Q: Could you please address the University of Washington policy on timecards? In January, my department hired a new payroll person, and since then, the timecards are kept under lock and key and are not available to check, except when it’s convenient for the payroll person. I have always been under the impression that the timecards are to be kept current on a monthly basis, and stationed in an area that is accessible to employees.

A: It is difficult to answer this question because it is not clear which timecards the letter writer is referring to - the Form 220 (the monthly work and leave record), or the weekly time sheets.

There is no University-wide policy on handling the Form 220, although it is recommended that an employee not maintain his or her own form. These forms are the property of the UW, and they need to be safeguarded from theft, loss and destruction. The records are to be available for review, but since all personnel records are confidential, they should be stored in a secure location. In addition, individual departments may have established their own procedures for maintaining and reviewing these documents.

Weekly timesheets, on the other hand, should be maintained by the individual and therefore, employees should have access to them at all times.

Shelley R. Middlebrooks
Manager, Compensation Office
Human Resources

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