MCAD Payroll is run and paid on a bi-weekly basis based on a two week (14 day) pay period. The full payroll calender can be found here. HR sends out a bi-weekly Paylocity Community reminder for time off and time card approvals.
Approvals are typically due Monday prior to the pay date by 10am for employees and 12pm for supervisors. Holiday weeks may shift these deadlines and are noted on the payroll calendar. Any changes and approvals submitted after the established deadlines may result in errors or delays in pay.
Below is a checklist of what employees and supervisors should do at the end of each pay period. While the majority of these tasks relate to hourly employees and their supervisors, some relate to salaried employees and supervisors who have time off requests.
EMPLOYEES:
Set aside time to review and approve your timecard at the end of the pay period. This is due by 10am every other Monday.
If you submitted a time off request for this pay period, check with your supervisor if they have not yet been approved.
IF YOU ARE AN HOURLY/NON-EXEMPT EMPLOYEE:
- Review your timecard for any missing punches. If you have any, add them via a manual punch or add them directly to the timecard.
- If you have multiple work assignments, review the cost center for each shift to make sure your hours were allocated to the correct project code. To set your timecard to see the project code, click on Preferences and then ALL under cost center. Hover over the code to see the name of the project.
- Communicate any issues with your timecard to your supervisor so that they can make any needed changes before your review and approval is due.
- To approve your hours, click on the radio box on the far left of each day, then click save. At the end of the pay period, you can also select all boxes at one time by clicking the radio box next to “Date” and click save.
NEED HELP? The Time and Labor for Timesheet Employees training covers all of these steps and can be reviewed or retaken at any time. You can also reference the timekeeping article on Knowledge Base.
SUPERVISORS:
- Remind your team to submit any last minute time off requests and/or timecard adjustments. Remind hourly employees to approve their timecard by 10am on Monday.
- Review and approve any final pending time off requests for your team. These can be viewed under “Supervisor To Dos” in Self-Service, as well as under your supervisor dashboard in Time and Labor (for hourly employees).
IF YOU SUPERVISE HOURLY/NON-EXEMPT EMPLOYEES:
- Check for any missed punches for your employees in the Time & Labor tab.
- Review manual punches or timecard notes in each individual timecard and look for the small ‘note’ icon next to the punch. Review the note by hovering over the icon. Make any needed changes and/or follow up with those employees if needed.
- Check each day total and/or the timecard total to ensure the worked hours matches what you have them scheduled for. If there is a discrepancy, please work with the employee to resolve it.
- Review the cost center for each shift and connect with the secondary supervisor if needed.
- Approve timecards. In Time & Labor, click on the Time Card Approvals icon . Look to see if your team has approved their own timecards by looking for checkboxes under the “EE App'' column. If anyone didn’t approve their time, send them a quick note to complete the step. Next, click on each employee name to view their full time card. After reviewing each timecard, go back to the Time Card Approvals screen and click on the check box next to each employee and/or next to Approve All, then save. Under the “Supv App'' column you will now see your approvals.
NEED HELP? The Time and Labor for Supervisors training covers all of these steps and can be reviewed or retaken at any time (the approval process is the fourth section of the training and just a little over two minutes long if you need a refresher). You can also reference the timekeeping article on Knowledge Base and the Paylocity FAQs “How do I review and approve timecards for my team” for steps to approve your employee’s timecards. If you have any questions, please contact payroll@mcad.edu.