Oregon State University

DocuSign for Unapproved Timesheets

Unapproved Timesheets - Change in Process May 2019

We are making a change to how missed timesheet approvals in EmpCenter are gathered for hourly employees after the pay period closes.   

The current process involves the business center sending paper reports for approval to supervisors on a quarterly basis.  This involves a great deal of processing and paperwork for everyone involved.   

The new process uses DocuSign to eliminate the paper reports and will be completed monthly instead of quarterly.  If you miss an approval in EmpCenter, DocuSign will email you directly – including daily reminders – for each timesheet that was not approved but had hours worked for the pay period.  You then log in to DocuSign, review the hours worked, and approve the timesheet by signing the report.  The system will send a confirmation email to you, then send the approved report to Nolij for storage.

What happens if I don’t agree with the hours on the timesheet?

Enter notes in the comments box on the report in DocuSign explaining the issue with the hours on the timesheet then sign the form.  The business center will review any certification report with comments. 

Why do we have this process?

The university receives federal funding – including work study funding and grants – that has specific requirements for approval of hours worked on those funds.  If we are found to be out of compliance with the funding requirements we could lose all federal funding.  It is important to approve timesheets each pay period to fulfill our obligations.

How can I avoid getting these emails from DocuSign?

EmpCenter (the system of record for the timesheets) will send you email reminders when timesheet approvals are due.  If you complete your approvals in EmpCenter you will not receive any emails from DocuSign.

If you are going to be out of the office during the regular EmpCenter approval times, you can delegate your employees’ to another supervisor.  See the FAQ for instructions on how to delegate timesheets.  If you are unsure of timesheet approval deadlines, see the Timesheet Deadlines reference page. 

What do I do if my employee hasn’t submitted the timesheet by the deadline?

You can approve the timesheet in EmpCenter even if your employee has not submitted it.  As the supervisor, you are responsible for knowing the hours your employee worked. 

Where can I find information about using DocuSign?

For instructions on using DocuSign, see the resources page for Signers

When will the certifications be sent out?

The timesheet reminders from DocuSign will be sent out by the 25th of the month – some months may be a little earlier depending on the payroll processing times.  However, because of the holiday, this month’s emails will be sent out by the first week of June.   

Who do I contact if I have questions?

Please contact your business center using the Contact link. 
 

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