Payroll Information/Time Sheet (PITS) Instructions

Payroll Information Time Sheets (PITS) are now available in a fillable form

**NOTE** When using the fillable form, remember to download the form so that you can use the form over and over!

When printing the PITS, it is preferred to have it submitted to Payroll in the 8.5″x14′ legal-sized format.

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. The employee demographic information at the top of the page, prior to Box #1, is to be completed in full.

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

Classification:

As per applicable collective agreement, add in the rank (example, Student Assistant I).

Job Title:

Add the name of the title of position the employee will be working in (example, Student Ambassador, or Student Assistant).

Budget Code:

Required field.

Salary/wage:

As per applicable collective agreement.

Paid:

Authorize Supervisor to Enter Hours: When the supervisor will be entering the hours on behalf of the employee, the employee must grant permission by signing this line.

Paid: 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.

The union group is a drop-down box which allows the user to select the applicable union group. Due are automatically indicated as yes.

Remarks: A detailed 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 https://www.brandonu.ca/hr/payroll

Box #2:

Indicate supervisor approval Level 2 and Level 3 (required)

Level 2 = allows a supervisor access to review and approve time sheets, LEVEL 2 requires higher up approval for hours to be processed for payment.

Level 3 = required for time sheets to be processed for payment.  This approver is the person that has approval authority for assigned budget code. 

Box #4:

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

Remarks: Forwarding 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 https://www.brandonu.ca/hr/payroll

Box #5:

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 https://www.brandonu.ca/hr/payroll

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”.

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.

Total Hours Section:

Paid Regular ___ O/T ___: Enter the total regular or o/t hours that have been entered in Box #5
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 https://www.brandonu.ca/hr/payroll