Timesheet Training Instructions and guidelines on correctly completing the new timesheet. Updated November, 2015 For employees who receive payroll checks from Fiscal Assistance, Inc. Fiscal Assistance, Inc. (FA) acts only as the fiscal employer agent on behalf of the employer of record.

What are the changes and what do they mean for me? On January 1, 2015 FA implemented a timesheet reader that works directly with our payroll system. This reader allows timesheets to be scanned and read by the computer. As a result, the format of timesheets had changed. Select programs began using the new timesheet on January 1, 2015. The timesheet format was revised in late 2015 in order to make the template more user- friendly. As of January 1, 2016, all employees must use the new timesheet. You will no longer be able to submit timesheets in the old format.

Presentation Outline Preview of the new timesheet Timesheet guidelines Step-by-step instructions Timesheet sample Tips for success FAQ’s 2016 payroll schedule Resources Our website is a great resource for all information regarding the new timesheet http://www.fiscalassistance.org/forms/employer-agent-forms/ http://www.fiscalassistance.org/forms/employer-agent-forms/timesheet.html

What does the new timesheet look like? (front)

What does the new timesheet look like? (back)

General Timesheet Guidelines Guidelines and instructions can be found either on the back of the timesheet or on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/timesheet.html Reminders: Hours worked should be recorded in 15 minute increments, as it would appear on a digital clock. HH:00, HH:15, HH:30, HH:45 Total hours should be also recorded in 15 minute increments. 15 min. = .25 30 min. = .50 45 min. = .75 Hours worked and recorded on the timesheet should not exceed authorized hours. Ask your employer for information on authorized hours. Both the employer & employee must sign the timesheet. Use only one pay period per timesheet. The payroll schedule for your program can be found on our website. Use only one employer/employee relationship per timesheet. If you work for multiple employers you must use multiple timesheets. The employer & employee number & name must be included. The correct service code must be included. This information will be provided by FA. An in and out time must be recorded for each day worked. If you have more than 3 in/out times per day you must use multiple timesheets. Follow all deadlines on the payroll schedule. Timesheets received that do not follow the listed instructions and guidelines will be voided and returned for correction. This may result in delay of payment.

Timesheet Marking Instructions Because the timesheet will be read by the computer, it is very important the following marking instructions are followed: Write in blue or black ink only Do not use white-out or correction tape Do not mark the barcode of the timesheet Write numbers as large and legible as possible Do not touch the side of the boxes with your writing Do not write outside of the boxes When filling in the AM/PM boxes, use only an X or fill in the circle completely. Do not circle AM or PM. Timesheets received that do not follow the listed instructions and guidelines will be voided and returned for correction. This may result in delay of payment.

Let’s get started! Use the payroll schedule to complete the pay period dates. Remember, you can only include one pay period per timesheet. Do not include dates that span multiple pay periods. Use a separate timesheet for each pay period. Record the employer number and employer name. The employer number is provided to you by FA. Current employers will receive a letter at the beginning of December with this information. New employers will receive a letter after all paperwork has been processed. Keep this information in a safe place. You will need it every time you complete a timesheet.

Let’s get started, cont. Record the employee number, name, and phone number. The employee number is provided to you by FA. Current employees will receive a letter at the beginning of December with this information. New employees will receive a letter after all paperwork has been processed and they have been issued a start date for their employer. Keep this information in a safe place. You will need it every time you complete a timesheet. Record the correct service code in each day worked. Start at the far left side. The service code is provided to you by FA. It will be provided on the same letter as the employer/employee number. Keep this information in a safe place. You will need it every time you complete a timesheet. Remember, you may only record one service code per line. Use a separate line for each service code, per day. If you provide services under more than 3 service codes per day you must complete additional timesheets.

Let’s get started, cont. Record the In punch time and the Out punch time just as it would appear on a digital clock. Do not use military time. Please record time in 15 minute increments (XX:00, XX:15, XX:30, XX:45). You may record 1 In punch and Out punch per line. If you need to record more than 3 In and Out punches per day worked, you must use an additional timesheet. If you did not work on a day, leave the line(s) blank. Do not add zeros. Fill in the corresponding AM or PM circle per each In punch and Out punch. You may mark the circle with an X. Do not circle AM or PM. Being careful to mark AM/PM correctly is very important. Remember, timesheets are read by the computer, marking the incorrect circle may result in incorrect payment of hours. Enter Total Punch hours per line. Please record time in 15 minute increments (XX.00, XX.25, XX.50, XX.75). Enter Weekly Total Hours. Please record time in 15 minute increments (XX.00, XX.25, XX.50, XX.75).

