Manual Timesheets

A Manual Timesheet must be completed in the following instances.  Please use the correct manual timesheet for the employee type:

Hourly Wage/Student Hourly Wage Manual Timesheet
Classified Non-Exempt Manual Timesheet
Classified Exempt Manual Timesheet

Late Hiring Paperwork (E-1) - hourly wage and student hourly wage employees.  Should be accompanied by the Manual Payroll Check Request Form ($50 fee) if you wish the employee to be paid on the scheduled pay date.

Submit Leave Without Pay (LWOP) and Workers Compensation Leave Taken (WCL) - REQUIRED.  Classified Non-Exempt and Classified Non-Exempt employees are required to submit LWOP and WCL leave using a manual timesheet. 

Late WTE Timesheet - explanation required - hourly wage, student hourly wage, classified non-exempt, classified exempt.

Timesheet not started.  Should be accompanied by the Manual Payroll Check Request Form if you want the employee to be paid on the scheduled pay date ($50 fee).

Timesheet not submitted.  Should be accompanied by the Manual Payroll Check Request Form  if you want the employee to be paid on the scheduled pay date ($50 fee).

Timesheet not approved by supervisor/proxy.  Manual Payroll Check Request NOT required.

Correction to original submission made through Web Time Entry.  You must attach a copy of the original Web Time Entry Timesheet - REQUIRED.

Hourly Wage/Student Hourly Wage Manual Timesheet

• Corrections to Web Time Entry submission should be made only after the approval deadline has passed, and the web timesheet has been submitted by the employee and approved by the approver.
  
  
• Complete personal, pay period, and departmental information requested on the timesheet.
  
  
• Under the Work Hours section, enter only the corrected hours worked on the appropriate days.
  
  
• In the section Reason for Manual Timesheet Submission, click "correction to original submission."
  
  
• In the Explanation field, give each date that was changed, added, or deleted and the number of hours.
  
  
• Ensure that all appropriate signatures and dates are on the manual timesheet.
  
  
• Attach a copy of the original Web Time Entry timesheet from LeoOnline to the Manual Timesheet.
  
  
• Submit the information to Payroll (Attention Anita Jones) as soon as the error is discovered.
  

Classified Non-Exempt Manual Timesheet

• Corrections to Web Time Entry submission should be made only after the approval deadline has passed, and the web timesheet has been submitted by the employee and approved by the approver.
  
  
• Complete personal, pay period, and departmental information requested on the timesheet.
  
  
• Under the Pay Earnings section, enter only the corrected regular hours worked, Holiday observed, ODU official closing, additional hours worked for pay or leave on the appropriate days.
  
  
• Under the Leave Taken/Used section, enter only the corrected hours of leave taken .
  
  
• In the section Reason for Manual Timesheet Submission, click "correction to original submission."
  
  
• In the Explanation field, give each date that was changed, added, or deleted and the number of hours.
  
  
• Ensure that all appropriate signatures and dates are on the manual timesheet.
  
  
• Attach a copy of the original Web Time Entry timesheet from LeoOnline to the Manual Timesheet.
  
  
• Submit the information to Payroll (Attention Anita Jones) as soon as the error is discovered.
  

 Classified Exempt Manual Timesheet

• Corrections to Web Time Entry submission should be made only after the approval deadline has passed, and the web timesheet has been submitted by the employee and approved by the approver.
  
  
• Complete personal, pay period, and departmental information requested on the timesheet.
  
  
• Under the Pay Earnings section, enter only the corrected compensatory leave earned, Holiday observed and ODU official closing on the appropriate days.
  
  
• Under the Leave Taken/Used section, enter only the corrected hours of leave taken.
  
  
• In the section Reason for Manual Timesheet Submission, click "correction to original submission."
  
  
• In the Explanation field, give each date that was changed, added, or deleted and the number of hours.
  
  
• Ensure that all appropriate signatures and dates are on the manual timesheet.
  
  
• Attach a copy of the original Web Time Entry timesheet from LeoOnline to the Manual Timesheet.
  
  
• Submit the information to Payroll (Attention Anita Jones) as soon as the error is discovered.
  

Other Reason - Explanation Required - use the appropriate manual timesheet and provide full justification.

General instructions for completing/submitting manual timesheets

• Manual forms are in Microsoft Excel format and include drop-down menus for pay periods and calendar year.
  
• ALL fields must be complete/correct including name, department, UIN, position number and contact number.
  
• Documented reasons for use of a manual form are required.
  
• Signatures and dates are mandatory.
  
• Submit the Manual Payroll Check Request form when required ($50 fee).

If you have questions, please contact the Payroll Office at 757-683-3040 or 757-683-4016.