Directions for the New Electronic Timesheet

The Computer Science & Engineering Department will be using a new electronic timesheet. The timesheet is an Excel document that can be downloaded from the cs forms page and saved in the user's home directory. It needs to be filled out, printed, signed in pen, and turned in to their supervisor. The supervisor will verify hours, sign, and turn in the timesheet to the department payroll area.

We are on a bi-weekly payroll with our pay days every other Wednesday. Timesheets must be turned in by the supervisor by the due date. If a timesheet is turned in late and misses the deadline, the hours will be paid on the next payperiod. Note any items corrected/changed must be initialed by the supervisor. If any timesheet is not complete, or signed in pencil, the timesheet will be returned to the employee for corrections.

Pay Checks:

Paper checks: (printed version) must be picked up at our front desk, 4-192 EE/CSci Bldg on pay days.
Direct deposit: to view your statement visit the Office of Human Resources Employee Self-Service page. On that page do the following:

1. Click on direct deposit link
2. Login using your x.500 username and password
3. Click on the "View Pay Statement" link
4. Click on the link for the pay period you would like to access

Military Time Conversion Tables

The timesheet has to be filled out using military time. The following tables have tables have been provided to assist in the conversion.

Timesheet Instructions

1. Download the timesheet (xls) and save it to your home directory or your Y:drive. Please note: the form does not work accurately on solaris or linux, yet.
2. Open the timesheet using Microsoft Excel on a PC running windows, it should look like this timesheet image. You might get a warning message about disabled macros, if this occurs just click the OK button.
3. Set the Pay Period Beginning Date.
   • Click on the Pay Period Beginning Date. A black triangle appears to the right of the date, click on the arrow to view the dates. When you find the date you want, click on it once with the left mouse button. You will notice that the Pay Period End Date as well as the dates below are set automatically. If you see a LATE message printed at the top of the form and your timesheet is not late, please choose the correct beginging pay period date.
4. Fill out your Name, Employee ID, Job Title, Project Name and check the appropriate boxes for UROP and Student.
   • Hitting the tab key will bring you to the next available form field, however you may use your mouse as well.
5. Fill out the hours that you've worked during the pay period using the rules listed below.
   
   Rules
   
   
   • When you enter the "In and Out" times, you need to use military time in the format HH:MM.
   • Make sure you have an "Out" time for every "In" time. There are 2 extra "In Out" columns for each work day to track times when you leave and come back later in the day.
   • The total hours for the day, week and pay period will be calculated by the form and cannot be changed.
     The formula used for the daily total is as follows:
     
     • For each time given, convert the time in minutes to decimal format. See the tenths of an hour breakdown chart above.
     • Take the (Out time - In time) for each column in the row.
     • Add the hours and put the total in the total column for that day
       • The hours in the "Total" column for week 1 will be added together and stored in the Week 1 hours field.
       • The hours in the "Total" column for week 2 will be added together and stored in the Week 2 hours field.
       • The Week 1 hours will be added to the Week 2 hours field and stored in the "Total Hours Worked for Pay Period" field.
6. When you've filled out the form, print it, sign it in pen, and turn it in to your supervisor.

Please remember to sign your timesheet in pen!