This guide will cover:
Information
The steps in this guide illustrate how to create an employee time card, enter working hours, and submit saved time cards in the WyoCloud Time and Absences application.
All Salaried Non-Exempt, and Hourly employees are responsible for entering their working hours in WyoCloud. Working hours must be entered before Payroll Deadlines. Please visit the UW Payroll Services website for the current fiscal year Payroll Deadlines and Paydates.
Hourly employees whose working hours are not entered AND approved by their direct supervisor before Payroll Deadlines will not receive a paycheck for the specified pay period. The paycheck will be delayed until working hours have been entered and approved during a following pay period. If you have any questions, please contact UW Payroll at Payroll1@uwyo.edu.
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 My Profile module, and then click on the Time and Absences application.
My Time Cards
- After you have clicked on the Time and Absences application, select Add Time Cards.
- After clicking Add Time Card, the Time Card Period page will display.
- The current time card period will be indicated on the right-hand side of the date field.
- Click on the calendar icon in the date field, to enter working hours for a specific date.
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Salaried Non-Exempt and Hourly employees can only enter working hours in the system for 45 days before the current date. The starting date for this period can be identified by the date shown under the date field. |
- Click on Add in the upper right-hand corner, to enter working hours for the selected date.
Enter Working Hours
- After clicking Add, the Time Card Period for the selected date will populate.
- First, select the correct Assignment Number (position) associated with the time worked.
- Once selected, the Department Name associated with the Assignment Number will automatically populate.
- If you are hired in the middle of a timecard period, the Department Name will not automatically populate in the first timecard. It will in subsequent timecards.
- Second, select the correct Time Reporting Code for the working hours based on the information below.
- In the Quantity field, enter the total hours worked for the corresponding date.
- When finished, click on Save in the upper right-hand corner.
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Only click on Submit, after all working hours for the Time Card Period have been entered and are ready for supervisory approval. If you need to edit a submitted time card, please contact Payroll Services at (307)-766-2217 or at Payroll1@uwyo.edu.
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- After clicking on Save, a box will appear at the bottom of the page verifying the time card has been saved.
- To exit the Time and Absences application, click on the WyoCloud logo in the upper left-hand corner to return to the WyoCloud homepage.
- To enter working hours for another Assignment Number (position), use the next line available and follow the same steps above.
- When finished, click on Save in the upper right-hand corner.
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Only click on Submit, after all working hours for all Assignment Numbers (positions) have been entered and are ready for supervisory approval for the specified Time Card Period. |
Submit Time Card
- To submit a time card for supervisory approval at the end of a Time Card Period, please follow the instructions below.
- Open the Time and Absences application shown in Step One.
- Select Existing Time Cards.
- After clicking Existing Time Cards, time cards will be displayed that correspond with the current Time Card Period.
- To search for an older time card, click on the X next to the Time Period to clear the default display option.
- Identify and click on the Period Start Date for the Saved time card, as indicated in the Status column, to submit for supervisory approval.
- After clicking on the Period Start Date, the details of the Saved time card will populate.
- The time card can still be edited at this time, make any changes to the time card details.
- If the Reported Hours are correct, and no edits to the working hours are required for the Time Card Period, click on Submit in the upper right-hand corner.
- After submitting a time card for supervisory approval, your direct supervisor will review and approve the reported hours on or before the specified Time Card Period approval date.
- If the reported hours are rejected by your direct supervisor, the time card will reopen and edits to the working hours can be made based on the supervisor’s comments.
- Please note that if this occurs, the modified time card will need to be resubmitted again for supervisory approval.
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All Salaried Non-Exempt, and Hourly employees are responsible for entering their working hours in WyoCloud. Working hours must be entered before Payroll Deadlines. Please visit the UW Payroll Services website for the current fiscal year Payroll Deadlines and Paydates. |
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Hourly employees whose working hours are not entered AND approved by their direct supervisor before Payroll Deadlines will not receive a paycheck for the specified pay period. The paycheck will be delayed until working hours have been entered and approved during a following pay period. |
- Select the Assignment Number you are recording time on from the drop-down, the Department Name will auto fill.
- To enter working hours for Holidays, Select Holiday under the Time Reporting Code. This time code should be used for all offical University Holidays.
- To enter working hours for the other days of Winter Break, Time Off Winter Break. Please note that other Time Reporting Codes should be used if an employee works over Winter Break, and these can be found in the Time Reporting Codes chart.
