1. Welcome to Florida Gulf Coast University Payroll Timesheets 101

2. Log on to the FGCU website at: http://www.fgcu.edu
Select A-Z Index

3. Select “O” and then “Office of the Controller”

4. On the main page of the Office of the Controller website, select “Forms (restricted).” (If you are accessing the form while on campus, “restricted” will be of no concern. If not on campus, you will be asked to enter your FGCU username and password.)

5. In the “Form Inventory” look for form #14
In the “Form Inventory” look for form #14.1 – FGCU Non-Exempt Personnel Timesheet - which is currently near the bottom of the list. Click on the form title which is a hyperlink. (Note that there are also links to the Direct Deposit Authorization form and the W-4 Form 2016 which can be used for changes that need to be made.)

6. Select “Open” when prompted. The timesheet may be saved to your desktop. However any changes or updates made to the official FGCU FGCU Non-Exempt Personnel Attendance & Leave Report (Timesheet) on the website will not appear on the copy saved to your desktop.

7. A new window will open with an Excel spreadsheet that will look like this.

8. Breaking down the timesheet.
Enter the following information where indicated:
1. University ID number
2. Last name
3. First Name
4. Department
5. Office Extension
6. Class Title (Administrative Assistant, Coordinator, etc.)
7. Pay Period End Date (see next slide) 3 1 2 4 6 7 5

9. To print your own copy of this calendar, follow this link: Payroll Calendar for 2017
A calendar like this will appear. You will need information from the yellow Biweekly Salary columns to complete area #7 in the timesheet for the Pay Period Ending Date.

10. Select the Pay Period Ending Date from the yellow BS (Biweekly Salary) column and type into area #7 (Pay Period End Date). The dates will automatically populate on the timesheet.
Notice how the area that showed the hashtag before is now showing actual dates.

11. Now it is time to complete the next part of the timesheet
Now it is time to complete the next part of the timesheet. The white areas are the only fillable areas on this part of the timesheet. 1 2
Enter the hours worked each day, but do not exceed your regularly scheduled hours on the Time Worked/Regular line.
If you work more than your regularly scheduled hours, the extra time worked must be shown on the Additional Hours line.

12. If you are absent from work, enter the amount of time you were out on the appropriate leave line. If you work additional hours during the week, you can reduce the leave hours taken by the additional hours worked. Leave taken should be entered on one of the following lines: Annual Leave, Sick Leave, Other Administrative Leave (Jury Duty or Bereavement), Personal Day (SP personnel only) and Regular Holiday (one of the FGCU-observed holidays shown at The timesheet performs the calculations for you. For any questions regarding leave please follow this link:

13. If you have questions regarding Overtime, Special and Regulatory Compensatory Leave please refer to FGCU Policy located at:

14. The Explanation of Additional Hours Required is used to explain required overtime, hours worked in a different department, and on-call hours.

15. This is what a completed timesheet should look like when it is ready to print.

16. All leave is to be accounted for on the timesheet – no individual leave slips should be completed if the employee is required to complete a timesheet.
Once the timesheet is complete, it should be printed (does not need to be in color), signed by the employee, signed by the employee’s supervisor and then sent via interoffice mail to the Payroll Office. The employee should keep a copy of the approved timesheet for their file.
Timesheets are to be submitted every two weeks. Any person not turning in timesheets on a timely basis will result in their direct deposit stopped and paper checks issued until timesheets are brought current.