TIMESHEETS New Employee Learning Aid

Timesheet Basics Payroll is ran on the 15th or nearest business day before the 15th, should it fall on a holiday or weekend, and on the last business day of the month. All full time employees of HCPHA are salaried employees. Every full time employee will be paid for 81.25 hours per pay period(1950 hours per year, 37.5 hours per pay week, 7.5 hours per day). Employees are responsible for submitting their timesheets to their supervisors in a timely manner.

Timesheet Reminder About 3 days prior to the final date of the payroll period, Human Resources will send out an email titled “Timesheet Reminder.” In this email, you will find the following items: Date your check will be direct deposited known as the Pay Date Date of the first and last day of the current pay period The total # of hours that should be worked on this pay period When the timesheet is due to HR and to your supervisor

Timesheet Reminder Cont. This line details your due date. This line shows your pay date. This line will detail both the starting date and ending date of the pay period This line lists the Grand Total hours worked in the pay period. Here you will find the date and time your timesheet should be sent to your supervisor by. Important reminders for timesheets.

Things to Note When Calculating Time You need to list your time in, time out, and when you left and returned to work during your lunch hour on your timesheet. HCPHA does not pay overtime. You are compensated with compensation time in place of overtime. HCPHA has a 37.5 hour pay week. Please review the Compensation Policy, the Overtime Compensation Policy, and the Employee Pay Policy for information pertaining to your responsibilities in regards to your semi-monthly timesheet. For the purpose of listing hours worked, 15 minutes is listed as .25 of an hour. So if you worked 7 hours and 15 minutes, it is shown as 7.25. 30 minutes is shown as .50. 45 minutes is shown as .75. All times should be listed in this fashion. You should never turn in a timesheet listing hours ending in anything but quarter hour increments (I.E 7.0, 7.25, 7.5, 7.75)

Section Breakdown How to fill in each section of the timesheet.

The first section of the timesheet is going to contain three elements Employee #: This number is issued to you by HR upon hire and will be your identification # within the payroll system for your entire career with the agency. It must be listed on your timesheet and is typically there when you receive the timesheet from HR. Employee Name: Please make sure that it is spelled correctly and updated should you have a name change. You also need to let HR know if your name changes. Pay Date: This information should be updated with each pay period and should match the pay date listed on the timesheet reminder emails. See slide 4 for more information.

The next section of the timesheet will contain the date and your actual hours of work. The time you return to work after mandatory lunch break The total number of hours you actually worked for that date The time you leave work and head home The date that you are reporting time for. The time you begin work in the morning The time you stop for mandatory lunch break The actual day of the week

The next section of the timesheet is for listing time off or compensation time earned. Special agency closings approved by the Health Director are listed here. Along with Civil Leave. Total Hours worked, minus comp time earned, plus any comp, annual, sick, holiday, admin leave used. These two boxes are where you would list your vacation or sick time used. Please be certain to follow policies when using these. You will earn some vacation and sick each pay period that you are in full pay status if you are a full time employee. Earned compensation time must be used first and is listed here. When the agency is closed for a holiday, that time is listed here. Overtime is listed here as it is converted to earned time off.

The next section of your timesheet is your allocation section The next section of your timesheet is your allocation section. The purple column is for totals purposes only and should auto-populate. You should never change the time manually in the purple boxes. Program numbers are listed in these boxes. You will be assigned your program numbers upon hire, but they may change over time. Simply request a new timesheet from HR if they do. You may have one or multiple programs These boxes will list your Program names to match your Program numbers. Here you will list how many hours you have worked in each program on each day. Please remember that you will only allocate actual time worked. Comp time, annual, sick, holiday, and administrative leave time is not allocated. Daily allocation totals should match your Total Hours worked from your fist set of columns minus your comp time earned.

The next section of your timesheet is your Grand Total for Pay Period section. This section is only one block. When you fill in your timesheet, the hash tags will become a number. This number should match your Grand Total from the Timesheet Reminder page. If it does not, then you need to recheck your timesheet.

The next section of your timesheet shows you the allocation spread totals for each pay type. Your Regular Pay allocations are a total from the columns above. The others auto populate based on the percentage of time you had placed in each program in Regular Pay. Employees should never change this section of your timesheet. If the totals in the Regular Pay line do not match what you get from adding that column up above it, then you need to contact HR to have your timesheet checked for equation errors.

The final section of your timesheet is where the employee and supervisor would sign off on the timesheet if the agency used handwritten timesheets. However, we submit timesheets electronically. Therefore when you send your timesheet to your supervisor, you should sign the email. When your supervisor forwards the email to HR with their approval, it should be a forward of the original email they received from the employee and should also contain their signature and approval. Please do not print your timesheets and sign them manually and submit. All timesheets are to be sent via email to supervisors and forward by supervisors to HR. Two things to note are the Total Hours of Actual Work to be Allocated and the Percentage of time worked in each program. These will auto populate and should not be changed by staff.

