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Indiana University Bloomington

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Instructions for Supervisors

As a Supervisor/TIME Approver, you will need to electronically approve the timesheets for the employees in the Work Areas that you supervise.  Timesheets will be routed to you at the end of the pay period (midnight on the second Saturday of that two-week period).  At this point, the employee may no longer make any changes to their timesheet.  Please approve these timesheets by midnight Monday once they have routed to you.  TIME is web-based, you can approve the timesheets anywhere as long as you have access to a computer and the web.

Please note:  By approving the timesheet you are saying you agree with the hours worked; the hours taken off and the timesheet is correct. 

 

To approve a timesheet:

  1. Log on to OneStart:  http://onestart.iu.edu  Click the “login” button, authenticate using your network username and password.
  2. Click the “Action List” link in the upper-right hand corner of the Onestart portal page
  3. To review and approve a timesheet, click the document ID number of the timesheet to open the document.   (Every PAO & Bi-Weekly employee will have their own timesheet/document number.)
  4. Click “Edit” at the top of the left hand side of the timesheet.  Click “expand all” at the top of the right hand side of the timesheet.  You should now be able to see the exact hours that are recorded.
  5. Verify the hours closely as to what the employee has submitted.  Do not approve unless you agree with the reported hours.
  6. If you agree with the hours submitted go to the bottom center of the page and hit approve.

 

To modify the details of an existing time block: 

  1. Click the “Edit” link in the upper-left-hand corner of the timesheet.  This will open a version of the timesheet you can modify.
  2. Click the “expand all” button in the upper right corner.
  3. In the hours Details section, go to the day you wish to modify and enter any needed changes to the hour(s).
    • If necessary click the “add” button to add a new row.
    • Select “assignment” from drop down box.
    • Select “Earn code” from drop down box (see last page for details on codes).
    • If using RMO, TDC, or TDP earn codes enter exact hours worked.
    • If using SCK, PTO, ABS, AFL, CPT, HFL, HTK, SFL, TUH, or PFL earn codes enter total hours used in “hours” column.  System defaults to 12 am for time blocks.
    • Overtime must be approved in advance by the supervisor and Diane Coon.

    4. Click the “Save” button at the bottom of the timesheet.

    5. Click the “edit” button in the upper-left-hand corner.

    6. Click “Approve” button at the bottom of the timesheet.


Any time you make a change to an employee’s timesheet they will receive an automated e-mail informing them a change has been made.

 
To delete an existing time block:

  1. Click the “Edit” link in the upper-left-hand corner of the timesheet.  This will open a version of the timesheet you can modify.
  2. Click the “expand all” button in the upper right corner.
  3. In the Hours Details section, go to the day that contains the hours you wish to delete and click the “Delete” button on the far-right-hand side of the row.
  4. Click the “Save” button at the bottom of the timesheet.

 


Some timesheets may have problems that prevent them from being approved.  These timesheets must be corrected before approval can occur.

Overlapping timeblocks:  The system has measures in place to help prevent an instance of two or more timeblocks overlapping.  But, if it does occur the timesheet will need to be corrected to remove these overlaps before the Supervisor can approve it.

Expected Hours not met:  Biweekly Support, PAO, and Service staff employees have a number of expected hours that must be accounted for each week.  For example, a full-time Biweekly employee must account for 40 hours, prorated for part-time employees.  If a Supervisor/TIME Approver does not know or is unable to find the appropriate earn code, then charge the missing hours to Unallocated (TUH) and add a note to the timesheet as to what it should be charged to so I can help determine the correct code.

Hours Summary This section of the timesheet will show a “summary” of the total hours worked in each week (40 hours) and should total  80 hours total for the pay period.  If they do not add up to 80 hours, please call me (6-1353) and I’ll help you find out what needs to be modified on the timesheet.

Leave Balances:  This is an area that is for your information, and not for action.  To see the employee’s balances, simply click on the “show” button and it will bring up all the hours that have accrued.  Note:  These are the hours that are available for the employee to use during the pay period you are approving.

Notes The notes section can be used at other times, when you need to write a note to me for example.  Remember, after you write the note, to click the save button or your note will not be saved.  Also, if you use the “notes” section, remember that the notes section can be seen by the payroll processor (me) and FMS. 

User Preferences:   This is a helpful tool for you, to set up your individual preferences.  From the “One Start” page, go to the “University Systems” tab, click on the word TIME which is located at the top of the page in bold.   From here, the section on the left of this page is “User Preferences”.  Supervisors should select “Reminder that Biweekly pay period is ending”.  This will send you an email reminder on the Monday following the end of a pay period that timesheets for the previous pay period are now available for approval.


If you know you are going to be unavailable to approve the timesheets at the required time, please notify Sonya Bradley (6-1353) in the Business Office As Soon As Possible.  However, TIME is web-based, you can approve the timesheets anywhere as long as you have access to a computer and the web.


Earn Codes Available on Time-sheet

The following Earn Codes are available on the timesheet in TIME.  If you don’t know which code to use, please contact Sonya at 6-1353 in the Business Office, to help you determine which one to use.  If I’m unavailable, please use the TUH code and explain the circumstance in the “notes” section of the timesheet.

RMORegular Pay Nonexempt StaffUse this when working normal hours
ABSNO PAY – Absent without benefitsUse this when no sick/vacation/holiday hours are accrued but were not working.
AFLNO PAY – Absent without Pay – FMLAUse this when no sick/vacation/holiday hours are accrued but on FMLA.
CPTComp Hours – Reduce AccrualUse this code when you want to take comp time hours previously accrued.
HFLHoliday Hours Taken – FMLAUse this code if you are on FMLA and want to use holiday hours previously accrued.
HOLHolidayTo cover absence during official IU holiday.  Hours subtract from regular hours and benefit accruals are earned.  Must be in pay status at least 4 hrs day before or after holiday to earn.
HONHonorary VacationUse of hours from honorary vacation bank to cover absences.  Hours subtract from reg reduce honorary vac bank and accruals are earned.
HTKHoliday Hours – Reduce AccrualThis code is used when you are taking a holiday previously accrued but didn’t take at the time – Campus Holiday for example.
PFLPTO – FMLAPTO hours used during approved FMLA leave.  Hours subtract from reg, reduce PTO bank, earn accruals, but do not count towards annual max usage.
PTOPaid Time OffHours used from PTO bank to cover absence.  Hours subtract from reg, reduce PTO bank and earn accruals.
SCKSick nonexemptUse this code when you want to charge your time off to sick.
SFLSick nonexempt – FMLAUse this code when you are on FMLA, and need to charge Sick hours
TDCDaily Overtime – Comp HoursThis code is used when you are daily working overtime and you want to get time to use at a later date.
TDPDaily Overtime – PaidThis code is used when you are daily working overtime and you want to be compensated for it with pay.
TUHTIME – Unallocated HoursThis code is used when you aren’t sure what code to use, please always explain the circumstance in the “notes section” so we can determine which code needs to be used. (Court duty or funeral time for example)
WTHWeatherThis code is used when you are not able to make it to work because of the weather, only used with permission of University Human Resources.