Create Time Card

(Calendar View)

Learn how to create a time card using the calendar view in HRMS. 

An Oracle Guided Learning (OGL) flow exists for this lesson. To learn this lesson within the system, follow the steps below:

1. Log into HRMS and click on the blue Guided Learning (GL) tab, located on the right.

2. In the GL search box, type “Create Time Card by Calendar (Employee)”.

For detailed information regarding this lesson, please review the steps below which outline the guided learning steps plus additional information.

Steps

An Overview video also exists for this lesson. Please take a few minutes to watch it now.

1. Sign into Employee Direct Access (EDA) using your single sign-on ID and password.

2. Click on ‘Time and Absence’. 

3. Click on the date in the Calendar you want to report.

4. A popup box ‘Report Time’ will open.

5. Enter the ‘Assignment Number’, ‘Payroll Time Type’ and verify the start and end date. Enter ‘Daily Start Time’ and ‘Daily End Time’. 

6. Click on ‘Save and Close’. 

Note: the screen will revert back to the calendar view showing the time that you have entered.

7. Click on ‘Review and Submit’. 

Note: The screen will revert to the ‘Edit Time Card: Review Time’ screen. Review that the data entered has been captured.     

8. Click on ‘Submit’. 

9. Click on ‘OK’. 

Resources and Notes

Calendar

Click here to download the Time & Labour Calendar (iCalendar File).

Important reminder for Employees and Managers/Delegates who submit and approve time, for the next pay period:

  • Employees who submit their time* for approval need to submit their time cards within the HRMS every Friday by 2 p.m.
  • Managers and delegates who approve employee’s time within the HRMS, need to approve time every Tuesday by 5 p.m.

*Note – you must submit your time card in order for your Manager to approve them. Any time card left in a Saved or Entered status will not be available to managers for approval.

Frequently Asked Questions

What is a time card?

A time card is used to record an employee’s hours worked.

Can I enter hours ahead of time within HRMS?

Although the system will allow time to be entered ahead of time, we do not encourage that practice as it may affect your time card approval and/or cause a payroll delay. Your manager will not approve time before the hours have been worked.

Will employees receive notifications to enter their time within HRMS?

No. Employees will not receive notifications to remind them to enter time. This functionality currently does not exist within the system. Employees who typically enter hours in order to be paid will be required to log-in to the HRMS and enter their time.

When are employees expected to enter time? On a daily or weekly basis?

Employees can enter time on a daily basis or on a weekly basis. They would be encouraged to only submit their time on a weekly basis which will provide the managers with a weekly notification for approvals.  Managers will need to inform employees not to click submit until end of the week.

What do start and stop times actually mean with reference to time entry? Does it account for meal breaks?

The start time is the time that an employee’s shift starts and the stop time is the time that the employee’s shift ends. Meal periods will be automatically deducted. According to ESA, a half hour is allotted after 5 hours of work and as common practice an hour after 7 hours of work. The system will show the deducted hours as calculated hours (it will show in the calculated time).

Will the managers/employees be able to enter hours remotely?

Yes, HRMS allows for time to be entered remotely.