Time Reporting for Exiting Employees
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Time Reporting
SMU’s Time Records Policy 3.6.2 specifies that “time records must be accurate and reflect time actually worked.” Guidelines established to ensure compliance with this University policy are available here.
Although Post-Doctoral Fellows do not accrue vacation time and as a result, are not eligible for payment of accrued, unused vacation when leaving the University as described below, they are exempt employees and expected to report time off (or confirm that no time was taken) each month via their TIMEaccess timesheets in my.SMU.edu.
Faculty do not accrue vacation or sick time and are not expected to report time off (or confirm that no time was taken) each month via TIMEaccess.
Payment of Accrued, Unused Vacation
In order to process payment of exiting staff members' accrued, unused vacation, if any, time must be reported and approved on each timesheet via TimeAccess. It is not possible to properly calculate the exiting staff member's accrued, unused vacation balance until each timesheet has been completed and approved.
SMU's Staff Vacation Policy 9.20 specifies...
"Accrued vacation paid at termination of employment may not exceed the allowance which applies during the final year of employment for persons hired before June 1, 1995, and may not exceed ten days for those hired on or after June 1, 1995. Any additional accrued vacation is forfeited."
"Employees whose employment terminates prior to their first anniversary date will not receive pay for unused vacation."
Non-Exempt Staff
Because non-exempt (biweekly) staff members must submit records of their time worked, either by utilizing time clocks or Web clock to record their punches or a departmental TIMEaccess Approver submitting their time worked, in order to be paid, they rarely have blank timesheets or unapproved time. If an exiting non-exempt staff member has time that has not been reported or unapproved time, the following resources are available to assist the TIMEaccess Approver in resolving these issues:
Exempt Staff/Post-Doctoral Fellows
Exempt (monthly) employees report their time off (or confirm that no time was taken) each month via their TIMEaccess timesheets in my.SMU.edu. Employees must report the actual leave taken during the month and the employees’ managers (or the managers' delegates) must approve the time reporting in TIMEaccess. If an exiting exempt staff member has blank timesheets, notify the employee of the need to report time (or confirm that no time was taken) for each month of their employment via their TIMEaccess timesheets in my.SMU.edu. The following guide is available to assist the exiting employee with reporting time:
After the time has been reported, the manager or manager's delegate must approve the time.
If the employee has already left the University, they will no longer be able to access their timesheets via TIMEaccess. The following resources are available to assist the manager or manager's delegate in reporting time for (or confirming that no time was taken), and then approving, any blank timesheets:
Non-Exempt Staff
If an exiting non-exempt staff member has unapproved time, the following resource is available to assist the TIMEaccess Approver in approving the time:Exempt Staff/Post-Doctoral Fellows
After exempt staff/post-doctoral fellows' time has been reported, the manager or manager's delegate must approve the time.
If an exiting exempt staff member/post-doctoral fellow has unapproved time, the following resource is available to assist the manager or manager's delegate in approving the time: