Note – Manage Time Cards section is now known as Team Time Cards. Click here to learn more. 

Record Absence on Time Cards

Learn how to perform this action in the 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 “Record Absence on Time Card (Manager)”.

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

Steps

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

2. Click My Team.

3. Click Manage Time Cards.

4. The Time Management Dashboard provides a summary of the team’s time card statuses.

4.1 Select the From Date and the To Date and status of the time cards will appear based on the selected date range.

4.2 Click on each status to view the details of time cards.

Note:
Submitted status will show time Submitted by employees.
Saved status will show time cards Saved by employees.
Entered status will show time cards Entered by employees.
Approved status will show time cards Approved by the manager.

** Only SUBMITTED time cards will generate a bell notification to the manager. ** 

4.3 Click Team Time Cards on the left side to create and edit time cards.

5. Click Team Time Cards.

6. Click on + to add time.

Note: A Create Time Card window pops up.

7. Enter name in the following format: Last Name, First Name.

8. Select the date on the calendar.

9. Click OK.

Note: You are directed to the Manage Time Cards screen. 

10. Choose the Assignment Number from the drop-down list.

Note: This page allows you to enter time for multiple assignments (if applicable). For example, if you need to enter time for a second assignment, you can select the next row to add hours for that assignment. 

Ensure the correct assignment number has been selected.

To find out the different assignment numbers associated with different managers, you can follow these steps: Click on My Team, select the employee you are creating the time card for, click on More Information (…) beside the employee’s name, click on Employment Info. Once on the Employment Info work area, you can see your Assignment Number in the Assignment window.

All the Managers will see the employee’s submitted hours of the multiple assignments on a time card.

For a step-by-step guide on how to check for an employee’s correct assignment number, please click here

11. Select the Payroll Time Type.

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

12. Enter the Start and Stop times for the payroll time types entered.

Important: Enter a time in the same format as this example: 3:45 PM. 

13. Ensure to enter the reason of the absence in comments column at the right-hand side.

Note: Absence Comments can be recorded to track reasons for absences. In order to maintain confidentiality, only the below reasons should be used in the comment section. 

Reasons for Unpaid Leave:  Sick, Vacation and Off schedule hours 

14. Click Next.

15. Click Submit.

16. Click OK for confirmation.

17. Enter specific employee name in Person Name field.

18. Enter the dates in the From Date and To Date fields.

19. Under Status field, select Entered or Submitted from the drop-down.

20. Click on Search.

21. Click on the glasses  icon under the  View Summary column. A new window pops up with details of the time card.

22. Highlight the beginning of the row for the specific period.

23. Click Edit and Approve.

24. Make the necessary edits, ensure to enter the reason of the absence in comments column at the right-hand side.

Note: Absence comments can be recorded to track reasons for absences. In order to maintain confidentiality, only the below reasons should be used in the comment section.  

Reasons for Unpaid Leave:  Sick, Vacation and Off schedule hours

25. Click Next.

26. Click Submit.

27. Click OK for confirmation.

28. Click Manage Time Cards.

29. Enter Person Name and/or Person Number.

30. Enter From Date and To Date.

31. Under Status field, select Submitted  from the drop-down.

32. Click Search.

33. Highlight the Time Card and click Approve.

34. Click Done.