Web Time Entry

If you accidentally submit incorrect time for approval to your supervisor, ask for your supervisor to “Return” the time back to you for correction. If your supervisor has already approved the time, please reach out to Human Resources.

The following status will appear in the top-left corner of your timesheet.

• Not Started – Timesheet is not started.
• In Progress (purple) – Employee is entering time on timesheet.
• Pending (blue) – Employee has submitted their timesheet for approval by supervisor.
• Returned (red) – Supervisor has returned timesheet to employee for correction.
• Approved (green) – Supervisor has approved timesheet.
• Completed (green) – Timesheet has been loaded into payroll.
• Error (red) – Timesheet has an error. See error message at the top of the screen for more information.

Employees

• Record accurate days and hours on your timesheet. All earn codes applied to your timesheet are to be applicable to your employment in accordance with University Policy and/or the applicable Collective Bargaining Agreement.
• Review your timesheet for accuracy prior to submission.
• Timely submit timesheet in accordance to the submission deadline for your Employee Class.

Supervisors / Approvers

• Verify timely submission of all your employees’ timesheets.
• Review all submitted timesheets in detail. It is the responsibility of the approver to ensure all earn codes applied to your employees’ timesheet are applicable to their employment in accordance with University Policy and/or the applicable Collective Bargaining Agreement
• Review submissions quickly, allowing time for corrections prior to the approval deadline.
• If you are unavailable to approve timesheets for a time period, designate a proxy to perform your responsibility. Reach out to Human Resources timely to set-up the proxy functionality.

The following are earn codes that are available by Employee Class. Please note that not all employees are eligible for each earn code in the Employee Class. Please refer to University Policy and/or the applicable Collective Bargaining Agreement to determine the earn codes that you are eligible to use.

• Timesheet – A timesheet refers to the Web Time Entry reporting function. A “timesheet” is utilized by all employee classes, whether that employee only reports exception time (commonly referred to as a “leave report”) or the employee reports all time worked.
• Earn Code – An earn code refers to the specific code that will be recorded in payroll. An earn code can be utilized to report leave without pay, differentials, accrued leave taken, medical leave taken, hours worked, and more.
• Units vs. Hours – Each earn code is set-up to report in “units” or “hours”. “Units” refers to a number of hours. For example, entering 3 hours of sick leave in Web Time Entry is the equivalent to entering 3 units of sick leave. “Hours” refers to a specific time start/end for an earn code that Web Time Entry then utilizes to calculate hours. For example, working from 08:00 AM to 12:00PM translates to 4 hours of work. In general, units are utilized to report leave taken, while hours are utilized to report differentials, overtime, and hours worked.