All employees should make their best effort to report hours worked (hourly employees only) and time off (benefit eligible employees only) in accordance with Payroll deadlines and processing dates.
If an employee is unable to do so, their supervisor, or designated time and labor coordinator, may create and submit a time card on their behalf.
Do you have an employee with a job ending mid pay period?
Supervisors only have access to approve time cards or absences for employees with active assignments.
If an employee is separated mid-payroll, please enter an HR ServiceNow ticket for support with entering, editing or approving time and absences.
When submitting a ticket to HR, include details about the hours, dates and time reporting codes that should be entered and approved on behalf of the separated employee so HR can process the request with accurate information.
Step 1: Log in to Bronco Hub and Access Time Management
Begin by signing in to Bronco Hub.
Select My Organization from the navigation ribbon.
Select Time Management.
Step 2: Access Team Time Cards
Select Team Time Cards on the left side of the page.
Step 3: Create a new Time Card
Select the Create ( + ) located below the Search Results header.
If needed, use the search options to view time cards in different statuses like pending or incomplete.
Type the last name of the employee you are creating the time card for and select the employee from the list that populates.
If the name of the employee does not display, select the drop down arrow to the right of the name search field and select More to use advanced search. If you still can’t locate the employee and need assistance, submit a ticket to Payroll using the HR ServiceNow request form.
After locating the employee, select a date that falls within the time card pay period. Only one date needs to be selected. Select OK.
Step 4: Enter Time Card Details
Enter the Assignment Number from the drop-down menu. Important note: If the employee has multiple assignments, confirm accuracy by ensuring the business title and department name located on the right of the time card match the assignment you’re entering time for.
Enter Time Reporting Code (e.g. Hours Worked, Sick, Vacation.). To view Time and Absence Reporting Codes, select this link
The Cost Center, Supplemental, Department, Fund and Project are costing fields and will be blank unless funding information was entered manually by the employee. Normally, these fields are blank and if the time card is processed the payroll will be allocated to the fund segments entered. If you wouldn’t expect the employee to override these segments, delete them from the time card.
Enter the number of hours under the appropriate dates for the time reporting code selected. If needed, you can add another time reporting in the next row.
To update hours on the existing time card, scroll to the Days section of the time card and update as needed.
Always confirm you are entering hours on the correct line. In the example above, line one of the time card is Vacation while line 2 is Hours Worked.
Step 5: Access Days Matrix & Enter Hours
Access the Days matrix and enter hours for each day.
Note: Time is entered in decimals. For example, to enter 8 and a half hours, enter 8.5
Pro Tip: To enter more than one assignment or TRC, select the Add Row Below button.
Optional Step: Add a New Row for Additional Time Reporting
If another row needs to be added to the time card for an additional reporting code, select + Add Row Below.
Select the appropriate Assignment Number from the drop down field. If an employee has multiple assignments, verify selection accuracy by reviewing the related Business Title and Department Name that populates after selecting the assignment.
Select the Time Reporting Code dropdown and select the appropriate Time Reporting Code (eg Hours Worked, Sick, Vacation).
If the desired Time Reporting Code is not displayed, select Search to see all values.
Step 11: Review and Save or Submit Time Card
To save the time card and submit at a later date, select Save and Close in the upper right hand corner.
To submit the timecard to Payroll, select Next. The Timecard Review screen will be display.
If there aren’t any errors, select Submit.
If you receive an error, correct the item as needed and select Submit. If you’re unable to bypass the error, submit an OCI Ticket for system support. Include details of the error message in the support ticket.
Step 12: Approve Timecard
To approve the timecard, highlight the appropriate timecard row that has a Submitted status, and select Approve.
Confirm the time card status now displays Approved rather than Submitted.
What’s next:
The employee will not receive a notification however, they can view their Existing Timecards via Time and Absence to see the approved timecard.
The approved time card will route to Payroll for processing.
Any saved time cards must be submitted in order to route to Payroll.
End of Process
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.