Web Time Entry Timesheets and Leave Report Reminder

The Payroll Office would like to remind you about the deadlines when using Web Time Entry.

Bi-weekly employees that are using Web Time Entry are responsible to record their time on a daily basis, as per the employee staff manual. Employee timesheets must be submitted for approval by 11 a.m., Monday of the pay week. Their Approver has until 4 p.m. that day, to approve the timesheet.

As a reminder for student workers (Federal Work Study and University Work Study) and their approvers:
Federal Work Study (FWS) students can only work between the 1st day of classes to the last day of final exams and their position must be active. Working during the winter break and spring break, they should seek approval. This position may not work more than 24 hours in a work week at any point during the school year. While the school year is in session, you may not work more than 24 hours**, all campus jobs (FWS and UWS) combined. The timesheet “SHIFT” column will always be 1. **International Students are not to work over 20 hours per week, all jobs combined.

University Work Study (UWS) students can only work when their position is active. While the school year is in session, you may not work more than 24 hours**, all campus jobs (FWS and UWS) combined. During winter and summer break, you may work more than 24 hours and must record time as overtime, when you work more than 40 hours in a work week.  The timesheet “SHIFT” column will always be 1. **International Students are not to work over 20 hours per week, all jobs combined.

Approvers for student workers please take notice: As the approver (and this applies to all approvers), you are responsible to ensure that your students are submitting their hours worked in a timely manner with the deadlines mentioned above. Failure by your employees to submit their timesheets timely will require additional action on your part to get the timesheets approved. You are also responsible to set up a proxy to approve in your absence. As per Human Resources, you are to proxy up.

At the end of every fiscal year, the UWS jobs are automatically ended and it is the approver’s responsibility to re-activate these jobs to work in the new fiscal year. If needed, you may terminate jobs before then. Any questions on job terminations/reactivations, please contact your Human Resources representative.

Exempt employees can start entering their Leave Report time as soon as the 1st day of that pay period in which time is taken. The employee will be able to enter that time over the course of that pay period and the following two pay periods (roughly 45 days). The approver has 5 additional calendar days to approve the employee’s time. We do recommend that the employee submit their time once the period has ended to make sure no changes are needed.

More information on Web Time Entry can be found on the Payroll’s Website and additional information such as Checking your Leave Balance, Payroll Calendars(Bi-Weekly and Semi-Monthly), and other miscellaneous information.

Thank You,
The Payroll Department