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UT Dallas - Human Resources

Recap Time Sheets

The Recap Time Sheet is a computer-generated report, which contains information appropriate to each pay cycle. Recap Time Sheets initiate the production of payroll checks. Within the payroll cycle, Recap Time Sheets are used for reporting vacation/sick leave hours and for recording actual number of hours worked for hourly employees.

A Recap Time Sheet is printed for each administrative unit/department. Recap Time Sheets are printed for each monthly and hourly pay cycle. Payroll will notify departments when Recap Time sheets are available for pick-up and establish the deadline for their return.

If there are corrections and/or changes that affect the employee’s pay, submit a detailed memo to Payroll, along with a photocopy of the correcting Personnel Action Form (PAF) . The determination of how and when to make the adjustment will be made by Payroll on a case-by-case basis.

Recap Time Sheet Instructions

Hourly

Employee Information -- Review employee information that is preprinted on the Hourly Recap Time Sheet. If errors are found, a Personnel Action Form (PAF) will need to be completed to correct them. If an employee does not appear on your Recap Time Sheet, he/she will not get paid until all appropriate documentation is completed and processed through the HRS system.

Category/Hours

Valid Time Category Codes
020 Regular Hourly Pay
027 Federal Work Study
028 State Work Study
029 100% Work Study
170 Vacation Pay
180 Sick Leave Pay

Total Hours -- Record the employee’s total hours worked by time category code; if no hours are recorded an employee will not get paid. If the employee has two or more positions, you must split the vacation and sick hours taken based on the FTE in each position.

Authorized Signature -- Signature of person authorized for expense distribution accounts listed on the Recap Time Sheet.

Prepared By -- Signature of person preparing the Recap Time Sheet.

Total Hours (bottom of page) -- Payroll Office Use Only.

Monthly

Employee Information -- Review employee information that is preprinted on the Monthly Recap Time Sheet. If errors are found, a Personnel Action Form (PAF) (need link here) will need to be completed to correct them. If an employee does not appear on your Recap Time Sheet, they will not get paid until all appropriate documentation is completed and processed through the HRS system.

Expense Distribution -- Review expense distribution information that is preprinted on the Recap Time Sheet. If errors are found, a Personnel Action Form (PAF) (link) will need to be completed to correct them.

Category/Hours

Valid Time Category Codes
170 Vacation Pay
180 Sick Leave Pay

Total Hours -- Record the employee’s total vacation/sick leave hours taken by Time Category Code. If the employee has two or more positions, you must split the vacation and sick hours taken based on the FTE in each position.

Authorized Signature --Signature of person authorized for expense distribution accounts listed on the Recap Time Sheet.

Prepared By -- Signature of person preparing the Recap Time Sheet.

Total Hours (bottom of page) -- Payroll Office Use Only.