Modifying Time Records

You can add or modify the time records prior to submitting a time entry request for approval. You can also copy a daily time record to duplicate that record to one or more dates on the time entry request, if your organization has implemented this option.

If you are assigned to a primary Time Reporting Group (TRG) with the Time Reporting Option set to Hours Only, you will enter time worked in hourly increments. Click here for an illustration of the Add Time page used to enter worked hours.
You may enter time in the following formats: HH:MM or HH.XX. Here is an example of each format:
- HH:MM, where HH represents the Hours and MM represents the minutes, e.g., 8:25 = 8 hours and 25 minutes
- HH.XX, where the HH represents the Hours and .XX represents a numeric value used to calculate the minutes, e.g., 8.25 = 8 hours and 15 minutes or 8:15
If you are assigned to a primary Time Reporting Group (TRG) with the Time Reporting Option set to Time, you will enter the Time In and Time Out fields to calculate the hours worked. Click here for an illustration of the Add Time page used to enter Time In and Time Out. Your organization may use this option if it requires you to enter breaks (e.g. lunch breaks) as part of the time reporting process.
You may enter Time In/Time Out values in the following formats:
- H (am is presumed)
- Ha
- Ham
- Hp
- Hpm
- HH:MM (am is presumed)
- HH:MMa
- HH:MMam
- HH:MMp
- HH:MMpm

The following fields may display based on the setup of LINQ ERP program HTTMR01A – Time Reporting Groups:

Project field if the Use Project Code check box is selected for the TRG assigned to this employee
Account field if the Override Account check box is selected for the TRG assigned to this employee

You access the time entry request to be modified in the Request History grid on the Time Entry Requests page. Refer to Touring the Time Entry Request Page for more information.

Selecting the Time Entry Request

Follow these steps to select the time entry request to be modified.

Click the Payroll > Time Entry Request Changes link to display the Time Entry Requests page.
Optionally, use the Status field to filter the Request History grid.
In the Request Date column, click the date link that corresponds to the time entry request to be modified. The Time Entry Request Details page displays the following information.

Field	Definition
Week Start Date	This field displays the date of the first day in the time entry request reporting week.
Total Time	This field displays the total time (number of hours worked plus any paid leave) submitted by the employee on this time entry request.
Standard Hours	This field displays the total number of standard hours submitted by the employee on this time entry request.
Total OT	This field displays the total number of calculated overtime hours submitted by the employee on this time entry request. Your organization's overtime policy will determine how the overtime is calculated. The overtime calculation used is determined by the Time Reporting Group assigned to your LINQ ERP employee record.
Comments	This field displays any comments entered on the time entry request.
Comp Hours	This field displays the Comp Hours requested by the employee for overtime worked during the reporting period. Note: The Comp Hours total may not reflect the actual amounts earned when Comp Time is earned at an overtime rate.
Paid OT	This field displays the Paid Overtime Hours requested by the employee in place of earned Comp Time. Note: The Paid OT total may not reflect the actual amounts earned when Paid OT is earned at an overtime rate.
Process Date	This field displays the date this time entry request was processed by payroll.

Click the Time Entry Details link to display the time entry request record details. The Time Entry Requests page appears.

Modifying a Time Entry Record — Hourly

Follow these steps to:

Change the hours worked
Enter comments associated with the selected time entry record

To modify a time entry record:

In the Time Entry grid, click the Edit button that corresponds to the time entry record to be modified. The Edit Time page appears.The Edit Time page displays the Job, Project (if applicable), Daily Totals, and Weekly Totals. These fields are not activated and cannot be changed.


Note: The following message will display if the employee's time reporting group is modified between the time the employee entered the time request and the time it is selected for modification: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to link this request to the correct primary time reporting group?" Click the button. The time entry request displays in view mode with only the Cancel Request option available. Click the button. The time entry request displays in edit mode. The employee may edit, save, or cancel the request. Time and expense records and time totals my display in red indicating an error is present that needs to be corrected. You must remove the time entry records with errors and re-add them in order to resolve conflicts caused by the time reporting group change. If your organization implemented the Earn Code Required option after you entered the initial time entry record, a message will display prompting you to select the Earn Code that applies to this time entry record. You must select the Earn Code before modifying the time entry record.

The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the pay record.

Leave the Account field blank to keep the existing account association for this time entry request.


Tip: As an approver who is part of an approval hierarchy, you can click the Override button to change the account assigned to this time entry request. This option is not available for an employee that is not part of an approval hierarchy. Refer to the Searching for an Account topic for more information

In the Hours field, click the Override button to type a new value. The Override page appears.

