The document outlines the guidelines for completing a timesheet for employees at a community and family resource center, detailing how to allocate hours worked across various cost centers. It includes instructions for inputting leave hours, overtime, and filling out specific fields along with associated formulas for calculations. Several sections also focus on conditional formatting and look-up formulas necessary for the accurate processing of payroll information.

1. COMMUNITY AND FAMILY RESOURCE CENTER
Admin
Start Date: 02/20/08 Hours for Name:
Pay Period
End Date: 03/05/08 88 Position:
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39
Please allocate your HOURS WORKED in the cost centers below. Time spent directly on a project should be allocated 100% to that project.
Please indicate your LEAVE HOURS in the
categories below. They will automatically be
added to your home center totals. SPECIAL
EMER. SERVI-CES YOUTH DEVELOP-MENT KITCHEN THE COUNSELING CENTER FAMILY SUPPORT SAFTIP CAPE HEAD START OTHER Please indicate which cost
EVENTS
center to charge overtime
Date from the drop down box.
Personal Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program Program
Holiday Vacation Health Other ** TOTAL PAID HOURS
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39
19 21 22 23 001 002 003 004 005 006 007 008 009 010 011 012 013 014 015 016 017 018 019 020 021 022 023 024 025 026 027 028 029 030 031 032 033 034 035 036 037 038 039
ENTER YOUR LEAVE ALLOCATIONS PERCENT UNDER YOUR HOME CENTER(S): Over Time Center
W 2/20/08 0.00
Th 2/21/08 0.00
F 2/22/08 0.00
Sa 2/23/08 0.00
Su 2/24/08 0.00
M 2/25/08 0.00
T 2/26/08 0.00
W 2/27/08 0.00
Th 2/28/08 0.00
F 2/29/08 0.00
Sa 3/1/08 0.00
Su 3/2/08 0.00
M 3/3/08 0.00
T 3/4/08 0.00

2. COMMUNITY AND FAMILY RESOURCE CENTER
W 3/5/08 0.00
3/6/08 0.00
3/7/08 0.00
3/8/08 0.00
3/9/08 0.00
Hol V PH O worked: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Memo Only: 0.00 0.00 0.00 0.00 leave: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
TOTAL: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Percentages: #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!
** EXPLAIN ANY TIME PLACED IN THE "OTHER" COLUMN HERE
EMPLOYEE SIGNATURE
SUPERVISOR SIGNATURE

3. Start Date
1 December 21, 2007
2 January 6, 2008
3 January 20, 2008
4 February 6, 2008
5 February 20, 2008
6 March 6, 2008
7 March 20, 2008
8 April 6, 2008
9 April 20, 2008
10 May 6, 2008
11 May 20, 2008
12 June 6, 2008
13 June 20, 2008
14 July 6, 2008
15 July 20, 2008
16 August 6, 2008
17 August 20, 2008
18 September 6, 2008
19 September 20, 2008
20 October 6, 2008

4. 21 October 20, 2008
22 November 6, 2008
23 November 20, 2008
24 December 6, 2008

5. End Date Pay Date # Days
January 5, 2008 January 15 11
January 19, 2008 January 30 10
February 5, 2008 February 15 12
February 19, 2008 February 29 10
March 5, 2008 March 14 11
March 19, 2008 March 28 10
April 5, 2008 April 15 12
April 19, 2008 April 30 10
May 5, 2008 May 15 11
May 19, 2008 May 30 10
June 5, 2008 June 13 13
June 19, 2008 June 30 10
July 5, 2008 July 15 11
July 19, 2008 July 30 10
August 5, 2008 August 15 12
August 19, 2008 August 29 10
September 5, 2008 September 15 13
September 19, 2008 Septemer 30 10
October 5, 2008 October 15 10
October 19, 2008 October 30 10

6. November 5, 2008 November 14 13
November 19, 2008 November 26 10
December 5, 2008 December 15 12
December 19, 2008 December 30 10

7. Days of Week Look Up Table
Due 1
January 8 2
January 23 3
February 8 4
February 22 5
March 7 6
March 20 7
April 8
April 23
May 8
May 22
June 6
June 23
July 8
July 23
August 8
August 22
September 8
September 23
October 8
October 23

8. November 6
November 19
Dec 8
Dec 19

9. Week Look Up Table Department
Su Admin
M Early Care
T Emergency & Counseling Programs
W Youth
Th
F
Sa

11. Cost Centers
1
2
gency & Counseling Programs 3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21

12. 22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
Events

13. st Centers
Program 1 001
Program 2 002
Program 3 003
Program 4 004
Program 5 005
Program 6 006
Program 7 007
Program 8 008
Program 9 009
Program 10 010
Program 11 011
Program 12 012
Program 13 013
Program 14 014
Program 15 015
Program 16 016
Program 17 017
Program 18 018
Program 19 019
Program 20 020
Program 21 021

14. Program 22 022
Program 23 023
Program 24 024
Program 25 025
Program 26 026
Program 27 027
Program 28 028
Program 29 029
Program 30 030
Program 31 031
Program 32 032
Program 33 033
Program 34 034
Program 35 035
Program 36 036
Program 37 037
Program 38 038
Program 39 039
Event 1 040
Event 2 041

