ODHR

Do I have to compare the timesheet to the Request and Manage My Leave system?

• Yes!
• Do not approve the timesheet until it matches the leave system exactly for any leave taken during the pay period.
• If you don't confirm that a COA has been submitted for all leave reported on the timesheet, the employee will overuse their leave and will be overpaid.
• Payroll does not perform a leave audit until the employee leaves the College.
• It is the responsibility of the employee and their supervisor to ensure that leave is accurately reported.

What happens if an employee submits a leave request for leave that they don't have?

• You can either immediately deny the request, authorize a different leave type (vacation instead of personal for instance) or confirm with the employee that they understand that their pay will be reduced when they use leave they do not have available.
• If they called in sick and are submitting the request when they return to work, you cannot simply deny that request. You can authorize vacation if you choose to do so and if the employee has vacation available, or you may remind the employee that they will be docked. If you authorize vacation, you would reject the request and have the employee submit a new request to use vacation instead of sick. In that scenario, they would record vacation on their timesheet as well to ensure that the timesheet matches the COA. Please remember that if you authorize this for one employee, you must allow it for all.
• Please remember that sick leave can never be used in place of vacation leave.
• Leave cannot be used until it shows as available or the employee will be docked.
• Leave must be available when taken, not just when the COA is submitted. Prompt submission of COAs will help employees see how many hours they actually have available to use.

What happens if I approve a leave request when the employee does not have the leave available?

• That employee's next available payroll will be reduced.

What happens if an employee submits a leave request for a future date and then uses up their leave before that date?

• That employee will be docked on the next available payroll once they take that future leave unless the leave request is canceled. Pending leave does show in the Leave Balance screen, so you can help them plan ahead.

What is a proxy?

• A proxy is someone who can review and approve timesheets in the event you are unable to do so.
• Your proxy will receive automated e-mails to approve timesheets if you haven’t taken action within 24 hours of a timesheet being submitted for approval.

Do I need to have a proxy?

• Yes!
• Having a proxy in place will help ensure that your employees are paid on time.
• At a minimum, all timesheet approvers should have at least one proxy in place.  Your immediate supervisor is a good first option.  A secondary option would be a full-time peer who has supervisory responsibilities in their job description.  

How do I set up a Proxy?

• To add a Proxy in Atlas, a training video can be found under the Employees tab by clicking on “Pay Information” then “Payroll Information.”  Just scroll down until you see Web Time Entry Training Videos for Supervisors. The first one is proxy set-up.

How am I notified that I have a time sheet pending my approval?

• You will receive an automated email message.  This message will be sent every day until the timesheet is approved.

What should I do if I approved a timesheet with incorrect hours?

• If the timesheet is in an "Approved" status, please click "Return Time" then "Return for Correction" so the employee can correct their hours or "Change Record" (after "Return Time") so you can make the necessary corrections for them.
• If the timesheet is in completed status, correction forms will need to be completed before the hours can be updated. Please contact Payroll for the necessary form(s).

What happens if I miss the approval deadline?

• Valencia pays full-time employees current which means they automatically default to 80.0 hours each pay date and are paid through the pay date on the pay date.
• However, your employee will not be paid overtime or shift differential pay on time if their timesheet is approved late.  Those payments will pull into the next available payroll after their timesheet has been approved.
  How far in the past will I be able to view employees' timesheets?
• Timesheets can be viewed for two months following the pay date.

What if employee has entered all hours worked but never submitted for approval?

• You will need to click "Submit" and then review and approve the hours, or click "Return for Correction" if they need to make any changes.

Why was my employee’s timesheet kicked back with the message: WTE Timecard with < 40 Hours in a Week?

• Full-time employees must enter at least 40.0 hours per week unless they are a new hire, are leaving the College or have switched positions mid pay period.
• If your employee worked less than 40.0 hours in a week, they must add enough leave hours to bring their week up to 40.0 hours and submit a corresponding COA regardless of their leave balances.

