Human resources
How to Fill Out a Timesheet

bi-weekly timesheets (Time Management)

Hourly Wage Employees: The Self-Service Online System will be the medium through which you will be paid. Once you have completed your payroll forms (at least I-9 and Selective Service Compliance, if male) with your Departmental and/or SEAS HR administrator, you may expect notice by U.S. mail within 5-7 days OR you may use the shortcut method. (Don't wait for the packet by mail, but simply click the reset password. It would be the same step as if you're a returning employee.) The information packet will include the starter password and website information you will need in order to proceed. You will be prompted to change your starter password during the intial setup process. Thereafter, if you are a returning employee to the system and you have forgotten your password, please click on "reset password". This will prompt a new starter password to be sent to you via e-mail and you will need to change your password, perhaps to something more familiar, again.

Once you have logged into the system you should see a screen that looks similar to the following one:

There are nine choices under UVA Employee Self-Service:

• Time Entry - where you will create and submit your current and future timecards
• Timecard Search - a catalogue of your prior timecards
• Payslip - a description your payment history
• Personal Information - a record of your contact information (You may update your address here.)
• Banking Information - a record of your direct deposit information (You may update this information using this link.)
• Tax Form - Federal Tax information
• W2 Online Options - record of your W2 options
• Employee W2 - a record of your end of the year Earning report
• My Information - a record of your current employment status

If you have not completed your tax forms and/or direct deposit form by paper copy, you may make that entry from this site. ( You may hand deliver the VA-4 form to the HR Payroll office, Rm A205, Thornton Hall or Fax to 434-924-6306.) Your time entry will be your new timesheet. You will quickly learn that you need to know at least your supervisor’s name or your assignment number for that particular position that you are submitting hours for. One will follow the other. IF YOU FIND THIS INFORMATION to be INCORRECT, immediately notify your departmental timekeeper reviewer. Please see the list of Departmental Timekeepers for more information. . IF you find that the time entry system gives you an HRS-ERROR while validating Earning Policy message….CALL IMMEDIATELY & LEAVE a clear detailed message to your HR Specialist: Phyllis M. Bibb, 434-924-3594.

The schedule for submission of your timesheet will be posted on the SEAS HOURLY wage website. Be certain to submit your timesheet every other Friday by 12:00 noon! The new online system will allow you to complete your timesheet on a daily basis and save your hours until you are ready to submit them. However, remember that simply saving your timesheet does not submit it. It’s only when you have entered all hours worked for a particular pay period that you would submit a timesheet for that pay period.

VERY IMPORTANT: The new electronic system will only accept the current pay period. If you have missed the deadline submission you must revert to the SEAS Time Management Form. This form, after being filled in on-line, must then be given to your Departmental timekeeper.(THEY will obtain supervisory signature for you). The payment of RETROACTIVE/LATE timesheets will be determined by the timekeeperas as soon as she/he can obtain supervisory signature for the next closest active pay period. Also, when an hourly wage employee fails to submit hours in a timely manner, he or she must print out, complete, and attach the Late Timesheet Admission Formto his or her Time Management Form.