Completing Your Time Sheet Via The Web

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Advantages of Using Web Time Entry (WTE)

Web-based application - time sheets can be completed from any workstation or anywhere there is

internet accessibility.

Gives employees responsibility of reporting own time/leave.

Approvers can approve all employee time sheets online.

Reduces paperwork & filing in offices – Banner maintains records electronically. Absence report will

no longer be submitted to Payroll. However, for audit purposes your department should retain

the official absence report.

Reduces errors on entry of time/leave – prior to WTE, time was entered once by employee and again

by Payroll.

Once pay period is open for time entry, time can be entered on a daily basis. No waiting on paper

time sheet. Eliminates lost or misplaced paper time sheets.

Time can be entered up to the 3:00 pm deadline the day after the pay period ends. Eliminates the

need for estimating on last day of pay period.

Time sheets will typically be open for time entry on the Tuesday following the beginning of the pay

period. Please note there will be occasions when time will need to be submitted early due to holidays

or to accommodate system updates. A calendar is posted on Payroll's website.

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Logging Into Web Time Entry

https://my.jsu.edu

Enter User Name & Password

Click on the EmployeeTab to access your time sheet.

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From the EmployeeTab Screen:

Look for the Time Reporting Block located at the bottom right of the screen.

Under Time Sheet, select the pay period for which you are entering time.

NOTE: You can only select one position at a time. If you have multiple positions, enter time in one position, then return to this page to select the next position.

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Reporting Time and Leave

• To begin, click on the Enter Hours link under the date where you want to enter time and enter hours on the corresponding Earning row.

• Click NEXT to access week 2.

Click on Next to access week 2

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• Enter the number of hours in the Hours field.

• Full-time employees are paid for 8 hours/day, so time must be entered to total 8 hours per day.

• Note that comp time is earned only after you have physically worked over 40 hours during the 7 day, Wednesday –Tuesday work week. If the excess hours over 40 include holiday or leave taken, the “Comp Time Earned-Straight” earnings type is used. Do not include this time under another earning code.

• Comp time to be earned at 1.5 times the regular rate of pay (overtime) is entered on the “Comp Time Earned-OT” line.

• Comp time to be earned at 1 time the regular rate of pay (straight time) is entered on the “Comp Time Earned-Straight” line.

• Temporary & part-time employees are paid for only the actual hours worked. Enter hours worked for each day (not to exceed 26 hours/week, per JSU policy). If no hours are worked during the pay period, enter “0” on the first day of the period and submit for approval. The system will not process a blank time sheet.

• Click the Save button.6

How to Copy Hours

• To copy hours to other days or to the end of the pay period, click the Copy button.

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How to Copy Hours

To copy your time from the date displayed to every date up to the end of the pay period, click the Copy from date displayed to end of the pay period check box.

To copy individual dates, click the check boxes under the dates.

Click on the Copy button

Click the Time Sheet button at the bottom of the page to return to the time sheet page and review hours entered.

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Or……To copy to individual dates,

check the box for each date to be

copied.

Hours have been entered, but not submitted.

“Preview” hours entered.

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How to Enter Comments(Optional)

To enter comments on your time sheet, click the Comments button, and enter your comments in the text box that is displayed.

NOTE: Comments are cumulative, not date specific. Comments that you enter here can be read by your supervisor or anyone else with access to approve your time sheet

Click the Save button to save your comments. Click the Previous Menu button to return to the time sheet page. Click on Preview to view comment.

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Previewing and Submitting

Click the Preview button to access the Preview page to review time entered. The Preview page summarizes all of the information entered. Print if you would like a hard copy for your records.

Do not use the Restart button unless told to do so by someone in Payroll. This erases your entire time sheet and may cause unforeseen problems if other changes have been initiated in Banner related to your job information.

Click the Submit for Approval button. If you need to make a change after you have submitted and your time sheet has not been approved, click on the Return Time button. Make the necessary corrections and submit for approval again. Your approver can also return a time sheet to you for correction. Once approved, you cannot make changes to your time sheet.

You can Logout without submitting time for approval. This leaves your time sheet in an “In Progress” status and your time is not submitted. Do not forget to complete and submit!

You must submit prior to the “Submit by Date” and Time or you will not be able to access.Incomplete time sheets may result in your not being paid. Unless otherwise noted, employees will have until 3:00 PM on the Wednesday following the end of the pay period to submit their time for approval. There will be occasions when time will need to be submitted early due to holidays or to accommodate system updates. A calendar is posted on Payroll's website.

Approvers have until 9:00 AM on the Thursday following the end of the pay period to approve time sheets. Be sure to submit your time sheet well in advance so that it can be approved.

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Once Submitted

• Updates with date submitted by You. “Waiting for Approval From” is

updated with approver’s name.

• At this point changes can still be made by clicking “Return Time”. This

returns the time sheet to you for additional changes/review. Submit for

approval when done.12

Time Sheet Status Definitions

Not Started - Until an employee opens their time sheet it will be in a Not Started status.

In Progress -Time sheet has been initialized by the employee, but is not completed. The

employee has not submitted for approval.

Pending - Employee has submitted for approval and is in the queue. If the employee needs to

make a change they can click the Return Time button.

Approved - Approver has approved time sheet. The employee cannot make changes at this point.

Return for Correction - Approver has the ability to return the time sheet to the employee for

correction after it has been submitted by the employee for approval.

Completed -The time sheet has been fully processed.

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Thank you for your time!

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Additional Questions?

Laura Pruitt

Biweekly Web Time Entry Payroll

lpruitt@jsu.edu

256-782-8422