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.

• Most 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.

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

• Once you are in the Existing Time Cards section, you must select Add in the upper right corner, and pick a date that falls within the pay period you’re entering time for.

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

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.

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

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

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”

WORK-STUDY student employees: if your work-study assignment has ended but your timecard still shows your work-study position or work study time reporting codes, 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.

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.

DO NOT ENTER “0” for any time entries. For example, when Holiday Pay is entered, nothing more needs to be entered on that row. Do not enter “0” in the vacant days on the Holiday Pay row, as this will cause errors.

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.

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.
  
  

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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.

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

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.

• 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.

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.