Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL

PERSONNEL
60.61
Revised 10-07
Human Resource Services
335-4521

Reporting Daily Activity for Temporary Employees

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RECORD OF ACTIVITY

Temporary employees record hours worked or pieces completed on a time/piece record, which may be a Daily Activity Report, a time clock card, or an alternate time/piece record approved by Human Resource Services (HRS).

The temporary employee time/piece record is the official record of hours worked or pieces completed.

NOTE: There is no University requirement that the hours of work for graduate students appointed to assistantship positions be reported on a Daily Activity Report or other similar document.

The department maintains the Daily Activity Report, the time clock card, or the HRS-approved alternate time record as an audit record.

Related Sections

See 60.26 and 60.27 for more information about temporary employment. See 60.42 for information about faculty timecard employment.

Positive Pay Time Entry

The department uses information recorded on the temporary employee time/piece record to complete the Positive Pay Time Entry. The Positive Pay Time Entry transmits the activity data to Payroll. See 55.22 for more information on Positive Pay Time Entry.

For a given pay period, each Positive Pay Time Entry must agree with and be supported by information reported on a temporary employee time/piece record.

REPORTING HOURS

Requirements

The following requirements apply to all forms for reporting hours or pieces worked by temporary employees. See below for University-approved reporting forms.

Form Completion

Department

Departments enter the following information on the form before giving the form to the employee:

The information must agree with the information on the Temporary Employment Position form which established the position. See 60.27.

Temporary or Faculty Timecard Employee

The employee records the hours worked or pieces completed each day as the activity occurs.

The employee is to report partial hours as decimal fractions.

Supervisor

The supervisor verifies and signs the form. The supervisor is responsible for ensuring that the requirements above are met.

Reporting Forms

The department selects from the following reporting records to report hours worked or pieces completed by temporary employees.

Daily Activity Report

If the employee works for a single account during a given pay period, the department uses the Daily Activity Report. Two versions of the form are available:

http://www.wsu.edu/~forms/fm.html

Daily Activity Report for Multiple Accounts

If the employee works for more than one account during a given pay period, the department uses the Daily Activity Report for Multiple Accounts. Two versions of the form are available:

http://www.wsu.edu/~forms/fm.html

Enter the hours worked for either the first half of the month (days 1-15), or for the second half of the month (days 16-31).

Time Clock Card

Time clock cards may be substituted for Daily Activity Reports.

Alternate Time/Piece Record

Alternate time records may be substituted for Daily Activity Reports if HRS approves the alternate time/piece record prior to department use.

HRS maintains a record of all units requesting and using alternate time/piece records. HRS also maintains a copy of the alternate time/piece record used by each requesting unit.

RECORDS RETENTION

The department is to maintain each Daily Activity Report, time clock card, and/or alternate time/piece record for six years after the end of the fiscal year. See 90.01 for more about records retention.

See the PDF forms:
60.61.4: Daily Activity Report for Multiple Accounts
60.61.5: Daily Activity Report (for single accounts)
Complete and/or print as needed