1 Office of Human Resources Monthly Time Sheet Instructions

Employee Classification and Work Schedule In order to properly complete a monthly time sheet, an employee needs to know his classification and work schedule. Full time employees in all classifications work 35 or 40 hours per week. The monthly time sheets are broken down per the following three classifications: 1. Faculty The Faculty time sheets are for all full time and part time 10 month and 12 month Faculty members. 2. Classified Classified time sheets are for all full and part time CWA and IFPTE employees. 3.Administrative Administrative time sheets are for all full time and part time Unclassified (Non-Unit), AFT Administrators, and Grant Employees. 2

Standard Employee Work Schedules Most employees will work a standard work schedule Monday through Friday. Please note that there are times when the standard work schedule is not followed such as in departments that are open 24/7 and during the Summer Energy Leave Schedule. Full Time Faculty members work a 35 hour week at 7 hours per day. The standard work schedule is 8:30 am to 4:30 pm with a 1 hour lunch. Full time CWA staff are Classified Employees Most CWA employees work a 35 hour week at 7 hours per day. The standard work schedule is 8:30 am to 4:30 pm with a 1 hour lunch. Some CWA employees work a 40 hour week (see the IFPTE information below). Full time IFPTE employees are Classified Employees and they work a 40 hour week at 8 hours per day. The standard work schedule is 8:00 am to 4:30 pm with a half-hour lunch. Full time Administrative Staff Employees work a 35 hour week at 7 hours per day. The standard work schedule is 8:30 am to 4:30 pm with a 1 hour lunch. 3

Work Schedules for Part time Employees Part time employees work a proportionate full time equivalent (FTE) schedule. For example, a part time CWA or part time AFT Faculty employee who works an FTE of.50 works hours per week. The calculation is work hours divided by the standard 35 hours per week equals.50. The actual daily work schedule is determined by the supervisor. Some additional common FTEs are as follows: FTE.58 is 20 hours per week FTE.60 is 21 hours per week FTE.75 is hours per week FTE.80 is 28 hours per week 4

Where can I find my Earned Leave on my Time Sheet? On each employee’s monthly time sheet, there is a Leave Credited area on the bottom left hand side. All leave information is in hours. The information includes : 1. The date that the last time sheet was scanned. It is the date that is on the line “Available Leave as of.” 2. Leave hours that were carried over from the prior calendar year. 3. The current year’s leave allotment that was credited. 4. Leave hours used during the current year 5. Leave balance Please note – Employees who participated in the 2009/2010 mandatory furlough program may have Paid Leave Bank (PLB) hours in the available balance. Leave Balances are updated monthly. It is the employee’s responsibility to track their own leave usage to avoid the overuse of his/her leave allotments. When an employee overuses his/her leave, it is important that the supervisor submit a docking slip to Payroll or contact the Office of Human Resources at extension 3306 immediately. Employees should review the leave balances each month and contact the Office of Human Resources at extension 2283 if there are discrepancies. 5

What Type(s) of leave do I accrue? Faculty Members Faculty Members earn Paid Sick Leave only. Faculty members utilizing a sick day should note a 7 in the sick leave column for the corresponding day and total the number of sick hours at the bottom of the column. Faculty Members may use sick leave when they are unable to report to work due to personal illness, accident or exposure to contagious disease, and/or for medical appointments when such appointments cannot be scheduled after working hours. Sick leave may also be used to attend to members of the immediate family who are ill and/or in instances of death in the employee's immediate family. Example If a faculty member is ill and unable to report to campus to teach his/her classes for the day, 7 hours of sick leave should be noted on the time sheet. If the faculty member was able to instruct the morning class but missed the afternoon class, he/she should note 3.5 hours under the sick column. 6

What Type(s) of leave do I accrue cont.’? Classified Employees Classified Employees earn paid Sick, Vacation, Administrative, and Energy Leave. Sick Leave Employees may use sick leave when they are unable to report to work due to personal illness, accident or exposure to contagious disease, and/or for medical appointments when such appointments cannot be scheduled after working hours. Sick leave may also be used to attend to members of the immediate family who are ill and/or in instances of death in the employee's immediate family. Vacation Leave Employees will be granted paid vacation leave upon request and subject to operational needs. 7

What Type(s) of leave do I accrue cont.’ Classified Employees Continued Administrative Leave (Classified Employees only) Classified employees earn 3 days of administrative leave per year. Administrative leave may be used: For emergencies For observance of religious or other days of celebration, but not for public holidays For personal business Energy Leave Most Classified employees who work on Energy Holidays earn Energy Leave time at a rate of 1.5 times the hours worked. The Energy Leave time is then used at designated times during the summer and during the winter break. The Police, Security, and some Power House employees do not earn Energy Leave. 8

What Type(s) of leave do I accrue cont.’ ? Administrative Employees Administrative Employees earn paid Sick, Vacation and Energy Leave. Sick Leave Employees may use sick leave when they are unable to report to work due to personal illness, accident or exposure to contagious disease, and/or for medical appointments when such appointments cannot be scheduled after working hours. Sick leave may also be used to attend to members of the immediate family who are ill and/or in instances of death in the employee's immediate family. Vacation Leave Employees will be granted paid vacation leave upon request and subject to operational needs. 9

