TL - ESS Report Punch Time

GENERAL DESCRIPTION:

This procedure offers steps for entering punch 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 nonexempt hourly employees and student employees Note: Faculty/Academic Staff/Limited Appointment (FA/AS/LI) Unclassified FLSA exempt employees will not be enrolled in Time & Labor and will not report time except FA/AS/LI (Unclassified) hourly employees who will report time through the elapsed timesheet.

PROCESS CONSIDERATIONS:
  • There are two MyUW portals, MyUW Madison and MyUW System, which provide all UW employees access to their Personal, Time and Labor, Absence, Payroll, and Benefit information applications (app).  Each app displays personalized employee information stored in the Human Resources System (HRS), as well as links to HRS-Self Service modules and Help information. 

  • UW-Madison: Employees can access the MyUW Madison portal at https://my.wisc.edu/ using their UW-Madison NETID username and password.  On the MyUW Madison portal, the Timesheet can be accessed through the Time and Absence app.

  • All UW: Employees can access the MyUW System portal at https://my.wisconsin.edu/ using their UW Institutional ID username and password.  On the MyUW System portal, the Timesheet can be accessed through the Timesheet link on the Time and Absence app.



PROCEDURE STEPS:

To perform this procedure, please follow these steps:

1. From the MyUW Madison or MyUW System portal, 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).

ESS Punch Timesheet Navigation

2.  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.  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 Title hyperlink.

ESS Punch Timesheet Multiple Jobs
ESS Punch Timesheet Multiple Jobs

3.  You are taken to the timesheet. The timesheet page is for the current two week period. The timesheet page will display as a punch timesheet. For additional information about the punch timesheet, please refer to user procedures TL - Punch Positive Timesheet Entry (Employee & Manager) and TL - Punch Exception Timesheet Entry (Employee & Manager) .



Timesheet Periods


1.  The default timesheet view is for a 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.

ESS Punch Timesheet View By Field

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.  At the Date field, select the day or week you want to view and click Refresh.

ESS Punch Timesheet Refresh Icon

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, you do not need to take any action.  The Time Admin job that runs six times a day (4a, 9a, 11a, 1p, 3p & 8p) will automatically process the reported to payable time for your supervisor to approve.

Timesheet with no change to schedule

ESS Punch Timesheet with Schedule

5. If the employee has a schedule, the employee doesn't have to do anything to the timesheet.  The scheduled hours will be processed automatically to payable time by the Time Admin job which runs six times a day (4a, 9a, 11a, 1p, 3p & 8p).  Once the scheduled hours have been processed to payable time by the Time Admin job, the Payable Time is then available to be approved by the employee's supervisor.

ESS Punch Timesheet with Schedule

To verify if the employee has had their scheduled hours processed to payable time, click on the Payable Time tab at the bottom of the timesheet. If the employee's scheduled hours have been processed to payable time, they will appear here. In this example, the employee's hours have not yet been processed to payable time by the Time Admin job.

6.  Remember, the only time an employee with a schedule needs to update their timesheet, is when their work shift varies from the schedule.



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.

ESS Punch Timesheet Multiple Jobs

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

ESS Punch Timesheet with Multiple Jobs

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



Entering time in the punch timesheet


The punch timesheet has four In/Out fields. The first In field must be used for the shift begin time. The last Out field must be used for the shift end time.

ESS Punch Timesheet Enter Punches

  NOTE:  Using the first Out field instead of the Out field to the far right will result in overstated hours for the day.  Do not enter a day's In and Out times as shown below.

ESS Punch Timesheet Enter Punches Incorrectly



How to Tell if the Timesheet Schedule Includes Lunch


1.  If your lunch is at a designated time, the first Out field will reflect when the lunch meal begins. The second In field will reflect when the lunch meal ends.
Punch timesheet with designated lunch times

ESS Punch Timesheet with Lunch Punches

2.  If your default work schedule includes an automated lunch deduction (a lunch period which may be taken at any time during the work day), the first In and last Out fields will be populated with shift start and end times. The Punch Total amount will be higher than the Scheduled hours. For example, someone who has a 60 minute lunch will have 9 hours in the day's Punch Total but Scheduled Hours will show 8.00.

Punch timesheet with "auto lunch"

ESS Punch Timesheet Auto Lunch Deduction

Auto Lunch deductions are maintained on the employee's TL Security page which is maintained by the employee's Payroll Administrator.


Using the Clear button

If you worked hours which are completely different from the defaulted work schedule, you may clear the defaulted times by clicking the Clear button that is located beneath the time period dates.

