Office of Human Resources Monthly Time Sheet Instructions

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Office of Human ResourcesMonthly Time Sheet
Instructions
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Employee Classification and Work Schedule

• In order to properly complete a monthly time
  sheet, an employee needs to know his
  classification and work schedule. Full time
  employees in all classifications work 35 or 40
  hours per week.
• The monthly time sheets are broken down per the
  following three classifications
• 1. Faculty
• The Faculty time sheets are for all full time
  and part time 10 month and 12 month Faculty
  members.
• 2. Classified
• Classified time sheets are for all full and
  part time CWA and IFPTE employees.
• 3. Administrative
• Administrative time sheets are for all full
  time and part time Unclassified (Non-Unit), AFT
  Administrators, and Grant Employees.

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Standard Employee Work Schedules

• Most employees will work a standard work
  schedule Monday through Friday. Please note that
  there are times when the standard work schedule
  is not followed such as in departments that are
  open 24/7 and during the Summer Energy Leave
  Schedule.
• Full Time Faculty members work a 35 hour week at
  7 hours per day. The standard work schedule is
  830 am to 430 pm with a 1 hour lunch.
• Full time CWA staff are Classified Employees
  Most CWA employees work a 35 hour week at 7 hours
  per day. The standard work schedule is 830 am to
  430 pm with a 1 hour lunch. Some CWA employees
  work a 40 hour week (see the IFPTE information
  below).
• Full time IFPTE employees are Classified
  Employees and they work a 40 hour week at 8 hours
  per day. The standard work schedule is 800 am to
  430 pm with a half-hour lunch.
• Full time Administrative Staff Employees work a
  35 hour week at 7 hours per day. The standard
  work schedule is 830 am to 430 pm with a 1 hour
  lunch.

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Work Schedules for Part time Employees

• Part time employees work a proportionate full
  time equivalent (FTE) schedule. For example, a
  part time CWA or part time AFT Faculty employee
  who works an FTE of .50 works 17.50 hours per
  week. The calculation is 17.50 work hours divided
  by the standard 35 hours per week equals .50. The
  actual daily work schedule is determined by the
  supervisor. Some additional common FTEs are as
  follows
• FTE .58 is 20 hours per week
• FTE .60 is 21 hours per week
• FTE .75 is 26.25 hours per week
• FTE .80 is 28 hours per week

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Where can I find my Earned Leave on my Time Sheet?

• On each employees monthly time sheet,
  there is a Leave Credited area on the bottom left
  hand side. All leave information is in hours.
  The information includes
• 1. The date that the last time sheet was
  scanned. It is the date that is on the line
  Available Leave as of .
• 2. Leave hours that were carried over from the
  prior calendar year.
• 3. The current years leave allotment that was
  credited.
• 4. Leave hours used during the current year
• 5. Leave balance
•  
• Please note Employees who participated in the
  2009/2010 mandatory furlough program may have
  Paid Leave Bank (PLB) hours in the available
  balance.
• Leave Balances are updated monthly. It is the
  employees responsibility to track their own
  leave usage to avoid the overuse of his/her leave
  allotments. When an employee overuses his/her
  leave, it is important that the supervisor submit
  a docking slip to Payroll or contact the Office
  of Human Resources at extension 3306 immediately
  .
• Employees should review the leave balances each
  month and contact the Office of Human Resources
  at extension 2283 if there are discrepancies.

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What Type(s) of leave do I accrue?

• Faculty Members
• Faculty Members earn Paid Sick Leave only.
  Faculty members utilizing a sick day should note
  a 7 in the sick leave column for the
  corresponding day and total the number of sick
  hours at the bottom of the column.
• Faculty Members may use sick leave when they are
  unable to report to work due to personal illness,
  accident or exposure to contagious disease,
  and/or for medical appointments when such
  appointments cannot be scheduled after working
  hours. Sick leave may also be used to attend to
  members of the immediate family who are ill
  and/or in instances of death in the employee's
  immediate family.
• Example
• If a faculty member is ill and unable to report
  to campus to teach his/her classes for the day, 7
  hours of sick leave should be noted on the time
  sheet. If the faculty member was able to instruct
  the morning class but missed the afternoon class,
  he/she should note 3.5 hours under the sick
  column.
•  

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What Type(s) of leave do I accrue cont.?

• Classified Employees
• Classified Employees earn paid Sick, Vacation,
  Administrative, and Energy Leave.
• Sick Leave
• Employees may use sick leave when they are
  unable to report to work due to personal illness,
  accident or exposure to contagious disease,
  and/or for medical appointments when such
  appointments cannot be scheduled after working
  hours. Sick leave may also be used to attend to
  members of the immediate family who are ill
  and/or in instances of death in the employee's
  immediate family.
• Vacation Leave
• Employees will be granted paid vacation leave
  upon request and subject to operational needs.
•  

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What Type(s) of leave do I accrue cont.

• Classified Employees Continued
• Administrative Leave (Classified Employees only)
• Classified employees earn 3 days of
  administrative leave per year.
• Administrative leave may be used
• For emergencies
• For observance of religious or other days of
  celebration, but not for public holidays
• For personal business
• Energy Leave
• Most Classified employees who work on Energy
  Holidays earn Energy Leave time at a rate of 1.5
  times the hours worked. The Energy Leave time is
  then used at designated times during the summer
  and during the winter break. The Police,
  Security, and some Power House employees do not
  earn Energy Leave.

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What Type(s) of leave do I accrue cont. ?

