Time Reporting Instructions
Each employee is appointed to an "employee class" which determines eligibility for certain benefits and overtime pay, as indicated below. Your employee class is printed on the time report. Please read the "General Information For All Employees" and the "Time Reporting Information" applicable to your employee class.
| Employee Class | Vacation | Sick | Academic Break | Personal Holiday | Holidays | Paid Overtime |
|---|---|---|---|---|---|---|
| AO Americorps Other | No | No | No | No | No | No |
| FE Foundation Salaried Exempt | Yes | Yes | No | Yes | Yes | No |
| FM Foundation Salaried Management | Yes | Yes | No | Yes | Yes | No |
| FN Foundation Salaried Non-Exempt | Yes | Yes | No | Yes | Yes | Yes |
| OO Other Options | No | No | No | No | No | No |
| RA Regular Salaried Academic Break | No | Yes | Yes | No | No | No |
| RC Regular Salaried Caregiver | Yes | Yes | No | Yes | Yes | No |
| RE Regular Salaried Exempt | Yes | Yes | No | Yes | Yes | No |
| RM Regular Salaried Management | Yes | Yes | No | Yes | Yes | No |
| RN Regular Salaried Non-Exempt | Yes | Yes | No | Yes | Yes | Yes |
| SE Scholar Exempt | No | No | No | No | No | No |
| TA Temporary Hourly Academic Break | No | Yes | Yes | No | No | Yes |
| TB Temporary Hourly Non-Exempt | Yes | Yes | No | Yes | Yes | Yes |
| TC Temporary Hourly Casual Non-Exempt | No | No | No | No | No | Yes |
| TO Caregiver Hourly without Benefits | No | No | No | No | No | No |
| TS Temporary Hourly SDSU Student | No | No | No | No | No | Yes |
| TT Caregiver Hourly SDSU Student | No | No | No | No | No | No |
| TW Caregiver Hourly with Benefits | Yes | Yes | No | Yes | Yes | No |
General Information For All Employees
- Your time report is sent to your principal investigator or supervisor at the beginning of each pay period. Employees with more than one assignment with the Foundation will receive a time report for each assignment.
- There are two pay periods per month. Work performed between the 1st and the 15th of a month is paid on the 25th of that month. Work performed between the 16th and the end of a month is paid on the 10th of the following month.
- Time reports must be signed and returned to Foundation payroll by the "Date Due Back" shown in the upper right-hand corner of the time report. Hours accrued for vacation, sick leave, and personal holiday are printed on the time report. The number of accrued hours shown on the time report reflects totals for all jobs and does not reflect time taken off or time accrued during the prior pay period.
- Non-exempt employees are entitled (by California law) to a period of 10 minutes rest for each four hours of work or major fraction thereof and that rest periods should occur in the middle of each work period insofar as practicable. This means that each non-exempt employee is entitled to two 10-minute rest periods in an eight-hour shift. In addition, each non-exempt employee is entitled to a meal period of at least 30 minutes if he or she works five or more hours in a day.
Time Reporting Information For Salaried Employees - Employee Classes: FE, FM, FN, RA, RC, RE, RM, and RN
- "FTE," located in the upper right-hand corner of the time report, reflects the percentage of time you are scheduled to work. For example, 50% FTE indicates a half-time schedule of 20 hours per week.
- Salaried employees report only exceptions to their regular schedule. Exception hours are recorded on the appropriate day, on the line corresponding to the proper earnings code. At the end of a pay period, exception hours reported for each earnings code should be totaled in the "Total Hours" column.
- Part-time salaried employees who work more than their regular schedule, but less than 40 hours for the week, record the number of extra hours worked as "Sal Extra."
- Non-exempt salaried employees (employee classes FN and RN) are eligible for time-and-a-half overtime pay for time worked in excess of 8 hours per day or 40 hours per week. The following earnings code should be used to report overtime hours worked: "OT Pay" (Overtime Worked for Pay).
- Holiday hours, calculated according to your FTE, are printed on the time report on Foundation designated holidays. If you do not work on a holiday, record nothing on your time report. If you work on a holiday, record the hours as "Hol Work."
Time Reporting Information For Other Salaried Employees - Employee Class AO, OO and SE
- "FTE" located in the upper right-hand corner of the time report, reflects the percentage of time devoted to Foundation activities. Employees in class AO and OO do not record any hours on the time report. Employees in class SE may record minimal exceptions as indicated on time report.
- The "Expense Distribution" section of the time report indicates the portion of the FTE to be expensed to the funds listed. If the pre-printed FTE or account information is incorrect, please notify your sponsored research administrator.
Time Reporting Information For Hourly Employees - Employee Classes: TA, TB, TC, TO, TS, TT, and TW
- Hourly employees record all hours worked on the appropriate day and earnings code line. Regular hours worked are recorded as "Hr Base" or "Stu Base." The "Hours/WK" section of the time report is an estimate of the number of hours you are regularly scheduled to work each week.
- Hourly employees eligible for paid leave record these hours on the appropriate day and earnings code line. At the end of each pay period, hours reported in eearningsings code should be totaled in the "Total Hours" column.
- Time reports must be submitted by 4:30 pm on the "Date Due Back" or you will not be paid until the next regularly scheduled payroll. Note: Time reports may occassionally be due at noon due to holiday schedules.
- Employee class TB and TW are eligible for paid holidays. The holiday must fall on one of the employee's regularly scheduled workdays in order to be paid. Time taken off on a holiday is recorded as "Hol Off." Time worked on a holiday is recorded as "Hol Work."
- Hourly employees (employee classes TA, TB, TC, and TS only) are eligible for time-and-a-half overtime compensation for time worked in excess of 8 hours per day or 40 hours per week and should record overtime hours worked as "OT Pay" (Overtime Worked for Pay).
The above time reporting instructions are provided to answer some of the more commonly asked questions about time reporting. SDSU Research Foundation reserves the absolute right to amend any provisions of these instructions, as it deems appropriate. For more information on time reporting, overtime pay, vacation, sick leave, and holidays, please call Foundation payroll at 619-594-6971.