Time and Leave FAQ

Leave Requests

1. Can I submit a leave request in advance?
   1. Yes. Employees may submit leave requests up to six months in advance.
2. Can I submit more than one leave request for the same pay period?
   1. No. There is one leave request per pay period. If you need to add or change leave after the request has been approved, you may recall the request and make changes as long as the associated timesheet has not been approved. The updated leave request must then be resubmitted for approval.
3. Will I receive an email when I submit a leave request or when my supervisor approves it?
   1. No. The system does not currently send an automated email when a leave request is submitted or approved. Employees should communicate planned leave with their supervisor before submitting the request. Supervisors are responsible for monitoring the leave request system for requests requiring approval.
4. Will I receive an email if my leave request is returned for correction?
   1. Yes. The system will send an email when a leave request is returned to you for correction.
5. How do I submit leave when I have multiple positions?
   1. See the Entering Leave Requests article for instructions on submitting leave for multiple positions.
6. Should I adjust my leave if I work additional hours during the same pay period?
   1. Generally, yes. Leave should typically be adjusted when your total paid hours would otherwise exceed the standard hours for the pay period. For example, if the pay period contains 176 standard hours and you use eight hours of leave but work two additional hours later in the pay period, the leave should generally be reduced from eight hours to six hours. This keeps your total paid hours at 176 while preserving two hours of leave for future use. If applicable, compensatory time is determined separately based on hours actually worked. An exception may apply when annual leave is being used to avoid reaching the maximum leave accrual.

Timesheets

1. How often should I enter my hours worked?
   1. Keep your timesheet current throughout the pay period by recording hours worked on the days they are worked. This helps ensure your timesheet is accurate and ready for submission when it is due. Supervisors are generally not responsible for entering an employee's hours worked.
2. Can I enter hours worked on my timesheet in advance?
   1. No. Hours worked should be entered after the work is performed so the timesheet accurately reflects the hours actually worked. Preapproved leave may appear on the timesheet in advance.
3. How do I know when my timesheet is due?
   1. Timesheets are typically due by 10 AM on the 22nd of the month. If the 22nd is a weekend or holiday, alternate due dates may be announced by Human Resources.  Reminder e-mails are also distributed prior to the deadline.
4. Can a timesheet be submitted early or before the end of the pay period?
   1. Yes. Timesheets may be submitted early as long as all time can be accurately reported. Occasionally, the established timesheet deadline may fall before the end of the pay period, such as around holidays. In those cases, employees should follow the established deadline and enter their anticipated hours for the remainder of the pay period. If actual hours differ from what was submitted, the timesheet should be corrected.
5. I don't see my timesheet for the current pay period. What should I do?
   1. From the Employee Dashboard, select Enter Time to view your available time reports. If the appropriate timesheet is still not available, contact Human Resources for assistance.
6. What happens if I miss the timesheet submission deadline?
   1. Submit your timesheet by the established deadline whenever possible. Missing the deadline could delay your pay. Except in extenuating circumstances, employees are responsible for entering and submitting their own time.  If you did miss the timesheet submission deadline, please reach out to your supervisor or the Human Resources office.
7. I have more than one position. Do I have more than one timesheet?
   1. Employees with multiple positions may have separate timesheets and should make sure hours are recorded under the correct position.

Timesheet and Leave Access

1. Who can access my timesheet and leave requests?
   1. Access is limited to individuals with an appropriate business need, such as your supervisor, an authorized proxy, and appropriate Human Resources or Payroll staff.
2. Should I share my User ID or password with my supervisor or another employee?
   1. No. Never share your User ID or password with another person. Because the Experience Portal provides access to sensitive employee information, your login credentials should remain confidential. Human Resources and Payroll staff will not ask for your password.