Bi-weekly Time Entry (1600grand)

Helpful Tips & Information

• Lunch Breaks –
  • Lunches are not auto deducted; you are expected to manually record them in your timesheet
  • Make sure to record your lunch breaks each day during the time taken
  • A lunch break is considered a consecutive 30 minutes and no less then 20 minutes (as those are considered rest breaks)
    • Refer to Enter Time worked for step-by-step instruction on recording lunch breaks
• Multiple codes in one day –
  • To record two or more codes in one day use the Add Earn Code button; select from available earn codes from the drop-down menu
  • Make sure to repeat for each earn code
• Time Off such as Vacation/Floating Holiday/Sick –
  • Remember to record time off in your timesheet on the appropriate day when scheduled and/or unexpectedly out of the office to ensure paid accurately with no delays
• Vacation/Sick –
  • Must be recorded in quarter hour increments (i.e. .25, .50, and .75)
    • Refer to Enter Leave Time for step-by-step instructions n recording time off
• Floating Holiday –
  • Must be taken as a full day and cannot be broken across multiple days (the intention of the floating holiday is to provide a full day of rest for the employee)
• Holidays –
  • Do not auto load; you are expected to manually enter them throughout the year in your timesheet
  • Full Time maximum hours is 7.75 Holiday
    • Refer to Enter Holiday Pay for step-by-step instructions on recording holiday pay
• Timesheet –
  • If you are unable to record time in the timesheet it could be due to the position ended on a specific date.  Contact HR to extend position
  • Timesheet entry has a fully functional mobile interface

1. Log onto 1600grand
2. Click on Employee Dashboard
3. Locate My Activities menu (on the right)
4. Click on Enter time

1. Find the job/department combination you are reporting time for
   • Click on Start Timesheet to open the timesheet for the first time or
   • Click on In Progress to continue to edit an opened timesheet
2. Using the calendar:
   • Click on the date to report time worked
   • Choose the Earn Code from the drop-down menu
     • Time Worked
   • Record Time (Using one of two recording methods)
     • Enter time manually (HH:MM AM/PM)
     • Click on the Clock icon
   • Enter Time worked including lunch breaks as:
     • Enter Start time, Start Break time, then click Add More Time, Enter End Break Time and End Time
     • Click Save or
     • Click on the Clock icon, then select the time and click Set
   • Once you are finished entering time for a day, click on Save (lower right)
3. To Add Additional Time segments
   • Click on Add More Time
   • Once you are finished entering time for a day, click on Save (lower right)
4. To Add comments
   • Click on Preview (bottom right)
   • Enter comments
   • Click on Submit to close the dialog box.

1. Find the job/department combination you are reporting leave time for
   • Click on Start Timesheet to open the timesheet for the first time or
   • Click on In Progress to continue to edit an opened timesheet
2. Using the calendar:
   • Click on the date to report leave
   • Choose the Earn Code from the drop-down menu
     • Time off such as Vacation/Sick Time/Floating Holiday/Etc.
   • Record Leave Time (Using one of two recording methods)
     • Enter time manually (HH:MM AM/PM)
     • Click on the Clock icon
   • Enter Leave Time
     • Enter Start time and End Time
     • Click Save or
     • Click on the Clock icon, then select the time and click Set

1. Find the job/department combination you are reporting leave time for
   • Click on Start Timesheet to open the timesheet for the first time or
   • Click on In Progress to continue to edit an opened timesheet
2. Using the calendar:
   • Click on the date to report leave
   • Choose the Earn Code from the drop-down menu
     • Regular Paid Holiday
   • Record Holiday Time (Using one of two recording methods)
     • Enter time manually (HH:MM AM/PM)
     • Click on the Clock icon
   • Enter Holiday Time 
     • Enter Start time and End Time
     • Click Save or
     • Click on the Clock icon, then select the time and click Set

1. Find the job/department combination you are reporting time for
   • Click on Start Timesheet to open the timesheet for the first time or
   • Click on In Progress to continue to edit an opened timesheet
2. Using the calendar:
   • Click on the date to report time worked
   • Choose Earn Code from the drop-down menu
   • Record Time (Using one of two recording methods)
     • Enter time manually (HH:MM AM/PM)
     • Click on the Clock icon
   • Enter Multiple Earn Codes:
     • Enter Time worked as Start time and End Time
     • Click on Add Earn Code
     • Choose Additional Earn Code from the drop-down menu
     • Enter Time off as Start Time Off and End Time Off
     • Click Save or
     • Click on the Clock icon, then select the time and click Set
   • Once you are finished entering time for a day, click on Save (lower right)

1. To Edit
   • Select the Time Worked segment, click the Edit (pencil icon on the right)
   • Make necessary edits to the time section as needed
   • Click Save
2. To Copy
   • Select the Time Worked segment, click the Copy (two pages icon on the right).  Here, you will have the opportunity to copy this Time Worked segment to the end of the pay period through Sunday
3. To Restart your timecard and clear all of the existing entries
   • Click on Restart Time (circle arrow in the upper right).  The system will prompt a warning message to verify you want to remove all of the previously entered time and comments
   • To proceed click on Restart Time to clear all entries or Cancel to go back to original timesheet
4. To Delete time segment
   • Click on Delete, (circle with a minus icon on the right)
   • The system will prompt a warning message to confirm you want to delete the selected time, Click YES to delete
   • Click Save, successfully deleted when no longer visible in the timesheet

1. Click on Prior Period (right of the job listing after you select Enter Time), your prior shifts will display
2. Click on the Pay Period (you want to view), hours will display in calendar mode
3. Click on Preview to display Timesheet Detail Summary
   • Click on Return (bottom right), will go to previous page
   • Click on Exit Page (bottom left), to go to Timesheet Submissions History
   • Click on Timesheet (top left), to go back to the timesheet to edit
4. Click on Employee Dashboard (top left), to go back to the main Dashboard

1. At the end of the pay period or the last day you work in the pay period make sure to submit your timesheet for approval (Refer to Bi-weekly Payroll calendar on the Payroll website for deadlines)
2. Click on Preview, review the timesheet for accuracy
3. Click on Submit to send for approval
   • Only choose Submit if you have completed your timesheet
   • If you need to change your timesheet before your supervisor has approved it, you can click on Recall Timesheet (bottom right) to make additional changes