Hourly Time Sheet and Benefit Usage Report
Pay Period:
L ast N am e, First M I:
Late
Employee ID: Position Number:
Select Department
Corrected
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Department:
Day of Month
DFT/ ACP RATE
1 16
2 17
3 18
4 19
5 20
6 21
7 22
8 23
9 24
10 25
11 26
12 27
13 28
14 29
15 30
31
TOTAL PAY PERIOD
FOR INFORMATION ONLY
REGULAR HOURS COMP TIME HOURS USED Personal SICK LEAVE HOURS Family USED VACATION HOURS USED LUMP SUM $ PAID OT @ 1.5 PAID OT @ 2.0 DFT DFT DFT DFT DFT ACP COMP TIME EARNED @ 1.5 COMP TIME EARNED @ 2.0 TOTAL COMP TIME EARNED TOTAL HOURS ACCOUNTED FOR NOTE: All time sheets must be signed in ink. Fractions of hours worked may be reported in hundredths. Examples: 15 minutes = .25, 30 minutes =.50, 45 minutes = .75 0.00 0.00 0.00 $0.20 $0.25 $0.30
Employee's Signature Comments:
Supervisor's Signature
FMLA PAY FAMILY AND MEDICAL LEAVE ACT: Enter the number of leave hours (personal sick, family sick and/or vacation) used each day for an APPROVED leave PERIOD TOTAL under the Family and Medical Leave Act. Day of Month 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 TOTAL 31 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 APPROVED FMLA HOURS USED
FOR COPY/TRANSFER USE ONLY (NOTE: WHEN PASTING THIS INTO THE SUMMARY SHEET, USE "PASTE SPECIAL" AND SELECT VALUES.)
REG HRS CTU SL VAC LUMP SUM OT 1.5 OT 2.0 DFT .20 DFT .25 DFT .30 DFT DFT AMT DFT DFT AMT ACP ACP AMT CTE 1.5 CTE 2.0
Rsvd. 04/13/2007 http://www.hr.niu.edu/resources
INSTRUCTIONS FOR COMPLETING THE HOURLY TIME SHEET AND BENEFITS USAGE REPORT Board of Trustee Regulations and the State Officials and Employees Ethics Act (SOEEA) require that all leave time taken (vacation, sick leave, FMLA, or any other leave authorized pursuant to Board of Trustees Regulations and university policies) be recorded to at least the nearest quarter hour, with vacation time and sick leave entered into the time slots for which they apply. In addition, time taken "for any political candidate or partisan purpose other than educational" must be documented as either vacation or unpaid leave time. Late Check Box If this is a late time sheet for a previous pay period, check the "Late" check box. Corrected Check Box If this is a correction for a time sheet that was already processed in a previous pay period, check the "Corrected" check box. Pay Period: Enter the beginning date of the pay period in the first field and the ending date of the pay period in the second field. Format for dates: MM/DD/YY
Employee ID: Enter the Employee ID which was assigned by the HRS PeopleSoft system. This is a six (6) digit number. (Do not confuse this with SSN or Student ID Number.) Last Name, First MI: Enter the employee's name in the format: LastName,FirstName MI.
Position Number: Enter the position number of the position held by the employee. This is critical when an employee is employed in two different jobs at NIU. Department: Enter the Department ID. This as a 7 character code, two characters followed by 5 zeros.
Day of Month: This row specifies the column headings which indicate the current date in the pay period. The top row of numbers indicates the dates 1 - 15 which are in the first pay period of the month, and the bottom row indicates the dates 16 31 which are in the second pay period of the month. Regular Hours:
Revised: 12/20/2004
Enter, in each column, the number of hours worked which will be paid at the employee's regular pay rate.
Comp Time Hours Used: Enter, in each column, the number of hours used from the comp time previously by the employee.
Sick Leave Hours Used: Enter, in each column, the number of personal and family hours used from available accumulated sick time. There are two rows for indicating sick leave hours: Personal and Family. These hours will be accumlated and reflected in the totals column as one total for all sick leave used. Vacation Hours Used: Enter, in each column, the number of hours used from available accumulated vacation time. Lump Sum $ For an additional lump sum payment, enter the payment in the column immediately to the right of the Lump Sum label. Paid OT @ 1.5 Enter, in each column, the number of overtime hours worked that will be paid at time and one-half.
