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HRS Training - Student Timesheet Entry

This document will outline how a student that uses a timesheet would log in to HRS and enter time.

Employees at all campuses except Madison will log in to the My UW System portal at  UW-Madison employees will log in to the My UW Madison portal ( instead.  For more information on logging into the My UW System portal, please see Logging in to My UW System Portal.

For students at UW-Madison, the My UW-Madison home page opens. Click on the Work Record tab.


For non UW-Madison students, the Work Record tab can be found on the far right hand side of the page.


On the Work Record dashboard, there will be a portlet for Time Entry. By clicking on the
Time Entry tab, students will be able to see the past dates they have worked, the status of the time they submitted for that date (approved, needs approval etc), and the total number of hours worked for that day.

To enter time, click on the Timesheet link below the Time Entry tab information.


After clicking on the Timesheet link, a second log on will be required which includes the student's Net ID and Password.

After completing the second log on, the Student Timesheet will appear. All students using a timesheet will use a Punch Positive timesheet. This means their schedule appears with empty "IN" and "OUT" boxes that must be filled in.

The student must make sure they are entering time for the correct Time Period by adjusting the View By: and Date: fields. 

The four "IN" and "OUT" boxes should be used as follows:
First "IN" - The student should enter the time they first report to their job.
First "OUT" - The student should enter time only if they leave their job for a meal break. End of shift time should never be placed in this field.
Second "IN" - The student would enter time in this field only if they return
from a meal break.
Second "OUT" - This field would be filled in with the time the student left their job for the day.

Student timesheet fields

In the below example, the student came to work at 8:00 AM and took a meal break at 12:00 PM. The student returns from the meal break at
12:30 PM and works until 4:30 PM.

Student timesheet full day shift

The next day, the student only works a partial day.  In this case, they would only enter time in the First "IN" and the Last "OUT" boxes.

Student timesheet partial day shift

When clicking on the
Submit Submitbutton.png button, the Punch Total and Reported Hours are updated for that day.

Student timesheet submitted

The student does not have to enter a Time Reporting Code unless it is for special work (as instructed by the supervisor).  Students have a limited number of Time Reporting Codes and will only see the ones that apply to them and their job.

Let's take a look at one more situation common to Student Timesheet.
In the below example, the student basically has three work shifts in one day between classes.  When entering partial day shifts, rows must be added for the day.  To do this, scroll to the right of the timesheet to Add a Row.

By scrolling over to the right and making sure to add a row for the correct date, in this case 2/27, the student would click on the Plus sign box and then add another row to have three rows for the day.

Student timesheet add row

Below you see the student has entered three shifts for the day. 

Student timesheet three partial shifts on one day

If incorrect times are submitted, NEVER use cut or delete to correct the punch. Rather, you must delete the entire row in the timesheet. To delete a row which includes incorrect In or Out times, scroll to the right of the timesheet and choose the minus sign.

Student timesheet delete row

When you receive the Delete Confirmation message, click Yes - Delete.

Student timesheet delete confirmation message

Keywords: student, timesheet, punch positive, time entry, add a row, time reporting code, training   Doc ID: 16896
Owner: Casem A.Group: Human Resource System (HRS)
Created: 2011-02-14 19:00 CDTUpdated: 2014-01-07 16:22 CDT
Sites: Human Resource System (HRS)