Managing Own Timecard
Biweekly employees record their time by punching in and out of each shift, and may have access to edit their own time record on the web as well. This walkthrough is designed to guide those employees using the web to edit their time record. For questions regarding whether or not an employee should be managing time on the web, please consult with the supervisor, the HR Generalist, or Student Life Payroll.
There are three ways that an employee can create a punch: at a timeclock, with web clock, or through the online Manage Employee Time module. An employee may be assigned to some or all of these options, depending on the position held. If employees have access to do so, they can view their timecards by logging in to SL Timekeeping (SLTK). Using the Manage Employee Time module, an employee can add, delete, or make edits to a punch within the current pay period. In order for SLTK to calculate a shift, every in-punch needs a corresponding out-punch. The shift will not pay and the timecard cannot be approved unless missing punches are resolved. Leave time, such as vacation or sick, is entered in blocks of time and only requires a start time.
If an employee is unsure about the details of a specific punch, review the audit trail. The audit trail reflects every action that is made on a timecard, such as when and by whom it was created. For information regarding the additional links in the “other options” box, refer to our website.
Earning Overtime and Comp Time
Biweekly employees who work over 40 hours a week are entitled to overtime. Employees can choose to have their overtime pay at the time and a half rate or regular staff members have the option to convert it to compensatory time. Comp time is added to the employee’s leave balance and can be used as paid time off. Student employees are unable to convert overtime to comp time.
Depending on how regular an employee’s schedule is, a fixed biweekly schedule template may be assigned, which can be viewed in the “schedule details” tab. If an employee works outside of the normally assigned schedule, schedule details must be adjusted. Otherwise, the employee will only be paid for the time within the scheduled hours. It is also possible to add or delete a shift and modify an entire week’s schedule in this tab. For information on how to create and assign a schedule, refer to the Advanced Functions link to the left.
Approving the Timecard
Every two weeks, Payroll closes and processes the newly completed timecard. On the approval deadline, employees should complete the approval checklist below. An employee approval signifies that the timecard is complete, accurate, and ready to be processed. Staff members must also fill out a leave form for any leave entries on their timecard and submit for approval to their supervisors. Please keep in mind that when searching for a timecard on a deadline day, the timecard will be listed in the “previous” pay period. Changes cannot be made to a timecard in the previous pay period after the SLTK approval deadline.
- Resolve any missing punches
- Ensure timecard reflects all hours worked
- Enter any leave and/or holiday time if applicable
- Convert overtime to comp time (if desired)
- Submit leave forms to supervisor
- Employee-approve timecard
An employee may need to use other modules aside from Manage Employee Time. For example, the View History Timecard Details module allows employees to review timecards older than the previous timecard. Keep in mind that the previous timecard will not display in this module and must be found using Manage Employee Time. In the event that an employee realizes an error on a previously processed timecard, refer to the Prior Period Adjustment Request module. Here, an employee can adjust an old timecard and request for the corrections to be made on a future paycheck.
For questions regarding Timekeeping or to schedule an in-person system training session, please reach out to the Student Life Payroll team.