Timesheets & Timekeeping

It is the responsibility of every nonexempt staff member to accurately record the time he or she works on a timesheet each pay period.

The staff member’s supervisor must review the timesheet for accuracy, verify the hours worked, and calculate any hours eligible for premium pay (call in time, shift differential, or other). The electronic or written signature of the staff member and the supervisor certifies the accuracy of the information on the timesheet. Federal and state laws require Bates College to keep an accurate record of time worked in order to calculate nonexempt staff member’s pay and benefits.

Nonexempt staff members should report to work no more than 7 minutes prior to their scheduled starting time nor stay more than 7 minutes after their scheduled stop time without the prior approval of their supervisor. Likewise, overtime work must be approved before it is performed, except under extenuating circumstances. For more information about work hours, refer to the employee handbook.

Supervisors of staff members who are working part-, half-, or three-quarter-time due to restricted duties while earning Short-term Disability or Workers’ Compensation benefits must ensure that the staff member’s timesheet correctly lists actual hours worked and time approved under the appropriate benefit category. Supervisors are also responsible for ensuring that their staff member’s timesheets indicate all paid and unpaid leaves including Family Medical leave.

Timesheets must be submitted on time each pay period in order for a staff member to get paid. The Payroll Office cannot assume that a nonexempt staff member has worked. A delay in submitting timesheets may result in the staff member not receiving a paycheck on the scheduled payday.

Non-benefit and per diem/on-call employees (except for dining personnel) may print a generic paper time sheet.

If you have questions about the type of timesheet you should have, please contact the Payroll Office.