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A. |
The employee time report
is a permanent department record of all hours worked and leave used and
serves as documentation for preparation of the payroll time sheet.
Go
to Online Forms to download
the Classified Time Report in Excel format. Click
here
to view sample time reports. |
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1. |
Time
reports must be kept within the departments for five years. |
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2. |
Time reports must accurately
record all hours worked or leave used. |
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3. |
By signing the time report, the
employee declares that it is accurate and the supervisor gives
departmental approval. |
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B. |
The
employee is responsible for accurately reporting all time worked and leave
used in each week of each bi-weekly pay period. The
time report is divided into seven major areas: |
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1. |
Employee Information and Pay Period Information
which consists of: |
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a. |
Employee Name |
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b. |
Employing Department Code |
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c. |
Person ID |
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d. |
Position Title |
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e. |
Pay period ending date Saturday |
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2. |
Daily begin and end times for non-exempt
employees, or scheduled hours worked each day for exempt employees in each
week of the bi-weekly. |
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a. |
Begin and end times should be entered as the hour
and minute followed by AM or PM (i.e. 7:45 AM). |
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b. |
Scheduled hours worked should be entered as hours
and minutes (i.e. 8:00). |
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c. |
Total hours worked is summarized in the right
hand column for each week. |
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3. |
Leave Time Used must also be recorded as an entry
on the appropriate daily line. Leave
hours used should be entered as hours and minutes (i.e. 4:00). |
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a. |
The time off must accurately be reported as
approved vacation, sick leave, personal holiday, legal holiday, use of
compensatory time, sabbatical time or other such as military leave, jury
duty, blood donation, in-service training, or certain approved union
activities. |
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b. |
Total Leave and Total Hours is summarized in the
right columns for each week as well as the total for each type of leave at
the bottom of every column. |
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c. |
Any absence time without supervisory approval is
leave without pay. |
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4. |
Differential, Overtime and Compensatory Time |
|
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a. |
Time in pay status in worked after 6:00 pm or on
weekends will result in pay out of Weekend and/or Night Differential. |
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b. |
Time
in pay status in excess of 40 hours per week results in pay out of overtime
or accumulation of compensatory time for Non-Exempt employees, depending on
Fair Labor Standards Act requirement, applicable labor agreement, State
compensation plan or administrative rule. |
|
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c. |
Limited Term Employees (LTE) must always receive
overtime pay for overtime worked. They
cannot be granted compensatory time off as payment. |
|
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d. |
The Non-Exempt employee should have prior
supervisory approval of overtime or compensatory time worked. |
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e. |
Compensatory time earned is always recorded on
the time card at actual total hours worked (straight time).
The appointing authority or the current contract designates whether
it is earned at straight time or at time and one half.
The employee's earning statement will report compensatory time as
the earned total. |
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5. |
Pay Period Totals are summarized as follows: |
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a. |
Total hours worked |
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b. |
Total vacation hours used |
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c. |
Total sick leave hours used |
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d. |
Total personal holiday hours used |
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e. |
Total legal holiday hours used |
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f. |
Total hours of compensatory hours used |
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g. |
Total hours of sabbatical time used |
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h. |
Total hours of other leave time used |
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i. |
Total leave |
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j. |
Total hours Week 1 + Week 2 |
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k. |
Total hours reportable for weekend differential |
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l. |
Total hours reportable for night differential |
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m. |
Total hours of Overtime listed as overtime pay
and/or compensatory hours earned, and |
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n. |
Stand by units |
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6. |
Signature of employee and date |
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7. |
Signature of supervisor and date |
| Questions should be directed to the Payroll
Office (x5804). You can also
send an Email for more information. |
