Entering & Submitting Faculty & Classified Employee Time Sheets This set of instructions is for use by all P3 employees i.e. Classified, Teaching Faculty and Administrative Faculty who are submitting regular timesheets and/or reporting leave used. If you are having difficulty after following these instructions, then please call Human Resources at 323-3110. If you have not already done so, login to the HR e-Service system. Click on “Time Entry” under Payroll in the Employee Self Service section.
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Click on “Enter Time For This Position.” If you occupy multiple positions at the College, then click on the appropriate button applying to the position that you wish to submit a timesheet for. You will be able to distinguish between each position according to the name of the supervisors and budget codes indicated. Generally, though, if you are a P3 (faculty, classified) employee then you should not have more than one position.
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The current time period will display. Click on “Retrieve Timesheet.”
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At this point, your timesheet will appear. Select the earnings code (Regular hours, sick leave, school leave, etc) that you wish to enter time for. The menu that appears will populate the earnings codes that are appropriate to your position and will be a longer list than what is being displayed in the picture on the next page. Note: you will have to enter hours for different earnings codes separately. Also, for this example, the earnings code selected was “Regular Earnings.” Only Non-exempt employees will use this earnings code because they have to record the actual number of hours that they worked. If you are an Exempt employee, then you will only enter the leave that you have taken for the pay period.
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Enter the number of hours for the earnings code that you selected. Click “Save Timesheet.”
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At this point, you can choose to submit your timesheet to your supervisor for approval or you can continue to enter time. For this demonstration, the employee will continue to enter time before submitting the timesheet. Click on “Retrieve Timesheet” under the appropriate pay period.
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The timesheet will reappear. To add additional hours to the timesheet, click “Add.” To remove hours previously entered on the timesheet, click “Delete.” The links for “Add” and “Delete” are on the left side of the timesheet. For this demonstration, the employee has clicked “Add.”
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The timesheet has now been opened and a second line has appeared on which to enter hours. The second line is white whereas the hours entered previously are gray. It is on this second line that the hours for the second earnings code will be entered. Select the appropriate earnings code that you wish to enter time for. For this demonstration, the employee took vacation time or annual leave.
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The hours entered for the employee’s regular earnings currently appear on the first line (this line is gray) of each week. The hours for the vacation time that were taken during this time period will now be entered on the second line (this line is the line above the pink boxes) of each week. Enter the number of hours for each day for the second earnings code selected on the second line of each week for each day. Click “Save Timesheet.”
1st Row – Regular Hours 2nd Row Vacation
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The summary for this timesheet will appear again. You can proceed to enter additional time for additional earning codes or you can submit the timesheet. If you wish to enter additional earning codes on your timesheet, then refer back to page 6. For the purposes of this demonstration, this employee will submit the timesheet. Click on “Submit Timesheet.”
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Once you click “Submit Timesheet,” a popup window will appear asking if you really do want to submit your timesheet to your supervisor. If you do, then click “OK.” If you do not, then click “Cancel.” For this demonstration, the employee clicked “OK.”
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A new screen will appear displaying the summary of hours that was entered and showing that the pay period has been entered. The timesheet will now be available to your supervisor for approval and your supervisor will receive an email notification that you have submitted your timesheet. You will not receive a notice that your timesheet has been approved by your supervisor. However, you will be able to see the status of your timesheet below the summary hours. If the timesheet has not yet been approved, then you will only see a green checkmark by the word “Submitted.” If the timesheet has been approved, then you will see a green checkmark by the words “Submitted” and “Approved.” Also, once you have submitted your timesheet, the statement “This pay period has been submitted” will appear on your home page in red lettering. This statement will disappear once the timesheet has been approved (or in some cases, not approved).
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Final Notes Once you have submitted your timesheet to your supervisor, you cannot modify the timesheet. Your supervisor will have to return the timesheet to you in the event that you need to modify your timesheet. When you enter the number of hours in the days of the week, you must enter numbers only. If you enter something such “8H” or “8L” in the blocks on the timesheet, then you will receive an error message. Only Internet Explorer should be used for the HR e-Service system. Using Mozilla Firefox, for example, will cause a myriad of problems with the timesheet. For example, you might only be able to enter one day at a time or the boxes on the timesheet may not match up with the days of the week.
Revised: May 19, 2008
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