Payroll: Timesheets and tracking hours
All employees responsible to track hours worked, will need to record these hours on their Timesheet in UKG.
Supervisors - How to approve employee’s timesheets and manage time off requests
Quick video on using UKG (overview, timesheets, time off)
Work periods per timesheet
1st - 15th or 16th - 30th/31st (last day of the month)
Timesheet deadlines
- Hours worked between the 1st-15th must be recorded and approved by 5pm on the 20th*.
- Hours worked between the 16th-30th/31st must be recorded and approved by 5pm on the 5th*.
* If the 5th or the 20th land on a weekend or holiday, the deadline will be the following Monday by 5pm.
FY 2025 Payroll Schedule
| Work Period | Timesheet Deadline | Payroll Date |
| August 1-15, 2024 |
August 20, 2024 | August 30, 2024 |
| August 16-31, 2024 | September 5, 2024 | September 13, 2024 |
| September 1-15, 2024 | September 20, 2024 | September 30, 2024 |
| September 16-30, 2024 | October 7, 2024 | October 15, 2024 |
| October 1-15, 2024 | October 21, 2024 | October 31, 2024 |
| October 16-31, 2024 | November 5, 2024 | November 15, 2024 |
| November 1-15, 2024 | November 20, 2024 | November 29, 2024 |
| November 16-30, 2024 | December 5, 2024 | December 13, 2024 |
| December 1-15, 2024 | December 20, 2024 | December 31, 2024 |
| December 16-31, 2024 | January 6, 2025 | January 15, 2025 |
| January 1-15, 2025 | January 20, 2025 | January 31, 2025 |
| January 16-31, 2025 | February 5, 2025 | February 14, 2025 |
| February 1-15, 2025 | February 20, 2025 | February 28, 2025 |
| February 16-28, 2025 | March 5, 2025 | March 14, 2025 |
| March 1-15, 2025 | March 20, 2025 | March 31, 2025 |
| March 16-31, 2025 |
April 7, 2025 | April 15, 2025 |
| April 1-15, 2025 | April 21, 2025 | April 30, 2025 |
| April 16-30, 2025 | May 5, 2025 | May 15, 2025 |
| May 1-15, 2025 | May 20, 2025 | May 30, 2025 |
| May 16-31, 2025 | June 5, 2025 | June 13, 2025 |
| June 1-15, 2025 |
June 20, 2025 | June 30, 2025 |
| June 16-30, 2025 | July 7, 2025 | July 15, 2025 |
| July 1-15, 2025 | July 21, 2025 | July 31, 2025 |
| July 16-31, 2025 | August 5, 2025 | August 15, 2025 |
Frequently Asked Questions
Listed here are some frequently asked questions in regard to hours worked, timesheets, and related policies. If the answer to your question is not found here, please email payroll@austinstone.org .
What is considered "work time" that I need to put on my timesheet?
Work time is any time that you spend pursuing the duties of your job, as well as any time that you are required by your employer to be present and available. This is not limited to the hours of a "business day," but includes any time that you spend throughout the day and weekend on your work. Work time includes time spent on work assigned to you, emailing, phone calls, and attending a required training.
What is considered Overtime?
Any hours worked over 40 within one workweek (Monday-Sunday) is considered overtime. If you anticipate that your hours will exceed 40 within one week, you must FIRST seek approval from your Supervisor
before working those hours.
What if I really like my job and want to work more than 40 hours, can I volunteer my time and not report it on my timesheet?
It is unlawful for you to volunteer your time doing work that we have employed you to do. If you work, you must report those hours on your timesheet.
I am salaried and I have an event on a Saturday that will put me over 40 hours. What are my options?
Speak with your Supervisor before Monday of that week so that you can make a plan for your schedule. You can substitute time from another day, as long as it is within the same workweek (Monday-Sunday). For example, if your event is 5 hours on Saturday, then plan to take 5 hours off on Friday in order to allow your hours to remain <40. (Note: You
cannot reduce your hours the following week to compensate. It must be within the same workweek.)
Is lunch time included in my work time?
Meal time is generally not included in your work hours. If, however, your meal is a working lunch (i.e. team lunch meeting, ministry meal) then this is included in your work hours.
If I am salaried and I work less than 40 hours in a week, will my paycheck be smaller?
No, your salary will not decrease if you work less than 40 hours/week. The only change to your salary will be if you work overtime. We trust that you are being diligent with your time to get your work done! You must continue to average at least 30 hours/week in order to remain eligible for full-time benefits.
What do I do if someone from another team has asked me to work on a project/give them some of my time?
If this could put you over 40 hours, you must first speak with your supervisor to determine if you have the capacity and how to adjust your workload.
How do I record my hours during Staff Retreat?
- The expectation to work outside of attending Staff Retreat is only as necessary and directed by your supervisor.
- If you ride the bus, Staff Retreat itself will be about 31 hours on your timesheet.
- Day 1 = 7 hours (5pm-12am)
- Day 2 = 16 hours (8am-12am)
- Day 3 ~ 8 hours (8am-4pm)
- If you have received approval to drive yourself to Staff Retreat, please record the hours attended. This includes:
- Hours attending and participating in events at Staff Retreat.
- Travel time that falls between normal business hours of 9-5.
- For non-exempt employees (those that record work hours on a timesheet), the expectation is you will keep your work hours at or below 40 for the entire week. That means that you should not work more than a total of 9 hours outside of attending Staff Retreat. Please note: this includes Sunday AFTER Staff Retreat. Congregation teams, communicate this with the rest of your team in advance.
- If you work more than 40 hours, overtime must be paid.
- Overtime should only happen where absolutely necessary, and should have been instructed by your supervisor in advance.
- Please plan ahead! Work with your supervisor to arrive at clarity of expectations before the work week begins.