IC HR Cloud: Timecards and Scheduling Absence (Staff and Supervisors)

Audience 

This article is intended for staff and their supervisors. 

Platform 

IC HR Cloud 

Contents 

• Access Time and Absence Functions
• Biweekly Employees
  • Complete a Time Card
  • Schedule/Add Absences
• Semi-monthly Employees
  • Schedule/Add Absences
• Absence Balances
• Supervisors
  • Approve/Reject a Time Card
  • Approve/Reject Absences
  • Setting a Vacation Rule

Access Time and Absence Functions

To access the Time and Absence app and perform the employee functions outlined in this article:

1. Login to IC HR Cloud from apps.ithaca.edu
2. Click on the Ithaca College Logo (top left)
3. On the IC HR Cloud homepage, click on the Me tab
4. Under Apps, click on Time and Absences

Fig. 1 Time and Absences app

Complete a Time Card (Biweekly Employees)

To add time to your Time Card for the current pay period:

Fig. 2.1 Current Time Card tile

1. From the Time and Absences app, Click on the Current Time Card tile
2. Click on the +Add button
3. Click on the Job – Department dropdown arrow, Select your job
4. Select Time Type (example: “Regular – Day”)
5. Under Select Dates, click on calendar icon, click to select one or more dates
6. In Quantity field, enter number of hours to add to each selected date (example: 7.5)
7. Click on OK button
8. Click Show Details, click Calculate, review for accuracy
9. Click Submit (top right); your Time Card will be submitted to your supervisor for approval
10. If your supervisor rejects your Time Card, you will receive a notification that your Time Card has been rejected.  Repeat step 1, then Click on the pencil icon to edit time entry

Schedule/Add Absences (Biweekly Employees)

There are 2 ways to record an Absence.  Absences can be submitted in advance or submitted on the current time card.  HR recommends submitting planned Absences in advance.

To add an Absence in advance:

Fig. 2.2 Add Absence tile

1. From the Time and Absences app, Click on the Add Absence tile
2. Select Absence Type from the dropdown list
3. Select the desired Start Date and End Date for the Absence
4. Absence Duration will auto-populate; change duration where needed
5. Click Submit (top-right)

To add an Absence on the current Time Card:

1. From the Time and Absences app, Click on the Current Time Card tile
2. Click on the +Add button
3. Click on the Job – Department dropdown arrow, Select your job
4. Select Time Type (example: “Medical Time Away”)
5. Under Select Dates, click on calendar icon, click to select one or more dates
6. In Quantity field, enter number of hours to add to each selected date (example: 7.5)
7. Click on OK button
8. Click Show Details, click Calculate, review for accuracy
9. Click Submit (top right); your Time Card will be submitted to your supervisor for approval

Schedule/Add Absences (Semi-monthly Employees)

To schedule or add an Absence as a semi-monthly employee:

Fig. 3 Add Absence Tile

1. From the Time and Absences app, Click on the Add Absence tile
2. Select Absence Type from the dropdown list
3. Select the desired Start Date and End Date for the Absence

5. Absence Duration will auto-populate; change duration where needed
6. Click Submit (top-right)

Absence Balances

To view Paid Time Away (PTA) balance: 

1. Click on Absence Balance
2. Click on the PTA balance you wish to review
   1. After clicking on the name of the PTA element, you are able to enter a future date to determine your balance at a pre-determined date in time, by selecting Balance As-of Date  

Approve/Reject a Time Card (Supervisors)

Human Resources recommends approving Time Cards via the My Team tab, as outlined below. Alternatively, Time Cards can also be approved by accessing the Tools tab and clicking on Worklist, or by clicking the Notifications bell icon in the top right corner of the screen.

Fig. 4.1 My Team and Tools tabs in menu near top of page, Notifications icon (bell) in top right corner on IC HR Cloud home screen

To approve or reject a Time Card:

Fig 4.2 Callout banner with text “Your approval is required” and link “See details.”

1. On the IC HR Cloud home screen, click the My Team tab
2. Under Quick Actions, click Show More
3. Click Team Time Cards
4. For Time Cards requiring approval, a callout banner with the text “Your approval is required” will appear. Click the See details link.
5. Review the Time Card details and click the Approve or Reject button.

Approve/Reject Absences (Supervisors)

Supervisors will approve unplanned Absences (e.g. Sick Leave) when approving an employee’s Time Card.

Planned Absences can be approved using the Absence app under the My Team tab.

Setting a Vacation Rule (Supervisors)

Supervisors who plan to be away from the office at the time of timecard approval, can set a vacation rule, in order for timecards to be approved by someone else in their absence. 

1. Click on the bell icon on the home screen 
2. Click Show All 
3. Click Worklist
4. A new window will pop-up. Select the arrow next to your username and click Preferences
5. Under the My Rules tab, you can check the box Enable Vacation Period and select the start and end date and the time that you want the rule to be in effect
6. You will need to select Delegate To: and then search (using the magnifier) and enter the person you want to receive notifications and approve timecards on your behalf
7. Select the circle next to their ID and click Ok
8. Click Save to make the vacation rule active