Let’s get started, cont. The employer must sign and date the timesheet. The signature of the employer certifies that they received the indicated services on the day listed. The employee must sign and date the timesheet. The signature of the employee certifies that they provided the indicated services on the day listed. Submit the timesheet by the deadline. Timesheets may be mailed, faxed, or scanned and emailed. See your program’s payroll schedule for deadline and contact information.

Important! Timesheets must follow the guidelines and instructions. Timesheets that do not follow the guidelines and instructions will be voided and returned for correction. This may result in delay of payment!

Correct timesheet sample

Tips for Success DO: DON’T Complete your timesheet carefully Record more than one pay period per timesheet Write in blue or black ink Use white-out or correction tape Write clearly and only in designated boxes Touch the side of the boxes when recording information Record In and Out times for each day worked Record hours in 15 minute increments Write outside of the lines when recording information Ensure there is an employer & employee signature Circle AM or PM Use a separate timesheet for each working relationship Mark or alter the barcode in any way Work & record only authorized hours Use the payroll schedule to find pay period dates and deadlines Include all required information Ask for help, FA is here to assist!

FAQ’s Where do I get a copy of the timesheet? You will be sent a copy of the timesheet in December or, if you are a new employee, when you are issued a start date for your employer. Please make copies of the original timesheet for future use. Timesheets may also be found on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/timesheet.html Can I make copies of the timesheet? You should only make a copy of the original timesheet template. Please avoid making copies of a copy. Doing so alters the timesheet format and may result in rejection of your timesheet. What if I make a mistake? Do not use white-out or correction tape. You may strike-through the entire line and enter the correct data on the next line. However, if the timesheet becomes difficult to read or you are unable to enter data on the correct day, please complete a new timesheet. Timesheets can be found on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/timesheet.html Where do I get my employer/employee number? What if I can’t find the number I was sent? Numbers will be mailed in December, for current employers/employees. New employers/employees will be sent a letter after a start date is issued. Please keep that information in a safe place. You will need it every time you complete a timesheet. If you cannot find the information you were sent, please contact your payroll specialist at FA.

FAQ’s cont. Where do I find the service code(s)? What if I can’t find the number I was sent? Service code information will be mailed in December, for current employers/employees. New employers/employees will be sent a letter after a start date is issued. Please keep that information in a safe place. You will need it every time you complete a timesheet. If you cannot find the information you were sent, please contact your payroll specialist at FA. What if I worked only 1 day in a pay period and only 1 day in the next pay period? Please complete 2 timesheets. Only 1 pay period may be recorded per timesheet. How do I record In and Out times? Enter time in hours and minutes, like a digital clock (HH:MM). Do not use military time. Record time in 15 minute increments (XX:00, XX:15, XX:30, XX:45). Enter the time you started working. Enter the time you stopped working. Remember to mark the appropriate AM/PM circle for each In/Out time. Reminder: Only work and record authorized hours

FAQ’s cont. What if I work a 24 hour shift that spans two days? Record your In time on the first day of work. Record an Out time of midnight 12:00 AM. On the next day record an In time of 12:00 AM. Record your Out time. Where do I find the pay period dates? The payroll schedule has the pay period information for 2016. A copy is included at the end of this presentation and may also be found on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/payroll-schedules.html Where do I send my timesheet? Timesheets may be mailed, scanned & emailed, or faxed. You will find contact information on your program’s payroll schedule. Timesheets must be received by the deadline on the payroll schedule. Timesheets received after the deadline will not be processed until the next payroll. http://www.fiscalassistance.org/forms/employer-agent-forms/payroll-schedules.html Will you accept a picture of my timesheet? We are unable to accept pictures of timesheets. The timesheet will be rejected.

FAQ’s cont. When are timesheets due? See your program’s payroll schedule for deadline information. Timesheets must be received by the deadline on the payroll schedule. Timesheets received after the deadline will not be processed until the next payroll. Payroll schedules can be found on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/payroll- schedules.html When is the pay date? See your program’s payroll schedule for pay date information. http://www.fiscalassistance.org/forms/employer-agent-forms/payroll- schedules.html How do I record mileage or expense reimbursement? You may only record mileage or expense reimbursement if your employer’s budget allows and you have an agreement that mileage and/or expense reimbursement will be paid. If so, you must complete the travel & expense reimbursement form. The form can be found on our website: http://www.fiscalassistance.org/forms/employer-agent-forms/timesheet.html Where do I go if I have questions? Contact your payroll specialist for help!

2016 Payroll Schedule

Resources A mailing to all employers and employees will be sent. New employers and employees will receive the mailing after all paperwork is processed. Our website is a great resource for all information regarding the timesheet! http://www.fiscalassistance.org/forms/employer-agent-forms/ If you have additional questions, contact your payroll specialist for more information and assistance.