Transcript Hazard CommunitTC Payroll Training

HAZARD COMMUNITY & TECHNICAL COLLEGE
PAYROLL TRAINING
FOR NON-EXEMPT (HOURLY)
EMPLOYEES & SUPERVISORS
This is a short presentation of general payroll procedures and the process of
recording and submitting your timesheet.
For more detailed policies and procedures go to:
https://thepoint.kctcs.edu/departments/HumanResources/Pages/
PoliciesandProcedures.aspx
Incomplete or illegible timesheets could cause a delay in payment.
CONTENTS
 General Payroll Information
 Timesheets
 Completing Timesheet
 Employee Rest Periods
 Payroll Calendar
 Working Overtime
 Absence Record/Request
 Employee Self-Service
 Questions:
Payroll Contacts
GENERAL PAYROLL INFORMATION
 Once the employee has completed all the requirements in the hiring process
with Human Resources (HR). The employee/supervisor should receive an
email from HR stating the employee’s start date of employment.
(Temporary/student employee’s are not allowed to start work until
notification is received from HR.)
 Employees are paid semi-monthly on the 15th and 30th of the month. (Should
the 15th or the 30th fall on a weekend, holiday or institutional close the
payday will fall on the last work day prior to the 15 th or the 30th of the
month.)
 Pay Periods are the 1st-15th and the 16th- to last day of the month (28th, 30th,
or 31st).
 Hourly (non-exempt) employees are responsible for recording hours worked
on a timesheet . Hours worked should be recorded on the actual day the
employee worked. (Falsification of records regarding time worked could be
grounds of immediate termination.)
GENERAL PAYROLL CONTINUED
 Hourly (non-exempt) employees are required to submit a timesheet to payroll for
each pay period worked by the due date. Failure to submit a timesheet by the due
date may cause a delay in receiving a paycheck.
 Timesheet due dates will be emailed to employees and supervisors KCTCS email
account each pay period. Timesheet due dates can also be located on the payroll
calendar. Timesheet due dates are usually on pay dates.
 If an error occurs after the timesheet is printed cross out the error, make the
changes and then employee and supervisor must initial by the error. All signatures
must be signed in ink. (No pencil). *Please do not use white out when making
corrections*
 Before supervisor submits the timesheet the employee and supervisor should make
a copy of the completed timesheet for their records.
Note: Supervisor Signature
 All time sheets and KCTCS absence leave forms require the signature of the
employee’s supervisor. Delegation of time sheet signature requirement can only be
to the employee’s second level supervisor (the supervisor’s supervisor).
TIMESHEETS
 The official KCTCS work week, for all personnel policy employees, begins on Sunday
and ends on Saturday.
 Each week stands alone for calculating overtime.
 Employees should complete a timesheet with the actual number of hours worked on
the days the hours were worked in a pay period.
 Supervisors should track, via a calendar, work hours and absences of employees
they directly supervise.
 Timesheets should be compared with the supervisors calendar for accuracy of
days/times worked, and to ensure that absences are recorded accurately.
 Supervisors are responsible for ensuring time is recorded accurately on timesheets
before signing and submitting the timesheet to payroll.
 Supervisors are responsible for ensuring forms are turned in by the due date to
Payroll.
COMPLETING TIMESHEET
 Employees will go to the HCTC website under Faculty & Staff, stroll down to Payroll, on the
left side under Timesheets and Absence Forms to access timesheets.
 Employee selects the correct timesheet in which they are employed.
RTW/WNL and Federal Workstudy
Student Institutional
Full or Temporary
 Employee should enter First and Last Name, Employee ID number, Record # and Position #
on timesheet. (An email will be sent with this information to your KCTCS email)
 Select the correct Year, Month and Pay Period (1 st pay period is the 1st-15th, 2nd pay period
is the 16th-31st). It is very important to select the correct year, month and pay period. Any
timesheets that are submitted with the incorrect pay period will be returned for revisions.
