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 payroll, Pam Hamm or Cindy Carman.
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.
Supervisors should be forwarding the timesheets to the payroll office after they sign.
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REG record hours worked during your regular schedule
VAC record vacation hours(prior approval needed)
SIC record sick leave hours
HOL record holiday hours not worked
HLF record hours worked during the holiday
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 (Attach excuse slip from court showing days
reported for duty. This is different from the summons to serve)
OVT record hours worked above your regular weekly hours required
even if the regular weekly hours were recorded as leave time. It is best to
wait until the end of the workweek (Sunday through Saturday) to record
overtime.
HOT record hours above 40 (only hours physically worked count toward
40). It is best to wait until the end of the week to record HOT. If hours are
recorded at the beginning of the week and the week is split between
payperiods, it will be held until the following payperiod to verify hours
worked for the rest of the week.
LWO record leave without pay (must contact Human Resources before
this code is used)
•Complete the Absence Request form 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 (must attach excuse slip from 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 payperids (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.
Signatures should remain on same page