PAIRETIMESHEET &

LEAVE REPORT TUTORIAL

PAIRE’s pay periods are semi-monthly from the 1st through the 15th & the 16th through the last day of each month.

Regular paydays will fall on the 7th & the 22nd of each month. If the regular payday falls on a holiday or weekend, paychecks will be dated the workday before.

Timesheets are due in the PAIRE office by 10:00 a.m. on the 1st & 16th of each month.

Non-exempt employees are required to turn in a timesheet with their own & their supervisor’s original signature each pay period.

A fax copy is acceptable to meet the deadline, but must be replaced by the original timesheet with the required signatures.

PAIRE fax: 650.858.3907

Timesheet or Leave Report?

Non-Exempt employees are required to submit a timesheet every pay period.

Exempt employees should only submit a Leave Report for days in which no work was performed.

So which am I?Non-Exempt employee:• Is paid on an hourly basis • Is not exempt from overtime pay

CA labor laws defines a non-exempt employee as an employee who shall not work more than eight hours in any workday or more than 40 hours in any workweek unless s/he receives one and one-half times his/her regular rate of pay for all hours worked over eight hours in any workday, over 40 hours in the workweek or for the first 8 hours on the 7th day of work in a workweek.

Exempt employee:• Is paid on a salaried basis• Is not eligible for overtime pay

CA labor law states such an employee is exempt from the provisions of the State and Federal Wage & Hour Laws as established by the Industrial Welfare Commission Orders & the Fair Labor Standards Act (FLSA). Thus, employees classified as exempt are not eligible for overtime pay.

Filling out a timesheet:1. Complete name, phone extension for you

& your supervisor.

Filling out a timesheet:2. Select the correct pay period from drop down boxes.

3. Indicate your PAIRE account number & the percentage worked on each account.

Filling out a timesheet:4. Select time in, lunch out, lunch in, & time out for each day.

5. For any day in which leave was taken, indicate the number of hours in the leave columns.

Filling out a timesheet:6. Review your timesheet for accuracy.7. Sign your timesheet.8. Get your supervisor to sign your timesheet.9. Turn in to PAIRE at the end of your shift

on the last day worked before the due date.

Filling out a Leave Report:1. Complete name, phone extension for

you & your supervisor

Filling out a Leave Report:2. Select the correct pay period from drop down boxes.

Filling out a Leave Report:4. Indicate the hours of leave taken in the appropriate leave column. Leave hours must be reported in full work day increments.5. Review your timesheet for accuracy.6. Sign your timesheet.7. Get your supervisor to sign your leave report.8. Turn in to PAIRE per Schedule of Due Dates.

Do’s & Don'ts

DO get your supervisor’s signature on your timesheet/leave report.

If you are unable to get your supervisor’s original signature before the deadline, DO submit an unsigned or faxed copy & follow up with the signed original.

Hourly employees: DO show all time worked, including when work started & ended, as well as the time you took your lunch.

If you need to correct your timesheet/leave report, DO have your supervisor initial all the changes.

Hourly employees: DON’T submit a timesheet until the end of your shift on the last day worked before the due date.

DON’T estimate or guess hours worked; hourly employees should fill out their timesheet on a daily basis.

Lunch Break WaiverIn accordance with California’s Industrial Welfare Commission, an employee working more than 5 hours per day must take an unpaid lunch break of at least 30 minutes.

The lunch break may be waived by mutual consent of the employee & supervisor only if the workday does not exceed 6 hours.

If you work more than 5 hours in a day but no more than 6 hours in a day & you wish to waive your 30 minute unpaid lunch break, you must complete a lunch break waiver letter.

Lunch waiver form is available on: http://www.paire.org/hr/current/

PAIRE HolidaysHolidays in 2012

Monday* January 2, 2012 New Year’s Day ObservedMonday January 16, 2012 Martin Luther King, Jr. DayMonday February 20, 2012 President’s Day Monday May 28, 2012 Memorial DayWednesday July 4, 2012 Independence DayMonday September 3,

2012 Labor Day

Monday October 8, 2012 Columbus DayMonday** November 12,

2012 Veterans Day

Thursday November 22, 2012

Thanksgiving Day

Tuesday December 25, 2012

Christmas Day

2013 HolidayTuesday January 1, 2013 2013 New Year's Day * January 1, 2012 (the legal public holiday for New Year’s Day), falls on a Sunday. Monday, January 2, 2012, will be treated as a holiday.

**November 11, 2012 (the legal public holiday for Veterans Day), falls on a Sunday. Monday, November 12, 2012 will be treated as a holiday.

Am I eligible for PAIRE holidays?

All regular, full time (30 hrs +/week) employees are eligible for PAIRE holidays.

Part-time employees (20 hrs – 29 hrs/week) will receive pro-rated holiday hours based on the average hours worked over the 4 previous pay periods.

Part-time employees will be notified via email with the pro-rated holiday hours for any pay periods that include a holiday.

Temporary & on-call employees are not eligible to be paid holiday pay.

Questions?

Contact PAIRE Payroll

payroll@paire.org650.858.3970