Timesheets & Timekeeping

Bates College utilizes an electronic timesheet system.  All staff (excluding dining staff) and students use Garnet Gateway to record and submit their hours worked. Please visit the Calendars page on the Payroll website and open the appropriate pay type calendar for exact timesheet submission and approval dates.

Exempt Staff (Monthly Pay Cycle)

Exempt staff members report any leave time taken on their Garnet Gateway timesheet.  Since exempt staff are paid for their full month of work on the second Thursday of the month, the timesheet on Garnet Gateway is used to report leave time from the prior month.  For example, when completing the March timesheet on Garnet Gateway, exempt staff will report any vacation, sick, or personal time taken during February.  In the event that an exempt staff member did not take any leave time in the previous month, enter a ‘0’ in one of the hours fields on the timesheet and submit.

The deadline for exempt staff to submit their timesheet is the first Friday of the month by 11:59 P.M.

The deadline for supervisors to approve their exempt staff’s timesheets is the Monday of pay week by 11:59 A.M.

Nonexempt Staff (Bi-Weekly Pay Cycle)

It is the responsibility of every nonexempt staff member to accurately record the time they work each pay period.  The deadline for timesheet submission for nonexempt staff is the last day of the pay period (Saturday) by 11:59 P.M.  

If an employee does not submit their timesheet by the submission deadline the employee must initiate an Adobe Sign Bi-Weekly Staff Timesheet. This will be routed to their supervisor, and upon completion, will route to Payroll for processing. The Adobe Sign Bi-Weekly Staff Timesheet How-To guide provides step by step instructions on completing the Adobe Sign timesheet.

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 submission by the staff member and the approval by the supervisor act as electronic signatures, certifying 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.  The deadline for supervisors to approve a nonexempt staff members timesheet is Monday the week of pay by 11:59 P.M.

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 Bates College Employee Handbook (Section 109) .

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 pay date.

Student Employees (Bi-Weekly Pay Cycle)

It is the responsibility of every student employee to accurately record the time they work each pay period.  The deadline for timesheet submission for students is the last day of the pay period (Saturday) by 11:59 P.M.  If a student employee does not submit their timesheet by the submission deadline please see the Turning in Late Timesheets page on the Student Employment Website.

The student’s supervisor must review the timesheet for accuracy and verify the hours worked. The submission by the student and the approval by the supervisor act as electronic signatures, certifying 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.  The deadline for supervisors to approve a student employee’s timesheet is Tuesday the week of pay by 11:59 P.M.

For more information on student employment, please visit the Student Employment Office website.