15. Formula Explanations
UNPROTECT CFRC USE THIS CAREFULLY!
PASSWORD:
1 Formula for looking up end date VLOOKUP($B$10,$AU$9:$AV$32,2,FALSE)
from the start date: You must fill in the look up table(AU9:AV32) with the year's pay period dates for the look up
function to work
2 Formula for looking up the day of IF(AND($B19>=$B$10,$B19<=$F$10),VLOOKUP(WEEKDAY($B19),
the week: $AX$9:$AY$15,2,FALSE),"")
Essentially this says that if the date in the row falls within the pay period, look up the day of
the week from the day of the week look-up table, otherwise leave the cell blank.
3 Other Look-up formulas include: The formula to look up the account number for the cost center in each column
VLOOKUP(N$13,Cost_Centers,2,FALSE)
4 Formulas for incrementing dates in Set date in first row to equal value in start date cell. Set subsequent cells to equal previous
pay period: cell plus one
5 Formula for knowing day of week IF(AND($B19>=$B$10,$B19<=$F$10),VLOOKUP(WEEKDAY($B19),
abbreviation: $AX$9:$AY$15,2,FALSE),"")
Essentially this says, if the adjacent date falls within the pay period, go to the day of week
Look Up Table and look up the correct abbreviation for the day of the week, otherwise leave
the cell blank
6 Formula for summing columns to IF(ISBLANK(N$13),0,SUM(OFFSET(N37,-TwentyRowsAboveMe,SameColumn,End_Date-Start_Date+1,1)))
only include cells within the
Essentially this says always starting 20 cells above the current cell, subtract the start date
current period and to only include
from the end date and add 1 to get your active range, and sum just that range. And only do
columns that have a designated
that if the Cost Center Name Cell is not blank.
cost center:
7 Formula for carrying over benefit IF(ISBLANK(N13),0,N$16*SUM(LeaveHours))
hours to appropriate home center
Essentially this says, to multiply the total benefit hours by the column percentile to allocate
your benefit hours to your home center. This works because only your home centers should
have a percentile greater than 0. Also, if the column lacks a cost center designation, don't do
the calculation.
8 The formula for the Little MEMO SUM(OFFSET(C43,-24,0,$F$10-$B$10+1,1))
Only Table is on the same
principle as in 6 above:
9 Formula for summing the rows: {=IF(AND(B33>=Start_Date,B33<=End_Date),SUM(IF(ISBLANK(Cost_Center_Name),0,J33:AZ33),C33:F33),0)}
Essentially this says that if the date in the row falls within the pay period, sum the benefit
hours and the cost center allocations (but only for columns that have the Cost Center
designated) across the row. The curly brackets indicate that this must be entered as an array
formula with the control shift enter keys. Excel will then enter the curly brackets - we don't
type them in.
10 Formula for looking up the Cost VLOOKUP(J$12,Cost_Centers,2,FALSE) and VLOOKUP(J$12,Cost_Centers,3,FALSE)
Centers
The logic behind these formulas is to maintain a table of Cost Centers in numberical order
and also to sequentially number them. as well You also sequentially number each Cost
center oclumn across the time sheet. I use row 11 which is hidden tor that purpose These
lookup formulas use the sequential oolumn number to look up the sequential row number of
the Cost Center Look-up Table and then plug in the associated Cost Center Account number
and name.
11 Formula for looking up Department In order to keep from hiding the Department Name when the user hides columns, I have the
for Time Sheet Header: user set the Department name in the nonprint area of the timesheet. Then I merge the
entire top line of the time sheet and set it equal to the cell where the user has set the
Department name.

16. Formula Explanations
Conditional Formatting Formulas: The conditional formulas turn things "off" and "on" in the spreadsheet so that just the days in
the current pay period "show" for all applicable cost centers
1 Default speadsheet format Usually Cell is white and font is regular, auto, but this may vary for
different areas of the spreadsheet
2 formula for days of week and dates columns (applies dot pattern to weekends)
falls within date range and is a weekend date Condition 1: AND($B19>=$B$10,$B19<=$F$10, OR($A19="Sa", Format 1: Apply dot pattern for weekend and
$A19="Su")) make font black
falls within date range Condition 2: AND($B19>=$B$10,$B19<=$F$10) Format 2: make font black
Default Default Format: font remains gray
Condition
3 formula for "turning on" all ""Hours Worked" and "Leave Hours" data entry cells for applicable cost centers in the current
Pay Period, also applies dot pattern to cells that fall within weekends
start date is blank or cost center header is blank Condition 1: OR(ISBLANK(Start_Date),ISBLANK(N$13)) Format 1: Set font gray and background to
white, to queue the user that they
haven't entered a start date.
cell falls on a weekend (this formatting formula works Condition 2: OR($A21="Sa",$A21="Su") Format 2: Color the background, apply dot
because the weekday lookup formula only fills in the
day of the week if a row falls within the pay period. pattern for weekend, set font auto,
bold
date for cell falls within current pay period Condition 3: AND($B20>=$B$10,$B20<=$F$10) Format 3: Color the background. Set font
auto, bold
Default Default Format: Font auto, regular, back ground
white
4 formula for "turning on" totals
start date is blank Condition 1: ISBLANK(StartDate) Format 1: Set font to gray
cell = 0 Condition 2: cell=0 Format 2: Set font to gray
neither of the above is true Default Default Format: Set cells to black and bold
5 formulat for "turning on" percents
cell is greater than 0 Condition 1: cell >0 Format 1: set font to black
the above is not true Default Default Format: font remains gray
More comments: We are keeping a master card with all the cost centers and in the order in which Staci keys them into APS.