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Excel Times Record document sample
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INSTRUCTIONS FOR EXCEL AOC-A-124
WELCOME: This is an Excel version of the AOC-A-124, Temporary Employee Work Time Record. It contains several
worksheets. If you follow the directions below, the worksheets will automatically calculate and enter for you the total hours
and minutes worked for each day and the week's total. Cells containing formulas are shaded YELLOW. In order for them to
calculate properly you must enter data in the other cells exactly as shown below and DO NOT DELETE OR CHANGE
THE FORMULAS IN THE YELLOW CELLS.
STEPS
IMPORTANT!!! Save this Excel file to a folder on your computer; go to File, then Save as.
Until you are familiar with the worksheets, we recommend printing and reading the first 3 worksheets (1) Excel Instructions; (2) Manual
Instructions (3) Master All three are PROTECTED so that you can not delete information. Then open the Timerecord. To open a
worksheet, left click the cursor on the worksheet tab located at the bottom of the screen, between the arrows.
2 Name of Employee: Go to CELL A-H5 and enter or verify your name.
3 Month: Go to CELL I-K5 and enter or verify the pay period (Example: for April and May enter 4 and 5).
4 Year: Go to CELL M5 and enter or verify Year.
5 Go to SECTION I
11 Date: Enter the dates by the corresponding day in CELLS B12 - B50.
Work Start Time: Go to CELLS C12 - C50, to enter the actual time you begin work each day, not the time you arrive at
15 work. NOTE: you must enter AM or PM as appropriate with a space after the time. Example enter 8:00 AM
Lunch Time Out: Go to CELLS D12 - D50, to enter the actual time you stop work for lunch each day. NOTE: you must
16 enter AM or PM as appropriate with a space after the time. Example enter noon as 12:00 PM.
Lunch Time In: Go to CELLS E12 - E50, to enter the actual time you begin work after lunch. NOTE: you must enter AM
17 or PM as appropriate with a space after the time. Example enter 1:00 PM.
Work Stop Time: Go to CELLS F12 - F50, to enter the actual time you stop work, not the time you leave. NOTE: you must
18 enter AM or PM as appropriate with a space after the time. Example enter 5:00 PM.
Total Hrs. Worked: VERIFY amounts in CELLS G12 - G50, the worksheet automatically calculates and enters the total
19 hours worked for each day. The "Week's Total And Supervisory Approved:" row shows the total hours worked in the week.
Regular Hrs:Mins. - If the "Total Hrs. Worked" for the week is 40 or less, enter the total in the column labeled "Regular
20 Hrs:Mins." on the same row.
Overtime Hrs:Mins. - If the "Total Hrs. Worked" for the week is more than 40 hours, enter 40:00 in the "Regular Hrs:Mins."
column, and the amount over 40 hours in the column labeled "Overtime Hrs:Mins." NOTE: The amount under "Regular
Hrs:Mins." when added to the amount under "Overtime Hrs:Mins." should equal the amount under "Total Hrs.
21 Worked".
TOTAL PAY PERIOD HOURS:MIN. Worked - VERIFY the amounts in this row shown under columns "Total Hours
21 Worked", "Regular Hrs/Min" and "Overtime Hrs/Min".
22 Remarks: Go to CELLS K12 - M50, to enter remarks (Example - worked on a holiday)
23 Date: VERIFY date in CELL A59 (to the left of Signature of Employee), the worksheet automatically enters the date.
24 REVIEW the form carefully.
25 PRINT COPY
26 Signature of Employee: Sign your name.
27 Signature of Supervisor: Give to your supervisor to sign and date.
Next Pay Period
28 Open the worksheet for the next pay period and repeat Steps 1 - 27.
Troubleshooting
#VALUE! - You may have entered TEXT data in a cell formatted for TIME. Check the cells you entered time in to make
sure you used the correct time format (e.g. Enter eight o'clock as 8:00 AM; if you enter 8;00 AM the program will think it is
29 text rather than time.
