Supervisors

Full Time Web Time Entry Supervisors

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 end up overusing 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 just 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.
  • 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 should I do if I approved a time sheet with incorrect hours?

  • If the timesheet is in 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 completed status, correction forms will need to be completed before the hours can be updated. Please contact Payroll for the necessary form(s).

How far in the past will I be able to view employees' time sheets?
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 necessary.

What does ''*ERROR* Approval not allowed" mean?
This error occurs when the approve button is clicked multiple times. It will sometimes appear when the back button has been used.


Supervisors of Part Time Hourly (including hourly Faculty) and Student Employees

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 time sheets to the correct supervisor. Note: This is a unique identifier for each department.

What is a TE Number?
A Time Entry Organization also has a number connected to it.

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 create a Proxy in Atlas, a training video can be found under the Employees Tab, click "Pay Information" then click on "Payroll Information". Just scroll down until you see Web Time Entry Training Videos for Supervisors. The first one is proxy set-up. The person you choose to act as your proxy will need to be a peer or higher who has supervisory responsibility in their job description.

How do I approve time sheets?
For step-by-step instructions please click here:  follow these instructions.

How am I notified that I have a time sheet pending my approval?
You will receive an automated email message.

What does ''*ERROR* Approval not allowed" mean?
This error occurs when the approve button is clicked multiple times. It will 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, 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 time sheet 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' time sheets?
Time sheets 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 necessary. If the employee isn't available, please click "Change Record" to make any necessary adjustments for them, save and approve.

How do I learn what my department's Time Entry Organization and Number is?
Please contact Human Resources-Records to obtain your Time Entry Org Name & Number.

What does the Delete option on the approval page do?
If you select Delete you will wipe out all hours employee has entered and saved and give the time sheet 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 5:00pm and 8:00am within the full pay period.
  • The calculation does not include paid time off (hours granted when the College is closed for emergency).
  • If the threshold is met, $0.25/hour will be added to the next available payroll for all hours worked in that pay period once the timesheet is approved.

Employees

Full-Time Employee Web Time Entry

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 allof your actual hours worked, not your scheduled hours.
  • Your work week musttotal 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 EDGE.

How far in the past will I be able to view my time sheets?
Time sheets can be viewed for two months following the pay date.

Do you hold back 2 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 time sheet to my supervisor for approval?
Do not submit time sheet for approval until you have completed working for that pay period. Please review  Full Time Timesheet 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.
  • 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. 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 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.

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 time sheet in your absence.

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

  • Select the appropriate leave code and enter 8:00 am to 4:00 pm 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 10:00 am instead of 8:00 am, you would record 8:00 am to 10:00 am as your leave type.
  • If you choose to make up your hours missed within the same week rather than use any leave, you do not need to enter any leave hours or enter just enough leave to make up your hours so 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.
  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 8:00 am to 4:00 pm for these days or what you need to bring your week up to 40 hours. Any Holiday hours not used (because you worked 2.0 extra hours during the week and only needed to enter 6.0 hours for Holiday to bring your week up to 40.0 hours, for example) become "Banked Holiday" that you will need to track so you can use them 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 the court verification letter for jury duty or the subpoena if you are required to report for a case in order to be eligible for this leave.

How is shift differential earned?

  • Shift Differential is based on hours worked.
  • Must have at least 40.0 hours worked between the hours of 5:00pm and 8:00am within the full, 80.0-hour pay period.
  • The calculation does not include paid time off (holiday, sick, vacation, summer hours, etc.).
  • If the 40.0 hour threshold is met, $20.00 will be added to the next available payroll once the timesheet is in a "Completed" status.

How is overtime earned and paid?

  • Overtime is earned on hours actually worked over 40.0 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.
  • Cannot "borrow" overtime hours from one week to take time off in the next week. For example, if you work 42.0 hours in the first week, you can't simply work and record 38.0 hours in the second week for an 80.0 hours pay period. You would need to add leave to the second week to bring it up to 40.0 hours.

What is Leave with Pay?

  • Leave with Pay is used in special situations as directed by the College. For example:
  • Summer schedule hours for the 4.0 hours given to staff on Friday afternoons.
  • Periods where the College is closed for emergencies:
    • Hurricanes or other storms that are deemed to be too dangerous for travel to your campus.
    • Building issues – leaks, fire alarms, no water, power outage, etc.

What is Leave without Pay?

  • Leave without Pay is used for suspensions or unauthorized absences.
  • DO NOT use Leave without Pay when you have exhausted your leave. You always enter the leave type you have actually used (or have been authorized to use in the event you can use vacation when you have exhausted your sick leave).

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.

What pin do I enter on the Certify page?
The pin should be the same pin/password you use to enter Atlas.

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


Employees

Part-Time hourly, Work-Study Employees and hourly Part-Time Faculty (AH positions)

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 EDGE.

How far in the past will I be able to view my time sheets?
Time sheets can be viewed for two months following the pay date.

When should I submit my time sheet to my supervisor for approval?
Do not submit time sheet for approval until you have completed working for that pay period. Please review  Part-Time & 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 time sheet. Time sheets cannot be submitted for approval without hours saved on the time sheet.

What pin do I enter on the Certify page?
The pin should be the same pin/password you use to enter Atlas.

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

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

What happens when my time sheet 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 time sheet 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 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. 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?

  • 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.