Biweekly Employee Time Records (ETRs)
Employees should use the web ETRs to submit their biweekly hours if they have access to do so. They should go to the Employee Self Service web site. After logging in with the HawkID and password, the employee should select “Employee Time Record” which is located in the middle column under “Time Reporting.”
A list of time records showing the ending date of the two-week pay period will be displayed. After selecting the appropriate pay period, the MFK, department, and rate of pay will be displayed. Select the corresponding job for which you need to submit hours. If you are paid on multiple MFKs from the same department please verify that you are entering hours on the correct MFK.
Employees can log on every day to record their hours worked for that day and continue to save the changes. The system will calculate the weekly totals. Only at the end of the pay period, when all of the hours have been recorded, does the employee select the option to “Submit to Supervisor.”
All entries are made in hours or tenths of an hour using the following schedule:
06 minutes = .1
12 minutes = .2
18 minutes = .3
24 minutes = .4
30 minutes = .5
36 minutes = .6
42 minutes = .7
48 minutes = .8
54 minutes = .9
If the time worked is not exactly even in tenths of an hour, "round" to the next tenth of an hour.
Once the employee has selected “Submit to Supervisor ” he or she must choose whom to route the form to for approval. It must be routed to the employee’s supervisor or the designated departmental representative who is authorized to approve time record payments. The first time an employee uses this system their supervisor will not be listed. The employee must click “not listed” and continue. The next screen will ask them to type in their supervisor’s name. However, from that point on, the employee will see their supervisor’s name listed when they submit the time record.
The supervisor must then approve the hours and submit them to Human Resources for payment. The time record must be submitted to HR by the supervisor no later than 5:00 PM on the Wednesday following the end of the pay period. Students should submit their hours for authorization by their supervisors as soon as the pay period has ended or they have worked their last hours in that pay period. Supervisors have the ability to edit the hours before the time record is submitted to Payroll for processing.
Time records that have not been submitted by the employee will remain on the Self-Service site for 4 pay periods. After that time, it will be dropped from the site. If an employee needs to submit hours for a previous pay period that is no longer listed on the Employee Time Reporting page, then a paper ETR must be completed by printing one. Go to our forms site to download the form Bi-Weekly Time Record.
Use when revising ETRs already submitted to or processed by Payroll. Forms are available to download on the Payroll Forms site. Select the appropriate form and check the “corrected box” on the top left hand corner. Fill in all the hours worked as they should have been reported, not just the corrections.
Account and Rate Changes:
All account and rate changes require a “Change of Status (COS)” form to be processed before payroll information will be updated. Account COS will trigger an online time record. Please submit the correct one.
If you have questions regarding this information, please contact firstname.lastname@example.org.