New Mexico State University Payroll Services Timesheet for

New Mexico State University Payroll Services
Timesheet for Temporary Staff and Student Employees - Instructions

*For assistance with completing the form call or email the Aggie Service Center at 575-646-2000 or [email protected]

Purpose

The paper timesheet should only be used to correct an electronic entry, if the employee failed to submit time by the deadline or missed pay. The paper timesheet should be filled out completely and properly. Signature of Supervisor/Approver is required before submitting to Payroll Services. Incomplete, handwritten, forms printed in portrait or minimized are not acceptable and will be returned to the department. A paper timesheet should not be used to enter time as a regular method of pay. The electronic timesheet is the official time keeping system of the university.

Employee ID Number & Name

The ID is the 800xxxxxx assigned to the employee in Banner.

Department Org

Enter Department Org number located in NBAJOBS.

Position Number & Suffix Enter position number for which time is being submitted-6 digit position number and 2-digit Suffix number.

Pay Period Dates & Payroll No.
Earn Code (EC)
Shift 1=Day (most common shift code used)

Click on the drop down button and select the beginning of a pay period that corresponds to the time being submitted. The ending pay period date and the corresponding payroll number will default. Pay period dates are from the 1st through the 15th or the 16th through the last day of the month. For pay period dates click on link for pay schedules located at https://payroll.nmsu.edu/.
Important: Pay period dates must be selected in order to enter time on the days of the week.
To view the Earn and Shift codes, hover the cursor over the empty fields below the columns. Click on the drop down to make a selection. An Earn Code must be selected in the drop down button for hours to total. Select an Earn Code that corresponds to the employee ECLS (Employee Classification). Use the continuation page if more Earn Codes are needed. Hours are rounded to the nearest quarter hour increments. For example: 15 minutes =.25, 30 minutes = .5, 45 minutes =.75. Enter hours only on the days they were actually worked.
Important: Moving hours to another date to avoid paying overtime is prohibited and violates FLSA Law.
A Shift must be selected in the drop down button in order for hours to total. Shift 1= (Day Shift) @ regular rate of pay unless approved to work another shift. Differential shifts: S= Swing @.10, G=Graveyard @.40, L=Library @.50, M=Midnight @1.00.

Total Hours

Total Hours populate automatically when hours are entered in the worked days.

Total Hours by Earn Code (EC)

Total Hours by Earn Code populate automatically.

Reason for paper submission

Provide a reason why a paper timesheet is being submitted.

Employee Signature

The Employee Signature. If employee is not available to sign enter ‘Employee Not Available’.

Supervisor/Approver’s printed name

The Supervisor/Approver printed name is required.

Supervisor/Approver’s Signature

Supervisor/Approver signature is required.

PS-Temporary-Staff-and-Student-Timesheet.pdf 01/2022

Page 1 of 2

New Mexico State University Payroll Services
Timesheet for Temporary Staff and Student Employees

ROUTING

Payroll Services [email protected]

SECTION 1: REQUESTOR INFORMATION - Incomplete, handwritten, forms printed in portrait or minimized are not acceptable and will be returned to the department.

Employee ID:

Last Name:

First Name:

Dept. Org:

Position No.:

Suffix:

Pay Period:

to

Pay No.:

SECTION 2: PAY PERIOD HOURS WORKED

To view the Earn and Shift codes, hover the cursor over the empty fields below the columns. Click on the drop down to make a selection. Enter hours for each day worked. Round off hours worked to the nearest quarter ¼ hr=.25; ½ hr= .50; ¾ hr=.75; 1 hr =1.00

Week 1

Week 2

Earn Code Shift Total

Sun

Mon

Tues

Wed

Thur

Fri

Sat

Earn Code Shift Total

Sun

Mon

Tues

Wed

Thur

Fri

Sat

Hours

Hours

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Total

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Total

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Week 3

Week 4

Earn Code Shift Total

Sun

Mon

Tues

Wed

Thur

Fri

Sat

Earn Code Shift Total

Sun

Mon

Tues

Wed

Thur

Fri

Sat

Hours

Hours

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Total

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Total

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Earn Code Shift Hours
Total by Earn

RGT

RGS

1

S

G

M

L

1

S

G

M

L

0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

0.00

0.00

SECTION 3: OFFICIAL APPROVAL
I certify that the timesheet I am submitting accurately reflects hours worked and/or leave taken during this time period.
Reason for paper timesheet:

Employee Signature: Supervisor/Approver Printed Name: PS-Temporary-Staff-and-Student-Timesheet.pdf 01/2022

Date: Signature: Page 2 of 2

1
0.00

S
0.00

RGW
G
0.00 0.00

M

L

0.00 0.00

Date:

Total Hours
0.00
Reset