Timekeeper: Reviewing Time Worked and Other Timesheet Entries
This article covers how timekeepers can review time worked entries submitted by staff and faculty as well as other timesheet entries such as CTO and ADO.
Want to review student assistant timesheets? View TIMEKEEPER: Reviewing Student Timesheets.
It is highly recommended that you review timesheet entries on a weekly basis as all time entries must be approved by a manager by the third working day after a pay period ends (e.g., September pay period ends on September 30, so all time entries should be approved by October 4).
1. Log in to the campus portal and click on Human Resource in the Titan Online widget.
2. Use the Nav Bar to access the Menu and select Manager Self Service > Time Management > Report Time > Timesheet.
- Click on the NavBar.
- Select Menu.
- Then navigate to Manager Self Service > Time Management > Report Time > Timesheet.
3. Click on the lookup button next to Time Reporter Group.
4. Select the Time Reporter Group for whom you want to review time worked.
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.
5. Use the View By drop-down menu to select how you want to view entries (monthly, day, week). Change the Date to view entries for a specific day/week/month. Then click Get Employees.
If you want to look up a specific employee, you can enter an Employee ID (CHRS ID) or Last Name/First Name.
- Use the View By drop-down menu to select how you want to view entries: by month, by week, or by day.
- Change the Date to view entries for a specific day/week/month.
- Click Get Employees.
6. 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, as seen below.
- Click on the Reported Hours column to sort the search results so the employees with reported hours appear at the top of the list.
- Check for any entries that are marked as having Exceptions (possible errors).
- Any employees who also have reported absences during the time period will be noted.
- Check for any other anomalies that may need to be investigated. In this example, the employee has submitted their time worked on two different Empl Records in the same month. It's possible that the employee did this in error and will need to correct their timesheet entries so they all appear on the same Empl Record.
- Click on an employee's last name to view more details about their timesheet.
7. You may need to use the View By and Date fields to adjust the time period you are viewing for the employee. Click the green refresh button to update the timesheet details.
- Use the View By drop-down menu to select how you want to view entries: by month, by week, or by day.
- Change the Date to view entries for a specific day/week/month.
- Click the green refresh button to update the timesheet details.
8. Review the timesheet entries for accuracy.
All minutes must be rounded to the 10th. Please refer to the Partial Hours Conversion Chart below.
If an employee did not work on a certain day, the field should be left blank. No zeroes should be entered to indicate that they did not work that day.
Do not make any changes to the time entries. Corrections to reported hours should be made by the employee.
- Scroll horizontally to review daily time entries.
OR - Scroll down to review daily time entries in the Reported Time Status table.
| Minutes | 10ths |
|---|---|
| 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 |
8.1. You may see other types of Time Reporting Codes such as ADO and CTO that need to be reviewed. If an employee has entered an absence, you will also see it but you do not need to review it here.
- You may see other types of Time Reporting Codes such as ADO and CTO that need to be reviewed.
- Employee absences will also show on this screen, but timekeepers should review absences separately.
9. Click on Exceptions to check for any possible errors with the timesheet. Check the Explanation for each exception to determine what needs to be resolved.
Some exceptions can be resolved by having the employee adjust their timesheet entries. Other exceptions require a manager or Payroll to clear them. View the guide on managing exceptions for more information on what exceptions mean, what population(s) they apply to, and who is responsible for clearing them.
- Click on Exceptions to check for possible errors with the timesheet.
- The Explanation will indicate what generated the exception. In this example, it is Weekly Hours Exceed 40.
- In this example, the Total hours for the week for this employee is 41.
- In this example, the employee entered 9 hours on Friday, October 20 which is why the weekly total exceeds 40 hours.
10. If applicable, inform the employee what correction(s) they need to make and the deadline to make the correction(s).
You may want to have the employee notify you when they have updated their time entry/entries.
11. Click the Previous/Next links at the top of the timesheet to view another day/week/month for the same employee. To review another employee's timesheet, click Next Employee to review the next employee from your search results. Alternatively, click Return to Select Employee and select another employee from the search results.
- Click the Next/Previous links to view another day/week/month for this same employee.
- Click Next Employee to view time entries for the next employee from your search results.
- Click Return to Select Employee to return to the search results to select an employee.
12. When all timesheets have been reviewed, let your manager know which employees/entries can be approved.
Managers must approve all time entries within three working 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 4.)
Need More Help?
For questions about specific employees or scenarios, 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].
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