Completing Timecards on Employee Self-Service
Julia Nicholson
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34 steps
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6 minutes
Clackamas
Completing Timecard
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Log into Self-Service.
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Click on the "Employee" tab. Note: This screen may have fewer or more tabs depending on your classification and student status.
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In the employee main menu, click "Time Entry" Note: This screen may have fewer or more tabs depending on your classification.
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This screen shows timecards by week. Select the needed week. Note: You will only be able to edit timecards in the current pay period.
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On this page, you can see and input hours for your week.
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To automatically add your hours as indicated on your work schedule, click "Apply"
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Your hours are now populated in the second line. In this example, Monday's hours do not populate since Monday was a part of the previous pay period. Now let's go over adding other types of time by removing the hours on Wednesday, 8/21. Click on the field and delete the entry.
Adding Additional Time
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Next, click "Additional Time"
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Click "Choose Earn Type"
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Select the appropriate option from the dropdown menu. Note: The leave type options will be different, depending on your classification.
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Click the field(s) to enter your hours. In this example, we will use 8 hours of personal leave on Wednesday, 8/21.
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To remove the leave we entered, click "Remove Personal Leave"
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Once you have entered all your time for the week, click "Submit for Approval"
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On the main timecard page, you will now see that this week is in "Submitted" status and is awaiting supervisor approval.
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If you click back into a submitted timecard, you can click "Return Timecard to Edit" if you need to make further changes.
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Click "Yes"
Converting Overtime to Comp Time
Due to an issue with Ellucian, employees are currently unable to convert overtime to comp time during the first week of the pay period. This is related to payroll dates (20th–19th) and split-week timing. To ensure your overtime hours are correctly converted to comp time, please include a comment on your time entry for that week. The payroll team will then process the conversion manually.
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Add in your overtime hours on the day that you worked overtime. Click on the "Submit for Approval" button.
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An "Overtime Summary" box will pop up. You will be able to choose how much hours you would like to convert to Comp Time.
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Click "Save"
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Once your timecard has been submitted, you'll see a green "Success" at the top right-hand corner.
Entering Summer Work Schedule
The College follows a 4/9 summer work schedule beginning the first week of the summer term and continuing through Labor Day weekend.
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Enter 9 hours for Monday - Thursday
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Add a line for Additional Time and choose "Non Worked Summer"
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Enter 4 hours of "Non Worked Summer" on Friday
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Ensure there are 40 hours for the work week.
Entering Holidays
For this example, we're using the 4th of July observed holiday during summer schedule.
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Click "Additional Time" Please note the flag on the 7/03 observed holiday. This flag will display on all holidays/observed holidays
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Click "Choose Earn Type"
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Choose "Holiday"
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Enter 9 hours in the Holiday row for the observed holiday on 7/03
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Click "Additional Time"
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Click "Choose Earn Type"
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Choose "Non Worked Summer"
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Enter 4 hours on the Non Worked Summer hours on Friday 7/04
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Review hours to ensure there are 40 hours per week.
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Click "Submit for Approval"
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