Reporting Attendance for Part-time Employees and Federal College Work-Study Students

1. Reporting Attendance forPart-time Employees andFederal College Work-Study Students Procedures forFiscal Year 2011

2. Review of Hiring Process • All employment authorization forms expire June 30 every year[Federal work-study expire at the end of the Spring Semester and Summer Session II] • New authorization forms are required for anyone who will be working on or after July 1 (every year) • Contact HR Office for forms[To hire a work-study student, contact the Financial Aid Office]

3. Briefly… • Employees will complete a weekly timesheet and submit it to supervisor • Supervisors will collect the timesheets, review them for accuracy and completeness, and sign them • Supervisors will transfer the hours worked from the weekly time sheets to a Weekly Time Summary Sheet • Weekly Time Summary Sheets will be submitted to the Payroll Office according to the schedule of Pay Dates distributed every six months (and located on our website)

4. Details… The following slides provide a step-by-step guide for department heads and/or supervisors • Time Summary Sheets • Problems • Reminders • Help

5. New Year… • At the beginning of a new fiscal year or academic year, you will need to download a blank Weekly Time Summary Sheet to add your new employees or work-study students. You should not add any employee unless you have received your copy of the signed authorization form! • Once you have added your employees and their information, save the summary sheet to your desktop.

6. Walk through… Go to Payroll Office website at www.worcester.edu/payroll Click on Time & Attendance

7. Walk thru continued… Click on either Part-time temporary employeesORFederal College Work-Study students

8. Part-time student/non-student • Scroll to the bottom of the page and click on the appropriate summary sheet. • Click Save in the pop-up box:

9. Save summary sheet • Save in: Desktop for easy access • Change File name to whatever you want to call it (e.g. Student Employee Summary.xls), but make sure you save it as an Excel spreadsheet! • Click Save

10. Open Summary Sheet Click Opento viewSummary Sheetnow orClose if done. You can open the sheet anytime from your desktop.

11. Summary Sheet You will need to fill-in the highlighted cells and save the sheet for future use.

12. Information sources EMPLID Record # Rate of pay Name of Department [Mail Drop ID] can all be found on the pink copies of the authorization forms (both student and non-student)

13. Work-Study info sources EMPLID Record # Rate of pay Name of Department [Mail Drop ID] can all be found on the gold copies of the Employer Action forms

14. SAVE your completed summary sheet !

15. Adding more employees When you first create the sheet, you will enter the names in alpha order. But what happens when you hire more students? Just add their names and info to the end of the list and then sort the sheet. Here’s how… ?

16. Sorting the Summary Sheet Highlightthe data you want to sort Click on the Sort & Filter button Click on Custom Sort…

17. Sorting continued… In the Sort box, uncheck the “My data has headers” box Click on the drop down arrow in the “Sort by” box Select Column C (this is the Name column) Click “OK”

18. Mission Accomplished!

19. Still more employees? There aren’t enough lines on the sheet; and it won’t let me add more lines. How do enter data for more employees? But, I have more than 14 employees working in my department!

20. Here’s how… Fill in the Mail Drop ID and add your employees the same way you did on the first sheet.  Remember to add the dates on each page every week!   Just click on a tab to open another page (sheet).

21. Housekeeping • Each sheet is independent, so leave a few blank lines at the bottom to allow additions of new hires on that sheet. That way you will be able to sort each sheet in alphabetical order. • You can rename the tabs by right clicking on the tab and typing in a new name – e.g. A-G, H-P, Q-Z • Please remove employees who have left your department and don’t forget to fill-out a change form for HR to terminate them!

22. Each week… • Fill in the week beginning and ending dates on the summary sheet [use whole weeks: Sun to Sat dates] • Record the total hours per day for each of the employees on your summary sheet who worked that week as well as the total weekly hours [the summary sheet will total them for you] • Be sure you use decimals – not hours and minutes! • Print out the completed summary sheet, sign it, and submit it to the Payroll Office by the deadline shown on the calendar

23. Recording Hours Each week, fill in dates and total daily hours for each employee. The spreadsheet will total the week for you.

24. Done! • Print it out • Sign it • Send in signed sealed envelope OR • Hand deliver to Payroll by deadline Susie Green

25. Late timesheets, etc. • Any timesheets received by the supervisor after the summary sheet has been forwarded to the Payroll Office will require a separate summary sheet with just the late employees and hours they worked [the hours will be processed on the next pay cycle, not the current one] • Any timesheets received in the Payroll Office without a summary sheet will be returned to the department • Any incomplete or illegible summary sheets will be returned to the department for correction [delaying payment to the employee]

26. Reminders • Employees should not be working in your department unless you have received a copy of the completed and signed Authorization Form (pink) or FWS Employer Action Form (gold) • Supervisors will need to retain the pink copies of the 03 forms and the gold copies of the Employer Action Forms for reference • It is the responsibility of the department to update the list of employees on the summary sheet whenever a new employee is hired or one leaves [Please keep the list in alphabetical order!]

27. More Reminders… • Only regular, benefited employees may sign timesheets and summary sheets • Departments must retain the weekly time sheets as back-up to the summary sheets for 2 years • EXCEPTION – if you have employees paid thru ARRA funding, you must submit their (salmon) time sheets along with the time summary sheets • It is the responsibility of the department to ensure that employees do not exceed the limit on the # of hrs/wk that they are allowed to work [15 hrs for students, 18.75 hrs for non-students]

28. Do’s & Don’t’s • Don’t report hours in advance – part-time employees and work-study students are paid only for the hours they actually have worked • Do use decimals when reporting daily hours[15 minutes = 1/4 hour = 0.25] • Do submit summary sheets in a sealed and signed envelope unless you deliver them in person • Do make sure employees working 6+ hrs/day take a 30 minute unpaid lunch break • Don’t use partial weeks in the “Week of” cells. Weeks always begin with Sunday and end with Saturday

29. Pay Calendar

30. Help/Resources • Need some help with Excel? – contact Roberta Sibulkin in IT (X8853) • Need a blank time summary sheet? – go to www.worcester.edu/payroll and click onTime & Attendance • Need a supply of weekly time sheets? – contact the Payroll Office or stop by; we’re on the 3rd floor of the Administration Building

31. Questions? Thank you for your cooperation and assistance!!