ESS Punch Timesheet Clear Button


9.2_Warning_Sign.png  NOTE: Using the Clear button will clear the entire timesheet, not just a single row of data.  Please see the section below "Entering punch times" for how to clear a single row of punches if you have an assigned schedule.  If your work schedule is going to be different from the default work schedule for a period of time, time entry can be simplified by having the correct work schedule assigned to you. Please refer to user procedure TL - Assign Work Schedule (Payroll Coordinator) for more information.



Time Format

Time may be entered in one of two formats: using the 24-hour clock or standard clock.

Using the 24-hour clock

1.  Using the 24-hour clock, enter 0745 and time will display as 7:45:00AM after clicking Enter or after selecting Submit. 1630 will display as 4:30:00PM.
0745 before and then after submitting the timesheet

ESS Punch Timesheet Punch Pattern

ESS Punch Timesheet Punch Pattern


1630 before and then after submitting the timesheet

ESS Punch Timesheet Punch Pattern
ESS Punch Timesheet Punch Pattern

Standard Clock

1.  You may also enter time using standard time formats.

2.  Hours may be entered as 8a, 8am, 8A, or 8AM. After clicking Enter or Submit, the time will display as 8:00:00AM.

8a before and then after submitting the timesheet

ESS Punch Timesheet Punch Pattern

ESS Punch Timesheet Punch Pattern



3.  If minutes and seconds are included, hours/minutes/seconds must be separated by colons.

Examples: 8:15a, 8:15am, 8:15A or 8:15AM will display as 8:15:00AM

8:15a before and then after submitting the timesheet

ESS Punch Timesheet Punch Pattern

ESS Punch Timesheet Punch Pattern

8:15:30a, 8:15:30am, 8:15:30A, or 8:15:30AM will display as 8:15:30AM

8:15:30a before and then after submitting the timesheet

ESS Punch Timesheet Punch Pattern

ESS Punch Timesheet Punch Pattern


8:15p, 8:15pm, 8:15P, or 8:15PM will display as 8:15:00PM

8:15p before and then after submitting the timesheet 

ESS Punch Timesheet Punch Pattern

ESS Punch Timesheet Punch Pattern



Overtime and Differentials for FLSA Nonexempt Employees

Overtime and differentials are automatically calculated through the Time Administration process for nonexempt hourly employees. It is not necessary to use overtime or differential TRCs for FLSA nonexempt hourly employees. Rules have been built within Time Admin which will analyze the employee type, time worked and absences, time of day worked, etc., and then automatically generate overtime and differential pay, as applicable.



Entering Punch Times


1.  To enter time on the punch timesheet, click in the day's first In field. Then you may overwrite the time, replacing it with the corrected hours, or delete the default hours and then enter the corrected hours. You may tab to the next time field or place the cursor in the field and either overwrite the time or delete it.

2.  When FLSA nonexempt hourly employees enter In and Out punch times in the timesheet, the reported time will be rounded to quarter hours in payable time. Please refer to TL - Rounding of Reported Time to Payable Time in HRS for more information on rounding reported time to payable time.
Note: "Unit" TRCs, such as Stand-By, require whole number amounts in the Quantity field.

3.  If you have a schedule and did not work on a scheduled day and no absence was reported on the scheduled day
  • Delete the default punches for the day
  • Enter REG in the Time Reporting Code field 
  • Enter 0 or 0.00 in the Quantity field
The examples below show a timesheet with a default schedule and how to change it to reflect that the employee did not work on a scheduled day and did not use an absence on Tuesday.

Timesheet with default schedule

ESS Punch Timesheet with Schedule

Employee does not work on Tuesday.

ESS Punch Timesheet Delete Row

Remove the scheduled hours for the day not worked by clicking on the delete (-) button.


ESS Punch Timesheet Delete Row Confirmation

Click on 'Yes - Delete' to confirm the deletion of the row on the timesheet.


ESS Punch Timesheet Remove Scheduled Hours

Select REG00 (or REG01) in the Time Reporting Code field and enter '0' in the Quantity field and submit the timesheet.

9.2_Warning_Sign.png  NOTE: Even though you may not be finished with time entry, click Submit after entering 0.00 Quantity; otherwise, if you add or delete a line or choose elements from Rule Element 1 or Rule Element 2, the 0.00 Quantity will disappear and the defaulting hours will once again appear in the timesheet. Also, merely deleting the row of hours from the timesheet does not technically remove the defaulting assigned hours, thus the hours must be replaced with 0.00 Quantity.



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 or REG01 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.


Taskgroup/Task Profile ID

Task Profile IDs are used to tag reported hours to enhance reporting metrics used by the employee's department.  Please refer to user procedure TL Taskgroup/Task Profile Reference Setup for more information.


