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Electronic Time Card Process

Students- Federal Work Study, Eastern Campus Employment, Graduate & Doctoral Assistants

·         Log into my.Eastern.edu using your Eastern username and password

·         Once logged in, click on the Student Records tab

·         Click on the Timecard link on the left hand side of the page

o   IMPORTANT- if you have more than one job on campus, there will be multiple tiem card tabs; make sure to select the correct one when entering your hours

·         To enter your hours, click on the appropriate day in the calendar grid

·         Underneath the calendar grid is where you enter your hours (“Enter your hours for Day, mm/dd/yyyy”)

·         The “Clock In” section is where you enter your Start Time

·         The “Clock Out” section is where you enter your End Time

o   You can clock in and clock out several times within the same day- 
Example: Monday, May 13
Clock In- 9am     Clock Out- 11am
Clock In- 2pm     Clock Out- 4pm
Clock In- 6pm     Clock Out- 8pm

o   You MUST enter your hours on a DAILY basis!!

o   The drop down box is ONLY to be used to indicate Overtime Pay for hours worked over 40 in one week.

o   You can leave comments for your supervisor in the “Your Comments” section.

·         Once you enter hours for the day, you MUST click on the “Save Hours And Comments” box; IT WILL NOT SAVE YOUR HOURS IF YOU DO NOT CLICK ON THIS BUTTON.

·         Once you have entered all of your hours for the entire pay period, make sure to review your hours very carefully. 

·         Click on the “Click here to finalize” link under the “Total” section at the end of the entire pay period (2 weeks)

o   You must finalize your time sheet by noon on the Sunday after the pay period (i.e. the Time Card for October 13- October 26 is due by noon on Sunday, October 27).    

·         Once you click on the “Click here to finalize” link, you cannot make any changes to your hours.  If you discover any errors after you submit your hours, contact your supervisor immediately.  Your supervisor can reopen your time card (as long as it is before Sunday at noon).

·         If you forget to finalize your time card, contact your supervisor to confirm the amount of hours you worked.

·         If you missed entering hours in a time card that is now closed, please contact your supervisor immediately to let them know.  They can update your time card for you, only if it is before noon on Monday after the end of the pay period.  If the pay period has closed for your supervisor, you will need to enter those hours in your current time card.  Enter those hours on a day that you are not actually working using the Clock In and Clock Out features.  You must also utilize the “Comments” section of your time card to document when those hours were actually worked.

For Federal Work Study (FWS) Students:
There is a Work Study Hours link on my.eastern.edu, Student Records tab, Timecard link.  This link shows you what your pay rate is, your FWS Award amount, how much you have earned so far, how many dollars you have left to earn, and how many hours you have left to work in order to earn your full FWS award.  Please check this link regularly to ensure you are entering your hours appropriately within the correct time card.  Your first time card tab will say "Department- FWS" (for example, if you work for the Library, the label will say "Library- FWS"); this is your time card to be used to record your hours worked through your FWS Award.  Once you are close to earning your full FWS Award, a second time card tab will appear and it will be labeled as "Department- ECE".  This time card should be used to report any hours worked after you have finished earning your FWS Award.  Your supervisor also has access to this information; please discuss any questions concerning your hours with them to ensure accurate reporting.  

Primary Supervisors

·         Log into my.Eastern.edu using your Eastern username and password

·         Once logged in, click on the Human Resources tab

·         Click on the “Timecard” link on the left hand side of the page

·         Select the "Timecard Approval" link on the left hand side of the page

·         Select the “Student Payroll” link- this will pull up a list of all your students that are approved to work

o   If you are logging in after the pay period has ended, you may need to adjust the drop down box from “Current” to “2013”

o   You will be able to see which students have entered hours, have submitted their time card, and those who have not yet submitted their time card to you for approval; please make sure to contact students who have not submitted their time cards to you by the appropriate due date/time.  Electronic time cards will close for students the Sunday after the end of the pay period and will no longer be available for students to modify/submit.

o   If a student contacts you and says they finalized their time card too soon, you can re-open their time card; this will make the time card available again to them.  To re-open their time card, click on their name in the Time Card Approval section.  This will open their time card; at the top of their time card, there will be a link- "Reopen It"- click on it.

·         Review each student’s hours for accuracy and any overtime wages (40 or more hours in ONE WEEK) by clicking on their name. 

o   If you need to make any changes, you can do so at this time.  You can submit time cards even if students have not finalized them yet.

·         Once you have reviewed each time card, submit them.  To do this, you’ll need to check the box next to the student(s) name, the click on the “Submit Selected Timecards to Payroll.” 

o   You’ll notice the work contracts for 2013-2014 have two supervisor lines now- Primary Supervisor and Secondary Supervisor.  Both supervisors will have access to approve time card.  It is your responsibility to make sure each time card is submitted on time.  Time cards need to be approved by noon on the Monday following the end of the pay period (i.e. the time sheet form October 13-October 26 is due by noon on Monday, October 28).  

·         Once you submit a time sheet, it cannot be updated via my.eastern.edu.  Email Andréa Ruth- aruth@eastern.edu; include student’s name, ID, department, and the correct total number of hours worked for the two week pay period.

For Supervisors with Federal Work Study (FWS) Students:
There is a Work Study Hours link on my.eastern.edu, Human Resources tab, Time Card Admin link, Work Study Hours Left link.  This link gives you a list of all the students assigned to you and shows you what their pay rate is, their FWS Award amount, how much they have earned so far, how many dollars they have left to earn, and how many hours they have left to work in order to earn their full FWS award.  Please check this link regularly to ensure your students are entering their hours appropriately within the correct time card.  Their first time card tab will say "Department- FWS" (for example, if they work for the Library, the label will say "Library- FWS"); this is the time card to be used to record their hours worked through their FWS Award.  Once they are close to earning their full FWS Award, a second time card tab will appear and it will be labeled as "Department- ECE".  This time card should be used to report any hours worked after they have finished earning their FWS Award.  Students also have access to this information; please confer with your students regularly to ensure accurate reporting.  

Alternate/Secondary Supervisors

·         Log into my.Eastern.edu using your Eastern username and password

·         Once logged in, click on the Human Resources tab

·         Click on the “Time Card Admin” link on the left hand side of the page

·         Select the "Timecard Approval" link on the left hand side of the page

·         You will see the name(s) of the supervisor(s) you are approved to sign for

·         Click on the name of the supervisor you wish to sign for

·         This will give you a list of students assigned to that particular supervisor

·         Review each student’s hours for accuracy and any overtime wages (40 or more hours in ONE WEEK) by clicking on their name. 

o   If you need to make any changes, you can do so at this time.  You can submit time cards even if students have not finalized them yet.

·         Once you have reviewed each time card, submit them.  To do this, you’ll need to check the box next to the student(s) name, the click on the “Submit Selected Timecards to Payroll.” 

o   You’ll notice the work contracts for 2013-2014 have two supervisor lines now- Primary Supervisor and Secondary Supervisor.  Both supervisors will have access to approve time card.  It is your responsibility to make sure each time card is submitted on time.  Time cards need to be approved by noon on the Monday following the end of the pay period (i.e. the time sheet form October 13-October 26 is due by noon on Monday, October 28).  

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