This article answers some of the most frequently asked questions about using the payroll time capture system for student, part-time and non-union employees.
1. Why Don’t I See My Time Icon On My Homepage When I log In To myUWinfo?
2. What Do All The Different Time Statuses Mean?
3. I am Getting An Error/Warning That Pops Up? What Do They Mean?
4.What Transactions Should I Be Using?
5.What If I Have More Than One Job?
6. What If I Made An Error On My Entry Or Need To Delete It?
7. How Should I Enter My Units Of Time?
8. How Can I Create Multiple Entries At Once?
9. How Do I Use The My Favourites Feature?
10. How do I submit time for Holidays?
11. Can I Enter Time Using A Mobile Device?
1. Why Don’t I See My Time Icon On My Homepage When I log In To myUWinfo?
If the MY TIME icon is missing on your homepage, that means that you do not have an active position on the system and will not be able to create a time entry. Please check with your supervisor to ensure all the required paperwork has been submitted to HR.
2. What Do All The Different Time Statuses Mean?
My Timesheet screen:
- In Progress – you have created time entries, but not all have been submitted yet.
- Submitted for Approval – all your time entries have been submitted for approval to your manager/supervisor.
- Approved – your manager/supervisor has approved all your time entries. This status also includes entries that have been processed or paid out by Payroll.
My Time Entry screen:
- Unsubmitted – your entry has been created but not submitted.
- Waiting Approval – your entry has been submitted to your manager/supervisor for approval.
- Approved – your manager/supervisor has approved your time entry.
- In Payroll – Payroll has received your time entries and it is ready to be processed.
- Paid Out – Payroll has processed your time entries.
3. I Am Getting Warning/Error Messages That Pops Up. What Do They Mean?
This error message will pop up when you are trying to create a time entry for a date that is prior to the current pay period so you will not be able to save this entry. You will need to contact your supervisor if you forgot to enter the time and the pay period has now passed.
This warning message will pop up if you have 2 entries with overlapping times. In the case above, there is an entry for Jan. 30 for 9:00 AM to 3:00 PM and another entry for the same day for 12:00 PM to 4:00 PM.
This warning message will pop up if you have over 24 hours per week. For most casual employees, you are not allowed to work more than 24 hours a week so anything over this will trigger this warning message to appear.
4.What Transactions Should I Be Using?
Your transaction options should automatically populate based on your employee category.
For 2458-PT employees:
- 2458 PART TIME SICK DAY [G204]
- BEREAVEMENT [G804]
- LOCAL 2458 PART-TIME ENTRY [G203] default transaction
- OVERTIME 200% [G165]
- STAT HOLIDAY PAY PART-TIME [G127]
Please refer to the most recent Collective Agreement for more information about your eligibility/entitlement for these transactions.
For Ignite Students:
- TIME ENTRY WORK STUDY [G099] default transaction
For Casual Student and Non-Union Employees:
- OVERTIME 150% [G160]
- REGULAR SALARY TIME ENTRY [G102] default transaction
Overtime 150% [G160] – this transaction code can only be used in 2 scenarios for students and non-union employees:
- You worked over 44 hours per week. Eg. You worked 50 hours last week. You would use G102 for the first 44 hours worked, and then G160 for the remaining 6 hours.
- You worked on a Statutory Holiday with your supervisor’s approval.
Please note – since students, part-time and non-union employees receive vacation pay on every pay cheque, there is no Vacation transaction option. Time off designated as Vacation should be tracked internally between you and your supervisor.
5.What If I Have More Than One Job?
If you have multiple positions that are paid out via timesheets/time cards, make sure you select the correct position by clicking the magnifying glass on the screen.
This will bring up a list of your positions for you to select. Click the position for which you are entering the time.
Click Save.
6. What If I Made An Error On My Entry Or Need To Delete It?
If the status of your entry is either Unsubmitted or Waiting Approval, you can still edit any of the fields or delete your entry by clicking Delete.
7. How Should I Enter My Units Of Time?
For the Hours Worked field of the My Time Entry screen, only enter the total hours worked. If you did not work a full hour, please round to the nearest quarter hour. For example: 15 minutes = 0.25, 30 minutes = 0.5, 45 minutes = 0.75.
If you are using the Start and End Time fields, please ensure you are using the correct format. If you are not using military time (24-hour clock), you must enter PM for any hours after 12:00 PM or it will default to AM. For example: you can enter 2:00 PM or enter 14:00.
Please note – do not use the Start Time/End Time fields if you had any unpaid time during your shift. For example: You worked a full day, 8:30 AM – 4:30 PM but had a 1-hour unpaid lunch break. You can enter 7 for Hours Worked and leave the start/end times blank. Or, you can create one entry for 8:3 0AM-12:00 PM, and then another entry for 1:00 PM-4:30 PM. The system will automatically calculate the 3.5 hours for each entry, totalling 7 hours for the day.
8. How Can I Create Multiple Entries At Once?
If you are scheduled to work the same number of hours for several days in a row, you can create multiple entries at once using the Repeat function. On the My Time Entry screen, enter the start date and your hours. Then in the Repeat Until field, type the date you want it to repeat until, or click the calendar icon.
Once a date is selected, click Save.
The bars will then appear on your graph to reflect your entries for your date range.
9. How Do I Use The My Favourites Feature?
If you have regularly scheduled shifts/hours, you can pre-set a time entry with the details and save it as a Favorite. Click the title My Timesheet.
Under the section My Favorites, click Modify.
A pop-up window will appear. Click Add.
Name your My Favorites entry and fill in the required details. Please note – if you are using the Start and End Time fields, the time must be of the format HH:MM. Click Save.
A message will appear at the bottom that it has been saved. Click the X at the top right-hand corner.
The titled entry will now appear in the My Favorites list.
To use this entry from My Favorites, click the title.
A pop-up window will open with the pre-filled details of the entry you previously created. Select the date you want the entry applied to, then click Save.
A bar will appear to reflect the time entry created.
To view your saved entries in My Favorites, click Modify again.
You can set up another entry in My Favorites by clicking Add.
To edit an entry already saved in My Favorites, click the title.
Make the necessary changes and then click Save.
Or you can delete this entry entirely your My Favorites list by clicking Delete.
10. How do I submit time for Holidays?
For Students and Non-Union Employees:
You do not need to create a time entry for a Statutory Holiday if you did not work that day. As per ESA (Employment Standards Act), you will automatically receive a calculated Holiday pay for that day. If you did work on a Statutory Holiday, with your supervisor’s approval, you are entitled to 1.5x your rate of pay. In this case, click the down arrow in the Transaction field of your My Time Entry screen.
Click Overtime 150% [G160]:
Continue to fill in all required information. Click Save.
You will notice the bar for an Overtime entry will show as a different colour.
Please note – The Friday of Reading Week in February and the Civic Holiday are NOT statutory holidays. If you work on these days, you will be paid your regular rate and should use the Regular transaction code [G102].
For Part-Time 2458 Employees:
If you are entitled to be paid for a Holiday, click the Stat Holiday Pay Part-Time transaction from the drop down menu of your My Time Entry screen.
For your Hours Worked, enter the hours you are normally scheduled for the day of the week that the Holiday falls on. Click Save.
Please refer to the most recent Collective Agreement or speak to your supervisor if you are unsure about your eligibility.
11. Can I Enter Time Using A Mobile Device?
Yes, you can log in to your myUWinfo portal the same way you would on a desktop computer or laptop. The layout will look a bit different, but the functionality remains the same. On your Home screen, click the My Time icon at the top.
The same My Timesheet screen will appear for you to enter, submit, and review your time entries.
