. If more than 2 timesheets are being entered please email Student Employment and Payroll Services with the students name and MSU Denver ID # (90_) and include the breakdown of the total hours for each timesheet.
6. At no time should supervisors give their WebTime Entry log-in to anyone, especially student employees. Students are not allowed access to WebTime Entry approvals for any reason.