University of Missouri System

Management Services

Records Management

UM System Forms

Human Resources Forms

Bi-Weekly Payroll Time Record Comp Time Version

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
• 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: 8/19/02 to 9/1/02
  • 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, do not record the number of hours actually worked in these fields. (See below for instructions where to record time worked on a University Holiday.)
• 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: You should record in and out times in block called "explanation of other." Hours worked on a University holiday 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.
• Comp Time Used: Record the number of hours of accrued compensatory time used to cover excused absences.

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 whole or half days. 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/COMP: 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 compensatory time and 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.

Comp/Over Time Distribution

• HRS. ELIG.FOR OTM/COMP: Enter the total hours recorded in Field 1j + 2j.
• OTM: Enter the number of hours to be paid as overtime (if applicable). This field does not automatically populate. Enter "0" if all eligible time is to be handled as Compensatory time.
• COMP: Enter the difference between the hours eligible for overtime (i.e., the total for both weeks) and the hours entered in the OTM field. This number represents the hours to be accrued as compensatory time. This field automatically calculates if the timesheet is completed electronically. NOTE: The hours in this field should be entered in the Compensatory Time Record as "Comp Time Earned this Pay Period." If the form is completed electronically the comp time hours will automatically populate based on the COMP/OVERTIME Distribution.

Compensatory Time Record

• Balance Brought Forward: Record the balance from the previous time sheet.
  • NOTE: If the timesheet is completed electronically the remaining fields populate automatically.
• Comp Time Earned: Record the total comp time earned. Record at 1.5 times actual hours of comp time, e.g. .4 hours of work should be recorded as .6 hours of comp time.
• Comp Time Used: Record the total hours of comp time used in the bi-weekly pay period: 1e +2e
• Balance: Add comp time earned to previous balance then subtract any comp time used and record the resulting balance.
• 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/CMP 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 +1i + 2i] - [1j +2j]
• NOTE: REG includes hours worked, comp time used, 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/comp time 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: Record the total number of hours of overtime for both weeks (i.e., the number from 3j)

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
• 1f +2f
• SHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1g +2g
• FHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1h +2h
• PHT: Add the hours in the following fields for week 1 and week 2 and record the total
• 1i +2i
• 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.