Specifying an employee time record

This procedure teaches you how to specify employee time. Depending on the system setups, employees will specify their time on the Daily Time Entry form, Pay Period Time Entry form, or the Exception Time form. Procedures for time entry on each of these forms is included below.

If you are using inter-company relationships from your HR company set up on GL25.1, you are required to define the GL COMPANY field on your timecard form. Employees must then select the GL company field on the Time Entry form, in order to properly define and select from the correct list of accounting units for the selected GL company. If more than one GL company is available for selection, communicate to your employees the desired GL company to select.

Specify employee time on the daily time entry form

  1. In Employee Self-Service, access the Daily Time Entry form.

  2. Specify this information:

    Comments

    Specify an explanation of the time off, if necessary.

    To specify a detailed comment, click the clipboard button and the comments form appears.
    Total Hours This field contains the total number of hours you specify. The system generates this field, and you cannot maintain it directly.

    Pay Code Dropdown buttons

    Shift Dropdown buttons

    Click these buttons to find lists of information you can specify into the fields. Click the item you want to add to the field.

    You can only specify information that appears on the list.
    Arrow and Pulldown buttons

    Select the back arrow button to navigate to the previous day. Select the forward arrow button to navigate to the next day.

    Use the pulldown button to access a calendar. Click a date on the calendar to navigate to the time entry form for that date.
    Delete Row, Copy, and Paste buttons Use these buttons to expedite time entry. You can only copy and paste one day to another.
    Time Off button Click this button to view your time off balances.

  3. Click the Update Time Card button to save your entry. If you scroll to another date before saving changes, the system prompts you to save your changes before you continue time entry.

  4. To specify time for another day, select the arrow button to find the date you want to specify time for.

    To exit the application, click Quit.

Specify timecard information on the pay period time entry form

  1. In Employee Self-Service, access the Time Entry form.

  2. Specify this information:

    Comments

    Specify an explanation of the time off, if necessary.

    To specify a detailed comment, click the clipboard button and the comments form appears.
    Total Hours This field displays the total number of hours you specify. The system generates this field, and you cannot maintain it directly.

    Pay Code Dropdown buttons

    Shift Dropdown buttons

    Click these buttons to find lists of information you can specify into the fields. Click the item you want to add to the field.

    You can only specify information that appears on the list.
    Split button

    Click this button to split your time between multiple pay codes or activities.

    If you specify split time, the Hours field shows a total for the whole day. Click the Split button to review the split hour and pay code information.
    Arrow and Pulldown buttons

    Select the back arrow button to navigate to the previous day. Select the forward arrow button to navigate to the next day.

    Use the pulldown button to access a calendar. Click a date on the calendar to navigate to the time entry form for that date.
    Delete Row, Copy, and Paste buttons

    Use these buttons to expedite time entry.

    If you click Delete Row for a split day, the system deletes all the records for that day.
    Time Off button Click this button to view your time off balances.

  3. Click the Update Time Card button to save your entry.

  4. To submit your timecard, click Submit for Approval.

    To exit the application, click Quit.

    Note: Employees should submit their timecards according to the pay periods. However, employees can enter, update, and resubmit their timecards until a manager has assigned the approved or hold status.

Specify timecard information on the Exception Time Entry form

  1. In Employee Self-Service, access the Time Entry form.

  2. Specify this information:

    Total Hours This field contains the total number of hours you specify. The system generates this field, and you cannot maintain it directly.
    Clipboard button Click this button to specify an explanation of the time off, if necessary.
    Arrow and Pulldown buttons

    Select the back arrow button to navigate to the previous day. Select the forward arrow button to navigate to the next day.

    Use the pulldown button to access a calendar. Click a date on the calendar to navigate to the time entry form for that date.
    Delete Row, Copy, and Paste buttons Use these buttons to expedite time entry.
    Time Off button Click this button to view your time off balances.

  3. Click the Update Time Card button to save your entry.

  4. To submit your timecard, click Submit for Approval.

    To exit the application, click Quit.