INSTRUCTIONS TO EMPLOYEE FOR COMPLETING TIMESHEET
Personal, assignment, and pay period information is preprinted from information on the HRIS system at the time that the timesheets
are printed.
Special Situations:
New Employee Using a Blank Form—Complete the top part of the form with the correct employee ID, name, location, hours
scheduled, pay period, and position. Follow the instructions under absences for recording hours on days before the first duty day.
Hours Schedule Differences—Because forms are preprinted as of the beginning of the pay period, a change to your scheduled
hours made after the printing of the timesheets will not be reflected on your form. If this is the case, post the correct daily hours
worked each day for the new hours scheduled.
Position—This is a critical 11-digit number that identifies
employees and their position classification. If you have any
questions about the position number, please bring them to
the attention of the timekeeper.
Normal Duty Hours—Complete the information in this box
by writing the time of day you are scheduled to report for duty
and the time of day you are released from duty.
Exception to Monday through Friday Work Schedule—
Use this box if you are not on a regular Monday to Friday
schedule.
Shift—The block labeled “shift” indicates the shift to which you
are assigned. If you have any questions about the assigned shift,
please bring it to the attention of the timekeeper immediately,
since failure to do so will result in incorrect pay. The shifts are as
follows:
Shift 1 starts between 5 a.m. and 2 p.m.
Shift 2 starts between 2 p.m. and 10 p.m.
Shift 3 start between 10 p.m. and 5 a.m.
See MCPS Policies and Regulations for additional information
regarding permanent and temporary changes in shift assignment.
Reporting Your Time
There are three sections for reporting hours: Regular hours
worked, Absence hours, and Overtime hours. You must report
absences and overtime.
Within each section, there is a column to designate a pay code
and then a column for each day of the two-week pay period
where the hours are to be reported. The pay codes are a three-
character code which indicate the type of hours being reported.
A list of the pay codes and their descriptions are on the front of
the timesheet.
Total Areas—These areas are provided for your use to check
the hours that you have entered. You are not required to
complete these columns.
Totals hours by day—You may total the hours worked and
absence hours for each day and enter the hours in the totals
row at the bottom on the absence section.
Biweek Totals: You may use the biweek totals column to
total all hours reported for the two weeks for each pay code.
Regular Hours Worked (LTS/REG)—
Report in the box for
that day, the exact number of regularly scheduled hours worked.
Long-Term Substitute Teachers (includes critical
subject teachers): Use the pay code LTS. Do not report
more than seven hours in one day.
Professional and Supporting Services: Use the pay
code REG when reporting regular hours worked. Reporting
hours worked is optional if you work 1/10 of your scheduled
hours Monday through Friday. If you work a different
schedule, for example, Monday, Wednesday, and Friday or
Saturday through Wednesday, you must report the hours on
this timesheet.
Absence Hours—Report the absence Pay code in the box
provided and the hours for each day of the absence.
Recording Hours for Partial Pay Periods: Supporting
Services and Professional only - This includes transfers,
terminated employees, employees on extended leave
without pay, new assignments, and pay periods where the
duty day starts or ends within the pay period. Hours elapsed
in the pay period before the employee’s first duty day should
be recorded as NPS.
Long-term Substitute: Emergency leave (EMR) is the only
absence that is allowed to be reported and paid.
Overtime Hours (Supporting Services Only)— Overtime
Hours include all hours worked that are above scheduled
hours. Report the overtime pay code in the box provided and
the hours for each day of that overtime. All overtime must be
approved in accordance with MCPS policies and regulations.
Overtime Notes:
Delayed Opening/Early Closing (DEC): School-based
and maintenance employees who are required to report on
time and to work a full shift on days when there is a delayed
opening or early closing of school and whose starting time is
before the delayed opening time or ending time is after the
early closing time, should report one hour of pay in DEC.
Holiday Occurring on a Scheduled Day Off (HRR):
Report a holiday that falls on a scheduled day off (Monday
through Friday) as HRR.
The remaining overtime pay codes are allowed for nonexempt
supporting services only.
Overtime (OTR): Report all hours for normal overtime as
OTR. The system will calculate premium.
Outside Use of Building (ICB) (OUR/OUP): Report OUR
for hours up to eight in a day and 40 in a week; OUP for
hours over eight in the day or 40 in a week.
Standby Hours (STB): When an employee is directed, in
writing, by a supervisor to remain at home and be ready to
report for work when called, report three hours as STB.
Work on a Systemwide Emergency Day (EDW): If
the entire school system including central office is closed,
employees required to work on an emergency basis need to
report straight time in REG and then the same number of
hours in EDW.
Call Back (CBP): When an employee is requested by an
appropriate official to report back to work after a normal
workday or to report work on a nonscheduled workday,
report a minimum of three hours as CBP.
Overtime Work on a Holiday (WOH): Report overtime
worked on a holiday as WOH.
