How to Enter and Close Time Sheet For an Hourly Pay Overtime

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Jonathan Singleton
5 years ago
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1 Employee web time entry For hourly paid employees

2 Welcome! Welcome to web time entry! Employee web time entry enables employees to enter their hours (time) worked via the UVic portal from any computer anywhere, anytime. The employee's time is then approved online by the designated approver and sent electronically to the Payroll office for processing. This tutorial outlines the process used by employees to enter and submit the hours they have worked each pay period. If you would like to participate in web time entry, please have your department contact Payroll at 7034.

3 Table of Contents Timesheet status definitions Sign in to UVic Employee services collection Page 2 Page 3 Page 4 Timesheet selection Pages 5-7 View additional weeks Enter hours Include a comment Submit for approval Return time Submit additional timesheets Comments & deadlines Page 8 Pages 9-10 Pages Pages Pages Page 18 Page 19 Administrative and technical support Page 20

4 Timesheet status Timesheet status definitions Not Started: The timesheet has not been started by the employee. Once the employee selects the timesheet for a particular period and opens it, the status of the timesheet will change to In Progress. In Progress: The timesheet has been started by the employee but is not completed and has not been submitted for approval. Pending: The timesheet has been completed and submitted for approval by the employee. The record is waiting for the approver to approve the time. Approved: The timesheet has been approved and is ready to be submitted to the Payroll office. Page 2

5 Sign in to UVic 1. 1 On the Current students, faculty & staff page click on 2. Sign in to UVic. Page 3

6 Employee services collection 2 Click to open the Employee services collection. Page 4

7 Timesheet selection 3 Click on the Timesheet tab. Page 5

8 Timesheet selection 5 Then click on Timesheet. 4 Select the appropriate position and then click on the down arrow to select the desired pay period. Note: The status will show as Not Started. If accessing a timesheet you have already started, the status will show as In Progress. Page 6

9 Timesheet selection 6 Your timesheet will display one week at a time. To view additional earning codes in the left column, scroll down. Note: Please DO NOT refer to the system generated deadlines quoted on your web timesheet. They do not reflect Payroll processing requirements. Page 7

10 View additional weeks 7 To view additional weeks, click on Next. Page 8

11 Enter hours Note: ONLY the following earning codes can be used for web entry time sheets: CUPE 917 hourly pay CUPE 951 hourly pay CUPE 4163 hourly pay Hourly non-union pay Overtime paid at 1.5 times regular rate Overtime paid 2.0 times hourly rate The use of nondesignated codes could result in a delay to your pay. 8 Click on the appropriate date and enter the number of hours in the field provided. Hours should be submitted to the nearest quarter hour (i.e., only use.25,.50 or.75). Page 9

12 Enter hours 9 When you are finished, click on save. Note: Be sure to click on save after hours are entered for each day. Page 10

13 Include a comment 10 You will see that the hours have been entered. 11 To include a comment, click on Comments. Page 11

14 Include a comment 12 Enter your comment in the field provided and then click save. Note: Be sure to include the appropriate date in the comment field. 13 Click on Previous Menu. Page 12

15 Submit for approval Note: Only click on Submit for Approval at the end of the pay period. 14 When you are finished entering hours for the pay period, click on Submit for Approval. Page 13

16 Submit for approval 15 You will see that your timesheet has been submitted successfully. Page 14

17 Return time Note: If you accidentally submit your timesheet before the end of the pay period, and your approver has not yet approved it, you can click on Return Time to retrieve it and continue entering hours. 16 Click on return time to retrieve your timesheet. Page 15

18 Return time 17 You will see that your timesheet has been returned. Page 16

19 Return time 18 When you have finished entering additional hours, click on Submit for Approval again to resubmit your timesheet. Page 17

20 Additional time sheets 19 If you have more than one position, click on the Position Selection button to access that timesheet and repeat steps Page 18

21 Comments & deadlines Comments Comments may be added to your timesheet by clicking on the Comments button on the timesheet page. Your approver will be able to read these comments when approving your time. Comments must be entered before submitting your time for approval. Deadlines Employees are responsible for entering and completing their timesheets. Time sheets must be submitted for approval by 3 p.m. on the required day. See website for deadlines: 2015 department time entry deadlines - hourly (SM) paid employees & approvers Note: Some deadlines may fall on a weekend or stat holiday. Extra hours worked by hourly employees will be paid on the 15th and 31st of the month. PLEASE DO NOT REFER TO THE SYSTEM GENERATED DEADLINES QUOTED ON YOUR WEB TIMESHEET. THEY DO NOT REFLECT PAYROLL PROCESSING REQUIREMENTS. Page 19

22 Administrative and technical support Administrative support For administrative support, please contact the Payroll office at Technical support For technical support, please contact the UVic Help Desk at (250) or Page 20

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