Salary Emergency Leave with Pay Time Entry (COVID-19)

This guide will cover: 

  • Creating a time card for the purpose of entering emergency leave relating to COVID-19.  The first date in which Salary Emergency Leave with Pay can be taken is March 15, 2020 the final date the code will be available is April 30, 2020.
  • This process utilizes the time card feature within HCM and applies to both exempt and non-exempt benefited employees.

 

This guide details the steps for completing this process using Employee WyoCloud access.

This guide should be used by benefited employees – both benefited exempt and non-exempt.  See University of Wyoming COVID-19 FAQs for details as to when this process should be used. Note: Use of this code is limited to a total of 80 consecutive hours. The Salary Emergency Leave with Pay can only be used once, if additional leave is needed, the employee must use exisiting

The Salary Emergency Leave with Pay can only be used once, if additional leave is needed, the employee must use earned Paid Time Off (PTO) such as sick leave. See the Requesting an Absence Quick Reference Guide for details on submitting absences.

Even units who use one of the University’s time clock systems, TimeClock Plus or AiM, will use this process vs. recording in the time clock system.

 

Step One

Navigate to the Time and Absences section of WyoCloud HCM from WyoWeb.

  • Upon signing in, the homepage will display.  Click on the Navigator button (three horizontal lines) in the upper left-hand corner.

  • Click on My Profile to expand, then click on Time and Absences.

  • From the Time and Absences page, click My Time Cards.

  • The Existing Time Cards page will appear.  Here previously started time cards will appear, by default the last 5 time cards will display.  To see other timeframes or favorited time cards, you can use the drop down.
  • You may re-open a timecard by clicking on the card’s date range.

 

Step Two

Add a new timecard.

  • If a time card has not yet been started for the desired timeframe, click +Add.

  • The Add Time Card page will appear.
  • First, use the calendar icon to select the Sunday of the week you are trying to enter Emergency Leave with Pay for.
    • Salary Emergency Leave with Pay is available for dates March 15-April 30, 2020.

 

Step Three

Enter Salary Emergency Leave with Pay.

  • Under Entries, click +Add.

This will add additional time entry fields.  The order of these fields and which fields you see will depend on your employee type.  Use the drop down to answer each accordingly.

  • First, select the Assignment Number you are reporting time for from the drop down.  Employees with only one assignment will only have one option.  Employees with a second hourly job and/or an on call record may see multiple options
  • Upon selecting the Assignment Number, Department will populate.
  • Select Salary Emergency Leave with Pay from the Time Reporting Code from the dropdown.  You can also begin to type the code into the field to locate.

  • Once a Time Reporting Code has been used, the system will identify it as a recently used time reporting code and only display it in the drop down.  When this occurs other Time Reporting Codes can be searched for by typing in the code name and/or typing in the time reporting code field then deleting to show the full list of options again.

  • Use the calendar icon to select the date for which you’d like to enter time.  Click outside of the calendar to close it.

If you would like to enter time for multiple days at once, select all desired dates on the calendar prior to closing the calendar.  To enter time for multiple days at once, all time must use the same assignment number, time reporting code and be the same number of hours per day.

  • Type your usual total hours worked per day in the Quantity field.  Most full time employees are at full 40 FTE, thus this will be 8 hours.  If you are under 40 FTE, adjust the hours to correspond with your FTE.

Salaried Emergency Leave with Pay can be used for a maximum of 80 consecutive hours.  This means employees cannot do a mixture of working and using this time reporting code.  If additional leave is needed, you must use earned Paid Time Off (PTO) such as sick leave.  See the Requesting an Absence Quick Reference Guide.

  • Once all fields are completed, click OK.

  • After clicking ok, all time entered for a specific period will display under Entries.
  • If you need edit any time details for a specific date, click the pencil icon to the right of the date.

  • Repeat Step 3 until all needed days for the bi-weekly period have been entered. 

 

Step Four

  • After all time has been entered, select Save and Close in the upper right.

  • In some cases Save and Close does not display in the upper right (i.e. if the time card was previously saved), in this case click Actions then Save and Close.

 

All time entered by the time entry deadline will sent to your direct supervisor for approval at the end of the pay period.  Supervisors will typically have a three-day window to complete approvals for hours to be included in that payroll.

 

You have completed the process of entering Salaried Emergency Leave with Pay.

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Details

Article ID: 102871
Created
Tue 3/24/20 4:27 PM
Modified
Wed 3/25/20 8:00 AM

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