Why was my employee’s timesheet kicked back with the message: WTE Timecard Leave Hours Need Adjustment?

• Full-time employees cannot enter a combination of leave and hours worked to exceed 40.0 hours in a week.
• If your employee worked less than 40.0 hours in a week, they must add just enough leave hours to bring their week up to 40.0 hours and submit a corresponding COA.
• If the original COA was already processed, you will need to send an e-mail to the Leave and Access team (at Compliance COAs@valenciacollege.edu) to request that they reverse that COA so a new one can be submitted with the corrected number of hours.
• If Holiday was entered that takes the week over 40.0 hours, the number of holiday hours recorded need to be reduced (or removed) to bring the week to 40.0 hours.  Any holiday hours not used will become Banked Holiday and can be used at a later date.

Why was my employee’s timesheet kicked back with the message: WTE Timecard with 15-minute breaks in a week?

• Web Time Entry does not allow 15-minute gaps on a timesheet since 15-minute breaks should not be recorded.
• If your employee has left a 15-minute gap between hours worked and leave, please adjust that time entry to remove the gap.  For example:
  • The employee started working at 8:00am and left at 9:00am for a medical appointment.
  • They would enter an “out” time of 9:00am on their hours worked.
  • They would enter an “in” time of 9:00am for their sick leave.
  • They would enter an “out” time on their sick leave when they return to work.
  • They would enter an “in” time on their hours worked of the same time as the “out” time on their sick leave.
  • If the employee ends up making up their time through the week, they don’t need to enter sick leave at all and can remove those hours from their timesheet completely.

Why was my employee’s timesheet kicked back with the message: WTE Timecard with Overlapping Hours?

• This means that your employee entered the same exact hours for either two positions or for two timesheet entry codes (hours worked and vacation for example).
• The duplicate hours will need to be removed from the timesheet before it will process.

What is Banked Holiday?

• Banked holiday is earned if a full-time, non-exempt employee works more than the required number of hours in a week and cannot record the full number of hours granted for Holiday (or Summer Hours). 
  • For example, an employee works 20.0 hours during the week of Thanksgiving and can only record 20.0 hours for the holiday break instead of 24.0. 
  • In this scenario, the employee would have 4.0 hours of “Banked Holiday.”
  • These hours are added to the system as Banked Holiday for use at a later date with a corresponding COA.
  • When it’s used, it’s recorded on the timesheet as Banked Holiday. 

What are Summer Hours?

• Summer Hours is the code used for time off granted for the Five Fabulous Fridays.  
• The 8.0 hours granted each week during this time frame can be used on any day of the week and are banked if an employee is unable to use the full 8.0 hours in the week that they are granted.
• A COA is not required for Summer Hours.
• All 40.0 hours granted cannot be used in the same week – it’s only 8.0 hours per week.  If not used in a week, Banked Holiday hours will be granted.

How is shift differential earned?

• Shift Differential is based on hours worked. Paid time off is not included in the eligibility calculation.  
•  40.0 or more hours in the pay period must be worked between 5:00pm and 8:00am in order to qualify for the differential pay for that period.  This calculation is processed directly from the timesheet.
• If the employee qualifies, $20.00 will be added to their next available pay (this represents an additional $0.25/hour for 80.0 hours).

How is overtime earned?

• Overtime is earned when an employee physically works more than 40.0 hours in a week.
• Paid time off hours are not factored into the overtime calculation.  More than 40.0 hours cannot be entered on a week that contains paid time off.  The timesheet will be kicked back for correction if a timesheet reflects this entry.
• An employee should never omit time worked on their timesheet in order to avoid overtime.
• An employee cannot “borrow” overtime hours from one week to take time off in the next week.  For example, if an employee works 42.0 hours in the first week, they can’t simply work and record 38.0 hours in the second week for an 80.0 hour pay period.  They would need to add leave to the second week to bring it up to 40.0 hours.

