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Completing the Timesheet Form

Specific instructions for completion of the timesheet are provided on the reverse side of the form. Special attention should be paid to ensuring that:

  • Timesheet is completed legibly, in ink, not pencil, with any changes or errors lined out - not whited out - and initialed by the supervisor approving the timesheet.
  • Hours have been recorded in 1/10th hour equivalents.
  • Hours are charged to the appropriate cost center.
  • Correct earnings codes are recorded on the timesheet. Several commonly used codes are included in the Legend on the timesheet. Please refer to the HR/Payroll Website for a complete list.

Supervisor Review and Authorization

The employee's supervisor should review the accuracy of the "Time Worked" section for every timesheet to ensure the correct totals have been recorded as hour equivalents in the area at the top of the form.

Upon verifying this information, and confirming that the employee has signed and dated the completed form, the supervisor must sign and date the timesheet and record the total approved hours in the bottom left hand corner below the certification statements. The employee and supervisor signatures verify the accuracy of the timesheet.

Timesheet Processing

Each home department should make copies of the timesheets for their own files. These copies should be used to compare and verify hours on the timesheets with hours reported on the Labor Distribution Reports.

Departments should deliver the original timesheets to the designated locations outlined below by the noted deadlines. Employees should not deliver their own timesheets. The Payroll Calendar is also available on the HRS website. For internal control purposes, the Payroll Office is unable to pay from facsimile timesheet copies.

HR Processing
Box 357718, Station B
9th Floor Baker Building, 975
Deadline: MONDAY, noon (unless notified otherwise for holiday schedule)

Vanderbilt Temporary Service Staff

Timesheets must be checked and the hours worked verified by the supervisor. Timesheets may be turned in by the employee to the HR offices in a sealed envelope with the supervisor’s signature across the seal.  For audit control purposes, timesheets turned in to VTS by the employee that are not in a sealed, signed envelope will not be processed.  Timesheets may also be sent to VTS through interoffice mail at the address below or delivered to the HR offices by the supervisor.  Please make sure to keep a copy of the timesheet for your records.  

Attention: VTS
Box 357718, Station B 
10th Floor Baker Building
Deadline: MONDAY, noon (unless notified otherwise for holiday schedule)