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Time Entry FAQ

If my standby shift goes from a day worked into a day of rest, is it UnWorked or Worked?

If any portion of the standby period is on a day of rest, it is considered an Unworked standby unit.

Do I need to enter my Statutory Holiday?

All Positive Time employees MUST enter their Statutory Holidays in the system in order to be paid for them.

An Exception Time Reporter that works Monday to Friday should NEVER enter their statutory holidays. These hours are automatically processed by the system; entering these hours will result in an overpayment.

An Exception Time Reporter who works an alternate schedule with a day off (i.e., every second Friday, every Monday, etc), has to enter their Statutory Holiday hours to ensure they are compensated on the appropriate day, as well as for the appropriate hours.

For example: John Smith has an alternate work schedule (Monday to Thursday each week). He works 7.5 hours per day, but only 60 hours each pay period (or 80% of a full-time employee's 75 hour schedule). This means that he is entitled to 6 hours off on a statutory holiday (80% of a 7.5 hour day). He would have to use another form of leave for the remaining 1.5 hours for each statutory holiday. The time reporting code for a statutory holiday is SH2. If John decided to take vacation leave for the remaining hours, their statutory holiday would be entered as: 6.0 SH2, 1.5 A01.

If I work on a stat, do I need to enter my Stat hours somehow?

You have to enter your Stat hours ONLY if you regularly have to enter them to be paid for the stat. Otherwise, just enter the hours worked and the overtime code or the lieu time earned code.

Where can I find information on Duty Travel?

Information related to duty travel can be found by accessing the following documents:

With respect to recording Duty Travel in your self service timesheet, it is recorded as “REG'.  If you are an exception time reporter, you only need to enter this if you incur overtime or lieu time earned on a regular day of work.

Note: If the information you require relates strictly to the eligible travel rates you are eligible to claim, see the Duty Travel Rates. This link provides information on the rates for UNW, Excluded and Senior Management employees.  It also provides a link for NWTTA employees to follow.

How far back can I go as an employee or approver to change time/leave entered?

Corrections/changes to time entered in self-service can be done by an employee to future dated time, current period time, and as far back as one pay period.

Corrections/changes/deletions to time entered in Self-Service can be done by a Time Approver to future dated time, current period time, and as far back as two pay periods.Approvers can approve time farther back than two pay periods. To do so, they must approve on the 'Timesheet Summary'.

How do I know who my time approver is?

Navigate to your Self-Service timesheet and find your entry.  To the right of the ‘Reported Status’ column is an Approval Monitor link.  Click it.  The Approval Monitor shows who the approver is. It also shows when the hours were approved by the approver.

I can’t enter my time because the boxes on my timesheet are grayed out.

This happens when you have had a change in your employment status (transfer, extension, rehire, etc).  You can fix this problem by following these instructions:

  • Change the 'View By' option to 'Week' (it currently reads 'Calendar Period')
  • On the "Date" drop down menu, select the first day you are required to enter hours for.
  • Then select the green arrow ‘refresh’ button to bring up the required period.
  • From here you can enter your hours and time reporting code as usual.

Note:   You are required to select the 'Submit' button after each weekly entry for the period that is grayed out.

I have an alarm symbol on my timesheet beside my reported hours; what should I do?

This symbol indicates that there is an issue, or exception, with the reported hours.  Send an email to the HR HelpDesk for resolution.  Ensure you include your Employee ID, record number, and the dates and codes of the entries.

Time Reporting Codes- what does 4U/6U/8E/8U mean?

I want to enter some time into People Soft however my codes for sick, vacation and regular say '6U' instead of '8U'. What does this mean?

Time reporting codes are set up for each individual 'pay group'. These are defined by your period and/or type of employment. Employees that were hired for less than six months are included in the '6U' or '6E' (union or excluded) pay group. Indeterminate employees are in the '8U' or '8E' pay group. Your time reporting codes reflect your type of employment. 

