Human Resources  
Reporting Time Worked

Change is coming.  We're here to help.  The way non-exempt employees currently report time worked and leave taken will change with the new biweekly pay system.  Non-exempt employees will use the clock in and clock out feature in BlueLink/Banner to record hours worked and leave used every day.  Click HERE to view the clock in/clock out training.  Please plan to join the payroll conversion team for training during open hours held in Lab 201 at Meinders School of Business from 10 am to 11 am every Tuesday now through the first week of May.  During these open sessions, we will review the clock in and clock out procedure as well as address any questions you have about the conversion.  See you there!

Clock In/Out Questions and Troubleshooting For Non-Exempt Employees

Please refer to the following troubleshooting guide to assist with any issues you may encounter. For further assistance, please contact Cheryl Young (ext. 6061 or lcyoung@okcu.edu) or Trish Garcia (ext. 5151 or tgarcia@okcu.edu).

What if I forgot to clock in or out for my shift and/or lunch hour?

You can manually clock in or out by entering the time in HH:MM format in the appropriate “Clock In Time” or “Clock Out Time” box. Be sure you click the Save button to capture all entries. You are required to enter a brief comment explaining why you manually added or changed the time before the system will allow you to save the changes. The date and time of the manual entry or change is also recorded.

What if I have already clocked out at the end of my shift and I didn’t clock out and in for my lunch hour?

In the first “Clock Out Time” box, override the existing clock out time with the appropriate time out (HH:MM format) for your lunch hour. Then proceed to manually add your clock in from lunch and your clock out for the day in the appropriate boxes on the next line. You will need to add a brief comment in each box to explain the change.

When reporting leave time, do I have to record my lunch in/out time?

A lunch break is not required. You must ensure that you record the appropriate number of hours for the work day. For example, if you are taking 8 hours of vacation and your schedule is normally 8:00 a.m. to 5:00 p.m., you would record 8:00 a.m. as you in time and 4:00 p.m. as your out time to show a total of 8 hours.

What if I have to take time off due to illness or as vacation and I don’t have enough accrued hours available?

You must account for all scheduled hours on your timesheet. If you regularly work 40 hours per week, you will need to ensure that 40 hours are accounted for as a combination of work hours and leave hours. Please make sure that you record all Sick Leave hours and Vacation Leave hours appropriately. If you do not have enough leave accrued for the hours taken, it will result in docked hours and will show as such on your paystub.

What if I no longer have a Submit button to submit my timesheet?

This indicates that the deadline to submit your timesheet has passed. The deadline will always be at 12:00(noon) on Saturday immediately following the last Friday of the pay period. You will need to notify your supervisor or approver before 12:00(noon) on the following Monday to insure that the corrections are made before the timesheet is approved. If the timesheet is approved without the pending corrections, the approver must then email both Cheryl Young and Trish Garcia requesting that the timesheet be submitted.

The best practice would be to submit your timesheet on the last scheduled day you work during the pay period. Preview your timesheet to make sure you have reported all required hours. Look for any error messages indicating you have missed a clock in or clock out time and make all necessary changes. After you have clocked out for that day, submit your timesheet before leaving. Failure to submit your timesheet may result in a delay of pay. Repeated failure to submit timesheets in a timely manner may result in disciplinary action including termination.

Clock In/Out Questions and Troubleshooting For Supervisors

Please refer to the following troubleshooting guide to assist with any issues you may encounter. For further assistance, please contact Cheryl Young (ext. 6061 or lcyoung@okcu.edu) or Trish Garcia (ext. 5151 or tgarcia@okcu.edu).

An employee’s timesheet is showing as Pending when I need to approve it.

Please approve all timesheets before 12:00(noon) the Monday after the pay period end date. You will be able to approve all submitted timesheets up to that time. If a timesheet is showing as “Pending”, contact your employee to ensure he/she has submitted their timesheet. If the approval deadline of 12:00(noon) has passed, please email both Cheryl Young and Trish Garcia requesting that the timesheet be approved.

What if I discover an error (missing hours or hours reported incorrectly, etc.) in the employee’s timesheet?

Before the approval deadline:

If you have not approved the timesheet in question, you can return it to the employee by clicking the “Return for Correction” button. If you have already approved it, click on the “Return” button. Then click on the “Return for Correction” button. Please explain the reason for the returned timesheet in the comments field.

Be sure to notify the employee immediately of the returned timesheet so that they have an opportunity to correct and re-submit their timesheet before the approval deadline. Once it has been re-submitted, you will have the ability to approve it.

After the approval deadline:

Email both Cheryl Young and Trish Garcia with the correction information. The correction will then be made to the timesheet and will be approved on your behalf.

What if I do not have an Approval button to approve a timesheet?

This indicates that the deadline (12 noon on the Monday after the pay period) to approve timesheets has passed. Can it also be that the employee has not submitted it yet? Email both Cheryl Young and Trish Garcia stating your approval of the employee’s hours or any corrections that need to be made.

The Human Resources and Payroll teams will begin processing the biweekly payroll on Monday afternoon. Failure to approve all timesheets in a timely manner may result in a delay of pay to the employee. If you are not available to approve the required timesheets, be sure to assign a “Proxy” to approve the timesheets in your absence.