Enter the Hours values in HH:MM or HH.XX format. The Daily Totals and Weekly Totals are automatically calculated when the Hours value is changed.
Type an explanation for the change in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.
Click the button. The Edit Time page displays with an Override Check button to the right of the time record with the added comment. You can click the Override Check button to view and modify the comment. Refer to the Adding Override Details for further information.
Click the button to update the time entry record. The message "Time Updated Successfully" displays.
Click the button to close the message and return to the Time Entry Requests page.

Modifying a Time Entry Record — Time In/Time Out

Follow these steps to:

Change your time in and/or time out for a work day
Enter comments associated with the selected time entry record

To modify a time entry record:

In the Time Entry grid, click the Edit button that corresponds to the time entry record to be modified. The Edit Time page appears.

The Edit Time page displays the Job, Project (if applicable), Daily Totals, and Weekly Totals. These fields are not activated and cannot be changed.


Note: The following message will display if the employee's time reporting group is modified between the time the employee entered the time request and the time it is selected for modification: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to link this request to the correct primary time reporting gorup?" Click the button. The time entry request displays in view mode with only the Cancel Request option available. Click the button. The time entry request displays in edit mode. The employee may edit, save, or cancel the request. Time and expense records and time totals my display in red indicating an error is present that needs to be corrected. You must remove the time entry records with errors and re-add them in order to resolve conflicts caused by the time reporting group change. If your organization implemented the Earn Code Required option after you entered the initial time entry record, a message will display prompting you to select the Earn Code that applies to this time entry record. You must select the Earn Code before modifying the time entry record.

The Account field displays only if the Override Account check box is selected for the employee’s primary time reporting group. If this field is displayed, you can enter a different account (or portion of an account) to be associated with the pay record.

Leave the Account field blank to keep the existing account association for this time entry request.


Tip: As an administrator with approval rights, you can click the Override button to change the account assigned to this time entry request. This option is not available fora non administrative employee. Refer to the Searching for an Account topic for more information

Optionally, click the Override button to change the following fields. The Override page appears.
In the Time In field, highlight the current value, and then type the new value.
In the Time Out field, highlight the current value, and then type the new value.

Enter the Time In/Time Out values any of these formats: H (am is presumed), Ha, Ham, Hp, Hpm, HH:MM (am is presumed), HH:MMa, HH:MMam, HH:MMp, or HH:MMpm.


Important: You must type the colon (:) to separate the hours from the minutes.

The Daily Totals and Week Totals are automatically calculated when the Time In and Time Out fields are modified.

Type the explanation in the Comment box. You can enter a maximum of 2,000 alphanumeric characters.
Click the button. The Edit Time page displays with an Override Check button to the right of the time record with the added comment.

You can click the Override Check button to view and modify the comment. Refer to the Adding Override Details for further information.
Click the button to update the time entry record. The message "Time Updated Successfully" displays.
Click the button to close the message and return to the Time Entry Requests page.

Copying a Time Record

Follow these steps to copy a time record to other days included in the time entry request.

In the Time Entry grid, click the Edit button that corresponds to the time entry record to be modified. The Edit Time page appears.

The Edit Time page displays the Job, Project (if applicable), Daily Totals, and Weekly Totals. These fields are not activated and cannot be changed.


Note: The following message will display if the employee's time reporting group is modified between the time the employee entered the time request and the time it is selected for modification: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to link this request to the correct primary time reporting group?" Click the button. The time entry request displays in view mode with only the Cancel Request option available. Click the button. The time entry request displays in edit mode. The employee may edit, save, or cancel the request. Time and expense records and time totals my display in red indicating an error is present that needs to be corrected. You must remove the time entry records with errors and re-add them in order to resolve conflicts caused by the time reporting gorup change. If your organization implemented the Earn Code Required option after you entered the initial time entry record, a message will display prompting you to select the Earn Code that applies to this time entry record. You must select the Earn Code before modifying the time entry record.

Click the Copy button at the bottom of the page. The Copy Time to Other Day(s) in the Current Request page appears.
In the Available Days list, click a day to which the time entry record will be copied. Click the Right Arrow button to move the day selected to the Copy to Days list. Repeat this step for each day to which the time record will be copied.
Click the button. The message "Are you sure you want to copy the current time from [DATE] to [DAY] [DATE]?" will display.

Click the button to update the time entry request. The message "Successfully copied time" will display.

Click the button to close this message. The Time Entry Requests page displays with the time entry records added to the Time Entry grid.


Tip: Click the button to close the page without saving the copied time records

Deleting a Time Entry Record

Follow these steps to delete a time entry record.

In the Time Entry grid, click the Delete button that corresponds to the time entry record to be deleted. The message "Are you sure you want to delete this record?" displays.
Click the button to delete the time entry record. The record is removed from the Time Entry grid and the totals displayed in the Time Entry Totals grid are recalculated.
Click the button to save the changed time entry request.