Management Services

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UM System Forms

Human Resources Forms

Bi-Weekly Payroll Time Record

• Instructions: This form may be completed electronically, or printed and completed in ink. All boxes that are shaded will automatically calculate when the form is completed electronically.
• Employee Name: Record your last name (comma) first name and middle initial. Example: Doe, John B
• Empl ID: Enter your 8-digit, numeric identification code. Example: 01020000
• Pay Period Begin and End Date: Record the dates of the pay period covered by this timesheet. Example: 8/19/05 to 9/1/05
  • Note: If you complete this form electronically, enter the begin date and the end date and all the dates associated with each day of the pay period will auto-populate.
• Week 1 and Week 2: Write in the actual times in and times out for each day you worked (except for hours worked on a holiday). Example: Time In 7:30 AM and Time Out 11:35 AM, time in 12:35 PM, time out 4:30 PM. Note: When completing the time sheet electronically, times recorded must include "AM" and "PM" (NO PERIODS) and there must be a space between the time and the "AM" or "PM" designation, so that hours worked field will calculate automatically. If daily total displays "# value," the format of times in/out needs to be corrected.
• If you work on a holiday, record the number of hours worked in the Holiday worked field and the actual time in /out in the "Explanation field."
• Hours Worked: Record the total number of hours and minutes you worked, based on the conversion chart below. NOTE: If you complete this form electronically, this field will be calculated for you, if the times in/out have been properly formatted.

• Holiday Worked (Benefit Eligible Employees ONLY): Record the number of hours actually worked on a University holiday in this field. Note: Do not record holiday worked in time in and out blocks. You should record in and out times in block called "explanation of other." Hours worked on a University holiday are paid at 1-1/2 times the straight time rate so those hours must be captured separately to apply premium pay.
• Paid Holiday (not worked) (Benefit Eligible Employees ONLY): Record the number of holiday hours for which you should be paid based on your FTE. Example: 100% FTE=8 hours 75% FTE =6 hours. If you are unsure of your FTE, please check with your supervisor.
• Other Paid Hours: Record the number of hours of other paid time off in each day where this type of absence occurred. Other paid hours includes time where the employee is not working but the time is paid. Examples include jury duty, funeral leave, military leave, and stand by pay. It also includes call pay. See Human Resources Policy Manual HR212. *DO NOT RECORD time off for vacation, sick leave, family sick leave, or personal days in this field.
• Explanation of Other: State reason for the time recorded in the "Other Paid Hours" column, e.g., jury duty, funeral leave, military leave, and stand by pay. You should record time in and out for call in/call back pay in this block. This is also where you record the time in and out when you work on a University holiday.

Vacation, Sick Leave or Personal Days

NOTE: If any of the paid time off is used to continue your pay during an approved FMLA leave, check the box to the right of the hours recorded.

• Vacation: Record the number of hours of vacation hours taken.
• Sick Leave: Record the number of hours of sick hours taken due to your own illness.
• Family Sick Leave: Record the number of sick hours taken due to the illness of an immediate family member. For more information on the amount of Family sick leave that is available and who is covered as "immediate family," see the Human Resources Policy Manual HR404.
• Personal Days: Record the number of hours taken off for a personal day. Personal days may be taken off in hourly increments. For more information on Personal Days see the Human Resources Policy Manual HR403.
• Daily Totals: For each day add up all the hours recorded in each column from Hours Worked through Personal Day and record the total. This field will automatically calculate, when you complete this form electronically.
• Total Hours First Week and Second Week: For each row add up the hours recorded under each day of the week. Record the total in the fields under the "Total Hours First (Second) Week." This field will automatically calculate when you complete this form electronically.
• Hours Eligible for OTM: Enter the total hours for the week less 40 hours. Total hours for the week includes all hours worked, plus any hours of paid time off (vacation, sick, family sick, personal days, and other paid hours), plus any hours for a paid holiday but excluding hours worked on a holiday (See HR 211). If the form is completed electronically, the total will be automatically calculated and entered in this field.
• Unpaid FMLA: For each day of the week that you normally work record the number of hours that you were not available to work because of a FMLA absence. Only record a number here if you have no paid time off (vacation, sick, family sick or personal days) to cover the absence.
• Shift Differential: Record any hours worked that are eligible for shift differential (regular and/or Overtime) in the appropriate row. DF2 =2nd shift (2pm-10pm)
  DF3 = 3rd shift (10pm-6 am) See the Human Resources Policy Manual HR213.

Totals for the Biweekly Pay Period

• REG: Add up the hours worked and paid time off and subtract the total hours eligible for OTM for week 1 and week 2. Record the total: The formula is as follows:
• [1a + 2a +1d + 2d +1e +2e +1f +2f +1g +2g +1h +2h ] - [1j +2j]
• NOTE: REG includes hours worked, other paid hours (e.g., funeral leave, jury duty, voting, standby pay and call pay) and all the paid time off (vacation, sick, family sick and personal days.) REG does not include paid holidays, work on a holiday, or hours eligible for overtime since those are captured separately.
• HOL: Add the hours in the following fields for week 1 and week 2 and record the total:
• 1b +2b
• HPR: Add the hours in the following fields for week 1 and week 2 and record the total:
  • 1c +2c
• OTM: Add the hours in the following fields for week 1 and week 2 and record the total:
  • 1j + 2j

The following paid time off taken during the biweekly pay period will be entered into WebTime to reduce the accrual balances.

• VHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1e +2e
• SHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1f +2f
• FHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1g +2g
• PHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1h +2h
• Employee Signature: Sign your name in the space for Employee's Signature.
• Supervisor Signature: Give completed Time Record to your supervisor. The appropriate supervisor must sign the Time Record, certifying its accuracy. Both the employee and the appropriate supervisor must initial any changes made to this form.