FIACCT 11-04_00 Payroll – Paper Time Sheet Requirements

Effective: October 7, 2022
Revised: March 6, 2017
Reviewed: March 10, 2017

Purpose

To define minimum requirements for paper time sheets used by state employees.

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Background

According to the Department of Human Resource Management (DHRM) rules
1. FLSA non-exempt employees must complete and sign a state approved biweekly time sheet. Time sheets developed by the agency shall have the same elements as the state approved time sheet and be approved by the DAS Division of Finance.

2. FLSA exempt employees who work more than 80 hours in a work period must record their total hours worked, and/or the compensatory time used on their biweekly time sheet. All hours must be recorded in order to claim overtime. Completion of the time sheet is at agency discretion when no overtime is worked during the work period.

3. If a timesheet is not required, the department must have set an automatic pay flag in the HRE System’s autopay in order for the employee to be paid without entering time.

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Policy

A. All time sheets must include, at minimum, the following information:
• Employee Name
• Employee Identification Number (EIN)
• Pay Period End Date
• Daily Record of Time Worked
• Daily Record of Leave Used
• Employee Signature and Date
• Supervisor Signature and Date

B. The following statements must be located adjacent to the employee signature:
a. Hours worked are defined by federal and state law. (See State DHRM rules for FLSA time reporting requirements).

b. By signing this time sheet, I verify that the above reported hours worked and leave used are accurate for this pay period.