Employee timesheets are configured in a way where Overtime and Extended Calendar days/hours are added by you, the employee, and approved by your supervisor. In the event that someone other than your direct Supervisor (typically Central Office) is paying for Extended Calendar (includes Extended Hours, Days, Extra Hours, and Overtime) or Stipends, the steps below must be followed. The term “Payor” refers to whoever is paying for the Extended Calendar or Stipend.
- First, when you work the time, the Central Office team that funds the project or activity you’re working on will consolidate those records. Multiple teams submit using one file, and it needs to meet formatting standards. In some of the files, we received entries that dated back from before EMPowerSF. These files can also be incorrectly formatted, and therefore returned - which could cause delays.
- If the uploaded files are in good shape, our team manually consolidates the information and cleans them up. The time data is validated by the system, not by the team. In the two cycles we have run, there was a 5% rate of error due to incorrect time while the rest were loaded accurately.
- While we informed you that we have successfully loaded all submitted time data from central office departments with a submission date of 2/10 or earlier, it does not automatically mean getting paid. The last step is finding the time in your timesheet/s and getting your manager involved. If the extended hours do not fall into the current pay period being processed, then it needs a separate approval because the timesheet is amended. Consistent with EMPowerSF Time and Attendance rules, approval is required to pay out an amended timesheet. If you are still waiting for extended calendar hours all the way from January, your January timesheet should be approved separately to initiate payment.
As you can see, submission dates, pay period end dates, paycheck dates can layer over this timeline. In our attempt to process these files as quickly as possible, we missed the opportunity to communicate each step that is required to process pay. Our goal is to be able to pay extra hours during the pay period in which it was worked, and look forward to getting there as quickly as possible.