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Payroll Presentation Payroll changes pertaining to non-exempt employees Timecards Changes effective January 1, 2004 International Students
Payroll Presentation
Payroll changes pertaining to
non-exempt employees
Timecards
Changes effective January 1,
2004
International Students
Focus Groups  In September 2003, two focus groups were held at PCC for the purpose
Focus Groups
In September 2003, two focus
groups were held at PCC for the
purpose of discussing issues in
regard to the current payroll and
timecard process for non-exempt
employees.
21 non-exempt EEs participated.
Outcome Three issues that emerged were:  • Standardizing pay for non-exempt employees • Design of
Outcome
Three issues that emerged were:
• Standardizing pay for non-exempt
employees
• Design of the timecard
• Supervisor’s responsibility
Standardizing Pay:  The number of days in a pay period fluctuates on the semi-monthly cycle
Standardizing Pay:
The number of days in a pay period
fluctuates on the semi-monthly
cycle which makes non-exempt
employees’ pay different each pay
period.
The number of non-exempt
employees is approximately ¼ of
the total employees on the payroll
system.
Timecard Issues: Pay periods ending in the middle of the  week make tracking overtime, docking
Timecard Issues:
Pay periods ending in the middle of the
week make tracking overtime, docking
and overage cumbersome and time
consuming. Misunderstanding on how
these adjustments are calculated by
payroll causes confusion and mistrust on
the part of supervisors and EEs.
Tracking changes and errors
systematically is virtually impossible
because of the inconsistency in hours
worked each pay period.
Supervisor Issues:  EE perception is that supervisors do not take the timecard system serious: •
Supervisor Issues:
EE perception is that supervisors do not
take the timecard system serious:
• EEs feel that the timecards are their
responsibility.
• Supervisors do not make it a priority
to be available the day timecards need
to be signed and turned into the
payroll office.
Supervisor Issues: • Supervisors do not check to see if the timecards are accurate. • Supervisors
Supervisor Issues:
• Supervisors do not check to see if the
timecards are accurate.
• Supervisors are not knowledgeable of
procedures when coaching EEs on the
completion of the timecard.
Changes: Effective January 1, 2004   Non-exempt employees will be paid at a semi-monthly rate
Changes:
Effective January 1, 2004
Non-exempt employees will be paid at a
semi-monthly rate calculated by annualizing
their hourly rate and dividing it by 24 pay
periods.
Example: EE earns $9.50/hr.
$9.50*2080=$19,760 yr
24 pps in a year
$19,760/24=$823.33 pp
Changes:  Effective January 1, 2004, timecards to be turned in bi-weekly.  A calendar including
Changes:  Effective January 1, 2004, timecards to be turned in bi-weekly.  A calendar including
Changes:
Effective January 1, 2004, timecards
to be turned in bi-weekly.
A calendar including time periods,
due dates, and payroll dates is
found on the payroll intra-web page.
http://w3.palmer.edu
Supervisor Responsibility: Just a reminder:  • Supervisors are responsible for checking the accuracy of the
Supervisor Responsibility:
Just a reminder:
• Supervisors are responsible for checking
the accuracy of the timecard and
ensuring that the timecards are turned
into the payroll office by the due date.
Supervisor Responsibility: • Timecard completion should reflect the hours the EE worked.  Example: An employee
Supervisor Responsibility:
• Timecard completion should reflect the
hours the EE worked.
Example: An employee works 2.5 hours
overtime on Monday and leaves 2.5 hours
early on Friday. The timecard should reflect
10.5 hours on Monday and 5.5 hours on
Friday – NOT 8 hours on Monday and 8
hours on Friday. *Reason: California law
requires that any time worked over 10
hours be paid at the overtime rate.
Timecards  Effective January 1, 2004 timecards will be due biweekly.  The first due date
Timecards
Effective January 1, 2004 timecards will
be due biweekly.
The first due date is January 5, 2004. The
timecard will reflect dates worked from
December 16, 2003 to January 3, 2004.
The next due date will be January 19,
2004.
This timecard will reflect dates
worked from January 4-17, 2004.

January

2004

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January 2004 11 12 16 25 24 23 22 21 20 18 Mon Fri 2 3
International Students  Effective January 1, 2004, all International Students will be paid through payroll. This
International Students
Effective January 1, 2004, all
International Students will be paid
through payroll. This means all
International Students must have a
social security number. They will not
be able to work until they have this
number.
What we are working on: A more user friendly timecard.   Combining the time off
What we are working on:
A more user friendly timecard.
Combining the time off request form
and the timecard.
New pay stubs.
Increasing the % of direct deposit.