This guide will cover:
- Creating a time card and entering on-call time into the card in HCM.
- Many of the steps in this guide remain the same as general time entry in HCM. Step three specifically outlines features unique to On-Call.
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This guide details the steps for completing this process using Employee WyoCloud access.
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This guide specifically outlines the process for employees who hold an official on call assignment in HCM. Employees with such record are formally scheduled to be on call for their department.
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Some departments use one of UW’s two approved time clock systems, TimeClock Plus and AiM. These systems feed clocked time into HCM. However, any corrections and supervisor approvals must occur within HCM. Check with your supervisor if you are unsure if your department uses one of these systems.
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Step One
- Upon logging into WyoCloud from WyoWeb, navigate to My Profile using the Navigator bar in the upper left 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 time frames or favorited time cards, you can use the drop-down.
- You may edit a saved 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 create a time card for.
Step Three
Enter time.
- 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 Department you are reporting time for from the drop-down.
- Select the Assignment Number you are recording time on from the drop-down.
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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.
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- Select a Time Reporting Code from the drop-down. You can also begin to type the correct reporting code into the field to locate.
- 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.
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The Time Reporting Code, Unit Pay, should never but utilized. Selecting it will cause your time to not calculate correctly in payroll.
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Should you work overtime hours, add the additional hours beyond 40 as regular hours. The system will calculate them as overtime.
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- 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.
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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.
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- When entering On Call Pay (all days scheduled on-call), type 1 in the Quantity field.
- When entering On Call Hours (holiday, on benefited assignment), enter the number of hours on call in the Quantity field.
- 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.
Step Four
- After all time has been entered, select Save and Close in the upper right.
- If this is not your first time in the time card, you will need to click Action then Save and Close.
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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.
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You have completed the process of entering time on the time card.
Appendix: Time Reporting Codes
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.