Education Service Center Region 10 Payroll Time Sheet Instruction Presentation 2011-2012

1. Education Service Center Region 10 Payroll Time Sheet Instruction Presentation 2011-2012

2. Please read each of the slides below and refer to these instructions often Click on the “Profile” Tab located at the bottom of the workbook and enter data, this will fill all other tab worksheets

3. Click on the Current Month Tab to begin entering time worked. Select Division Name & Division Number from the drop down box. This is a sample of a timesheet with correct values. Notice at the bottom of the worksheet there are 12 months for the whole year. You must click on the Current month.

4. Each day you begin work enter the starttime . When you leave for lunch, enter the stop time. When you return from lunch, enter the second start time and upon leaving for the day, enter the stop time. When you have only entered a start time, the total will be wrong. But when you enter the stop time the total will calculate. Be sure that at the end of each day the formula has calculated correctly. If not, you have a non-valid entry that must be corrected. There is an extra start and stop column for times when you might need to leave for a short time other than lunch.

5. Start and stop times should be actual times that you begin and end work. You should enter time (example 8:00) and then skip a space to type the A for AM hours and a P for PM hours (example 8:00 A). If you fail to skip the space, an error message will appear in the Total column. The cells are formatted to populate the M following A and P. Be sure that the A or P is for appropriate morning or afternoon time. If there is an error in the time entered it will also cause errors in the weekly time total.

6. Notice in the example below that typographical errors will cause the formula to return a #VALUE or #REF error and subsequently, will not calculate the total hours worked correctly. The time was entered as 1;00 AM the colon (:) must be used, not a semi-colon (;) and correct AM or PM for time of day. Errors will flow through to the weekly and monthly totals.

7. Do not enter text in the time fields or the formula will not calculate! The 7.5 under the appropriate leave heading will note the reason for no time entered.

8. Enter Leave in hours/tenth of hour equal to the Leave Request submitted from the Employee Access system. If the day is a Holiday or non work day by the approved calendar for that employee, place a 7.5 in the “Holiday & Non-Wrk” column. Do not enter text in the time reporting fields or the Leave fields. In the “Other” leave column, text can be used for Bad Weather Days BW or Sick Leave Bank SB, or other misc. time off.

9. There are two new columns that have been added to the timesheet. “Total Hours/Tenth of hour “next to the “Total Hours/Min”. This converts the hours and minutes to a one decimal place (tenth of hour). The second added column next to the “Other” column will total hours worked and hours of leave taken. Example 4 hrs. worked plus 3.5 hrs. leave reported equals 7.5 total hrs. There is no Over time for hours and min worked over the 7.5 hours per day unless the total for the week exceeds 40 hours.

10. There is a table to the right of each timesheet to help convert minutes to the tenth of hour.

11. Next to the “Weekly Totals” column is an “Over Time” area to record any pre approved overtime pay or time off. The amount, next to the “Overtime Worked” at the end of each work week, will calculate the time and one-half earned. The grey area is where the employee will enter a negative number for the overtime to be paid or time off if taken in the current month. The worksheet will calculate the balance remaining in hours/tenth of hour at the bottom of the worksheet to carry forward to the next month if employee has not taken in current month. Supervisors will submit a copy of the timesheet with the appropriate “Overtime Payment Form”. Region 10 Policy states that employees working overtime without prior approval are subject to disciplinary action, but shall be compensated in accordance with the law.

12. The employee should sign and date the time sheet at the end of the reporting period. If you are reporting electronically, the signature field has been formatted to a signature font. You can type your name and date to submit to your supervisor by email. Supervisors should verify entries for accuracy, ex. days off, leave reported and overtime due, then sign, date, and route to payroll office.

13. For those employees who record Time & Effort related to Federally Funded Programs, the Time & Effort Monthly Report has been added for each month. The regular Monthly Timesheet will populate the time worked each day for your reference. Enter your time in hours and minutes (3:45). The hours and minutes will be converted to hours/tenth of hour and there is a difference column to help verify your time. This should be zero, if not one of your timesheet entries is in error. FOR THOSE WHO FILE MONTHLY TIME AND EFFORT FORMS ONLY. Disregard if you sign the semi-annual 100% Time and Effort Reports.