Timesheet and Payroll Information for Part-time Employees
Timesheets are due the on the last day of every pay period. The pay period schedule is included in a separate document for your convenience. There may be times throughout the year where the timesheets will be due earlier than the last day of the pay period due to holidays or DOA scheduling. Always read the Timesheet Reminder emails.
It is your responsibility to make sure all of your time is entered and submitted by the last day of the pay period. You will receive one (1) email reminder each pay period.
If you enter time past the due date, that time may not get processed with the current pay period.
Listed below is an example of a timesheet and how time should be entered. Always view your timesheet by Time Period so you can see all the days that need to be submitted. Please remember that if you are working less than 6 hours, you must clock out at the end of the day, not at lunch. You should not clock out at lunch unless you are coming back and working the same day. See below.
Be careful when entering ‘am” and “pm”. Always make sure you have a time in and a time out.
If you work more than 6 hours in a day, you must show a 30 minute lunch break. Security personnel and clinical nursing instructors in a hospital setting are exempt from this rule.
Do not ever go back and try to adjust time from a previous pay period. This causes a negative number and it cannot be processed in HRMS. If the hours you submitted were incorrect, make the adjustment on the current pay period timesheet.
For employees who work evening shifts and their work hours are split between two different days, the timesheet would be completed as shown in the following example. To add a row for entries on the same day, simply click the + sign at the end of the row.
It is essential that you enter exactly the hours you work each day. Timesheets are legal documents and are audited by the Department of Accounts in Richmond and by VCCS auditors. Falsifying a timesheet is immediate grounds for dismissal. There is no “banking” of hours to be used at a later date. This is strictly prohibited. Always record exactly the hours you work each day.
Part-time employees are limited to working 29 hours per week per ACA regulations. This doesn’t mean you cannot record over 29 hours per week but it means your average over the ACA year cannot be over 29. Your hours are tracked by pay period and you are notified if you are averaging over the 29 hours per week. The ACA year runs May 1 through April 30 of each year. It is ok to occasionally work over the 29 hours per week as long as your average does not rise above the 29 hours per week threshold and you have permission from your supervisor.
Entering your time in HCM
Log into myLaurelRidge from the Laurel Ridge home page
Once you are logged in, many tiles will appear on your screen. Choose the HR tile.
Your HR screen should look similar to the one below
Click on “My Time”.
A menu will appear on the left side of the screen.
Click on “Timesheet”
This is what the timesheet will look like. Always “View By” Calendar Period”. You will need to choose this from the drop-down menu.
You will enter your beginning time, lunch break (if working more than 6 hours a day) and out time.
If you are working less than 6 hours per day, please put your time out under “out”, not Lunch.
Your Time Reporting Code will always be: REG – Regular Time
Once you have entered your time, you will hit the “Submit” button.
You have successfully entered your time.
You must hit the Submit button each time you make an entry. Otherwise, it will not be saved.
Always check your timesheet carefully to be sure each day you have worked is captured on your timesheet. You can make changes up until the last day of the pay period.
You will receive an email on the last day of the pay period reminding you that timesheets are due. It is critical that you submit your time by the last day of the pay period.
Helpful Reminders for Timesheets
- Always view your timesheet by “Calendar Period” beginning with the current pay period
begin date(which will always be a Friday).See attached schedule.
- When entering time, you must use “am” and “pm”.
- Part-time employees scheduled to work more than six hours per day, must record a lunch period (meal break) of at least 30 minutes per day.The supervisor is responsible for including this break into the work schedule and for ensuring that the break is taken some time during the middle of the work day (the break is not to be added to the beginning or the end of the scheduled shift).
- Always punch out at the end of the day under “out”, not at lunch
- Make sure you choose “REG-Regular Time” under reporting code.
- Use only whole or half-hour increments
- It is essential that you enter exactly the hours you work each day.Timesheets are legal documents and are audited by the Department of Accounts in Richmond and by VCCS auditors. Falsifying a timesheet is immediate grounds for dismissal. There is no “banking” of hours to be used at a later date. .Always record exactly the hours you work each day.
- Part-time employees are limited to working 29 hours per week per ACA regulations. This doesn’t mean you cannot record over 29 hours per week but it means your average over the ACA year cannot be over 29. Your hours are tracked by pay period and you are notified if you are averaging over the 29 hours per week.The ACA year runs May 1 through April 30 of each year.It is ok to occasionally work over the 29 hours per week as long as your average does not rise above the 29 hours per week threshold and you have permission from your supervisor.
- Make sure all of your days are “submitted” at the end of the pay period.
- Read your reminder emails carefully.Occasionally, timesheets will have an earlier due date
- See sample timesheet below. This is the correct way to complete your timesheet when working with a lunch break and without.
