Important Notes:

• Employees can edit historical time cards and absences 30 days before the current date.

• If you need to edit a historical time card or absence greater than 30 days old, submit an HR ServiceNow Ticket.

• Hourly staff time cards are due on Mondays. Visit the payroll calendar for due dates.

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

If you need to create a time card, rather than edit one, follow the instructions to Create and Submit Your Time Card and do not move forward with the instructions below.

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.

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 timecard entries, reference the table titled Entering Hours Worked and Rounding on the page linked here.

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.

  

• 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.

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. 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.

Absence Balance is rounded. Your actual absence balance may be marginally lower than what is displayed if it is rounded up. If you encounter difficulties requesting or submitting vacation or sick leave for the entire amount shown in your balance, try reducing the absence duration by .1 and resubmitting.

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. This is especially helpful when reviewing previous timecards (those created before 2/15/25) where formatting is slightly different.

Select the three dots in the top left corner and select View Time Totals to see a summary of the time entered and scheduled.

As a best practice, 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.

• 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.