Entering time

You can enter time from either a computer or your mobile device. To access the time entry page, do either of the following:

From the main menu, select Timesheets.
From HRISMyWay Home on the Open Timesheet pane, select the calendar icon or an existing time sheet.

Overview of the time entry page

The time entry page opens to the current pay period by default.
To choose a different pay period, select the pay period date range field or use its arrow icons .
To access other views, select the Day, Week, and Summary tabs.
Orange time entry fields indicate weekends or statutory holidays.
The time entry page saves data as you enter it, so saving is not required.
To view the audit trail on entered time, right-click any hours field and select View History.

Adding a new timesheet for yourself

To add a new timesheet for yourself, follow these steps:

Note: If you cannot access the Timesheet module and the message "No pay period assigned for employee" appears, contact your payroll administrator.

On the time entry page, select in the bottom right corner to open the Add time window.
Select the appropriate options for the fields that appear (for example, Paycode, Occupation, GL Account, and Cost Centers). You can also type in each field to search the options (for example, type vacation in the Paycode field). Fields that appear vary by employee. If you do not have the required fields, contact your manager or HRISMyWay administrator.

Note: If you select None in the GL Account field during time entry, your time will be distributed according to your defaults in iCity. For more information, contact your payroll administrator.
Select Create.
In the new row that appears, do one of the following:
- If you are an hourly employee, enter all of your time.
- If you are a salaried employee, enter only your exceptions, such as sick or vacation time.
To add a note on an hours field (optional), select , enter text, and then select . The note icon appears on the field and will be visible to your approver after you submit your time.
To add time for equipment you used (if tracked by your municipality), select Add Equipment and enter the usage by day. The hours worked in a day excludes any equipment time entered.
If you are entering time against a pay code with a bank balance (for example, sick pay or vacation), select Bank Balance to see current balances imported from iCity.

Note: Bank balances are different from the home page Entitlements pane, which provides forward-looking estimates to book future time off requests.
To add time against another pay code, repeat steps 1–7.
After you complete your timesheet and confirm that hours are correct for each day as well as the timesheet total, select Submit. A message sends to your approver. If you have notifications enabled in your profile settings, you will receive a notification when they approve or reject the time. Icons on hours fields indicate status:
- Indicates submitted time. This time is eligible for editing.
- Indicates rejected time. This time is eligible for editing.
- Indicates approved time. You cannot edit approved time.
Notes:
- If when you submit time, a message about expected hours appears and the expected hours value is incorrect, contact your manager or payroll administrator to adjust the value on your employee record in iCity and resynchronize the data.
- If you have access to the Setup module, you can check who approves your timesheets and time off requests. In your profile, on the Job tab, check your department. Then, in Setup > Approvers, check who the approver is for your department. Any approver exceptions set up for individual employees appear here as well.
You may need to edit a timesheet if you made an error or if it was rejected by your approver. Until time is approved, you can edit it on the time entry page. If a timesheet was rejected, you receive a notification with a reason, and the rejected timesheet appears on the Alerts pane on the home page. You can select it to edit and resubmit your time. Each row on the time entry page includes the following editing options:
- Recall: Enables editing of submitted, unapproved time in the row. If a row contains a mix of approved and unapproved time, selecting Recall opens the unapproved time for editing.
- Edit: Allows you to change the row's pay code and other details in the Add time window.
- Remove: Removes the row.
Repeat steps 9–10 as needed to resubmit and edit your timesheet until it is approved. After a timesheet is approved, it can only be edited using the transfer time routine by a user with appropriate permissions.

Adding a new timesheet for another employee (permissions required)

To add a new timesheet for another employee you have permissions for, follow these steps:

Note: If you try to enter time on behalf of an employee in the Timesheet module and the message "No pay period assigned for employee" appears, contact your payroll administrator.

On the time entry page, select Employees in the top left corner to view the employees you can enter time for.
Select an employee. You can type in the search bar to filter the list.
Enter time for the employee. If needed, refer to steps 1–8 in Adding a new timesheet for yourself.

Note: If it appears, the GL Account field on the Add Time window contains any GL accounts you have access to in HRISMyWay based on your own employee profile setup. These may differ from any GL accounts the employee you are entering time on behalf of would see if they entered their own time.
When you are finished, select Submit to submit the timesheet to the selected employee's designated approver.

Using a template for repetitive time entry

Templates make time entry faster. Each template created is specific to the view selected (Week or Pay Period tab) and the employee selected. If you only have permission to view your own timesheets, templates you can create are specific to you. If you have additional permissions, you can select Employees to choose another employee and create a template for them.

Note: Templates work well for pay period types based on standard calendar weeks, like weekly and biweekly pay periods.

To create a template for yourself, follow these steps:

On the time entry page, select the Week or Pay Period tab to choose a view for the template.
Select in the bottom right corner and enter your standard hours.
Select next to the Template field.
Enter a template name.
Select .

To use a template, follow these steps:

On the time entry page, select the required view (Week or Pay Period tab) and date range.
Select the template from the Template drop-down list. The Apply Template window displays the template.
Set Default hours from template to one of the following options:
- No: Updates the timesheet with the template pay codes only (ignores template hours).
- Yes: Updates the timesheet with the template pay codes and hours.
What do you want to do?
- Replace: Replaces any existing rows with the template rows.
- Append: Adds the template row(s) to the timesheet.

To edit or copy a template, follow these steps:

On the time entry page, select a date range with no data entered to start with a blank timesheet.
Select a template from the Template drop-down list. The Apply Template window displays the template.
What do you want to do?
- To work from the existing template, select Append. Use this method for minor updates or if you want to make a new, similar template.
- To work from a blank timesheet, select Cancel. Use this method if you want to completely change and overwrite the existing template. This method results in a blank timesheet with the required template name selected.
Add and update rows and hours to the timesheet as needed.
What do you want to do?
- To overwrite the selected template with your changes, select next to the Template field.
- To save a new template, select None from the Template drop-down list, and then select and enter a new template name.