Timesheets

All non exempt employees, both hourly and salaried, MUST record their hours worked and special pay requests (holiday, vacation, personal, sick or overtime) on their time sheets or work reports, then sign and submit them to payroll. Exempt employees need only indicate special pay requests on their work reports. The following guidelines apply when recording and submitting timesheets or work reports to payroll.

Note: Non exempt employees, both hourly and salaried, are expected to report both actual hours worked as well as holiday, vacation, personal or sick time for each week.

Hourly employees must record their hours worked and not worked on time sheets provided for this purpose, e.g. clock in at the beginning of each workday, clock out for the meal period, clock in again after meal, and clock out at the end of the workday. If payroll does not receive a signed timesheet from an hourly employee, that employee will NOT receive a paycheck for the pay period. Once the signed timesheet is received by payroll, the employee will receive pay for the affected pay period on the following pay period.

Non exempt, salaried staff must record all hours worked and hours not worked on the Monthly Leave and Work Report form. These hours should not be in the form of total hours worked for the day ONLY, but rather specific hour format and a TOTAL for each day and each week (see below). The time the employee came in and the time the employee left for the day should be documented, as well as time that the employee went to and returned from his/her meal. Overtime hours and any variation in the normal work schedule must also be indicated on this report. If payroll does not receive a signed timesheet on a salaried, non exempt employee, the employee will receive his/her regular salary for that pay period, without any special pay (holiday, vacation, personal, sick or overtime). Once the signed timesheet is received by payroll, any adjustments will be made during the next pay period.

Example:

MondayIn8:30Meal 12-1Out 4:30Total 7TuesdayIn8:30Meal 12-1Out 4:30Total 7WednesdayIn8:30Meal 12-1Out 4:30Total 7ThursdayIn8:30Meal 12-1Out 4:30Total 7FridayIn8:30Meal 12-1Out 4:30Total 7Weekly Total 35

All exempt, salaried staff must indicate hours not worked, such as sick leave, vacation, personal leave, family and medical leave, holidays, etc., on the Monthly Leave and Work Report form.

During a month in which an Exempt staff member does not have any leave time to report, a "Monthly Leave and Work Report" still must be completed and submitted to the payroll office.

Signed Monthly Leave and Work Reports MUST be received in payroll in Hopkins Hall, by the fifth of each month. This report should document all hours worked and special pay requests for salaried, non exempt employees for the previous month. Salaried, exempt employees do NOT need to document hours worked, but must indicate any special pay requests for the previous month or check the box indicating no special pay requests for the month.

Signed Biweekly Timesheets MUST be received in payroll in Hopkins Hall according to the annual schedule provided to supervisors. Note: Late timesheets may result in the employee not receiving a paycheck.


Policy No.  480  Issued  8/31/2011