What does ''*ERROR* Submit not allowed" mean?

This error occurs when the submit button is clicked multiple times.  Since that button is a single click button, the error occurs after that first click.  
It will not prevent the review and approval of your employee’s timesheet.

What does ''*ERROR* Approval not allowed" mean?

• This error occurs when the approve button is clicked multiple times. Since that button is a single click button, the error occurs after that first click. Also, it will sometimes appear when the back button has been used.

How far in the past will I be able to view employees’ time sheets?

• Timesheets can be viewed for six months following the pay date.

What is WTE?

• WTE stands for "Web Time Entry."

What is a TE Organization?

• A Time Entry (TE) Organization is a field used to describe a department, and it must be created in order to route electronic timesheets to the correct supervisor. Note: This is a unique identifier for each department. It represents the department that the employee is in.

What is a TE Number?

• A Time Entry Organization also has a number connected to it. Each department receives one TE number.

How do I add new employees to my TE Organization?

• By entering your TE Organization Number and Name on the EHAF.

How do I set up a Proxy?

• To view a training video in Atlas, visit Employees tab, click "Pay Information" and  then click on "Payroll Information.” Scroll to “Web Time Entry Training Videos for Supervisors.” The first video is about proxy set-up. The employees you choose to act as your proxy must  be a peer or higher who have supervisory responsibility in their job description.

How do I approve timesheets?

• For step-by-step instructions please click here:  follow these instructions.

How am I notified that I have a timesheet pending my approval?

• You will receive an automated email message. This message will be sent every day until the timesheet is approved.

What happens if I miss the approval deadline?

•  part-time employee will not be paid on time.  Their hours will pull into the next available payroll after their timesheet has been approved.
• A message will go to your supervisor and disciplinary action could result if deadlines are continually missed.

What is a proxy?

• A proxy is someone who can review and approve timesheets in the event you are unable to do so.
• Your proxy will receive automated e-mails to approve timesheets if you haven’t taken action within 24 hours of a timesheet being submitted for approval.

Do I need to have a proxy?

• Yes!
• Having a proxy in place will help ensure that your employees are paid on time.
• At a minimum, all timesheet approvers should have at least one proxy in place.  Your immediate supervisor is a good option.  A secondary option would be a full-time peer who has supervisory responsibilities in their job description.  

How do I set up a Proxy?

• To add a Proxy in Atlas, a training video can be found under the Employees Tab by clicking on “Pay Information” then on “Payroll Information.”  Just scroll down until you see Web Time Entry Training Videos for Supervisors. The first one is proxy set-up.  

Why was my employee’s timesheet kicked back with the message: WTE Timecard with 15-minute breaks in a week?

• Web Time Entry does not allow 15-minute gaps on a timesheet since 15-minute breaks should not be recorded.
• If your employee has left a 15-minute gap between hours worked, please adjust that time entry to remove the gap.  

Why was my employee’s timesheet kicked back with the message: WTE Timecard with Overlapping Hours?

• This means that your employee entered the same exact hours for two positions.
• The duplicate hours will need to be removed from the incorrect timesheet before the employee can be paid.

What does ''*ERROR* Submit not allowed" mean?

• This error occurs when the submit button is clicked multiple times.  Since that button is a single click button, the error occurs after that first click.  
• It will not prevent the review and approval of your employee’s timesheet.

What does ''*ERROR* Approval not allowed" mean?

• This error occurs when the approve button is clicked multiple times.  Since that button is a single click button, the error occurs after that first click. It will also sometimes appear when the back button has been used.

How do I remove an employee from my list of employees in Atlas?

• If the employee no longer works in the job, you will need to complete an Employee Separation Form (ESF) in Atlas.
• If the employee listed does not report to you, contact Payroll Services at payroll@valenciacollege.edu to determine why they appear in your TE Organization.

Can Payroll return a timesheet once it is approved?

