E T I MES H EET Quick Reference Guide for Student Employees 1. Log in https://webapp.mis.vanderbilt.edu/c2hr You will need a VUnetID and epassword to log in. 2. Select Preferred Approver To select your Preferred Approver, click the drop-down menu and select your designated approver from the list. The list appears in alphabetical order. To save your preferred approver, start with a blank timesheet, select the preferred approver and click the Save Template button at the bottom of the screen. 3. Enter Time Worked Each timesheet allows a user to enter two weeks of time worked. The screen is separated into Week 1 and Week 2. The calendar dates for each week are displayed above the time entry area. Record the time you work each day using accurate start/stop times. Click the - button to add more lines to the timesheet to record additional in/out times. The system will automatically calculate the hours worked based on the start/stop times entered. Click Save to save any changes made to the timesheet. The system does not automatically save updates. Differentials Use this section to report (if applicable) hours you have worked which are eligible for second or third shift premiums, weekend premium, holiday premium, or on-call hours. If an individual is eligible for shift premiums, they will see the rate in the drop- down menu; otherwise, $0.00 is displayed as the premium rate. 5. Submit for Review/ Approval In the top right hand corner of your e-timesheet you will see the Pay End Date, Pay Check Date, HR Timesheet Due Date, and e-timesheet status. See e-timesheet FAQ s for the different status. (Version 1.0) Working Draft as of 2/17/2012 Page 1 of 2
E T I MES H EET Click Submit to submit your timesheet to your preferred approver. Users will be prompted to certify to the accuracy of the time being reported. Click Yes, Submit button. Your timesheet will be routed to your preferred approver for review and approval. Each department will have their own deadline when timesheets must be submitted; check with your supervisor for the departmental cut-off time. All timesheets must be approved in the system no later than 4:00 p.m. on the timesheet due date. It is highly recommended that you submit your e-timesheet for approval on the last shift of the pay period and do not wait till the HR Timesheet Due Date. Late submissions may result in a delay of pay. (Version 1.0) Working Draft as of 2/17/2012 Page 2 of 2
How do I get to e-timesheet? How should time be entered on the timesheet? From a web browser enter the following web address: www.vanderbilt.edu/c2hr. Time may be entered using the following format: 8 (8:00 am) 801 (8:01 am) 12 (12:00 am) 12p (12:00 pm) 108p (1:08 pm) The system defaults to AM unless you indicate PM. You may also use military time to record hours: 13 (1:00 pm) 1325 (1:25pm) Should I enter actual or rounded time? Does the Timesheet Due Date mean I need to have all my time recorded and submitted to my preferred approver by this time? What do you mean by the Preferred Approver? What are the different statuses that might be listed on my timesheet? You should enter actual time. The system with automatically round your time to the quarter hour if needed. Yes, there are two steps that must be completed before your time is approved. 1. You must enter and submit your time 2. The Preferred Approver must review and approve your time. This is the Department responsible person that approves timesheets. This approver will approve or reject your timesheet. Each department may assign several approvers. In the event your preferred approver is unavailable, talk to your manager about a substitute approver. The timesheet can have one of the following statuses: New this is a brand new timesheet that has not been saved. Saved Timesheet has been saved but not submitted. Submitted Timesheet has been submitted to their Preferred Approver for approval. Rejected Timesheet was rejected by the approver. You must take action and resubmit the timesheet by the due date. Loaded Timesheet has been loaded to payroll and is currently being processed. Version 1.2 as of 10/29/2014 Page 1 of 4
Will my information be saved as it is entered? Why must the differentials agree with the total hours worked? Where do I find the earnings distribution on the timesheet? My supervisor is out and I have already submitted my timesheet. What do I do? Why do I not have a leave section on my e-timesheet? No, you should always save your timesheet after entry. Hours at Work and Shift hours must agree in order for your timesheet to successfully submit to your Preferred Approver. The hours must agree so the HR system can properly pay your hours at work. To view your standard earnings distributions, you will need to click the box beside View Distribution. You may contact another Preferred Approver to request they approve your timesheet. Leave Section is only displayed if you are eligible to take leave in the HR system. If you believe you eligible for leave, you will need to contact your Department Responsible person for assistance Version 1.2 as of 10/29/2014 Page 2 of 4
How are the hours calculated on the online timesheet? For the START/END time of the day, the number of hours worked are rounded to the quarter of an hour. Actual meal time is deducted from the total hours worked. Zone Clock Minute Range Rounding Increment 1 53 to 7 0.00 2 8 to 22 0.15 3 23 to 37 0.30 4 38 to 52 0.45 Calculation of hours worked: 1. Find the first START and last END time of your day to a number rounding to the quarter hour increment. 2. The system calculates hours for the day and converts to minutes 3. Then actual meal time is subtracted from the minutes worked. 4. Divide total minutes by 60 to get hours worked per day Example 1 no meal: START time is 8:37am rounds to 8:30am END time for the day is 10:57am Rounds to 11:00 Paid time = 2.50 hours Example 2 with meal: START time is 8:37am rounds to 8:30am END for starting meal is 10:57am (meal time does not round) START back from meal is 11:57am (meal time does not round) END time for day is 4:57pm rounds to 5:00pm Hours Calculation: 8:30am 5:00pm 8 hours 30 minute or 510 minutes 510 minutes less 60 minutes for meal = 450 minutes 450 minutes/60 = 7.50 hours worked Version 1.2 as of 10/29/2014 Page 3 of 4
How do I select a preferred approver for my e-timesheet? I did not submit my timesheet by the due date, what do I do now? How do I get paid? To choose a Preferred Approver, click the drop down arrow and highlight the correct person and hit enter. Your Preferred Approver should display in the section. If you did not submit your timesheet for approval, you will need to complete a paper timesheet and have your manager approve it and forward to HR Processing. Late online submissions are not possible at this time. --- end of list --- Version 1.2 as of 10/29/2014 Page 4 of 4