Information on Time Reporting
Just a reminder on how we are now reporting time: time reporting is different for different groups of employees. Following is a summary guide.
- Regular faculty have NEGATIVE time reported by the Office of Academic Affairs.
- Adjunct faculty have NEGATIVE time reported by the Office of Academic Affairs.
- Regular counselors and librarians have NEGATIVE time reported WEEKLY.
- Hourly rate counselors and librarians may have either NEGATIVE or POSITIVE time reported WEEKLY. Please ask the Department Chair if you are unsure of your status.
- Regular classified employees have NEGATIVE time reported WEEKLY.
- Hourly rate classified employees have POSITIVE time reported WEEKLY.
- Student workers and other unclassified hourly rate employees have POSITIVE time reported WEEKLY.
- Administrators have NEGATIVE time reported WEEKLY.
We hope this clarifies how and when time is reported. If you have any questions or need additional information, please don’t hesitate to call.
Positive Time Reporting (Hourly Employees)
The following issues regarding hourly employees time reporting and work hours need to be addressed by departments employing hourly employees:
Timely Submission of Timesheets
Timesheets must be submitted weekly, and no later than Tuesday morning of each week for the preceding work week. We cannot guarantee that “late” timesheets will be processed by the payroll lockout deadline. Late timesheets unduly increase the volume of data entry to be done in a specific period of time, and a week’s worth each week has payroll staff working at full capacity.
Hours of Work
- Employees cannot work more than the approved FTE/hrs per week.
- If an employee is working in more than one department, the combined hours cannot exceed the maximum hours/FTE approved.
- If an employee is working in more than one department, the hours of work cannot overlap.
Yes, we have received timesheets with overlapping hours. - If the scheduled workday exceeds 6 hours, the employee must, by State law, be given a ½ hour meal break (unpaid); if the scheduled workday is 6 hours, by mutual consent the meal break may be waived.
Timesheet Accuracy/Completeness
- Please clearly and accurately indicate the week ending date; this is how we organize our work
- Please accurately identify the assignment number; if we have to research or question it, it delays processing
- Please sign and date the timesheet; timesheets should not bear a signature date prior to the days worked
Timely submission and completeness of timesheets is reliant on assignments (PCRs) being processed before the employee starts working.
Student Workers
The following issues regarding Student Worker time reporting and work hours need to be addressed by departments employing student workers:
Timely Submission of Timesheets
Timesheets must be submitted weekly, and no later than Tuesday morning of each week for the preceding work week. We cannot guarantee that “late” timesheets will be processed by the payroll lockout deadline. Late timesheets unduly increase the volume of data entry to be done in a specific period of time, and a week’s worth each week has payroll staff working at full capacity.
Hours of Work
- Student workers cannot work more than the approved FTE/hrs per week.
- If a student worker is working in more than one department, the combined hours cannot exceed the maximum hours/FTE allowed for each session.
- If a student worker is working in more than one department, the hours of work cannot overlap.
Yes, we have received timesheets with overlapping hours. - If the scheduled workday exceeds 6 hours, the student worker must, by State law, be given a ½ hour meal break (unpaid); if the scheduled workday is 6 hours, by mutual consent the meal break may be waived.
- Please make sure that the hours per day do not exceed 8 hours.
Timesheet Accuracy/Completeness
- Please clearly and accurately indicate the week ending date; this is how we organize our work
- Please accurately identify the assignment number; if we have to research or question it, it delays processing
- Please sign and date the timesheet; timesheets should not bear a signature date prior to the days worked
Timely submission and completeness of timesheets is reliant on assignments (PCRs) being processed before the employee starts working.
Self-entry working time
- CATS Time Review (Used by supervisors to review employee's attendance/absence times)
- Self Time Entry manual (portal version)
- Absence Attendance Codes
- Instructions for Employment Eligibility Verificiation (USCIS Form I-9)
- Address and Warrants Recipient Designation form (HR-5)
- Withholding form (IRS W-4 2013)
- Link to payroll calendar http://www.laccd.edu/payroll_calendars/payroll_calendar_20122013.pdf
- Link to time administration handbook http://www.lamission.edu/personnel/docs/TAH_TimeReports-SalariedEmployees.pdf
- Link to Overtime Request Form (Please refer to 2nd tab for instructions) http://www.laccd.edu/faculty_staff/extranet2/forms.htm