Biweekly Payroll Conversion

Reporting Time Worked and Leave

Currently, non-exempt employees record time worked and leave taken on a semi-monthly leave report. As of April 16, 2014, non-exempt employees will record hours worked and leave taken each day on a combined time sheet/leave report. Paychecks will reflect actual hours worked during the pay period including overtime and any leave (vacation, sick, and holiday) reported.

Steps to Report Time Worked & Leave

1) Accessing your time sheet in Bluelink– You will now see “Non-exempt employees click here for Time

Sheet” upon logging in to BlueLink. Click this link to view your time sheet/leave report.

Steps to Report Time Worked & Leave

2) Select the appropriate Pay Period and click on the Time Sheet button

Steps to Report Time Worked & Leave

3) Your combined time sheet/leave report for the current week will display. Click on the Clock Icon to use the automatic method to clock in and out for the start and end of your work day and for your lunch hour.

Steps to Report Time Worked & Leave

4) After you have clicked on the icon, your time sheet will open to show your clock in and out entries for the current day.

Steps to Report Time Worked & Leave

5) The system will automatically record your Clock Time In at the closest 15 minute interval to the System Time. You can use the 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 to click on the Save button. The date and time of the manual entry or change is also recorded. You are required to enter a brief comment explaining why you manually added or changed the time before you can save the changes.

Steps to Report Time Worked & Leave

6) Recording leave hours– Click Enter Hours on the appropriate date and

leave earnings line. Record a total of 8 hours of leave (sick, vacation, holiday) if you are absent for a regularly scheduled day of work. You must complete the appropriate Time In and Time Out entries to represent your absence.

Steps to Report Time Worked & Leave

7) Previewing your time sheet– Please preview your time sheet at the end of each week. You must have complete time

records and/or leave hours reported for each day you were scheduled to work for accurate pay.

– Pay close attention to the Time In and Out, Regular Earnings section and look for any missing clock in and out times (see example #2 on next slide). If you have overlooked an incomplete time record, the system will not allow you to submit your time sheet until the missing clock out time is added.

– Once you have determined the date that is incomplete, click on the Previous Menu button to return to your time sheet. If the date you need to correct is in the first week of the pay period, use the Previous Day button to maneuver back to the appropriate day.

– Make sure your total hours for each day are correct. If you are scheduled to work 8 hours and did not clock out and in for the lunch hour your time sheet will reflect 9 hours of work. To correct this, you must go to that day and manually add your lunch hour. Override the existing clock out time to reflect the time you left for lunch, then proceed to manually add your lunch clock in time and the clock out for the day. (Remember, you are required to enter a brief comment as to why the hours were changed or manually added).

Steps to Report Time Worked & Leave

8) Please pay close attention to any warning or error messages that appear on your time sheet. The next 2 slides show examples of incomplete time records.

Error Message #1In the header area, the warning message indicates that a clock out transaction is missing. The status text link in the Regular Earnings line will indicate which day of the period must be corrected.

Steps to Report Time Worked & Leave

Error Message #1

Steps to Report Time Worked & Leave

Error Message #2

Steps to Report Time Worked & Leave

9) Submitting your time sheet– Failure to submit your time sheet before the deadline will result in a

delay in receiving your paycheck. – The submission deadline will be 12:00pm (noon) on the Saturday

following the last Friday of the time sheet period.** The submission deadline is now consistent and will be easier to remember.

– On your last scheduled day to work during this period, please preview your time sheet. Make any necessary corrections. After you have clocked out at the end of your work day, submit your time sheet for approval.

– ** This information is displayed in the header section of your time sheet. It can also be found in the Employee Announcement section of the Employee Tab in BlueLink.

Questions

Biweekly Payroll Conversion Websitehttp://www.okcu.edu/hr/biweekly/

Trish Garcia, Payroll and Tax Compliance Manager (FAS), tgarcia@okcu.edu

Blythe Benson, Benefits and Compensation (HR), bbenson@okcu.edu

Cheryl Young, Payroll and Systems Coordinator (HR), lcyoung@okcu.edu