Timesheet Tips for Unclassified Monthly

Why do I fill out a time sheet when I am a 'salaried' employee?

What's the point of filling out this time sheet when I am paid on a salary basis? It's true that you are paid on a salary basis each month, however because you are overtime eligible according to federal overtime laws you must account for each hour you work. So, the time sheet is the mechanism by which we reconcile how you are paid (salary) versus how you actually work (by the hour).

Add it up!

Please remember to add up all lines on your time sheet each month. It really helps us out.

2019 Pay Period Reporting Calendar for “Monthly” Paid Employees

Month Number of Paid Days Possible Hours for the Month
January 2019
21 + 2 holidays = 23 168 + 16 = 184
February 2019
20 160
March 2019
21 168
April 2019
21 168
May 2019
22 + 1 holiday = 23 176 + 8 = 184
June 2019
20 160
July 2019
21 + 1 holiday = 22 168 + 8 = 176
August 2019
21 168
September 2019
20 + 1 holiday = 21 160 + 8 = 168
October 2019
23 184
November 2019
18 + 3 holidays = 21 144 + 24 = 168
December 2019
21 + 1 holiday = 22 168 + 8 = 176

Accrual and use of Vacation, Sick and Comp Time: Trip-ups to Avoid...

Leave time cannot be used in the same month it is accrued. For example, if you accrue 8 hours of vacation (or comp time) on your time sheet you cannot use it to cover your time off until the next pay period.

If you record more leave usage on your time sheet than you have available to use the system will dock your pay. For example, if you record 24 hours of sick time used, but you only have 16 hours available then your pay will be docked for 8 hours.

You can check your leave balances on the PSU Information System (www.banweb.pdx.edu) at any time. They also print on your earning statement each month.

Regular Other Pay: What is it and why would I record hours there?

This line is used by employees who are at less than a 1.0 FTE (less than full time). Your FTE is the percentage of 40 hours per week your salary compensates you for. For example, if you are at a .60 FTE then you salary covers 24 hours per week. You record up to 24 hours of work on the regular line of earnings. If you work more than 24 hours that week then you would record any time above the 24th hour on the "Regular Other Hours" line. So, if you worked 28 hours for the week you would record it this way:

Hours   Mon. Tue. Wed. Thur. Fri. Sat. Sun. Pay
Worked Regular 6 6 6 6       24
Regular Other         4     4
Holiday Worked                

Overtime: When do I get it and how do I record it?

The work week is defined as Sunday through Saturday. For example, if you work 45 hours one week, you would record the time this way:

Hours   Mon. Tue. Wed. Thur. Fri. Sat. Sun. Pay
Worked Regular 9 10 9 9 3     40
Regular Other                
Overtime         5     5
Holiday Worked                

Holiday Pay - Q & A

  • Question: How are holiday pay hours calculated?
    • Answer: Full time employees receive 8 hours of holiday pay. Part-time employees receive a prorated share of the eight hours based on the percentage (FTE) they are scheduled to work. To calculate the holiday pay hours for a part-time employee we take the FTE and multiply that by 8 hours. For example, .5 FTE multiplied by 8 hours equals 4 hours of holiday pay.
  • Question: What if I consistently work more than my FTE? Can I change the number of hours pre-printed on my time sheet?
    • Answer: The holiday pay hours are based on your FTE. If you consistently work over or under your FTE this indicates to us that your job has changed. Please speak to your supervisor about formally changing your FTE with Human Resources.