Office of Human Resources
Monthly Time Sheet
Instructions
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Employee Classification and Work Schedule
In order to properly complete a monthly time sheet, an employee needs to know his
classification and work schedule. Full time employees in all classifications work 35 or
40 hours per week.
The monthly time sheets are broken down per the following three classifications:
1.
Faculty
The Faculty time sheets are for all full time and part time 10 month and 12
month Faculty members.
2.
Classified
Classified time sheets are for all full and part time CWA and IFPTE
employees.
3.
Administrative
Administrative time sheets are for all full time and part time Unclassified
(Non-Unit), AFT Administrators, and Grant Employees.
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Standard Employee Work Schedules
Most employees will work a standard work schedule Monday through Friday. Please note
that there are times when the standard work schedule is not followed such as in
departments that are open 24/7 and during the Summer Energy Leave Schedule.
 Full Time Faculty members work a 35 hour week at 7 hours per day. The standard work
schedule is 8:30 am to 4:30 pm with a 1 hour lunch.
 Full time CWA staff are Classified Employees Most CWA employees work a 35 hour
week at 7 hours per day. The standard work schedule is 8:30 am to 4:30 pm with a 1 hour
lunch. Some CWA employees work a 40 hour week (see the IFPTE information below).
 Full time IFPTE employees are Classified Employees and they work a 40 hour week at 8
hours per day. The standard work schedule is 8:00 am to 4:30 pm with a half-hour lunch.
 Full time Administrative Staff Employees work a 35 hour week at 7 hours per day. The
standard work schedule is 8:30 am to 4:30 pm with a 1 hour lunch.
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Work Schedules for Part time Employees
Part time employees work a proportionate full time equivalent (FTE)
schedule. For example, a part time CWA or part time AFT Faculty employee
who works an FTE of .50 works 17.50 hours per week. The calculation is
17.50 work hours divided by the standard 35 hours per week equals .50. The
actual daily work schedule is determined by the supervisor. Some additional
common FTEs are as follows:
FTE .58 is 20 hours per week
FTE .60 is 21 hours per week
FTE .75 is 26.25 hours per week
FTE .80 is 28 hours per week
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Where can I find my Earned Leave on my Time Sheet?
On each employee’s monthly time sheet, there is a Leave Credited area on the bottom
left hand side. All leave information is in hours. The information includes :
1.
2.
3.
4.
5.
The date that the last time sheet was scanned. It is the date that is on the line
“Available Leave as of .”
Leave hours that were carried over from the prior calendar year.
The current year’s leave allotment that was credited.
Leave hours used during the current year
Leave balance
Please note – Employees who participated in the 2009/2010 mandatory furlough
program may have Paid Leave Bank (PLB) hours in the available balance.
Leave Balances are updated monthly. It is the employee’s responsibility to track their
own leave usage to avoid the overuse of his/her leave allotments. When an employee
overuses his/her leave, it is important that the supervisor submit a docking slip to
Payroll or contact the Office of Human Resources at extension 3306 immediately .
Employees should review the leave balances each month and contact the Office of
Human Resources at extension 2283 if there are discrepancies.
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What Type(s) of leave do I accrue?
Faculty Members
Faculty Members earn Paid Sick Leave only. Faculty members utilizing a sick
day should note a 7 in the sick leave column for the corresponding day and
total the number of sick hours at the bottom of the column.
Faculty Members may use sick leave when they are unable to report to work
due to personal illness, accident or exposure to contagious disease, and/or
for medical appointments when such appointments cannot be scheduled
after working hours. Sick leave may also be used to attend to members of the
immediate family who are ill and/or in instances of death in the employee's
immediate family.
Example
If a faculty member is ill and unable to report to campus to teach his/her
classes for the day, 7 hours of sick leave should be noted on the time sheet. If
the faculty member was able to instruct the morning class but missed the
afternoon class, he/she should note 3.5 hours under the sick column.
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What Type(s) of leave do I accrue cont.’?
Classified Employees
Classified Employees earn paid Sick, Vacation, Administrative, and Energy
Leave.
Sick Leave
Employees may use sick leave when they are unable to report to work due to
personal illness, accident or exposure to contagious disease, and/or for
medical appointments when such appointments cannot be scheduled after
working hours. Sick leave may also be used to attend to members of the
immediate family who are ill and/or in instances of death in the employee's
immediate family.
Vacation Leave
Employees will be granted paid vacation leave upon request and subject to
operational needs.
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What Type(s) of leave do I accrue cont.’
Classified Employees Continued
Administrative Leave (Classified Employees only)
Classified employees earn 3 days of administrative leave per year.
Administrative leave may be used:
•
For emergencies
•
For observance of religious or other days of celebration, but not for
public holidays
•
For personal business
Energy Leave
Most Classified employees who work on Energy Holidays earn Energy Leave time
at a rate of 1.5 times the hours worked. The Energy Leave time is then used at
designated times during the summer and during the winter break. The Police,
Security, and some Power House employees do not earn Energy Leave.
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What Type(s) of leave do I accrue cont.’ ?
Administrative Employees
Administrative Employees earn paid Sick, Vacation and Energy Leave.
