A VHCC Time Record for Classified Staff is available on the Z:\ drive in the Z:\DOCS folder. The name of the spreadsheet is “Classified Staff Time Record”. It is a “read-only” document; you may complete the spreadsheet and print it. However, if you wish to save your changes, you must save the document to your computer.
Input is restricted to certain fields on the spreadsheet. Below are instructions for each of the accessible fields. Instructions for each numbered area are provided below the image:
- Name: Enter your last name, first name, middle initial.
- Employee Number OR Social Security Number: Enter either your employee number or only the last 4 digits of your social security number in the appropriate space. If you have health insurance through VHCC, your employee number is the number on your health insurance card with two zeroes in front of it. If you do not have health insurance through VHCC, you can get your employee number from the Payroll Office at extension 2520 or 2530.
- Week Ending Date: Entry of “M/D” will result in date being entered in proper MM/DD/YY format. Example: entry of “10/30” will result in “10/30/08”. The dates for each day of the week will then be automatically filled in.
- Times “in” and “out” are recorded in this area. Hours must be entered in 24-hour format. (Example: 4:30 p.m. is entered as “16” in the hours space and “30” in the minutes space – “16:30”) In this example, the employee worked a regular 40-hour week, 8 hours each day, 8:30 a.m. – 5:00 p.m. with a 30-minute lunch break from 12:00 – 12:30. Total hours worked each day are automatically calculated in tenths of an hour.
- Compensatory hours earned are recorded in this area (more about this in a later example).
- Other Hours (hours not worked) are recorded in this area. These are holiday, sick leave, family & personal leave, annual leave, compensatory leave taken, and other (such as hours the college may be closed for inclement weather).
- Other Hours codes are recorded in this area. These are as follows:
H = holiday pay S = sick leave FP = family & personal leave A = annual leave CT = compensatory leave taken O = Other (PLEASE NOTE: this is a capital alpha “O”, not a zero).
- This area is used to specify what type of “Other” hours were taken (example: snow schedule).
- Employee's department
- Supervisor’s department.
In the example below, the employee:
- Took 8 hours of family & personal leave on Friday, February 10;
- Was on snow schedule on Monday, February 13 (see “College Schedule Changes”); and
- Had to leave at 2:00 p.m. on Wednesday, February 15 for a doctor appointment.
The employee has previously submitted a “VHCC Application for Leave of Absence” to his/her supervisor requesting permission to use 8 hours of Family & Personal leave on Friday, February 10 and has received approval. The 8 hours of leave used are entered in the “OTHER HOURS (Not Worked)” column (yellow arrow in example below). You will notice that there are two spaces in the “OTHER HOURS” column for each day. There are occasions on which you might use more than one kind of leave in the same day. When you enter hours in the “OTHER HOURS” column, you will notice that a warning appears in the areas indicated by the blue arrows reminding you that an “Other Hours” code must be entered.
When the “Other Hours” code is entered (yellow arrow below), the warning messages disappear (blue arrows).
You will also notice that the hours have automatically been entered into the summary area in the appropriate category (yellow arrow below).
Now the hours worked on Monday are entered.
Since the employee came in two hours late (snow schedule), the 2 hours are entered in the “OTHER HOURS” column with an “O” (alpha) in the “other hours code” area. As you can see, the 2 hours have been automatically entered in the “Other” area of the Summary area (yellow arrow).
You must then specify the type of “Other” hours by typing “snow schedule” in the area provided for specification (yellow arrow).
Hours worked on Tuesday and Wednesday are entered.
Since the employee left at 2:00 p.m. for a doctor appointment (and had previously submitted a leave form to his/her supervisor for approval), the 3 hours of sick leave are posted in the “OTHER HOURS” column with the appropriate “other hours code” (yellow arrow) The sick leave hours are automatically entered in the Summary area (blue arrow).
Hours worked on Thursday are entered. You will see that totals for the week have been automatically calculated (yellow arrows).
The employee’s department name and supervisor's department name are entered (yellow arrows).
The employee then prints the time sheet, dates and signs the form in the areas designated by yellow arrows below and submits the sheet to his/her supervisor for review and signature.
Now, let's suppose that the following week, the employee works 2 hours longer than his/her normal schedule in order to meet a deadline. First, the overtime must be approved in advance by completing the "Overtime Request Form" available in the Z:\DOCS folder. Once the overtime request has been approved and the time worked, the hours worked are entered on the employee's time card. In this example, the employee worked 2 hours overtime on Wednesday, February 22, leaving at 7:00 p.m. instead of 5:00 p.m. (yellow arrow). The 2 hours of leave earned for the overtime is recorded in the "(#CE)" area of the "Hours Worked" column (green arrow). A "Compensatory Time Earned" form must also be completed and submitted for these hours. You will also notice that the holiday on February 20 has been properly recorded in the "OTHER HOURS" column with the appropriate "other hours code".
If you have any questions regarding the use of this form, please contact Dava Sweeney by e-mail at email@example.com or by phone at extension 2520.