Helpful Hints for Completing Green Timesheets
- Check the following information already printed on the time sheet for accuracy:
- Social Security Number
- Rate of pay (this is your annual salary divided by 12 months)
- Leave balances (should correspond with your previous month's check stub).
- Your regular workweek runs from 12:01 am Saturday through midnight on Friday. Custodial
and Facilities Services may have a workweek that runs from
12:01 am Monday through midnight on Sunday.
- The calendar in the lower left-hand side of your time sheet is where you will record
your hours worked during the week. Mark at the top of the calendar the days of the
week. Cross out with an X your regular days off, unless you work any of those days.
- Complete the calendar with the total hours you have worked per day including any overtime
hours. Do this daily or weekly. Also if a holiday occurs during the month, mark that
day with an H.
- If you work a partial day and use Annual or Sick Leave in the same day, mark the total
number of hours worked in the calendar section. If you took a whole day just put an
A for Annual Leave or an S for Sick Leave on the calendar for that particular day.
Next, move over to the bubble area of your time sheet and grid in the hours that you
took off on the correct day. Annual Leave and Sick Leave must be bubbled in separate
Time Reporting Categories. DO NOT COMBINE ANNUAL AND SICK LEAVE. You will use code
170 for Annual Leave and code 180 for Sick Leave in the Time Reporting Category. The
codes are listed on the back of your time sheet. You will use the same procedure when
recording Bereavement Leave, Military Leave, Comp Time Used, and Jury Duty. Your supervisor
should have information Concerning these categories. This information is also in your
Employee Handbook. At the end of the month add up all leave taken per category and
report it in the Total Hours section next to the Time Reporting Category. Bubble in
- Overtime Procedures: A new, blank time sheet must be filled out for all overtime.
At the top left-hand side of the time sheet, please fill in your check distribution
code. This number can be found on your preprinted time sheet. Also fill in your social
security number and grid in the corresponding bubbles. Bubble in overtime hours in
the right hand side of the time sheet. Any hours worked over 37.5 but less than 40.0
during a week is considered regular overtime. It should be coded as 035 in the Time
Reporting Category of the time sheet. Any hours worked over 40.0 in a week is considered
premium overtime. It should be coded as 030 in the Time Reporting Category. DO NOT
COMBINE REGULAR AND PREMIUM OVERTIME. Regular overtime is paid hour for hour. Premium
overtime is paid at time and one half. Any leave taken during the week will not be
included in figuring premium overtime. Please refer to the Employee Handbook concerning
this important information.
- If you want your overtime worked banked as Comp Time instead of Pay, report it in
empty spaces of the calendar section as 189 = #hrs worked. Remember to consider premium
for hours over 40.0 in your calculations.
- Time worked on a holiday should be reported on the time sheet for overtime as Time
Reporting Category 032 which is .5 overtime. You will also be credited with the equal
number of hours in Annual Leave. This is the equivalent of premium overtime.
On the last working day of the month, finish filling out your time sheet. BE SURE
TO SIGN THE SHEET ON THE BACK. Turn the sheet in to your timekeeper for a signature
and approval. Either you or your timekeeper will send the completed time sheets to
Human Resource Services by the due date marked at the top right hand side of the original
time sheet. REMEMBER TO ALWAYS KEEP A COPY OF YOUR TIME SHEET FOR YOUR FILES.
ADDITIONAL HELPFUL HINTS
- If you receive a telephone call from your supervisor informing you that the President
has declared the University closed because of inclement weather, record ADL for that
day in the calendar of the original time sheet.
- Leave Without Pay - This happens when you take time off but do not have any Annual,
Sick, or Comp time available. In a Leave Without Pay situation, it is important that
HRS be notified immediately. It is your responsibility to let your supervisor as well
as the HRS timekeeper know that you are in a LWOP status. Remember if you are LWOP
the day before or the day after a holiday, you will not be paid for the holiday. The
HRS timekeeper has special forms for requesting Leave Without Pay.
- MOST IMPORTANTLY if you have questions concerning anything about your time sheet,
or if you just want to check your leave balance please feel free to call Human Resource
Services at 898-2929.