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Montgomery County Timesheet

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PACS TIMESHEET

Employee and Retiree Service Center

Montgomery County Public Schools

Rockville, Maryland 20855

Employee ID

Employee Name

Hrs. Sched.

Pay Period

Location

Position

Normal Duty Hours

From (AM/PM)

To (AM/PM)

Exceptions to Mon.- Fri. Work Schedule

Starting Day

Ending Day

Sort #

See Reverse Side for instructions to complete this form.

REGULAR HOURS WORKED - Write the hours worked in the day columns below.

PAY CODE
SAT
SUN
MON
TUE
WED
THU
FRI
SAT
SUN
MON
TUE
WED
THU
FRI
BIWEEK TOTAL
COMMENTS

ABSENCE HOURS - Write the type of absence in the pay code column provided and hours of that absence in the day columns.

PAY CODE
SAT
SUN
MON
TUE
WED
THU
FRI
SAT
SUN
MON
TUE
WED
THU
FRI
BIWEEK TOTAL

TOTAL HOURS - Write total of Regular hours and Absence hours.

TOTALS
SAT
SUN
MON
TUE
WED
THU
FRI
SAT
SUN
MON
TUE
WED
THU
FRI
BIWEEK TOTAL

OVERTIME HOURS - Write the type of overtime in the pay code column provided and hours of that overtime in the day columns.

PAY CODE
SAT
SUN
MON
TUE
WED
THU
FRI
SAT
SUN
MON
TUE
WED
THU
FRI
BIWEEK TOTAL

FRACTION OF HOUR

Report fraction of an hour of time worked:

0 - 05
.0
6 - 11
.1
12 - 17
.2
18 - 23
.3
24 - 29
.4
30 - 35
.5
36 - 41
.6
42 - 47
.7
48 - 53
.8
54 - 59
.9

*EMR is the only absence code allowed for long-term subs.

ABSENCE PAY CODES

ADL - Administrative Leave

ANN - Annual Leave

BFI - Bereavement - Immediate

BFO - Bereavement - Other

CVL - Civil Emergency

*EMR - Emergency

HOL - Holiday

IIF - Illness in Family

MIL - Military

NPR - Reported Leave Without Pay

NPS - Sched. Leave Without Pay

PER - Personal Leave

PRO - Professional Leave

SCK - Sick Leave

UBL - Union Business Leave

UIP - Unusual or Imperative w/ Pay

WCP - Worker's Compensation

OVERTIME PAY CODES

CBP - Call- Back Pay

DEC - Delayed Opening/Early Closing

EDW - Emergency Day Worked

HRR - Holiday at Regular Rate

OTR - Overtime

OUR - Outside Use at Regular Rate

OUP - Outside Use at Time and 1/2

STB - Standby Hours

WOH - Hours worked on a holiday

SIGNATURES

This is to certify that I have worked the hours shown and that payment has not been received for any of the above hours.

Employee

This is to certify that I have examined the above report and found it to be correct. It has been completed in accordance with policies and procedures.

Supervisor

INSTRUCTIONS TO EMPLOYEE FOR COMPLETING TIMESHEET

Personal, assignment, and pay period information is pre-printed from information on the HRIS system at the time that the timesheets are printed.

Special Situations:

New Employee Using a Blank Form - Complete the top part of the form with the correct employee ID, name, location, hours scheduled, pay period and position. Follow the instructions under absences for recording hours on days before the first duty day.

Hours Schedule Differences - Because forms are pre-printed as of the beginning of the pay period, a change to your scheduled hours made after the printing of the timesheets will not be reflected on your form. If this is the case, post the correct daily hours worked each day for the new hours scheduled.

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What the Montgomery County Timesheet Is

The Montgomery County Timesheet is an official timekeeping record used to document hours worked by county employees, temporary staff, and contracted personnel. It captures daily start and end times, break deductions, regular and overtime hours, job or project codes, and approval signatures. The form supports payroll processing, benefits administration, grant reporting, and audits. Accurate completion establishes payroll entitlement, helps determine tax withholdings, and provides an auditable record for internal controls and external review.

Why accurate timesheets matter for payroll and compliance

A complete Montgomery County Timesheet reduces payroll errors, supports federal and state reporting obligations, documents overtime and leave, and creates an audit trail for internal review and grant compliance.

