Student Employee Self Service Time Entry Guide For student employees to enter their time for work-study, internships, and other hourly college paid jobs.

Accessing Self-Service Self service can be accessed through WebHopper (www.austincollege.edu/webhopper) as seen below:

Accessing Self-Service If you try to enter time using the “Time Entry” Link, you will receive an error message informing you to go to Self-Service to enter your time. Return to the main WebHopper menu and access via the link “Employee Self-Service”

Accessing Time Entry on Self-Service This is the “Home” screen for the Self-Service platform. To enter your time, you will need to enter the “Employee” category, accessible by either circled tab.

Accessing Time Entry on Self-Service Once in the “Employee Overview”, you will click on the “Time Entry” tab. *You may also view your earnings statements (pay advices) or tax forms (W2 and W2 consent status) on this page. Both will still be available on WebHopper

Viewing your open timecards When viewing the “Time Entry” screen, you will see that the pay period has been broken up into each work week. Confirm that you are in the correct week, and then click on the arrow (circled) to enter your time. **It is recommended that you enter your time each day worked to avoid missing any days.**

Accessing Weekly Timecard After confirming that the pay period and reference week are correct, click the circled drop down arrow to expand the timecard. You can also access this screen to quickly review the total number of hours already entered. Also check that the pay period is correct

Entering Time Once expanded, you can enter your hours on the appropriate date. You can type your time or select from the drop down box. Triple check that you have selected the right suffix (am/pm).

Adding Shifts If you have worked more than one shift for the day, you can add shifts by clicking on the “+” button circled.

Changing weeks Once you have finished entering your time for the week, click “Save” in the top right corner to save your work. To move to the next workweek, click the lateral arrows in the upper left corner (circled).

Submitting Time for Approval Once you have completed your time entry for the week, click “Submit for Approval” at the bottom of the timecard. Submission is only available for 3 days after the end of the pay period. To avoid being unpaid for any time, it is recommended to submit your timecards at the end of each completed workweek.

After Submitting for Approval Once the week has been submitted, you should see a confirmation popup (green box in right corner), and a status change (yellowish box saying “Submitted”). If you submitted in error or need to make changes, you can click “Return Timecard to Edit” as long as your supervisor has not approved your time and the submission period has not ended. You can also click “Comments” to leave a message to your supervisor

Leaving Comments for your Supervisor You can click the “Comments” button to leave a note for your supervisor. You can leave multiple comments and view yours and your supervisor’s response by clicking the “Comments” button.

Confirming Your Timecard Submission PLEASE NOTE! Your timecard submission is not complete until you see the “Submitted” status next to each week of pay period. To avoid missing any time, you can submit your timecard at the end of each week. If the week does not have a “Submitted” status, your payment for that week may be delayed!

For Students with Multiple Jobs Requiring Time Entry If you have more than one job that requires time entry, the steps for entering time will still be similar. Check that you are accessing the correct week, and click the arrow (circled) to open.

For Students with Multiple Jobs Requiring Time Entry The week-view screen should show each position that is eligible to enter time. Confirm that you are accessing the correct position, and click the downward arrow (circled) to view the timecard.

For Students with Multiple Jobs Requiring Time Entry When entering for multiple jobs, confirm you are entering time in the correct position. The “Save” button will apply for all timecards, but you will need to click “Submit for Approval” for each week and each position.

Hours Due- Self-Service Time Entry Deadlines Please note the student time entry deadlines: Pay Period Starts Pay Period Ends Hours Due- Self-Service Approvals Due Pay Day 4th of the month 19th of the month 22nd 25th Last day of month 20th of the month 3rd of the month 6th 9th 15th of month **If the 15th or last day (30th/31st) of the month lands on a weekend or a holiday, payday will be the Friday before. Best practice is to enter your hours each day when you clock in and out of your job. Avoid entering future hours that have not been worked. Any hours that are not received by the deadline need to be approved via email by your supervisor and will be paid on the next check.

Contact and Questions Your supervisor should be the first line of contact for any missed hours or entry mistakes. They will have the ability to enter and correct time on your behalf. All hours will need to be approved by your supervisor prior to payment. If you have any questions or are having technical difficulty accessing Self-Service or submitting time, you can contact the Payroll office in Human Resources at any of the following: 903-813-2434 (AC extension x2434) payroll@austincollege.edu Admin 211 In the event that you are unable to enter your time, track your hours manually on paper or via spreadsheet and submit to your supervisor for approval. Your supervisor will then submit your hours to the payroll office.