- Select the Assignment Number you are recording time on from the drop-down, the Department Name will auto fill.
- With the exception of recording on-call scheduled on an official UW holiday, the hourly non-benefited (on-call) assignment number should be selected. If you are not sure which assignment is your hourly non-benefited (on-call) assignment, first review your employment info in HCM.
- If you were on-call on an UW holiday, select your full time benefited assignment from the drop-down.
- To enter working hours for On-Call, select one of the following under the Time Reporting Code:
- On Call Pay: Used to report any day scheduled to be on-call. Enter 1 in the quantity field with this Time Reporting Code.
- On Call Hours: ONLY use when you are on call on an UW holiday. Enter 8 in the quantity field with this Time Reporting Code on the holiday date only. This is the only on-call reporting which should be entered in coordination with your benefited assignment number. In addition, you should also enter 1 quantity of On Call Pay on your non-benefited assignment.
- Regular Hours: If you actually work hours while scheduled to be on-call, these hours should be entered on your full time assignment as regular hours.
- Once the hours have been entered, follow Step Four to submit the time card.
The following lists definitions of available time reporting codes. Depending on your employee type(s), you may not see all codes. Also noted in the following chart are the specific employee type(s) who use each code.
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Employee Types
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Time Reporting Code
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Definition
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Hourly Non-Benefited
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Salaried Exempt Benefited
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Salaried Non-Exempt
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Regular Hours
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Standard working hours for salaried benefited non-exempt employees.
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x
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Hourly Hours
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Standard working hours for hourly non-benefited employees.
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x
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Sick
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Intended for use for medical, psychological, dental, or optical examinations or treatment. Leave is only accrued by benefited employees.
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X
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X
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Vacation
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Intended for leave that is planned and approved ahead of time. Leave is only accrued by benefited employees.
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X
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X
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Comp Time Taken
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Intended for leave that is planned and approved ahead of time. Leave earned by salaried benefited non-exempt employees.
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X
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Holiday Hours
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Hours equal to your FTE (i.e.: 8 hours for full time) should be entered on all official University Holidays.
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X
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On-Call Hours*
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Denotes compensatory hours earned when an individual is on call on a holiday. Max of 8 hours per holiday day should be entered. Consult your department on use of this code.
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X*
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On-Call Pay*
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Denotes flat rate paid when individual is on call for a specific day. Max of one hour per day should be entered. Consult your department on use of this code.
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X*
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FMLA – Faculty
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Tracked leave while on FMLA, uses sick and donated sick time. Please contact HR Benefits to coordinate use of FMLA.
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x
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Employee Types
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Time Reporting Code
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Definition
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Hourly Non-Benefited
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Salaried Exempt Benefited
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Salaried Non-Exempt
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FMLA – Exempt
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Tracked leave while on FMLA, uses sick, vacation and donated sick time. Please contact HR Benefits to coordinate use of FMLA.
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x
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FMLA – Non-Exempt
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Tracked leave while on FMLA, uses sick, compensatory time, vacation and donated sick. Please contact HR Benefits to coordinate use of FMLA.
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X
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Time Off Winter Break
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Entered when campus is closed for winter break and you did not work during the winter break.
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X
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Winter Break Hours Worked
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Entered when hours are worked during winter break.
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X
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Legal Duty
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Hours recorded when required by legal summons.
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X
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Bereavement
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Benefited employees may use up to 12 days of sick leave and three days of bereavement leave upon the death of a family member or spouse’s/partner’s family member.
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X
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X
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Military Reserve
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Leave of absence to go on active duty with the armed forces, voluntarily or involuntarily, during a state of war or declared national or state emergency.
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X
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Hours Worked Non-Calendar Day
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Utilized by less than 12 month benefited staff employees that work outside their defined schedule.
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X
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Emergency Closure Worked
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When campus is closed (i.e.: snow day), however you work hours during the defined closure.
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X
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Time Off Emergency Closure
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Entered when campus is closed (i.e.: snow day) and you did not work during the closure.
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X
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Firefighting Leave
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Leave with pay for up to two weeks when approved to serve in a firefighting capacity.
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X
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Overtime 1.5
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This should not be utilized, is only for Payroll use.
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*On-Call only pertains to select pre-determined job groups.