You will need to complete a paper timesheet as soon as possible.  Send to your supervisor for approval and then submit to payroll.info@wku.edu (Student Employees) or payroll.bwpay@wku.edu (Biweekly Employees).  The pay will be processed on the following payroll.  Failure to submit hours worked in an accurate and timely manner may result in delayed pay.

You will need to complete a paper timesheet and follow the same steps as previously mentioned in Question #1.  The pay will be processed on the following payroll.

Payroll Schedules can be found on the WKU Payroll Office’s website in the middle of the page. 

For full-time employees who receive Holiday Pay, you will need to select the “Holiday Pay” earn code from the dropdown menu on the designated holiday. If you do not enter Holiday Pay information on your timesheet, you will not be paid for the holiday.

WKU Policy 4.4001 states that there are two options available in instances where employees are required to work on a holiday: a) Employee is paid at the straight time rate for all hours worked plus the designated holiday pay OR b) The department/unit has the authority to pay the employee at the straight time rate for all hours worked and no holiday pay and allows the employee to reschedule the holiday at a later time not to exceed 90 calendar days.  If you are receiving holiday pay plus the pay for hours worked, you will need to enter the time worked as “Regular Pay” for the day and enter Holiday Pay for the day – please be sure that holiday hours total your normal workday hours (7.5 or 8.0 depending on your department’s normal daily schedule).

You will need to enter your normal workday hours as “Snow Day” and enter any hours worked for the day as “Essential Pay”.  This will ensure you receive your normal pay for the day plus time and one-half for any hours worked.

You will complete your timesheet as you normally do and estimate hours for days of the pay period that fall after the deadline day.  Please make any catch-up adjustments on a paper timesheet at the end of the pay period and submit to payroll.info@wku.edu (Student Employees) or payroll.bwpay@wku.edu (Biweekly Employees).

It is very important that all approvers designate a Proxy to approve timesheets on their behalf.  Please notify your proxy of any deadline days that you will be out of the office and will need them to approve timesheets.  It is the responsibility of the employee to submit timesheets, but it is the responsibility of the approver to ensure they are approved.  Failure to approve timesheets may result in delay of pay.

No.  Effective November 2^nd, 2026, all student and biweekly paid employees will not be required to complete both a paper timesheet and an electronic timesheet.  The electronic timesheet now meets the FLSA and Kentucky labor law requirements for recordkeeping, eliminating the need for additional paper timesheets.  Paper timesheets are only necessary if the employee has missed the deadline to submit an electronic timesheet.

No. Effective November 2^nd, 2026, biweekly paid employees will no longer need to complete a separate leave report.  Vacation and sick time to be paid should be reported under the appropriate earn code for the designated day.  Leave balances reflected in TopNet are updated based on the earn codes reported on your timesheet.

If the timesheet approval deadline has not passed, you may be able to “recall” your timesheet.  An employee in the Payroll Office or your approver should be able to “recall” or “return for correction”.  If the approval deadline has passed, you will need to submit a paper timesheet for any changes to the submission.

Each hourly position that you have on campus, will have a separate timesheet to complete.  Please double check the position number and title to ensure that you are reporting time under the correct position. 

It is no longer necessary to enter overtime separately on the timesheets. Overtime hours will not show as overtime on your web time entry time sheet, but will be automatically applied during the payroll process and will be reflected on your paycheck for the given pay period.

During the summer work period, full-time employees work a total of 34 hours, with a “Summer Day” off. To account for the remaining 3.5 hours of the normal 37.5-hour workweek, employees should report 3.5 hours as “Summer Day”on their timesheet. If you are required to work additional hours during a summer week: Summer Day hours are only used to bring your total reported hours up to 37.5 for the week.  If your actual hours worked total 37.5 hours or more, do not report any hours as “Summer Day”.  If you work more than 34 hours but fewer than 37.5 hours, report enough Summer Day hours to bring your total reported hours to 37.5, up to a maximum of 3.5 hours.