Entering Time in HCM

This guide will cover: 

  • Creating a time card and entering time into the card in HCM.
  • Projecting leave to be available in the future. 

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

All Salaried Benefited Non-Exempt and Hourly Non-Benefited employees are responsible for entering their own time into HCM.  Time is required to be entered by the deadline for each pay cycle. The current payroll deadline schedule can be found on the UW Payroll website. Hourly Non-Benefited employees whose time has not been entered AND approved by their direct supervisor by the deadline will not be paid during that pay period. They will be paid during a future biweekly payroll after both time entry and approval have occurred.

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, on call hours and supervisor approvals must occur within HCM.  Check with your supervisor if you are unsure if your department uses one of these systems.

 

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 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.

Hourly non-benefited employees will also see their hourly rate after selecting their assignment number, this will aid in confirming the correct assignment has been selected if you have multiple assignments.

  • Select a Time Reporting Code from the dropdown.  You can also begin to type the correct reporting code into the field to locate.
    • Salaried Non-Exempt: To report regular hours, use Regular Hours.
    • Hourly Non-Benefited: To report regular hours, use Hourly Hours.

The Time Reporting Code, Unit Pay, should never but utilized.  Selecting it will cause your time to not calculate correctly in payroll.

Should you work overtime hours, add the additional hours beyond 40 as regular hours.  The system will calculate them as overtime.

 

Note: In the Time Reporting Code field, if you have multiple assignments of the same type (i.e. two hourly assignments), you will only see the time reporting codes for which you are eligible. If you have both a salaried assignment and an hourly assignment, you will see the combination of time reporting codes for each group on every assignment. Although you will be able to see all time reporting codes, you may have an assignment that is not eligible for a specific time reporting code (i.e. hourly assignment is not eligible for leave). See the Appendix of this guide for a full list of time reporting codes and their definitions including what employee type(s) should use them.  If you try to enter an ineligible time reporting code for one of your assignments, you will receive the following error:

  • 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 the total number of hours worked 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.

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 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.

 

 

 

Employee Types

Time Reporting Code

Definition

Hourly Non-Benefited

Salaried Exempt Benefited

Salaried Non-Exempt

Regular Hours

Standard working hours for salaried benefited non-exempt employees. 

 

 

x

Hourly Hours

Standard working hours for hourly non-benefited employees.

x

 

 

Sick

Intended for use for medical, psychological, dental, or optical examinations or treatment. Leave is only accrued by benefited employees. 

 

X

X

Vacation

Intended for leave that is planned and approved ahead of time. Leave is only accrued by benefited employees.

 

X

X

Comp Time Taken

Intended for leave that is planned and approved ahead of time. Leave earned by salaried benefited non-exempt employees.

 

 

X

Holiday Hours

Hours equal to your FTE (ie: 8 hours for full time) should be entered on all official University Holidays.

 

 

X

On-Call Hours*

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.

 

 

X*

On-Call Pay*

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.

 

 

X*

FMLA – Faculty

Tracked leave while on FMLA, uses sick and donated sick time.  Please contact HR Benefits to coordinate use of FMLA.

 

x

 

 

 

 

 

Employee Types

Time Reporting Code

Definition

Hourly Non-Benefited

Salaried Exempt Benefited

Salaried Non-Exempt

FMLA – Exempt

Tracked leave while on FMLA, uses sick, vacation and donated sick time.  Please contact HR Benefits to coordinate use of FMLA. 

 

x

 

FMLA – Non-Exempt

Tracked leave while on FMLA, uses sick, compensatory time, vacation and donated sick.  Please contact HR Benefits to coordinate use of FMLA. 

 

 

X

Time Off Winter Break

Entered when campus is closed for winter break and you did not work during the winter break.

 

 

X

Winter Break Hours Worked

Entered when hours are worked during winter break. 

 

 

X

Legal Duty

Hours recorded when required by legal summons.

 

 

X

Bereavement

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.

 

X

X

Military Reserve

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. 

 

 

X

Hours Worked Non-Calendar Day

Utilized by less than 12 month benefited staff employees that work outside their defined schedule. 

 

 

X

Emergency Closure Worked

When campus is closed (ie: snow day), however you work hours during the defined closure.

 

 

X

Time Off Emergency Closure

Entered when campus is closed (ie: snow day) and you did not work during the closure.

 

 

X

Firefighting Leave

Leave with pay for up to two weeks when approved to serve in a firefighting capacity.

 

 

X

Overtime 1.5

This should not be utilized, is only for Payroll use. 

 

 

 

 

*On-Call only pertains to select pre-determined job groups.

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Details

Article ID: 74208
Created
Wed 3/20/19 3:57 PM
Modified
Sat 8/17/19 5:39 PM

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Time Entry_081619.pdf

8/17/2019 5:40:21 PM