Instructions for the Completion of the

VHCC BI-WEEKLY TIME RECORD CARD - HOURLY EMPLOYEES

Time cards must be completed in either black or blue ink. No correction fluid may be used. If it is necessary to make a correction on the time card, please neatly draw a line through the erroneous entry and write the correct information above the error. The employee's supervisor must initial all corrections.

Hourly time cards must be submitted to  the Payroll Office (Room 106, Administration Building) no later than 12:00 noon on the Monday following the end of the pay period. If the deadline needs to be earlier because of special circumstances (holidays, etc.), the supervisors of hourly employees will be notified via e-mail. It is the supervisor's responsibility to see that the cards are calculated accurately and have been completed properly. It is also the supervisor's responsibility to see that all hourly time cards are submitted to the Payroll Office by the appropriate deadline.

Items to be completed are referenced by number on this example (you may click each area to go to references):

1. Last name, First name, Middle initial
2. Social security number
3. Last day of the pay period. NOTE: This date will always be the Thursday of Week 2, even if the employee did not work on that date.
4. Dates (format MM/DD) of each working day within Week 1 of the two-week period recorded on this time card.
5. Times "in" and "out" recorded for each day worked during Week 1. Please remember that no hourly employee is allowed to work more than 6 hours without taking a 30-minute break.
6. Total hours worked each day. These are rounded to tenths of an hour. Please use the chart provided below to convert minutes into tenths of an hour.  Please note that the hours and minutes worked each day (morning and afternoon) should be totaled BEFORE rounding to tenths of an hour at the end of each day.
7. Total hours worked in Week 1.
8. Dates (format MM/DD) of each working day within Week 2 of the two-week period recorded on this time card.
9. Times "in" and "out" recorded for each day worked during Week 2.
10. Total hours worked each day (rounded to tenths of an hour).
11. Total hours worked in Week 2. PLEASE NOTE: This is the total number of hours worked in Week 2 only, not the total of Weeks 1 and 2.
12. Date the employee signs the time card
13. Employee's signature
14. Employee's department
15. Date the supervisor signs the time card. PLEASE NOTE: The supervisor's signature is a certification that the supervisor has checked the time card and believes that it is correct and complete.
16. Supervisor's signature
17. Supervisor's department

Conversion of Minutes to Tenths of an Hour

Minutes	Hours
1 - 6	0.1
7 - 12	0.2
13 - 18	0.3
19 - 24	0.4
25 - 30	0.5
31 - 36	0.6
37 - 42	0.7
43 - 48	0.8
49 - 54	0.9
55 - 60	1.0