TIMEKEEPER INSTRUCTIONS Recap Sheets (or time reports) are handed out twice a month on the 15th and the last day of the month or the following business day if this falls on the weekend. These list every hourly (student and temporary) employee in your department with the corresponding rate of pay and org/account numbers. Recap Sheets Recap sheets are always due back to Payroll the day after they are passed out. If something comes up and you need more time please let us know at extension 6460. Please alphabetize timesheets. Please remember to sign the bottom of each recap sheet and only return the white copy. Write only the hours for the CURRENT pay period on the recap sheet. If that employee has no hours to submit write NTS (no timesheet). Do not write down late time or time for an employee not on the recap sheet. If an employee is not listed on the recap sheet or if any of the information, such as rate of pay, is different it means that the STAF was not on the system on the last day of the pay period. If you haven00 already turned in a completed STAF, this will need to be submitted before the employee can be paid. Do not write in the information on the recap sheet. Submit the timesheet separately if you are sure that the paperwork has been submitted. If your employee does not show on the recap please write on the timesheet the day you turned in the STAF to Student Employment or Human Resources. An employee may not be on the recap report correctly for the following reasons: No I-9 on file. A STAF has not been completed. A STAF wasn00 entered into the payroll system at the time the report was printed. A STAF was done but wasn00 received by HR (for temporary employees) or Student employment. Rate of pay has changed The job has expired. Student Status - If an employee is student at any point of the pay period than they are considered a student during the entire pay period. Filling Out Hours Shifts should be recorded in twenty-four hour time. Example 11:30-13:00 Totals should always be calculated in one-hundredths. Example = 1.50 hours Employees must take an unpaid half hour break if they are working more than 5 consecutive hours so employees should use both sets of columns to record this unpaid lunch break. Hourly employees only get paid overtime if they work more than 40 hours a week regardless of how many hours they work in a day. Student employees are not allowed to work more than 19 hours a week when school is in session. If there is closed campus holiday in the pay period please make sure someone (supervisor, account manager, timekeeper) initials next to any hours worked on that day or crosses them off and initials if they know the employee did not work. This is the sort of thing that auditors look at. If the supervisor and account manager sign off on a time sheet that shows holiday hours worked we are going to pay it. There are several areas on campus that do have employees that are working when school is not in session so we do not police this we trust that the timesheet has been reviewed for accuracy by the department. Only put hours for one job during one time period on a timesheet. For instance there would be one timesheet for the beginning of February and one for the end of February even if the first time period is being paid late. Also if you have an employee being paid from two different org codes or accounts or rate of pay they must also fill out two separate time sheets and you must turn in two STAFs. Any hours written for the 31st when the time period is the 1st-15th will automatically be crossed off and subtracted from the total. Or in a month that has only 30 days. If an employee is listed with old information such as being paid from a grant that has expired or the employee is no longer working for you it is best to terminate the STAF. You can do this by writing terminate next to the line on the recap and we will pass this information on to Student Employment or HR. White out should never be used to make corrections to any timesheet. A single line thru the wrong information is acceptable. Shift/Hour corrections should include the initials from the employee and you. A Completed Timesheet Includes Three signatures: supervisor, account manager and student/temporary employee. The correct month and year written at the top and correct time period checked off. The employee00 name. The employee00 social security or Banner/student ID number. The correct org number that matches what is listed on the recap sheet. The correct account number that matches what is listed on the recap sheet. The correct rate of pay that matches what is listed on the recap sheet. The total hours, not listed in minutes. 24 Hour Time AM PM 1:00 13:00 2:00 14:00 3:00 15:00 4:00 16:00 5:00 17:00 6:00 18:00 7:00 19:00 8:00 20:00 9:00 21:00 10:00 22:00 11:00 23:00 12:00 24:00:00 Conversion Table Minutes Tenths 1-6 0.10 7-12 0.20 13-18 0.30 19-24 0.40 25-30 0.50 31-36 0.60 37-42 0.70 43-48 0.80 49-54 0.90 55-60 1.00

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