DMVA Monthly Time Sheets Hit “Enter” or click your mouse to advance to the next screen.

DMVA Policy All DMVA employees are required to prepare and submit a bi-weekly or monthly time sheet to their supervisors for review and approval. Timesheets are available on the DMVA website under Human Resources, Forms. Supervisors must immediately reconcile, sign, and forward original time sheets received from employees to the Accounting and Finance Office, Payroll. Time worked must be recorded in 15-minute units (rounded to the nearest quarter hour). To ensure prompt payment of overtime, shift pay, and other pay adjustments, all monthly time sheets need to be in Payroll no later than the 5th day of the following month. Periods where the employee or the supervisor is unavailable for signature when time sheets are due, the employee or supervisor must submit the time sheet without the signature of the absent party. However, it must be followed up with the original signed version to Payroll within two days of the absent party’s return to work. Supervisors will be notified of any incorrect or missing time sheets or leave requests. Time sheets with white-out or that have cross-out errors are not acceptable and will be returned to the supervisor for a clean copy with signatures. Supervisors should maintain copies of all time sheets submitted to Payroll for at least one year. After one year, supervisor copies should be shredded.

The New Monthly Time Sheet

Instructions

Enter NAMEs and PHONE #s on the JULY sheet. They will automatically carry over to AUGUST through JUNE.

Mark (X) either Exempt or Non Exempt and Essential or Non Essential on the JULY sheet. This information will automatically carry over to AUGUST through JUNE. It is important that this information be entered correctly since it affects how your comp time is calculated. Please contact HR ( ) or Payroll ( ) if you need to know in which categories you fit.

The MONTH and the YEAR are pre-populated for you. In late June of every year, Payroll will the template to DMVA employees for the next JULY through JUNE sheets. Please mark (X) if you are submitting a corrected form.

Fill in:Beginning Ann Lv Balance Ann Lv Earned Beginning Sck Lv Balance Beginning Comp Time Balance (this is tracked by Payroll for Non Exempt only) Hol Lv Earned This Month Beginning Mil Lv Balance (all with blue shading)

Beginning Ann Lv Balance: This can be found on your Leave Balance Sheet. If you have questions, check with your supervisor or call Payroll. Once you fill this in on the spreadsheet, it is automatically figured for you on future months’ sheets. You should check to see if you balance with your Leave Balance Sheet sent out by Payroll. Remember that any annual leave in excess of the maximum is forfeited on July 1 st. Ann Lv Used: This is calculated automatically for you from the figures you enter in the ANN LV column on the spreadsheet. Ann Lv Earned: This can also be found on your Leave Balance Sheet. It is the amount you accrue every month. (Annual leave is credited on the last day of the month in which it is earned and is available for use on the first day of the next month.) You need to enter this amount on every sheet. Remember to watch for the month when your accrual rate increases. Subtotal and Ann Lv Available Next Month: These are calculated automatically for you. automatically becomes the Beginning Ann Lv Balance on next month’s sheet

Beginning Sck Lv Balance: This can be found on your Leave Balance Sheet. Once you fill this in on the spreadsheet, it is automatically figured for you on future months’ sheets. Don’t forget to check it against the balance on your Leave Balance Sheet sent out by Payroll. Remember that any sick leave in excess of the maximum at the end of June is be converted at a rate of 20% to Annual Leave (up to 16 hours). Sck Lv Used: This is calculated automatically for you from the figures you enter in the SCK LV column on the spreadsheet. Sck Lv Earned: Everyone earns 6.66 hours of sick leave per month hours are already entered on the JULY sheet for you – and 6.66 additional hours are automatically entered every month after that. (Sick leave is credited on the last day of the month in which it is earned and is available for use on the first day of the next month.) Subtotal and Sck Lv Available Next Month: These are calculated automatically for you. automatically becomes the Beginning Sck Lv Balance on next month’s sheet

Beginning Comp Time Balance: Non Exempt employees can find this on your Leave Balance Sheet. Once you fill this in on the spreadsheet, it is automatically figured for you on future months’ sheets. Check it against the balance on your Leave Balance Sheet. Comp Time Earned: This is taken from the COMP TIME EARNED column on the spreadsheet. That column is automatically figured for you and is based on TOTAL WEEKLY HOURS and takes into account whether you are Exempt or Non Exempt. Note: We are working on incorporating additional formulas into the spreadsheet because of some complicated rules. For Non Essential, Non Exempt employees, if any paid leave affects the TOTAL WEEKLY HOURS > 40, those hours should be calculated as straight time not time and a half (only the HOURS WORKED should be considered for COMP TIME EARNED – the hours taken as paid leave should not). For Essential employees, if any COMP TIME USED affects the TOTAL WEEKLY HOURS > 40, those hours should be calculated as straight time not time and a half. Until these fixes are made, some manual adjustments to the spreadsheet may need to be made. Again, check your Leave Balance Sheet - and call Payroll if there are questions. Comp Time Used: This is calculated automatically for you from the figures you enter in the COMP TIME USED column on the spreadsheet. This is also where you would account for hours paid. Comp Time Available: This is calculated automatically for you. automatically becomes the Beginning Comp Time Balance on next month’s sheet

