​Standard Time Sheet

           
From the left navigation frame, an employee may choose to enter time for the current pay period or one of the twenty five (25) additional pay periods.  To enter time for a different pay period, click on the drop-down arrow and select the correct time frame.
 
 
The time sheet will load as shown below.
 
The following employee information is displayed at the top of the time sheet.
 
Pay Period and Pay Date
Employee Name
Pay Location and Position
TEL Name
Employee Class Title
Current leave balances will also be displayed.  When coding leave, do not enter more hours than are available.
 
Agencies may allow their employees to use the Leave/Overtime Request from the opened time sheet.  The Create Leave/Overtime Request link will not be visible if the agency chooses not to use it.
 
 
 
Termed Employees - Employees who are terminating or changing positions will have a 'POS Term Date' displayed in red and they will not be able to enter time after that date.  Any days after the employees term date will be greyed out.  The days after the termination date cannot be edited. After the effective date of the termination, only the Approver, TEA or a Central Payroll Officer (CPO) will have access to edit the employee's time sheet.  Future time sheets will be deleted.
 
 
 
Cost Accounting -  If your employee profile is set up for the standard time sheet, you can get a more detailed time sheet for cost accounting when necessary.  To do this click on the Cost Accounting link in the upper right corner of the page.
 
Use this link for additional information on Cost distribution.
 
Comments:  can be added by clicking on the comments link.  A text box will open, the number of characters allowed is unlimited and there is no spell check.  Once a comment is saved it cannot be removed, the comment will remain in history as part that particular time sheet. 
 
 
Entering Time:
 
Click on the first line of time where it asks for Time Code.
 
Select the type of time
 
Selecting a time code can be done by:
 
Typing the time code in (type ahead feature is in place)
Or
By clicking on the drop-down arrow and selecting the Time Code from the list.  
           
            For Time Code descriptions, click on the down arrow to the right of the Time Code field.
 
Tab to each day and enter the appropriate number of hours.
 
 
Time Code selection - 
 

 
Time Code Description -
 

 
Tab to each day and enter the appropriate number of hours. 
 
You can enter 8 or 8.0, if you enter 8 and press tab key, the system will enter it as 8.0.  The system will only accept one decimal place.  If you enter 4.25 hours, 4.2 will be displayed; the last character will be dropped.  If more than 24.0 hours is entered into a field (unless using time codes CPP, OCP, RHP, SFT or VCP), the following error message will be displayed.
 
 
 
When 'OK' is clicked, the field will be cleared and a number of hours equal to or less than 24 may be entered.  Employees eligible for a payoff may enter more than 24.0 hours in a field when using Time Codes CPP, OCP, RHP, SFT or VCP.  When entering more than 24 hours using these time codes, the following warning message will be displayed.
 
 
 
 Click 'OK' to continue.
 

 
 

 Continue entering time and tabbing through each day, entering the appropriate number of hours for the Time Code selected.
 
Most employees will start with (ACT) Actual Time Worked     
 
Hours will be totaled at the end of each row and the bottom of the column.  Use these totals to verify the hours for time by time code, by day and by week. 
 
 
Additional lines of time:
 
Tab to the next line to enter additional types of time. 
 
Select the Time Code from the drop-down menu.
 
A time code can appear on multiple lines to allow for distribution to more than one PCA, Index, Grant and/or Project. (if cost accounting is checked)  Tab past the 'Total' for the row and enter an Index, PCA, Grant or Project if needed.  If these fields are left blank, they will default to the distribution of your PCN.  When overriding the existing distribution, there are not any defaults and all fields must be coded.
 
A few of the common codes are:
ACT - Actual Hours Worked
VAC - Vacation Leave Taken
SIC - Sick Leave Taken
HOL - Holiday Pay (State Holidays will be identified by a red box on the day you should enter these hours.) There are different Time codes if you work on the holiday depending on your FLSA codes.
CPT - Comp Time Taken
 
If an employee codes more leave than is in their available balance, the payroll system uses defaults to ensure the employee has exhausted all applicable leave balances before converting to leave without pay.
 
Use this link for a complete list of Time Codes and Leave Defaults.
 
For each additional line of time, tab across and enter the time in the manner described above.
 
When all time is entered for week one, click on week two and repeat the time entry process.
 
 
Total Hours:
Hours for both weeks will be totaled under week two
 
 
Override fields can be changed.
 

  

 
Override fields cannot be changed.
 


 The Override Indicators can be used to change (override) an employee's record for a single pay period, the pay period they are entering time for. The override fields cannot be changed unless the employee is eligible to accrue or receive pay for Overtime and be eligible for Shift pay.
 
Employees that are eligible for shift pay can override their 'Shift' indicator.  An Approver, a Time Entry Assistant (TEA), and the Central Payroll Officer (CPO) can override both the 'Overtime' and 'Shift’ indicators.  A numeric value must be entered to override the first week, second week or both weeks.
 
The RHH indicator is not used.
 
Note:  The time sheet for an 'H' hourly employee with a FLSA code 'B', 'D', 'J' or 'Q' will show the OVT field as editable.  If the CPO updates this field to something other than 'N', the employee's time will error when payroll is run.
 
Submitting your time:
 
You have the option to:
 
Save – Will save what you currently have entered and will allow you to enter time, make changes later or add comments later.  If a time sheet is 'Saved' and not 'Submitted', it will be archived with a status of 'Incomplete'.
 
Submit – Will submit the time sheet as it is, and send to the Approver, Reviewer or the Central Payroll Officer (CPO).  If your agency uses the Leave/Overtime Request, you cannot submit your time sheet until the Leave/Overtime Request has been approved.  An error message will be displayed until the request has been approved.  After a time sheet has been submitted you will be able to make changes until the review is completed or the time sheet has been approved.
 
Comments – An employee can add comments to their own time sheet.  A CPO can also add comments to the employee's time sheet. There is a 64,000 character limit.
 
Reset – Will not save any current changes, it will reset the time sheet to the last time it was saved.  If a time sheet has never been saved the time sheet will return to its original blank form. 
 
Status – At the bottom of the page there is a status section that will allow you to view your time sheet and know where it is in the approval process.  The status section will be similar to the image displayed below.
 
 
Status will be:
Awaiting Approval by Approver
Awaiting Approval by Reviewer
Awaiting Completion by CPO
Awaiting Release
 
When payroll is processed, time sheets will be moved to the Archive database, unless the documents do not have either an employee or an approver's signature.  Unsigned documents will be cleared away when the process for this pay period is complete at which time they will no longer be available.
 
Logging Off:
 
Click 'Log Off' in the lower left hand corner
 
To go to another SCO application, click on the Applications Menu.