1. BCTC Supervisor Payroll Training
BCTC PAYROLL DEPARTMENT

2. KCTCS PAYROLL
Electronic timesheets through PeopleSoft employee self- service have replaced the paper timesheet process
Employees will only be entering hours worked on the electronic timesheet
Overtime will be calculated automatically by the system based on the number of working hours the employee enters for the work week

3. The Payroll Process BCTC PAYROLL Pay Day:
Timesheets approval each payday 15th & 30th of each month
Time is entered/submitted and APPROVED on PeopleSoft Time & Absence system.
Paylines Open:
Begins day after payday
Processing window varies each payroll
Additional Pays (overloads)
Check reports
Ends on payroll final at 12:00 pm

4. Supervisor Responsibilities
BCTC PAYROLL
Ensure employee submits timesheet on timely basis, before or on every payday (15th & 30th)
Review timesheet for accuracy
Review before approving the electronic time sheet
Approving the electronic timesheet indicates you authenticate what has been reported
Supervisors should keep calendar of absences and hours worked for employees
As a supervisor you should be able to see your employees leave balances.
(PS Home/Manager Self Service/View Employee Personnel Info)
Timesheets are legal documents
Accuracy=no weekends unless actually worked-OVT & HOT
Viewing Employee Personnel leave – pull up PS Home/Manager Self Service

5. Timesheet & Work Week BCTC PAYROLL
Official Workweek: Sunday 12:01 AM – Saturday 12:00 Midnight
37.5 hours in a work week for full time employees
Some weeks are split between two pay periods
Must check previous timesheet to verify hours worked for the week
Why?
It could create OVT & even HOT if worked over 40 hours within the same week, but different pay period.
With Time & Absence – it shows Pay Period, not just weeks

6. OVertime
BCTC PAYROLL
Non-exempt Employees working more than 37.5 hours in a week will earn overtime
37.5 – 40 hours in a week is OVT
Pay earned at straight time rate
Hours over 40 in a week is HOT
Pay earned at 1 and ½ times straight time rate
Overtime is not calculated by the day
Only actual hours worked are used to determine eligibility for overtime compensation
All OVT and HOT time need Prior VP approval
2.5 hrs of OVT (difference between 37.5 & 40)
OVT & HOT time need PRIOR VP approval

7. Leave
BCTC PAYROLL
Accrued leave is used to make up for hours missed in the week
Leave makes you “whole”
Cannot use leave and earn overtime in same week
If an employee takes time off in the week, and works additional hours at some other time in the week, less leave is used
Start with 37.5, then go from there with leave or/and hours worked

8. Holidays BCTC PAYROLL KCTCS observes the following holidays:
Martin Luther King Day
President’s Day
Good Friday (1/2 day)
Memorial Day
Independence Day
Labor Day
Presidential Election Day
Thanksgiving Day
Day After Thanksgiving Day
Two Week Institutional Close
Employees in non pay status for any portion of either the scheduled work day(s) or leave day(s) falling immediately before and after a holiday shall not be paid for the holiday
If a holiday occurs while an employee is on authorized paid vacation or sick/temporary disability leave the employee shall not be charged vacation or sick/temporary disability leave for the holiday
Please double check with an hourly actually worked on the Holiday!

9. Holidays (Cont.) BCTC PAYROLL
Employees who work during a holiday or IC:
Only essential employees should work on a holiday or IC
Permission must be granted before working
Contact Payroll for specifics on how to record time in these circumstances
Essential Personnel
Maintenance Folks
Come in as requested/needed
Nonessential Personnel
Come in at the posted time of opening
Employees that come in at regular time must be paid for that time
New Time Reporting Code – ESVC Essential Services worked/EMC
Essential Personnel
Maintenance Folks
Come in as requested/needed
Nonessential Personnel
Come in at the posted time of opening
Employees that come in at regular time must be paid for that time

10. Filling Out Hours on timesheet
BCTC PAYROLL
Enter total hours worked with appropriate earnings code for each day
Enter total leave used for each day
Do not record overtime (OVT or HOT) PS Time & Absence will calculate and record OVT & HOT
Enter other earnings codes as applicable (REG, 2nd Shift (, etc)
Total hours

11. Important timesheet reminders
BCTC PAYROLL
Plan Ahead
Timesheets are due by close of business on payday
If you or your supervisor will be out of the office on payday, make plans to have your timesheet completed in advance and or have someone delegated to approve your employees.
If you have an employee that terminates in the middle of the pay period, have them submit their time before or on their last day of work and approve their time sheet on or before their last day.

12. Common Mistakes BCTC PAYROLL
Here are some common errors to look for when completing PS Time & Absence timesheets/absence forms:
Time sheet “SAVED” not “SUBMITTED”
Not “APPROVED”
Hours reported do not add up to correct total for pay period
Incorrect information in the “total” columns
Hours reported using incorrect earnings code

13. Time and Labor Non-exempt employee timesheets will be in PeopleSoft
Exempt employees will enter vacation, sick, etc. leave into PeopleSoft
Supervisors approve (sign) it digitally in PS
Time and Labor

14. Completing The timesheet
KCTCS PAYROLL
Log into PeopleSoft HRMS
Access timesheet through self-service
Home – Self Service – Time Reporting – Report Time – Timesheet
Calendar period (pay period) will be default “view by”
Enter the date for the period you wish to enter time for
Enter the number of hours you worked on the day you worked them
Do enter any exception time (vacation, sick, etc)
Any OVT or HOT will calculate automatically after time administration process runs
For new employees: the easiest way I have found is to have pull up the Bluegrass Website>Faculty & Staff……

15. Completing The timesheet – 2
KCTCS PAYROLL
Click “Save for Later” to save time entered OR click “Submit” to submit time to your supervisor for approval
Click ok to certify hours worked
Employees can review the Payable Time tab to see how reported hours will be paid after rounding and rules are applied
Every time you submit your supervisor will/should get an .

16. Exempt Employee

17. Payroll Staff BCTC PAYROLL Sarah Asbury: Payroll Specialist
Kathleen Hicks :Payroll Supervisor
Phone:
Vickey Dai: Payroll Specialist (A-Z)
Phone:
Sarah Asbury: Payroll Specialist
Phone:
BCTC PAYROLL
Payroll Staff