Time Cards
The following Time Card guidelines have been prepared for your information. Specific color time card information can be found below. To enable the Payroll Department to process payroll in an efficient manner, all of the guidelines should be followed. Any questions relative to these guidelines should be directed to the Payroll Department at extension 62618.
All time cards must be legible and submitted with the following information:
- Employee name (no nicknames or abbreviations) – please print.
- Employee’s signature.
- Supervisor’s signature – stamped signatures not allowed!
- Employee ID
- Month(s)
- Time In/Out
- Total hours worked
Deadlines
Please refer to the “Payroll Due Dates” document in Payroll Forms for specific due dates and pay periods.
Classified Staff:
The “Personal Necessity Leave Forms” (F266) form must be submitted to your Supervisor/Personnel Department before the leave is taken. If not, it is due within 72 hours after returning to duty.
Certificated Staff:
The “Absence Certificates for Certificated Personnel” (F172) form must be submitted to your Admin and is due within three days after returning to duty.
Resignations:
Resigning employees should complete their final Green Time Card or any final Absence Certificates and forward them to your Supervisor/Admin to be submitted to the Payroll Department as soon as possible for accurate final warrant calculation.
Certificated
Time Cards
Certificated: Extra Hours
Last Updated 08/08/2025Please use the “Site ” link below for hours authorized by your site Principal . Examples of these hours are: ILT Meeting, Welcome Walk, etc.
Certificated Site Extra Hours Timesheet (White)
Please use the “District-Wide ” link below for hours authorized by District Administration .
Examples of these hours are: Textbook Pilot, Curriculum Review, PD, etc.
Certificated District-Wide Extra Hours Timesheet (White)
Back to Top of Page
Certificated: Internal Coverage
Last Updated 08/08/2025Please use the Elementary link below if you are an Elementary school teacher
Internal Coverage Timesheet (Elementary Teachers)
Please use the Secondary link below if you are a Middle/High school teacher
Internal Coverage Timesheet (Secondary Teachers)
Back to Top of Page
Certificated Substitute: Timesheet (Blue)
Last Updated 08/08/2025Employees should complete blue time card with:
- Full Legal Name
- Employee ID
- Columns 1-4 and either 5 or 6
- Total Number of Days Worked
- Employee Signature
* Incomplete time cards may result in delay of your pay
The first four columns should always be filled in, then either column 5 or column 6 is to be used as follows:
IMPORTANT! Column 5 – please use the following codes:
- Ill – for sick leave
- PN – Personal Necessity Leave
- JD – Jury Duty
- BL – Bereavement Leave
- SB – checkmark column 6
In the “Full/Half/Periods” column, please list as follows:
- 1 = full day
- 1/2 = half a day
- 1pd = 1 period
- 2pd = 2 period
- 3pd = 3 period
- 4pd = 4 period
- 5pd = 5 period
- 6pd = 6 period
PLEASE DO NOT REPORT IN HOURS (3.5 hours or 9:30-1:00)
When a substitute is shifted from one class to another, the correct teacher’s name needs to be indicated on the time card. In case of a split class, both names should be recorded, especially as they relate to categorical or special education programs. Please be sure to print names so that they are legible.
Back to Top of Page
Classified
Time Cards
Classified: Green Time Card
Last Updated 08/08/2025- Full Legal Name
- Employee ID
- Job Title
- Month/Year of Time Card
- Time In/Out
- Number of Hours Worked
- Employee Signature
Green time cards are not paid. Green time cards are collected to track your attendance and absences each month. If the employee is absent, it should be filled in with the leave reason (sick, personal necessity, vacation, etc.) on the corresponding day. The left side and reverse side of the green time card is dedicated for when absences occur. Please be sure to indicate whether you want your available leaves deducted or your salary. If no indication is made, the payroll department will always default to take it from your available leaves.
If the employee is absent that day, it should be filled in with the leave reason (sick, personal necessity, vacation, etc.). The left side and reverse side of the green time card is dedicated for when absences occur.
Please note the line for reporting bereavement. The blank for “relationship” must be filled in. “Family” will not suffice.
- The CSEA contract (Article 10.4.2) states, “Members of immediate family as uses … means one of the following: mother, father, stepmother, stepfather, grandmother, grandfather, great grandmother, great grandfather, spouse, domestic partner, son, daughter, stepchild, brother, sister, brother-in-law, sister-in-law, father-in-law, mother-in-law, son-in-law, daughter-in-law, grandchild, great grandchild of the employee or the spouse, aunt, uncle, or any other person living in the immediate household of the employee.”
Any additional hours worked above your regular scheduled hours should be completed on a white time card with pre-approval.
Back to Top of Page
Classified: Extra Hours Time Card (White)
Last Updated 08/08/2025- Month/Year of Time Card
- Full Legal Name
- Employee ID
- Job Title
- Site of Work Performed
- Time In/Out
- Number of Hours Worked
- Remarks of what work was being done
- Employee Signature
* Incomplete time cards may result in delay of your pay
Classified substitutes subbing for an absent employee should note on the time card the name of the employee they subbed for under the “remarks” section. In case of substitution for a vacancy, it should say “Vacancy” and the last name of the person who vacated that position on the time card.
Back to Top of Page
