- Issue Date: December 27, 2006
- Primary Contact: Director of Human Resources
- Responsible Member of Directorate: President and Director
- Responsible Office: Human Resources
OverviewI. General Information:
A. All employees, except marine
personnel and educational appointments must submit a time report
on a bi-weekly basis for approval by their supervisor or designee.
This is the only document which authorizes the Payroll Office
to prepare a paycheck. In addition, it serves as the basis for
assigning salary costs to grants, contracts, cost centers and
all other cost activities. The procedures described below will
standardize the preparation of time reports in conformance with
the requirements of the Institution's cognizant federal auditor,
the Defense Contract Audit Agency.
II. Normal Work Hours
B. Pay periods end on alternate Saturdays
with pay days falling on the following Friday.
C. Time reports must be received by the
Payroll Office no later than, and preferably before, noon on
Monday prior to the pay day. Time reports may be submitted earlier
due to necessary early approvals, processing or holidays. If
the charge to a cost center or project is different from what
was originally recorded, a timely salary redistribution must
be made to reflect the time worked.
D. Time reports must be recorded, signed
and approved in black or blue ink. Pencil entries and/or signatures
are not acceptable.
E. Time reports must reflect the hours
the employee actually worked or compensated absences taken (e.g.,
vacation, holidays, sick leave, etc.). Time reports must be
completed daily or when different tasks occur and not at the
end of the pay period. Regular recording will insure the accuracy
of time charges for the tasks worked on. In addition, exempt employees must adhere to (N.).
F. Time reports must be signed by the
employee only at the end of the pay period and then submitted
to her/his supervisor.
G. Supervisors should review and sign
each employee's time report only at the end of the pay period
to insure proper completion.
H. In the Science Departments, the Department
Administrator is authorized to approve time reports for employees
supervised by the Department Chair. In the Department Administrator's
absence, the Department Chair will approve the time reports.
In all other cases in the Science Departments, the employee's
direct supervisor must approve the time report or, in her/his
absence, the next higher supervisor.
I. In all other departments and only if
authorized formally by the Administrative Manager, persons considered
assistant supervisors may approve time reports in the absence
of the supervisor.
J. When corrections or changes to time
reports are required before submission to the Payroll Office,
the revisions should be made by drawing a line through the original
entry and then showing the correct entry on a new line. Changes
to the cost center/project or hours worked can be made only
by the employee, not the supervisor. The employee should affix
her/his initials next to each change. Erasures and/or use of
"white out" are not permitted. Time reports should not be destroyed.
If the original time report becomes unreadable, the employee
should obtain a new time report from the department/unit designee
and, after completing the new one, attach it to the original.
K. The Payroll Office will return to the
employee any time report with incomplete cost center or project
allocation. This action could cause a delay in the preparation
of the employee's paycheck. To process a paycheck, the
time report must include an employee or authorized signature.
Any time report submitted without an employee and authorized
signature, will be returned to employee before processing payment.
L. Blank time reports will be controlled
by department/unit designees. New time reports for the next
pay period will be distributed just prior to the end of the
current pay period.
M. The overtime policy for Graded Employees
is covered in Payment for Overtime. Overtime
reporting is referenced in Section IV.
Exempt employees are not entitled to overtime compensation. To account
correctly, if an exempt employee works more than 8 hours in a day and
more than one cost center or project is to be charged, the maximum 8
hour period must be allocated to each cost center or project
proportionately to the actual hours worked (rounded to the nearest 1/4
hour). For example, if an exempt employee works 14 hours in one day,
spending 10 hours on Project A and 4 hours on Project B, the ratio on
the time report would reflect the following: 10/14ths of 8 hours
recorded for Project A and 4/14ths of 8 hours on Project B.
O. If an employee is not present at the
Institution (e.g., on vacation or sick leave, travel, at-sea,
jury duty, etc.), advance completion of a time report is acceptable.
If the cost center or project charged is later determined to
be incorrect, it is understood that a salary redistribution
must be submitted.
P. The following reporting forms are to
1.PR-5 (Blue Time Reports) are used
by all non-marine, full-time and part-time employees to record
regular work hours including compensated absences and repaid
O/T for graded employees at sea.
Copies of the above forms can be obtained from the
2.PR-6 (Salmon Time Reports) are used by graded
(non-exempt) personnel to record overtime work ashore.
3.(Pink Time Reports) are used by graded (non-exempt)
employees while at sea to record hours worked and compensated
4.PR-8 (Gray Time Reports) are used by Shop
personnel and CIS programming & analysis personnel to
record regular and overtime hours and compensated absences.
5.PR-9 (Yellow Time Reports) are used by casual-status
employees to record hours worked.
6.PR-14 (White Reports) are used by all non-marine
employees to make corrections to time reports previously submitted.
7.PR-16 (White Reports) are used by all exempt
employees to record cruise leave and sea duty accrual.
8.PR-17 (White Reports ) are used by all non-marine
employees to make time report corrections that are over three
9.The Marine Overtime Form is used by marine
employees to record bi-weekly overtime hours.
A. Form PR-5 (Blue) is to be used
by all full and part-time employees except ships' crew members,
Graduate Research Assistants, shop personnel and the Programming
and Analysis Group in CIS to report up to 40 hours per week or
80 hours per pay period. A separate form, PR-6 (Salmon), must
be used for overtime worked ashore.
III. Graded Employees at Sea
B. Hours actually worked ashore are to
be entered each day on the line identifying the cost center
or project to be charged. The upper part of the form is to be
used for this purpose.
