Tips and Tricks from Aspire of WNY’s Payroll Division!

This just in! Here are the best Tips and Tricks from Aspire of WNY’s Payroll Division, to help keep you on track with your time!
 
Punching in and out is the best way to ensure you get paid for all hours worked. If a correction needs to be made because you or your employee missed a punch, forward a paper timesheet as a correction to timesheets@aspirewny.org. Payroll should only receive corrected timesheets from supervisor or managers. Any adjustments and corrections received after we close the payroll (Tuesdays around 2:00 PM) will be added to the following payroll. When sending a paper timesheet, you need to include the employee’s printed name, the employee’s signature, the date for the day of the correction, in and out times for time worked, a time off code for times not worked, the raw total of hours to be used for that time off, as well as a supervisor signature on the timesheet.  
 
Supervisors/Managers:
Be sure to check timesheets at least twice a week to ensure things make sense as far as in and out punches, missing punches etc. This will give you ample time to make accurate corrections.  Pay attention to notes, job titles, and sites worked to make sure the expense is being charged correctly. When you must enter time for an EE, be sure to check the date being corrected. Entered time is one of the biggest errors that Payroll has been encountering.
 
See below:
 
 
Be sure to pay attention to AM’s and PM’s! This is an example of the EE being paid for 20.25 hours instead of 8.25 hours because the AM/PM was incorrect. Payroll would not know that this is an error, and the EE would be over paid. The next example deals with overnight shift.
 
See below:
 
 
In this example, the time out was entered, and it has a double arrow (greater than sign.) If a double arrow appears on an employee’s timesheet, that means the employee clocked out on the following day.  If an employee works overnight shifts, this is normal.  If an employee does not work overnight shifts, be sure that the entered hours are corrent.
 
Final notes:
There are some employees who have supervisors entering time for the majority of the week, which should not be happening. Please contact payroll and/or HR if there are concerns regarding punching in and out.  Again, the best and most accurate way to be paid is for ALL employees to be punching in and out daily using workforce management/UKG Ready.
 
Training should not be entered manually; employees should be clocking in and out for training also.  If there are no punches payroll will make sure the employee is paid based on the training sheets received from the training department. All timesheets should be approved by 2:00 PM on Monday of that payroll week, unless there’s a major holiday on that Monday, then the deadline is adjusted to 9:00 AM that Tuesday.  
 
We appreciate your cooperation and understanding on this matter!