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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.

For Payroll Forms click here

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.

Time Cards

Green Time Cards White Time Cards Blue Time Cards Yellow Time Cards Buff Timecards
Employees should complete green time cards with:

  • Full Legal Name

  • Employee ID

  • Job Title

  • Month/Year of Time Card

  • Time In/Out

  • Number of Hours Worked

  • Employee Signature


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.”

Please also note that should you be called for Jury Duty, providing Payroll with a Jury Duty Summons will not suffice. You will need to submit a Juror Receipt or Certificate of Service with your time card.

Any additional hours worked above your regular scheduled hours should be completed on a white time card with pre-approval.


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Employees should complete white time cards with:

  • 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.

Certificated employee’s white time cards for extended work year or extra work must have an authorization and must state on the time card under the remark section what project they are working on.

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Employees 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.

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Yellow time cards for Adult School are to be identified if they are FEE based classes. Employees should complete yellow time cards with:

  • Full Legal Name

  • Employee ID

  • Job Title

  • Location

  • Month of Time Card

  • Time In/Out

  • Number of Hours Worked

  • Employee Signature

Sick leave should be noted in the space for that day if sick leave is to be used for payment.

* Incomplete time cards may result in delay of your pay

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Employees should complete buff time cards with:

  • Full Legal Name

  • Employee ID

  • Student’s Name

  • Student’s Home School

  • Month of Time Card

  • Time In/Out

  • Parent Signature (each day)

  • Employee Signature

Home Instruction time cards must have a parent signature.

* Incomplete time cards may result in delay of your pay


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Payroll General Information