1. General Information

1.1 Timesheet/Leave Registers must be completed, signed by the employee, and submitted to the Payroll Department each pay period by the deadline designated by the Payroll Manager.

1.2 The employee's signature certifies the correctness of the hours worked and leave hours taken.

1.3 If an employee is unavailable (for example, the employee is on leave or away due to an emergency) to sign the Timesheet/Leave Register, the supervisor may sign in the employee's place.  However, the employee is ultimately responsible for the correctness of the Timesheet/Leave Register.

1.4 Supervisors signing the employee signature line for their employees need to sign the employee's name and then designate "by supervisor's name."  For example: Emily Employee by Susan Supervisor.

1.5 The supervisor's signature certifies the correctness of the hours worked and leave hours taken.

1.6 Employees and/or supervisors must not sign blank Timesheet/Leave Registers.

1.7 Only original signatures in ink are acceptable.

2. Timesheet/Leave Register Administration

Department timekeepers prepare a Timesheet/Leave Register for employees based their employment status:

2.1 Non-Exempt Employees

The Timesheet/Leave Register details both the number of hours the employee worked by day and the number of hours of various leaves the employee used by day.

 

 

2.2 Exempt Employees including Full-time Faculty

The Timesheet/Leave Register tracks leaves taken by the employee.  A Timesheet/Leave Register needs to be completed and signed even if the employee takes no leave.

 

 

2.3 Salaried Part-time Faculty

Timesheet/Leave Registers are submitted for part-time faculty only when they are being docked for missing class.  Part-time faculty are docked in accordance with the College's part-time faculty Collective Bargaining Agreement.

2.4 Hourly Faculty

Workforce Training Center, Emeritus, and other workshop faculty are paid based upon the number of hours they work each bi-weekly period.  A Timesheet/Leave Register showing the number of hours worked by day and hourly rate to be paid must be submitted.

2.5 Student Employees

Student employee Timesheet/Leave Registers must be routed through and signed off by the Financial Aid Office prior to being submitted to the Payroll Department.

3. Payroll Codes - Banner

3.1 The following is a listing of the pay codes used when completing Timesheet/Leave Registers:

3.2 The following is a listing of the leave codes used when completing Timesheet/Leave Registers:

4. Control Agent's Request for Overtime or Regular Time

4.1 Non-exempt employees are required to complete a Budget Control Agent's Request for Overtime or Regular Time when their pay exceeds 40 hours of work in one work week.

4.2 Overtime is accrued only after forty (40) hours of actual time worked in one work week (holidays are counted as actual time worked but leaves are not).  Regular time is paid for the hours exceeding 40 that do not qualify for overtime because part or all of the time for that week did not consist of actual hours worked (such as leaves). 

For example, if an employee works 30 hours of regular work and takes 20 hours of annual leave, the 50 hours is paid at the employee's current rate of pay, not overtime pay, because the hours that exceed the normal 40-hour work week are annual leave hours (not actual time worked) and do not qualify an employee for overtime pay.

For more information on overtime, see IS-2046, Overtime and Other Paid Time.

5. Request for Leave Form

5.1 Employees are required to complete Request for Leave forms for all types of leave.  Some types of leave require prior approval and should be submitted for approval prior to the leave being used.

5.2 The Request for Leave forms are retained in the department files as source documentation for audit purposes.  Request for Leave forms for each fiscal year must be retained until December 30 of the next fiscal year.  Payroll does not receive or keep copies of leave slips.

For complete information on leaves, see:

6. Definitions