Time Entry Information

To comply with ADM 04-408 policy for Time Records, all employees are required to accurately complete their official time records by the established due dates.

Employees and Supervisor Responsibilities

Hourly Wage Employees

• submit semi-monthly timecard.
• record time in and time out as actually worked.

Salaried Employees

• submit monthly timecard.
• Exempt employees:  record absences and indicate "no leave taken" for any days when no absence is reported.
• Non-exempt employees:  record both the time worked and any absences.
• Regular academic faculty employees:  record any sick absences.

Supervisor

• Supervisors are responsible for reviewing and approving all timecards by the established timecard deadlines to ensure accuracy and compliance.

Timecard Accessibility

Employees submit timecards directly into PeopleSoft Time and Attendance. Submitted timecards are routed to your supervisor for review and approval in PeopleSoft.

• Employees will see their timecard on the Time and Attendance menu screen soon after an assignment is created/entered by the Office of Human Resources.
• Timecards and assignments have a direct correlation. The timecard is created based on start and end date of the assignment as recorded by the Office of Human Resources in the PeopleSoft system. Timecards are accessible at the start date of the assignment.
• Remote or off-campus access may require Microsoft Authenticator multi-factor authentication (MFA).
• Timecard submission and approval are required to be completed using a computer. Submission and approval are not supported on cellular phones or when using the Safari browser.

Employee Timecard Submission

Employee enter and submit their timecards in Employee Self Service using the Enter Time page.

Navigation:

1. Log in to My UTRGV.
2. Open the PeopleSoft application.
3. Select Employee Self Service.
4. Select Time and Attendance.
5. Select Enter Time.

Note: The steps for completing your timecard vary based on your employee type (Salaried Exempt, Salaried Non-Exempt, or Hourly). For detailed instructions with screenshots, visit the Time Entry Resources page. Under the Employee section, select the user guide that applies to you.

Supervisor Timecard Approval

Supervisors review and approve employee timecards in Manager Self Service using the Approvals tile.

Navigation:

1. Log in to My UTRGV.
2. Open the PeopleSoft application.
3. Select Manager Self Service.
4. Select Approvals.
5. Select Reported Time.
6. Review pending timecards.
7. Choose one of the following approval methods:
   • Single Approval – Approve one employee's timecard.
   • Batch Approval – Approve multiple selected employee timecards.
   • Mass Approval – Select the header checkbox to approve all pending timecards in the approval queue.
8. Submit the approval.

For detailed instructions with screenshots, refer to the Time Entry Resources page. Under the Supervisor section, select the user guide for your preferred approval method.

Additional Information:

• Timecards cannot be rejected. If corrections are needed, employees must update and resubmit their timecards.
• Absence requests (vacation, sick leave, etc.) are processed separately through the Absence Request workflow and managed by Human Resource Leave.

Timecard Deadlines

Hourly:

• Semi-monthly timecards for hourly wage employees are due on the last day of the pay period.
  • If the last day of the pay period falls on a weekend or holiday, the timecard is required to be submitted on Friday or business day before.
• Supervisors are required to approve semi-monthly timecards before 3 pm on the first working day following the pay period end date.
  • If the pay period end date falls on a weekend or Holiday, the hourly employee is required to submit the timesheet on the Friday or workday prior to the holiday. Supervisors will then approve on the following workday before 3 pm.
• To ensure timely processing of payments, timecards should be submitted with an approved status in PeopleSoft.
• Please review the responsibilities and recommendations shared in the message for 
  • Employee Pay Cycle Overview.

• Please see a complete list of semi-monthly timecard due dates.

Salaried:

• Timecards for salaried employees are due by the first working day of the month following the pay period (i.e., pay date).
• Please see a complete list of monthly timecard due dates.

Timecard "Reported Status" Meanings

• Saved: Employee had indicated hours in timecard, saved for later, but has not completed and submitted to timecard approver.
• Submitted: Employee has created the timecard, reviewed, certified, and has submitted to the timecard approver.
• Needs Approval: Action pending from Timecard approver.

Additional Resources:

1. Training sessions are available throughout the fiscal year. Please visit the UTRGV Training portal at  utrgv.edu/training to get a list of upcoming sessions.
2. Refer to the Payroll & Tax Compliance website  for a complete list of time entry user guides and frequently asked questions for both employee and supervisor.

For assistance, please contact the appropriate office below:

• Timecards: Payroll Office at 956-665-2558 or payroll@utrgv.edu
• Absences and Leave: Human Resources Leave Administration at Leave@utrgv.edu
• Training Sessions: David Guerra, Training Coordinator, at david.guerra@utrgv.edu