Timesheet Procedures

Biweekly Timesheet Procedure for Paraprofessionals & Monitors

Should you have any questions regarding this timesheet procedure, contact the Payroll Department at payroll@hhh.k12.ny.us 

GUIDELINES                                       

1. Do not fill out timesheets in advance.  This only causes confusion if someone was absent, and could affect the correct recording of attendance. 

2. If you are out for any reason, write in “sick”, “personal”, “ jury duty”, or “D.I.F.” (death in family-indicate relation).  Please do not put “in and out” times on the timesheet. 

3. If you are out for a half day, only indicate the "in and out" times that you worked.  Write your reason out and note if you did not take a lunch (must be approved).

4. All employees must sign their timesheet.

5. All cross-outs or write overs must be initialed by the employee.  

6. White Out is not permitted.  This is necessary to adhere to auditing requirements.  

7. Timesheets written in pencil are not valid.

If the above is not adhered to, the timesheet will be sent back to the school.  If the Payroll Department does not receive the timesheet back in time to be put in the regular payroll, payment will be held until the next pay date.  Late timesheets past the required delivery date as per the pay schedule, may result in late payment until the next pay date.

SPECIAL CIRCUMSTANCES

Jury Duty - Everyone gets paid for jury duty served.  Please attach the Juror’s receipt to the timesheet.  On the timesheet, indicate “Jury Duty” instead of the “in and out” times. 

No Lunch* - If you do not take lunch (but normally do), please write “No Lunch” in the remarks column.  * The principal or assistant principal MUST initial in the remarks column so that we know it was authorized.

Extra Time Worked* - Use Column B for extra time worked that is beyond the regular work hours.  * The principal or assistant principal MUST initial in the remarks column so that we know it was authorized.

Emergency closings -  There are stipulations in everyone’s contract for emergency closings.  Please encourage paraprofessionals and monitors to check their contract or check with their union rep.  On the timesheet, indicate “emergency closing” instead of the “in and out” times. 

Superintendent Conference Day  - Please write SCHEDULED HOURS that the employee regularly works provided that the employee worked that day.  If the employee did not work, they must use their allotted sick/personal/vacation balance.  Also, please note "Conference Day" on the timesheet.

Delayed Openings / Early Dismissals - Please write ACTUAL TIME IN/OUT provided that the employee worked that day.  If the employee did not work, they must use their allotted sick/personal/vacation balance.  Also, please note "Delayed Opening" or "Early Dismissal" on the timesheet.

THINGS TO NOTE FOR BUILDING STAFF

For employees out for an extended period of time, continue to send their timesheet to payroll anyway.  They may have sick days they can use or dock days will be used.

Please remember that communication is key.  Should there be any questions, please contact us. 

Payroll Department - payroll@hhh.k12.ny.us

631-592-3095 (Stephanie, supervisor)

631-592-3096 (Jasleen)

631-592-3092 (Terri)