OVERVIEW:

The information provided in this context is intended for general guidance. For detailed procedures and inquiries, it is essential to consult with your designated timekeeper. The timekeeper is equipped to provide accurate and up-to-date information about department policies and processes. This job aid demonstrates how Hourly and Management, Administrative, and Professional (MAPs) Hourly workers enter time on the time sheet for a workweek.

Note: The security profiles of individual users determine the visibility of sensitive information. Consequently, you may not have access to all the information in this Job Aid. Furthermore, some changes may require approval from an HR Partner or another department to complete the process.

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This job aid demonstrates how to Time Clock Check-In and Check-Out to record hours worked for a work week.

Important: All hourly and Managers, Administrative or Professional (MAPS) Hourly workers will be entering their own time on their timesheet.  If you use a different process, speak with your Timekeeper.  Check In/Check Out all hours worked and submit for review/approval by the Timekeeper and Manager.

Click on Menu, Personal, and then Time

Enter Time Using Check In/Out

From the Time application:

1.      Select Check In.

Reminder: The visible time entry codes will be based on eligibility rules (allowable types available by union, worker, etc.).

2.      Enter the Time Type and details.

3.      If applicable, the time can be charged to other organization assignments (e.g. Cost Center, Fund, Grant, and Program). If no additional detail is provided, then the time will be charged to the default organization assignments assigned to the worker.

4.      Select OK.

Reminder: Under comment, leave your reviewer(s) any important information they need to know.  Example: Work from home, doctor appointments, etc.

5.      Select Check Out when open select the Reason (meal break or out for the shift/day).

6.      Click OK.

7.      After you have completed your work, navigate back to the Time application, then select Check Out.

8.      Select a reason for checkout.

9.      Select OK.

Enter Time by Week

You can also enter the time worked based on hours per day.

From the Time application:

1. Under Enter Time, Select Week.

2. Select a date corresponding with the week.
3. Select OK.
4. On the time entry calendar, select the day for which you want to enter time.

Note: From the Actions drop-down there are other options for entering time from the Enter Time menu: Autofill from Prior Week, Enter Time by Type, Request absence, etc.  Timekeepers may have other options such as My Team’s Overtime Request.

5. The Enter Time window displays. Complete all required fields.

  Or    

6. Select OK.
7. Complete all calendar entries according to the time worked—total Hour’s update and display above the calendar, as highlighted in the image below.

8. Select any time block to make necessary corrections.
9. In the time block window, select OK to save corrections or Delete to remove a time block.
10. Select Review, then Submit.

View Details of Submitted Time

From the time entry calendar:

1.      Select a time block to view detailed information about your time entry.

2.      Select the View Details button.

Or

3.      Select the Reported tab to view reported work time.

4.      Select the Calculated tab to view the calculated time.

5.      Select the History tab to view the process history of a particular time entry.

Important: Your submitted time must be approved before you can edit or correct it. While in 'Submitted' status, updates will not be allowed.

Modify Previously Reported Time

From the Time application:

1. Under Enter Time, Select Week.
2. Select a date corresponding with the week.
3. Select OK. Your reported time is displayed on the calendar. Approved items are displayed with a green bar on the left side of the time block and an Approved status.

4. Select the time block. A window display.
5. Edit the details of the time block and select OK or Delete.
6. The status of the entry will update to Not Submitted and route through the approval process.

Details - Cost Center, Fund, Grant, or Program

From the Time application:

1. Under Enter Time, Select Week.
2. Select a date corresponding with the week.
3. From the Time Type prompt, select Time Type.

Note: Check with the Timekeeper for the correct Time and Details (scroll for the complete list).

4. Under Details, complete each required prompt, including Cost Center, Fund, Grant, and Program if these do not already default.
5. Select OK.

Submit Time

From the Time application:

1. Under Select Time, select Submit Time. This option will appear only when there are time blocks available to submit.
2. Select the week or period to submit and select OK.
3. Review your daily and weekly totals and select Submit.

Enter Time Worked for Mobile

iPhone or iPad

From the Time Tracking application:

1. Select Enter Time.
2. Select a day of the week on the calendar for your time entry.

3. Select the Add icon.
4. Confirm the time type and details.
5. Select any additional information cost center, fund, grant, and program.
6. (Non-hourly) Select the Hours field and enter the amount of time worked, then select Close. (Hourly) Select the In and Out fields to enter the time, then select the checkmark to save.

7. (Hourly) From the Out Reason prompt, select a reason.
8. Enter any additional information.
9. Select OK. If incorrect, an error message will display.
10. Repeat the process to enter additional blocks of time for the day or week, as needed.
11. Select Submit when you are ready to send your hours for approval. Review your submitted time and add any comments.
12. If applicable, Select Submit again to acknowledge that the reported hours are accurate. The next steps for approval will be displayed.

Check-In/Out (Hourly Employees) – iPhone or iPad

From the Time Tracking application:

1. Select Check In/Out.
2. Select Check In when you start working.
3. Confirm the time type from the prompt. Add additional information as needed, including Cost Center, fund, grant, and program. Select the Time Type, if applicable.
4. Select OK.
5. To take a break, select Break and select a reason, such as Break or Meal.
6. When you are ready to start work again, select Check Back In and repeat steps 5 and 6. Use the Check In/Out feature as required throughout the day.
7. Select Check Out when you stop working.