P a y r o l l   F o r m s
 Staff Timesheet      Student Timesheet       Additional Pay Form

 Timesheet Example 1   Timesheet Example 2   Timesheet Example 3

As of January 1, 2000, there are several new payroll forms being used, as well as some changes in payroll procedures.  These changes have occurred due to the implementation of Peoplesoft, the new Payroll/Human Resources system.

Changes include:


Timesheets:
 
    Timesheets are due in the Payroll Office on each Monday following the close of a biweekly pay period by 10:00am.  Timesheets received after the deadline will be processed on the next scheduled payroll.   This will allow the Payroll Office to meet bank deadlines.  All timesheets must be signed by the employee and their supervisor.  As a reminder, when a supervisor signs a timesheet, he/she is ensuring that the timesheet is correct.  Payroll will pay the hours that have been approved by the supervisor.

    Timesheets are preprinted on blue paper in the Payroll Office with employee information and mailed to the departments.  Each department is responsible for getting the timesheets to each of their employees.  If an employee works in multiple departments, they will have a separate timesheet for each job.  Timesheets will normally be mailed out the Friday before the pay period begins.  New hires will not have a timesheet for the first pay period they work.  It will be necessary for them to complete a blank timesheet.  Follow the link above to access the electronic timesheet.  The electronic timesheet may also be used if an employee loses or does not receive his or her preprinted timesheet.

    When using an electronic timesheet, employees must fill out their Name, Employee ID (new hires will not know this), SSN, Department, Pay Period End Date, Pay Group, Week 1 and Week 2 Begin Dates and Hours Worked.

    When filling out your timesheet, you no longer enter time in and out, only hours worked and any leave (vacation, sick, holiday, etc) taken.  Please enter the correct amount of hours per day for each Earning Code and enter the total for each row in the "Totals" column on the right.

    The Earning Codes preprinted on the timesheets for staff are REG, VAC and SCK.  If an employee uses holiday, personal holiday or comp time for hours not worked, they will need to enter that Earning Code on a blank row:  HOL for holiday, PH for personal holiday and CMP for comp time.  Once the timesheet has been printed, the employee should write out "personal holiday" or "comp time taken" next to the Earning Code for clarification.  The only Earning Code available for student and part-time clerical workers is REG.

    If a staff employee works more than forty hours a week, they must specify on their time sheet if the hours in excess of forty will be paid as overtime or recorded as comp time earned.  If comp time is not designated, overtime will be paid!!

    Timesheet Example 1   is an example of a timesheet with comp hours (earned & taken)
    Timesheet Example 2   is an example of a timesheet with sick time taken and overtime worked 
   Timesheet Example 3  is an example of a timesheet with holiday and personal holiday hours  


Leave Requests:

  All benefitted employees will continue to use the same Leave Request Form.  All leave requests need to be submitted to the Payroll Office for any leave taken.
 
    Biweekly employees:  The original leave request must be submitted to the Payroll Office with your time sheet for the time period that leave was taken.  The leave hours reported on the leave request must match the leave recorded on the timesheet, as Payroll will process all hours from the timesheets.  At this time, an original Leave Request Form must be on file with the timesheet as required by the Board of Regents Auditors.

    Monthly employees and faculty:  The original leave request must be submitted in the time period that leave was taken.  Leave requests need to be submitted to the Payroll Office
    


Please see the  Monthly Payroll Calendar/Bi-Weekly Calendar   for payroll deadlines regarding timesheets and other payroll items.

Click  here to return to the payroll home page