You will also note that on your timesheet, you have multiple pages You will also note that on your timesheet, you have multiple pages. There should always be a page marked Comp Time. This page is used for explanations for your comp time earned. ALL comp time earned, MUST be explained on this page. You may also make notes in regards to why you left early, took time off, or used FMLA coverage at your supervisor’s request. Comp. Time Log Suzie Q. Person Pay Date 1/15/2015 DATE TIME IN/OUT HOURS WORKED COMP TIME EARNED TAKEN COMMENTS SUN 1/0 0:00 0.00   MON 1/2 8:30 5:00 7.50 TUE 1/3 WED 1/4 8:45 5:15 THU 1/5 1:00 4.50 FRI 1/6 SAT 1/7 Hours Worked 27.00 1/8 1/9 6:00 8.25 0.75 1/10 1/11 1/12 1/13 1/14 1/15 1/16 1/17 1/18 1/19 1/20 1/21

Filling Out Your Timesheet A How To Guide

A few examples of how time should be shown in most situations are shown below. Example A Example B Example C Example A – On Monday, January 2, this employee came in to work at 8:30 am and left at 5:00 pm. They took their lunch hour between the hours of 12:00 and 1:00. This came to a total of 7.5 hours. They have allocated 2.75 hours of their time to Kicks for Kids Program and 4.75 hours of their time to Meals for Mouths Program. Further examples of normal work days are found on 1/3 and ¼. Please note on ¼, the employee worked a modified schedule, but still worked 7.5 hours. You must always list actual times of work.

A few examples of how time should be shown in most situations are shown below. Example A Example B Example C Example B – On Thursday, January 5, this employee came in to work at 8:30 as scheduled, however at 1:00 pm they had to leave for a doctor’s appointment. As such, they did not take a lunch break prior to leaving work. 8:30 is the time in. 1:00 is the Time Out. No lunch break needs to be listed. As the employee did not work a full 7.5 hour work day, they must use accrued time off to cover the difference. In this case, as it was a doctor’s appointment, the employee may use 3.0 hours of sick leave. Note that only the 4.5 hours of time worked is being allocated to the programs. You never allocate paid time off.

A few examples of how time should be shown in most situations are shown below. Example A Example B Example C Example C – On Friday, January 6, the Agency closed due to inclement weather. For this reason, the Health Director approved 7.5 hours of administrative leave. Please note how it is listed under Administrative Leave, but no time is allocated for the day.

Flexing Time/Compensation Time Next section will explain compensation time earned and used and flexed time. Please remember that anytime you are required to work more than 7.5 hours in a day, you are required to get your supervisor’s approval FIRST. Working more than 7.5 hours per day without first obtaining supervisions approval may result in disciplinary actions.

EARNING COMPENSATION TIME When you are required to work more than 7.5 hours per day, you will be compensated by earning compensation time. When showing these hours on your timesheet, you should list your exact time in and exact time out along with any lunch hours you took off. List exactly how many hours you worked in the Hrs Worked column also. . If the total hours worked is more than 7.5 hours, take the total hours worked and deduct 7.5 hours. In the example above, the employee worked over 45 minutes. This means that the employee has earned .75 hours of compensation time. Earned compensation time is listed in the blue box under Comp Time. Please note that earned comp time is deducted from Total Pay Hours in the last part of the Leave Taken portion of your timesheet. Also note that only 7.5 hours of your time is allocated for the day.

Please also note that any time you earn compensation time on your timesheet, you are required to list a reason for the compensation time earned on the Comp Time tab of your timesheet. These notes do not have to be extremely detailed, but HR should be able to let Administration know a basic reason why your supervisor approved your compensation time.

USING COMPENSATION TIME Please note that you should always use your compensation time earned before you use any annual or sick leave. This includes any compensation time you have earned on this pay period as long as it is earned prior to when you wish to use it. You may find your current accruals on your previous period’s check advice or you may ask your supervisor for your current accruals if you are unsure of your current accrual amounts or if you have earned comp time on file.

When you have earned compensation time and you take time off from work, you need to use that compensation time prior to using any annual/sick leave. As shown above, this employee earned .75 hours of compensation time on Monday, and used that time to cover leaving early and coming in late on both Tuesday and Wednesday before using sick leave to cover the excess that the employee did not have compensation time to cover. This is how you must always use your accrued time. If it is not done this way, HR will return your timesheet to you for corrections prior to processing payroll.

Flexing Time Please note that Flexing time is also an option for you when you work modified schedules within the same 7 day week. You may find instructions on your timesheet on the Instructions Tab to refer to at any time. Flexing your time is not required, but it is recommended when possible.

Flexing time is allowed whether the time is earned before or after you use it as long as it falls in the same Sunday-Saturday week on your timesheet. You’ll notice your timesheet has 3 of these weeks listed on it. You may not flex time from the 2nd week in the 1st week. When flexing time, you do not list comp time earned or used. You simply list your total hours worked AND allocate all of that time on the same day you work it. Then on the days that you are working a shortened schedule, you would list hours worked and allocate that time. It is understood by HR that you are flexing when you do this. You still need to explain your working over in your comp time notes.