• Administrative Employees
• Administrative Employees earn paid Sick,
  Vacation and Energy Leave.
• Sick Leave
• Employees may use sick leave when they are
  unable to report to work due to personal illness,
  accident or exposure to contagious disease,
  and/or for medical appointments when such
  appointments cannot be scheduled after working
  hours. Sick leave may also be used to attend to
  members of the immediate family who are ill
  and/or in instances of death in the employee's
  immediate family.
• Vacation Leave
• Employees will be granted paid vacation leave
  upon request and subject to operational needs.

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What Type(s) of leave do I accrue cont. ?

• Administrative Employees Continued
• Energy Leave
• Administrative employees who work on Energy
  Holidays earn Energy Leave time at a rate of 1.5
  times the hours worked. The Energy Leave time is
  then used at designated times during the summer
  and during the winter break.

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Holidays
New Years Day Memorial Day Veterans Day
Martin Luther King Jr. Day Independence Day Thanksgiving Day
Lincolns Birthday Labor Day Day after Thanksgiving
Presidents Day Columbus Day Christmas Day
Good Friday Election Day New Years Day (for following year)

Holidays which appear with an asterisk () are
days on which classes are recessed and offices
are closed. These holidays are not designated
with an H on the monthly time sheets. All
administrative, academic and operations
departments will be open for service during the
remaining holidays. The holidays in which The
College remains open are called Energy Holidays.
These holidays are designated with an H on the
monthly time sheets.
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How to Complete the Monthly Time Sheet when there
are Energy Holidays

• Full Time Employees
• Classified and Administrative employees who work
  on Energy Holidays earn Energy Leave time at a
  rate of 1.5 times the hours worked. The Energy
  Leave time is then used at designated times
  during the summer and during the winter break.
• If an employee works 7 hours on an Energy
  Holiday, he/she will earn 10.5 hours of Energy
  Leave. If an employee works 8 hours on an Energy
  Holiday, he/she will earn 12 hours of Energy
  Leave. If you worked on an Energy Holiday, you do
  not need to mark anything on your monthly time
  sheet.
• If a full time employee calls out sick or
  requests a vacation day or other paid leave on
  the Energy Holiday, he/she will be paid holiday
  pay and he/she will not use sick, vacation, or
  admin. leave on the Energy Holiday. On the
  monthly time sheet, the employee should note the
  hours not worked next to the H in the energy
  holiday column and bubble in the bottom of the
  Energy Holiday column. Leave time is not shown as
  used in the sick, vacation, or admin. column
  since the Holiday was used.

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How to Complete the Monthly Time Sheet when there
are Energy Holidays

• Part Time Employees
• If you are a part time employee and you worked
  on the Energy Holiday, the number of hours worked
  must be noted next to the H in the Energy Holiday
  Column do not bubble in the bottom in this
  column. The energy leave is calculated manually
  for part time employees.
• If you are a part time employee and you did not
  work on the Energy Holiday, note that you did not
  work next to the H in the Energy Holiday Column
  do not bubble in the bottom in this column.
• If you are a part time employee and you are not
  scheduled to work, note not scheduled next to
  the H in the Energy Holiday Column do not
  bubble in the bottom in this column.

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How to Complete the Monthly Time Reports

• At the end of each month, all full time and part
  time employees will receive a monthly time report
  which will be scanned on the 15th of the next
  month. The administrative assistant in each
  department distributes and collects the time
  sheets. Complete the monthly time report as
  follows
• 1. Record the number of hours of leave used on
  the appropriate date of the month. Leave the
  columns blank if you did not use any leave.
• 2. Total the hours of leave used at the bottom
  of the time sheet in the sick leave column,
  vacation leave column, administrative leave
  column etc. Be sure to double check the addition
  and bubble in the information in the correct
  number columns. Please note that there are 2
  decimal points, i.e., 4 should be 4.00.

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How to Complete the Monthly Time Reports Cont

• 3. The employee and supervisor will then sign
  the time sheet. The supervisor should review the
  time sheet to ensure that it is accurately
  completed. If the employee has overused his/her
  leave, the supervisor is responsible for
  submitting a docking slip to Payroll or he/she
  should contact the Office of Human Resources at
  extension 3306 .
• 4. The time sheet is then returned to the
  Office of Human Resources by the due date as
  listed on the Human Resources Web Site.
• 5. If the employee is not available because
  he/she is on Sabbatical, Medical Leave, Family
  Leave, or Personal Leave, the supervisor should
  note this information on the employees signature
  line and then sign the supervisors signature
  line.
• Example Time Sheets follow

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Faculty Example No Leave Used
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Faculty Example Sick Leave Used
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Faculty Example Employee on Partial Leave
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Classified Employee Energy Holidays Worked,
Admin Leave Used
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Classified Employee at 40 hours/week Energy
Holiday Not Worked, Energy Holiday Worked,
Various Types of Leave Used
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Administrative Employee at 35 Hours/Week Energy
Holiday Worked, 2 Hours Vacation Taken on an
Energy Holiday (Corrected)
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Proportionate Employee
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Classified Employee at 40 Hours/Week Energy
Fridays Noted in June
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Classified Employee at 40 Hours/Week Vacation
Taken During the Summer Extended Work Days.
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Administrative Employee at 35 Hours/Week Energy
Fridays Noted in June
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Administrative Employee at 35 Hours/Week
Vacation Taken During the Summer Extended Work
Days.
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For More Information

• Call the Office of Human Resources
• Floss Johnson , Benefits Administrator, at
  [phone]
• Melisa Velez , Personnel Aide, at [phone]
• or
• Visit the Human Resources webpage at
  http//www.tcnj.edu/hr/benefits/index.html