All header fields should be completed to assure the accuracy of the data reported in the PeopleSoft Timekeeping System. It is recommended that departmental timekeepers prepare the forms with accurate employee information or review upon receipt. Timekeepers should contact their ASM, the CMS HelpDesk for their HRIS Coordinator if uncertain of the correct employee header information.
This section of the form contains the explanation of the valid time reporting codes for salaried employees. Note: Full description of each of the codes.
Not all employees qualify for each time reporting code. Timekeepers can contact their ASM for assistance or Payroll Services.
The next section is divided into three groupings of Time Reporting Code (TRC) entries:
First Group: The first group of TRC entries report hours that affect Leave Accounting balances such as Vacation and Sick Leave.
In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. The field is formatted to allow up to 2 decimals. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.
Second Group: The second group of TRC entries record informational items that will either trigger another action by Payroll (review of MPA for accuracy) or reflect other absences although paid, must be denoted on the employee's time sheet to account for their absence from the worksite.
In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.
Third Group: The third group of TRC entries reflects codes that generate pay. (Note: when the time is entered into the PeopleSoft timekeeping system, hours reported for these codes will result in a pay warrant for the employee.)
In the box provided for the appropriate date, indicate the number of hours of leave time taken or extra hours worked for each applicable Time Reporting Code. If the employee enters time electronically on the form, the total hours will sum in the TOTAL box for time entered into any of the date boxes for each TRC.
Fourth Group: The fourth group is for recording time taken under Family Medical Leave (FML) on an intermittent basis. This is for tracking purpose only. Leave balances taken under FML still need to be accounted for in the First Group.
After the timesheet/"Absence & Additional Time Worked Report" is signed, it is forwarded to the designated timekeeper per division/college operational procedures. Contact your ASM for details.
All timesheets /Absence & Additional Time Worked Reports must be retained by the department/division or college office for five years for audit inspection on demand.