Time Card Entry

This guide includes: 

• Time and Absences Application

• My Time Cards

• Enter Working Hours

• Time Entry Corrections

• Save and Close

 

Step One

Time and Absences Application                                                                   

• After logging in to WyoCloud, click on the Navigation Menu designated by the 3-horizontal lines in the upper left-hand corner.

 

• Click on the drop-down arrow next to the My Profile module.

 

• Click on the Time and Absences application.

Step Two

My Time Cards

• After you have clicked on the Time and Absences application, select My Time Cards.

 

• After clicking My Time Cards, the Existing Time Cards page will populate.
  • The last five saved timecards will be displayed.
  • To view older timecards, click on the drop-down arrow to select another date range.
• Click on a timecard period to enter or view working hours.

Step Three

Enter Working Hours

• If you need to start a new timecard for the current pay period, click on +Add.

 

• After clicking +Add, the Add Time Card page will populate.
• In the Date field, click on the calendar icon to select the first Sunday for the week you are creating a timecard.
  • For example, if you need to enter working hours for Wednesday, March 1st, 2023, you will select Sunday, February 26th, 2023, as the first Sunday.

 

• Click on +Add in the Entries section.

 

• Additional fields will populate according to your employee classification.
• First, click the drop down for Assignment Number. This represents your position at the university, if you only hold 1 position, you will only have 1 number to select.
  • For example, an Hourly Non-Benefited employee could have two part-time positions on campus, one at Dining Services and the other at Half Acre.
• Department and Rate should autofill after you select your Assignment Number.

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• In the Time Reporting Code field, select the correct code that relates to the working hours you are entering.
  • Hourly Non- Benefited employees select Hourly Hours.
  • Salaried Non-Exempt employees select Regular Hours.
• Please check with your direct supervisor for any questions concerning Time Reporting Codes.
• Any field with a (*) is a required field and must be completed, do not attempt to manually type any information in the Department, Rate, Assignment Number or Time Reporting Code fields. Information entered this way will not be accepted or saved on the timecard.

 

• In the Select Dates field, click on the calendar icon to choose the date(s) for the working hours you are entering.

 

• Click on each date to select multiple days with the same Assignment Number, Time Reporting Code, and Quantity (hours) simultaneously.
  • For example, four days were selected: Monday, February 27th, Tuesday, February 28th, Wednesday, March 1st, and Thursday, March 2nd.
• When finished, click outside of the calendar to close.

 

• In the Quantity field, enter the number of hours that you worked.
  • Remember, if you enter work hours for multiple days, the Quantity (hours) must be the same for each day.
  • For example, four days were selected with 4 hours worked each day.

 

• When finished, click on OK.

 

• After clicking OK, the system will calculate your Reporting Hours.
  • For example, four days were selected at 4 hours worked each day = 16 Reporting Hours.

Step Four

Time Entry Corrections

• If you need to correct a time entry, click on the Saved timecard period that corresponds to the entry.

 

• Click on the pencil icon on the right-hand side of the time entry that needs to be corrected.
  • For example, on Tuesday, February 28^th, 3.5 hours were worked instead of 4 hours.

 

• In the Quantity field, erase the current value and enter the correct work hours.
• When finished, click on OK.
  • Or, if you did not work at all that day, delete the time entry.

 

• After clicking OK, the system will re-calculate your Reporting Hours.
  • For example, 0.5 work hours were subtracted from Tuesday, February 28^th = 15.50 Reporting Hours.

Step Five

Save and Close

• After entering all your work hours for the timecard period, click on the drop-down arrow on the Actions button in the upper right-hand corner and select Save and Close from the available menu.
• DON’T CLICK ON SUBMIT!
• Save and Close is the last step.

 

• After you have Saved and Closed your timecard, your direct supervisor will review and approve your working hours according to the UW Payroll Deadlines: Time Approved date.
• Therefore, you must have your working hours entered, Saved and Closed on or before the UW Payroll Deadlines: Time Entered date to receive your paycheck on Pay Day.