• Payroll cannot return approved timesheets.
• If the timesheet is "Approved" but not "Completed," click "Return Time" to pull it back.
• If the timesheet shows "Completed," a Correction Memo will need to be completed. Please contact Payroll for this memo.

What should I do if I approved a timesheet with incorrect hours?

• If the timesheet is in an "Approved" status, please click "Return Time" then "Return for Correction" so the employee can correct their hours or "Change Record" so you can make the necessary corrections.
• If the timesheet is in a "Completed" status, correction forms will need to be completed before the hours can be updated. Please contact Payroll Services for the necessary form(s).

How far in the past will I be able to view employees' timesheets?

• timesheets can be viewed for six months following the pay date.

What if an employee has entered all hours worked but never submitted for approval?

• You will need to click "Submit" and then review and approve the hours, or click "Return for Correction," if necessary.
• If the employee isn't available, please click "Change Record" to make any necessary adjustments for them, save and approve.

I am a new supervisor, how do I get a Time Entry Organization and Number?

• Please ask your supervisor what your Time Entry Org Name & Number is.  If they don’t know, you can reach out to Human Resources, Records to find out.

How do I learn what my department's Time Entry Organization and Number is?

• Please contact Organizational Development and Human Resources at HR4U@valenciacollege.edu to obtain your Time Entry Org Name and Number.

What does the Delete option on the approval page do?

• If you select Delete, you will wipe out all hours than an employee has entered and saved and give the timesheet a status of Not Started.

How is shift differential earned?

• Shift differential is based on hours worked.
• Must have worked 50% or more of their total hours between 5 p.m. and 8 a.m. within the full pay period.
• The calculation is processed directly from the timesheet and does not include paid time off (hours granted when the College is closed for emergency).
• If the employee qualifies, $0.25 per hour will be added to their pay.

Web Time Entry Basics

• You must complete your time on a daily basis, not at the end of the pay period.
• You may not submit your time in advance of having worked the hours.
• You need to enter all of your actual hours worked, not your scheduled hours.
• Your work week must total at least 40.0 hours. If you take time off but don't have the leave available, please enter it anyway. We must account for every hour in your 40.0 hour work week for Workers' Comp and Department of Labor purposes.

How do I view the training video on how to use Web Time Entry?

• Please review the Online Web Time Entry resources and videos available to you via the VC EDGE.

How far in the past will I be able to view my timesheets?

• Timesheets can be viewed for six months following the pay date.

Do you hold back two weeks of pay?

• No, Valencia pays current which means full-time employees are paid through the pay date with a default of 80.0 hours. Only overtime or shift differential earned are delayed since they are paid directly from the timesheet.
• Since we pay you for 40.0 hours per week before you have even submitted your web timesheet, you are required to enter at least 40.0 hours for each week in a combination of hours worked and/or paid time off to substantiate those hours already paid.

When should I submit my timesheet to my supervisor for approval?

• Do not submit timesheet for approval until you have completed working for that pay period. Please review payroll schedule.

Do I still need to complete a Certificate of Absence for any leave taken?

• Yes, unless the hours are made up within the same week. The COA needs to match the timesheet exactly.

Do I need to record my lunch break?

• Please remember that lunch breaks are recommended but not required.
• Yes, you must record your time out and time back in for lunch unless you take less than 30 minutes.
• If you don't take a 30-minute lunch break, you wouldn't record a break on your timesheet.
• Eating at your desk is still considered a lunch break unless you are actually working.
• Your supervisor can make a lunch break mandatory. They can also ask you to work through your lunch. Remember, they set the schedules to ensure that the department runs smoothly.

Do I need to record my two 15-minute breaks each day?

• No. The timesheet system doesn’t allow 15 minute gaps on your timesheet.
• Please remember that breaks are recommended but not required.
• Breaks are not cumulative. If departmental demands cause you to miss your morning break, you do not get 30 minutes in the afternoon. You also can't add them to your lunch break to have a longer lunch.

