15 Timesheet Management Policies for Supervisors
Interns are Indiana University employees and subject to all university and federal employment policies. They are hired through LHSI and fall within the oversight of the Division of Undergraduate Education payroll and HR policies. Read the full IU policy on TIME and timekeeping.
Scheduling
All relevant policies and procedures for scheduling can be found in the following chapters:
Approvals
It is the TIME approver’s responsibility to approve timesheets every two weeks. Our division requires two approvers per site to ensure coverage in the event of computer issues or PTO. Only one person needs to approve per period, each approver does not need to separately approve each time.
Some interns have multiple campus jobs. You will be able to see everything on the timesheet. By clicking “approve”, you are only approving for your work area. Your changes or approvals will not impact the other work areas.
Corrections and Edits
The only time an intern can change their own timesheet is by using the missed punch button if they forget to clock in or out. This option only works only in the first 24 hours of the mistake and can only be used once (to clock in or out, not both for one shift). A missed punch should not be used as the regular method to clock in/out. Interns must enter a note on the missed punch document to indicate why they did not clock in or out at the correct time. Approvers will receive a notification of a missed punch but do not have to take additional action.
TIME approvers are responsible for making corrections to the timesheet if there are errors. The LHSI staff cannot make edits or approve timesheets. If a time needs to be fixed:
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- For auditing purposes, the intern must leave a note on the timesheet with the date and both start and end times for the correction (ex. “I forgot to clock out on Tuesday, September 24 when I worked 8am to 12pm.”). The approver may not necessarily be the direct supervisor, so notes must be clear and include all necessary information.
- An approver clicks on the time block and makes the edit.
- Approvers should leave a note every time they make a correction or edit.