C. Paid absences, except Cruise Leave
and Sea Duty compensation, are to be entered on the appropriate
line on the day of occurrence, in the lower part of the form.
This includes holidays occurring while an employee is at sea.
D. If an employee is at sea for all or
part of a pay period, the Department Administrator will, on
behalf of the employee, enter the assigned project and the total
hours to be paid. These hours, which are provisional in nature,
should appear only in the total column on the right and equal
eight times the number of days at sea or en route to join a
ship. Graded employees at sea are prepaid 8 hours per day on
the blue time report for every Saturday, Sunday and holiday
worked at sea. Exempt employees' time reports should not exceed
80 hour per pay period. Actual hours worked for graded employees
will be subsequently reported on Form PR-7 (Pink). Exempt employees
are required to review the reports submitted on their behalf
and submit corrections if appropriate. Exempt employees, upon
return from sea, will submit Report of Cruise Leave and/or Sea
& Ice Duty Compensation (PR-16).
E. Shop personnel and the Programming
and Analysis Group use Form PR-8 (Gray) to report all hours
worked, regular and overtime, where appropriate. It is important
that this form be filled out completely, including "Work Order
F. Cruise Leave and Sea Duty Compensation
used in lieu of working normal hours are to be reported in the
upper portion of Form PR-5, assigned to the project on which
they were earned. However, in the daily total line for those
hours, the initials "CL" or "SD" should be entered rather than
the usual daily total of hours.
A. A provisional report will be
submitted by the Department Administrator for each employee at
sea which will insure that regular paychecks will be issued during
the period absent.
To provide for overtime compensation and to confirm the provisional
time reports, when participating in a cruise a record of all
hours worked while away from Woods Hole and the project(s) to
be charged must be submitted by the employee using Form PR-7.
The period covered by these reports is to include all travel
time. Mid-day commencement or conclusion of the travel period
is to be considered travel time for the whole day and reported
on Form PR-7. In the upper right hand section of Form PR-7,
each cruise participant should enter the dates actually embarked
and disembarked. Time spent in port prior to ship departure
or following ship arrival is not "at sea" time and should be
considered routine travel, work in port, vacation, etc., as
appropriate. Sea Duty Compensation will be credited to individuals
only on the authority of the Department Administrator, evidenced
by endorsement of Form PR-7, and will include the time elapsed
from date of joining the ship until date of departure.
C. The reports, completely and accurately
prepared, are to be submitted at the end of each pay period
and/or upon departure from the ship, to the Chief Scientist
who is responsible for their approval and delivery to the Payroll
Office by the most appropriate means. Compensation for properly
reported and approved overtime will be added to the employee's
regular earnings on the pay day occurring not less than seven
days following the date received in the Payroll Office.
D. When reporting travel days, print the
word TRAVEL vertically in the column(s) of the day(s) in travel
status charging the hours to the appropriate project.
E. If an Institution holiday occurs while
at sea, record eight hours on the holiday line in addition to
the actual hours worked (Form PR-7).
A. The Institution's policy on
overtime is covered by Payment for Overtime.
V. Casual Labor
B. Reporting of overtime at sea is explained
in Section III, paragraph B.
C. Overtime worked ashore by employees
other than shop personnel and the Programming and Analysis Group
is to be reported only on Form PR-6. These reports must include
a description of the work performed and must be properly approved.
D. Travel time which fits the definition
of overtime, except for travel en route to join a research vessel,
is reportable on Form PR-6.
E. Shop personnel and the CIS Programming
and Analysis Group will report overtime on their regular reporting
A. Casual employees are defined
in Definitions/Types of Employment.
VI. Corrections to Time Reports
B. Time worked is to be reported on Form
A. Whenever it becomes necessary
to correct any information on a time report which would change
the cost center, project or the hours charged, audit authorities
require such corrections to be properly documented.
VII. Ships ' Crew Members
B. Form PR-14 (White) will be used to
provide the necessary documentation to support changes which
must be fully explained, signed by the employee, properly approved
and returned to the Payroll Office.
A. Regular earnings for crew members
are based on bi-weekly notices from the Port Office to the Payroll
VIII. Graduate Research Assistants
B. Overtime and time off are reported
bi-weekly on Marine Overtime Report, signed by the crew member,
endorsed by the Marine Operations Manager, and submitted to
the Payroll Office as soon as the ship's schedule permits. The
Institution's policy on marine overtime is covered by Marine
Crew Member Procedures (pdf).
A. Graduate Research Assistants
are paid on a biweekly basis. Pay periods end on alternate
Saturdays with paydays falling on the following Friday.
B. Although their work may be directly
related to one or more of the Institution's research projects,
primary stipend support for Graduate Research Assistants is
provided by the Education Program to which all their stipends
C. Time reports are not submitted by Graduate
Research Assistants. Authorization for payment is based
on notification to the Payroll Office from the Education Office
in the form of a Financial Assistance Award Notice. The
Financial Assistance Award Notice includes the biweekly stipend
amount, number of payments to be made, and which project number
to be charged to.
D. Should it be necessary to make corrections
to a Financial Assistance Award Notice, a Financial Award Notice
Correction Form is submitted to Payroll. The correction
form is initiated by the appropriate department, sent to the
Education Office, and then forwarded to payroll for the transfer
you require assistance in the interpretation of this procedure,
please contact the Payroll Office.
Last updated: February 25, 2013