Electronic time entry process change

In order to ensure that time reporting is done accurately, we will need to add an extra step in the process of electronic time entry. PLEASE READ THIS CAREFULLY!!

Here’s the situation —

• I keep a spreadsheet with the number of hours each instructor is scheduled to teach in a given pay period. This spreadsheet is available for Nancy to see to use as a guide when she goes in to approve time entries.
• I try very hard to make all the needed changes that come up — illness, car problems, snow days, make-up days, etc., etc. Sometimes I miss something. And sometimes an instructor makes a time entry error. Therefore, there are times when the hours on my spreadsheet don’t match the hours that an instructor has entered.
• It’s not always possible for Nancy to contact me to find out which number (mine or the instructor’s) is the correct one — and often there’s a very short window for her to approve the entries before the Payroll deadline. If there’s a discrepancy, there are only two options: (a) Approve the entry, which may mean the instructor will be underpaid (or overpaid) and not know it; or (b) Reject the entry, leaving the instructor to fill out a paper time card, and risk not being paid for the time until the following time period.
• So that we can be sure instructors are being paid correctly AND so I can keep track of expenses, we need an improvement in the process. I sincerely hope the following change will remedy the situation.
  

Here’s the new process —

• About five days before the end of each pay period, I’ll send each instructor an e-mail with a screen shot of the days and number of hours for that instructor from my spreadsheet. This is the spreadsheet that Nancy will use to verify that the time entered is correct.
• If everything is correct, just let me know and then enter your time as usual. Nancy will then know it’s correct and be able to approve it.
• If there is an error, let me know right away so I can update the spreadsheet before you enter your time.
• If I don’t hear from you one way or the other by the time entry deadline, I will assume that my spreadsheet is correct. At that point, if there is a discrepancy between what you have entered and what is on my spreadsheet, Nancy will reject the time entry. You will then need to complete a paper time card in order to be paid for that time period. PLEASE NOTE that once the electronic time entry deadline has passed, there is a good chance that a paper time card will not be processed by Payroll in time for the next pay, which means your pay would be delayed until the following pay period.
  

If you have any questions, please do not hesitate to let me know. Thank you for your help as we work to improve processes and ensure accuracy in tracking expenses.

Testing with Scantrons

All classes except Basic English 1, Basic English 2 and Basic English for Business will use Scantrons in the final tests. Here are some important notes about testing with Scantron sheets.

• Let students know to come prepared for the test with two sharpened #2 pencils (or mechanical #2 pencils). They will need these to complete the tests.
• Be sure that students use #2 pencils to complete the Scantron forms.
• Students should not write in the test booklets.
• Give an example on the board of how to fill in the answer blanks correctly. Blanks should be filled in completely and neatly (not circled or marked with an X). Erasures should be clean and neat.
• If name labels are not provided (or if two Scantrons are needed), be sure students complete the information box on the Scantron with first name, last name, CougarID number and the course name.
• If there are more than 50 questions on the test, each student will need to use two Scantron sheets. #1 on the second Scantron sheet will correspond with question #51, #2 with question #52, and so on.
• If two Scantrons are needed for each for each student, do not staple the Scantrons together before turning them in.
• Turn in the completed Scantrons and test booklets right away after the tests are over so we can have the scores available for the students as soon as possible.
  

Calendar of Events: March - April, 2010

March
02 Thelma Bucy's birthday
08 International Women's Day
12 Time cards due for period of 3/1 - 3/15
14 Daylight Savings Time begins
15 Electronic time entry due for period of 3/1 - 3/15
17 St. Patrick's Day
21 Naw Ruz (Bahá’í New Year)
28 Fred Baker's birthday
28 Palm Sunday (Christianity)
29 Time cards due for period of 3/16 - 3/31
29 Spring Quarter begins
30 Passover (Judaism)
31 Electronic time entry due for period of 3/16 - 3/31

April
01 April Fools Day
02 Good Friday (Christianity)
04 Easter Sunday (Christianity). No classes today; campus will be closed.
08 Buddha's birthday (Buddhism - Japan)
11 Holocaust Remembrance Day
13 Time cards due for period of 4/1 - 4/15
15 Electronic time entry due for period of 4/1 - 4/15
15 Federal and state income tax deadline
21 Birthday of the Prophet Mohamed
21 Administrative Professionals Day
22 Earth Day
25 World Penguin Day
28 Time cards due for period of 4/16 - 4/30
29 Arbor Day
30 Electronic time entry due for period of 4/16 - 4/30

Photocopies

Please have good judgment and consideration of others in the use of the walk-up photocopier. Don’t make a lot of copies at one time. It’s much more efficient to send large copy jobs to Duplication. The turnaround time is usually under three business days. (Plan ahead!) Bring copy jobs to me and I’ll get them sent over to Duplication.
Also, yesterday morning an instructor made nearly 200 copies at one time on the walk-up copier, which prevented other people from using it. Please keep in mind that many other people (instructors, staff and administrators) need to use the machine as well – as a copier, a scanner and a network printer. Thank you!