Transcript HCTC EMPLOYEE PAYROLL AND TIMESHEET PROCEDURE

If you have questions after the
presentation there will be a contact
list that you may contact for further
references
First, I would like to welcome you as an employee at HCTC.
This is a short presentation of general payroll procedures and the
process of receiving, recording and submitting your timesheet.
For more detailed policies and procedures go to:
https://thepoint.kctcs.edu/departments/HumanResources/Pages/PoliciesandProcedures.aspx
Please keep in mind during the presentation that incomplete or
illegible timesheets could delay in payment.
General Payroll
General Payroll – Continued
When to take breaks?
If you work
3.00 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 a 30 minute unpaid
lunch and one 15 minute paid break
6.00 to 10 hours - employee must take a 30 minute unpaid lunch and two 15
minute paid breaks.
(Please do NOT record lunch time as part of your total hours worked for the day on your timesheet.)
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 closest quarter of the hour when calculating
the timesheet.
Timesheets will vary according to the
programs. On this page is examples of
3 different timesheets. If you are
working with the Federal Work study
program see example 1. If you are
working with the Ready to Work/Work
and Learn program see example 2.
Part-Time Institutional and Full-Time
staff employees see example 3.
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Employee Name
Lees Campus
Knott Co. Campus
Technical Campus
_______________
Begin Date
8413084
Position #
Employee ID
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
16
17
18
19
20
21
22
23
24
25
26
27
28
29
Federal Workstudy
Leslie Co. Center
_______________
End Date
15
TOTAL
30
31
WKS
Federal Workstudy
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
WKS
IC-Institutional Closing
LWO-Leave without pay
12-705225-08000-00-GRT43372
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked by me in this payperiod.
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Employee Name
Lees Campus
Knott Co. Campus
Technical Campus
_______________
Begin Date
8413085
Position #
Employee ID
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
16
17
18
19
20
21
22
23
24
25
26
27
28
29
_______________
End Date
15
30
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Ready to Work/Work to Learn
Kim Barnes/Tracy Counts
Leslie Co. Center
TOTAL
Hazard Campus
Employee Name
RTW
Knott Co. Campus
Employee ID
Technical Campus
Leslie Co. Center
_______________
Begin Date
Position #
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
31
Lees Campus
16
17
18
19
20
21
22
23
24
25
26
27
28
29
_______________
End Date
15
30
TOTAL
31
REG
Regular Time
VAC
Vacation
Ready to Work/ Work to learn
SIC
Sick Leave
SD2 Shift Diff. After
2:00pm
SD3 Shift Diff. After
9:00pm
Totals
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
RTW
IC-Institutional Closing
LWO-Leave without pay
12-705225-05000-60101-GRT42860
I certify that the hours entered above are the hours worked by me in this payperiod.
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
IC-Institutional Closing
LWO-Leave without pay
REG
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
I certify that the hours entered above are the hours worked by me in this payperiod.
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
Once you or your supervisor receives your timesheet you should always check your name,
ID number, beginning and ending dates and the “due date” timesheets are due in Payroll.
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Employee Name
Lees Campus
Employee ID
Knott Co. Campus
Technical Campus
Feb 01, 2006
_______________
Begin Date
Position #
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saaturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
16
REG
Regular Time
VAC
Vacation
SIC
Sick Leave
SD2 Shift Diff. After
2:00pm
SD3 Shift Diff. After
9:00pm
17
18
19
20
21
22
23
24
25
26
27
28
29
Feb 15, 2006
_______________
End Date
15
30
TOTAL
31
EXAMPLE
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing IC-Institutional Closing LWO-Leave without pay
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
REG
TIMESHEET
DUE
FEB 15 2006
BUSINESS OFFICE
I certify that the hours entered above are the hours worked by me in this payperiod.
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
Employees are
responsible for having
their supervisor submit
their timesheet into
Payroll on or before
the due date. Late
timesheets could result
in delayed payment.
KCTCS’s pay periods run from the 1st to the 15th and 16th to the end of the month. As you look at this
timesheet you see the highlighted area has dates broken out into two lines 1-15 and 16-31. Each line
correspondents with the beginning and ending dates on the timesheet. These lines are for reference only,
You may print M, T, W, R, F, S, and S for your own reference, but Please do not record hours in this area.
