Step-by-step overview of using UFV Payroll's Web Time Entry online system to approve timesheets.
Timesheet Approver Role
Access Submitted Timesheets
View Submitted Timesheets
Review and Approve a Timesheet
Send Timesheet Back for Correction
Add, Remove, and Approve a Proxy
Shift Differential
Overtime
Frequently Asked Questions
Approvers' responsibilities:
- Monitors the activity and status of the timesheet(s) throughout the pay period.
- Review the accuracy of the timesheet(s).
- Reviews Earn Codes are used appropriately by the employee.
- Ensures all submission deadlines are met.
Timesheet status types:
- Not started: The user has not opened the timesheet to add hours.
- In progress: The user has begun preparing a timesheet but has not yet submitted it.
- Pending: The user has submitted the timesheet and is pending approval by the approver.
- Returned: The timesheet has been returned to a user by an approver.
- Error: The timesheet is in error. This normally requires a Superuser to correct (Payroll department).
- Approved: The timesheet has been approved and is ready for payroll to process.
- Completed: Payroll has been processed using the submitted and approved timesheet.
Contact UFV Payroll if you would like additional training.
1. Log into myUFV using your UFV employee email address (i.e. firstname.lastname@ufv.ca) as your username and your UFV email password.
2. Expand the navigation bar by clicking on the hamburger icon located next to myUFV logo.
3. Click Work/Employee.
4. Under My Dashboard card, click Go to your dashboard.
5. In the Employee Dashboard, go to the My Activities section on the bottom right and click Approve Time.
Sort and display employee's timesheet information through various reports:
View by pay period, department, timesheet report
View the distribution status report
- Approval screen default.
- Click on a bar to show a detailed list of employee's timesheets and view their status in the table below.
View total hours worked for all timesheets in your queue
- Displays each timesheet with the total hours worked.
- Click the reports link on the top right of the screen.
- Graphical view of total hours worked for all timesheets that have passed through your queue.
Below is a description of the Earn Codes that are used by the employees:
- Regular pay: Normal work hours in accordance with the Work Week/Workday.
- Shift differential: Hours worked outside the standard working period of 8:00 AM to 4:30 PM. The pay rate is $1.50 per additional hour worked.
- Overtime 1.5: Overtime hours worked, in accordance with the collective agreement or employment standards, where the pay rate is 1.5 times the standard pay rate.
- Overtime 2.0: Overtime hours worked, in accordance with the collective agreement or employment standards, where the pay rate is 2.0 times the standard pay rate.
- Sick Leave - Hourly: Time noted as being sick on a scheduled workday, for employees who meet the eligibility requirements. May be taken up to 5 times in a calendar year unless an authorized exception exists.
- Stat worked: Hours worked on a stat holiday, as defined in the official UFV holiday schedule.
1. Go to your employee dashboard and under My Activities select Approve Time.
2. To see the employee list, click the bar in the bar chart for status Pending timesheets
OR
scroll down to click the drop-down for the timesheets in Pending status.
3. View ALL warnings or comments: Click on the exclamation symbol to know if you must send the timesheet back to the employee for corrections.
Note: Hours submitted on the timesheet are also shown on this screen.
4. Click on the employee’s name OR click the three dots and click Preview.
5. Preview screen shows a timesheet summary:
- Click on Details to review for accuracy the hours worked each day.
6. The Details screen shows the hours entered on each day of the pay period for the employee and the earn code that will be charged for those hours:
- Click on each day to see the details of the hours entered to verify they are correct.
- Pay attention to any warning symbols that may appear on a date.
- The date with a warning will have a corresponding error message above the date.
- Click the arrow on the right-hand side to display the error message.
7. If a timesheet requires no corrections by the employee:
- Click Preview on the bottom right-hand corner of the details view.
- The preview screen with the summary will appear.
- Click Approve.
- If corrections need to be made, refer to Sending Timesheet Back for Correction.
- Use the Return button to go to the home screen.
Timesheets can be returned to the employee for correction in the Preview screen:
- Returned timesheets must have a comment entered before they can be returned.
- Comments are visible to the user, approver, Payroll, and Human Resources.
- Payroll and Human Resources will not monitor comments on timesheets.
- Contact those Departments directly with questions or concerns.
Be advised comments are public record.
1. From the Preview screen add a comment to inform the employee of the changes needed to the timesheet.
2. Instruct employees to resubmit for approval after the corrections have been made.
3. The comment section says optional, but a comment is required for returning a timesheet for corrections as it will not let you proceed otherwise. Comments are visible to the user, approver, Payroll, and Human Resources. Payroll and Human Resources will not monitor comments on timesheets. Contact those Departments directly with questions or concerns. Be advised comments are public record.
4. Click Return for Correction.
5. Notify the employee that the timesheet has been sent back for corrections.
6. Employee makes corrections and they resubmit the timesheet for approval.
Note: Employee must resubmit the timesheet before the approval deadline has passed, otherwise the timesheet will not be processed.
7. The Approver then repeats the steps to verify accuracy and approve the timesheet for UFV Payroll.
Adding a Proxy
- In the absence or unavailability of the timesheet approver, a proxy should be set up to approve time on their behalf.
- You must set up a minimum of one proxy.
- The proxy assigned needs to be a job level higher than the level of the employees needing approval.
- The step to add a proxy only needs to be completed once, but it is recommended to keep the proxy list up to date.
1. From the Approval dashboard, click the Proxy Super User link in the upper right side of the screen.
2. Click on Add a new Proxy and the system will search for the name entered within the approver’s directory.
Note: If the name is not listed, please contact UFV Payroll to assist in setting up that individual.
