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{\bf Preparation of Timesheets}

Each AIM nonexempt employee must submit to the Executive Assistant a signed timesheet or time card no later than 3:00 pm on the Friday following the close of the previous week. Timesheets shall be prepared in accordance with the following guidelines: 

1.	Each timesheet shall reflect all hours worked during the pay period (time actually spent on the job performing assigned duties), whether compensated or not.

2.	If applicable, any hours spent on Grant activities must be listed separately and the appropriate grant must be so listed with the grant ID or name.

3.	Timesheets shall be prepared in ink and shall never be removed from AIM premises.

 
4.	Errors shall be corrected by crossing through the incorrect entry, filling in the correct entry, and 
placing the employee's initials next to the change(i.e. employees shall not use "white out'' or correction tape) 

5.	Employees shall identify and record hours worked based on the nature of the work performed; 

6.	Compensated absences (vacation, holiday, sick leave, etc.) should be clearly identified as such; 

7.	Timesheets shall be signed by the employee prior to submission. 

The Executive Assistant nor the Payroll Coordinator may not change or correct timesheets or Effort Reports. When errors are noted, if a corrected and approved timesheet or Effort Report is not re-submitted in time to EA/PC, the employee may not receive a paycheck until the next pay period.

After preparation, timesheets shall be approved by Department Directors or their designees, prior to 
submission to the accounting department. Corrections identified by an employee's supervisor (Department Director) shall be authorized by the employee by placing the employee's initials next to the change. 

{\bf Preparation of Time and Effort Reports}

Each AIM exempt employee (salaried) must submit to the Executive Assistant a signed and completed Time and Effort report for each month that the employee receives pay. The Time and Effort reports shall be prepared in accordance with the following guidelines:

1.	The reports must reflect an after-the fact determination of the employees actual activity. Budget estimates do not qualify as support for charges to awards.

2.	Each report must account for the total activity for which the employee is compensated and which is required in fulfillment of their obligations to AIM for a total of 100%.

3.	Each activity related to any grant activity must have the grants name or ID listed on the report to be accepted.

4.	Other functions and leave need to also be listed separately, if applicable.

5.	The Time and Effort Report must be signed by the individual, or by a responsible official having first hand knowledge of the activities performed by the employee.

Tampering with, altering, or falsifying time records or effort reports, recording time on another employee’s time record or willfully violating any other timesheet policy or procedure may result in disciplinary action, up to and including discharge.	
							




\bf{Processing of Timesheets and Effort Reports}

Processing of the timesheets and reports is performed by the Payroll Coordinator. The Payroll Coordinator receives all of the calculated hours from the Executive Assistant, who has checked them for accuracy. The hours and any changes to salaries, addresses, deductions etc., are written down on the payroll worksheet for the month. The Payroll Coordinator calls in the hours and/or any changes to AIM’s payroll vendor. 

All the timesheet and Effort Reports are retained and filed in each employee’s file.

Review of and Imputing Payroll into the Accounting System

When the paychecks and payroll reports are delivered, the Payroll Coordinator or the Executive Assistant reviews the payroll checks prior having them signed and reviewed by either the Executive Director or the Deputy Director. They are then distributed directly to on-site employees or mailed out to the off-site employees.

Copies are made of the signed paychecks, one copy for each employees file and one copy to go in the monthly expenses file. One copy is forwarded to the Payroll Coordinator for inputting them into the accounting system and then they are filed in the monthly expenses folder.