Sick Leave
Employees may use sick leave when they are unable to report to work due to
personal illness, accident or exposure to contagious disease, and/or for medical
appointments when such appointments cannot be scheduled after working
hours. Sick leave may also be used to attend to members of the immediate
family who are ill and/or in instances of death in the employee's immediate
family.
Vacation Leave
Employees will be granted paid vacation leave upon request and subject to
operational needs.
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What Type(s) of leave do I accrue cont.’ ?
Administrative Employees Continued
Energy Leave
Administrative employees who work on Energy Holidays earn Energy Leave
time at a rate of 1.5 times the hours worked. The Energy Leave time is then
used at designated times during the summer and during the winter break.
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Holidays
New Year’s Day*
Memorial Day*
Veteran’s Day
Martin Luther King Jr.
Day
Lincoln’s Birthday
Independence Day*
Thanksgiving Day*
Labor Day*
Day after Thanksgiving*
Presidents Day
Columbus Day
Christmas Day*
Good Friday
Election Day
New Year’s Day* (for
following year)
Holidays which appear with an asterisk (*) are days on which classes are recessed and
offices are closed. These holidays are not designated with an H on the monthly time
sheets.
All administrative, academic and operations departments will be open for service during
the remaining holidays. The holidays in which The College remains open are called
Energy Holidays. These holidays are designated with an H on the monthly time sheets.
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How to Complete the Monthly Time Sheet when there are Energy Holidays
Full Time Employees
 Classified and Administrative employees who work on Energy Holidays earn Energy
Leave time at a rate of 1.5 times the hours worked. The Energy Leave time is then
used at designated times during the summer and during the winter break.
 If an employee works 7 hours on an Energy Holiday, he/she will earn 10.5 hours of
Energy Leave. If an employee works 8 hours on an Energy Holiday, he/she will earn
12 hours of Energy Leave. If you worked on an Energy Holiday, you do not need to
mark anything on your monthly time sheet.
 If a full time employee calls out sick or requests a vacation day or other paid leave on
the Energy Holiday, he/she will be paid holiday pay and he/she will not use sick,
vacation, or admin. leave on the Energy Holiday. On the monthly time sheet, the
employee should note the hours not worked next to the H in the energy holiday
column and bubble in the bottom of the Energy Holiday column. Leave time is not
shown as used in the sick, vacation, or admin. column since the Holiday was used.
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How to Complete the Monthly Time Sheet when there are Energy Holidays
Part Time Employees
If you are a part time employee and you worked on the Energy Holiday, the
number of hours worked must be noted next to the H in the Energy Holiday
Column – do not bubble in the bottom in this column. The energy leave is
calculated manually for part time employees.
If you are a part time employee and you did not work on the Energy Holiday,
note that you did not work next to the H in the Energy Holiday Column –
do not bubble in the bottom in this column.
If you are a part time employee and you are not scheduled to work, note “not
scheduled” next to the H in the Energy Holiday Column – do not bubble in
the bottom in this column.
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How to Complete the Monthly Time Reports
At the end of each month, all full time and part time employees will receive a
monthly time report which will be scanned on the 15th of the next month.
The administrative assistant in each department distributes and collects the
time sheets. Complete the monthly time report as follows:
1. Record the number of hours of leave used on the appropriate date of the
month. Leave the columns blank if you did not use any leave.
2. Total the hours of leave used at the bottom of the time sheet in the sick
leave column, vacation leave column, administrative leave column etc. Be
sure to double check the addition and bubble in the information in the
correct number columns. Please note that there are 2 decimal points, i.e., 4
should be 4.00.
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How to Complete the Monthly Time Reports Cont’
3. The employee and supervisor will then sign the time sheet. The supervisor
should review the time sheet to ensure that it is accurately completed. If the
employee has overused his/her leave, the supervisor is responsible for
submitting a docking slip to Payroll or he/she should contact the Office of
Human Resources at extension 3306 .
4. The time sheet is then returned to the Office of Human Resources by the
due date as listed on the Human Resources’ Web Site.
5. If the employee is not available because he/she is on Sabbatical, Medical
Leave, Family Leave, or Personal Leave, the supervisor should note this
information on the employee’s signature line and then sign the supervisor’s
signature line.
Example Time Sheets follow:
15
Faculty Example – No Leave Used
16
Faculty Example – Sick Leave Used
17
Faculty Example – Employee on Partial Leave
18
Classified Employee – Energy Holidays Worked, Admin Leave Used
19
Classified Employee at 40 hours/week – Energy Holiday Not Worked, Energy Holiday
Worked, Various Types of Leave Used
20
Administrative Employee at 35 Hours/Week – Energy Holiday Worked, 2 Hours
Vacation Taken on an Energy Holiday (Corrected)
21
Proportionate Employee
22
Classified Employee at 40 Hours/Week – Energy Fridays Noted in June
23
Classified Employee at 40 Hours/Week – Vacation Taken During the Summer
Extended Work Days.
24
Administrative Employee at 35 Hours/Week – Energy Fridays Noted in June
25
Administrative Employee at 35 Hours/Week – Vacation Taken During the
Summer Extended Work Days.
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For More Information
Call the Office of Human Resources:
Floss Johnson , Benefits Administrator, at (609)771-3306
Melisa Velez , Personnel Aide, at (609)771-2283
or
Visit the Human Resources’ webpage at
http://www.tcnj.edu/~hr/benefits/index.html
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