Submit Time Card
(Existing Time Cards)
Learn how to submit time in the HRMS for any Time Card Period (week).
Do you have multiple assignments (contracts)?
If you are an employee with multiple assignments (contracts), it is imperative that you ensure you are entering time for the correct assignment when submitting your time cards.
Before you enter your hours in the HRMS, please refer to the Employment info section, to view your assignment details. The assignment details will help you determine which assignment you must enter time for. Note – time submitted against an incorrect assignment, may result in delayed or incorrect pay.
Managers & Delegates must also ensure that they are approving hours for the correct assignment number for their employees.
REMINDER: Appendix D, NFT Professors, Partial Load Professors, Clinical Faculty, Sessional Professors and CE Faculty are automatically paid for regular hours, please do not submit regular hours, as indicated in your contract, on the time cards.
Steps
1. Sign in to the HRMS using your single sign-on ID and password.
2. Under the ‘Me‘ tab, click on ‘Time and Absences’
3. Click on ‘Existing Time Cards’.
4. Click on the “+” button to open the ‘Add Time Card’
5. Click on the calendar icon under ‘Time card period’to select the appropriate week for the time card you wish to submit.
Note: From this page, you can submit a time card for any time card period.
6. Click on ‘Add’ to continue.
Note: Depending on your screen size, you may need to zoom out to view the entire page.
Note: The Status section reflects the current status of your time card.
• ‘Entered’ status means that you have created a time card, but no details were saved/submitted. You must click on ‘Submit’ for your time card to be reviewed/approved by your Manager.
• ‘Saved’ status means you have entered your hours but remains in draft mode. You must click on ‘Submit’ for your time card to be reviewed/approved by your Manager.
• ‘Submitted’ status means your time card has been sent to your Manager for review/approval.
• ‘Approved’ status means your time card has been sent to Payroll for processing.
Important: If you have multiple assignments (contracts), please refer to the ‘Multiple Assignments’ note above before proceeding to the next steps.
7. On Row 1, double-click the box under ‘Assignment Number’and click on the down arrow to select the appropriate assignment from the drop-down menu.
Note: After selecting the assignment number, the associated Job, Department, and Manager will auto-populate. If you have multiple assignments, verify that you are submitting time against the correct assignment.
8. Double-click the ‘Payroll Time Type’ and click on the down arrow to select the appropriate payroll time type from the drop-down menu.
Note: This page allows employees to enter more than one Payroll Time Type based on their eligibility. For example, you can enter the regular hours on the first row and any applicable exceptions on the next row.
9. Double-click on the ‘Start’ section to enter the start time of the hours worked for the specific date. Ensure to include ‘AM’ or ‘PM’ following the start time prior to moving on to the next section.
10. Double-click on the ‘Stop’ section to enter the stop time of the hours worked for the specific date. Ensure to include ‘AM’ or ‘PM’ following the stop time prior to moving on to the next section.
Note: Comments can be recorded to notify your Manager if any additional information is required.
• To add a comment for a specific time entry, right click on the Start Time or Stop Time entry under the specific date, select ‘Add Comment’, input your comment in the text box, and then click Save.
• To add a general comment, right click on the time card period duration (located above the Assignment Number column), select ‘Add Comment’, input your comment in the text box, and then click Save.
Note: If you have multiple assignments and/or would like to submit time for another Payroll Time Type, then repeat steps 7 – 10 under a new row. To add a new row, right-click on the table and select ‘Insert Row Below’.
11. To view the Calculated hours, click on ‘View Calculated Time’above the table. This will provide a breakdown of the hours after the meal break deductions, if applicable.
Note: There is a difference between ‘Reported’ and ‘Calculated’ hours.
• ‘Reported’ hours reflects number of hours you had entered prior to any applicable meal break deductions.
• ‘Calculated’ hours reflects automatic meal break deductions from the hours entered under Regular Hourly payroll time type. For example, after 5 hours of continuous work, 30 minutes will be deducted; and after 7 hours of continuous work, 1 hour will be deducted.
• ‘Calculated’ hours are used to process pay.
12. Once you are ready to submit your time card, click on ‘Submit’ at the top of the screen. This will be sent to your Manager for their review/approval.
Please be advised – there is a Known Issue when executing this process.
Please click here to learn how-to get around this issue.
Resources and Notes
Calendar
View the Payroll Calendar which indicates the Time Submission and Time Approval deadlines.
Important reminder for Employees and Managers/Delegates who submit and approve time, for the next pay period:
- Employees who submit their time* for approval need to submit their time cards within the HRMS every Friday by 5 p.m.
- Managers and delegates who approve employees’ time within the HRMS, need to approve time every Tuesday by 5 p.m.
*Note – you must submit your time card in order for your Manager to approve them. Any time card left in a Saved or Entered status will not be available to managers for approval.
Frequently Asked Questions
What is a time card?
A time card is used to record an employee’s hours worked.
Can I enter hours ahead of time within HRMS?
Although the system will allow time to be entered ahead of time, we do not encourage that practice as it may affect your time card approval and/or cause a payroll delay. Your manager will not approve time before the hours have been worked.
Will employees receive notifications to enter their time within HRMS?
No. Employees will not receive notifications to remind them to enter time. This functionality currently does not exist within the system. Employees who typically enter hours in order to be paid will be required to log-in to the HRMS and enter their time.
When are employees expected to enter time? On a daily or weekly basis?
Employees can enter time on a daily basis or on a weekly basis. They would be encouraged to only submit their time on a weekly basis which will provide the managers with a weekly notification for approvals. Managers will need to inform employees not to click submit until end of the week.
What do start and stop times actually mean with reference to time entry? Does it account for meal breaks?
The start time is the time that an employee’s shift starts and the stop time is the time that the employee’s shift ends. Meal periods will be automatically deducted. According to ESA, a half hour is allotted after 5 hours of work and as common practice an hour after 7 hours of work. The system will show the deducted hours as calculated hours (it will show in the calculated time).
Will the managers/employees be able to enter hours remotely?
Yes, HRMS allows for time to be entered remotely.
Why are my Absence submissions showing up on my Time Card?
For Non-Full Time Employees, your paid and unpaid absence subsmissions are shown on your time card to inform you that you have an absence logged for a given day, in order to create awareness that you should not accidentally submit your time for that date, when submitting your time card.
On the time card, saved absence entries now display the in read-only mode. You can make changes to these entries by deleting them and reentering them on your time card or using the Existing Absences task.
Paid leaves are visible as an un-editable entries on your time card, you can make changes to these entries by deleting them and reentering using the existing Absence task.
Whereas, Unpaid leaves can be edited through the time card screen. Note – any changes to the unpaid absence submission from the time card screen will reflect the update in the HRMS Absence work area.