ESS Punch Timesheet Taskgroup ID Lookup

If your department uses Task Profile IDs to track reported hours, click on the magnifying glass on the Task Profile ID field.  

ESS Punch Timesheet Taskgroup ID Selection
A pop-up window will appear, select the appropriate Task Profile ID for your reported time on that day.

ESS Punch Timesheet Taskgroup ID
Task Profile IDs have a one-to-one relationship for each days reported time. A Task Profile ID needs to be selected for each day of reported time.



Shift which Spans Two Days


1.  If your shift spans two days (starting on one day and crossing over midnight to another day) and if the shift is not part of the assigned schedule, it will be necessary to add rows to enter the shift times. For example, an employee is asked to work an additional night shift on Monday, but the default schedule is a day schedule.

Timesheet before changes for second shift

ESS Punch Timesheet with Multiple Shifts

2.  Click the '+' button to the far right of the timesheet to add a new row for 11/28.

ESS Punch Timesheet with Multiple Shifts Insert New Row
ESS Punch Timesheet with Multiple Shifts
A new row is added for 11/28/2016.

3.  Add the start time for the second shift.

ESS Punch Timesheet with Multiple Shifts In Punch
4.  If the second shift ends before midnight, enter the Out time in the far right Out punch.

ESS Punch Timesheet with Multiple Shifts Out Punch
5.  If the second shift ends after midnight but does not take the place of the Tuesday shift, scroll to the far right to add a row for Tuesday, 11/29/2016.
ESS Punch Timesheet with Multiple Shifts Insert New Row

6.  Enter the Out punch for the second shift in the far right Out field on the new row. After clicking Submit, the Tuesday time will be sorted to show the row with the 6:30AM Out punch above the regular Tuesday shift row.

Time entered on new row and before being submitted

ESS Punch Timesheet with Multiple Shifts Out Punch Next Day

Time entered on new row after being submitted

ESS Punch Timesheet with Multiple Shifts Past Midnight

7.  If the second shift takes the place of the scheduled shift on Tuesday, remove the Tuesday hours and enter a final Out time on Tuesday, along with lunch In/Out times, if applicable.

ESS Punch Timesheet with Schedule

Remove Tuesday's, 11/29/2016 hours by clicking on the minus (-) button to delete the row containing the scheduled hours.

ESS Punch Timesheet Delete Row

Click on the Yes-Delete button to confirm the deletion of the row.

ESS Punch Timesheet Multiple Shifts with Schedule

Enter REG00 (or REG01) in the Time Reporting Code field, enter '0' in the Quantity field and then submit the timesheet.

Second shift Out punch on Tuesday morning, no lunch punches.

ESS Punch Timesheet with Multiple Shifts Past Midnight


Second shift Out punch on Tuesday morning, with lunch punches included

ESS Punch Timesheet with Multiple Shifts Past Midnight with Lunch Punches

8.  Since the second shift Out punch is earlier than the normal shift start of 7:45AM, it is necessary to indicate the normal Tuesday shift was not worked.

9.  Click '+' to add a row for Tuesday, 11/29/2016.

ESS Punch Timesheet with Multiple Shifts Insert New Row

10.  Select REG00 (or REG01) in the Quantity field on the new row for Tuesday, 11/29/2016, in the Time Reporting Code field, enter '0' in the Quantity field and submit the timesheet.

ESS Punch Timesheet with Multiple Shifts Cancel Scheduled Hours


Shift Which Ends at Midnight

If your shift ends at midnight, the shift Out time may be entered in one of two ways. It can be entered on the same day, using 11:59:59p/P/pm/PM instead of 00:00. Or the shift out time may be entered on the next day.

Shift end time on the same day

ESS Punch Timesheet Shift Ends at Midnight

Shift end time on the next day
Shift end time on the next day


Reporting Time Outside of Scheduled Shift

If you have to work the scheduled shift plus an additional shift or a shift in place of the scheduled shift or do not work a scheduled shift, follow the steps below to modify the timesheet.

Working Additional Shift Same Day

1.  You are assigned to a scheduled shift.
2.  If you are working an additional shift on the same day, scroll to the far right of the timesheet and click '+' to add a new row.
3.  A new row on the same day is available for the second shift.

