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Time
Sheet Tips for Unclassified Employees on the Monthly Pay Cycle
Why do I fill out
a time sheet when I am a ‘salaried’ employee?
What’s
the point of filling out this time sheet when I am paid on a
salary basis? It’s true that you are paid on a salary
basis each month, however because you are overtime eligible
according to federal overtime laws you must account for each
hour you work. So, the time sheet is the mechanism by which
we reconcile how you are paid (salary) versus how you actually
work (by the hour).
Add it up!
Please remember to add up all lines on your time sheet each
month. It really helps us out.
Month |
Number
of Paid Days |
Possible
Hours for the Month |
| October
2006
10/01/06 - 10/31/06 |
22 |
176 |
November
2006
11/01/06 - 11/30/06 |
19
+ 3 holidays = 22 |
152
+ 24 = 176 |
December
2006
12/01/06 - 12/31/06 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
January
2007
01/01/07 - 01/31/07 |
21
+ 2 holidays = 23 |
168
+ 16 = 184 |
February
2007
02/01/07 - 02/28/07 |
20 |
160 |
March
2007
03/01/07 - 03/31/07 |
22 |
176 |
April
2007
04/01/07 - 04/30/07 |
21 |
168 |
May
2007
05/01/07 - 05/31/07 |
22
+ 1 holiday = 23 |
176
+ 8 = 184 |
June
2007
06/01/07 - 06/30/07 |
21 |
168 |
July
2007
07/01/07 - 07/31/07 |
21
+ 1 holiday = 22 |
168
+ 8 = 176 |
August
2007
08/01/07 - 08/31/07 |
23 |
184 |
September
2007
09/01/07 - 09/30/07 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
| October
2007
10/01/07 - 10/31/07 |
23 |
184 |
November
2007
11/01/07 - 11/30/07 |
19
+ 3 holiday = 22 |
152
+ 24 = 176 |
December
2007
12/01/07 - 12/31/07 |
20
+ 1 holiday = 21 |
160
+ 8 = 168 |
Accrual and use of Vacation, Sick and Comp time – trip
ups to avoid …
Leave time cannot be used in the same month it is accrued.
For example, if you accrue 8 hours of vacation (or comp time)
on your time sheet you cannot use it to cover your time off
until the next pay period.
If you record more leave usage
on your time sheet than you have available to use the system
will dock your pay. For example, if you record 24 hours of
sick time used, but you only have 16 hours available then
your pay will be docked for 8 hours.
You can check your leave balances
on the PSU Information System (www.banweb.pdx.edu) at any
time. They also print on your earning statement each month.
Remember that leave taken is recorded with a one month lag.
Regular Other Pay –
What is it and why would I record hours there?
This line is used by employees
who are at less than a 1.0 FTE (less than full time). Your
FTE is the percentage of 40 hours per week your salary compensates
you for. For example, if you are at a .60 FTE then you salary
covers 24 hours per week. You record up to 24 hours of work
on the regular line of earnings. If you work more than 24
hours that week then you would record any time above the 24th
hour on the ‘Regular Other Hours” line. So, if
you worked 28 hours for the week you would record it this
way:
| HOURS |
M |
Tu |
W |
Th |
F |
Sa |
Su |
PAY |
| WORKED |
REGULAR |
6 |
6 |
6 |
6 |
|
|
|
24 |
| REGULAR OTHER |
|
|
|
|
4 |
|
|
4 |
| OVERTIME |
|
|
|
|
|
|
|
|
| HOLIDAY WORKED |
|
|
|
|
|
|
|
|
Overtime – when do I get it and how do I record it?
Overtime is anything more than 40 hours in one week of actual
time worked.
The work week is defined as Sunday through Saturday. For example,
if you work 45 hours one week the you would record the time
this way:
| HOURS |
M |
Tu |
W |
Th |
F |
Sa |
Su |
PAY |
| WORKED |
REGULAR |
9 |
10 |
9 |
9 |
3 |
|
|
40 |
| REGULAR OTHER |
|
|
|
|
|
|
|
|
| OVERTIME |
|
|
|
|
5 |
|
|
5 |
| HOLIDAY WORKED |
|
|
|
|
|
|
|
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Holiday Pay - Q &
A
Question:
How are holiday pay hours calculated?
Answer: Full time employees receive 8 hours of holiday pay.
Part-time employees receive a prorated share of the eight
hours based on the percentage (FTE) they are scheduled to
work. To calculate the holiday pay hours for a part-time employee
we take the FTE and multiply that by 8 hours. For example,
.5 FTE multiplied by 8 hours equals 4 hours of holiday pay.
Question: What if I consistently
work more than my FTE? Can I change the number of hours pre-printed
on my time sheet?
Answer: The holiday pay hours are based on your FTE. If you
consistently work over or under your FTE this indicates to
us that your job has changed. Please speak to your supervisor
about formally changing your FTE with Human Resources.
Question: I worked 5 hours
on the holiday, do I get paid extra?
Answer: Write the number of hours you actually worked on the
3rd line labeled “Holiday Worked.” These hours
will be paid at 1.5 times your rate in addition to your holiday
pay.
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