3. After the employee has been selected to add as a proxy, they will appear in the list.
4. Once adding and reviewing is complete click Navigate to Time & Leave Approvals application at the bottom right side of the screen.
Removing a Proxy
1. Select the check box next to the name(s) of the proxy(s) to remove.
Note: More than one proxy can be selected at a time.
2. Once all have been selected click Delete proxies.
3. Once a message appears asking Are you sure you want to remove the proxy? You may select Yes to remove.
4. A message will appear to confirm Removed Successfully.
Approving time as a Proxy
The proxy takes on all responsibilities of the approver and is responsible on behalf of the approver to:
- Monitor the activity and status of the timesheet(s) throughout the pay period
- Review the accuracy of the timesheet(s),
- Review that Earn Codes are used appropriately by the employee
- Ensure that all submission deadlines are met.
1. Select the appropriate approver in the Act as a Proxy for drop-down list (if a name is not listed, the approver has not completed the necessary steps in adding a proxy).
Note: If assistance is needed in setting up a proxy, contact the Payroll Department.
2. Click Navigate to Time and Leave Approvals application at the bottom of the screen to begin reviewing and approving the appropriate timesheets.
3. Once someone has been set up as a proxy, they should be informed that they have been set up with this ability.
4. Remind the proxy user to log in regularly to check the status of timesheets needing approval in the queue.
- Shift Differential is a policy that pays employees who work outside the standard UFV hours of 8:30 – 4:30 an additional $1.50 for each hour worked.
- Hours worked outside the standard UFV hours must also be entered using the Shift Differential earn code to be paid properly.
- Ensure all hours worked for the day are recorded using the appropriate Earning Code (i.e. Regular Pay), before Shift Differential hours are recorded.
- For any of those hours that have been worked after 4:30, ensure they have been recorded using the Shift Differential Earn Code.
Overtime hours should be entered using the appropriate overtime earn code.
The tables below can be used as a reference to determine which overtime code should be used.
Student (ST) / Auxiliary I (OH) /(Non-FSA):
- Daily
- Hours worked in excess of 8 hours in a day, Overtime 1.5 - First 4 hours, Overtime 2.0 - 4 hours plus
- Weekly
- Overtime 1.5 after 40 hrs. worked in a week (Sunday to Saturday)
- Weekends
- Overtime 1.5 - first 4 hours, Overtime 2.0 - 4 hours plus (employee must have worked 40 hours in the week before OT rates apply).
Auxiliary II (SH), Type D (SH), Other FSA members (excluding Faculty):
- Daily
- Hours worked in excess of 7 hours in a day
- Overtime 1.5 - first 3 hours
- Overtime 2.0 - 3 hours plus
- Per collective agreement 1/2 hr. meal break applicable after 2 hrs. OT worked Ref. to 17.6 (c) (iii)
- "A meal break of one-half (½) hour paid at the applicable overtime rate shall be given to an employee if the overtime worked extends more than two (2) hours beyond the completion of the employee's scheduled shift."
- Include meal break time in overtime hours stated.
- Weekly
- Overtime 2.0 - after 8 hours Overtime in a week (Monday to Sunday)
- Saturday
- Overtime 1.5 - first 3 hours.
- Overtime 2.0 - 3 hours plus.
- Employee must have worked 35 hours in the week, before OT rates apply.
- Sunday
- Overtime 2.0 – double time all hours worked.
Note: For the above FSA-included employees, Shift Differential is eligible on all hours worked before 8:00 AM or after 4:30 PM, whether regular or overtime hours.
Instructions for recording overtime:
1. Ensure all hours worked for the day have been recorded using the appropriate Earning Code (i.e. Regular Pay), before hours are recorded as overtime.
2. For any of those hours that have been worked overtime, ensure they have been recorded using the corresponding Overtime Earn Code (Overtime 1.5 or Overtime 2.0).
How will approvers know when to approve timesheets?
Timesheets can be approved as soon as they have been submitted for approval by the employee. All timesheets must be approved on or before the end of the pay period the Pay Schedule can be found on the Payroll website under Forms & Schedules. Deadlines are important to the processing of payroll. Approvers are encouraged to meet established deadlines. Contact the Payroll department for additional training.
What if I will be out of the office and cannot approve?
All approvers should have at least one proxy assigned to approve timesheets, on their behalf. It is the responsibility of the approver to notify the proxy when they will be needed, so that established deadlines can be met. The proxy then takes on all the responsibilities for that approver when reviewing and approving timesheets. The proxy will need to regularly log in and check the queue for submitted timesheets, in the approver’s absence.
Are timesheet employees required to enter hours daily?
It is not required, but strongly recommended that employees record all hours daily. By doing so, will build up a habit of entering time, and supervisors/approvers can then review attendance daily.
UFV is closed for a Holiday; do employees need to enter time for that day?
Yes, if you must work on a day that UFV is closed for a Holiday, the earn code Stat Pay should be used.
What if an employee submits a timesheet for approval, but needs to make edits?
If the approver has not approved the timesheet, the employee is able to recall the timesheet to make edits and comments for resubmission to the approver. The approver can also send the timesheet back to the employee for corrections if it has not been approved.
What if an employee has not been able to enter time for an entire pay period?
Contact the Payroll department for assistance in submitting a timesheet on behalf of the employee(s).
How do I train new employees on Time Entry?
A brief overview will be given during orientation, but it is encouraged to train new employees as part of the department’s onboarding procedure. The accompanying user guide and overview videos are good tools to assist with this.
Do I still submit timesheets weekly?
Time for hourly employees should be recorded daily. Timesheets are submitted on a bi-weekly basis, with the deadlines posted on the pay schedule on the payroll website.
You can also refer to the documentation present on the UFV payroll website for more resources.
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