1. HAZARD COMMUNITY & TECHNICAL COLLEGE PAYROLL TRAINING FOR NON-EXEMPT (HOURLY) EMPLOYEES & SUPERVISORS

2. This is a short presentation of general payroll procedures and the process of recording and submitting your timesheet. For more detailed policies and procedures go to: https://thepoint.kctcs.edu/departments/HumanResources/Pages/ PoliciesandProcedures.aspx Incomplete or illegible timesheets could cause a delay in payment.

3. CONTENTS  General Payroll Information  Timesheets  Completing Timesheet  Employee Rest Periods  Payroll Calendar  Working Overtime  Absence Record/Request  Employee Self-Service  Questions:  Payroll Contacts

4. GENERAL PAYROLL INFORMATION  Once the employee has completed all the requirements in the hiring process with Human Resources (HR). The employee/supervisor should receive an email from HR stating the employee’s start date of employment. (Temporary/student employee’s are not allowed to start work until notification is received from HR.)  Employees are paid semi-monthly on the 15 th and 30 th of the month. (Should the 15 th or the 30 th fall on a weekend, holiday or institutional close the payday will fall on the last work day prior to the 15 th or the 30 th of the month.)  Pay Periods are the 1 st -15 th and the 16 th - to last day of the month (28 th, 30 th, or 31 st ).  Hourly (non-exempt) employees are responsible for recording hours worked on a timesheet. Hours worked should be recorded on the actual day the employee worked. (Falsification of records regarding time worked could be grounds of immediate termination.)

5. GENERAL PAYROLL CONTINUED  Hourly (non-exempt) employees are required to submit a timesheet to payroll for each pay period worked by the due date. Failure to submit a timesheet by the due date may cause a delay in receiving a paycheck.  Timesheet due dates will be emailed to employees and supervisors KCTCS email account each pay period. Timesheet due dates can also be located on the payroll calendar. Timesheet due dates are usually on pay dates.  If an error occurs after the timesheet is printed cross out the error, make the changes and then employee and supervisor must initial by the error. All signatures must be signed in ink. (No pencil). *Please do not use white out when making corrections*  Before supervisor submits the timesheet the employee and supervisor should make a copy of the completed timesheet for their records. Note: Supervisor Signature  All time sheets and KCTCS absence leave forms require the signature of the employee’s supervisor. Delegation of time sheet signature requirement can only be to the employee’s second level supervisor (the supervisor’s supervisor).

6. TIMESHEETS  The official KCTCS work week, for all personnel policy employees, begins on Sunday and ends on Saturday.  Each week stands alone for calculating overtime.  Employees should complete a timesheet with the actual number of hours worked on the days the hours were worked in a pay period.  Supervisors should track, via a calendar, work hours and absences of employees they directly supervise.  Timesheets should be compared with the supervisors calendar for accuracy of days/times worked, and to ensure that absences are recorded accurately.  Supervisors are responsible for ensuring time is recorded accurately on timesheets before signing and submitting the timesheet to payroll.  Supervisors are responsible for ensuring forms are turned in by the due date to Payroll.

7. COMPLETING TIMESHEET  Employees will go to the HCTC website under Faculty & Staff, stroll down to Payroll, on the left side under Timesheets and Absence Forms to access timesheets.  Employee selects the correct timesheet in which they are employed.  RTW/WNL and Federal Workstudy  Student Institutional  Full or Temporary  Employee should enter First and Last Name, Employee ID number, Record # and Position # on timesheet. (An email will be sent with this information to your KCTCS email)  Select the correct Year, Month and Pay Period (1 st pay period is the 1 st -15 th, 2 nd pay period is the 16 th -31 st ). It is very important to select the correct year, month and pay period. Any timesheets that are submitted with the incorrect pay period will be returned for revisions.  Enter all hours worked for the pay period under the appropriate KCTCS earnings codes on the timesheet. Calculate time using the quarter-hour rounding method (see next slide for calculating minutes)  Review time entry for accuracy. *Work week begins on Sunday and ends on Saturday*  Print and sign timesheet. (Signature is required in ink by employee and supervisor.) Note: Student Employees may not exceed 20 hours per week without advance approval from the Chief Student Services Officer.

