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IS-1802 Timesheet / Leave Register

Administration

Release Date: 02/19/98
Revision 1: 06/11/02
Revision 2: 05/03/06
Revision 3: 08/08/07
Revision 4: 12/15/15
Revision 5: 02/19/20

1. General Information

1.1 An electronic Timesheet/Leave Register must be completed by the employee and submitted to the employee’s supervisor for approval. Supervisors must review and approve Timesheet/Leave Registers by the deadline designated by the Payroll Manager each pay period. If a paper Timesheet/Leave Register is used, the employee must complete and sign the Timesheet/Leave Register and obtain supervisor approval.

1.2 An employee's submission of a paper or electronic Timesheet/Leave Register to the employee's supervisor certifies the correctness of the hours worked and leave hours taken.

1.3 If an employee is unavailable (for example, the employee is on leave or away due to an emergency) to sign a paper Timesheet/Leave Register, the supervisor may sign on behalf of the employee. However, the employee is ultimately responsible for the correctness of the Timesheet/Leave Register

1.4 Supervisors signing the employee signature line for their employees need to sign the employee's name and then designate "by supervisor's name." For example: Emily Employee by Susan Supervisor.

1.5 The supervisor's electronic signature certifies the correctness of the hours worked and leave hours taken.

1.6 Employees and/or supervisors must not sign blank Timesheet/Leave Registers.

1.7 In the absence of an electronic signature, only original ink signatures are acceptable.

2. Timesheet/Leave Register Administration

Department timekeepers prepare an electronic Timesheet/Leave Register for faculty.

2.1 Salaried Full-Time and Part-Time Faculty

An electronic Timesheet/Leave Register is submitted for a part-time faculty member only when he or she is using leave or being docked for missing class. Part-time faculty are docked in accordance with the College's part-time faculty Collective Bargaining Agreement.

2.2 Hourly Faculty

Workforce Training Center, and other workshop faculty, are paid based upon the number of hours they work each bi-weekly period. A Timesheet/Leave Register showing the number of hours worked by day and hourly rate to be paid must be submitted.

2.3 Student Employees

Student employee Timesheet/Leave Register must be routed through the Financial Aid Office prior to being submitted to the Payroll Department.

3. Payroll Codes - Banner

3.1 The following is a listing of the pay codes used when completing Timesheet/Leave Register:

REG

Regular Pay

OTR

Overtime at Regular Rate

OVT

Overtime Regular (1.5)

OTI

Overtime at Actual Rate (FT Instructional Support)

OTH

Holiday Overtime (2.5)

50%

Half Rate Pay

SDN

Shift Differential

OTS

Overtime Shift Differential

HOL

Holiday Pay

SUB

Substitute Pay

SUP

Supplemental Pay

ALP

Administrative Leave with Pay

LNP

Leave Without Pay (FT Hourly)

DIT

Docked Pay (Instructors and FT Instructional Support)

DOC

Docked Pay (Professionals)


3.2 The following is a listing of the leave codes used when completing Timesheet/Leave Register:

ANN

Annual

BRV

Bereavement

LGL

Legal

LNP

Leave Without Pay

MIL

Military

PER

Personal

PRS

Personal Leave (PT Instructors)

SIC

Sick

SID

Donated Leave CLDP

SCK

Sick Leave (PT Instructors)

4. Control Agent's Request for Overtime or Regular Time

4.1 Non-exempt employees are required to complete a Budget Control Agent's Request for Overtime or Regular Time when their pay exceeds 40 hours of work in one work week.

4.2 Overtime is accrued only after forty (40) hours of actual time worked in one work week (holidays are counted as actual time worked but leaves are not). Regular time is paid for the hours exceeding 40 that do not qualify for overtime because part or all of the time for that week did not consist of actual hours worked (such as leaves).

For example, if an employee works 30 hours of regular work and takes 20 hours of annual leave, the 50 hours is paid at the employee's current rate of pay, not overtime pay, because the hours that exceed the normal 40-hour work week are annual leave hours (not actual time worked) and do not qualify an employee for overtime pay. For more information on overtime, see IS-2046, Overtime and Other Paid Time.

4.3 The Budget Control Agent's Request for Overtime or Regular Time forms are retained in centralized department files as source documentation for audit purposes. The Budget Control Agent's Request for Overtime or Regular Time forms for each fiscal year must be retained until December 31 of the next calendar year (Example: FY1415 ending June 2015, record must be kept until December 31, 2016). Payroll does not receive or keep copies of the Budget Control Agent's Request for Overtime or Regular Time forms.

5. Request for Leave Form

5.1 Employees are required to complete Request for Leave forms for all types of leave. Some types of leave require prior approval and should be submitted for approval prior to the leave being used.

5.2 The Request for Leave forms are retained in centralized department files as source documentation for audit purposes. Request for Leave forms for each fiscal year must be retained until December 31 of the next calendar year (Example: FY1415 ending June 2015, record must be kept until December 31, 2016). Payroll does not receive or keep copies of leave slips.

For complete information on leaves, see:

IS-2066

Administrative Leave

IS-2074

Annual Leave

IS-2088

Bereavement Leave

IS-2090

Court Leave

IS-2006

Family and Medical Leave

IS-2094

Leave without Pay

IS-2034

Military Leave

IS-2072

Personal Leave

IS-2056

Sick Leave

6. Definitions

Exempt

A reference to the Fair Labor Standards Act (FLSA) exemptions for executive, professional, and administrative employees. Exempt employees are paid a guaranteed salary and are not eligible for overtime pay.

Non-Exempt

An employee's status under the Fair Labor Standards Act, the principal federal wage-hour law. Non-exempt employees receive a rate of pay at least equal to the federal minimum wage. Non-exempt employees also are entitled to overtime time pay of at least one-and-one-half times their regular rate for hours worked in excess of 40 in a workweek.

Overtime

All time actually worked by a non-exempt employee in excess of 40 hours in the workweek. Paid holidays are counted as time worked in the calculation of overtime pay.

Work Week

For the purpose of pay computation, attendance, and benefits accrual, the Colleges work week begins at 12:01 a.m. Saturday and ends at 12:00 p.m. midnight Friday.

Forms

Support Materials

  • Not Applicable

Reference Materials