 Enter all hours worked for the pay period under the appropriate KCTCS earnings codes on
the timesheet. Calculate time using the quarter-hour rounding method (see next slide for
calculating minutes)
 Review time entry for accuracy. *Work week begins on Sunday and ends on Saturday*
 Print and sign timesheet. (Signature is required in ink by employee and supervisor.)
Note: Student Employees may not exceed 20 hours per week without advance approval from
the Chief Student Services Officer.
Calculating Time to Enter on Timesheet
The number of hours worked by hourly employees are calculated using the quarter-hour
rounding method. This means that an employee’s arrival and departure times are rounded to
the nearest quarter of the hour when calculating the hours worked.
COMPLETING TIMESHEET CONTINUED
 Employee submits timesheet to supervisor.
 Supervisor should review timesheet for accuracy (verify with tracking calendar).
 If after printing, an error occurs or a correction is made, cross out the error and make
the changes. The employee and supervisor must initial by the error/correction. Even
if the change was made prior to the supervisor signing the timesheet.
 Supervisor signs time sheet. NOTE: This is authentication from supervisor that the
timesheet is accurate.
 Supervisor and employee should keep a copy of the timesheet for their records.
 Supervisor submits signed timesheet to local payroll office for data entry in
accordance with payroll calendar and/or email notification.
 Timesheets are to be submitted to the local business offices on or before the due
dates. Failure to submit timesheets by the due date may result in a delayed payment.
(Due dates are located on Payroll Calendar and emailed to employee’s KCTCS email
account.)
Enter Employee First and Last Name, ID
Number, Record #, College name and
Position #
Employee Name:
Employee ID:
Record #:
Enter correct Year, Month and Pay Period
Year:
Enter hours worked
on correct earnings
code and correct
dates. WKS is for
Federal Workstudy,
RTW is for Read to
Work and Work and
Learn, STU is for
students not under
Federal or Ready to
Work programs
After verifying hours are
accurate print timesheet,
sign, then have supervisor
verify and submit to
payroll.
ERNCD
1
Tue
College Name:
Department :
Position #:
Month:
Pay Period:
2
Wed
Pay Period:
07/01/2014 - 07/15/2014
3
Thu
4
Fri
5
Sat
FORMPR99
10/29/2012
TIME REPORT
6
Sun
1st
2nd
Work Week: Sunday - Saturday
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY
7
Mon
8
Tue
9
Wed
10
Thu
11
Fri
12
Sat
13
Sun
14
Mon
15
Tue
TOTAL
WKS
Workstudy
-
RTW
Ready to
work
-
STU
Student
-
TOTAL
-
-
-
-
-
-
-
-
-
-
-
-
-
-
-
Earnings Codes:
*Shift Differential is reported as a separate line item to equal all hours worked at shift rate.
RTW- Ready to Work/Work and Learn
Code
WKS- Federal Workstudy
STU- Student
Hours
Pay Rate
Amount
Position Account Number
WKS
RTW
STU
*S ee Form P R99a for ad d ition al E arn in g s Cod es .
HOURS WORKED IN ONE WORK WEEK MAY NOT BE USED IN A SUBSEQUENT WORKWEEK.
I certify that the hours entered above are the hours worked by me in this pay period.
I certify that the hours entered above are the hours worked in the pay period by the above named employee.
Employee's Signature:
Supervisor's Signature:
-
-
PLEASE KEEP IN MIND THAT A TIMESHEET IS:
 A Legal document that can be used in a court of law.
 An Auditing tool which can be used by the Internal Revenue Service (Federal
Govt.), Kentucky Revenue Cabinet (State Govt.).
 Governed By the Fair Labor Standards Act also called the Federal Wage-Hour law.
The following are common errors found on timesheets:
1.Supervisor’s signature missing.
2.Hours reported do not add up to correct total for that pay period.
3.Timesheets are not legible.
4.Employee signature is missing or illegible.
5.Hours reported with wrong earnings codes.
6.Pay period begin and end dates are incorrect.
7.Employee name or ID number missing.
