Frequently Asked Questions

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Contact Payroll Services to determine if you have been authorized to work. There may be necessary paperwork that you have not submitted in order for you to be set up as an employee.

You will enter your time in hours worked and in 15-minute increments. If you worked from 8:30 a.m. to noon (3.5 hours) and 1 p.m. to 3:45 p.m. (2.75 hours), you would enter 6.25 hours worked.

You can submit your completed timesheet at any time during the pay period. Timesheets should be opened and started by each employee no later than the first day of each pay period. You are encouraged to enter your time on a daily basis, or as often as is feasible for your workload. Make sure to save your entries before exiting the window. Do not wait until the last day of the pay period to input your time.

Yes, exempt employees report exception time—defined as those hours they take as sick and vacation time. Non-exempt employees submit actual hours worked each pay period.

You can complete and submit your timesheet before you leave for vacation. If you are sick and unable to submit your timesheet, please contact your supervisor. Approvers can submit an employee's timesheet for them if the employee has started it and not submitted it. If you have not started your timesheet, your approver will need to contact Payroll Services to process the timesheet as the approver will be unable to access it.

Approvers will need to go into ESS on a regular basis to check for the status of their employees’ timesheets. There is no automatic notification, but if the approver logs in to ESS regularly, they will get a notice that there are timesheets to approve.

Student employees should not submit a timesheet for any pay period in which they did not work. For employees who are on FMLA leave or unpaid leave, a personnel action form should have been submitted to the human resources office authorizing the time off.

You will be paid for the time as entered and approved through ESS. If there is a mistake, you must notify your supervisor of the error. If the approver has not yet approved the timesheet and it is in a pending status in ESS, the supervisor can go in and make the changes. The supervisor would also need to document in the comments field that they spoke with you about the changes, and why the changes are being made.

The supervisor then notifies Payroll Services by email, and Payroll Services corrects your pay on the following paycheck. It is important for the payroll system to have accurate information so you are paid correctly. As we are tracking sick and vacation time in the ESS system, any adjustments to those hours also need to be submitted to Payroll Services so your accruals are correct.

Contact your supervisor immediately, and provide them with a paper timesheet. Your supervisor will then contact Payroll Services to process your pay. All employees and their supervisors are responsible for submitting and approving timesheets no later than the due dates in order to be paid in a timely manner.

If there is time before the submission deadline, you can click on recall time to return the timesheet to yourself, and you can finish and re-submit it. If it is after the submission deadline, please contact your supervisor to update and complete the timesheet before they approve it.

You can submit a paper timesheet, signed and approved by your supervisor, to Payroll Services for an adjustment on the next paycheck.

Any hours worked over your normal work hours should be entered as Regular hours (REG Earn code). The payroll system will automatically calculate overtime hours and pay.

We will not withhold paychecks if your approver did not approve your timesheet. You or your approver must contact payroll to let us know of the situation so we can process the pay. We will also run reports after the deadlines to see who hasn’t submitted timesheets and follow up with employees and approvers to ensure you are paid for the correct hours.