What are the payroll dates?

Bi-weekly, Monthly and Student Payroll Dates

How do I change the bank where my payroll is deposited?

Contact Human Resources office
507-222-7142

How can I change my payroll exemptions?

Contact Human Resources office
HR website
507-222-7142
Strong House

When do I get paid?

• Monthly - Faculty and exempt staff / contract
• Bi-weekly - Staff- non-exempt staff / time sheet
• Bi-weekly Student - Student employee / time sheet

Note: Pay schedule is posted and available on the Business Office Web Site in Payroll.

How do I get a time sheet?

Time Sheets are distributed to each department through campus mail at the beginning of each pay period. Bi-weekly employees who do not receive a time sheet should contact Payroll for assistance.

Barbara Harden
bharden@carleton.edu
507-222-4176

I lost my time sheet! How do I get a new one?

Bi-weekly employee should contact Payroll

Barbara Harden
bharden@carleton.edu
507-222-4176

Student employees should contact Student Financial Services

Student Financial Services
507-222-4138

How do I record time on by time sheet?

• Enter your time rounded to the nearest 1/4 hour
• In the left-handed section of the form enter the time of day you begin and the time of the day you end. (Record overtime separately)
• In the right-hand section of the form total hours worked are summarized and paid leave for each day used.

Note: Employees must notify their immediate supervisor if the intend to report paid leave.

What should I do if my supervisor is unable to sign the time sheet in a timely manner?

It is the supervisor's responsibility to sign time sheets, or he/she may assign an alternate person to take on the responsibility while away from the office. In the unlikely situation where no one is available the original time sheet should be turned into Payroll and a copy must be retained for the supervisor to sign when he/she returns. The signed time sheet must then be sent to Payroll.

What happens if there is a mistake on my time sheet?

As stated in the handbook under "Payroll Time Sheets", a payroll specialist will contact the employee for clarification. If necessary, they will follow-up with the supervisor. Documentation of changes discussed will be returned to the employee for their reference.

Note: At no time will an employee's time sheet be changed without the direct consent and acknowledgment by the employee or their direct supervisor for hours worked.

What is paid leave?

Common forms of paid leave are:

• VAC - Vacation
• SICK - Sick (self,minor child, CLSP (please specify relationship)
• OSIC - Sick leave (spouse, adult child, parent (please specify relationship)
• HOLIDAY - College announced and/or floating holiday
• FMLA - Family Medical Leave
• FNRL - Funeral Leave for co-worker or friend
• PDNW - Paid day not worked
• PDWK - Paid day worked
• CIVC - Election judge
• JURY - Jury duty
• WC - Workers compensation

How do election judges document on the right side of the time sheet under (other hours) and labeled as Civic Duty next to the hours. The code allows us to track these hours in our system.

HR would require the employee to submit a written request to be absent from appointing authority stating the hourly compensation to be paid to the employee for service as an election judge and the hours during which the employee will serve, The College will pay the employee their regular pay wages for the work hours missed and the employee will turn in their election judge pay to the College. The employee may keep any monies paid for mileage or for hours worked that exceed their normal work hours at the College.

How to accurately document funeral leave?

The amount of paid leave is calculated based on the non-exempt budgeted weekly hours or the exempt budgeted FTE. Employees must notify their immediate supervisor of their need to use this leave and must record the specific type of leave on their time sheet.

The time sheep will state that if an employee uses the FNRL leave code you are not required to specify the relationship to the deceased beyond informing us whether the person was Immediate Family or Extended Family. The definitions on who would qualify as either are also noted on the time sheet and in the handbook.

How to record SAC Meetings, SAC Luncheons, and SAC committee member's meetings?

Choosing to attend any of the above will neither lengthen or shorten hours worked, cause overtime pay, or result in a change in the individual's FTE appointment. The lunch period normally taken should be recorded on the time sheet.

Note: Currently there is no business reason to specify these hours differently on the time sheet.

How does Jury Duty work?

Regular employees called to jury duty will retain all rights and privileges as College employees while on such duty. The College encourages its employees to accept and perform their duties as citizens in all ways. Therefore, the College will supplement juror pay so that in total employees will receive 100 % of their regular salary and will continue to earn normal vacation and sick leave. Employees are required to turn in the jury duty check to the business office, minus the mileage portion, which employees are to keep.

Can I take paid vacation if I don't have enough vacation time?

If a non-exempt employee exhausts all their accrued leave benefits, unpaid leave may be taken as approved by the immediate supervisor.

How do we find out what our balances are on the lesser-used types of time off?

Contact Human Resources
507-222-7471

How do I record my hours worked if attending a Conference?

As currently stated in the handbook, if an employee is sent to outside training,the employee is to be paid for their normal work hours and to travel time. An exception would be if either before or after the training session, the employee was required by their supervisor to report to work or to perform work duties or to receive instruction, then travel time would be included in the hours worked. An employee may submit a request for mileage payment.