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illustration of payroll forms

Time Sheets > Professional Non-Exempt Employee Time Record Instructions

  1. Complete top two lines of timesheet. 
  2. Daily Record of Days Worked in Month:
    • Day of the Week: for each day of the week indicate day of the month (Ex. November 1 was a Saturday, so put 1 in the first Saturday box).  Work top to bottom (use first column and then go to the second.)
    • Total Hours Worked: write in the total number of hours worked and charged to accruals, not including time taken for meal periods.
    • Total up hours worked.  If over 40 hours subtract 40 from total hours and put sum in correct week ending box (a, b, c, d or e). 
    • Charged/Earned Totals:  Whatever hours you are charging (Annual, Sick, etc.) put those totals in the boxes on the bottom right of the time sheet.
    • Total OT hours (a+b+c+d+e) and multiply that number by 1.5 to get your Over 40 Comp time hours accrued for the month.
  3. Accrual Summary (Page 2):
    • For beginning balance, bring forward ending balance from previous month.  Fill in time used and/or earned during the current month in each applicable category.  These should correspond to the totals from Dates Absent and Dates Credited in section above.  Complete end of month balances.
  4. Sign and date timesheet and forward to supervisor for their signature. Make sure you make a copy of both pages for your records.
  5. Completed timesheets are due in the payroll office the 10th of each month.

Please note:  it would be helpful if each employee could send to Payroll their regular work schedule with the first of these time sheets completed, and after any changes are made to schedule. (May attach to top or back of time sheet if you prefer.)
Accruals Earnings:  - certain Calendar and College year professional staff accrue annual leave, sick leave and holiday leave - refer to bottom of Employee Time Record for accrual rates. Employees designated as Non-Exempt paid on an annual basis also accrue compensatory time at the rate of 1.5 hours for each hour worked beyond 40 hours in a work week (Thursday to Wednesday). After 240 hours of compensatory time is accrued, the employee will be paid overtime at the rate of 1.5 times their hourly rate for each hour worked beyond 40 hours in a work week. Hourly employees won’t accrue compensatory time, but will be paid overtime for hours worked over 40 in a work week. Maximum sick leave balance is 200 days.  On January 1 of each year, annual leave balance needs to be at or below 40 days or excess will be lost.  Full time employees paid annually will accrue one additional vacation day on January 2 of each year.
Accruals Charges: - charges to accrued time must be in ¼ day increments.  Part-time and hourly employees: leave time charged to accruals are based on the weekly work schedule.  When charging accruals, employee must charge what is normally worked that day.  For example, if an employee who normally works a full day Monday and a half-day Tuesday takes both days off, employee would charge a full day for Monday and a half day for Tuesday.