9. COMPLETING TIMESHEET CONTINUED  Employee submits timesheet to supervisor.  Supervisor should review timesheet for accuracy (verify with tracking calendar).  If after printing, an error occurs or a correction is made, cross out the error and make the changes. The employee and supervisor must initial by the error/correction. Even if the change was made prior to the supervisor signing the timesheet.  Supervisor signs time sheet. NOTE: This is authentication from supervisor that the timesheet is accurate.  Supervisor and employee should keep a copy of the timesheet for their records.  Supervisor submits signed timesheet to local payroll office for data entry in accordance with payroll calendar and/or email notification.  Timesheets are to be submitted to the local business offices on or before the due dates. Failure to submit timesheets by the due date may result in a delayed payment. (Due dates are located on Payroll Calendar and emailed to employee’s KCTCS email account.)

10. Enter Employee First and Last Name, ID Number, Record #, College name and Position # Enter correct Year, Month and Pay Period Enter hours worked on correct earnings code and correct dates. WKS is for Federal Workstudy, RTW is for Read to Work and Work and Learn, STU is for students not under Federal or Ready to Work programs After verifying hours are accurate print timesheet, sign, then have supervisor verify and submit to payroll.

11. PLEASE KEEP IN MIND THAT A TIMESHEET IS:  A Legal document that can be used in a court of law.  An Auditing tool which can be used by the Internal Revenue Service (Federal Govt.), Kentucky Revenue Cabinet (State Govt.).  Governed By the Fair Labor Standards Act also called the Federal Wage-Hour law. 1.Supervisor’s signature missing. 2.Hours reported do not add up to correct total for that pay period. 3.Timesheets are not legible. 4.Employee signature is missing or illegible. 5.Hours reported with wrong earnings codes. 6.Pay period begin and end dates are incorrect. 7.Employee name or ID number missing. The following are common errors found on timesheets:

12. SUPERVISOR SHOULD ENSURE THAT:  Employee completes timesheet accurately.  Errors/corrections are initialed and signatures are obtained.  Employee completes absence record and submits with the timesheet.  Supervisor submits timesheet on or before due date.

13. EMPLOYEE REST PERIODS When to take breaks? If you work  4.00 hours up to 5.00 hours – employee takes a 15 minute paid break  More than 5.00 hours up to 6.00 hours - employee must take at least a 30 minute unpaid lunch and one 15 minute paid break  6.00 to 10 hours - employee must take at least a 30 minute unpaid lunch and two 15 minute paid breaks. * Please do NOT record lunch as part of your total hours worked for the day on your timesheet.* All Non Exempt employees shall be permitted to take rest periods (breaks) during the day Breaks should be scheduled evenly during the day. Not taken all at once or just before quitting time. Lunch should be scheduled as close to the middle of the employee’s work shift as possible. In no case shall an employee be required to take a lunch period sooner than 3 hours after work shift begins, nor more than 5 hours after the work shift begins. An employee that is scheduled to work more than 10 hours in a shift will need to schedule 2 lunch breaks for at least 30 minutes each.

14. PAYROLL CALENDAR  The payroll calendar is located on the HCTC website under Faculty & Staff, stroll down to Payroll, on the left side under Payroll Calendar. It has the beginning date of each pay period, ending date of each pay period, timesheet due dates for each pay period, and the pay dates for each pay period. Please print the calendar for future references.  Timesheets are normally due on pay dates but due to Holidays and other closings timesheets may be due on earlier dates.  Timesheet due dates will also be sent each pay period by email to your KCTCS email account.

15. WORKING OVERTIME  KCTCS expects that position workloads shall be accomplished within the regularly scheduled hours of the work week. Each supervisor is responsible for organizing, scheduling, and staffing departmental workloads in a manner that will avoid the development of overtime situations when at all possible. In addition, employees are expected to organize and manage their workload in order to complete it during regularly scheduled hours of the work week, if possible.  Prior to engaging in any work in excess of the 37.5 hours per week, the excess work hours shall be requested and approved in advance by an employee’s immediate supervisor.  Flexible scheduling is encouraged as a method to minimize any work over 37.5 hours during a work week. Whenever possible, non-exempt employees shall receive leave time in the same work week within which the overtime was worked.  If it was not possible to award appropriate leave time as compensation for overtime work, non-exempt employees shall receive overtime pay (1.5 hours for every hour worked over 40 hours per week or 1.5 times the hourly rate) for the week.  Only actual hours worked are counted in computing eligibility for overtime pay. Leaves and other absence codes will not be counted or added to the number of "hours worked" in a work week and will therefore not be calculated in the overtime rate of pay. Leave hours will be paid at regular rate of pay.