How does my supervisor review my time?

• Your web timesheet will be submitted every two weeks. Once you have completed your time for the two week pay period, you would click "Submit." This sends your timesheet to your supervisor for their review and approval.

What do I do if I realize that there's a mistake on my timesheet after I've submitted it to my supervisor?

• If your timesheet has not yet been approved, you can click "Return Time" to pull it back.
• If it has already been approved, your supervisor will need to click "Return Time" then "Return for Correction" so you can correct your hours or "Change Record" so they can make the necessary corrections for you.
• If the timesheet is in a "Completed" status, correction forms will need to be completed before the hours can be updated. Please contact Payroll for the necessary form(s).

What does "Error Submit Not Allowed" mean?

• This error occurs when the submit button is clicked multiple times. Since that button is a single click button, the error occurs after that first click. It does not prevent the timesheet from being reviewed and approved.

What does "Time Transaction Already Exists" mean?

• This means the save button was clicked multiple times. It does not prevent the timesheet from being reviewed and approved.

What if I entered all hours worked but never submitted for approval?

• You will need to click "Submit," and then review and approve the hours, or click "Return for Correction" if necessary. If you are not available, your supervisor can click "Change Record" to make any necessary adjustments for you, save and approve.

How do I enter my time if I'm out sick for an extended period of time?

• It is your supervisor's responsibility to complete your timesheet in your absence.

How do I enter vacation/sick/personal/holiday/court-related leave, etc.?

• Select the appropriate leave code and enter 8 a.m. to 4 p.m. for a full 8.0 hours taken.
• If you have taken a partial day off, only record those hours that you missed as your leave type. For instance, if you came in at 10 a.m. instead of 8 a.m., you would record 8 a.m. to 10 a.m. as your leave type.
• If you are able to make up your hours missed within the same week , you do not need to enter any leave hours or you would enter just enough leave to ensure that you have a total of 40.0 hours for the week.

Examples of each leave type:

1. Sick – time used for doctor's/dentist appointments or illness of yourself or of a family member. It can also be used for bereavement for the loss of an immediate family member.  The sick leave rules are strict and these are the only reasons it can be used.
2. Personal – time used from your sick leave balance for personal reasons. You may use up to 4 days of your sick leave as personal leave each fiscal year.
3. Vacation – pre-approved time off.
4. Holiday – predetermined dates that the College is closed (Winter Break, Spring Break, Thanksgiving Break, etc). Enter 8 a.m. to 4 p.m. for these days or what you need to bring your week up to 40 hours. Any holiday hours not used (because you worked two extra hours during the week and only needed to enter six hours for holiday to bring your week up to 40 hours, for example) become "Banked Holiday" that will be added to the leave system for use at a later date.
5. Court-related Leave – This includes jury duty and court appearances required by subpoena where you are not the principal in the litigation. You are required to upload and attach the court verification letter for jury duty or the subpoena if you are required to report for a case to the COA in order to be eligible for this leave.

How is shift differential earned?

• Shift differential is based on hours worked.
• Must have at least 40 hours worked between the hours of 5 p.m. and 8 a.m. within the full, 80-hour pay period. ·         This calculation is processed directly from the timesheet.
• The calculation does not include paid time off (holiday, sick, vacation, summer hours, etc.).
• If the 40-hour threshold is met, $20 will be added to the next available payroll once the timesheet is in a "Completed" status.
• If you qualify, $20.00 will be added to your next available pay (this represents an additional $0.25/hour for 80.0 hours).

How is overtime earned and paid?

• Overtime is earned on hours actually worked over 40 within a week (Sunday through Saturday).
• Paid time off (holiday, sick, vacation, etc.) is not included in the overtime calculation.
• Overtime is paid directly from your approved web timesheet.
• Never omit time worked on your timesheet in order to avoid overtime.
• Do not "borrow" overtime hours from one week to take time off in the next week. For example, if you work 42 hours in the first week, you can't simply work and record 38 hours in the second week for an 80-hours pay period. You would need to add leave to the second week to bring it up to 40 hours.

