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Timesheet Frequently Asked Questions
What are the hours of work for PAIRE employees?
Regular work hours are from 8:00 a.m. to 4:30 p.m. Monday through Friday. You and your supervisor may agree on a different shift.
When do I receive a paycheck?
When do I receive a paycheck? Regular paydays will fall on the 7th and the 22nd of each month. If the regular payday falls on a holiday or weekend, paychecks will be dated the workday before. Employees who have signed up for direct deposit will receive an earnings statement and funds will be deposited on the regular payday. All employees will receive an earnings statement sent to their mailing address. Earnings statements and W-2 information is available at www.hrpassport.com, under My Payroll.
How do I find out when the pay periods are?
PAIRE’s pay periods are semi-monthly from the 1st through the 15th and the 16th through the last day of each month. For further details and timesheet and leave report templates, refer to the timesheet form. This document contains computer timesheets and leave reports in addition to a calendar of due dates for timesheet submission and a pay date calendar.
Is there a form for submitting my hours each pay period?
Yes. For non-exempt employees, use the Timesheet Workbook found here. This file contains an electronic timesheet to be filled out on the computer. Once completed, print and sign the requisite form. You should make every attempt to obtain your supervisor’s signature prior to submitting the form to the PAIRE office.
For exempt employees, use the Leave Report inside the Timesheet Workbook found here. Exempt employees should only submit a Leave Report for days in which no work was performed. This file contains an electronic leave report to be filled out on the computer. Once completed, print and sign the requisite form. You should make every attempt to obtain your supervisor’s signature prior to submitting the form to the PAIRE office.
What does it mean to be a “non-exempt” employee?
Non-exempt status means that the provisions of the Industrial Welfare Commission Orders and the Fair Labor Standards Act (FLSA) cover an employee. If an employee’s position is classified as non-exempt then the provisions of the FLSA apply, specifically regarding overtime pay. In California, the general overtime provisions are that a non-exempt employee shall not be employed more than eight hours in any workday or more than 40 hours in any workweek unless he or she receives one and one-half times his or her regular rate of pay for all hours worked over eight hours in any workday, over 40 hours in the workweek or for the first 8 hours on the 7th day of work in a workweek. A non-exempt employee is paid on an hourly basis.
What constitutes a workweek/workday?
For purposes of calculating overtime, the workweek begins at 12:01 a.m. on Sunday and ends at midnight on Saturday. A workday begins at 12:01 a.m. and ends at midnight on the same day.
What does it mean to be an “exempt” employee?
An employee’s position is classified as exempt if their job is exempt from the provisions of the State and Federal Wage and Hour Laws as established by the Industrial Welfare Commission Orders and the Fair Labor Standards Act (FLSA). Exempt employees are not eligible for overtime pay. The FLSA regulations require that an exempt employee be paid on a salary basis.
As an Exempt employee, do I have to turn in a leave report each pay period?
No. Employees who have been classified as “exempt” (from Fair Labor Standards Act (FLSA) overtime laws) will be paid on a salaried basis and are required to turn in a leave report only when taking leave in full day increments. Deductions may not be made for absences of an employee caused by jury duty, attendance as a witness, or temporary military leave. Note: No leave report is required if a full-time (40 hours/week) exempt employee starts or ends employment in the middle of a pay period (unless there are non-work days to report). If less than fulltime, then a leave report is due if employment starts or ends during the middle of a pay period.
As a Postdoctoral Fellow, am I required to complete a leave report?
If your Postdoctoral appointment started after January 1, 2008, you are not required to complete a leave report if you take a full day off of work. You are responsible for arranging any absence from work with your supervisor.
I am a full-time employee, is my position considered exempt/salaried?
Not necessarily. It is the classification of the position based on the Fair Labor Standards Act guidelines that determines if a position is exempt or non-exempt.
When are timesheets/leave reports due?
Timesheets are due in the PAIRE office by 10:00 a.m. on the 1st and 16th of each month. Non-exempt employees are required to turn in a timesheet with their own and their supervisor’s original signature each pay period. A fax copy is acceptable to meet the deadline, but must be promptly replaced by the original timesheet with the required signatures. The fax number for PAIRE is 650-858-3907..
How do I complete the timesheet?
Timesheets for non-exempt hourly employees must show the time when work started and ended as well as the lunch break taken. California’s Industrial Welfare Commission Wage Order 4-2001 provides that employees working more than 5 hours per day take an unpaid lunch break of at least 30 minutes. The lunch break may be waived by mutual consent of the employee and supervisor only if the workday does not exceed 6 hours. In this instance, a Lunch Break letter, signed by the employee and the supervisor, stating the employee is waiving lunch break is required. This letter, stating that the employee may, in writing, revoke the agreement at any time, must be submitted to PAIRE and will be maintained in the employee’s timesheet folder. Please email firstname.lastname@example.org for the lunch letter.
Am I entitled to a rest period, or “break”?
All non-exempt hourly employees are permitted to take rest periods, which if possible shall be in the middle of each work period. You are permitted to take a 15 minute paid rest period for each 4 hours of work. Your rest periods should also be arranged so that disruptions of work and services are held to a minimum. You are not permitted to use rest periods to shorten the workday or to extend meal breaks. You do not need to record your rest period time on your timesheet.
I made a mistake on my timesheet/leave report, what should I do?
