Timesheet/Web-Time Policy

- Employees and supervisors must manage their time using web time entry.*

- All time submissions must be complete and accurate:

• Time recorded as worked must equal actual time worked.
• Timesheets must have both employee and supervisor approval.
• Time worked (not including paid time off) over 40 hours in one week is paid as overtime.
• Time off (sick, funeral, jury duty, and vacation) must be clearly noted.
• Premium pay (overtime, holiday time worked, and on-call time) must be clearly recorded.
• Chapel break and Healthy Habits lunch extensions may be recorded as time worked.

- Employees must complete and electronically sign off on their timesheets by 12:00PM on the Monday of the payweek.

- Supervisors must electronically sign off on their employees timesheets by 5:00PM on the Monday of the payweek.

- Employees will be notified if their timesheet is incomplete and will be asked to complete a paper “correction timesheet." Correction timesheets must include the total hours for the pay period and employee, supervisor, and Vice President signatures. Any correction timesheets submitted past 5:00pm on the Monday preceding a Friday pay date will be included on the following payroll.

* Paper timesheets will only be accepted for employees (or employee supervisors) who do not have access to Knight Vision. ie Calvin Theological Seminary Students or Comenius Scholars.

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Stipend/Honoraria Policy

- Stipend submissions must be complete and accurate:

• Must include all pertinent information such as date, name of recipient, service rendered, account number, and payment  amount
• Must follow the signature rules
  • Less than $200 – Department Chair or Budget Officer
  • Between $200 and $500 – Dean
  • Over $500 – Provost or Divisional VP

- Stipends for non-exempt (hourly) employees (including students) must be submitted to the payroll office by 5:00PM on the Friday preceding a payroll week to be included in that payroll. Stipends for exempt (salaried) employees need to be submitted to our office one week prior to the pay date. All stipends received after these deadlines will be included on the next payroll.

- Any employee paid during the calendar year on payroll must have all subsequent payments during that year processed through payroll as well, including honorarium.

- This link will help determine whether a honorarium can be paid through Accounts Payable, or whether it is considered employment and must be paid through payroll: Payroll/Honoraria Examples.

- This link will direct you to the honorarium form.

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Direct Deposit Forms/Tax Changes(W-4 Forms)/Etc.

- Hourly employees (includes students): Forms are due by 5:00PM on the Friday preceding the pay week. Any forms that are submitted after this time will be entered for the next available payroll.

- Salaried employees: Forms must be submitted one week prior to the pay date to be processed for that payroll. Any forms that are submitted less than one week prior to the payroll will be entered for the next available payroll.

- This link will direct you to our forms page.

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Check re-issue policy

- There is a $25.00 fee to have a check re-issued. The fee is either paid by the employee if he or she lost the check, or is paid by the department if it is picked up and lost before the employee receives it.

- Check re-issue forms are available at the payroll office.

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Advance policy

1. Payroll advances are not always given upon request.
2. Payroll advances will be given to correct a Payroll Office error and/or for a specific need versus general convenience.
3. All payroll advance requests will be reviewed by the Payroll Coordinator, the requester’s supervisor, and the Director of Finance with approval obtained from each.
4. All payroll advances must be paid back in full within the time limit of two payrolls following the issuing of the advance.
5. Payroll advances must be merited according to the guidelines below.

Circumstances That Do Merit an Advance:

• An advance may be given when a problem occurs outside of a person’s control (e.g. a mistake in payroll processing).
• An advance may be given if a personal emergency arises (e.g. a funeral or sickness in the family) which requires an advance.

Circumstances That Do Not Merit an Advance:

• An advance will not be approved as a personal loan (e.g. to pay electric bill).
• An advance will not be approved to fund personal projects (e.g. house remodeling, car purchase, or vacations).
• An advance will not be approved for late time sheets, stipends, or E-cards. 

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E-card Policy

- E-cards must be submitted prior to a student beginning work.

- E-cards submitted after 5:00PM on the Friday preceding the pay week will be entered for the next available payroll.

- This link will direct you to the e-card form.

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If you have questions or comments about our policies please call the Payroll Office at 616-526-6129.