SUPERVISOR SHOULD ENSURE THAT:
 Employee completes timesheet accurately.
 Errors/corrections are initialed and signatures are obtained.
 Employee completes absence record and submits with the timesheet.
 Supervisor submits timesheet on or before due date.
EMPLOYEE REST PERIODS
All Non Exempt employees shall be permitted to take rest periods (breaks) during the day
When to take breaks?
If you work
 4.00 hours up to 5.00 hours – employee takes a 15 minute paid break
 More than 5.00 hours up to 6.00 hours - employee must take at least a 30 minute
unpaid lunch and one 15 minute paid break
 6.00 to 10 hours - employee must take at least a 30 minute unpaid lunch and two 15
minute paid breaks.
*Please do NOT record lunch as part of your total hours worked for the day on your timesheet .*
Breaks should be scheduled evenly during the day. Not taken all at once or just before quitting time.
Lunch should be scheduled as close to the middle of the employee’s work shift as possible. In no
case shall an employee be required to take a lunch period sooner than 3 hours after work shift
begins, nor more than 5 hours after the work shift begins. An employee that is scheduled to work
more than 10 hours in a shift will need to schedule 2 lunch breaks for at least 30 minutes each.
PAYROLL CALENDAR
 The payroll calendar is located on the HCTC website under Faculty & Staff, stroll
down to Payroll, on the left side under Payroll Calendar. It has the beginning date
of each pay period, ending date of each pay period, timesheet due dates for each
pay period, and the pay dates for each pay period. Please print the calendar for
future references.
 Timesheets are normally due on pay dates but due to Holidays and other closings
timesheets may be due on earlier dates.
 Timesheet due dates will also be sent each pay period by email to your KCTCS
email account.
WORKING OVERTIME

KCTCS expects that position workloads shall be accomplished within the regularly
scheduled hours of the work week. Each supervisor is responsible for organizing,
scheduling, and staffing departmental workloads in a manner that will avoid the
development of overtime situations when at all possible. In addition, employees
are expected to organize and manage their workload in order to complete it during
regularly scheduled hours of the work week, if possible.

Prior to engaging in any work in excess of the 37.5 hours per week, the excess work
hours shall be requested and approved in advance by an employee’s immediate
supervisor.

Flexible scheduling is encouraged as a method to minimize any work over 37.5
hours during a work week. Whenever possible, non-exempt employees shall
receive leave time in the same work week within which the overtime was worked.

If it was not possible to award appropriate leave time as compensation for
overtime work, non-exempt employees shall receive overtime pay (1.5 hours for
every hour worked over 40 hours per week or 1.5 times the hourly rate) for the
week.

Only actual hours worked are counted in computing eligibility for overtime pay.
Leaves and other absence codes will not be counted or added to the number of
"hours worked" in a work week and will therefore not be calculated in the overtime
rate of pay. Leave hours will be paid at regular rate of pay.
ABSENCE RECORD/REQUEST
 Absence record/request form (PR90) must be completed by all full-time employees
to record time for utilizing vacation leave, sick leave, voting leave, and other leave
types in accordance with KCTCS policy.
 Leave requests should be completed in advance of the indicated leave (when
applicable), and require the employee’s supervisor’s signature. In an instance of an
emergency the employee should complete the leave absence record as soon as the
employee returns from the unplanned absence.
 Once the supervisor has approved the leave, the leave form should be attached to
the timesheet. Employee and supervisor should retain a copy of the absence record
for their files.
 Employee should record leave time on timesheet with appropriate earnings code.
 Forms that are received after payroll processing will require a PR301 (Leave Balance
Adjustment Form) be completed by payroll and signed by both the employee and the
supervisor. This authorizes the payroll department to make the necessary leave
adjustments outside of the requested pay period.
Note: Recording Leave Not Taken - In an instance when a planned leave is not taken, but
the leave form has already been submitted, written documentation with the supervisor’s
signature should be given to the local payroll office to correct the employee’s leave
balance.