What happens when my timesheet is not submitted by the due date?

• Your supervisor will need to click "Submit" then "Return for Correction" to send your timesheet back to you for completion.

   

What happens when my time sheet is not submitted by the due date?

• Your supervisor will need to click “Submit” then “Return for Correction” to send your timesheet back to you for completion.  
• Overtime and Shift Differential payments, if applicable, may be delayed as a result of you missing your deadline.

What password do I enter on the Certify page?

• The password is the same password you use to enter Atlas.

I got an error message when I accurately entered my password on the Certify page?

• Reset your password by clicking "Forgot Password" on the main Atlas login page. If that does not work, please call OIT Help desk at ext. 5555.

How do I view the training video on how to use Web Time Entry?
Please review the Online Web Time Entry resources and videos available to you via the Valencia EDGE.

How far in the past will I be able to view my timesheets?
Timesheets can be viewed for six months following the pay date.

When should I submit my timesheet to my supervisor for approval?
Do not submit a timesheet for approval until you have completed working for that pay period. Please review the  Part-time and Work-Study Timesheet Schedule.

What should I do if I did not work any hours during the pay period?
If you did not work any hours during the two-week pay period, you will not need to do anything to the timesheet. timesheets cannot be submitted for approval without hours saved on the timesheet.

What password do I enter on the Certify page?

The password is the same password you use to enter Atlas.

I got an error message when I accurately entered my password on the Certify page?
Reset your password by clicking "Forgot Password" on the main Atlas login page. If that does not work, please call OIT Help desk at ext. 5555.

How is my supervisor notified that I have a timesheet waiting for their approval?
Your supervisor will receive an automated message that you have submitted your timesheet for approval.

What happens when my timesheet is not submitted or approved by the due date?

• Your supervisor will need to click "Submit" then "Return for Correction" to send your timesheet back to you for completion.
• If the current payroll has already begun, these hours will be paid on the next available payroll.
• A manual check will not be issued if you missed your deadline to submit your timesheet.

What happens if I accidentally submit my timesheet for approval before I finished entering all my hours for the pay period?

• If your timesheet has not yet been approved, you can click "Return Time" to pull your timesheet back.
• If your timesheet has been approved, you must contact your supervisor and have them click "Return for Correction" so you can add/make changes and then resubmit for their approval at the end of the pay period.
• If your timesheet is in a "Completed" status, a Correction Memo will need to be completed. Please contact Payroll at payroll@valenciacollege.edu for this memo.

Should I change the Shift when entering in my Time In and Time Out?
No, please leave the Shift default as 1; changing this creates errors during the payroll process.

What does "Error Submit Not Allowed" mean?
This error occurs when the submit button is clicked multiple times. Since that button is a single click button, the error occurs after that first click. It does not prevent the timesheet from being reviewed and approved.

What does "Time Transaction Already Exists" mean?
This means the save button was clicked multiple times. It does not prevent the timesheet from being reviewed and approved.

Do I need to record my lunch break?

• Yes, you must record your time out and time back in for lunch unless you take less than 30 minutes.
• Please remember that lunch breaks are recommended but not required.
• If you don't take a 30 minute lunch break, you wouldn't record a break on your timesheet.
• Eating at your desk is still considered a lunch break unless you are actually working.
• Your supervisor can make a lunch break mandatory. They can also ask you to work through your lunch. Remember, they set the schedules to ensure that the department runs smoothly.

Do I need to record my two 15 minute breaks each day?

• No. The timesheet system doesn’t allow 15 minute gaps on your timesheet.
• Please remember that breaks are recommended but not required.
• Breaks are not cumulative. If departmental demands cause you to miss your morning break, you do not get 30 minutes in the afternoon. You also can't add them to your lunch break to have a longer lunch.