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Employee Name
Lees Campus
Employee ID
Knott Co. Campus
Technical Campus
Feb 01, 2006
_______________
Begin Date
Position #
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
16
REG
Regular Time
VAC
Vacation
SIC
Sick Leave
SD2 Shift Diff. After
2:00pm
SD3 Shift Diff. After
9:00pm
17
18
19
20
21
22
23
24
25
26
27
28
29
Feb 15, 2006
_______________
End Date
15
30
TOTAL
31
EXAMPLE
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing IC-Institutional Closing LWO-Leave without pay
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
REG
TIMESHEET
DUE
FEB 15 2006
BUSINESS OFFICE
I certify that the hours entered above are the hours worked by me in this payperiod.
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
Employees should record the total hours worked for the day, daily on the timesheet as shown in
the highlighted area below. Employee should record hours in INK not pencil.
Then at the end of the pay period enter the total hours as shown.
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Employee Name
Lees Campus
Employee ID
Knott Co. Campus
Technical Campus
_______________
Begin Date
Position #
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
REG
Regular Time
VAC
Vacation
SIC
Sick Leave
SD2 Shift Diff. After
2:00pm
SD3 Shift Diff. After
9:00pm
16
17
5
.5
18
19
20
21
22
23
2
24
25
26
27
28
29
5
_______________
End Date
15
30
TOTAL
31
17.5
EXAMPLE
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing IC-Institutional Closing LWO-Leave without pay
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
REG
TIMESHEET
DUE
FEB 15 2006
BUSINESS OFFICE
I certify that the hours entered above are the hours worked by me in this payperiod.
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
Sign timesheet in
INK and have
supervisor verify the
hours with their
signature, then it is
the supervisor’s
responsibility to turn
the timesheet into
Payroll by the due
date.
When a full-time employee wants to take a leave, the employee should record the hours in the
appropriate earnings code on the timesheet. For other codes not available on timesheet record in
blank rows. Fill out a PR90 Absence Request Form (found on The Point) with the appropriate type
of leave, date, time, hours, and signatures then attach form to the back of the timesheet. Absence
request should be filled out in advance of leave or if an emergency, fill out the first day back to
work. See below for an example of timesheet and absence request.
FORM PR90
ABSENCE RECORD/REQUEST
Employee Name
HAZARD COMMUNITY AND TECHNICAL COLLEGE TIME REPORT
Hazard Campus
Lees Campus
Knott Co. Campus
8/30/2006
Pay Period
Begin Date
Pay Period
End Date
TO (date)
time
# hours
Employee ID
Technical Campus
This is a request for record of my absence from KCTCS on the dates below for the purpose of:
Employee Name
Employee ID
_______________
Begin Date
Position #
PLEASE REMEMBER TO CALCULATE OVERTIME ACCURATELY. (Week begins on Sunday and ends on Saturday)
1
2
3
4
5
6
7
8
9
10
11
12
13
14
Date
16
REG
Regular Time
VAC
Vacation
SIC
Sick Leave
SD2 Shift Diff. After
2:00pm
SD3 Shift Diff. After
9:00pm
17
18
19
7.5 7.5 7.5
20
7.5
21
22
23
24
7.5
7.5 7.5 7.5 7.5
25
26
27
28
29
_______________
End Date
15
30
TOTAL
31
7.5
75
7.5
EXAMPLE
7.5
Vacation Leave (Requires preapproved - See personnel policy)
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)
Totals
*Use the following earnings codes if necessary (refer to listing for additional codes):
OVT – Overtime HOT – 1.5 Overtime HOL-Holiday BRV-Funeral Leave JD-Jury Duty EMC-Emergency Closing
Summary Data for bi-monthly payperiod.
Hours
Earn Code
Pay Rate
Amount
Account Number
REG
IC-Institutional Closing
LWO-Leave without pay
TIMESHEET
DUE
FEB 15 2006
BUSINESS OFFICE
I certify that the hours entered above are the hours worked by me in this payperiod.
Employee’s Signature:_________________________________
I certify that the hours entered above are the hours worked in the payperiod by the above named employee. Supervisor’s Signature:_________________________________
Refer to established paysheet earnings codes listing for specific codes to use.