AOC-HR/4f536c0e-0442-4215-80a8-1f72b3697dd1.xls/Excel Instructions Page 1 of 9
INSTRUCTIONS FOR EXCEL AOC-A-124
Huge numbers - If you entered a number and the time shown is 24 times higher (e.g. you entered 8 for eight hours and the
30 time shown is 192:00, the program thinks 8 = 8 days and converts it to 192 hours (8 X 24 = 192). Enter eight hours as 8:00.
#######- This occurs when (1) the column is too narrow; (2) a formula is deleted or changed; (3) data was entered in the
31 wrong format.
Accidently Deleted Formula? - Open spreadsheet labeled "Sample", then go to the cell where the formula was deleted or
32 changed, copy the formula, return to the worksheet with the deleted formula and paste.
33 Total Hours Worked is Wrong - Make sure the AM or PM in columns C - F is correct
Page is Too Big to print on one page - Go to File, then to Page Setup, then to Margins, set all margins to "0"; If it is still too
big, reduce the width of column M; if it is still too big; Go to File, then to Page Setup, then to Page, adjust the scaling to 98%
34 or a lesser %.
35 Need Help? Call Margaret Wiggins at 919-571-4772 or E-mail at Margaret.B.Wiggins@nccourts.org
AOC-HR/4f536c0e-0442-4215-80a8-1f72b3697dd1.xls/Excel Instructions Page 2 of 9
INSTRUCTIONS FOR COMPLETING THE TEMPORARY EMPLOYEE WORK TIME RECORD
The original of this form must be received by the AOC-Payroll office no later than the 15th day of the month. The form should
show hours worked between the 15th day of one month to the 14th day of the next. Payment will be issued on the last workday
of the month. When an employee works overtime during a workweek that is split between two pay periods the overtime should
be reported on the Temporary Employee Work Time Record for the new pay period.
Mail To: Administrative Office of the Courts, Attention: Payroll Office, Courier Box 56-10-50, Raleigh, NC, or if
courier is not available, mail to PO Box 2448, Raleigh, NC 27602.
All temporary employees must complete this form. All temporary employees are subject to the overtime provisions of the Fair
Labor Standards Act (FLSA) . Employees who work in excess of 40 hours in a work week must be compensated for overtime.
You must obtain prior approval for this overtime from your supervisor. The supervisor must obtain prior approval from the
AOC Human Resources Division.
If you are completing this form using Excel, please following the instructions on the worksheet labeled "Excel Instructions". If
you are printing this form and completing it manually follow the instructions below:
MANUAL INSTRUCTIONS:
Print you full name, social security number, position number, department or office, country or district, month and year.
The time records should follow the dates of the pay cycle for temporary employees which begins day 15 of one month
through day 14 of the following month. Record the date in the column to the right of each day of the month beginning with
day 15.
RECORDING TIME:
Work Start Time - Enter the time you actually began work, even if it is not your scheduled arrival time. If you began work
at eight thirty in the morning, enter 8:30.
Lunch (Out/In) - Enter the actual time you stopped work for lunch and the actual time you resumed work, even if this is
different from your scheduled lunch time.
Work Stop Time - Enter the actual time you stopped working at the end of the day, even if it is different from your schedule
time.
Total Hrs:Min. Worked - Calculate the total number of actual hours and minutes worked for the day. Report in hours and
minutes. For example : If you began work at 8:00 AM and left for lunch at 12:00 PM, then returned from lunch at 1:15 PM
and stopped work at 5:00 PM, the total hours worked for the day is 7 hours and 45 minutes. This should be entered as 7:45.
Regular and Overtime Hours:Min - At the end of each week, total all actual hours and minutes worked each day for the
week. If the total hours worked for the week is 40 or less, enter the total in the row labeled "Week's Total and Supervisor's
Approved:", under the column labeled "Regular Hrs:Mins.". If the total is more than 40 hours for the week , enter 40:00 in
the "Regular Hrs:Mins." column, and the amount over 40 hours in the column labeled "Overtime Hrs:Mins"
Total Pay Period Hours:Min. Worked - At the end of the pay period total all hours and minutes worked during the pay
period and enter the results in row labeled "TOTAL PAY PERIOD HOURS:MIN. WORKED under the columns labeled
"Total Hrs. Worked", "Regular Hrs:Mins." and "Overtime Hrs:Mins. NOTE: The amount under "Regular Hrs:Mins."
when added to the amount under "Overtime Hrs:Mins" should equal the amount under "Total Hrs. Worked".
