Time Entry Form

Policy

In order for the information in the application to be as accurate as possible, you can not use the paper Time Entry Form. Instead, you must use FFE or another approved time-collection system. There are two exceptions to this policy:

1. Employee is a new hire and is not yet in the system, but you need to enter time for a current pay period or past pay period.
2. Employee is administered by a department other than your own, so you are not allowed to submit time for them in the system.

Important Note: The Time Entry Form must never be submitted for individuals who will receive a faculty appointment or an appointment as an officer of research or an officer of the libraries.

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Process

If the exceptions above apply, complete the Time Entry Form located on the Treasurer and Controller web site at www.columbia.edu/cu/controller/forms/forms.html. Verify that the form is complete, sign it, and route it to the appropriate office for approval. The Final Approver will forward the form to the HRPC.

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FFE Codes

• If there is an X in the box then you use FFE for that transaction.
• If there is a TEF in the box then use the Time Entry Form for that transaction.

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Required Steps and Field Descriptions

Step 1 – Employee Information

Employee ID

Employee Name

Step 2 – Controls

Empl Rec #

Pay Group

Step 3 – Regular

REG Code

REG Hours

Rate/Salary

Step 4 – Overtime

OT Code

OT Hours

Rate/Amount

Step 5 – Other Earnings

Earn Code

Tax Periods

Shift Code

Shift Earn Code

Step 6 – Accounting

Dept.

Account Number

Sub Code

Step 7 – Authorizations

Date

Dept.

Authorized Signature

Print Name

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Exercises

Exercise 1 – Time Entry for an Employee Not Yet in FFE
Sample Completed Time Entry Form (PDF)

Scenario

A new support staff employee does not appear in FFE, although all approved new-hire paperwork has been forwarded to the HRPC. The employee needs to be paid for 35 hours (regular) and 2.5 hours (overtime). Complete a paper time-entry form to pay this person.

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