Submit Overdue Time Sheets and Summaries by May 15

Published April 11, 2017

State employees (excluding GSEU employees) should submit all overdue time sheets and semi-annual attendance and leave reports by May 15, 2017 to prevent withholding of paychecks.

Why Do I Need to Submit Time Sheets?

1. It is to your benefit to ensure that your accrual records are accurate and on file with Human Resources (HR) because:

  • Upon separation from State service, vacation accruals are paid out up to 30 days in a lump sum. 
  • Upon retirement from State service, sick leave accruals may be utilized as credit toward health insurance costs (for eligible employees) and to keep you in pay status in the event you or a family member become ill. 

2. UB is lawfully required to report your accruals to the Office of the State Comptroller.

Failure to submit time sheets will result in the eventual canceling of direct deposit and withholding future paychecks for those employees whose time sheets are outstanding. 

How Do I Know If I Have Overdue Time Sheets?

Supervisors of affected employees will receive an email notice the week of April 17, 2017. Employees using the online SUNY Time and Attendance System can check their status at any time. Affected employees will be contacted by email the week of April 24, 2017.

What Action Do I Need to Take?

For Employees Using Online SUNY Time and Attendance System

Most state faculty and staff use electronic time sheets to report their absences using the online SUNY system.

Information for Supervisors

Supervisors with employees who have outstanding time sheets for the period ending December 2016 will receive a report identifying the names of the employees. Please be advised that it is your responsibility to make certain that your employees have completed their time sheets in the online SUNY Time and Attendance system.

The table below outlines important dates regarding the process.

Action Date
Submit Time Sheets Through December 31, 2016 By May 15 
Notice Sent to Employees With Outstanding Reports By April 27
Notice Sent to Deans, Directors and Department Heads By April 27
Direct Deposit Will Be Cancelled and Paychecks Withheld Check dated June 14   

Please note the following important details:

  • If the time sheets for the employees listed on the report(s) have been submitted to HR since the date of the report(s), please disregard the notice.
  • Time sheets should continue to be completed/submitted for employees on leave (i.e., Sick/FMLA).
  • If any of the individuals listed on the report(s) are no longer on the State payroll, please email HR Time & Attendance a list of the employee’s absences for the period of time in question.
  • If the Time and Attendance keeper for the department is different than the individual the report was mailed to, please email the correct contact information to HR Time & Attendance.

Information for Employees

Log in to the online SUNY Time and Attendance system to see if you have any outstanding timesheets.  

If you have submitted your time sheets and your supervisor has not approved them, it is recommended that you remind your supervisor to do so as soon as possible. If your time sheet is not submitted in a timely basis by your supervisor, your direct deposit will be cancelled and your paycheck will be held. Please email HR Time & Attendance if you are up to date with your time records and they have not been approved. A follow-up communication to your supervisor will be sent.

Failure to submit your time sheets through December 2016 by May 15, 2017 will result in the cancelling of direct deposit and withholding future paychecks beginning with the paycheck dated June 14, 2017.  

For Employees Doing Paper-Based Time and Attendance

Some employee groups do not use the online SUNY Time and Attendance system. They include hourly employees, adjunct instructors, University Police, University Facilities and Campus Living.

Information for Supervisors

Supervisors with employees who have outstanding Semiannual Attendance and Leave Reports for the period of July to December 2016 will receive a report identifying the names of the employees. Please be advised that it is your department's responsibility to make certain that its employees have all of the necessary forms required to meet their obligation in completing this process. Currently, Classified, Faculty & Professional employees should be using the Semiannual Attendance and Leave Reports available on our website.

The table below outlines important dates regarding the process.

Action Date
Submit Semiannual Attendance and Leave Reports  By May 15
Notice Sent to Employees With Outstanding Reports By April 27
Notice Sent to Deans, Directors and Department Heads By April 27
Direct Deposit Will Be Cancelled and Paychecks Withheld Check dated June 14

 

When preparing to submit delinquent semiannual reports please follow these procedures:

  • Please send original Semiannual Reports via campus mail to Human Resources (HR), 120 Crofts Hall, North Campus, or via fax at 645-3830 or by email to Claudia Samulski at samulski@buffalo.edu. Please note: If the original was previously submitted to HR, please send a copy via any of the mentioned options.                                    
  • Use white paper only when printing or copying forms to facilitate the electronic scanning of the completed forms.
  • If the Semiannual Reports for the employees listed on the report(s) have been submitted to HR since the date of the report(s), please disregard the notice.
  • Semiannual Reports should continue to be completed/submitted for employees on leave (i.e., Sick/FMLA). If the employee is currently unavailable, please submit the Semiannual Report indicating “signature unavailable.”
  • If any of the individuals listed on the report(s) are no longer on the State payroll, please submit their final Semiannual Report marked “FINAL” in red ink and mail to HR at 120 Crofts Hall, North Campus.
  • No action is required in regard to delinquent TA/GA timesheets.
  • If the Time and Attendance keeper for the department is different than the individual the report was mailed to, please notify HR by emailing HR Time & Attendance.

All Semiannual Attendance and Leave Reports must be supported by biweekly timesheets for Classified staff and monthly time sheets for Faculty and Professional employees. These forms are to be kept in your departmental files for at least three years following the employee’s separation from state service. Semiannual Attendance and Leave Reports are due on a timely basis and as soon as the reporting period has ended.

Information for Employees

A notice will be sent to employees who have not submitted Semiannual Attendance and Leave Reports on April 27, 2017. It is your department's responsibility to make certain that you have the necessary forms to complete your Semiannual Reports. If you have not completed the form for the period of July-December 2016, please do so and submit to your department for processing. Your department will forward the form to Human Resources. If you have already completed the form and submitted it to your department, please request that they provide a copy to HR. All Semiannual Attendance and Leave Reports must be supported by biweekly time sheets for Classified staff or monthly time sheets for Faculty and Professional staff.

Failure to submit your Semiannual Attendance and Leave Report by May 15, 2017 will result in the canceling of direct deposit and withholding future paychecks beginning with the paycheck dated June 14, 2017.

Learn How To Use the Online SUNY Time and Attendance System

Visit the Managing My Time page on the HR website to learn more about how to use the online time and attendance system, view the holiday calendar and learn about accrual rates.

Anyone with additional questions or concerns can contact Nancy Kacala at kacala@buffalo.edu to arrange an in-person training with your department.  

Contact For Questions

Amy Myszka

Director

Benefits and Work Life Balance

Phone: 716-645-5357

Email: amyszka@buffalo.edu

Claudia Samulski

State Benefit Services

Phone: 716-645-4487

Email: samulski@buffalo.edu