Timesheet Examples

The examples listed below are different situations that may be faced by a Non-Exempt employee pertaining to their time sheet entries. Non-Exempt employees in either a permanent or temporary full-time or part-time position may be compensated for hours worked over 40 hours.

Exempt employees are not compensated for hours worked over 40, or for traveling to and from other work site locations.

In these examples the term "Premium Rate" refers to the compensation rate for hours that are physically worked over 40 in the same pay week. The Premium Rate is one and a half (1.50) times the hours physically worked over 40.

Example A: Permanent full-time, non-exempt, employee who worked over 40 hrs. Will receive comp time for the hours physically worked over 40. (2 x 1.5 = 3 hrs of comp time)

Example B: Permanent full-time, non-exempt, employee who traveled on Friday to another work site and returned the same day (no overnight stay). Will receive comp time for the hours physically worked over 40 hrs. (3 x 1.5 = 4.5 hrs of comp time)

Example C: A permanent, part time, employee who normally works 20 hours per week. This employee is required to work on Saturday for 7.5 hours. Even though the employee’s normal work week is 20 hours, they will only be paid 27.50 hours straight time. An employee would have to work over 40 hours before they would get overtime at time and a half.

Example D: Permanent, non-exempt, employee who normally works 37.50 hours a week travels out of town for a conference. The employee will be staying overnight on Monday and Tuesday. The employee leaves at 6:30 on Monday and arrives to start work at 7:30. The conference ends at 4:00 on Wednesday and the employee travels back to their normal work location arriving at 5:00. Because the employee is staying overnight, he/she can only be compensated for their normal work hours (8:00 – 4:30) while traveling. Therefore the employee will not be compensated for the travel time from 6:30 – 7:30 on Monday and from 4:30 -5:00 on Wednesday. However while the employee is at the new work location any time worked in excess of the normal daily schedule and in excess of 40 hours for the week will be subject to compensation. The employee worked 12.50 hours on Monday and Tuesday and 8 hours on Wednesday. The employee will then receive compensatory time for the hours worked over 40 at the premium rate (8 x 1.5 = 12.0 hrs comp time)

Example E: Temporary, Full-time, Non-exempt, employee who normally works 37.50 hours a week. Employee was out sick on the Monday afternoon and missed 3.5 hrs of work. This employee does not have sick leave, therefore will only be paid for 34 hours at straight time.

Example F: Temporary, Full-time, Non-exempt, employee who normally works 37.50 hours a week. Because this employee is in a temporary status and can not accrue compensatory leave, they are compensated as overtime, over 40 hours, at the premium rate (5 x 1.5 = 7.5 hrs of overtime).

Example G: Permanent, Full-time, Non-exempt, employee who normally works 37.50 hours a week. Employee worked 7.5 hrs on Saturday and took 3.5 hrs of sick leave on Monday afternoon. Employee will be compensated, at the premium rate (1.5) for all hours physically worked over 40. Therefore the employee will receive compensation at the premium rate for the 1.5 hrs physically worked (1.5 x 1.5 = 2.25 hrs of comp time). The difference between the 41.5 hrs worked and the total 45 hrs for the week, which is 3.5 hrs, will be paid at straight time (3.5 x 1 = 3.5 hrs). Overall the employee will be paid for 37.50 hrs and will receive a total of 5.75 hrs of comp time (which at the discretion of the department can be paid out or be accrued to the employee’s comp leave record).

Example H: Permanent, Full-time, Non-exempt, employee who normally works 37.50 hours a week. Employee worked 7.5 hrs on Saturday and received 7.5 hours of holiday time for Christmas. Because the employee did not physically work over 40 hrs for the week due to the holiday the hours of 37.50 hours will be paid at straight time. (5 x 1 = 5 hrs comp time)

Example I: Permanent, Full-time, Non-exempt, employee who normally works 37.50 hours a week. Employee was required to work on New Years Day for 7.5 hrs and also took 7.5 hours of sick leave on Wednesday. The employee will be paid 37.5 hrs at straight time and will also receive 7.5 hrs of Holiday Compensatory Leave for working on New Years Day. The employee will have one year for from January 1st to use this Holiday Compensatory Leave. If this 7.5 hrs is not used, the employee will be paid for this 7.5 hrs at the end of the one year period. Note: If the employee had been an Exempt employee and had not used the 7.5 hrs by the end of the year, this employee would not be paid for the leave and it would be deducted from their leave record.

Example J: Permanent, Part-time, Non-exempt, employee who normally works 8 hours on Monday, 6 hours on Wednesday and 6 hours on Friday for a total of 20 hours per week. Because a holiday fell on a scheduled work day (Monday) the employee will get 4 hours of holiday pay and will have to use 4 hours of annual leave to make up the difference in the 8 hours normally worked on Mondays. Please note that part-time employees are to receive the same number of holidays as a full-time, Monday-Friday employee but on a prorated basis. (20 hrs a week / 5 days = 4 hrs a day) Therefore to get paid for the full 8 hrs on Monday the employee would use 4 hrs of annual leave and the 4 hrs of holiday leave to equal 8 hrs.

Example K: This time sheet is for a Permanent Full-time, Non-exempt employee on a Flex Schedule. This employee normally works an adjusted 37.50 hrs a week to leave work each day by 4:00pm. This employee is treated the same as an employee that works from 8:00 – 4:30.

Example L: This time sheet is for a Permanent Full-time, Non-exempt employee on a Compressed Work Schedule. This employee’s supervisor has approved that the employee be able to work more hours in the day in order to take each Friday off. The employee normally works 37.50 hrs a week, working 9.5 hours on Monday, Tuesday and Wednesday and 9.0 hours on Thursday. During this work week a holiday fell on a scheduled work day. The employee will receive 7.5 hrs of holiday time and will have to use 2 hrs of annual leave to make up the difference for the 9 hrs for Monday. (37.5 hrs / 5 days = 7.5 hrs a day)