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TL - ESS Report Elapsed Time

GENERAL DESCRIPTION:

This procedure offers steps for entering elapsed time through Employee Self Service (ESS). This procedure assumes you have entered absence takes before entering time in the timesheet. This procedure will be used by FLSA exempt employees and Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified) hourly employees.

PROCESS CONSIDERATIONS:
  • N/A




PROCEDURE STEPS:
  1. To access or review a timesheet, refer to TL - Accessing a Timesheet (Employee & Manager)

    After the logon, you will be at the Main Menu > Self Service - Time Reporting > Report Time page. Click the Timesheet or Web Clock link. For instructions for how to report time using the Web Clock, please refer to user procedure TL - Clock In and Out With Web Clock (Employee).

    Self Service Timesheet Navigation

  2. If you only have one job, you will be taken to the timesheet, as shown in the next step. If you have more than one job, determine the job for which you are entering time by Working Title and Department Description and click the Job Description hyperlink.

    Multiple Job Selection

  3. You are taken to the timesheet. The timesheet page is for the current two week period. The timesheet page will display as an elapsed timesheet. For additional information about the elapsed timesheet, please refer to user procedures TL - Elapsed Exception Timesheet Entry (Employee & Manager) and TL - Elapsed Positive Timesheet Entry (Employee & Manager) .
  4. If you are terminating, your time should be entered by your last day of work. You will be de-provisioned on your last day and will not have access to the timesheet to enter time.



Timesheet Periods

  1. The default timesheet view is for the current two week time period, defined by the biweekly pay periods.
  2. If you want to see the timesheet for a day or week, select the View By drop down and choose the view you want.

    Elapsed Timesheet

    Note: If you are a new hire, rehire, returning from a work break, or if you had a job change which changed your workgroup from punch to elapsed or elapsed to punch, select View By: Week. Please refer to user procedure TL - Using Timesheet View By procedure for more detail.

  3. In the Date field, select the day or week you want to view and click Refresh.
  4. If the timesheet has a default work schedule and the schedule accurately reflects the hours worked with no deviations to your time for the period, click Submit to submit your time.
    Note: If you had absence takes for the time period, absence information should be entered before submitting time in the timesheet.

    If you have a timesheet, you do not have to submit your hours each pay period.  The Time Admin job runs multiple times a day and will automatically process scheduled hours.  The only time you have to go to your timesheet is if the actual hours you worked are different than your scheduled hours.  
    Timesheet with no change to schedule

    Elapsed Timesheet with Scheduled Hours
  5. If you worked hours which are different from the default work schedule, the day's hours quantity must be changed. The next steps will show how to enter or make changes in the elapsed timesheet.



Entering Time in an Elapsed Timesheet

  1. To enter time in the elapsed timesheet, click in the day's time field. Then you may overwrite the time, replacing it with the corrected hours, or delete the default hours and then enter the corrected hours. After you click Submit, any change to default hours will cause an additional row of time to be added in the elapsed timesheet, as shown below.
    Elapsed timesheet showing no deviation to scheduled hours

    Elapsed Timesheet with Scheduled Hours No Deviation

    Elapsed timesheet showing deviation to scheduled hours on Friday 02/10/2017

    Elapsed Timesheet with Updated Scheduled Hours

    FLSA exempt employees and FA/AS/LI (Unclassified) hourly employees will report time in quarter hour segments. Use the following chart to enter segments of time.

    Rounding of Time in HRS

  2. The default Time Reporting Code (TRC) is blank. Within reported and payable time, it defaults to Regular hours. It is not necessary to select TRC REG00 for "regular" work.
  3. If the worked hours should be allocated to another TRC, scroll to the right of the timesheet and select the '+' button to add a new row.

    Elapsed Timesheet Add New Row

  4. After the row is added, select the additional TRC from the Time Reporting Code drop-down and enter the number of hours worked in the new row's blank field beneath the respective date. Please refer to user procedure TL - Time Reporting Codes Overview for an overview of Time Reporting Codes.
  5. A sample of elapsed Time Reporting Codes is shown below.

