Worcester State University
Payroll

 

FAQ's – Attendance

·         What time sheet should I fill out?
·         Where and when do I turn in my time sheets?
·         Where can I get blank time sheets?
·         Why do I have to indicate the family member and use 
          another leave code when I use FIL (illness in family)?
·         What happens if I don't have enough accrued leave 
          and I call in sick?
·         How do I know how much leave I have?
·         How do I record a snow day?
·         How do I use a snow day?
·         What are the state holidays?
·         What is a floating holiday?
·         Is there a limit to the amount of vacation leave I can accrue?

What time sheet should I fill out?

Administrators enter their time directly into HRCMS. They do not fill out timesheets. See complete information on SSTA.

Regular benefited state employees record their attendance on weekly attendance sheets (librarians and classified staff use white half sheets. Faculty use green half sheets).

Part-time, temporary employees record their hours on either pink (student) or purple (non-student) weekly time sheets.

Federal College Work-Study student employees record their hours on blue weekly time sheets during the regular academic year and on green weekly time sheets during the summer sessions. Work-Study students with off-campus assignments use yellow weekly time sheets.

Employees paid through ARRA funds should use salmon weekly time sheets - contact the Payroll Office.

Click here for further information on time and attendance.

Where and when do I turn in my time sheets?

All completed and signed white time sheets should be submitted to the Payroll Office on a weekly basis.

Regular state employees should submit their time sheets by 9:00 a.m. every Thursday. Faculty should submit their timesheets to their department heads every Wednesday.

All colored weekly time sheets should be submitted to your supervisor on a weekly basis to be recorded on Weekly Time Summary Sheets. Supervisor should submit completed and signed summary sheets according to the schedule posted under the Calendars section. See the Attendance Reporting for Part-Time Employees and Federal College Work-Study Students Policy for complete details.

For a current list of deadlines, click on the Calendar link to the left.

 Where can I get blank time sheets?

Blank time sheets can be obtained from the Payroll Office -- just be sure to tell us which kind you need.

Why do I have to indicate the family member and use another leave code when I use FIL (illness in family)?

Family Illness leave is available only for certain family members as set forth in the Collective Bargain Unit Agreements and must be identified on the time sheets.

Although you are entitled to take time off for family illness, you must use your own accrued leave. Therefore, you need to use the appropriate code so that we can charge your leave accordingly.

What happens if I don't have enough accrued leave and I call in sick?

If you do not have enough accrued sick leave to cover the amount of hours you did not work, we will use whatever leave you have available in the following order: personal, compensatory, and vacation.

Remember, if you take a personal, vacation or comp day and do not have enough accrued leave to cover the hours you did not work, you cannot use sick leave. Sick leave can only be used to cover an illness or medical appointment.

How do I know how much leave I have?

Your leave balances are printed on every pay advice and are current through the pay period listed on the advice -- provided you have submitted your time sheets by the deadline.

Administrators can see their leave balances on their electronic timesheet using SSTA.

If you submitted your time sheet after the deadline and/or you make adjustments to your time sheet after the deadline, your leave balances will not be accurate, but will show the adjustment on the next pay advice.

How do I record a snow day?

Administrators should use the code WEA when reporting their time online.

Librarians and classified staff (Unit I ) do not need to record snow days and release days on their timesheets unless you are on approved leave (e.g. vacation, etc.). You should just fill in your normal hours.

Campus Police must report to work as usual and be credited with a snow day. You must indicate the hours worked on your timesheet and use the code "SNO" in order to be credited with snow time.

Essential personnel in the Maintenance Department (i.e. snow teams) are required to report to work as usual. You will be credited with a snow day plus overtime pay for any hours in excess of the 8-hour shift. You must indicate the hours worked on your timesheet and use the code "SNO" in order to be credited with snow time.

All other maintenance staff not required to work, should use the code "SNO" and report no hours worked for the duration of the closing.

Any essential employee who cannot make it into work must use accrued vacation, personal or comp time.

How do I use a snow day?

Those employees who have been granted snow compensatory time should use the code "SNU" when using the accrued time and indicate on which date the original snow day occurred.

What are the state holidays?

Click here for a list of the eleven paid state holidays.

Is there a limit to the amount of vacation leave I can accrue?

Employees may accrue up to 64 vacation days --  480 hours for full-time employees who work 37.5 hours per week or 512 hours for full-time employees who work 40 hours per week.

Any vacation hours in excess of 64 days on the last day of the second pay period of April and October of each year will be converted to sick leave during the next pay cycle.

Employees are responsible for reviewing their accrued leave balances on their pay advices and using their leave accordingly.

 

 
Related Links


DataBridge © WSU, 486 Chandler Street, Worcester, MA 01602
Phone: 508-929-8000