TIME CARD PROCEDURES

TIME CARD PROCEDURES

Welcome to our Payroll Procedures Manual. It was developed to help you fill out your time card correctly so the Payroll Office can easily verify and record your hours worked in a timely manner. If something is not clear, or you have additional questions, please call the Payroll Office at 457-2741 or come talk to us. We are located at the Fort Omaha Campus, Building 30, Business Office.

TIME CARD PREPARATION

The time card contains three sections: header, hours distribution and signatures. Each section must be completed to ensure that payment is processed accurately and timely. Care must be taken to complete each section to ensure that all compensation for hours worked, annual or sick leave, or other time off is properly recorded. The Metro work week begins on Saturday at 12:01 a.m. and ends on Friday at 12:00 a.m. (midnight).

MCC TIME CARD

NAME _________A_______________________I.D. NO. ______________B_____________ COST CENTER NO. ______C_____________

S.S. NO. _______________D________________ PERIOD BEGINNING: E ENDING: F

G DATE

PAYROLL USE ONLY

Hours Worked

Annual Leave Hours

Sick Leave Hours

Compensatory Time-Off Taken

Absent Without Pay

Holiday

EMS/Other:________________

Call-in

Inclement Weather x1

Inclement Weather x2

Overtime Hours

Compensatory Time Accrued

P-176

SUPERVISOR SIGNATURE V EMPLOYEE SIGNATURE W DD02-25192-1F3

The Header information (A thru G) is required to identify the employee and the period of compensation. All fields must be accurately completed.

A—Enter your full name.
B—Enter your ID number. This can consists of three to six digits and is your identification given to you by the college.

C—Enter the cost center where you have performed the work. If you work for two or more different cost centers you must prepare a time card for each cost center. If you are not aware of your cost center then consult with your supervisor.
D—Enter your social security number. This is used as a second measure of identification.
E & F—Enter the beginning and ending date for the period being worked. The period worked is either the first period of the month from the 1^st through the 15^th or the last period of the month from the 16^th until the end of the month (30^th or 31^st).
G—Enter the days of the month that pertain to the period being worked.

The Hours Worked (H thru U) section is where you record the hours you worked during the current payroll period. There are several classifications of hours that can be tracked, accounted for, and paid during the period. Sections EMS, Q, R, & S are for the facilities and maintenance union employees only.

H—Enter all hours actually worked. Even if you have earned some form of overtime the total hours worked for the day must be entered. Enter all the actual hours worked for the day. Do not carry hours forward and or backward from other days worked. Do not include annual leave or sick leave hours here.
J & K—Enter the hours for annual or sick leave taken and approved with the Absence and Leave Request Form. The form can be sent to Payroll prior to your leave or can be attached to the time card. You may not take more hours than you have earned. Verify the hours available on your check stub or call Payroll at 457-2740/2741. Please be sure the dates leave is taken match the dates on your Absence & Leave Form.
L—Enter hours taken as Compensatory Time Off. These hours must be approved on the Absence and Leave Request Form. These hours cannot exceed what you have earned. Verify the hours available on your check stub or call Payroll at 457-2740/2741.
M—Enter the total number of hours that you were not at work to total the week to 40 hours for the week. These will be hours that cannot be compensated by any type of leave as it has been used up.
N—Enter the hours you have earned for an approved holiday. If you have worked on the holiday enter your hours on the hours worked line (H) in addition to the holiday hours.
P—This covers all other leaves from work. These hours include bereavement, jury duty and election duty. The Energy Management System (EMS) pertains to our union facilities and maintenance employees only and is a union contract issue.
Q, R & S—These are special types of overtime coverage for the facilities and maintenance union employees. These types were added to cover overtime coverage unique to their areas. These are verified & checked by the facilities staff before being forwarded to payroll. These are paid overtime rates for union employees only.
T—Enter the hours in excess of 40 hours that will qualify for overtime pay. Still record total hours worked for each day in Section A and any of those hours that qualify for overtime should be entered here. Once you qualify for overtime by working 40 hours, be sure to include the overtime hours as part of your hours worked on Line H and also include them here on Line T. Enter the hours for each day as appropriate.
U—Compensatory time that is earned in lieu of overtime and approved by your supervisor is entered here. This time is maintained by Payroll and verified when requested. Total hours earned may be found on your check stub.

The signature section (V & W) contains the approval signatures that notify Payroll that the hours worked have been accurately reflected and approved by your immediate supervisor. The time card must be signed by both the employee and the supervisor before Payroll can begin processing for payment.

W—This is where you sign the timecard. Your signature verifies the accuracy of the information presented on the time card.
V—This is where your supervisor signs the time card approving that payment can be made based on the information presented.

The area on the far right hand side of the time card is for payroll use only. No entries should be made in this area.

When the appropriate signatures are obtained the immediate supervisor should forward the time card(s) and Absence and Leave Form(s), as appropriate, pursuant to the processing deadline to Payroll, FOC #30. The deadline can also be found on the e-mail system, Public Folders, Payroll.

Some of the most frequent errors which slows the processing time includes:

Signatures for either the employee, supervisor or both are missing. The card must be signed by both and if either signature is missing it will be sent back.
Hours worked not recorded. The Payroll Office cannot determine or guess as to the number of hours you worked. Even though the hours per week must total 40 for regular full-time employees, Payroll has no idea what the hours represent if not properly recorded. Each employee must fill in the hours accurately.
Overtime hours cannot be indicated if the hours worked for the entire week are not entered. Do not leave a day blank and then fill in overtime hours. Some type of entry must be filled in sections H thru M for every workday during the payroll period. If the total hours worked, annual leave, sick leave, compensatory time-off and absent without pay do not total to 40 hours then there should be no entry for overtime.
Annual leave and sick leave hours from the Absence and Leave Form (ALF) do not match the hours or days requested on the time card. It is imperative the hours requested on the ALF match what is shown on the timecard. If there is no match, the timecard and a copy of the ALF will be returned to the employee for correction.
Hours for annual leave and sick leave exceed the balance of hours available. It is the responsibility of the employee to verify the outstanding balance of hours available for annual leave or sick leave before filling out the Absence and Leave Form. This information is found on the employee’s check stub or remittance advice or the employee can call the Payroll Office at 457-2741.

The following pages include examples of time cards with the various hours that can occur during the normal work period.