Paid OT @ 2.0 Enter, in each column, the number of overtime hours worked that will be paid at double time.
DFT | $0.20
Enter, in each column, the number of hours which will be paid with a differential rate of $.20 per hour. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. This rate is primarily used as a night time differential. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red. DFT | $0.25
Enter, in each column, the number of hours which will be paid with a differential rate of $.25 per hour. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. This rate is primarily used as a student differential. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red. DFT | $0.30
Enter, in each column, the number of hours which will be paid with a differential rate of $.30 per hour. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. This rate is primarily used as a third shift differential. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red.
Revised: 12/20/2004
DFT | user defined Enter, in each column, the number of hours which will be paid with a user defined differential rate per hour. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red. DFT | user defined Enter, in each column, the number of hours which will be paid with a user defined differential rate per hour. Enter the additional amount per hour in the column immediately to the right of the DFT label. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red. ACP | user defined Enter, in each column, the number of hours which will be paid with additional compensation. Enter the additional amount per hour in the column immediately to the right of the ACP label. Include the number of hours worked at this differential rate in the total of regular hours in the regular hours row. DO NOT use this unless approved by HR. If this number is greater than the sum of regular hours, comp time used, sick leave hours, vacation leave and overtime hours worked are indicated, this number will turn red. Comp Time Earned @ 1.5 Enter, in each column, the number of hours worked which will be applied to comp time earned at time and one-half. This is the actual number of hours worked. The 1.5 factor will be applied by the system and can be viewed in the rightmost column of this row. Comp Time Earned @ 2.0
Enter, in each column, the number of hours worked which will be applied to comp time earned at double time. This is the actual number of hours worked. The 2.0 factor will be applied by the system and can be viewed in the rightmost column of this row. This box will also be used in the case of administrative closures where one for one comp time hours are accumulated. Enter one half of the hours worked in the appropriate day's column. The system will then double this figure in the totals column. Also indicate in the comments section that this date was an administrative closure day and that the comp time reflected in the comp time area is one half of the hours actually worked. Total Comp Time Earned The cell at the end of this row, indicates the total number of comp hours earned after the factors of 1.5 and 2.0 have been applied. This cell is read only and will be automatically calculated. Total Hours Accounted For This row contains a sum of the total hours accounted for each day. It is automatically calculated and is read only.
Total Pay Period column This column contains the sum of the hours accounted for in each row. It is automatically calculated and is read only.
Revised: 12/20/2004
For Information Only column This column contains the number of hours of comp time earned after the factors of 1.5 and 2.0 have been applied. It also contains a sum of these hours. This is automatically calculated and is read only. Employee's Signature The employee must sign, in ink, at this location to indicate that the hours listed above are an accurate representation of the pay period. Supervisor's Signature The employee's supervisor must sign this form, in ink. Comments This box is for comments that need to be communicated with the payroll department. For example: if an employee is using bereavement or funeral leave, military leave or jury duty, this should be written in this box, "12/11/2000 12/13/2000 - funeral leave, Father". In these cases, the number of hours of the regular work day should be indicated in the regular hours row for the specified days. FAMILY AND MEDICAL LEAVE ACT Enter the number of leave hours (personal sick, family sick and/or vacation) used each day for an APPROVED leave under the Family and Medical Leave Act. For Copy/Transfer Use Only This row is a copy of the totals found in the "Total Pay Period" column. It is designed to be identical to the corresponding row on the Time Entry Summary Sheet. The totals from this row can be copied and pasted on the Time Entry Summary Sheet. To do this: 1. 2. 3. 4. 5. 6. 7. Highlight the yellow colored cells from "REG HOURS" thru "CTE 2.0". Copy these cells. If not already open, open the Time Entry Summary worksheet. Find the employee's row in the Time Entry Summary worksheet. Position the cursor in the reg hour's cell. Go to Edit >> Paste Special in the menu system. When the Paste Special box is displayed, select "values" and OK.
This will transfer the totals from the Hourly Time Sheet to the Time Entry Summary Sheet. Editing Notes: 1. Do not put spaces or alphabetic characters in blue cells which are used for reporting hours, lump sums, DFT or ACP values. 2. When removing the contents of a cell used either the "Clear Contents" option or the "Delete" key on the keyboard.
Revised: 12/20/2004