MSS Enter Time (Fluid)

Purpose: Use this document as a reference for entering time on behalf of employees in ctcLink.

Audience:  Managers, Time Administrators

Navigation: Manager Self Service (homepage) > Team Time (tile) > Enter Time (left-side menu)

Manager Self Service tiles, Team Time tile selection

Enter Elapsed Time

  1. The Team Time homepage displays.
  2. Select the Enter Time heading from the left side.
  3. The Enter Time page displays.
  4. Select the Get Employees to return all direct reports, or use the Filter button to select a specific employee.
    • Note: If a Time Admin selects Get Employees it will return all time reporters in a college.
    • If any employee in the results list has an Exception, it will be identified in the Select Employee list as a red bubble with the number of exceptions for the date(s) specified in the Exceptions column (example below).

NOTE: Managers / Administrators are now able to select a date on the Enter Time Search Page which will be used until they exit the component. This means that this date will carry through to all the Time Reporters that they are viewing, eliminating the need to re-select the date when going between Time Reporters.

Team Time tile - Enter Time with As of Date and Apply button and exceptions highlighted
  1. The Search Results display.
  2. Select the Name/Title of the employee that needs time entered on their behalf.
  3. The Enter Time page displays for the selected employee.

There is a header area at the top of the page that gives additional details about employee information. The system displays the employee's Name, Person ID, Record Number, Job Title, Supervisor Name, Department and Hourly Rate for the active job record selected.

NOTE: The Hourly Rate that is displayed is dynamic, based on the date range selected. For example, if the dates represent the current period, the rate is the current amount set for the employee. However, if the dates chosen reflect dates in the past, depending on what took place between then and now, a different rate may display. Prior to a pay increase, for instance, you would see the previous rate.  

  1. Select a Time Reporting Code (TRC) from the drop-down on the left.
  2. Enter the number of hours worked on the day selected. (Partial hours must be represented in the decimal, for instance eight and a half hours would be 8.5).
  3. Select the Submit button.
  4. Time will be processed periodically and sent to the employee’s manager for approval (if it is a TRC that needs approval).
  5. If an additional TRC was worked in the same period:
    • Select the (+) on the right hand side of the screen to add a row.
    • Select the new TRC from the drop-down on the left.
    • Enter the number of hours worked on the new TRC.
    • Select the Submit button.
  6. If Comp Time was earned in the period:
    • Select the (+) on the right hand side of the screen to add a row.
    • Select CTE from the TRC drop-down on the left.
    • Enter the number of hours to accrue under CTE.
    • Select the Submit button.
  7. If Comp Time was taken in the period:
    • Select the (+) on the right hand side of the screen to add a row.
    • Select CMP from the TRC drop-down on the left.
    • Enter the number of hours used under CMP.
    • Select the Submit button.
  8. If time needs to be changed:
    • Enter a new hour value under the relevant day.
    • Select the Submit button.
  9. If a TRC needs to be removed from the timesheet:
    • Select the (-) on the right hand side of the screen to remove a row.
      • The system will prompt a question, select either:
        1. Yes Delete
        2. No Do Not Delete
    • If Yes Delete was chosen and the employee wishes to finalize their choice, select the Submit button.
  10. If a Comment is needed select the comment box below the day in which a comment is needed, type in text, and select Add Comment.
    • Comments, once entered, cannot be altered or removed.  Additionally, all comments recorded by employees are considered discoverable.

NOTE: Time is processed periodically, but at minimum overnight.  Time entered may not be visible to the employee or manager in other screens until the overnight processing has occurred.

If employee works on Holiday, then they have to report HWK (Holiday Worked) and not HOL (Holiday). If they take alternate day as Holiday, then actual holiday needs to be reported as REG (Regular) and not HWK (Holiday Worked).

Enter time page

Managers/ Administrators will see a red exception icon (example above) on the Enter Time page when the system generated an Exception for the employee’s reported time.

NOTE: The configurable time summary feature has been enhanced to make it easier to navigate between different sections in the timesheet such as Time Summary, Payable Time, and Exceptions (example below).

Timesheet displaying enhanced configurable time summary feature.

The process to enter elapsed time is now complete.

Return to the Enter Time search page.

Enter Punch Time

  1. From the Enter Time page, select the Get Employees to return all direct reports, or use the Filter button to select a specific employee.
    • Note: If a Time Admin selects Get Employees it will return all time reporters in a college.
  2. Select the Name/Title of the employee that needs time entered on their behalf.
  3. There is a View Legend link at the top of the page that gives additional details about information that can be seen on the screen.
  4. Select a Time Reporting Code (TRC) from the drop-down on the right.
  5. Enter the following:
    • In: time that the employee started work for the day.
    • Lunch: time that the employee left for their meal.
    • In (from Lunch): time that the employee returned to work.
    • Out: time that the employee finished work for the day.
  6. If no meal is taken enter the following:
    • In: time the employee started work for the day.
    • Out: time the employee finished work for the day.
  7. Time is assumed to be 24 hour time if no AM or PM entry is indicated.  
    • For example, 8:00 AM can be entered as either 8 or 8AM in the timesheet.
    • For example, 2:00 PM can be entered as either 14 or 2PM in the timesheet (i.e. if 2 is entered without the PM then the system will assume that means 2AM).
  8. Select the Submit button.
  9. Time will be processed periodically and sent to the employee’s manager for approval (if it is a TRC that needs approval).
  10. If an additional TRC was worked in that day:
    • Select the (+) on the right hand side of the screen to add a row.
    • Select the new TRC from the drop-down on the right.
    • Enter the hours worked on the new TRC.
    • Select the Submit button.
  11. If time needs to be changed:
    • Enter a new hour ranges on the day that needs to be altered.
    • Select the Submit button.
  12. If there is a large break in the day that is not a meal:
    • Select the (+) on the right hand side of the screen to add a row.
    • Select the same TRC as before from the drop-down on the right.
    • Enter the hours worked.
    • Select the Submit button.
  13. If a TRC needs to be removed from the timesheet:
    • Select the (-) on the right hand side of the screen to remove a row.
    • The system will prompt a question, select either:
      1. Yes Delete
        • If Yes Delete was chosen and the employee wishes to finalize their choice, select the Submit button.
      2. No Do Not Delete
  14. If a Comment is needed select the comment box below the day in which a comment is needed, type in text, and select Add Comment.
    • Comments, once entered, cannot be altered or removed.
    • Additionally, all comments recorded by employees are considered discoverable.

NOTE: Time is processed periodically, but at minimum overnight.  Time entered may not be visible to the employee or manager in other screens until the overnight processing has occurred.

Team Time - Enter Time page for Punch time reporter
Team Time - Enter Time for punch time reporter showing additional row for a second Time reporting code.
Team Time - Enter Time after Submit showing reported time now as green.

The process to enter punch time is now complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

COMING SOON

Video Tutorial via Panopto

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