Staff Time Sheet Guidelines

1. Work hours within the two-week period must be accounted for.  Please total all columns.  Time sheets must be filled out daily.  They are subject to audit at any time.
2. Overtime must be highlighted.
3. If time without pay is taken, it must be noted and circled under the appropriate benefit-sick or vacation. (An employee will still earn service time if the time without pay is sick leave.)
4. If sick leave benefits are exhausted and vacation benefits can be used, a note must be attached to the time sheet.
5. If funeral leave is used, the relation of the deceased must be noted.  Paid leave up to three working days will be granted to an eligible employee upon the death of a member of the employee’s immediate family. One day paid leave for other relatives.  Please refer to your contract for the definition of immediate family and other relatives.
6. Department number/location code (800*/00**) must be recorded on the time sheet.  If you are unsure of these numbers, Click here.
7. Time sheets must be signed in ink by the supervisor and employee.  The supervisor’s signature is approval that the hours on the time sheet were actually worked.  If the supervisor can not verify the hours were worked, there should be a back up to verify the employee’s time.
8. Original time sheets must be turned in to the Business Office by 5:00 PM Friday, and no later than 10:00 am Monday, unless notified due to holidays.  Please do not take this lightly.  Failure to meet this deadline could result in a late paycheck. 
9. Please place the time sheets in the time sheet box by the door.  Time sheets can get lost if placed on someone’s desk.  Also, do not mail time sheets on Friday.  We will not receive them until after our deadline, which will result in a late paycheck.  If you are going to mail the time sheets, mail them Wednesday afternoon or Thursday morning. 
10. New staff employees first paycheck could be delayed about three to four weeks.
11. If an employee resigns, he/she must notify the Library Personnel Office.  Staff must work on their resignation day, if not, the resignation date will be backdated to the last day of work.
12. Make-up time must be approved by the supervisor and should not be recorded on the time sheets.  Procedures for recording make-up time must be handled internally within each department.
13. Employees making any changes to their name, address, phone number, W-4, direct deposit must do so through Nessie, http://nessie.uihr.uillinois.edu
14. Requests to take the floating holiday should be made in advance, based on unit procedures and taken between July 1, 1999 and June 30, 2000.  Do not record it on the Holiday line on the time sheet.  Please write “floating holiday” in a blank line and follow it across to the day you use it.