Submit Exception Time (Existing Time Cards)

1. Sign in to the HRMS using your single sign-on ID and password.

2. Under the ‘Me‘ tab, click on ‘Time and Absences’.

3. Click on ‘Existing Time Cards’.

4. Click on the ‘+’ button to open the ‘Add Time Card’

5. Click on the calendar icon under ‘Time card period’to select the appropriate week for the time card you wish to submit.

Note: From this page, you can submit a time card for any time card period.

6. Click on ‘Add’ to continue.

Note: Depending on your screen size, you may need to zoom out to view the entire page. 

Note: The Status section reflects the current status of your time card.

• ‘Entered’ status means that you have created a time card, but no details were saved/submitted. You must click on ‘Submit’ for your time card to be reviewed/approved by your Manager.

• ‘Saved’ status means you have entered your hours but remains in draft mode. You must click on ‘Submit’ for your time card to be reviewed/approved by your Manager.

• ‘Submitted’ status means your time card has been sent to your Manager for review/approval.

• ‘Approved’ status means your time card has been sent to Payroll for processing.

Important: If you have multiple assignments (contracts), please refer to the ‘Multiple Assignments’ note above before proceeding to the next steps.

7. On Row 1, double-click the box under ‘Assignment Number’and click on the down arrow to select the appropriate assignment from the drop-down menu.

Note: After selecting the assignment number, the associated Job, Department, and Manager will auto-populate. If you have multiple assignments, verify that you are submitting time against the correct assignment.

8. Double-click the ‘Payroll Time Type’ and click on the down arrow to select the appropriate payroll time type from the drop-down menu.

Note: This page allows employees to enter more than one time type based on employee eligibility. For example, you can enter the regular hours on the first row and any applicable exceptions on the next row.

9. Double-click on the ‘Start’ section to enter the start time of the hours worked for the specific date. Ensure to include ‘AM’ or ‘PM’ following the start time prior to moving on to the next section.

10. Double-click on the ‘Stop’ section to enter the stop time of the hours worked for the specific date. Ensure to include ‘AM’ or ‘PM’ following the stop time prior to moving on to the next section.

Note: Comments can be recorded to notify your Manager if any additional information is required.

• To add a comment for a specific time entry, right click on the Start Time or Stop Time entry under the specific date, select ‘Add Comment’, input your comment in the text box, and then click Save.

• To add a general comment, right click on the time card period duration (located above the Assignment Number column), select ‘Add Comment’, input your comment in the text box, and then click Save.

Note: If you have multiple assignments and/or would like to submit time for another Payroll Time Type, then repeat steps 7 – 10 under a new row. To add a new row, right-click on the table and select ‘Insert Row Below’.

11. To view the Calculated hours, click on ‘View Calculated Time’above the table. This will provide a breakdown of the hours after the meal break deductions, if applicable.

Note: There is a difference between ‘Reported’ and ‘Calculated’ hours.

• ‘Reported’ hours reflects number of hours you had entered prior to any applicable meal break deductions.

• ‘Calculated’ hours reflects automatic meal break deductions from the hours entered under Regular Hourly payroll time type. For example, after 5 hours of continuous work, 30 minutes will be deducted; and after 7 hours of continuous work, 1 hour will be deducted.

• ‘Calculated’ hours are used to process pay.

12. Once you are ready to submit your time card, click on ‘Submit’ at the top of the screen. This will be sent to your Manager for their review/approval.

Helpful resources

• View Employment Information
• Checking Employment Information (Multiple Assignments)
• Payroll Calendar

Please be advised – there is a Known Issue when executing this process.

Please click here to learn how-to get around this issue.