_______________________________________
Employee Signature
________________
Date
_______________________________________
Approved by (Supervisor or Dean)
_______________________________________
Approved by (Higher Level of Approval if Required)
________________
Date
________________
Date
KCTCS Payroll Calendar for 2012-2013 Budget Year
Here is a 2012-2013 payroll
calendar for your reference.
You can see the pay period
beginning and ending dates
and the date to be paid. (Pay
dates are the 15th and 30th of
each month or on the last
work day if that date falls on a
weekend or holiday.)
You may want to print this
calendar for future reference.
Pay Period Beginning
Pay Period Ending
PayDate
7/1/2012
7/15/2012
7/30/2012
7/16/2012
7/31/2012
8/15/2012
8/1/2012
8/15/2012
8/30/2012
8/16/2012
8/31/2012
9/14/2012
9/1/2012
9/15/2012
9/28/2012
9/16/2012
9/30/2012
10/15/2012
10/1/2012
10/15/2012
10/30/2012
10/16/2012
10/31/2012
11/15/2012
11/1/2012
11/15/2012
11/30/2012
11/16/2012
11/30/2012
12/14/2012
12/1/2012
12/15/2012
12/21/2012
12/16/2012
12/31/2012
1/15/2013
1/1/2013
1/15/2013
1/30/2013
1/16/2013
1/31/2013
2/15/2013
2/1/2013
2/15/2013
2/28/2013
2/16/2013
2/28/2013
3/15/2013
3/1/2013
3/15/2013
3/29/2013
3/16/2013
3/31/2013
4/15/2013
4/1/2013
4/15/2013
4/30/2013
4/16/2013
4/30/2013
5/15/2013
5/1/2013
5/15/2013
5/30/2013
5/16/2013
5/31/2013
6/14/2013
6/1/2013
6/15/2013
6/28/2013
6/16/2013
6/30/2013
7/15/2013
Employee Self-Service
Active employees may go online at the following link and view their paystubs. Paystubs
are available to view 2 to 3 days in advance, but will not be deposited until the pay
date.
Employee can also view and make changes to their address, W-4, K-4 and direct
deposit from the Self Service website.
To access the sign-on page for PeopleSoft Self Service, use the following link:
https://kctcshr.mycmsc.com/psp/kcthrprd/?cmd=login
Enter your Active Directory user ID (JDOEXXXX) and password to sign in to PeopleSoft
(the same user ID you use to access email). Once signed in you can click on “Main
Menu” then “Self Service” to access the self-service pages.
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.
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.
Dependent/Beneficiary Coverage 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.
Contact List
For Payroll questions contact the following individuals:
Barbara Stacy
Patti Fisher
Jackie Hall
(606) 487-3183
(606) 487-3488
(606) 487-3180
For Human Resource questions contact the following
individuals:
Angela Fugate
Mindy Collins
(606) 487-3111
(606) 487-3112
Student Center—activating accounts/resetting passwords:
In an effort to improve accessibility and increase the security of KCTCS student and employee account
information, KCTCS web services has implemented the User Account Center. This system will now be used
to activate student accounts as well as reset student and/or employee passwords. Students can now create
security questions and answers to activate, reset and/or change passwords via the User Account System on
their own. This is setup similar to that of an online banking account where you need to create your security
questions and answers before going any further of creating your account and/or resetting your password.
A hyperlink to the User Account Center has been placed at the upper-right menu of the HCTC website and
on the faculty/staff page under password reset for your convenience. Note: http://webmail.kctcs.edu is
no longer used to activate or reset accounts.
Employees can also use the same steps listed below to create security questions and reset their
passwords. To access the employee link, chose Faculty/Staff link from the college’s homepage and then
select Activate your email account.
New Student Account Activation or Resetting Account for Current Students
1. From the HCTC webpage
2. Top left of the page click on User Account Center
3. Click on “KCTCS User Account System” in red.
4. Identify yourself by giving your Birth Date and at least two other forms of identification.
5. Verify the User Profile information listed is correct.
6. Create an identity verification question and answer then click “Save My User Profile.”
7. Enter your Last Name and KCTCS ID (aka your People Soft ID #) and click “Sign In.”
8. Create and confirm a password.
Now you have finished
the presentation. Please
print and fill out the next
page and send to the
attention of payroll and
keep a copy for your
records.
HCTC
This certificate certifies that
Name
SUCCESSFULLY COMPLETED THE
Date