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America Reads Tutor and Student America Counts

Instructions on Filling Out a Timesheet

You are responsible for submitting time sheets that are filled out completely, accurately, and legibly. You will not receive paychecks for time sheets that are incorrect or illegible. America Reads staff will not correct students' mistakes on time sheets.

TImesheets are legal federal documents. The consequences of submitting falsified information a timesheet are very severe. Here is the agreement you signed on your Workschedule:

 I understand that I must at all times have money in my federal work study allotment to work in this program.  I will stop working when this allotment runs out, and I will notify the America Reads office of any changes in my allotment. I agree that I will not be paid for any time I work when I do not have sufficient funds in my federal work-study account.  I agree that I will refund the America Reads program any money I am paid after my federal work-stud allotment is exhausted. I acknowledge that it is solely my responsibility to be sure I do not work after my federal work study allotment is exhausted.   I will fill out every timesheet to reflect accurately only those hours that I actually work in accordance with the requirements of the program.  I will give my teacher an exact carbon copy of every completed timesheet I submit to America Reads.  I understand that my failure to give each and every copy of my completed, signed timesheets to my teacher, and/or any impropriety with any timesheet, will lead to my immediate termination and will be reported to the dean of my college for disciplinary action, which may include suspension or expulsion from the University, and/or to legal authorities for appropriate action, including criminal charges.  I will turn in a timesheet at the end of EVERY Pay Period, on or before the time it is due.  I agree that if I fail to turn in my timesheet on time for two consecutive Pay Periods, my work with America Reads and Counts will immediately be terminated.

Please read the following instructions carefully and follow them before submitting your time sheets. If you have any questions, contact the America Reads Office. If you must correct an error, either submit a new time sheet or very neatly cross out the mistake and re-enter the information.

The time sheet consists of an original copy and three carbon copies. The original copy marked "Payroll Copy" and the first carbon copy marked "Originator/America Reads" copy should be put in the America Reads mailbox in the lobby of 25 West 4th Street. The copy marked "Teacher's Copy" should be given to your teacher who should maintain your timesheets on file. The bottom copy marked "Student's Copy" is yours. You should keep copies of all timesheets for your records.

The information YOU must provide us is below along with a sample time sheet with numbered key:

  1. Employee ID# (UNIVERSITY ID NUMBER)
  2. Enter the "Pay Period End Date" (the dates are listed on the Payroll Dates Sheet). It is ALWAYS on a Sunday, not Friday.
  3. Your last name, first name, and middle initial
  4. Month and Day. Please fill in all dates for these columns.
  5. Enter morning, afternoon, and evening hours. Only enter hours that you have actually worked; do not include your travel time or lunch hour unless you are still working (tutoring, having conferences with your teacher, etc...). Hours worked should be rounded off to the nearest quarter, half, or full hour. For example, if you worked from 11:00 to 1:10, you may round off the 1:10 to 1:15, for a total of 2.25 hours on the time sheet. Similarly, if you worked from 11:00 to 1:05, you should round down to two hours. NYU Payroll will NOT accept any time sheet rounded to the exact minute.
  6. Add the number of hours for that day and enter here. Hours should be written in decimal points, NOT fractions.
  7. Add total hours for the week and enter here. * Complete steps 4-7 for the second week.
  8. Your hourly rate paid to you by America Reads.
  9. Your gross pay: hourly rate multiplied by total number of hours worked.
  10. Add the hours worked for the two weeks (or one week; whatever the case maybe) and enter here.
  11. Your teacher MUST write out in words the number of total hours worked for the two weeks.
  12. Write the district of your school.
  13. Write the grade of the students with which you work.
  14. Write the school number or name here.
  15. You MUST sign and date the time sheet.
  16. Teacher's signature. A teacher or someone else who can verify your hours worked MUST sign and date the time sheet.
  17. Your teacher must print his/her name.
  18. Head of Unit or Human Resource Rep's signature (We will sign this section after you hand in the time sheet).

NOTE: Payroll will not accept a time sheet that has more than one payroll period entered. In other words, if you've worked two weeks straight in any given payroll period, enter both weeks on one time sheet. If, however, you worked one week in one payroll period, and one week in another payroll period, you must fill out two separate time sheets. The "top" portion of the time sheet is for the first week in a payroll period; the "bottom" is for the second week.

REMEMBER Unless we inform you otherwise, time sheets are ALWAYS DUE in the America Reads mailbox (25 West 4th Street, 1st floor) on the Monday after the end of a pay period by 12:00 PM.

A late time sheet will result in a late paycheck. In the event there is a special payroll due to a holiday, you will be notified through email. If your time sheet does not include signatures from both you and your teacher, it will not be processed.

You CANNOT predict or project future hours. Time sheets can only be submitted for hours that you have already worked.