TIMEKEEPER: Reviewing Student Timesheets
This article covers how department timekeepers can review timesheets that were submitted by student assistants and/or ISAs in the department(s) that they are authorized to view.
1. Go into CHRS and navigate to Timesheet to view time entries.
1.1. Log in to CHRS.
1.2. Use the NavBar to access the Menu and select Manager Self Service.
- Click on the NavBar.
- Select Menu.
- Then navigate to Manager Self Service.
1.3. Navigate to Time Management. Then, select Report Time. Click Timesheet.
- Select Time Management from the Manager Self Service menu.
- Select Report Time from the Time Management menu.
- Click Timesheet.
1.4. Search by Time Reporter Group to review student employees in your area(s). In the View By drop-down menu, select Day, Week, or Monthly to choose the time span for which you want to review entries. Change the Date to the day you want to review or the first day of the week or pay period you want to review. Click Get Employees.
The Description column is likely to be the most helpful in figuring out the department and population for each Time Reporter Group. Time Reporter Groups with Stdts in the name are for student assistant timesheets; all others are for faculty/staff timesheets.
You can also search by Empl ID (CHRS ID) or Name if you want to view a particular student.
- Click the magnifying glass to look up and select a Time Reporter Group. Select the student group whose time you want to review.
- In the View By drop-down menu, select whether you want to view time entered within the day, week, or month.
- Set the date to first day of the period you want to review.
- Click Get Employees.
1.5. Review the timesheet entries that are available. Click on an employee's last name to view more details about their timesheet.
You will see ALL employees in your department/time reporting group, not just those who submitted timesheets. You may want to click on the Reported Hours column to group all of the employees who have submitted timesheets together in the search results.
1.6. In the View By drop-down menu, select Day, Week, or Calendar Period to view the student's time for that time span. Change the Date to the day you want to review or the first day of the week or calendar period that you want to review. Click Refresh to apply your selections.
- In the View By drop-down menu, select whether you want to view that student's time entered within the day, week, or calendar period.
- Set the date to first day of the period you want to review.
- Click the Refresh button to view the hours the student submitted within that timeframe.
2. Check students' timesheets to verify that their time was entered correctly.
2.1. Review the student’s reported hours on each day. Make sure that they did not enter any data on days they did not work and did not enter more than 8 hours per day.
Aside from entering any applicable task profile codes, do not make any changes to the time entries. Corrections to reported hours should be made by the student employee.
All minutes must be rounded to the 10th. Please refer to the Partial Hours Conversion Chart.
If a student did not work on a certain day, the field should be left blank. No 0s should be entered to indicate that they did not work that day.
- Scroll horizontally to review daily time entries.
OR - Scroll down to review daily time entries in the Reported Time Status table.
| Minutes | Tenths |
|---|---|
| 1—6 |
0.1 |
| 7—12 |
0.2 |
| 13—18 |
0.3 |
| 19—24 |
0.4 |
| 25—30 |
0.5 |
| 31—36 |
0.6 |
| 37—42 |
0.7 |
| 43—48 |
0.8 |
| 49—54 |
0.9 |
| 55—60 |
1.0 |
2.2. Click on Summary to review the total hours reported for the pay period and the weekly totals. Check that the student did not enter more than 20 hours per week for the regular semester or 40 hours per week for summer/intersession/breaks.
- Click the Summary tab.
- Review the total hours entered for the pay period.
- Review weekly totals.
3. Review Exceptions to see if there are any exceptions that need to be cleared by the manager.
Ideally, student employees should correct their time entry or entries in order to clear exceptions. In cases where a correction cannot be made, exceptions can be cleared by the employee's manager or by Payroll.
Do not allow any exceptions. Only managers or Payroll should clear exceptions.
3.1. In the timesheet search results, items that have a clock icon in the Exception column have exceptions that need to be corrected or cleared.
3.2. Open a timesheet to review and click the Exceptions tab.
3.3. View the date the exception occurred and the explanation of the exception to note what action should be taken by the employee.
View the managing exceptions guide for more information on what exceptions mean, what population(s) they apply to, and who is responsible for clearing them.
3.4. If applicable, inform the employee what correction(s) they need to make and what the deadline is to make the correction(s) by. If the employee cannot correct their entry, inform the manager that there are exceptions that require their action.
You may want to have the employee notify you when they have updated their time entry/entries.
OR
3.1. Navigate to the Exceptions page by opening the NavBar Menu, then selecting Manager Self Service, then Time Management, then Approve Time and Exceptions. Click Exceptions.
- Click on the NavBar.
- Select Menu.
- Then navigate to Manager Self Service.
- Select Time Management.
- Select Approve Time and Exceptions.
- Click Exceptions.
3.2. Search by Time Reporter Group to view exceptions generated by student employees in your area(s). Click Get Employees.
3.3. Review the exception description(s) and note what action should be taken by the employee.
View the managing exceptions guide for more information on what exceptions mean, what population(s) they apply to, and who is responsible for clearing them.
3.4. If applicable, inform the employee what correction(s) they need to make and what the deadline is to make the correction(s) by. If the employee cannot correct their entry, inform the manager that there are exceptions that require their action.
You may want to have the employee notify you when they have updated their time entry/entries.
4. Enter Task Profile IDs (if applicable.)
4.1. If applicable, add the Task Profile ID associated with the student. Navigate back to the student's timesheet. Click the magnifying glass to look up Task Profile IDs for your area. Select the appropriate Task Profile ID. Then, click Submit.
Before entering the Task Profile ID, check that the Taskgroup is FL+DeptID (e.g. FL10163). If the Taskgroup is incorrect, change it to FL+DeptID, then enter the Task Profile ID.
- Click the magnifying glass to look up Task Profile ID associated with your department(s).
- Select the appropriate Task Profile ID from the lookup table to populate the field on the timesheet.
- Click Submit.
5. To review another student’s hours, click Previous Employee to view the previous student employee on the list or click Next Employee to review the next student employee on the list. Alternatively, you may click Return to Select Employee link and select another student employee from the search results section.
- Click Previous Employee to view time entries for the previous student on the list.
- Click Next Employee to view time entries for the next student on the list.
- Click Return to Select Employee to return to the search results to select a student from there.
6. When all time entries have been reviewed, let the manager know which students' time they can approve.
Managers must approve all time entries within seven days of the previous pay period's end (e.g. September pay period ends on September 30, so all time entries should be approved by October 7.)
Need More Help?
For questions about your specific entries or reporting requirements for your position, contact Payroll at 657-278-2521 or [email protected].
For training and how-to assistance, contact IT Training at 657-278-5647 or [email protected].
For technical assistance, contact the IT Help Desk at 657-278-7777 or [email protected].
Joseph Vu
Hi, How do I know if a Task Profile ID is applicable? Thanks!
Lori Arthur
Hi Joseph! You would usually be informed by an HR specialist in your department/college/division if a Task Profile is applicable, so I would start by asking that person. You can see a list of all task profiles used by the campus in the FIS Resources link on Titan Online (if you have access to CFS). You can also reach out to Payroll at [email protected] to inquire about task profiles.