Library Guidelines for Timesheet Completion: Classified and Non-Exempt Staff
GENERAL
Timesheets constitute important documentation of hours worked and grounds for payment by the State. As such, timesheets must accurately represent hours worked, leave taken, etc. The signatures of employee and supervisor on the completed timesheet constitute verification that the hours reported are accurate and complete.
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Timesheets must be completed and signed in ink without use of correction fluid ("white-out"). Because of emergencies, sick or annual leaves, etc., hours actually worked will diverge sometimes from established work schedules. Therefore, time worked and leave taken should be recorded day-by-day on the timesheets. Corrections to hours recorded on the timesheet must be held to a minimum and neatly made by strike-over and initialed by the employee.
On timesheets, record time Time in hours and minutes, not hours and fractions or decimals.
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Time In 8:30 -
11:00
Time Out 1:30 -
5:30
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Hours Worked 6:3050 (**Only Total should be in Decimals)
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Leave Taken 1:3050
When in doubt, staff should consult their supervisor and clarify any complexities with a note in the Comments section of the timesheet.
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Approved compensatory time will be accrued in 15 minute increments and must be credited at straight rate for hours up to 40 hours total worked in a week and at time-and-one-half for hours worked in excess of 40 hours in a week as stipulated by the UMS Personnel Policies and Rules for Classified Employees and the federal Fair Labor Standards Act. Hours of comp time must be clearly shown as worked in Section I of the timesheet. Furthermore, in the space designated on the timesheet for "Comments," the employee must clearly note the amount of approved comp time earned, for example "3 hours comp time earned 2/19." Hours of comp time approved and earned earlier which are then taken as paid leave must be requested using a leave request form and then shown as taken on the timesheet in the blocks provided for "other leave taken" (coded type 20 for comp time paid leavecode: CMU).
Earnings and use of approved comp time will be tracked by Library administrative staff.
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Leave taken is reported in hours and minutes for the relevant date on the lower half of the timesheet, entered in its appropriate row/category and coded if necessary (for example: familial sick leave code 05: SKF, leave without pay code 01: LWP, or holiday leave code 18: HOL).
Note that staff employed through non-permanent (temporary or if-and-when-needed) appointment are not eligible for paid leave and should not enter any hours in the "leave taken" section of the timesheet.
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guidelines revised 4/17/91, 7/29/92, 8/7/12