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Payroll Instructions and Dates

SALARIED

Salaried timesheets are due in Human Resources on the first working day of each month.

ALL EMPLOYEES MUST SUBMIT A MONTHLY TIMESHEET

  1. Enter employee name, Month/Year

  2. If you have worked all month with no exceptions, simply check off the appropriate box, sign and date the timesheet, and forward to your supervisor for authorization. Once your supervisor signs the timesheet they will return the yellow copy to you for your records.

  3. Employees with exceptions, check off entitlements taken. Enter the appropriate date the exception occurred, the time affected and total number of days/hours taken.   Enter the appropriate leave code and any remarks.

    Please note the following exceptions for reporting entitlements:

    If an employee works (1) hour in a half day that he/she is absent from work, entitlements will not be affected, provided the employee has prior authorization from their supervisor.

  4. Overtime and TOIL Taken

    • Enter the date, hours, and salary adjustment code.
    • Calculate month end overtime hours and TOIL taken and report in TOIL Summary.
    • For definitions on the following salary codes, please see the appropriate Article in the Staff Association Collective Agreement:
       
      • WSD - Weekend Premium - Article 43
      • SDN - Shift Differential - Article 16
      • CBK - Callback - Article 17
      • STDBY - Standby - Article 19
    • No overtime is paid unless the weekly/monthly required number of hours is worked.
    • All adhoc payments must be submitted on the timesheet.
    • If the space provided is insufficient to record entitlements taken or overtime, please attach an additional timesheet and mark as "page 2".
  5. Sign and date the timesheet. Forward to your supervisor for authorization.

  6. Human Resources will advise employees of any changes made to their timesheet.

  7. NOTE: THE TIMESHEET MAINTAINED BY HUMAN RESOURCES IS THE OFFICAL DOCUMENT.

  8. Entitlements are not on timesheet.  Human Resources will provide each employee with a summary of entitlements three times a year.  If employees have any questions regarding their entitlements, please contact Human Resources

CASUAL & CONTRACT

INSTRUCTIONS FOR COMPLETION OF SEMI-MONTHLY ATTENDANCE REPORT

Portage College has a semi-monthly payroll system for all employees.

All Casual Employees must submit a SEMI-MONTHLY ATTENDANCE REPORT.

Enter employee name, month/year, commencement date, and employee number.

PAY PERIOD 1: Starts from the 1st day of the month to the 15th of the month. Enter the hours you worked on the appropriate days indicated. Total the hours for Pay Period 1 and submit this timesheet to your Supervisor. The Supervisor MUST sign the timesheet, enter a budget code, and verify the hours on the timesheet. Timesheets must be submitted to Human Resources on the 16th day of the month or next working day. Pay day is the second last banking day of the month.

PAY PERIOD 2: Starts on the 16th to the end of the month. Enter the hours worked on the appropriate days indicated. Total the hours for Pay Period 2 and submit this timesheet to your Supervisor. The Supervisor MUST sign the timesheet, enter a budget code, and verify the hours on the timesheet. Timesheets must be submitted to Human Resources on the first working day of the following month. Pay day is the 15th of the following month. If the 15th falls on a Saturday then pay day is on the 14th of the month. If the 15th falls on a Sunday then payday is on the 13th of the month.

A Payroll Schedule for Casual & Contract Employees is included below, indicating the date timesheets are due in Human Resources and the date of deposit into the employee's Account.

An approved invoice must be submitted for payment of a contract. All contracts are subject to deductions, if you are an employee of The College.

For SUBSTITITE INSTRUCTORS do not record hours worked on your timesheet - just write FULL DAY or HALF DAY for dates worked. Please write the location worked in the remarks section.


PLEASE NOTE:

It is your responsibility to submit timesheets by the scheduled cut-off dates. If timesheets miss the deadline no special payroll run will be done. Late timesheets will be processed on the next scheduled payroll run. 

Pay Period One (PP1) is for the days worked from the 1st to the 15th of each month.

Pay Period Two (PP2) is for the days worked from the 16th to the last day of each month.