Controller's Office
Payroll Manual

Staff Timesheets

  • Non-Exempt staff and students are required to complete a time sheet in order to be paid. The Non-Exempt staff time sheet for employees scheduled for 37.5 hours per week is available here; the time sheet for employees scheduled for 20 hours per week is available here. Student employee time sheets are available in Student Financial Services, USVC 105.

    Instructions for Filling Out Seattle University Time Report for Salaried Monthly Employees

    Standard Working Hours of the Month:

    1. 86.67 if employee works 20 hours/week
    2. 97.50 if employee works 22.50 hours/week
    3. 130.00 if employee works 30 hours/week
    4. 162.50 if employee works 37.50 hours/week
    5. 173.33 if employee works 40 hours/week

    This is the prescribed formula: standard working hours/week x 52 weeks/year : 12 months/year = standard working hours/month.Holiday hours are prorated accordingly, 1 holiday for employees working 37.50 is 7.5 hours, if employee works 20 hours/week, then your holiday equals to 7.5 hours x 20/37.5 or 4.00 hours.  

    Exempt Employees

    Exempt Employees Record Exception Times Only.

    Exempt employees are only required to document days when accrued or unpaid leave time leave is used, such as vacation, sick, jury duty, community service, and bereavement. The Leave Report for Exempt Staff is used to report such leave events. Librarians should use the Leave Report for Librarians.

    Signature requirement:
    A supervisor's signature is required for exempt employees in Band "C" and "B4+".
    A supervisor's signature is not required for Deans, Associate Deans,and employees in Band "D" and above.

    Due Date:
    Leave Reports are due on the first of the following month in which leave(s) occurred, or immediately upon employee's return from leave. June's Leave Report is due on June 16th in order to ensure the accuracy of vacation liability at fiscal year end.

    Calculating Overtime

    Exempt employees are excluded from overtime pay, as defined in the Seattle University Human Resources Policy Manual.

    Non-Exempt Employees

    Non-Exempt Employees are Required to Complete Daily Work Log or an Attendance Record.

    After daily work log is completed, transfer leave hours to the top section of the Time Report, then subtract the total of leave hours from the standard working hours of the month.

    Calculating Overtime

    If employee work any hours in excess of your monthly standard hours during any week (Sunday-Saturday), the employee is paid in the following categories.

    Overtime pay (OS) at straight-time is applied to hours up-to40 hours/week. For example, Jane Doe standard hours is 162.5 hrs/month(7.5 hrs/day * 5 days/week * 52 weeks/year / 12 months/year). She worked 45.00 hrs during the week of February 8 - February14, 1998. She indicated the hours she worked during that week on the daily work log and then she broke-down the OS or OT hours.Then Jane computed OS (overtime at straight-time) = 2.5 hours(40 hours - 37.5 hours/week). She then transferred the total O Sat the front Time Report.

    Overtime pay (OT) at time-and-a-half is applied to hours worked above 40 hours/week. In this example, Jane Doe computed OT (over time pay at time-and-a-half) = 5 (45 hours less 40 hours), and OS (overtime pay at straight-time) = 10 (40 hours less 30 hours). She then transferred the total OS and OT at the front Time Report, and added the overtime hours to the 162.50 hours that produced the total hours of 170.00 (162.50 standard monthly hours + 7.5 hours overtime).

    Making Adjustments

    If there is any error or adjustment after employee has submitted the current monthly Time Report, the adjustment should be made on the Time Report for the following month.

    Hourly Rate Calculation for Salaried Employees

    The hourly rate for salaried employees will not show on pay-stub.The hourly rate is calculated as follows:

    By dividing the monthly salary by the average standard hours each month, or
    By dividing the annual salary by total hours of the year (1,950 hours for employees working 37.5 hrs/week)

    For example:

    Employee A is earning $3000.00/month. S/he works 37.5 hours/week.Her/his hourly rate is calculated as follows:
    Average standard hours each month: 37.5 hrs/week * 52 weeks/year: 12 months/year equals 162.5 hrs/month.
    Hourly rate: $3,000/month : 162.5 hrs/month equals $18.46/hour