Payroll Information/Time Sheet (PITS) Instructions

PITS are to be completed for employees who work casual, temporary or irregular hours and have not been hired under any other form of formal employment contract and for reporting employee absences.

Box #1:

This section must be completed for:

• new hires
• rehires
• employment extensions to extend beyond original employment end date
• change in budget code, wage rate and/or description of duties etc.

Employment Dates:

Both the start date and the end date are required. When unsure of the exact end date enter an approximate date. Should you need to extend the employment term then complete Box #1 on another PITS to extend the end date. The extension start date must be the employee’s first work day following the end date on the previous PITS

Paid

Paid: Bi-weekly Lump Sum :There are only two payment options. Bi-weekly means the employee is paid every 2 weeks on the scheduled bi-weekly payroll dates for the entire period of the term of employment as stated in the employment dates. Lump sum means one payment at the end of the employment term on the bi-weekly payroll date that coincides with or next follows the term end date.

Union ___ Dues ___: Leave these sections blank as they are for HR use only.

Time Sheets to be Submitted:

Yes No If no, Hours __/Day, Hours __/Week:

If the employee has no definite work schedule then mark “Yes” and the Time Sheet portion of the PITS will have to be submitted in order to initiate payment. Normally the employee completes the Time Sheet portion and the supervisor signs to certify correctness. For instructions on how to complete the Time Sheet section please see Box #4 instructions below.

If the employee will work the same regular hours per day or week for the entire term as specified in the employment dates then an option is to not submit timesheets and in this case, “No” would be marked and the hours/day or hours/week would be indicated in this section. If timesheets are not being submitted on a bi-weekly basis, it is the department’s responsibility to ensure the employee is working the hours/week they are being compensated for. Should a problem arise, the Human Resources Office should be contacted immediately as these employees are paid up-to-date whereas employees submitting hours bi-weekly are paid two weeks behind.

Remarks: A brief description of the employee’s duties is required for Human Resources to determine if the work being done is work of a bargaining unit on campus.

Authorized By: Is the signature and date line for the person with signing authority for the budget code indicated on the PITS, or the duly authorized designate.

Completed forms are to be forwarded to Human Resources for processing and payment. A Payroll Dates and Deadlines schedule is available at http://www.brandonu.ca/hr/payroll

Box #2:

This section must be completed in its entirety when an employee leaves the employ of your department.

FWD Address: It is important that we have correct permanent home address information in order to forward T4′s at year-end.

Authorized By: Is the signature and date line for the person with signing authority for the budget code indicated on the PITS, or the duly authorized designate.

Completed forms are to be forwarded to Human Resources for processing and payment. A Payroll Dates and Deadlines schedule is available at http://www.brandonu.ca/hr/payroll

Box #3:

This section must be completed to record the absence of a regular, term, or temporary employee.

Absent commencing: indicate the date and time if applicable
Returned to work on: indicate the date and time if applicable
Reason: indicate the number of hours or days the employee was absent by specifying it under the appropriate type of leave.

Completed forms are to be forwarded to Human Resources for processing.

Box #4:

This section must be completed by employee’s being paid by time sheet on an hourly basis, indicating the hours and dates they worked. Please refer to the above Box #1 instructions before completing this section for the first time.

Time sheet: From __ To __: Indicate the pay period that the hours are being submitted for. Bi-weekly pay periods run from Saturday to Friday. A Payroll Dates and Deadlines schedule is available at http://www.brandonu.ca/hr/payroll

Numbers 1, 2, 3, … 31: These numbers represent days of the month for the pay period you are reporting.

IN and OUT: Indicate the employee’s start time beside the appropriate date on the top line underneath “IN”, then indicate when they leave for their lunch break underneath “OUT” (Note: as per Manitoba Employment Standards, if an employee works more than 5 hours, they are entitled to at least a ½ hour unpaid break that must be shown on the time sheet), then indicate the time they come back from their break on the second line underneath “IN”, and finally the time they finish work for that date underneath “OUT”. Example:

REG: The total hours worked that day are entered here, excluding overtime hours.

O/T: This section is for overtime hours to be entered. As per Employment Standards, any hours worked over 8 hours/day is overtime and shall be paid at 1½ times the employee’s hourly wage. If a Collective Agreement covers the employee then the terms of the collective agreement would take precedent over Employment Standards. If the employee schedules their own hours, overtime will not be paid provided “schedules own hours” is written on the time sheet beside “Total Hours” at the bottom right hand corner of the time sheet. Example:

Total Hours Section:

Paid Regular ___ O/T ___: Enter the total regular or o/t hours that have been entered in Box #4
Certified Correct: Employee and supervisor’s signatures are both required.
Completed forms are to be forwarded to Human Resources for processing and payment. A Payroll Dates and Deadlines schedule is available at http://www.brandonu.ca/hr/payroll