IC HR Cloud: Timecards (FAQs)

  1. When is my timecard due?
    • Bi-Weekly employees regularly scheduled Monday-Friday: Timecard is due on the Friday prior to the end of the reporting pay period.
      • End of Shift, Friday - Employees should submit their timecard to supervisors for approval
      • 9:00 AM Monday - Email is sent to employees and managers who have not yet had their timecard submitted or approved.
      • 8:30am, Tuesday - Timecards in the "submitted" status are auto approved by payroll. It is the responsibility of the supervisor to review timecards prior to the next pay period to ensure that all timecard data is correct.
    • Bi-Weekly employee that are scheduled to work over the weekend (Saturday/Sunday): Timecard is due on the Monday following the end of the reporting pay period.
      • 8:30 AM Monday - Employees should submit their timecard to supervisors for approval
      • 9:00 AM Monday - Email is sent to employees and managers who have not yet had their timecard submitted or approved.
      • 8:30am, Tuesday - Timecards in the "submitted" status are auto approved by payroll. It is the responsibility of the supervisor to review timecards prior to the next pay period to ensure that all timecard data is correct.
  1. What is a time type? Please explain the time types.
    • Time types are determined by an employee's position. Although there are numerous time types, employees will see the time types that are appropriate for their position.
      • Student Employees Non-Union Staff - Non Benefits Eligible Non-Union Staff - Benefits Eligible UGSOA Union Staff
        Regular Hours      
          Regular - Day Regular - Day UGSOA Regular - Day
          Regular - Evening Regular - Evening UGSOA Regular - Evening
          Regular - Night Regular - Night UGSOA Regular - Night
          Unpaid Leave Unpaid Leave Unpaid Leave
          Voting Leave Voting Leave Voting Leave
          Leave of Absence without Pay Leave of Absence without Pay Leave of Absence without Pay
          NYS PFL Intermittent NYS PFL Intermittent NYS PFL Intermittent
          NYS PFL Intermittent - FMLA NYS PFL Intermittent - FMLA NYS PFL Intermittent - FMLA
          Emergency Closing Emergency Closing Emergency Closing
          Emergency Closing Essential Day Emergency Closing Essential Day UGSOA Emergency Closing Essential Day
          Emergency Closing Essential Eventing Emergency Closing Essential Eventing UGSOA Emergency Closing Essential Eventing
          Emergency Closing Essential Night Emergency Closing Essential Night UGSOA Emergency Closing Essential Night
            FMLA Intermittent FMLA Intermittent
            Holiday (Not Worked) Holiday (Not Worked)
            Holiday Worked Hrs - Day Holiday Worked Hours
            Holiday Worked Hrs - Evening  
            Holiday Worked Hrs - Night  
            Inconvenience Pay  
            Inconvenience Overtime Pay 1x  
            IC Inconv Pay 1_5  
            Banked Time Earned Banked Time Earned
            Banked Time Taken Banked Time Taken
            On Call  
            Vacation Time Away Vacation Time Away
            Medical Time Away Medical Time Away
            Personal Time Away Personal Time Away
            Jury Duty Jury Duty
              FTO
  2. How do I record overtime?
    • There is no time type for overtime. Employees are asked to record hours worked. If the total worked hours for the week is more than 40 hours, the system will automatically calculate overtime based on Ithaca College policies.
       
  3. What happens if my supervisor is away from the office? Who approves my timecard?
    • The approval process follows the position hierarchy. In this case, your supervisor's supervisor would approve your timecard.
       
  4. Do I have to have an absence approved in advance of using it?
    • IC HR Cloud allow employees to submit absences either in advance of using it or when submitting the current timecard. Employees are encouraged to keep their supervisors informed of planned time away so team scheduled can be managed appropriately. 
       
  5. When I go to ExistingTimecards, it won't let me select the proper date range.
    • When you go to Existing Timecards, make sure the proper pay period is listed in the Date section before entering hours. If it is not the current pay period, click on the calendar and select the start date of the pay period in which you need to log hours. Once the correct pay period is confirmed, then start log hours in the Entries section by clicking the "Add" button to add the day and hours worked. 
       
  6. I submitted my timecard and it was approved, but now it says it is just saved?
    • This occurs when an employee opens a timecard that has already been approved and presses "save and close." This reverts the timecard back to a saved status. This means that the timecard will have to be re-submitted and re-approved in order to be included in the payroll processing and payment. 
       
  7. When I click on the Current Timecard app, the wrong 2-week period is listed. How do I change this?
    • When you go to Current Timecard page, the 2-week time period shown is the current pay period that you are on as of today. If you need to enter hours for the pay period prior or after the pay period, please click Cancel to return to the Time and Absence page and click on Existing Timecards icon. On this page, click Add to select the first day of the 2-week timecard period desired, then click Add again in the Entries section to enter days and hours worked. 
       
  8. How do I edit my timecard if it is already approved?
    • To edit an approved timecard, you need to click Existing Timecards icon. Click on the timecard link for the pay period that you wish to correct. Then click on the pencil to edit the worked hours reported or click Add to add hours for the missing day. Once complete, click on the submit button to re-submit your revised timecard for your manager's approval. 
    • For students - If you have multiple assignments, you have reported hours for one assignment and later found out that you did not report for the other assignments. Follow the same process above to add hours for the missing day(s), and make sure that you have selected the correct Job and Department in the Job-Department field. Once complete, click on the Submit button to re-submit your revised timecard for your manager's approval.  
       
  9. How do I edit my timecard if it is already approved and I already received pay?
    • Follow the same process as answer to Question 9 above. Once your revised timecard is re-submitted and re-approved, the missing/unpaid hours will be calculated retroactively and will be processed in the following pay period.
       
  10. Can I future date a timecard?
    • Yes. Click on Existing Timecards
    • Click the +Add button
    • Choose the first day of the 2-week timecard period
    • Begin adding hours
       
  11. I am a student receiving emails to submit my timecard, even though I am no longer working at IC.
    • This is most likely because your former supervisor had not ended your prior assignment in Parnassus.
       
  12. Is it possible to set up a favorite timecard?
    • Yes. Please follow these steps:
      • Click on the Time and Absence app
      • Click the tile ExistingTimecards
      • Click on the Star next to the timecard you would like to copy
      • Name the timecard. Example: My Regular Work Week
    • To use a favorite timecard:
      • Click on the Time and Absence app
      • Click the tile Exsisting Timecards
      • Click on the +Add button
      • Select the date
      • Click Actions and Select Copy Other Timecard
      • Choose which timecard you want to copy by selecting from the drop-down box. Example: Choose My Regular Work Week
      • Click Ok
      • Click Submit
         
  13. Why do I receive more than one email regarding a timecard needing to be approved?
    • The email notification is sent out to the supervisor of each student assignment. If the student has multiple assignments that are reported to the same supervisor, then that supervisor will receive more than one email. In this case, the supervisor will need to approve multiple times. If approving one email, but rejecting another, this will push the timecard in the rejected mode which will not be picked up for payroll processing. Approving the same timecard multiple times will not trigger multiple payments on the same timecard. 
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Details

Article ID: 732
Created
Fri 2/21/20 2:34 PM
Modified
Tue 4/4/23 10:51 AM