How to Fill Out Your Timesheet

1. How to Fill Out Your Timesheet and get paid!

2. Where to Download Timesheet Files • Go to the Teacher Hub: http://teacher.igateways.sjsu.edu • Scroll down to the section called “Timesheets” • Download “Timesheet” and “Faculty Documentation Sheet (blank)” • You can also download “Faculty Documentation Sheet (example)” to see a completed example of this form

3. Faculty Documentation Sheet Write your name Megan Deason Choose month/year Days of the week F S S M T W R F S S M T W R F S Fill out admin hours 4 2 2 2 2 4 2 18 1 1 2 This is where you put your hours for: ATP WC, OC, and RS classes 2 2 Choose dates If you teach a WC or CT class, you get 1 extra hour per week for each class. This hour is for the extra grading involved with these classes. Put it on the same day each week. 2 2 4 Write your ATP Elective class hours here. Kyushu SVEP 2 2 Write any short program or tutoring hours, then explain which program(s) or what type of tutoring you did in the space provided. Amy Lehman’s 700b WC Write any hours that you subbed for another teacher, then explain which teacher(s) and class(es) you subbed for in the space provided. 5 2 0 0 4 4 4 5 4 28 The Excel sheet will automatically add up your hours 3.5 3.5 4 Fill out teaching hours 4 8/16 ACCESS, 8/20 Faculty Meeting 3.5 4 7.5 Fill out any administrative (non-teaching) hours and add details in the space provided 1.75 2 3.75 Admin hours are paid at half your teaching rate. The Excel sheet automatically divides your total hours in half and totals them. 1.75 0 0 0 2 0 5 2 0 0 4 4 4 5 4 0 31.75 The Excel sheet will automatically add up your hours. Use the totals above as the totals of REGULAR hours on your main timesheet.

4. Main Timesheet Employee ID and Class # should be on your paystub. If you can’t find them, ask Megan or Cindy The acct # should already be filled in Type your name Select the month, days, and year This is for full time faculty only The dates and days of the week will automatically populate based on the information above Enter your total hours from the bottom of the Faculty Documentation Sheet under “REGULAR HRS”. The timesheet automatically totals your hours. Or this Do NOT put any hours under “OTHER HRS”! ALL of your hours should be under REGULAR HRS. Check to make sure your total hours are correct Don’t worry about this So is this If you’re turning in paper copies: print out your timesheet and Faculty Documentation Sheet Sign (or type your full name) and date here!

5. Turning in Your Timesheets • Once your timesheets are completed, you can turn them in! • Timesheets are due on the same days that we get paid—the 10th and 26th of each month. Timesheet due dates are posted on the Teacher Calendar. • You can bring your timesheets to the IG Office and give them to Megan Deason or Cindy Graham. Or you can send the completed Excel files via email. • Another option is to scan and email your timesheets. The assistants in the 2nd St. Computer Lab can scan and email your timesheets for you, or you can do it from home! • Email timesheets to: megan.deason@sjsu.edu AND ig-business-group@sjsu.edu

6. Getting Paid • We get paid on the 10th and 26th of each month. If one of those days falls on a weekend or holiday, we get paid on the last business day prior. • If you’ve signed up for direct deposit, the funds should be deposited in your account that day. You will also receive a pay stub in the mail. • If you haven’t signed up for direct deposit, or if this is your first payday, you should receive a check in the mail on payday.

7. Common Mistakes • Not turning in a Faculty Documentation Sheet: • This is one of the most common problems in dealing with timesheets. If you are an hourly teacher and you don’t turn in an “FDS”, the people checking timesheets won’t know what your hours are for, especially if you have subbing or admin hours. • If we do not receive an “FDS” from you, we will ask you to turn one in. If you don’t turn one in right away, your timesheet will not get in on time and you will not get paid on time. • Not explaining your Short Program, Subbing, and/or Admin Hours: • If you don’t write an explanation for these types of hours, we will have to bug you for an explanation by phone or email. This can be avoided if you use the space provided on the FDS to write a quick explanation of your hours.

8. Common Mistakes • Putting the wrong dates on your FDS and/or timesheet: • If you fill out your timesheet(s) with the incorrect dates, we will ask you to make a new one and you might not get paid on time. • Not putting your Employee ID and Class # on your timesheet: • These numbers are essential for Foundation to make sure the right person gets paid. The easiest way to remember these numbers is to save a blank timesheet Excel file on your computer with the numbers filled in, so you can use the same file every time. • Not turning in your timesheet on time: • If you don’t get your timesheet in on time, you’ll receive an email reminding you to turn it in. If you don’t get it in soon after that, your timesheet will be submitted late and you won’t get paid on time. • Putting more than 8 hours on one day OR putting hours on a weekend/holiday • If you make either of these mistakes, HR won’t process your timesheet and you might not get paid on time.

9. Questions? • Please contact Megan Deason (megan.deason@sjsu.edu) and/or Cindy Graham (ig-business-group@sjsu.edu) if you have any questions about timesheets or payroll.