Please see the message below from Delene Bryant, Manager of Payroll & Benefits.  Please direct all inquiries to payroll@shoreline.edu  Thank you.

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All employees:

LEAVE REPORTS are due:

• Thursday 11/14 at noon by employee and 5pm by supervisor. 

Classified and hourly/student employees:

TIMESHEETS are due:

• Friday 11/15 at noon by employee and 5pm by supervisor.   

Classified Staff

• Do your hours of work and leave add up to 40 each week (Work week is Sunday to Saturday)? They should!
• Do you need to charge your overtime pay to a budget other than your regular one? Email payroll@shoreline.edu with your name, the hours/date and Combo Code to be charged.  
  • Don’t know the Combo Code? Ask the person who assigned you the overtime or the Budget Office at sccbudget@shoreline.edu. 
  • Is there a holiday during the week? Be sure to add HOL and your scheduled hours for that holiday.
• Are you required to work on the holiday? Please be sure to use the following TRC’s.
  • HWK & number of hours worked.
    • Didn’t work your full shift?  Then add HWK for hours worked, and HOL for hours not worked, equal to your shift.
  • Did you report Leave without Pay equal to your shift on your last working day prior to the holiday?
    • Then you will need to use HNE and the number of hours equal to your shift on the holiday.
  • Are you not scheduled to work on the holiday?
    • You work an alternate schedule, and you do not work on Fridays, Friday is the holiday – have your supervisor email payroll@shoreline.edu to let us know and we will award you with comp time to use at a future date. 

Hourly (non-student) Staff

• Did you use the Time Reporting Code of “HRY” on your timesheet? Please make sure that you do. 
• Student (non-workstudy) Staff
• Did you use the correct Time Reporting Code for your position?  Here they are! 
  • STU = enrolled for 6 or more credits, STF = enrolled for 5 or less credits, OEX = International students (regardless of load). 

Work-study Students

• Did you use the correct Time Reporting Code for your position?  Here they are! 

FWS = Federal Work-study, FRS = Federal Work-study Read, SWS = State Work-study, CSF = Community Service Federal Work-study.

• Do you know what type of work-study funding you have? Look on your Work-study Referral form to confirm or contact payroll@shoreline.edu.  

FAQs:

• I’m not sure if I’ll work overtime on the final day of the pay period, should I wait to submit my report of hours?  
  • Please submit all the days except the final one by the deadline, and then submit the final day with hours worked at the conclusion of your shift. 
• I’m having trouble remembering to submit my timesheets, what can I do? 
  • Set a re-occurring task for the morning of the 15^th and 30^th or 31^st day of each month so a reminder pops up telling you to submit. Supervisors, you can also use this for approval reminders!

RESOURCES: 

For Classified Staff Supervisors & Admin Team (administrative/exempt personnel)

Good morning,

As we enter the holiday period, please remember, if you are going to be on leave during a pay period approval time, to set-up a delegation for that pay period. 

THESE instructions will guide you on the process. 

Things to remember:

1. Set-up the delegation as soon as you know you will miss an approval process time. Today for any pay period in the future is acceptable. 
2. Set-up the delegation for the entire pay period you will miss the approval process time. 
3. Make sure your delegee will be available to approve the timesheets and absences while you are out.
4. Make sure your delegee is already a supervisor. 
5. Remember if an employee has entered time on their timesheet before you set-up the delegation, that timesheet will not go to the delegee. 

Examples:

1. You will be gone from November 27 through December 4.  Your delegation should be:
   1. Start date 11/16 (you will miss the approval period of 11/29-12/2).
   2. End date 11/30 (you will be back to approve time for the 12/1-12/15 pay period).
2. You will be gone from December 13 through January 5. Your delegation should be:
   1. Start date 12/1 (you will miss the approval period of 12/13-12/16).
   2. End date 12/31 (you will be back to approve time for the 1/1-1/15 pay period).
3. You will be gone from December 20 through December 31. Your delegation should be:
   1. Start date 12/16 (you will miss the approval period of 12/30-12/31).
   2. End date 12/31 (you will be back to approve time for the 1/1-1/15 pay period).
4. You will be gone from December 20 through December 27. Your delegation should be:
   1. None, you will be available to approve timesheets for the 12/16-12/31 pay period.

Please attend our virtual office hours on Tuesday from 3pm to 4pm if you need assistance in setting up a delegation.

Below are the deadlines for absence and timesheet entries:  

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EMPLOYEES:  

  Links to instructions on:  

• How to add an absence  
• How to cancel an absence and re-submit an absence  
• How to view an absence request  

  SUPERVISORS:  

  TIME REPORTING CODES BY EMPLOYEE GROUP:  

Hourly:   

Please be sure to use the correct Time Reporting Code for your position  

• HRY for non-student hourly employees  

Student:  

Please be sure to use the correct Time Reporting Code for your position  

• STU for student hourly employees enrolled in 6 or more credits  
• STF for student hourly employees enrolled in less than 6 credits  
• OEX for international students regardless of credit load  

Are you a work-study student, then you should be using one of the following:  

• FWS for federal work-study students  
• SWS for state work-study students  
• FRS for Fed w/Study Read  
• CSF for Community Serv. FWS  

Classified:  

• Make sure each week equals your work schedule; 100% employee, then you should have a minimum of 40 hours posted between REG, comp time and any leave, 75% employee, then you should have a minimum of 30 hours posted between REG, comp time and any leave.  This includes any Leave without Pay posted.  
• Overtime to be charged to a budget other than the employees normal budget, please email the combo code (not the chart string) to payroll@shoreline.edu& the budget authority person (who approves you to do the work).   

Below are the deadlines for absence and timesheet entries for the 9/1-9/15 pay period:

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Any Employee who works on Saturday (9/14) or Sunday (9/15) may update/change any submissions as needed, before midnight on Sunday 9/15, they must email their supervisor to inform them of any changes.

EMPLOYEES:

Links to instructions on:

How to add an absence

How to cancel an absence and re-submit an absence

How to view an absence request

SUPERVISORS:

TIME REPORTING CODES BY EMPLOYEE GROUP:

Hourly:

Please be sure to use the correct Time Reporting Code for your position

• HRY for non-student hourly employees

Student:

Please be sure to use the correct Time Reporting Code for your position

• STU for student hourly employees enrolled in 6 or more credits
• STF for student hourly employees enrolled in less than 6 credits
• OEX for international students regardless of credit load

Are you a work-study student, then you should be using one of the following:

• FWS for federal work-study students
• SWS for state work-study students
• FRS for Fed w/Study Read
• CSF for Community Serv. FWS

Classified:

• Make sure each week equals your work schedule; 100% employee, then you should have a minimum of 40 hours posted between REG and any leave, 75% employee, then you should have a minimum of 30 hours posted between REG and any leave.  This includes any Leave without Pay posted.
• Overtime to be charged to a budget other than the employees normal budget, please email the combo code (not the chart string) to payroll@shoreline.edu & the budget authority person (who approves you to do the work).