16. ABSENCE RECORD/REQUEST  Absence record/request form (PR90) must be completed by all full-time employees to record time for utilizing vacation leave, sick leave, voting leave, and other leave types in accordance with KCTCS policy.  Leave requests should be completed in advance of the indicated leave (when applicable), and require the employee’s supervisor’s signature. In an instance of an emergency the employee should complete the leave absence record as soon as the employee returns from the unplanned absence.  Once the supervisor has approved the leave, the leave form should be attached to the timesheet. Employee and supervisor should retain a copy of the absence record for their files.  Employee should record leave time on timesheet with appropriate earnings code.  Forms that are received after payroll processing will require a PR301 (Leave Balance Adjustment Form) be completed by payroll and signed by both the employee and the supervisor. This authorizes the payroll department to make the necessary leave adjustments outside of the requested pay period. Note: Recording Leave Not Taken - In an instance when a planned leave is not taken, but the leave form has already been submitted, written documentation with the supervisor’s signature should be given to the local payroll office to correct the employee’s leave balance.

17. Employee should complete First and Last Name, ID, Pay Period Begin and End Date Employee should complete Date, Times and Total of Hours for leave. Note: When requesting Bereavement Leave please provide the relationship to the deceased. After completing form print, sign and attach to back of timesheet.

18. Employee Self-Service You can change your personal information directly from your computer! Update your: o name o address o phone number o emergency contact o ethnicity o email address and o marital status With this self-service, you are also able to: o View a PDF pay check. o Review your Benefits and Compensation information. o Submit a new W-4 or K-4 with updated tax information. o Print your current year W-2. o Request a reissue of a prior year W-2 form. o Edit your direct deposit information electronically. See for yourself, making a change is easy! 1. Log onto PeopleSoft (https://employees.kctcs.edu/). (User ID (JDOEXXXX) and password is the same user Id and password used to access email)https://employees.kctcs.edu/ 2. Click “Main Menu” click “Self Service”. 3. Choose from Personal Information, Payroll and Compensation, or Benefits.

19. Employee Self-Service - Continued The following pages could be available according to your employment status: Personal Information Personal Information Review and update your personal information. Payroll and Compensation Payroll and Compensation Review your pay and compensation history. Update your direct deposit and other deduction or contribution information. View Paycheck View Paycheck Review current and prior paychecks. (Paystubs are available for viewing 2-3 days prior to deposit) View Payroll/Benefits Summary View year-to-date total compensation, including all cash income and the value of all benefits. View Leave Balances View your current KCTCS Leave balances. Direct Deposit Add or update your direct deposit information. Job & Compensation History View your KCTCS Job and Compensation History W-4 / K-4 Tax Information Review or change your W-4 (Federal) or K-4 (State) tax information. View W-2/W-2c Forms View electronic W-2 and W-2c forms. W-2 Reissue Request Request a reissued W-2. View Payroll/Benefits Summary View Leave Balances Direct Deposit Job & Compensation History W-4 / K-4 Tax Information View W-2/W-2c Forms W-2 Reissue Request

20. Employee Self-Service - Continued Benefits Benefits Review health, insurance, savings, pension or other benefits information. Review and update dependent and beneficiary personal information. Dependents and Beneficiaries Dependents and Beneficiaries Review and update dependent and beneficiary personal information. Life Events Life Events Review and update birth/adoption or change marital status. KCTCS Benefit Allowance Review allowance summary. Benefits Summary Benefits Summary Review a summary of current, past or future benefit enrollments. Dependent/Beneficiary Info Review or update dependent and beneficiary information. Benefits Enrollment Enroll in benefits. Dependent/Beneficiary Info Benefits Enrollment

21. QUESTIONS Call or email one of the following payroll staff and they will be glad to answer any questions you may have. Barbara Stacy barbaraj.stacy@kctcs.edu 487-3183barbaraj.stacy@kctcs.edu Patti Fisher pfisher0008@kctcs.edu487-3488pfisher0008@kctcs.edu Supervisor: Jackie Hall jackie.hall@kctcs.edu487-3180jackie.hall@kctcs.edu