SFA Home / Policies

Time Sheets (E-52N)

Original Implementation: Unpublished
Last Revision: April 13, 2006

Official time records are to be maintained for all semi-monthly employees and for monthly classified employees. The work week begins at 12:01 a.m. on Saturday and ends at 12 midnight on Friday. Time should be recorded in hours and minutes. Divide the number of minutes worked by 60 to calculate the correct time to report (i.e. 15 min/60 = .25). INK must be used when filling in and signing the time sheet. Corrections should be made by drawing a line through the mistake, writing the correct information above, below or to the side and must be initialed by the department head or his designee. Whiteout or correction tape should not be used on a time sheet or report. Any fraudulent time sheet turned in could result in disciplinary action. The words "time sheet" and "time report" are used interchangeably for purposes of this policy.

Semi-monthly Employees

Semi-monthly employees include hourly employees and student employees (work-study and student assistants). Student employees are limited to 20 hours per week on all of their SFA jobs combined.

Prior to the beginning of each pay period, Payroll Services will send the department computer generated time reports for recording time. The hours are to be indicated on a daily basis and must indicate what type of time has been earned/taken. Students and Casual Employees will only have hours worked.

Benefits-Eligible Employees will have time earned in regular hours worked, compensatory time earned, and/or overtime earned. Time taken is vacation leave, sick leave, holiday leave and/or compensatory time taken. The employee must sign his own time report. The department head or his assigned designee must review the time report for accuracy and sign the time report. Signature stamps are not acceptable on time sheets. If the department head will be unavailable to sign the time sheet, the authorized designee must be on the "Authorization to Sign" form (available from Payroll Services) and then sign their own name. The signatures certify that the time report correctly reflects all time worked and absences for the pay period indicated. The time report must be returned to Payroll Services in the Controller's Office in the Austin Building by the deadline indicated on the preprinted time report. A copy must be maintained in the departmental office in accordance with the retention schedule.

Monthly Employees

Salaried classified employees must maintain daily a "Monthly Time Record" as per the instructions provided below. The time record must be maintained in the departmental office and must be current and available for review upon request from Payroll Services, the departmental supervisor, and state or internal auditors.

Time Sheet Instructions

Items 1-9 are self explanatory

Item No. 10 of current time record should be the same as Item No. 15 of immediate past time record or "0" for a new employee.

  1. Item 11

    1. Item 11a of current time record should be the same as item 16 a of immediate past time record or "0" for a new employee.

    2. Item 11b of current time record should be the same as Item 16b of immediate past time record or "0" for a new employee.

  2. Item12

    1. Item 12a: Record of daily time. Begin on the day the time record starts. (If the first falls on Wednesday, leave Monday & Tuesday of the first week blank.) Time other than actually worked hours should be shown as follows:

      1. SL - Sick Leave

      2. VL - Vacation Leave

      3. HL - Holiday Leave

      4. EL - Emergency Leave

      5. CT - Compensatory Time

      6. JD - Jury Duty

      Example: An employee worked 4 hours and took 4 hours vacation, time should be shown 4/4VL.

    2. Item 12b: Total hours for each week

    3. Item 12c: Total actual worked hours over 40 for each week. Add Item 10 to 1st week's total. Example: 12b = 44 (all 44 were worked); 4 should appear in Item 12c.

    4. Item 12d: Total non-worked hours over 40 for each week including paid leave time. Add Item 10 to first week total. Example: 12b = 48; Monday was a holiday, but employee worked 40 hours - 8 hours should appear in d.

  1. Summary

    1. Paid time

      1. Paid straight time, excluding overtime and other leave, is the hours an employee actually worked that is not overtime (OT) and the employee received pay.

      2. Emergency leave (EL), approved on a personnel action request form.

      3. Time served on jury duty approved on a personnel action request form.

      4. Paid holiday time

      5. Totals a(1) through a(4)

    2. Overtime

      3. Overtime hours are all hours worked over 40 hours in the work week. Overtime can be paid or "banked" for compensatory time at the rate of 1.5 times each hour of overtime worked. "Banked" overtime hours can be accumulated and used during the twelve month period following the end of the work week in which overtime occurred. The balance may not exceed 240 hours. In the case an employee terminates or exceeds his/her limit, compensation is to be paid at the employee's regular rate.

    3. Vacation (VL) taken.

    4. Sick leave (SL) taken

    5. CT taken - compensatory time taken.

    6. "Equivalent" time is straight time accumulated from non-worked hours over 40. "Equivalent" compensatory time has to be taken within twelve months from the end of the work week in which it occurred. A worked holiday, sick leave, or vacation leave are examples of equivalent time.

  2. If last week of a month is less than a normal week, show total of partial week. This is to be carried forward to next time record (Item #10).

  3. Item 16

    1. Total should be carried forward to next time record (Item #11a).

    2. Total should be carried forward to next time record (Item #11b).

Source of Authority: Vice President for Finance and Administration

Cross Reference: None

Contact for Revision: Controller

Forms: Semi-Monthly Time Record, Monthly Time Record (both available in University Printing Services)