Eastern Michigan University

EMU Time Entry - Bi-Weekly & Student Employee Timesheet Guide

Bi-Weekly and Student Employee timesheets:

  • Follow a two weeks pay cycle and are available the first Sunday of the pay period.
  • Must be submitted no later than 11:59 PM the first Monday after the pay period ends.

To get started with timesheets, log in using this SSB 9 - Employee Self-Service link, at which point you will be presented with the Employee Dashboard. From the Employee Dashboard:

Entering Timesheet Hours/Times

Exempt Employees only need to submit exceptions to regular time (e.g. sick, vacation, etc.). Non-Exempt and Student Employees will submit time for all hours worked, along with any exceptions.

To enter time in your timesheet:

  1. Click the Enter Time button in the My Activities section of the right-hand navigation bar.
    A list of timesheets are displayed.
    Timesheet Statuses:
    • NOT STARTED: You have not started your timesheet. It can be opened/started.
    • IN PROGRESS: You are in the process of entering your time for the pay period. It can be opened/edited.
    • PENDING: You submitted your timesheet and its awaiting approval from your Approver. It cannot be edited by you.
    • RETURNED FOR CORRECTION: Your timesheet is being returned to you for correction. You are required to make corrections and resubmit by the normal deadline. If you do not resubmit you will not be paid on time.
    • APPROVED:  Your timesheet has been approved and ready for Payroll to process. It cannot be edited by you or your approver.
    • COMPLETED:Payroll received and processed your timesheet.
  2. Click the Start Timesheet button related to the desired timesheet.
    The selected timesheet is displayed.
  3. Click the desired day on the calendar.
    The selected day is highlighted and the Earn Code field is displayed.
  4. Click the Earn Code drop-down field and select the desired earn code from the list.
    The Regular Pay earn code field is selected by default.
    • Exempt Employees submit exceptions to regular time (e.g. sick, vacation, etc.).
    • Non-Exempt and Student Employees submit time for all hours worked, along with any exceptions.
  5. Enter the desired time in the (Bi-Weekly Employees) Hours field or the (Student Employees) Start Time/End Time fields.

    Time Entry Rules:

    When entering time, it is important to use quarter hour increments. Employee time from 1 to 7 minutes should be rounded down, and thus not counted as time worked, but employee time from 8 to 14 minutes must be rounded up and counted as a quarter hour of work time.

    • Bi-Weekly Employees - enter hours in quarter hour increments (e.g. .25, .50. and .75).
    • Student Employees - enter a Start Time and an End Time, in quarter hour increments (e.g. 00, 15, 30, and 45).
      For example - 8 AM would be entered as 08:00 AM.
  6. Click the Save button.
    The information entered is displayed in the timesheet.
    Additional Day Actions
    • (Student Employees) Add More Time: Click the Add More Time link and then add the desired time using the same earn code for the same day.
    • Add Earn Code: Click the Add Earn Code link and then add the desired earn code and time for the same day.
  7. Repeat this process for each day in the pay period that requires time entry.

Editing Your Timesheet

Changing your timesheet is no problem as long as it has not been approved, If your timesheet has not been approved you can click the Recall Leave Report button or your Approver can return it to you for correction.

To edit your timesheet:

  1. Click the Enter Time button in the My Activities section of the right-hand navigation bar.
    A list of timesheets are displayed.
  2. Click the In Progress button related to the desired timesheet.
    The selected timesheet is displayed.
  3. Click the desired day on the calendar.
    The selected day is highlighted and the following actions are available:
    1. Copy - Click the Copy Copy Button button and then select the day(s) where you want to paste.
    2. Edit - Click the Edit Edit Button button to edit the selected day
    3. Delete -Click the Delete Delete Button button to delete the selected day.
    4. Comments - Click the Comments Comments Button button to view and/or add a comment to your timesheet. Any comment made is associated with the entire pay period rather than a specific date.
      About Comments: You should create a comment when you need to explain any special circumstance(s) or variations and/or changes to your normal work schedule to your Approver. Since comments are associated with the pay period rather than a specific date, be sure to include the date that corresponds to the comment. The system will automatically record the date the message was written, the message, and who wrote it.
  4. Click the Save button.
    The information entered is displayed in the timesheet.

Submitting Your Timesheet

Whenever you enter and save new information to your timesheet, it is recorded but is not automatically sent to your Approver. When your timesheet is ready to submit for approval, it is important for you to carefully review it first to make sure the days, hours/times, and earnings types are all correct. You will not be able to make any changes to the timesheet once it is submitted unless your Approver returns it to you for correction.

To submit your timesheet:

  1. Click the Enter Time button in the My Activities section of the right-hand navigation bar.
    A list of timesheets are displayed.
  2. Click the In Progress button related to the desired timesheet.
    The selected timesheet is displayed.
  3. Click the Preview button in the lower right corner of the page.
    The Preview window is displayed.
  4. Review the timesheet summary and add any additional comments in the Comments field.
    About Comments:  You should create a comment when you need to explain any special circumstance(s), variations, and/or changes to your normal work schedule to your Approver. Since comments are associated with the pay period rather than a specific date, be sure to include the date that corresponds to the comment. The system will automatically record the date the message was written, the message, and who wrote it.
  5. Click to check the "I certify..." statement.
    By checking the certification statement you are certifying that the time entered represents a true and accurate record of your time. 
  6. Click the Submit button.
    A successful submission message is displayed and the status changes to Pending.
    Note: If you do not have sufficient leave balances to cover the time reported the "Possible Insufficient Leave Balance" warning is displayed. This warning message will not prevent submission of the timesheet.
Division of Information Technology

106 Halle Library

Ypsilanti, MI 48197

734.487.3141