    Elapsed Timesheet TRC Selection

  6. Repeat the process to add new rows for every additional TRC and enter the number of hours worked beneath the respective dates.
  7. If the reported time is to be allocated to a Taskgroup or Task Profile other than the default value, click on the respective look up and choose from the selections. At this time, only UW Madison Athletics, UW Madison Housing, and UW Stout will use Taskgroup and Task Profile ID. Please refer to user procedure TL Taskgroup/Task Profile Reference Setup for more information.

    Elapsed Timesheet Taskgroup or Task Profile ID


  8. 9.2_Warning_Sign.png  NOTE: At the far right of the timesheet are two selections and fields for Rule Element 1 (Comp) and Rule Element 2 (Lunch durations). These two fields do not work within the elapsed timesheet.

  9. After time is entered, click Submit to save your work.



Employee with Multiple Jobs

  1. If you have multiple jobs, click the Previous Employee or Next Employee hyperlink at the top of the timesheet to go to other jobs.

    Elapsed Timesheet Multiple Jobs Next Employee Link

  2. The timesheet retains the time period from the previous screen.

    Elapsed Timesheet Multiple Jobs Previous Employee Link

  3. Enter time for your other job(s), remembering to click Submit before exiting the timesheet.



Overtime for FLSA Exempt Employees

  1. Enter overtime for eligible FLSA exempt employees in the elapsed timesheet by selecting appropriate Time Reporting Codes and entering the number of overtime hours.
  2. In the elapsed timesheet, scroll to the right and click ('+') to add a row.

    Elapsed Timesheet Add New Row

  3. In the Time Reporting Code (TRC) drop-down list, choose the appropriate TRC. Please refer to the "TRC by groups employee timesheet view" to understand which TRC to use.

    TRCsbygroupsemployeetimesheetview20110406.xls

    Elapsed Timesheet Overtime TRC

  4. For example, an employee works more than the scheduled 8 hours on 2/09 and 2/10 and is eligible to receive overtime pay. Under the respective dates, enter the number of hours of additional work as shown below.

    Elapsed Timesheet Overtime TRC


  5. Click Submit to save your work.



Night and Weekend Differentials for FLSA Exempt Employees

  1. Not all FLSA exempt staff are eligible for night and weekend differential because of the total job concept. If eligible, this section outlines how to enter night and weekend differentials for eligible FLSA exempt employees in the elapsed timesheet. In order to pay night and/or weekend differential to FLSA exempt employees in the elapsed timesheet, Time Reporting Codes must be selected and number of hours must be entered.
  2. In the elapsed timesheet, scroll to the right and click ('+') to add a row on the applicable day.

    Elapsed Timesheet Add New Row

  3. In the Time Reporting Code (TRC) drop-down list, choose the appropriate TRC. "TRC by groups employee timesheet view" to understand which TRC to use.
    TRCsbygroupsemployeetimesheetview20110406.xls
  4. For example, an employee works within the night differential period on 2/06, 2/09, and 2/13 and within the weekend differential period on 2/11. Under the respective dates, enter the number of hours which apply to the night or weekend work as shown below.

    Elapsed Timesheet Differential TRC


  5. Click Submit to save your work.



Time Reporting Codes

  1. The default Time Reporting Code (TRC) is blank. Within reported and payable time, it defaults to Regular hours. It is not necessary to select TRC REG00 for "regular" work.
  2. If you worked hours which should go to another TRC, select the TRC from the drop down list. If more than one TRC is needed for the day, add a row for the date. Please refer to user procedure TL - Time Reporting Codes Overview for more information.



Stand-By Pay

  1. Stand-by is entered by using a TRC and amount, depending on how a union pays stand-by pay.
  2. Add a new row by scrolling to the right of the timesheet and clicking the '+' button.

