Staff Services

This page is used by employees of the City of Belen. If you are not an employee or have entered this page in error, please exit now.

These forms are designed to be used with Microsoft Office; Word or Excel. If you do not have Microsoft Office installed your PC, or if you want to complete the form by hand, look at the list on the left to find the form you need, so that you can download it and print. Otherwise follow the instructions below the buttons.

Before proceeding; make sure your default printer is set to one that you want to use. In Word or Excel set your Macro Security level to low.

To do this go to Tools>Macro>Security>select "low" as the security level. Exit the program.

Once the City has obtained a Digital Certificate, we will no longer need to lower the Macro Security. 

1. Click on one of the buttons to open the form you need. You will be prompted to OPEN or SAVE the form. You can save the form to your PC or just open the form.
2. If you get a Macro Security warning, you did not follow the steps outlined above. Close the form and following the above steps to disable Macro Security.
3. Type only in the shaded or underlined areas of the form. Other areas of the form are protected and will make calculations based on information entered into previous fields.
4. When done filling in the forms, you can save it to your PC by clicking: File>Save As> and naming it.
5. Click the PRINT Button to print to your default printer. You can print as many copies of the completed form as you need.
6. Close the form by closing the program window. You will be prompted to save the form. Unless you did a "File>Save As" from the previous step, click No. If you click NO the form will not save your information unless you saved it to your PC in the previous step. Close all the other windows and exit Employee Services. You will be automatically logged out. Don't forget to sign and submit your forms. Payroll will only accept original documents.

Instructions for using the Pay Sheet

1. Click on one of the Pay Sheet button to open it. You will be prompted to OPEN or SAVE the form. We recommend saving this form to your PC if you have more than 12 employees.
2. If you get a Macro Security warning, follow the steps outlined above to enable the Macros.
3. For the Department and Supervisor, type over the Xxxxxxxx's. Enter your employee number and names in the suggested format. Enter the Starting Pay Period, and the rest of the dates will fill-in for you.
4. The form as it is now, allows for 12 entries. If you have more than 12 employees on your staff you will need to use additional forms. When saving this form make sure to give it different names so that you do not write over the first form. Example Paysheet1, Paysheet2, etc.
5. When done filling in the form, save the Pay Sheet to your PC by clicking: File>Save As> and naming it. So that you can use next pay period. Print the form as you would any Excel spreadsheet.
6. When entering times, enter all hours worked in the top most cell next to each employee name. The spreadsheet will calculate any time over 8 hours as OT or COMP. In the cells below the hours worked, enter the appropriate time taken, such as Vacation, Sick, Personal, Comp.
7. Codes on the left hand side of the form "shaded gray" tells the spreadsheet how to calculate Full-time and Part-time employees as well as Paid or Comp.Time. You can change these codes to reflect the correct status.
8. The "Reset Sheet" button at the top of the form, is used to clear the times from the form. It will not clear the Department Name, Supervisor, or rest the Beginning Pay Period date. The employee information will also remain. 
9. Close the form by closing the program window. You will be prompted to save the form.  If you click NO the form will not save your information unless you saved it to your PC in step one. Close all the other windows and exit Employee Services. You will be automatically logged out. Don't forget to sign and submit your forms. Payroll will only accept original documents.

As the need arises, additional forms will be added here.

Blank Fill-in Forms