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Hourly employees (includes student and Work-Study employees) are responsible for submitting time cards for each pay period.

  • Submitted time cards route to your (the employee’s) supervisor for review and approval before routing to Payroll for processing.

    • Hourly staff time cards are due on Mondays.
    Info

    Important Notes:

    • Classified staff, student employees, and all other hourly non-exempt staff should enter their hours worked each week every Monday. Visit the payroll calendar for due dates.

    • Salaried employees do not create time cards for hours worked. Salaried employee hours are paid out according to their standard work week (eg 40 hours for a benefit eligible salaried employee).

    • Salaried, benefit eligible, employees submit absence hours via Absences as outlined in the job aid linked hereMost faculty and professional staff are exempt employees and paid a bi-weekly salary, meaning time is only entered in Bronco Hub for leave or absences. Exempt (salaried) employees can choose to create a time card to submit absences.

    • Holiday hours are automatically entered and approved for applicable benefit eligible employees.

    • Do not FMLA codes on your time card unless you have been approved for FMLA through Human Resources.  If you are in need of FMLA, please contact HR at hrfmla@boisestate.edu.

    • Submitted time cards route to the employee’s supervisor for review and approval before routing to Payroll for processing. Visit Supervisor Resources for Time Cards, Absences & Approvals for more information.

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    Step 1: Log in to Bronco Hub and Access Time and Absences

    1. Begin by signing in to Bronco Hub.

    2. Select Me from the top navigation section of Bronco Hub and then select

    3. Select the Time and Absences tile.

    Step 2: Select the Applicable

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    Timecard Option

    • To create a time card for the current pay period, select the Current Time Cards card.

    • To create a time card for a prior pay period, select the Existing Time Cards card.

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    Note

    New pay periods start every other Sunday. Visit the Payroll Due Dates & Pay Dates to confirm whether you’re entering time for a current or prior pay period.

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    The dates for the current pay period’s time card will display in the upper left corner.

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    Warning

    If you need to create a time card for a period prior pay period, exit the current time card and access Existing Time Cards. In the existing time cards

    • Once you are in the Existing Time Cards section, you must select Add in the upper right corner, and

    then select

    • pick a date that falls within the pay period

    you want to create the time card for

    • you’re entering time for.

    • After selecting a date, the applicable time card will load and you can continue with step 3 below.

    Step 3:

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    1. Select the Add button on the right-hand side of the Entries section to enter your hours worked.

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    Enter Timecard Details

    The timecard for the current pay period populates; confirm pay period dates in the upper section of the timecard.

    Tip

    To duplicate a previous timecard entry, select the icon “Copy Previous Time Card” in the top right corner of the timecard. This will duplicate the entries from the previous timecard submitted.

    image-20250214-224932.pngImage Added

    Enter the following timecard details:

    1. Assignment Number: Double-click the Assignment Number field to make the dropdown arrow appear. Select your employee ID from the Assignment Number dropdown.

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      1. If you have multiple

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      1. assignments, you will see more than one assignment number listed.

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    Note

    You must select the Assignment Number first to allow the correct Time Reporting Codes to load.

    1. Time Reporting Codes: Double-click the Time Reporting Code field to make the dropdown arrow appear. Select the applicable code from the Time Reporting Codes dropdown list. You may also begin typing in the time reporting code field (ex. “Vac” will reveal all job codes that contain “Vac”, including Vacation).

      1. Select one Time Reporting Code for each row.

    Note

    Create a new row for each Time Reporting Code used. For example, do no enter Hours Worked on the same row as Holiday.

    Tip

    MAKE SURE YOU SELECT THE CORRECT TIME REPORTING CODE

    • HOURLY EMPLOYEES (includes non work-study student employees) should always select Hours Worked when reporting hours worked during the pay period.

    • ALL BENEFIT ELIGIBLE EMPLOYEES (hourly and salary) can enter absence hours using time cards OR they can submit requests in advance via the Absences section of Bronco Hub. If the absence is entered via Absences, it will be added to the applicable time card for hourly employees. Employees should not enter the same absences in both sections (Time Cards & Absences) of the system.

    WORK-STUDY STUDENT EMPLOYEES should always select one of the following Time Reporting Codes:

    • Institutional Work Study students should enter “ Institutional WorkStudy”

    • Idaho Work Study students should enter “Regular IWSP OR Idaho WorkStudy”

    • Federal Work Study students should enter “Federal WorkStudy”

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    Warning

    DO NOT ENTER anything in the Cost Center, Fund, Department, Supplemental and Project fields unless explicitly told to do so by your supervisor.

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    Warning

    WORK-STUDY student employees: if your work-study assignment has ended but your

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    timecard still shows your work-study position or work study time reporting codes,

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    the system will generate an error stating your assignment is not work study eligible.

    Do not move forward with entering your time. Please contact your supervisor for your new non work-study assignment number so you can enter time for that position.