    Elapsed Timesheet Add Row

  3. Select the Stand-by Time Reporting Code and enter the number of hours on the new row under the date when you were on Stand-by.

    Elapsed Timesheet Standby TRC


  4. Add additional hours to days with Stand-by.



Call-Back

If you were on Stand-by and called back to work, or if you were just called back to work, and if time is already entered for the day, add a row for the day of call-back, enter the amount of time of call-back work, and select the Call-back Time Reporting Code from the drop-down. The Time Administration rules will process the appropriate required hours. For example, if you only work for an hour but the union rules call for employees to get 2 ½ hours paid, then the Time Admin rule will create the additional payment. In like manner, if you work over the minimum required amount (4 hour of work in contract) or greater, you would still use the code, but the rule will see you worked over the required minimum and will create payable time for the actual worked hours.

Elapsed Timesheet Call Back TRC


Comp Time Accrual and Usage

If you are eligible for comp time, please see user procedures TL - Comp Time Accrual and TL - Using Comp Time .



Time Entry for Employees Without an Assigned Work Schedule (FA/AS/LI (Unclassified) Hourly) or People in Elapsed Positive Workgroups

  1. If you do not have an assigned work schedule, the timesheet is blank.
    Example of elapsed timesheet without assigned work schedule

    Elapsed Timesheet No Schedule


  2. Enter time in the same manner as someone with an assigned schedule (as shown above). In the elapsed timesheet, enter the number of hours for each worked day.

    9.2_Warning_Sign.png  NOTE: Do not use Rule Element 2 for a lunch selection. Rule Element 2 does not work for elapsed time reporters.

  3. The Time Reporting Code is left blank if the worked hours are going to Regular time. If you did work which should go to another TRC, use the TRC drop-down to select the TRC from the list. Please refer to user procedure TL - Time Reporting Codes Overview for more information.
  4. After entering time, click Submit to save your work.



Work on Legal Holiday

If you work on a holiday, the time must be entered on the timesheet to assure correct pay for the holiday work. Please refer to user procedure TL - Work on Legal Holiday for more information.



Employees with Alternate Work Week Schedules

  1. You have an assigned schedule in which you work more than 40 hours in one week and less than 40 hours in the other week (e.g. 44-36, 45-35). Please see the example below of how you would enter time for the two weeks.
  2. If an FLSA exempt employee is making up time for week 1 (left early), you should probably use ALTWK for the extra hours of work in week 2 instead of using the overtime TRC EOT codes. However, this will depend on whether your supervisor wants to pay overtime for week 2 or whether the second week's time was making up for the first week.
    Example: Elapsed (exempt) works 38 hours in week 1, then 42 hours in week 2

    Elapsed Timesheet ALTWK TRC



Using TRC K9 Overtime (Straight time)

  1. If you hold a position with Law Enforcement and have additional canine duties, Time Reporting Code K9OT1 will be selected in the TRC drop-down for each day of canine duty. You will enter the hours Quantity in the Quantity field. When the TRC processes through Time Admin rules, you will receive an additional amount of pay for the canine duty.
  2. In the example below, the employee has canine duty on Monday.
    Timesheet before adding TRC K9OT1

    Elapsed Timesheet K9OT1 TRC


  3. Scroll to far right of the timesheet and click '+' to add a row.

    Elapsed Timesheet Add Row


  4. Select TRC K9OT1 from the TRC drop-down and enter the number of hours in the new row under the applicable date.
    Timesheet after entering the TRC and number of hours for Friday.

    Elapsed Timesheet K9OT1 TRC



ADDITIONAL RESOURCES:

Related KBs:

Related Links:
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    Keywords:Time entry, reporting time, entering time, timesheet, time sheet, time recording, time reporting, punch timesheet, elapsed timesheet, alternate work weeks   Doc ID:17914
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-04-07 18:00 CSTUpdated:2017-07-25 10:13 CST
    Sites:Human Resource System (HRS)
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