Submitting a Time Entry Request

Use the Time Entry Request page to electronically submit time worked for approval. You can also view leave requests applicable to the time reporting period, enter reimbursements, add comments for non-standard time, attach supporting documentation (e.g., copies of receipts) and print your request.

Time Entry Requests

You may have only one time entry request with an Open status for a reporting week; however, you may have multiple time entry requests with an Open status for multiple reporting weeks. You can save a time entry request without submitting the request for approval.

Each time entry request may span no more than one week of time (7 days). If allowed by your organization, you can enter a time entry request for a future reporting week. Your system administrator defines the Request Lead Days used to calculate how far into the future you can enter the time entry request. A message will display if the future reporting week selected falls outside the calculated future reporting week.

Outstanding leave requests (pending) for the time reporting period must be finalized prior to the time entry request being finalized.

Your assigned time reporting group will determine the type of time entry request to be submitted.

If you are assigned to a primary time reporting group with the Time Reporting Option set to Hours Only, the Hours field displays on the Time Entry Request Details page for your job record.

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 with the Time Reporting Option set to Time, the Time In and Time Out fields display on the Time Entry Request Details page for your job record. You must be assigned a primary time reporting group with the Time Reporting Option set to Time if your organization 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

If implemented by your organization, you can also use the Clock In/Clock Out function as a shortcut to adding records to the Time Entry Request Details page when your primary time reporting group is assigned a Time Reporting Option equal to Time.

A message will display if your LINQ ERP employee record is assigned only inactive time reporting groups. Your system administrator will need to correct this issue before you can enter time entry requests.

Note: 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, the following message will display: "Employee's primary time reporting group has changed from [TRG Name] to [TRG Name]. Would you like to linkClick a link to display the corresponding page. Links display with blue text. 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, submit, or cancel the request.

Time and expense records as well as time totals may display in red indicating an error 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 allowed by your organization, you may

Create default time records using an existing time entry request. You can use the default time records to automatically populate your time entry request. After the time entry request is populated, you can make modifications to the times entered, if applicable. This option is not available for reimbursement or attachment records.

Important: You must update your time defaults when your job records are no longer active and/or match your current jobs, i.e., a new school year begins or a job transfer occurs. When the job records are no longer valid, the default time record will display in red. You are required to correct the errors before you can save and submit the time request.

The ability to copy an employee's previously submitted time entry request or individual lines from a previous submitted time entry request. If this option is available, the Copy Time Request and Copy Days links display at the top of the page. This option is not available for reimbursement or attachment records.

Reimbursements

You can enter reimbursements associated with a time entry request to be processed by the LINQ ERP Payroll module or the Accounts Payable module. If your organization decides to process reimbursements through Accounts Payable, your LINQ ERP administrator must establish a link between the Employee Master and Vendor Master for each applicable employee.

Entering a Time Entry Request

Follow these steps to submit a time entry request with the time worked entered in hourly increments.

Click the Payroll > Request Time Entry Changes link to display the Time Entry Requests page.
Click the New Request link to display the Time Entry Requests Detail page. The "Use employee time defaults?" message displays if the Allow Time Defaults option is implemented by your organization. Click OK to populate the time entry request with the employee defaults (if they are set up) or click Cancel to start with a blank time entry request. The following fields are always populated regardless of the option selected:

Employee — displays the employee's LINQ ERP identification number and name
Reporting Week — displays the date range for the current reporting week
Current Leaves grid — lists the leave requests on file for this reporting week; if a partial day leave is displayed, the leave start and end times display

The Reporting Week field defaults to the current week. Optionally, click the Calendar button to select a different reporting week. You may use this option to submit a time entry request for a previous week or, if allowed by your organization, a future week.

The Reporting Week start date is used as the effective dateThe Effective Date is used to limit the benefit or deduction plans that display on the Benefit or Deduction Request page when an employee enters a benefit request. to select the job and earn code records to be applied to the time entry request.


Note: You may submit only one time entry request for a reporting week; however you may have multiple time entry requests with an open status for multiple reporting weeks. The open status codes are open (not submitted), pending, approved, approved-finalized, or revised. You must cancel a time entry request submitted for a reporting week before entering another request for that same reporting week.

Optionally, click to select one of these check boxes:

I want excess time applied to Comp Hrs check box if you elect to automatically distribute overtime hours earned in the reporting week to Comp Time.
I want excess time applied to Paid OT check box is you elect to automatically distribute overtime hours earned in the reporting week to paid overtime.

You have the option to redistribute the Comp Time and/or Paid OT when adding time entry records to the request.


Note: These check boxes display only if your employee record is assigned a TRG with a Time Reporting option equal to one of the Comp Time OT options. Your LINQ EP system administrator may set the default value for each check box based on your district's overtime policy.

If an employee's default times were loaded, the Time Entry grid will display the default time records. If no default time entry records are displayed, this grid is empty. Use the following options (if available) to add time entry records to the employee time entry request.

Click the button to open the Add Time page. Enter the employee's time for each applicable day in the reporting week. Based on the TRG assigned to your employee record, you will enter the time worked in hourly increments or Time In/Time Out increments.

Refer to the Adding a Time Record topic for further information.

If available, use the Copy Time links displayed at the top of the page.
Copy Time Request — click this link to copy a time entry request to another reporting period. The Week Start Date list displays with the date of the most recent time entry request displayed at the top of the list.

Click a date from the list to populate the current time entry request. A message displays warning that time entry records previously entered will be replaced. Click the button to replace these time records or the button to cancel the copy function.
Copy Day — click this link to copy specific days from an existing time request to another reporting period. The Week Start Date list displays with the date of the most recent time entry request displayed at the top of the list.

Click a date to populate the Week Day to Copy list.

In the Week Day to Copy list, click the day to be copied, e.g., Monday. Use the Available Days list to select the days to which the time entry request details for the day selected will be copied. Click the Right Arrow button to add each day to the Copy to Days list.
Click the button to populate the time entry request.

If a time entry record will be copied to a non-work day, a message will display prompting you to enter a comment explaining this situation. This comment is required. You can enter a maximum of 1,995 alphanumeric characters.

After the comment is entered (if applicable), the time records are copied to the selected days.

When the time records are saved, the Time Entry Request Details page displays.

Tip: Click the button at any time to cancel the copy time records request.

If applicable, in the Reimbursements grid, click the button to add a reimbursement record to the time entry request. The Add Expense page appears.

Refer to the Adding a Reimbursement Record topic for further information.

When the expense reimbursement records are saved, the Time Entry Request Details page displays and the Total Reimbursements grid shows the reimbursement totals broken down by earn code.

If applicable, in the Request Attachments grid, click the button to attach supporting documents to the time entry request. The Add Attachment page appears.

For example, you could attach a copy of your cell phone bill if you are reimbursed for a part of or all of the cell phone expense.

Click the button to save the attachment. The Time Entry Request Details page displays.

Refer to Adding an Attachment topic for further information.

In the Comments field, type additional comments about this time entry request, if applicable. You can enter a maximum of 1,995 alphanumeric characters.
Click the button to save the request if you need to enter additional time entry or reimbursement records. You can edit a saved request at a later time; however, you cannot change a request submitted for approval.

If available, click the Save & Default button to save a copy of the currently displayed time entry request as your time defaults. Reimbursement and attachment records are not saved; only time records. You may click the Save & Default button multiple times. Each time it is clicked, the currently displayed time will be saved as your time defaults replacing the previously saved time. The current time request is also saved.

When the time entry request is complete, click the button to save and submit the request for approval. The message "Successfully Submitted Request for Approval" displays.