FORM PR90
ABSENCE RECORD/REQUEST
Employee should complete
First and Last Name, ID,
Pay Period Begin and End
Date
Employee Name
8/30/2006
Pay Period
Begin Date
Pay Period
End Date
TO (date)
time
# hours
Employee ID
This is a request for record of my absence from KCTCS on the dates below for the purpose of:
Vacation Leave (Requires preapproved - See personnel policy)
Employee should complete
Date, Times and Total of
Hours for leave.
PS Earnings Codes
VAC - Vacation
HVA - Hrly EP vacation
VLB - Banked vacation
PVA - Paid banked vac
FROM (date)
time
Temporary Disability (Sick) Leave (Refer to personnel policy)
PS Earnings Codes
SIC - TDL (sick)
HTD - Hrly EP sick
SLB - Banked Sick
PSK - Paid banked sick
FROM (date)
time
TO (date)
time
# hours
PS Earnings Codes
FROM (date)
BRV- Bereavement Leave
HJD - Hrly EP Jury Duty
JD - Jury Duty
LWO - Leave Without Pay
VL - Voting Leave
Official Travel
Destination -
time
TO (date)
time
# hours
Other Leave(s)
After completing form print,
sign and attach to back of
timesheet.
Refer to established paysheet earnings codes listing for specific codes to use.
Note:
When requesting
Bereavement Leave please
provide the relationship to
the deceased.
_______________________________________
Employee Signature
________________
Date
_______________________________________
Approved by (Supervisor or Dean)
_______________________________________
Approved by (Higher Level of Approval if Required)
________________
Date
________________
Date
Employee Self-Service
You can change your personal information directly from your computer!
Update your:
o name
o address
o phone number
o emergency contact
o ethnicity
o email address and
o marital status
With this self-service, you are also able to:
o View a PDF pay check.
o Review your Benefits and Compensation information.
o Submit a new W-4 or K-4 with updated tax information.
o Print your current year W-2.
o Request a reissue of a prior year W-2 form.
o Edit your direct deposit information electronically.
See for yourself, making a change is easy!
1. Log onto PeopleSoft (https://employees.kctcs.edu/). (User ID (JDOEXXXX) and password is
the same user Id and password used to access email)
2. Click “Main Menu” click “Self Service”.
3. Choose from Personal Information, Payroll and Compensation, or Benefits.
Employee Self-Service - Continued
The following pages could be available according to your employment status:
Personal Information
Review and update your personal information.
Payroll and Compensation
Review your pay and compensation history. Update your direct deposit and other deduction or contribution
information.
View Paycheck
Review current and prior paychecks. (Paystubs are available for viewing 2-3 days prior to deposit)
View Payroll/Benefits Summary
View year-to-date total compensation, including all cash income and the value of all benefits.
View Leave Balances
View your current KCTCS Leave balances.
Direct Deposit
Add or update your direct deposit information.
Job & Compensation History
View your KCTCS Job and Compensation History
W-4 / K-4 Tax Information
Review or change your W-4 (Federal) or K-4 (State) tax information.
View W-2/W-2c Forms
View electronic W-2 and W-2c forms.
W-2 Reissue Request
Request a reissued W-2.
Employee Self-Service - Continued
Benefits
Review health, insurance, savings, pension or other benefits information. Review and
update dependent and beneficiary personal information.
Dependents and Beneficiaries
Review and update dependent and beneficiary personal information.
Life Events
Review and update birth/adoption or change marital status.
KCTCS Benefit Allowance
Review allowance summary.
Benefits Summary
Review a summary of current, past or future benefit enrollments.
Dependent/Beneficiary Info
Review or update dependent and beneficiary information.
Benefits Enrollment
Enroll in benefits.
QUESTIONS
Call or email one of the following payroll staff and they will be glad to answer any
questions you may have.
Barbara Stacy
[email protected]
487-3183
Patti Fisher
[email protected]
487-3488
Supervisor: Jackie Hall
[email protected]
487-3180