3Time Reporting

This chapter contains the following:

Depending on the policies in your organization, you can report time using time cards, Web Clock, and third-party time collection devices, as shown here. Examples of time collection devices are badge and biometric readers.

Time reporting methods for employees
Method How You Report Time

Time cards

To see your time card tasks, use the Time and Absences work area. You can manage time cards for various time card periods, including fix incomplete time cards and ones with errors. You can also report absences on your time cards. To change absence entries, you need to delete the entries and add them again. Or, you can use the Existing Absences task.

You can mark time cards with data that stays fairly constant as favorites. Then, to spend less time completing time cards, you can use these favorites to copy data to the current time card. If you report project time, you can also add current project, task, and assignments values to your time card. Both actions are on the time card, in the Entries section on the Actions menu.

If you need a physical record of your saved or submitted time card, you can print it using either of these Actions menu options:

  • On the Existing Time Cards page, the Print Time Card option

  • On the time card page, the Print option

Web Clock

To report time with this browser-based clock, use Web Clock. Then, click the relevant button and complete any additional fields and attestations that appear.

To enter absences, view upcoming absences, and check your balances, use the Time and Absences work area. Depending on your setup, you can also enter absences on your time cards.

If you don't have permissions to edit your time cards, you can submit change requests. Use the Request Time Change task in the Time and Absences work area, or the Request Change button on Web Clock. To change reported absences, use the Existing Absences task.

Tips When You Use Web Clock Both Online and Offline

Here are some tips for using Web Clock if you're set up to use it both online and offline instead of just online.

Initial Use

The first time you use Web Clock on your mobile device, make sure that you're online. By starting online, you make sure that your device successfully synchronizes important data that Web Clock needs to work properly when you're offline. You're Web Clock will show a notification when the sync finishes.

Data Sync

After you use Web Clock offline, the next time you use it online, it automatically starts syncing your offline time data with the server. To make sure that the time events on your Web Clock are current, let that sync finish before you use Web Clock to report time. The time it takes for the sync to finish depends on your device, network bandwidth, connection stability, and how much data Web Clock has to transfer.

Time That Clock Events Use

Your Web Clock configuration may be set to use server time. This setting works only for online events. If you're offline, clock events use your device time. This difference in the time used might lead to time entry errors that need to be fixed before the corresponding time card can be submitted.

Additional Fields

Your Web Clock configuration might include additional fields for you to complete. When you're online, you see these fields, but you won't when you're offline. The corresponding time card could be considered incomplete or in error if these additional fields aren't completed. The incomplete or in error time cards need to be fixed before they can be submitted.

Time cards have both reported and calculated time.

Reported Time

Reported time is the time that you, as an individual, or someone acting on your behalf enters on a time card. Entries for reported time can have start and stop dates and times, such as July 1, 2020 8:00a and July 1, 2020 5:00p. Entries can also be durations, such as 8 hours, or units, such as 3 units of meal allowance. Time layouts linked to you by your time entry profile determine the time data that you report.

Calculated Time

Calculated time is generated according to your organization's time policies. These calculation rules support your organization's time policies. Here are some examples:

  • Your reported time is automatically allocated among cost segments, such as different departments, programs, or funds.

  • You report start and stop times that closely match your scheduled shift start and stop times, such as 8:00a -- 5:00p. A calculation rule generates two duration entries: 8 hours at your regular pay and 1 hour as an unpaid meal.

  • You report start and stop times of 8:00a -- 1:00p and 2:00p -- 7:00p at your regular pay. A calculation rule generates two duration entries: 8 hours at your regular pay and 2 hours at 1.5 times your regular pay.

Time Reporting FAQs

It depends on your organization's policies. When you can, the appropriate time cards on your Existing Time Cards page include the Edit action.

Some rules validate your time card entries according to your organization's policies. For example, did you work the minimum required hours. Other rules calculate time data using your reported time and possibly results from earlier calculations. For example, you report 10 hours of Regular time. The calculation rules change that entry to 8 hours and add an entry for 2 hours of Overtime.

If you see any errors, you have to fix the issues and submit your time card again. If there aren't any errors, then your time card is sent for approval, according to your organization's policies.

On the existing time cards page or on the time card itself, the status is Approved.