Date: March 27, 2019
To: Deans, Directors and Department Heads
From: University Payroll & Benefits, System Human Resources, and University HR Offices
RE: Employees Approving Their Own Timesheets
An external audit by the Office of the Attorney General of the State of Illinois has identified a University of Illinois System-wide issue in which employees have approved their own timesheets. The OBFS Policies & Procedures Manual Section 4: Payroll - Payroll Roles in Banner and ANA, in compliance with the University Code of Conduct, prohibits employees from approving their own time. The segregation of duties as it pertains to approval of payroll time submission is a critical internal control of our payroll system.
In an effort to rectify the issue, University Payroll & Benefits, in conjunction with System Human Resources and the Human Resource Offices at each of the three universities, will be taking steps to enhance compliance in this area. If your unit is in non-compliance with this policy and procedure, or has approvers with the ability to approve their own timesheets, University Payroll & Benefits will work with unit representatives, as applicable, to correct the problem over the next several months.
Please contact your University Payroll & Benefits Customer Service office at (312) 996-7200 (UIC), (217) 265-6363 (UIUC), or (217) 206-7144 (UIS), or email payinq@uillinois.edu with questions regarding this notification.
