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Hourly employees including students enter and submit time for approval in Oracle Cloud in two week pay periods. Hourly and student employees are paid semi-monthly.
To create a time card in Oracle Cloud:
1. Login to Oracle Cloud – https://oraclecloud.twu.edu
2. Use the company single sign-on to log in.
3. Select the home icon in the top right corner to access the home page.
Create Your Time Card:
On the home page select the tab “Me,” then select “Time and Absences” icon.
Methods of Creating a Time Card
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 "Regular Hours" only.
- Add your start and stop times. Do not add anything in the quantity field, this number is automatically calculated.
- Ensure that your start and stop times are inputted as full time stamps. Example: 8:00 AM is correct and 8 AM is incorrect.
- 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.
Hourly and Student Time Card FAQs:
Question: I do not have any options under "Payroll Time Type".
Answer: Make sure your assignment is selected first under the assignment number before choosing a payroll time type. Not doing this will cause the drop-down to not populate correctly. If the assignment number is selected, select the drop-down on payroll time type and start typing a word, such as “regular”. You can also start typing a word, backspace the word completely out of the field, and the full list of payroll time type options should populate.
Question: I have more than one assignment, how do I enter my time card?
Answer: Both assignments are entered onto the same time card. Create a row for each assignment by choosing the assignment number first before the payroll time type.
Question: I accidentally submitted my time card too soon. Can I edit it?
Answer: Yes! To edit a submitted or approved time card, go to the existing time cards (see above). Once updates are completed, submit your time card for approval. Please be sure to notify your supervisor that the time card was resubmitted.
Question: Why was I not paid?
Answer: Hourly time cards must be submitted and approved in order to be paid. To verify the status of a time card for the pay period, go to existing time cards and locate the time card for the pay date (i.e. 2/1 – 2/15 has a pay period paid on 3/1):
- If it is still in the submitted status, it was not approved by the deadline for payroll processing.
- If it was approved, find the time stamp as it may have been approved after the deadline for payroll. If it was approved after the payroll deadline it will be paid on the next available payroll run.