When should an exempt employee complete a time card?
Exempt employees should request and report absences in Oracle Cloud through “Add Absence”.
Exempt employees will only create a time card when reporting holiday worked or leave without pay.
Please note: Exempt employees are paid monthly.
To report an absence in Oracle Cloud:
- Login to Oracle Cloud – https://oraclecloud.twu.edu
- Use the company single sign-on to log in.
- Select the home icon in the top right corner to access the home page.
Add an Absence
On the home page select the tab “Me,” then select “Time and Absences” icon.
Choose Add Absence.
Select an Absence Type from the drop-down list. After you choose a leave type you will see the absence type balance total so you know how many hours you have available to use on the same page.
Choose a Start Date and End Date. You can chose a span of dates and it will calculate the total. If the total hours of the duration is incorrect, click the “Edit Entries” button to correct the total hours.
Click the “Calculate” button next to Projected Balance to preview your balance after the absence has been approved.
Choose a Reason.
Select the option most appropriate with your leave reason.
Click Submit to submit your absence for approval by your supervisor. Once approved your absence balance will automatically adjust and no further action is required by you. (No time card entry required).
Methods of creating a time card: Existing Time Cards, Current Time Card, Add Time Card
Note: Create a time card only if you need to report holiday worked or leave without pay.
There are three primary ways in which you can create a time card in this area: the existing time cards option, the current time card option, and the add time card option.
Our payroll team recommends utilizing the existing time cards option as the most efficient method of creating time cards for this employee type. This option shows you everything you have created, and also enables you to check the status of your time cards: submitted, approved, saved, etc.
Your employee type may also utilize the current time card or add time card option. The current time card option allows you to view the current two week pay period. For example, if today is February 27th and the current time card option is chosen, it will create a time card for the two week time period you are in, which would be February 16th - February 29th. You cannot add hours before or after the dates in the two week time period selected with this option.
Lastly, you may select the add time card option, which lets you select the two week time period you want to create, such as the current two week pay period as well as a past or future pay period.
Adding or Editing a Time Card:
Click on existing time cards and click the plus sign to create a new time card, or if you are editing a time card:
1. Find the time card to make changes.
2. Select the three dots on the right side.
3. Select “Edit.”
Note: You can edit an approved time card if you need to make changes and submit for approval by your supervisor.
Enter your time card:
Once you have opened your time card, you will follow these steps to correctly input your time:
- Select your assignment number.
- Select the payroll time type.
- Enter "Holiday Worked" or "Leave without Pay" only.
- Enter total hours in the quantity field for each date. Do not enter anything in start or stop time - this is for hourly employees only.
- Once you have finished entering time for a specific day, select save and close.
- Once all time has been inputted for the pay period, select next and hit submit.
FAQs
Question: Am I required to report holiday leave or emergency leave?
Answer: Yes, please record Holiday Leave and Emergency Leave via Add Absence by adding the absence type and absence reason if emergency leave.
Question: How do I report holidays or emergency leave?
Answer:
Go to Add Absence and record the following:
- It is an official TWU Holiday. Record Holiday Leave or Holiday Worked (via time card) if you worked on an official TWU Holiday.
- Campus was closed and it is not an official holiday. If it is your regular scheduled day to work, record Emergency Leave with Absence Reason University Closure. If it is not your regular scheduled day to work do not record emergency leave.
- Campus is closed due to inclement weather. If it is your regular scheduled day to work, record Emergency Leave with Absence Reason Weather Closure. If it is not your regular scheduled day to work do not record emergency leave
- The building I work in closed unexpectedly. If it is your regular scheduled day to work, record Emergency Leave with Absence Reason Building Closure. If it is not your regular scheduled day to work do not record emergency leave
Question: I am on approved FMLA – how do I report my absences?
Answer: Record your time via "Add Absence" using the designated FMLA leave types:
- FMLA Sick Leave
- FMLA Vacation Leave
- FMLA Compensatory Leave
- FMLA Overtime Leave
- Leave Without Pay (if all other PTO is exhausted)