Submit biweekly time cards, report holiday time in advance of Winter Break

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Biweekly employees and student workers are strongly encouraged to submit their time cards, and their managers are encouraged to approve those time cards, as soon as work is completed on Friday, Dec. 20, unless the employee will be working over the weekend or during the Winter Break.

If you are eligible to be paid during the paid administrative leave day on Dec. 23 and/or the Winter Break from Dec. 24 to Jan. 1, you must record this time on your time card in order to receive pay. A quick demonstration of recording entries for these time types is available here, and a complete list of all biweekly time types and descriptions is available here.

If you will be working during the break, please ensure your time card is submitted as soon as you finish working and approved by your manager before 10 a.m. on Monday, Dec. 30.

Approval deadline accelerated due to the holidays

Due to the New Year’s Day holiday on Wednesday, Jan. 1, paychecks for biweekly employees will be processed on an accelerated timeline. Managers of biweekly employees should work with their team members to ensure timely submission and approval of time cards before 10 a.m. on Monday, Dec. 30.

If a manager will be unable to approve the time card, their line manager can approve time cards on their behalf by following the steps in the guide titled Taking Action on Behalf of a Direct Report, or alternatively the line manager may delegate their approvals by setting a delegate in their BPM worklist preferences.

Impact of holiday closure on paycheck availability

Vanderbilt’s Human Resources office will be closed from Monday, Dec. 23, through Wednesday, Jan. 1, and will reopen on Thursday, Jan. 2.

Please note that, with regard to monthly paycheck availability:

  • Employees and stipend recipients who are enrolled in direct deposit will be unaffected and will receive direct deposits on Tuesday, Dec. 31; and
  • Employees and stipend recipients who are not enrolled in direct deposit will not be able to pick up their paychecks until Thursday, Jan. 2, at 8 a.m.

Employees who are not enrolled in direct deposit are encouraged to do so with the Vanderbilt Human Resources office, located in the Baker Building at 110 21st Ave. S., Suite 1000, between 8 a.m. and 5 p.m. Monday through Friday. Enrollment instructions and forms are available on the HR website.

Biweekly employee and student worker paycheck availability is not affected by the break, as the Vanderbilt Human Resources office will be open on Friday, Jan. 3.