Timesheet Instructions and FAQs

The timecard is done every two weeks. Each timecard follows a pay period with a pay day.

• E.g., Pay period [Sunday March 25 to Saturday April 7] is followed with a pay day of Friday April 13. In payroll, this is called Period 2018-10A, where 2018 is the fiscal year, 10 is the fiscal month, and A is the paycheck count.
• If there are 3 paychecks for the months, we can have 2018-12A, 2018-12B, 2018-12C where 12 is June and has 3 paychecks distributed.

You can download the Tip Sheet for the Time Entry and the Full Guide.

• If you are not considered a Queen's employee (e.g., summer intern, temporary visitor staying for several days, not hired via Queen's, etc.), you must fill out the QMC Assumption of Risk form. After completion, return this form to Mahea.

QCBR Timecard Database Roles

• Scheduler: This is usually the manager who will notify the staff to enter their time in the timecard database. The scheduler will then enter the Staff's schedule in Kronos.
• TimeKeeper: Another staff will gather all the information and produce an Attendance Worksheet, which must match the schedule entered by the scheduler in Kronos.
• Staff: A member of the laboratory who needs to report his/her time. If the timekeeper and scheduler needs to have their time tracked, they are also a staff.
• Administrator: Maintains the database, adds new staff, add new timecards, troubleshoots etc.

Where do I go to fill out my timesheet?

To fill out your timesheet, you will be getting an email from Mahea or Andrea when the time has come to fill out the timecard.

I'm a little confused about the dates; what do they mean?

Let's assume that you see: December 28, 2012 (December 09 – December 22). This means that you will be getting your paycheck on December 28 (PAY DATE). The paycheck is for the days that you have worked from December 09 till December 22 (PAY PERIOD). A pay period consist of two weeks. Most often, we will always ask you to fill out your timesheet on the second week of a pay period, so that you can better account for your time. If you are still confused, please ask us before you fill out your timecards so that we don't have to make corrections after the payroll period has been processed. Here's an easy way of remembering: if you filled out your timecard this week; you should expect a paycheck next week. Then the following week, you will need to fill out another timecard; after that week, you will get another paycheck… and so forth.

I need to take VACATION day(s)

If you need to take a day off, you need to send an email to Andrea at afleig@queens.org and Mahea at mzoller@queens.org. The reasons are as follows: Andrea is the timekeeper and has to approve your vacation time. Mahea is the scheduler and puts down your days as you requested. When emailing, enter the days as 01/01/2021 PTO Vacation for example. PTO stands for Paid Time Off. I need to take SICK day(s) If you are sick, you need to send an email to Andrea at afleig@queens.org and Mahea at mzoller@queens.org and as EARLY as possible. If you are sick for more than three consecutive working days, you MAY qualify for Sick Leave, which allows you to draw from your Sick Leave pool, rather than your PTO pool (after the first three days). You may qualify for Sick Leave on the first day if you were admitted into a hospital for emergency or surgery (cosmetic surgery do not count). Please check with Mahea for more info. A doctor's note will be needed for any Sick Leave claim.

I need to take SICK day(s)

If you are sick, you need to send an email to Andrea at afleig@queens.org and Mahea at mzoller@queens.org and as EARLY as possible. If you are sick for more than three consecutive working days, you MAY qualify for Sick Leave, which allows you to draw from your Sick Leave pool, rather than your PTO pool (after the first three days). You may qualify for Sick Leave on the first day if you were admitted into a hospital for emergency or surgery (cosmetic surgery do not count). Please check with Mahea for more info. A doctor's note will be needed for any Sick Leave claim.

Why is it important to let Andrea and Mahea know exactly which days you took PTO sick or vacation?

It's very important, especially in case there is a work-related injury. If we don't know which days you took off and we mark a day that you reported a work-related injury, Worker's Comp will not pay you for your claim. Therefore, please email us and let us know the days you were sick or took vacation so we can report your time accurately.