Reminders are sent through every payperiod with the due date and any other special reminders about holidays, emergency close, etc. Blank forms as well as the Payroll Schedule are attached to the reminders for your convenience. Please check your daily to catch any reminders or to respond to questions we may have regarding your timesheet and/or Absence Request form. Never use pencil. Employee and supervisor should both initial all corrections made to the timesheet Hours should be reported in.25 hour increments..25 = 15 minutes.50 = 30 minutes.75 = 45 minutes If your timesheet will be late or you have any questions or need help completing your timesheet, please contact Pam Hamm. Only hours worked count towards 40 hours needed before HOT hours are recorded. Timesheets should match the date and number of hours recorded on your Absence Request forms. In the event overtime is needed to complete a job, employee should make request to their supervisor in advance. Repeated situations of working overtime without approval could lead to disciplinary actions. Likewise, vacation should be approved in advance before taking. It is the responsibility of both the employee and supervisor to ensure that the hours are reported accurately on the timesheet before submitting to payroll as this is a legal document. Supervisors should be forwarding the timesheets to the payroll office after they sign.

REQUIRED Remember to change year & month Choose the correct half of the month and the correct dates will populate automatically. Enter the number of hours in the space corresponding with the appropriate earn code and the correct date for hours worked and/or taken as leave. You may enter earn codes needed that may not be listed. Refer to codes on bottom left corner. Signatures should remain on the same page. You may have to delete a row that isn’t being used or adjust margins as needed. PAYROLL OFFICE USE ONLY Please make any necessary notes about hours being reported if you need to in the margins. Example: Required to work during the holiday. REQUIRED

REG record hours worked beginning Sunday until the hours worked plus leave time recorded is equal to 37.5 (if part time, required weekly hours) VAC record vacation hours(prior approval needed) SIC record sick leave hours HOL record holiday hours not worked EMC record emergency close hours when the college closes for emergency weather or other catastrophes IC record institutional close (extra days received during the December break) BRV record funeral leave VL record voting leave for official voting dates (refer to policies) JD record jury duty Overtime will not be paid until the end of the work week(Sunday through Saturday). Our practice, in following KCTCS regulations, is to record OVT/HOT at the end of the week on the last day physically worked through Saturday and recorded correctly in combination with leave hours, if applicable. This will affect timesheets where the week splits between two payperiods. OVT record this for hours above the 37.5 (if part time, required weekly hours Sunday through Saturday) to record overtime for hours physically worked up to 40 hours. HOT record hours physically worked above 40 at the end of the workweek on the last day physically worked. LWO record leave without pay (contact payroll before this code is used)

Complete the Absence Request (Form PR90)when you are going to be on the following leaves:  Vacation (must be approved in advance)  Sick (must be completed immediately upon return or in advance for appointments)  Funeral (refer to policy)  Jury Duty (upon discretion of supervisor/department head, documentation may be required from the court)  Leave without pay (must contact Human Resources in advance) Enter Name, Employee ID and payperiod Begin and End date at the top of the form Enter the From Date and exact time the leave begins as well as the To Date and exact time leave ends and the total number of hours the leave is for. (Do not include your lunch time) Example for one full day: From 2/23/2011 8:00am To 2/23/2011 4:30pm for 7.5 hours Example for one full week: From 3/07/2011 8:00am To 3/11/2011 4:30pm for 37.5 hours (do not include the number of hours for holidays that fall in the week) If you will be on leave for one full week that is split between two payperiods (ex. dates between 30th and 1st or 14th and 16th) you will be required to complete two separate forms to be processed on two separate payperiods. Please note that KCTCS has a new version of form PR90 that is not capable for all computers. Contact payroll if you experience problems and do not have access to the prior version.

Signatures should remain on same page