Time Card Training

The State of NH and the Federal Department of Labor REQUIRES that we: Record payroll information so that your time card reflects the time your shift began and ended.

Employees: HOW TO FILL OUT YOUR TIMECARD It is an important part of your employment with FPC that you record your work time in and out daily. It is against wage and hour law to complete a time card for a fellow employee. Any employee caught doing this could be subject to disciplinary actions up to and including termination Do not write in the accounting box

Instructions Emp. # MM/DD/YY NAME 1-####-5020 8.5 3/28 8:00-4:30 NL Regular time in and time out is to be recorded as indicated in this example. NH Labor laws require that we offer you a ½ hour lunch break if you work more than five consecutive hours. If your supervisor has given you permission, you may eat while you work through your lunch break. You must indicate no lunch taken on your timecard as NL on the applicable date. This is how time is recorded if you left during your work day for reasons such as a doctor, dentist or for personal appointments. Summer hours are recorded by writing the total hours actually worked. In the Total hours worked column, you may indicate ‘Summer Hours’ by using ‘S.H.’ You will also note that your lunch break needs to be documented on your time card. Other time can be used, such as personal (P), sick (S), vacation (V), holiday (H) and floating holiday (FH). Indicate the hours you want to use and the instance you are using it for. This example shows a partial day worked, which would be 3.5 hours and then 4.5 used for vacation. Again, please be sure to always indicate what ‘type’ of time you want to use for hours not worked. This method would also be used if you wanted to use time for missed hours due to an appointment, etc. as indicated in the example above. 8 3/30 8:00-12:00 12:30-4:30 5 4/1 8:00-11:00 3 S 2:30-4:30 6.5 4/2 8:00-12:00 1.5 SH 12:30-3:00 8 4/6 Sick 3.5 4/7 8:00-11:30 4.5 V

Changes to your timecard It is vital that when you (the employee) complete your timecard you must by law initial any changes that are made. If upon review, the supervisor believes that an employee’s time was incorrectly recorded on their timecard, the supervisor must meet with the employee to discuss the potential error. Once a resolution is made, any alterations must be initialed by the employee.

Important Tips It is your responsibility to submit your timecard to your supervisor immediately following the end of the pay period. Failure to do so could result in disciplinary actions up to and including termination. You are not allowed to use white-out on your timecard Pencils cannot be used, all timecards must be done in blue or black ink only If you need to make a correction on your time, cross out the time with one line through the time (5:00 pm)

SUPERVISOR Responsibilities Ensure employee completely fills out their time card Gather all employee’s time cards and review them for accuracy Only the employee is allowed to alter their timecards. If the employee changes their timecard, they must initial all changes Submit signed cards to the Payroll Office no later than Monday at 9am

SUPERVISING STUDENT EMPLOYMENT When employing a student worker you MUST: Have completed the student work papers and have submitted them to the Financial Aid Department PRIOR to the student working for you. Upon hiring the student, it is your responsibility to go over the FPC timecard training with the student to insure that they know how to complete a timecard. You will also want to go over your procedures for timecard submission. It is a good idea to question the part time employee/student to see if they are working for another Department at FPC. (Overtime issues could occur if a student employee works more than 40 hours collectively at the College.)

7 & 7 RULE This chart can quickly assist you in determining whether you are paid to the next quarter hour or not. For example: If you arrive at 8:07, you will be paid from 8:00am. If you leave at 4:39, you will be paid to 4:45. MINUTES   01 23 38 02 24 39 03 25 40 .00 04 26 41 05 27 42 06 28 43 07 .50 or 30 minutes 29 44 08 30 .75 or 45 minutes 45 09 31 46 10 32 47 11 33 48 12 34 49 13 35 50 .25 or 15 minutes 14 36 51 15 37 52 16 53 17 54 18 55 19 56 20 57 21 58 22 59 60

QUESTIONS ???? Any payroll related question please contact Kerry Bergeron at ext. 4247 Any questions about FPC policy or payroll laws, please contact Sharon Burke at ext. 4077