Entering Time for Casual Hourly & Student Employees

When you need to enter time for a casual hourly or student employee, you will use the Employee Summary page to locate and display the Time Entry page (the time sheet) for the employee.

Note: If the employee will be entering their own time, the employee's default profile must have Allow Time Entry checked.

To enter time for a casual hourly or student employee:

  1. Display the time sheet as described in "Displaying an Employee's Time Sheet".
  2. The employee's pay rate and pay grade are displayed at the top of the page, along with the approval status.
  3. For each week, the default project grant set for the employee is displayed in the Project Grant field. Enter the hours worked each day for the displayed project grant, for both weeks covered by the pay period (WK1 and WK2).

    Note: Time is entered in decimal format. For example, two and a half hours is entered as 2.5, and a seven and a quarter hour day is entered at 7.25 hours.

  4. If the employee has worked on activities associated with another project grant, you will need to add a row for the time to be charged to the new project grant:
    1. Click on the Add Project Grant Row button to add the new row. The row will be added with the default project grant number in the Project Grant field button.
    2. Click on the button in the Project Grant field of the new row to display the list of available project grants. The available project grants are those you assigned when you set up the employee in Time Collection.

      Note: If the project grant you need is not listed, you will need to add it on the Setup Casual/Student Accounts page before you can enter the hours. See "Setting the Default Project/Grant for a Task" for details.

    3. Highlight the desired project grant code and click on the Select button to return to the time sheet, where the Project Grant field button will show the selected project grant code.
    4. Enter the hours to be charged to this project grant for each day of the week in which time was spent on activities covered by this project grant.

      Note: If a row has been added incorrectly, or is no longer needed, you can delete the row by clicking on the Delete Row button at the left side of the row.

  5. Repeat Step 4 as needed to report all time worked on non-default project grants during the pay period.
  6. When all the entries are correct, you can add comments, save the changes, or save and approve the changes, as described in "Adding Comments and Saving the Entries".