Create and Submit a Time Card for Another Employee
- Brookebarton
- Jodi Mammenga
- Natalie Nation
Important Notes:
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 soon?
Supervisors have access to create, submit and edit time cards 30 days after an assignment has ended.
If you need assistance with time cards greater than 30 days, submit an HR ServiceNow ticket with details about what’s needed.
Step 1: Log in to Bronco Hub and Access the Time Section of Quick Actions
Begin by signing in to Bronco Hub.
Select My Organization from the navigation ribbon.
Select Show More under Quick Actions.
Navigate to the Time section and select an option based on the criteria outlined in the next step.
Step 2: Select the Appropriate Timecard Option
There are three options to consider when submitting a timecard for another employee:
Select Team Time Cards to submit an existing timecard for another employee.
Select Add Current Time Card card to create a timecard for the current pay period on behalf of another employee.
Select Add Other Time Card card to create a timecard for a prior pay period on behalf of another employee.
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.
Submit an Existing Timecard for Another Employee
Select Team Time Cards.
A list of existing timecards will populate for your direct reports
Search for an employee who is not a direct report by entering their name or employee ID in the search bar.
View the desired timecard by selecting linked Period Start Date. If you do not see the pay period you desire, change the filter at the top to include the correct pay period.
View the timecard you selected and make any necessary entries to the timecard.
Select Actions, and then select Submit from the drop-down menu.
Submit an existing timecard without viewing it. Instead of opening the timecard, select the checkbox for the timecard you want to submit. Select Actions and then select Submit from the drop-down menu.
End of process for Submitting a Time Card for Another Employee via Team Time Cards
Create and Submit a Timecard for Another Employee for the Current Pay Period
Select Add Current Time Card.
Type the last name or the Employee ID number of the employee for whom you are creating the timecard.
Select the name.
The current timecard will populate.
Enter the Assignment Number by double clicking on the field and selecting the assignment number from the drop-down menu.
If the employee has multiple assignments, confirm accuracy by ensuring the business title and department name located on the right of the timecard match the assignment you’re entering time for.
The Assignment Number must be entered for each row in which timecard details are entered.
Enter Time Reporting Code (e.g. Hours Worked, Sick, Vacation.). To view Time and Absence Reporting Codes, select this link
Enter the number of hours under the appropriate dates for the time reporting code selected.
Confirm you are entering hours in the row with the correct Time Reporting Code.
If needed, you can add another time reporting in the next row by right-clicking on the row and selecting to insert a row either above or below the existing row.
Create a new row for each Time Reporting Code used. For example, do no enter Hours Worked on the same row as Holiday. Always condirm you are entering hours on the correct line (row).
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.
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.
Work-study students can only work 20 hours per week using work-study awards and should never override costing on their timecard. If the student works more than 20 hours per week, hire them into two positions; one position that is work study funded and another that is non work-study funded.
Once you have entered time details into the the timecard for another employee, you may select Save and Close (to submit at a later time), or select Submit to notify the supervisor to approve the timecard.
End of process to create and submit a timecard for another employee
Create and Submit a Timecard for Another Employee for the Current Pay Period
Select Add Current Time Card.
Type the last name or the Employee ID number of the employee for whom you are creating the timecard.
Select the name.
The current timecard will populate.
Enter the Assignment Number by double clicking on the field and selecting the assignment number from the drop-down menu.
If the employee has multiple assignments, confirm accuracy by ensuring the business title and department name located on the right of the timecard match the assignment you’re entering time for.
The Assignment Number must be entered for each row in which timecard details are entered.
Enter Time Reporting Code (e.g. Hours Worked, Sick, Vacation.). To view Time and Absence Reporting Codes, select this link
Enter the number of hours under the appropriate dates for the time reporting code selected.
Confirm you are entering hours in the row with the correct Time Reporting Code.
If needed, you can add another time reporting in the next row by right-clicking on the row and selecting to insert a row either above or below the existing row.
Always confirm you are entering hours on the correct line (row).
DO NOT ENTER “0” hours 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.
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.
Work-study students can only work 20 hours per week using work-study awards and should never override costing on their timecard. If the student works more than 20 hours per week, hire them into two positions; one position that is work study funded and another that is non work-study funded.
Once you have entered time details into the the timecard for another employee, you may select Save and Close (to submit at a later time), or select Submit to notify the supervisor to approve the timecard.
End of process to create and submit a timecard for another employee
Create and Submit a Timecard for Another Employee for the Prior Pay Period
Select Add Other Time Card
Type the last name or the Employee ID number of the employee for whom you are creating the timecard.
Select a date that falls within the timecard pay period. Only one date needs to be selected.
Select Add.
Enter the Assignment Number by double clicking on the field and selecting the assignment number from the drop-down menu.
If the employee has multiple assignments, confirm accuracy by ensuring the business title and department name located on the right of the timecard match the assignment you’re entering time for.
The Assignment Number must be entered for each row in which timecard details are entered.
Enter Time Reporting Code (e.g. Hours Worked, Sick, Vacation.). To view Time and Absence Reporting Codes, select this link
Enter the number of hours under the appropriate dates for the time reporting code selected.
Confirm you are entering hours in the row with the correct Time Reporting Code.
If needed, you can add another time reporting in the next row by right-clicking on the row and selecting to insert a row either above or below the existing row.
Always confirm you are entering hours on the correct line (row).
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.
Work-study students can only work 20 hours per week using work-study awards and should never override costing on their timecard. If the student works more than 20 hours per week, hire them into two positions; one position that is work study funded and another that is non work-study funded.
Once you have entered time details into the the timecard for another employee, you may select Save and Close (to submit at a later time), or select Submit to notify the supervisor to approve the timecard.
End of process to Create and Submit a Timecard for Another Employee for the Prior Pay Period
Approve Timecard
To approve the submitted timecard, access
Select My Organization from the navigation ribbon.
Select Show More beneath Quick Actions.
Scroll to the Time section.
Team Time Card.
Easily approve by selecting the checkbox next to the employee’s name.
Select Actions and then select Approve.
Alternatively, the submitted timecard will be routed to the approver and can be approved via email and notifications in Bronco Hub.
What’s next?
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.
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.
Related content
Office of Continuous Improvement
oci@boisestate.edu
1910 University Dr. Boise, ID 83725-1247