Entering or Submitting Timesheets

Issue/Question

Enter Timesheets

Submit Timesheets

Environment

• Experience portal 
• Employees
• Time Reporting

Cause

An employee needs to enter and/or submit timesheets

Resolution

1. Log into Experience portal 
2. Click Employee Dashboard card
3. In the Employee Dashboard, Click the Enter Time button under My Activities
   Note: The current pay period timesheet will be listed at the bottom of the list
4. Click Start Timesheet to start your timesheet
   1. Timesheets are designed to show a full week at a time and will open to the current week and day
   2. You can use the arrows on the left and right sides to navigate to past or future weeks within the pay period
   3. The days in the current pay period will be highlighted at the bottom of the box with a blue line
5. Enter in your hours worked in 0.25 increments or 15-minutes
   Note:  Timesheets that are started and saved with 0 hours entered will error out
6. Click Save
7. Once you have entered all hours for the work week or pay period, click on PREVIEW in the bottom right-hand corner
   • To edit your timesheet, click on Return
8. Click Exit Page to navigate away from the started timesheet
9. To submit your timesheet for supervisor approval, click Submit. The status of your timesheet will go from in progress to pending

Note: 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

Note: If an employee is leaving employment, timesheets should be submitted on their last working day

Note: if an employee changes jobs, they will get a new timesheet. Be sure to put time entry on the proper timesheet. If the job change occurs in the middle of a pay period, the employee will have to submit two timesheets

Note: Navigation buttons at the bottom of the screen allow you to scroll between weeks

Note: Do not enter a zero on a timesheet. To delete hours incorrectly entered, simply delete the empty cell, and save it, It will revert to Enter Hours

HOURLY Employees

1. Click hours worked, holiday pay, paid family leave (if approved for maternity/paternity) or administrative leave as necessary to enter the time for each day
2. Other leave (sick, annual, etc.) should be requested through the leave request system (see One Stop Article - Entering Leave Requests).
3. Hours entered must always be entered exactly on the day they were worked in 15 minute increments (if worked 7 hours and 45 minutes, time entered should be 7.75)
   1. Based on the amount of hours worked, and the days it is entered, the system will automatically calculate what, if any overtime is earned
      1. Overtime is paid as Compensatory Time which can be used, or paid out by the supervisor, in the next pay period
      2. Overtime (time and a half) only accrues when hours worked in a Sunday – Saturday timeframe exceed 40
         Note:  If an employee works extra hours in a week with holiday or administrative leave, the entire time is straight time unless hours work exceed 40
   2. Hourly employees should not open a pay period timesheet without entering some hours. Doing so locks anyone else (including Human Resources) from editing or submitting the timesheet if necessary due to an employee absence on timesheet day
4. When your timesheet is complete, click Submit for Approval

WORK-STUDY Students

1. Click hours worked on the day worked
2. Work-Study students will need to enter the time-in and time-out in 15 minute increments for each day worked
   1. Do not change the shift, as the shift is always 1
   2. Hourly employees should not open a pay period timesheet without entering some hours. Doing so locks anyone else (including Human Resources) from editing or submitting the timesheet if necessary due to an employee absence on timesheet day
3. Click Save
4. When your timesheet is complete, click Submit for Approval

Note: No FWS Funds may be used to pay for overtime employment. Offices or departments that have any student working more than 40 hours per week (whether work-study or not) must pay the overtime hours from their own institutional funds.

SALARIED Employees

1. Verify all leave requests were approved and have populated the appropriate days
2. Enter administrative Leave when appropriate
   1. Salaried employees can only request and submit leave in full-day absences (8 hours for full-time and prorated for part-time employees)
      1. Employees still need permission from supervisors for part-day absences or schedule alterations.  These would not be entered onto their timesheet.
   2. Salaried employees who have no leave to report (i.e. you worked all the days of the pay period), will see a warning that time was not entered when the timesheet is submitted,  That is normal
   3. Verify all leave is properly recorded.
      1. If not, check to see if you still have Leave Requests pending your supervisor’s approval (using the Pending Request link at the top of the electronic Leave Request)
   4. Even though links to enter leave are available, all leave (except for administrative leave) should be requested or changed through the SDBOR Leave Request System
3. When your timesheet is complete, click Submit for Approval