Payroll / Timesheets

Here are some important issues concerning Timesheet Management in Workday

1. Timesheets must be kept in departmental offices for at least 5 years. This is a Colorado State requirement regarding timesheet retention. These are logged in the students’ Workday profile and can be found within their Worker History.
2. The Office of Human Resources is required to audit departments to ensure timesheets are retained and completed properly. Audits are performed semi-annually. The state also performs an annual audit and requests timesheets from departments. Audits are performed at random, and the student employees are randomly chosen.
3. Remember a signature on a timesheet or approval in Workday signifies the time indicated is correct. Do not sign a timesheet or approve if it appears incorrect. Please contact both the Office of Human Resources and Student Conduct if it is thought a student is falsifying their timesheets. Falsification of time is considered a serious matter at MSU Denver. Any falsified time that has been paid out to the student must be repaid by the student.
4. If a student did not submit their hours before the payroll deadline, the hours would either need to be approved by the supervisor on the next SM Payroll Period approval deadline so they can be pulled into Payroll as a Retro payment, or the supervisor would need to submit a Manual Payment Request.
5. All timesheets submitted along with a Manual Payment Request must have both the supervisor and the student employee’s signatures on them. Manual Payments are due by 5pm on Thursdays for payment on the following Tuesday and on Mondays by 5pm for payment on the following Friday.
6. A Delegate should be designated in Workday and have access to approve timesheets in case the supervisor is out of the office.
7. At no time should supervisors give their Workday log-in to anyone, especially student employees. Students are not allowed access to Workday timesheet approvals for any reason.