Form 380
V20110831
REQUEST TO REVISE PRIOR PERIOD TIMESHEETS (CHARGED LABOR)
I. EMPLOYEE INFORMATION
Check here if providing own documentation
ID No.
Name (First Name Last Name):
ID No:
1.
4.
2.
5.
3.
6.
Name (First Name Last Name):
II. REVISION REQUEST
Type of Revision:
Change Earnings Code (Holiday, Vacation, Sick)
Period of Revision:
/
From:
Change in Hours
/
To:
(mm/dd/yy)
/
Change Combo Code(s) (Cost Center)
/
(mm/dd/yy)
DETAILED Justification for Revision (attach, if necessary):
Cost Center(s) to be added or adjusted:
Project
Task
Award
-
.
-
-
.
-
-
.
-
-
.
-
III. SIGNATURES
Requestor:
ext
Telephone Number
Printed Name
Signature
/
/
Date (mm/dd/yy)
Signature
/
/
Date (mm/dd/yy)
Supervisor / Validator Concurrence:
ext
Telephone Number
Printed Name
IV. HJF APPROVALS
Payroll Manager Approval:
Approved
Denied
(justify below)
Primary Analyst Approval:
Approved
Denied
(justify below)
Printed Name
Signature
/
/
Date (mm/dd/yy)
Printed Name
Signature
/
/
Date (mm/dd/yy)
Signature
/
/
Date (mm/dd/yy)
Finance Approval (if necessary):
Approved
Denied
(justify below)
Printed Name
Justification for Denial:
All adjustments must me made in accordance with the Foundation’s Time Reporting Policy. See Instructions on back of this form.
Please return completed form to Payroll Department.
6720-A Rockledge Drive · Suite 100 · Bethesda, Maryland 20817 · Telephone: (240) 694-4024 · Fax: (240) 694-3128 · www.hjf.org ·
[email protected]
Form 380
V20110831
PROCEDURE FOR REVISING PRIOR PERIOD TIMESHEET(S)
1. To revise a timesheet for a prior pay period that has already been processed submit a completed
HJF Form 380 - Request to Revise Prior Period Timesheets (Charged Labor) to the Payroll Office.
2. The Payroll Manager will review all requests and may approve timesheet revisions going back 2
pay periods, as well as all changes to cost centers within the same award.
3. The Payroll Office will forward valid requests for prior period adjustments to the HJF Primary
Analyst in the Research Administration Services Department for review and approval.
4. In addition to the Payroll Manager and Primary Analyst approvals, timesheet revision requests
require the following Finance approvals:
a. The Disbursements Manager can authorize revisions going back 6 pay periods.
b. The Director of Accounting can authorize revisions going back 12 pay periods.
c. The VP of Finance must authorize timesheet revisions greater than 12 pay periods.
5. Upon approval the Payroll Office will forward a copy of the original timesheet(s) clearly marked
“REVISED” to the employee for correction.
6. The employee must make all necessary corrections in the following manner:
a.
b.
c.
d.
Mark through the original entry with a single line.
Initial and date each correction.
Enter an explanation for each change (additional space on back of timesheet).
Forward the revised timesheet to the appropriate supervisor(s) for concurrence and
approval.
7. The supervisor/validator(s) should review all corrections and re-sign and date the timesheet(s) to
indicate approval of all changes.
8. The revised timesheet(s) must be forwarded to the Payroll Office for processing.
9. The Payroll Office will notify affected employees and supervisors when corrections to labor
charges within a single award have been processed.
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