Why accurate timesheets matter for payroll and compliance

Who prepares and reviews Montgomery County Timesheets

The timesheet involves multiple roles from staff who record hours to administrators who approve and process payroll.

  • County employees and hourly staff who record daily work hours and job codes for payroll
  • Supervisors and department managers responsible for verifying hours, approving overtime, and signing off
  • Payroll and HR administrators who process submissions, reconcile totals, and submit records for payment

Clear role assignments speed approvals and reduce the risk of rejected entries or delayed pay.

Step-by-step: completing and submitting a Montgomery County Timesheet

Follow these steps each pay period to ensure timely payroll and reduce correction cycles.

  • 01
    Record Hours: Enter daily start, stop, and break times
  • 02
    Classify Work: Assign project or department codes accurately
  • 03
    Review & Sign: Employee and supervisor verify totals
  • 04
    Submit: Send to payroll before the posted cutoff

How a timesheet moves through the county workflow

The standard workflow moves the sheet from employee entry to supervisor approval and then to payroll, with an audit record at each stage.

  • Employee Entry: Input hours and job codes
  • Supervisor Review: Confirm accuracy and approve
  • Payroll Processing: Validate, calculate pay, and submit
  • Recordkeeping: Archive signed copy for retention

Digital workflow settings for online completion

Key configuration options that streamline electronic timesheet collection and integration with payroll systems.

Field Configuration
Upload format PDF or DOCX accepted
Signer authentication Email or SMS code
Conditional fields Show project codes by department
Export CSV for payroll import

Technical delivery options and system integrations

Timesheets can be handled as paper forms, scanned PDFs, or native digital documents integrated with payroll.

  • Formats: PDF, DOCX, Excel
  • Integrations: Salesforce, NetSuite, Microsoft 365
  • Authentication: Email, SMS, or stronger

Common submission deadlines and processing cutoffs

Timely submission prevents payroll delays and reduces need for retroactive adjustments; confirm dates with your department's payroll calendar.

Weekly submission:

Submit by Monday 10:00 AM following the pay week

Payroll cutoff:

Payroll finalizes entries two business days after submission cutoff

Overtime approval:

Supervisor must approve OT within 48 hours of occurrence

Correction window:

Request corrections within 30 days to avoid tax rework

Records access:

Employees may request copies per county policy

Key milestones in the timesheet lifecycle

Milestones track from initial entry through final archival to ensure accountability and auditability.

01

Entry Completed

Employee records hours and codes for the pay period

02

Supervisor Sign-off

Supervisor confirms accuracy and authorizes payment

03

Payroll Processing

Payroll validates, computes pay, and issues payment

04

Archive

Signed copy stored in records management system

Security and compliance controls to protect timesheet data

Encryption: TLS 1.2/1.3 in transit
Data at rest: AES-256 encrypted storage
Audit trail: Timestamped logs and IP addresses
HIPAA handling: BAA required for PHI
Legal compliance: ESIGN and UETA compliant
Access controls: Role-based permissions

Common mistakes that slow processing or trigger corrections

  • Missing supervisor approval or signature often forces manual follow-up and delays payroll runs by one or more cycles.
  • Incorrect pay period selection places hours on the wrong payroll, triggers tax reclassification, and requires retroactive adjustments.
  • Rounding or arithmetic errors in totals cause reconciliation mismatches and require payroll personnel to verify source entries.
  • Using inconsistent job or project codes prevents correct chargebacks to grants or departments and may lead to funding audit exceptions.

Potential penalties and operational risks

Tax Penalties: IRC §6721 fines possible
Payroll Delay: Late pay and employee complaints
I-9 Issues: Form retention violations
Audit Exposure: Grant or program disallowances
Overpayment Risk: Difficulty recouping funds
Data Breach: PII exposure liability

How the Montgomery County Timesheet compares with a generic timesheet

This comparison highlights features specific to county administration versus a generic employer timesheet.

Criteria Montgomery County Timesheet Generic Timesheet
Notarization
eSignature Allowed
Payroll Integration configured varies
Retention Policy defined varies

eSignature vendor pricing and capability snapshot relevant to timesheet e-signing

Cost and capability differences influence whether an organization adopts a per-user plan, a site license, or vendor-integrated workflows for timesheet e-signing.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about the Montgomery County Timesheet

Answers to common operational and compliance questions about completing, signing, and storing the county timesheet.


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