ESS Punch Timesheet with Multiple Shifts
ESS Punch Timesheet Insert New Row
ESS Punch Timesheet with Multiple Shifts

4.  Enter the additional shift hours in the first In and last Out fields. Include lunch In/Out times, if applicable.

ESS Punch Timesheet Multiple Shifts


Working Additional Shift that Spans into Next Day

1.  You are assigned to a scheduled shift.

2.  If you are working an additional shift which will start on one day and go into the next day, scroll to the far right of the timesheet and click '+' to add a new row.

addrowpunchtimesheet

3.  A new row on the same day is available for the second shift.


addrowforshift

4.  Enter the second shift start time in the first In field. Scroll to the far right of the timesheet again and click '+' to add a new row for the next day.


shiftspanstart

5.  If you will still be working the next day's regular shift, delete the next day's regular shift from its first row and enter the times in the day's second row.


shiftspan2ndday

6.  Enter the additional shift's end time in the next day's first row Out field.


shiftspanend

7.  If the additional shift will replace the next day's scheduled hours, simply remove the next day's In/Out times and put the additional shift's end time in the next day's last Out field.


2ndshiftreplace

Not Working a Scheduled Shift

1.  If you are not working a scheduled shift and not using an absence on the scheduled day, the scheduled hours must be removed and replaced with 0.00 quantity.

scheduledshiftnotworked


2.  If the additional shift work is anything other than Regular hours, choose the applicable Time Reporting Code from the TRC drop-down list.
Please reference the Time Reporting Code by group listing. TRCsbygroupsemployeetimesheetview.xls

3.  Click Submit to save your changes.


Change Lunch Times in Punch Timesheet

If you have an assigned lunch time or an auto lunch and you took a different amount of lunch, the lunch time will have to be changed. 



Stand-By Pay

Stand-by is entered by using a TRC and quantity or punch times, depending on how a department pays stand-by pay.

Stand-By Pay for Departments that Do Not Use the 8 Hour Shift Concept

1.  Stand-by pay may be entered as a quantity in the Quantity field or as a span of time in the punch In/Out fields.
2.  If you are on Stand-by on a day which was also worked, add a new row by scrolling to the right of the timesheet and clicking the '+' button.
3.  Select the Stand-by Time Reporting Code and a quantity or punch In and Out times.

standby01

standby02
4.  Add additional rows for each day of 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 In and Out times for the period 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 the employee only works for an hour but the department rules call for them to get 2 hours paid, then the Time Admin rule will create the additional payment. In like manner, if the employee works over the minimum required amount (2 hours of work in contract) or greater, the employee would still use the code, but the rule will see they worked over the required minimum and will create payable time for the actual worked hours.


callback




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 span>.




Time Entry for Employee Without an Assigned Work Schedule (Students and University Staff Temporary (LTE's)) or People in Punch Positive Workgroups


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

2.  Enter time in the same manner as someone with an assigned schedule (as shown above). In the punch timesheet, enter the shift start in the first In field and the shift end in the last Out field.

3.  If you took a lunch break, enter lunch Out and In times in the middle fields. Lunch may also be recorded by entering shift In and Out times and then selecting the lunch period from Rule Element 2.
9.2_Warning_Sign.png  NOTE: Do not use lunch punch In and Out times along with a Rule Element 2 selection. If this is done, the Rule Element 2 lunch amount will be deducted twice.

4. 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.

5. After entering time, click Submit to save your work.



Overtime and Differentials for FLSA Nonexempt Hourly Employees>

Overtime and differentials are automatically calculated through the Time Administration process for FLSA nonexempt hourly employees. Please refer to user procedures TL - Night and Weekend Differentials for FLSA Exempt Employees and TL - Overtime for FLSA Exempt Employees for FLSA exempt employees.

In the example below, an FLSA nonexempt hourly employee worked on Sunday and the work week's total worked hours were over 40. After Time Admin runs, the time is analyzed and rules are applied. Overtime and differentials are reflected in payable time.

Timesheet view

mss01

Payable time view after Time Admin

mss07




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.  An employee has an assigned schedule in which the employee works more than 40 hours in one week and less than 40 hours in the other week (e.g. 44-36, 45-35).

2.  In the example where an employee's alternating schedule is 45-35 (45 hours in week 1 and 35 hours in week 2), the first 40 hours of week 1 will have blank TRC. Then, the next 5 hours will be assigned to TRC ALTWK. Any hours in excess of 45 in week 1 will be assigned to the blank TRC and will be processed as overtime. Another possibility is, some units would pay the five hours (over 40) in the schedule as comp time, which is then used during the following week.

altwk



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, the employee 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

mss08

3.  Scroll to far right of the timesheet and click '+' to add a row for Monday 2/6.

mss09

4.  Select TRC K9OT1 from the TRC drop-down and enter Quantity 0.75. Timesheet after adding the Monday and entering the TRC and Quantity.
mss10



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:17912
Owner:Wendy G.Group:Human Resource System (HRS)
Created:2011-04-07 18:00 CSTUpdated:2017-09-13 10:31 CST
Sites:Human Resource System (HRS)
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