14 What to Write in a Timesheet Note

Timesheet notes are required for context or edits. The IU payroll office periodically reviews notes for your protection and it’s crucial that notes reflect changes needed.

Your timesheet approver will not automatically get a message every time you leave a note. It’s important to also contact them and let them know there’s something to fix and that you already left a timesheet note. The approver may not be your day-to-day supervisor; you will ask about this on your first day. To avoid delays in getting your paycheck, it’s important to leave too much information rather than not enough.

Reasons to add a note

• your timesheet doesn’t reflect when you actually worked
• you forgot to clock in/out
• you used the missed punch button
• you had a 24 hour automatic clock out notice (after forgetting or a system glitch)
• you were working on something outside of your scheduled hours or working remotely (ex: ePortfolio, conference related to your internship, professional development, mid-year workshop, etc.)

Include all of these items in your note

• the date that you were working and the actual start and end times you worked
• the reason why an edit was made or needs to be made
• whether you used a missed punch or had a 24 hour automatic clock out

If you are working on your ePortfolio outside of your internship hours, add a note saying “working on ePortfolio on [insert date] from [insert time worked].”

Example note

“9/2/2020: Forgot to clock out for my LHSI internship and was automatically clocked out on 9/3 at 8am. I actually worked on 9/2 from 8am-1pm”