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Time Cards

Time cards are official documents. When completing them the following guidelines should be used:
1. Record all hours for which compensation is to be received.

2. Record hours in quarter-hour increments using decimal form rather than fractions (i.e., .25, .50, .75).

3. The employee and supervisor must both approve the time card. Supervisors should not approve a blank or incomplete time card.

4. Submit time cards to the payroll office by the due date specified in the biweekly pay schedule distributed by that department. The payroll manager will send an e-mail message if time cards are due earlier than specified in the schedule.

Completing the Time Card for Full-time Employees whose Normal Hours per Day equal seven and one-half (7.50):

Regular: Record time worked and paid holidays up to your normal hours per day.

O/T Premium: Record time worked over 40 hours per week.

Vacation: Record vacation time taken up to your normal hours per day. Time taken cannot exceed the vacation balance available as specified on the on-line Time Card.

Sick: Record sick time taken up to your normal hours per day. Time taken cannot exceed the sick time balance available as specified on the on-line Time Card.

Personal: Record personal time taken up to your normal hours per day. Time taken cannot exceed the personal time balance available as specified on the on-line Time Card.

Other: Record time off for jury duty, bereavement leave, civic duty, voting, wage continuance for pregnancy and/or delivery and any other time for which pay is to be issued. Identify time on the time card in the drop down window.

Completing the Time Card for Full-time Employees whose Normal Hours per Day equal eight (8.00):

Regular: Record time worked and paid holidays up to your normal hours per day.

O/T Premium: Record time worked over 40 hours per week.

Vacation: Record vacation time taken up to your normal hours per day. Time taken cannot exceed the vacation balance available as specified on the on-line Time Card.

Sick: Record sick time taken up to your normal hours per day. Time taken cannot exceed the sick time balance available as specified on the on-line Time Card.

Personal: Record personal time taken up to your normal hours per day. Time taken cannot exceed the personal time balance available as specified on the on-line Time Card.

Other: Record time off for jury duty, bereavement leave, civic duty, voting, wage continuance for pregnancy and/or delivery and any other time for which pay is to be issued. Identify time on the time card in the drop-down window.

Completing the Time Card for Part-time, Temporary, and On-call Employees:
In the appropriate sections of the time card enter the following information:

  • Print the name of the employee.
  • Print the name of the department.
  • Specify the biweekly pay period.
  • Enter the date worked (i.e., 9/20/99) on the appropriate day of the week (i.e., Sun, Mon, etc.).
  • Enter the total hours worked each day.
  • Summarize total hours worked in the Summary Totals section of the time card.
  • Enter the employee’s hourly rate.
  • Calculate the total amount of pay due and enter in the Summary Total section of the time card.