11 Timesheet Policies

Interns are employees of Indiana University. We must follow the IU timesheet policies of Indiana University and the Division of Undergraduate Education. Per University Human Resources policy, “it is each employee’s responsibility to accurately record all hours worked on the university-provided timekeeping device.” This includes accurate number of hours and actual days/times worked.

Timesheet Policies

1. You must clock in and out in real time for all hours worked. Timesheets must reflect the actual start and stop times, not just the correct number of hours worked. If you forget to log a shift you must leave a note on the timesheet to get it added.
2. Clocking in/out from a smartphone and/or an alternate location is discouraged due to more frequent errors and glitches. This is only allowed with prior approval from the supervisor, such as for approved remote work or for department events or tasks outside the office. If you need to clock in/out from a smartphone or location other than the office workstation and received prior approval from the supervisor, you must add a note to the timesheet (every time it happens) saying this was approved.
3. If you forget to clock in or out, you can use the missed punch button to correct the time yourself. This works only in the first 24 hours of the mistake and you can only do one per time block, either missed punch in or out. 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.
4. Outside of the missed punch button, interns cannot correct their own timesheet. If an edit is needed, you must leave a note 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.”). Notes on the timesheet are mandatory for auditing purposes and the approver may not necessarily be the direct supervisor, so notes must be clear and include all necessary information.
5. If you have multiple campus jobs, they all appear on one timesheet under different work areas. It is your responsibility not to go over 29 hours maximum total across all campus jobs. Note: you receive one paycheck per pay period that includes all positions.
6. LHSI staff cannot make edits or approve timesheets, it has to be done by someone at the internship site. We will refer you back to your timesheet approver for edits if you ask us to fix it.