Only the codes that are applicable to you will be available in your timesheet drop-down list (i.e. REG6U or REG8U). Providing you select the proper time reporting code, the hours will process accordingly, regardless of the 4,6, or 8 at the end.

My entry has been denied. Do I have to delete it? Do I have to enter something further?

Any time entries that are denied (overtime, shift premiums, etc.) will not be processed. Any leave requests that are denied will be automatically returned to the employee's leave balances. The request can then remain in your timesheet for future reference.

Positive Time Reporters:

If the entries are denied, whether it be regular, overtime, leave, etc, they will not process. Only entries that are approved will flow through to your pay check.

Exception Time Reporters:

If the entries are denied, whether it be time, leave, shift premiums, etc, they will not process. However, if all entries are denied on a regular day of work, the regularly scheduled hours will remain based on exception time rules. Exception time reporters are NOT required to re-enter regular hours in order for them to process.

Additional information pertaining to the denied request can be captured in the ‘comments’ section on the Self-Service timesheet.

Hours can be deleted or added within a row simply by putting the cursor in the desired row and removing hours previously entered or entering hours not yet submitted.

When making changes on your timesheet, follow these steps:

  1. Delete the original entry (if applicable).
  2. Select the ‘Submit’ button.
  3. Enter the new information.
  4. Select the ‘Submit’ button.

If I am on leave without pay, can I enter a Vacation Leave Payout in Timesheet?

No. When you are on extended leave without pay, your record is inactive so any timesheet entries that are entered and approved will not automatically process to pay.  See steps outlined below:

 

  1. How to enter leave payout on an employee’s timesheet.
    • Payouts must be entered/approved on the timesheet on the date prior to the employee’s extended leave start date. 
    • If time cannot be entered as too far in the past, the employees or their supervisor/manager will need to submit a request to the HRHelpDesk for timesheet entry.  
    • Once the time has been entered, the employee supervisor/manager will need to approve the timesheet entry.
    • Recommended subject line when emailing HR Help Desk:  URGENT Timesheet Entry Request – Leave Payout while on LWOP  
    • Emails should clearly outline the employee’s name, employee ID number, timesheet date(s) for hours to be paid out with applicable time reporting code(s).  W
  2. When an employee is on LWOP there is no pay scheduled to process.
  • Once payout is entered and approved, submit a request to the HRHelpDesk to advise our payroll section of the payout entry(s). 
  • Recommended subject line when emailing HR Help Desk: URGENT Payroll Request - Leave Payout while on LWOP 
  • Emails should clearly outline the employee’s name, employee ID number, timesheet date(s) for hours to be paid out with applicable time reporting payout code(s).
  • Requests should be submitted to the HRHelpDesk no later than 3pm two days prior to the scheduled time entry/approval cut-off date. This will allow payroll time to review incoming requests and complete the manual steps required to have a leave payout processed.  The scheduled time entry/approval date is only for active employee whose time will process without manual intervention.
    • For example, if the scheduled pay period cut off is Friday May 3rd, time will need to be entered, approved and email request received by the HR Helpdesk by 3pm on Wednesday May 1st.    
    • Late submissions will not be processed until the following pay period cut off and are not eligible for off cycle payment.

For further assistance with timesheet entry, please contact your supervisor/manager or the HR Help Desk. 

 

Note: If you are/will be in receipt of other benefits (i.e. Service Canada Employment Insurance, Disability/Long Term Disability Insurance), a leave payout(s) may affect the amount of benefits you receive.  Check with the insurance payer directly for more information.

 

I am on a Gradual Return to Work or Part Time Accommodation, how do I enter my time?

Individuals who are gradually returning to work or a part-time accommodation, enter the hours they work as regular time and the hours they were away from the workplace as either sick leave or CODE.

Examples of time entries may include the following:

  1. 4 hours regular time 3.5 hours SG1 or SG 2
  2. Monday to Thursday regular time and 7.5 hours SG1 or SG 2 on Friday

If you are wondering if you fit into these situations, please check with your supervisor.