** Please note: Timesheets that do not contain all of the information listed below will not be processed. Notification of an unprocessed timesheets may or may not be sent. **

Information to include:

  • Name (First and Last)
  • Employee ID # (same as student ID)
  • Supervisors name
  • Beginning and End times (including breaks)
  • Signatures (employee and supervisors)

Dates to Note:

  • Pay Period (on the top left above name) – This reflects the time period for which you should be recording hours.
  • Due Date (on the top left below name) – Timesheets are due by five (5) p.m. on the due date
  • Pay Day (bottom left) – Employees who submit their timesheets by the due date will receive their pay on this day.
  • Employees who receive paper checks may pick up their checks after 11:00 a.m. on payday at the HR Office.

Reporting Time:

  • Begin and end times (including breaks) must be reported for everyday.
  • Hours should be reported in quarter increments (00, 0.25, 0.5, and 0.75).
    • For example- If your total hours for the day are 7 hours and 45 minutes you would report 7.75 hours worked.
    • Remember to round up to the nearest quarter. Instead of 8:07, you would report 8:15 or 8.25 hours.
  • A work week goes from Sunday to Saturday.
  • Employees may work up to eight (8) hours in a day for a total of ten ( 10) hours in a week but may not exceed this amount unless otherwise approved by supervisor and HR.

Additional Required Information:

  • Research Assistants must complete the RA box on top of the timesheet along with the information included in the General Section above.

Breaks:

  • After four (4) continuous hours employees are entitled to receive a 15 minute paid break.
  • For any work period of 6 continuous hours or more employees must take at least a thirty (30) minute unpaid lunch break and record it on their timesheet.
  • Employees should not combine their breaks or use them to come in late or leave early.

Submitting Timesheets:

  • On Campus Employees MUST submit completed timesheets to HR by 5 pm on the due date.
    • Please date stamp the back of the timesheet before submitting it.
    • If HR is not open you may slide your timesheet under the door.

Late Timesheets:

  • Late timesheets will be paid on the next available pay period along with any additional hours submitted.

Should you have any questions regarding timesheets, please contact us at payroll@law.ucla.edu . You should receive an answer within 48 hours during normal business hours.


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