Transcript Slide 1

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Reminders are sent through email every payperiod with the due date and any other
special reminders about holidays, emergency close, etc. Blank forms as well as the
Payroll Schedule are attached to the reminders for your convenience. Please check
your email daily to catch any reminders or to respond to questions we may have
regarding your timesheet and/or Absence Request form.
Never use pencil.
Employee and supervisor should both initial all corrections made to the timesheet
Hours should be reported in .25 hour increments.
.25 = 15 minutes
.50 = 30 minutes
.75 = 45 minutes
If your timesheet will be late or you have any questions or need help completing your
timesheet, please contact Pam Hamm.
Only hours worked count towards 40 hours needed before HOT hours are recorded.
Timesheets should match the date and number of hours recorded on your Absence
Request forms.
In the event overtime is needed to complete a job, employee should make request to
their supervisor in advance. Repeated situations of working overtime without approval
could lead to disciplinary actions.
Likewise, vacation should be approved in advance before taking.
It is the responsibility of both the employee and supervisor to ensure that the hours are
reported accurately on the timesheet before submitting to payroll as this is a legal
document.
Supervisors should be forwarding the timesheets to the payroll office after they sign.
Please make any necessary notes about hours being reported if you need to
in the margins. Example: Required to work during the holiday.
REQUIRED
REQUIRED
Remember to change year & month
Choose the correct half of the month and the correct dates will populate automatically.
Enter the number of
hours in the space
corresponding with the
appropriate earn code
and the correct date for
hours worked and/or
taken as leave.
You may enter earn codes
needed that may not be
listed. Refer to codes on
bottom left corner.
PAYROLL OFFICE USE ONLY
REQUIRED
REQUIRED
Signatures should remain
on the same page. You
may have to delete a row
that isn’t being used or
adjust margins as needed.
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REG record hours worked beginning Sunday until the hours worked plus leave
time recorded is equal to 37.5 (if part time, required weekly hours)
VAC record vacation hours(prior approval needed)
SIC record sick leave hours
HOL record holiday hours not worked
EMC record emergency close hours when the college closes for emergency
weather or other catastrophes
IC
record institutional close (extra days received during the December break)
BRV record funeral leave
VL
record voting leave for official voting dates (refer to policies)
JD
record jury duty
Overtime will not be paid until the end of the work week(Sunday through Saturday). Our
practice, in following KCTCS regulations, is to record OVT/HOT at the end of the week on
the last day physically worked through Saturday and recorded correctly in combination
with leave hours, if applicable. This will affect timesheets where the week splits between
two payperiods.
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OVT record this for hours above the 37.5 (if part time, required weekly hours
Sunday through Saturday) to record overtime for hours physically worked up to
40 hours.
HOT record hours physically worked above 40 at the end of the workweek on
the last day physically worked.
LWO record leave without pay (contact payroll before this code is used)
•Complete the Absence Request (Form PR90)when you are going to be on the
following leaves:
Vacation (must be approved in advance)
Sick (must be completed immediately upon return or in advance for
appointments)
Funeral (refer to policy)
Jury Duty (upon discretion of supervisor/department head, documentation
may be required from the court)
Leave without pay (must contact Human Resources in advance)
•Enter Name, Employee ID and payperiod Begin and End date at the top of the
form
•Enter the From Date and exact time the leave begins as well as the To Date and
exact time leave ends and the total number of hours the leave is for. (Do not
include your lunch time)
•Example for one full day:
From 2/23/2011 8:00am To 2/23/2011 4:30pm for 7.5 hours
•Example for one full week:
From 3/07/2011 8:00am To 3/11/2011 4:30pm for 37.5 hours
(do not include the number of hours for holidays that fall in the week)
•If you will be on leave for one full week that is split between two payperiods (ex.
dates between 30th and 1st or 14th and 16th) you will be required to complete
two separate forms to be processed on two separate payperiods.
Please note that KCTCS has a new version of form PR90 that is not capable for all computers.
Contact payroll if you experience problems and do not have access to the prior version.
Signatures should remain on same page