Holiday - Temporary employees are only paid for holidays when actually worked. You must obtain prior approval from your
supervisor. The supervisor must obtain prior approval from AOC Human Resources.
Employee Signature - The employee is responsible for certifying that the Temporary employee Work Time Records is a true
and accurate record of hours worked.
Supervisor's Signature - The supervisor is responsible for reviewing and approving this Temporary Employee Work Time
Record. This approval is required prior to payment by the AOC Financial Services Division. Payroll checks will not be
issued without this signature.
The hiring authority is responsible for maintaining the duplicate copy of the Temporary Employee Work Time Record for
three years, for FLSA purposes.
State of North Carolina TEMPORARY EMPLOYEE
Judicial Branch of Government WORK TIME RECORD
INSTRUCTIONS: See Excel Instructions DISTRIBUTION: Original-Timekeeper
Name Of Employee Social Security No. Position No.
Department/Office County/District Pay Period
Master to
Work Start Lunch Work Stop Total Hrs. Recap of Actual Hours:
Time Out In Time Worked Minutes Worked
EXAMPLE Regular Overtime
Day Date 8:00 AM 12:00 PM 1:00 PM 5:00 PM 8:00 Hrs:Mins. Hrs:Mins. Remarks
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
TOTAL PAY PERIOD HOURS:MIN. Worked 0:00 0:00 0:00
FLSA COMPLIANCE CERTIFICATION: We certify that this time record is correct and that arrangements have been made for overtime pay for any hours worked by the
employee in excess of 40 hours per week.
FLSA COMPLIANCE CERTIFICATION: We certify that this time record is correct and that arrangements have been made for overtime pay for any hours worked by the
employee in excess of 40 hours per week.
Date Signature Of Employee Date Signature Of Supervisor
2/3/2011
FOR AOC CONTROLLER'S TOTAL ACTUAL HOURS PAID
OFFICE USE ONLY Regular Overtime Holiday
By 0:00 0:00 x 1.5 = 0:00 0
PLOYEE
CORD
Position No.
Pay Period Year
Remarks
vertime pay for any hours worked by the
vertime pay for any hours worked by the
r
Holiday
x.5 = 0
State of North Carolina TEMPORARY EMPLOYEE
Judicial Branch of Government WORK TIME RECORD
INSTRUCTIONS: See Excel Instructions DISTRIBUTION: Original-Timekeeper
Name Of Employee Social Security No. Position No.
Department/Office County/District Pay Period Year
to
Work Start Lunch Work Stop Total Hrs. Recap of Actual Hours:
Time Out In Time Worked Minutes Worked
EXAMPLE Regular Overtime
Day Date 8:00 AM 12:00 PM 1:00 PM 5:00 PM 8:00 Hrs:Mins. Hrs:Mins. Remarks
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
Mon 0:00
Tue 0:00
Wed 0:00
Thu 0:00
Fri 0:00
Sat 0:00
Sun 0:00
Week's Total And Supervisor's Approved: 0:00
TOTAL PAY PERIOD HOURS:MIN. Worked 0:00 0:00 0:00
FLSA COMPLIANCE CERTIFICATION: We certify that this time record is correct and that arrangements have been made for overtime pay for any hours worked by the
employee in excess of 40 hours per week.
Date Signature Of Employee Date Signature Of Supervisor
2/3/2011
FOR AOC CONTROLLER'S TOTAL ACTUAL HOURS PAID
OFFICE USE ONLY Regular Overtime Holiday
By 0:00 0:00 x 1.5 = 0:00 0 x.5 = 0
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