Neither pencil nor “white out” are acceptable on timesheets. Any corrections must be made by lining out the incorrect entry and writing in the correct entry. You and your supervisor must then initial each correction before submitting your timesheet to the PAIRE office.
Am I required to have my supervisor sign my timesheet?
Yes. All employees are required to obtain their supervisor’s signature on their timesheet/leave report when submitting it. Occasionally a supervisor is unavailable when timesheet/leave report is due. In these instances, the employee should submit a copy of the timesheet/leave report without the supervisor’s signature. When the signed original timesheet/leave report is submitted it will be compared to the version submitted for payment and any discrepancies reconciled (usually on the next paycheck).
I forgot to turn in my timesheet/leave report, what should I do?
PAIRE will make every effort to obtain timesheets/leave reports from employees. If we are unsuccessful, estimated hours will be submitted, to be reconciled upon receipt of a timesheet/leave report. It is every employee’s right and responsibility to ensure that their timesheet/leave report is turned in to the PAIRE office in a timely manner. Repeated instances of late or missed timesheets/leave reports may become a disciplinary issue.
What happens to my timesheet/leave report if I am on vacation?
If you will be on vacation when timesheet/leave report is due you must turn it in either before you leave or arrange for someone to turn it in for you.
What holidays does PAIRE observe?
PAIRE observes the same holidays as federal employees, including any day declared a holiday by the President of the United States of America.
For employees on Leave of Absence, holiday hours will be paid as long as you are in a paid status either the day before or the day after the holiday. To be considered in a paid status, you must be either at work or utilizing your available vacation or sick hours. Contact HR if you have any questions regarding this matter.
As a part-time employee, should I leave the “Holiday” column blank on my timesheet?
No. Part-time employees earn pro-rated holiday hours. We will compute those hours for you and send you an email prior to the Timesheet Due Date for any pay period that includes a holiday. You will enter those calculated hours onto your timesheet. Part-time employees’ holiday pay is based on the average hours worked over the preceding 4 pay periods. Prorating of holiday hours is based on the following paid hours: regular, holiday, sick and vacation time (excludes overtime and LWOP hours).
What is overtime?
California’s Industrial Welfare Commission Wage Order 4-2001 requires employers to pay non-exempt employees overtime pay for hours worked over 8 in a workday, 40 in a workweek or for the first 8 hours on the 7th day of work in a workweek. A non-exempt employee is paid by the hour. Any overtime worked shall be approved in advance by the supervisor.
How is overtime pay calculated?
For purposes of calculating overtime, the workweek begins at 12:01 a.m. on Sunday and ends at midnight on Saturday. Non-exempt employees will receive overtime pay at 1½ times regular rate of pay for all hours over 8 in a day, 40 in a week or for the first 8 hours on the 7th consecutive day of work in a workweek. Employees will be paid twice their regular rate of pay for all hours over 12 in a day or over 8 on the 7th day consecutive day of work in a workweek.
Do I receive overtime if I take a vacation day on Monday and work on Saturday of the same workweek since that is over 40 hours in a workweek?
No. You only receive overtime for hours you actually work; vacation, holidays, and sick time are not counted in calculating overtime.
Will I receive overtime pay if I work on a PAIRE holiday?
No, you will not receive overtime pay; however, you will be compensated for the hours worked at your regular rate of pay. Additionally, you will receive pay for the holiday. It is important to note that this applies to non-exempt regular (not Temporary or On Call) employees working on a holiday at their supervisor’s request.
If I want to take some time off but I don’t have enough leave, what will happen to my pay?
PAIRE does not advance leave. If you request more leave than you have accrued through the current pay period, the balance will be treated as leave without pay (LWOP). If you are an exempt salaried employee, please email email@example.com for further information.
I was called to jury duty, how should I complete my timesheet/leave report?
All non-exempt employees are allowed up to 5 days of leave with pay for jury duty. Hours for jury duty should be recorded as regular time, accompanied by a written “jury duty” notation on the timesheet. Attach the court summons to the timesheet.
It is important to note that unless an exempt employee is absent for an entire week, deductions may not be made from an exempt employee’s salary for jury duty per the Code of Federal Regulations.
How do I complete my timesheet/leave report if I went to a relative’s funeral?
Employees are allowed, per occurrence, up to three (3) days off with pay and may use up to five (5) days of accrued sick leave to assist you to arrange for or to attend the funeral of a family member. Family members include:
All non-exempt employees shall record Bereavement Leave on the timesheet, put in regular work hours for the appropriate day, record sick leave as usual, and write “Bereavement Leave” on the form. For exempt employees, using the leave report form, write “Bereavement Leave” next to the associated day(s).
How many hours a week do I have to work to receive benefits?
There are four categories of employment within PAIRE. These categories define employment status and clarify benefit eligibility:
Am I paid for the hours that I travel overnight for my job?
It depends. Employees in positions that are classified as non-exempt are eligible for compensation for the time they spend traveling away from home overnight, as defined by 29, Code of Federal Regulations, paragraph 785.39. The compensation an employee receives depends upon the kind of travel and whether the travel time takes place within normal working hours or outside of normal working hours. Contact Human Resources HumanResources@paire.org for specifics before you travel.
Who do I contact to discuss a question regarding the hours that I am required to work?
You may email firstname.lastname@example.org if you have questions regarding your work hours or overtime matters.
How do I contact someone in the PAIRE office regarding payroll/earnings statement questions?
You may email email@example.com or call 650.858.3970.
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