    Step 4: Select Dates

    Select the calendar (Select Dates) icon to select the applicable date(s) for time entry. You can select a single date or multiple dates within the pay period. After selecting the dates, close the calendar view.

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    Tip

    Hold the shift key + select the dates OR select and drag the mouse if selecting multiple dates.

    Step 5: Enter number of hours

    In the Quantity field, enter the number of hours for each day you’re submitting time.

    As an example, if you select 5 days and are reporting 8 hours per day, enter 8 in the Quantity field.

    Select Ok.

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    1. Department Name and Business Title: These fields autofill after the Assignment Number is selected; confirm they are accurate.

    2. Quantity (Hours): Navigate to the Quantity and Days grid to enter hours tied to the Time Reporting Code entered. Each Time Reporting Code will need its own row.

      1. Use the scroll bar on the bottom of the grid to move to the correct date. 

      2. The total number of hours for each Time Reporting Code (row) will appear at the far right of the grid

      3. The total number of hours for each day (column) will appear at the bottom of the grid. 

    Tip

    If any columns are not visible, you may reduce the width of the columns, making room for more columns to be visible. Select the virticle line separating the columns and move either left or right.

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    Note

    If you are entering partial hours, enter hours to the nearest 1/10th of an hour.
    For example: If you worked from 9:00 am to 11:15 am, enter the time as 2.3

    For more information on rounding time for time card timecard entries, reference the table titled Entering Hours Worked and Rounding on the page linked here.

    Warning

    DO NOT ENTER anything in the Cost Center, Fund, Department, Supplemental and Project fields unless explicitly told to do so by your supervisor.

    If your supervisor tells you to enter specific fund, department, cost center or project segments, follow these instructions below:

    • Select the icon to Show Additional Attributes (upper left, with two vertical lines with a bracket around a plus sign). Fund, Department, Cost Center, Supplement, and Project will appear as columns to the left of the date and quantity grid.

      Image Added

    • Enter the Fund, Department, Cost Center, Supplement, and Project as guided by your supervisor.

    • To re-hide the Fund, Department, Cost Center, Supplement, and Project columns, select the Hide Additional Attributes icon.

    • The default funding allowsl wages and fringe to be allocated to the assignment costing, which can be viewed in the Active Employee Funding & Pay Report. Entering anything in these fields on the timecard will override the assignment costing.

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    Tip

    Select More Actions (the three dots) in the top left corner of your timecard to view:

    • Time Totals - shows total hours reported, absences hours reported and hours scheduled.

    • Calculated Time - shows the time calculated, which may differ from what is reported (ex. please see the note below in yellow for an example of how Calculated Time may differ from Reported Time).

    • Absence Plan Balances - allows you to easily access your absence balance to see what accumulated time is available for you to take.

      image-20250225-222457.pngImage Added
    Note

    Holiday Pay is paid based on a calculation and is not on based on your work shedule. For benefit-eligible employees,Holiday Pay is based on 1/5th of your scheduled working hours for the week.

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    For example, 1/5 of a 40hr week = 8hrs Holiday Pay; 1/5 of a 32hr week = 6.4 hrs Holiday Pay. Therefore, if you are scheduled to work a duration of 10 hrs for 4 days each week, 10 hrs of Holiday Pay may be reported on the timecard, but it will calculate as 8hrs, based on the timecard policy.

    Step 4: Confirm Time Entry

    Confirm the dates, hours, title and time entry reason (eg Hours Worked or Vacation), Assignment Number, Time Reporting Codes, dates and hours prior to saving or submitting time card your timecard entry.

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    Tip

    To see a summary of your timecard, select More Actions (the three dots) in the top left corner and select View Time Totals.

    Step 5: Save and Close or Submit

    You can save your time card timecard to add or edit it later or you can submit your time card timecard to your supervisor for their review and approval.

    Tip

    Wait until the end of the pay period to submit your timecard for manager approval. Managers receive an email every instance in which a timecard is submitted, so avoid mutilple email notifications by submitting once at the end of the pay period.

    • To Save, but not Submitsubmit, your time cardtimecard, navigate to the top of the page and select Actions, then select Save and Close.

    • If your time card timecard is complete and ready to be submitted to your line manager for approval, select Submit.

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    If needed, return to your saved timecard by selecting Existing Time Cards. Select the Period Start Date to reopen the saved timecard.

    What’s next

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    Once your time card timecard is submitted, your supervisor will receive a notification to review and approve or reject your time cardtimecard. You will receive an email after your supervisor takes action on your time cardtimecard; if your time card timecard is rejected or sent back to you for corrections, you must edit and resubmit your time card timecard for approval and processing. After your time card is approved, the information

    Note

    • The approved timecard will route to Payroll for processing.

    • Any saved timecards must be submitted in order to route to Payroll.

    Employees are paid two weeks after the pay period ends.

    End of Process

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    Need help with the steps above?

    If you have additional questions about the process, please submit an HR Service Request form.

    If you experience a system issue/error OR have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.