Graduate Assistant Timekeeping Requirements

Issue/Question

Entering and Submitting Timesheets for Graduate Research Assistants (GRAs), Clinical Assistants (GCAs), Administrative Assistants (GAAs) and Teaching Assistants (GTAs).

Environment

  • Experience Portal
  • Employees
  • Time Reporting

Cause

A Graduate Assistant needs to enter and/or submit timesheets.

Resolution

Graduate Research Assistants (GRA) & Graduate Clinical Assistants (GCA)

  1. Log into Experience Portal 
  2. Visit Employee Dashboard to manage timecards and leave requests
  3. Click on Enter Leave Report on the right-hand side under My Activities
  4. Click Start Leave Report
    1. ACA logs are designed to show a full week at a time and will open to the current week and day
    2. You can click on the arrows next to Sunday and Saturday to navigate to previous and following weeks
    3. Within the week shown there is a blue line running underneath the days. Blue means the days are within the current pay period. You can only enter time within the current pay period
  5. Click on the day you are entering time for; it will turn blue when you select it
  6. Select an Earn Code towards the middle left and choose either ACA Non-Compensable Hours (ACN) or ACA Compensable Hours (ACA)
    1. ACA Non-Compensable Hours shown as ACN are hours spent completing duties that are tied directly to academic endeavors. Tasks in which there is a grade at stake
    2. ACA Compensable House shown as ACA are hours worked on behalf of the institution. Tasks that do not require knowledge/skills required for graduate program and that would ordinarily not be performed by faculty researchers
    3. To add an additional earn code, click add earn code. You may have more than one earns code on a single day
    4. The amount of compensable or non-compensable hours you enter will not affect your pay.  The leave report is strictly a time tracking tool
  7. Enter the number of hours worked in 0.25 increments or 15 minutes then click Save
  8. Do NOT save with ‘0’ hours or the leave report will error out. Instead, click Exit Page in the bottom left corner
  9. Once you have entered and saved all hours for the pay period, click on preview in the bottom right-hand corner
  10. The next screen is the employee preview screen and shows a breakdown of hours by day and by earn code. Total number of hours entered for the pay period are listed at the top
  11. To Edit, you click on previous screen in the bottom right
  12. To submit your ACA log/Leave Report for supervisor approval click Submit highlighted in blue
  13. The status of your ACA log/Leave Report will go from in-progress to pending after submission

Graduate Administrative Assistants (GAA)

  1. Log into Experience portal 
  2. Visit Employee Dashboard to manage timecards and leave requests
  3. Click Enter Time on the right-hand side under My Activities
    1. As a reminder, all overtime eligible or hourly employees are required to submit a daily record of hours physically worked
    2. Hours should not be entered in advance and should reflect the actual amount of hours worked on each day
  4. The current pay period timesheet will be listed at the bottom of the list
    1. Individuals with multiple positions will have multiple timesheets
  5. Click Start Timesheet
    1. You may also view prior period timesheets by clicking on prior periods in the right-hand corner of each position boxUploaded Image (Thumbnail)
  6. Timesheets are designed to show a full week at a time and will open to the current week and day
    1. You can click on the arrows next to Sunday and Saturday to navigate to previous and following weeks
    2. Within the week shown there is a blue line running underneath the days. Blue means the days are within the current pay period. You can only enter time within the current pay period
  7. Choose the day you are entering time for; it will turn blue when you select it
  8. Select an Earn Code towards the middle left
    1. Hourly employees will have the hours worked earn code with shift one defaulted on each day. Please do not change the shift number
    2. You may add additional earn codes when necessary
    3. Examples of Earn Codes
      1. Student and Graduate Assistant Hourly
        • REG: Hours Worked – hours physically worked
      2. Temporary CSA/NFE Overtime Eligible (Hourly), Non-Leave Accruing
        • REG: Hours Worked – hours physically worked
        • LWE: Leave w/out Pay Excused – not working a scheduled shift
        • DOC: Dock Pay – Unapproved Absence
  9. Enter the number of hours worked in 0.25 increments or 15 minutes then click Save.
  10. Do NOT save with ‘0’ hours or timesheet will error out. Instead, click Exit Page in the bottom left corner.
  11. Once you have entered and saved all hours for the pay period, click on preview in the bottom right-hand corner.
  12. The next screen is the employee preview screen and shows a breakdown of hours by day and by earn code. Total number of hours entered for the pay period are listed at the top.
  13. To Edit you click on previous screen in the bottom right.
  14. To submit your Timesheet for supervisor approval click Submit highlighted in blue.
  15. The status of your Timesheet will go from in-progress to pending after submission.
    1. If you have multiple positions, you will have multiple timesheets therefore you must complete these steps for each position that you worked in that pay period.

Graduate Teaching Assistants (GTA)

  1. There are no time keeping requirements.
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