What Type(s) of leave do I accrue cont.’ ? Administrative Employees Continued Energy Leave Administrative employees who work on Energy Holidays earn Energy Leave time at a rate of 1.5 times the hours worked. The Energy Leave time is then used at designated times during the summer and during the winter break. 10

Holidays New Year’s Day*Memorial Day*Veteran’s Day Martin Luther King Jr. Day Independence Day*Thanksgiving Day* Lincoln’s BirthdayLabor Day*Day after Thanksgiving* Presidents DayColumbus DayChristmas Day* Good FridayElection DayNew Year’s Day* (for following year) 11 Holidays which appear with an asterisk (*) are days on which classes are recessed and offices are closed. These holidays are not designated with an H on the monthly time sheets. All administrative, academic and operations departments will be open for service during the remaining holidays. The holidays in which The College remains open are called Energy Holidays. These holidays are designated with an H on the monthly time sheets.

How to Complete the Monthly Time Sheet when there are Energy Holidays Full Time Employees Classified and Administrative employees who work on Energy Holidays earn Energy Leave time at a rate of 1.5 times the hours worked. The Energy Leave time is then used at designated times during the summer and during the winter break. If an employee works 7 hours on an Energy Holiday, he/she will earn 10.5 hours of Energy Leave. If an employee works 8 hours on an Energy Holiday, he/she will earn 12 hours of Energy Leave. If you worked on an Energy Holiday, you do not need to mark anything on your monthly time sheet. If a full time employee calls out sick or requests a vacation day or other paid leave on the Energy Holiday, he/she will be paid holiday pay and he/she will not use sick, vacation, or admin. leave on the Energy Holiday. On the monthly time sheet, the employee should note the hours not worked next to the H in the energy holiday column and bubble in the bottom of the Energy Holiday column. Leave time is not shown as used in the sick, vacation, or admin. column since the Holiday was used. 12

How to Complete the Monthly Time Sheet when there are Energy Holidays Part Time Employees If you are a part time employee and you worked on the Energy Holiday, the number of hours worked must be noted next to the H in the Energy Holiday Column – do not bubble in the bottom in this column. The energy leave is calculated manually for part time employees. If you are a part time employee and you did not work on the Energy Holiday, note that you did not work next to the H in the Energy Holiday Column – do not bubble in the bottom in this column. If you are a part time employee and you are not scheduled to work, note “not scheduled” next to the H in the Energy Holiday Column – do not bubble in the bottom in this column. 13

How to Complete the Monthly Time Reports At the end of each month, all full time and part time employees will receive a monthly time report which will be scanned on the 15 th of the next month. The administrative assistant in each department distributes and collects the time sheets. Complete the monthly time report as follows: 1. Record the number of hours of leave used on the appropriate date of the month. Leave the columns blank if you did not use any leave. 2. Total the hours of leave used at the bottom of the time sheet in the sick leave column, vacation leave column, administrative leave column etc. Be sure to double check the addition and bubble in the information in the correct number columns. Please note that there are 2 decimal points, i.e., 4 should be

How to Complete the Monthly Time Reports Cont’ 3. The employee and supervisor will then sign the time sheet. The supervisor should review the time sheet to ensure that it is accurately completed. If the employee has overused his/her leave, the supervisor is responsible for submitting a docking slip to Payroll or he/she should contact the Office of Human Resources at extension The time sheet is then returned to the Office of Human Resources by the due date as listed on the Human Resources’ Web Site. 5. If the employee is not available because he/she is on Sabbatical, Medical Leave, Family Leave, or Personal Leave, the supervisor should note this information on the employee’s signature line and then sign the supervisor’s signature line. Example Time Sheets follow: 15

16 Faculty Example – No Leave Used

17 Faculty Example – Sick Leave Used

18 Faculty Example – Employee on Partial Leave

19 Classified Employee – Energy Holidays Worked, Admin Leave Used

20 Classified Employee at 40 hours/week – Energy Holiday Not Worked, Energy Holiday Worked, Various Types of Leave Used

21 Administrative Employee at 35 Hours/Week – Energy Holiday Worked, 2 Hours Vacation Taken on an Energy Holiday (Corrected)

22 Proportionate Employee

23 Classified Employee at 40 Hours/Week – Energy Fridays Noted in June

24 Classified Employee at 40 Hours/Week – Vacation Taken During the Summer Extended Work Days.

25 Administrative Employee at 35 Hours/Week – Energy Fridays Noted in June

26 Administrative Employee at 35 Hours/Week – Vacation Taken During the Summer Extended Work Days.

For More Information Call the Office of Human Resources: Floss Johnson, Benefits Administrator, at (609) Melisa Velez, Personnel Aide, at (609) or Visit the Human Resources’ webpage at 27