Beginning Hol Lv Balance: Everyone starts July 1 st with 0 holiday hours. Once you fill this in on the spreadsheet, it is automatically figured for you on future months’ sheets. Check the monthly balance against your Leave Balance Sheet. Hol Lv Earned This Month: You earn 8 hours of holiday leave on the date of the state-designated (or DMVA alternate) holiday. Some months do not have any holiday leave; some months have two holidays (16 hours). You need to fill in the correct amount in on every sheet. Hol Lv Used: This is calculated automatically for you from the figures you enter in the HOL LV column on the spreadsheet. Hol Lv Available: This is calculated automatically for you. automatically becomes the Beginning Hol Lv Balance on next month’s sheet

Beginning Mil Lv Balance: This can be found on your Leave Balance Sheet. Once you fill this in on the spreadsheet, it is automatically figured for you on future months’ sheets. Members of the National Guard, military reserves, or active military earn 120 hours per calendar year of paid military leave; therefore, on the JANUARY sheet, fill in 120. Check the monthly balance against your Leave Balance Sheet. Mil Lv Used: This is calculated automatically for you from the figures you enter in the MIL LV column on the spreadsheet. Mil Lv Available: This is calculated automatically for you. automatically becomes the Beginning Mil Lv Balance on next month’s sheet – in JANUARY, fill in 120

This cell (see below) ensures that your TOTAL WEEKLY HOURS (and COMP TIME EARNED) are correct. For the JULY sheet, you will always need to add the number of hours you worked from the last Saturday through the last day of June and enter the total number in this cell. On the AUGUST through JUNE sheets, the balance is carried forward automatically.

For JULY through JUNE, the dates have been filled in correctly for you. In late June of every year, Payroll will the next year’s JULY through JUNE sheets, correctly matching the dates with the week days.

Enter your START and END times each day that you work. You can enter them as, for example, 08:00 or 13:00 or simply as 8 a or 1 p … and the spreadsheet will recognize your entry. There are enough columns for lunch and for an additional “callback,” if need be. Your HOURS WORKED will be calculated automatically for you.

You may enter SH2 or SH3 (Column J), if it applies. Otherwise, Payroll will enter this information and figure the totals (Columns V, W, X, Y). In the future, we hope to have this information calculated automatically.

Enter the hours you are taking as leave or comp time under the appropriate column(s). Your TOTAL TIME for the day will be calculated automatically for you. Your TOTAL WEEKLY HOURS and COMP TIME EARNED will be calculated automatically for you after Friday’s hours and leave have been entered.

Sign (employee and supervisor) at the bottom. If needed, make any NOTES or COMMENTS for clarification. Print and turn in to Payroll.

Summary

DMVA Monthly Time Sheets  On the JULY sheet: Enter  NAMEs  PHONE #s X  Exempt or Non Exempt  Essential or Non Essential Fill in  Beginning Ann Lv Balance  Ann Lv Earned  Beginning Sck Lv Balance  Beginning Comp Time Balance  Beginning Mil Lv Balance Enter  Balance Brought Forward in Row 7, Column S (add the number of hours you worked from the last Saturday through the last day of the June)  Under Hol Lv Earned This Month, fill in 8 or 16 hours on the months with one or two holidays  On the JANUARY sheet, fill in 120 hours under Beginning Mil Lv Balance  If you are submitting a correction, X the amended form box  Enter your START and END times each day that you work  Enter the hours you are taking as leave or comp time under the appropriate column(s)  Print, sign, and submit to your supervisor (and call Payroll at if you have any questions)

Everyone is required to submit a time sheet. If you get paid once a month, fill out a monthly time sheet. If you get paid every two weeks, fill out a biweekly time sheet. Supervisors should maintain copies of all time sheets submitted to Payroll for at least one year. Monthly Time Sheets are due to Payroll by the 5th of the next month. THANK YOU, WALTER!