PRO TEM TIME SHEET & INSTRUCTIONS

1. Use a different time sheet for each week and for each client. (If you have a two-week assignment with the same client, use one time sheet the first week and a second one the second week. If you work for a different client each day during a week, use a separate time sheet for each day.) All time sheets must be signed by someone representing the client (attorney, office manager, or, if necessary, one of the firm’s staff).

2. Pay weeks run from Monday through Sunday, so fill in the Monday date for the week in which you worked at the upper right corner of your time sheet, even if your assignment began later in the week.

3. Print/type your name at the upper left corner, and the client’s name in the lower right corner, so we know who to pay and who to bill.

4. Record the time of your arrival, departure and any meal break periods for the morning and afternoon of each day you worked. Then calculate the hours you worked each day rounded to the nearest quarter hour and use decimals (i.e., 7.0, 7.25, 7.5, 7.75) rather than fractions (7¼, 7½, etc.).

5. Overtime is any time worked over 40 hours in a week or over 8 hours in a day/shift (regardless of whether it’s mid-week or weekend work). Be sure to let the client know when you’re approaching overtime, so that the client can decide if he/she wants you to continue working at overtime rates!

6. Be sure to check with the client before working fewer/more than the client’s normal workday hours. (The client may refuse to authorize payment for more hours than was agreed upon.)

7. Make sure all the IN/OUT time has been filled in and is accurate before having the client sign your time sheet. Your signed time sheet is our authorization to pay you and to bill the client.

8. Once the client has signed your time sheet, give the client a copy. If you are using the 2-part hard copy, give the client the bottom, yellow copy.

9. Fax or email your time sheet to us then keep that original copy for your records until you get paid. If, for any reason, your submitted time sheet is lost, we’ll need your copy to determine your hours.

9. If you fax your time sheet to us, be sure to call us to confirm that we received it. Even if you receive a successful transmittal message from your fax, there’s still the possibility that we won’t receive it on our end (due to a fax memory failure, power surge, etc.) so call to be sure! Once you’ve confirmed with us that we received your faxed copy, there is no need to mail us a copy.

10. If you do not have a PTLS time sheet with you and cannot access our computer time sheet, call us before leaving the office and we’ll fax a copy to you.

11. If you have any questions at all about how to fill out your time sheet, please call us for help (619-232-6191) before leaving your assignment and we’ll be glad to talk you through it!

PARKING REIMBURSEMENT POLICY:

Some clients routinely reimburse a portion of your parking expenses, some do not. Pro Tem will give you the parking reimbursement information along with details of a particular job assignment.

If you are on a job where the client reimburses a set amount each day for parking (for example, $7/day), you must indicate on your time sheet the dates, locations and amounts you paid each day for your parking (even if it’s more than your reimbursement amount). The Internal Revenue Service requires this information in order to allow this as untaxed compensation.

If your parking location provides receipts, you must fax copies of those receipts, in addition to your time sheet, for reimbursement.

Bear in mind that this daily allowance is strictly a reimbursement for monies already paid by you to park, and cannot be claimed if you do not pay to park.

However, if you take public transportation to your job, you may request a transportation reimbursement instead (which compensates you for the cost of your bus/trolley tickets, for example). Clients are often willing to reimburse some or all of your public transportation costs to/from work. Transportation compensation is taxable.

BREAK POLICY:

For every five (5) hours you work, you are required to take a 30-minute [minimum] meal break “off the clock” and away from your work area.

If your work day is six (6) hours or less you can waive the meal break, if you choose. However, if you plan to work even a few minutes over six hours in one shift, you are required to take that 30-minute break before working those extra minutes.

If you work ten (10) hours in a shift, you are required to take either two 30-minute breaks or one 60-minute break during your shift (and indicate the start/finish times on your time sheet).

Also, for every four (4) hours you work you should be taking 10-minute breaks away from your work area. They’re paid breaks (don’t put the in/out times on your time sheet) and we encourage you to take them.

Click here to open a Pro Tem time sheet

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