[Eicatjlab_admins] YEAR-END TIMEKEEPING ASSISTANCE REQUIRED - PLEASE READ

Tue Sep 16 16:54:22 EDT 2025

Will do

From: Eicatjlab_admins <eicatjlab_admins-bounces at jlab.org> On Behalf Of Katherine Wilson
Sent: Tuesday, September 16, 2025 4:52 PM
To: EICatJlab_Admins <eicatjlab_admins at jlab.org>
Subject: [Eicatjlab_admins] Fw: YEAR-END TIMEKEEPING ASSISTANCE REQUIRED - PLEASE READ

Can you all please send out a reminder to the EIC org next Tuesday?

Thanks,
Katherine

________________________________
From: JLab CFO <JLab_CFO at jlab.org<mailto:JLab_CFO at jlab.org>>
Sent: Tuesday, September 16, 2025 3:59 PM
To: Katherine Wilson <kwilson at jlab.org<mailto:kwilson at jlab.org>>
Subject: YEAR-END TIMEKEEPING ASSISTANCE REQUIRED - PLEASE READ

Important Payroll Notice

<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D639f904be9-26e-3De5f92e25ac&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=2ExwasrV2SKRqrOjicWxogkzEkN0s9rza0eFLyN3wb4&m=NZ0KNG3OyV8HDLwFeWK9lBJ-NoiUwwDsA6dhFIwT8JSq5MBXIBnd7ZfuGWfOCXi2&s=YYU1wvJfEo_25L7NPaL1YAy87UTp5HkI-1uKlL4x3rQ&e=>[https://gallery.mailchimp.com/1de9c43e6d5e45ff0ecd664cd/images/e6203673-8394-4ed6-8d7b-dc3fa3383708.jpg]<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D639f904be9-26e-3De5f92e25ac&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=2ExwasrV2SKRqrOjicWxogkzEkN0s9rza0eFLyN3wb4&m=NZ0KNG3OyV8HDLwFeWK9lBJ-NoiUwwDsA6dhFIwT8JSq5MBXIBnd7ZfuGWfOCXi2&s=YYU1wvJfEo_25L7NPaL1YAy87UTp5HkI-1uKlL4x3rQ&e=><https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D639f904be9-26e-3De5f92e25ac&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=2ExwasrV2SKRqrOjicWxogkzEkN0s9rza0eFLyN3wb4&m=NZ0KNG3OyV8HDLwFeWK9lBJ-NoiUwwDsA6dhFIwT8JSq5MBXIBnd7ZfuGWfOCXi2&s=YYU1wvJfEo_25L7NPaL1YAy87UTp5HkI-1uKlL4x3rQ&e=>
INTERNAL MEMO

September 16, 2025
Sent on behalf of the Finance Division

SUBJECT:  YEAR-END TIMEKEEPING ASSISTANCE REQUIRED - PLEASE READ
CONTACT:  Janet P Smith, jpsmith at jlab.org<mailto:jpsmith at jlab.org>

Dear Colleagues,

With the end of the 2025 Fiscal Year approaching, we need your assistance with timekeeping to ensure we can meet our DOE reporting requirements within this shortened processing timeframe.  All managers, supervisors, and employees have a responsibility for completing the timesheets in the timeframes outlined below.

All Employees:  On Tuesday, September 23 before 8 a.m., all employees are required to complete and sign their timesheet, estimating work time for Tuesday, September 23 through Tuesday, September 30 for this timesheet period only,  Any adjustments for estimated time charged can be made later by correcting the timesheet in October.  If you plan to be on vacation on September 23-30, please complete and sign your timesheet the last day you are at work.  Please remember you can access the Timekeeping system<https://urldefense.proofpoint.com/v2/url?u=https-3A__jlab.us11.list-2Dmanage.com_track_click-3Fu-3D1de9c43e6d5e45ff0ecd664cd-26id-3D19f0203428-26e-3De5f92e25ac&d=DwMFaQ&c=CJqEzB1piLOyyvZjb8YUQw&r=2ExwasrV2SKRqrOjicWxogkzEkN0s9rza0eFLyN3wb4&m=NZ0KNG3OyV8HDLwFeWK9lBJ-NoiUwwDsA6dhFIwT8JSq5MBXIBnd7ZfuGWfOCXi2&s=Unn_nLq--nkJwzO7wjjJLpz-fqVCXL7hGp_ifz12ZI0&e=> from off-site.  It is imperative that employees meet this deadline because the Supervisor and Project Management approvals are due on Tuesday, September 23 before 10 a.m.

All Supervisors and Managers:  Supervisors and Managers, please verify that all of your employees' timesheets have been completed and signed.  If you find that an employee has not completed their timesheet, please contact the employee and instruct them to do so immediately.  If you cannot locate your employee by the 8 a.m. deadline, please record time for them.  The supervisor/manager shall use Vacation or Leave Without Pay (LWOP) if they do not know the number of hours worked or the project codes used.  Corrections may be completed when the employee is again available by preparing a correcting timesheet in October.  Any corrections to vacation or LWOP will be processed on our normal payroll schedule in October.

All Supervisors:  Before Tuesday, September 23 at 10 a.m., please approve all of your employees' timesheets.  If you had to sign the timesheet on the employee's behalf, please contact your supervisor to request they approve the timesheet once you have signed it.  If your supervisor cannot be reached, please escalate up your supervisory chain to complete this approval.  Failure to ensure your employees' timesheets have been signed and approved could impact the Lab's ability to provide financial reporting to the U.S. Department of Energy within the required deadlines.

All Managers:  For the morning of Tuesday, September 23, please be prepared to assist in this effort by signing and/or approving timesheets for the employees within your organization.  Your assistance will be required if the direct supervisor is unavailable or unreachable the morning of Tuesday, September 23 or if someone within your reporting chain has not completed their timesheet.  Payroll will be contacting employees, supervisors, managers to assist with completing, signing and approving timesheets the morning of Tuesday, September 23.

Division Admins:  Please review all of your division employees' timesheets and reach out to any employee who has not completed their timesheet by September 23 at 8 a.m..  Please follow up with ANY supervisor who has not approved their employees' timesheets by 10 a.m.

Thank you so much for all of your assistance in completing the timesheets in this very short timeframe.  These deadlines are imposed on us by the reporting requirements of the DOE and we cannot meet these deadlines without help from the entire team.  If you need assistance, please contact Payroll at timesheet at jlab.org<mailto:timesheet at jlab.org>.

Sincerely,
Janet P Smith

12000 JEFFERSON AVENUE * NEWPORT NEWS, VA 23606 * USA * WWW.JLAB.ORG<http://WWW.JLAB.ORG>

This email was sent to kwilson at jlab.org<mailto:kwilson at jlab.org>
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Jefferson Lab * 12000 Jefferson Ave * Newport News, VA 23606-4468 * USA

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