Frequently Asked Questions for WET
        (Web Entry of Time)

• How do I enter my time?
• How do I approve my staff's time?
• When are the time sheets due? What is the deadling for a time sheet to be submitted?
• What is the cycle for time sheets?
• How do I know it's time to fill in my time sheet?
• I missed the deadline; what do I do now?
• How do I record a holiday?
• I can't get into Web for Employees to record my time? What do I do?
• I'm in Web for Employees but I'm getting a message that there are no time sheets for me.
• I completed and submitted my time sheet and now I need to change it. What do I do?
• When I go to TIME HISTORY, I cannot see my current time sheet?
• The system is showing ESTIMATED LEAVE BALANCES which are not right.
• The ESTIMATED LEAVE BALANCE said I had 14 hours of vacation time left. Why was my paycheck docked for two days?
• I can view my individual records in TIME HISTORY. Can I see more than one at a time?
• How do I record summer hours on my time sheet?

Using Web Time Entry as an Employee

2. How do I approve my staff's time?

Using Web Time Entry as an Approver

3. When are time sheets due? What is the deadline for a time sheet?

Time sheets are normally due on the Monday after the pay period ends. Employees have until Monday at 5 p.m. to complete their time.

The deadline for Approvers is 5 p.m. on the Tuesday following the end of the pay period.

We strongly recommend that you not wait until the last minute to fill in a time sheet to avoid missing the deadline.

4. What is the cycle for time sheets?

Time periods open on Saturday and stay open for fourteen (14) days (including weekends).

Time sheets are generated on the night of the first Tuesday of the time period and are available for input immediately. You can certainly enter your time at the beginning of the time period if you know you're taking vacation or personal time. There is no need to wait until the last minute to enter time!

On the last Thursday in the pay period, a reminder is sent out by Human Resources to everyone (regardless of whether the time sheet is complete or not).

On the Monday of the NEXT time period, reminders go out to those individuals whose time sheets are not complete and submitted. At 5 p.m., those time sheets will become inaccessible to the employee. If you try to access your time sheet after the Monday 5 p.m. deadline, you will get the message "There are no time sheets available."

Approvers will receive a message on the Monday of the NEXT time period at noon if there are incomplete time sheets for their employees and/or if time sheets need to be approved. Approvers have until the following day (Tuesday) at 5 p. m. Note that all approvers for a given time location will receive one e-mail for each location for which they are an approver. Since most time locations have a minimum of 3 approvers, it is possible that one of them may do the approval after the e-mail is sent but before you get into the system.

Your department may have internal controls which require you to fill in your time sheet before the university deadline. Please adhere to all those requests.

For the processing schedule of time sheets, please see question 11: When I go into TIME HISTORY, I can't see my current time sheet, for an explanation of processing lag times.

5. How do I know it's time to fill in my time sheet?

You will receive an e-mail reminder on the final Thursday of the pay period. Should your time sheet remain incomplete on the following Monday(the Monday after the time period is closed), you will receive another e-mail reminder. Remember, you have until 5 p.m. on the Monday you receive that e-mail to complete and submit it.

Approvers will receive an e-mail on the Monday after the pay period has ended at noon if they have time sheets which are incomplete or which are not approved. The final deadline for completion of time sheets for approvers is 5 p.m. on Tuesday.

Again, it is strongly recommended not to wait until the last moment to fill in a time sheet. If you know you are using vacation or personal time, the time sheet can be filled out once it is available. See question 4: What is the cycle for time sheets?

6. I missed the deadline; what do I do now?

If the deadline is missed as an employee, your approver still has the ability to complete your time sheet for you. You should e-mail your time to your approver.

As an approver, if you miss the deadline, you need to send an e-mail to TimeKeeper@mail.montclair.edu.

Please make sure that ALL corrections and adjustments are received by the TimeKeeper by the close of business on Thursday. Corrections received after that time may not be reflected in the correct pay check.

7. How do I record a holiday?

If the holiday is one which is worked so that we can have the time between Christmas and New Year's off, it varies by union:

CWA members work Columbus Day, Veteran's Day, and Election day in order to earn enough comp time to cover the Christmas through New Year's break. CWA members earn comp time at 1.5 hours earned for each hour worked.

    For Columbus Day and Election Day, CWA members need to enter COMP TIME ACCRUED by using a pull-down menu. For those who work the entire day, please enter 7.5 hours worked, not the hours accrued (since the system will do the calculations for you). For Veteran's Day 7.35 hours of comp accrued must be entered for an entire day worked.

    For purposes of meal breaks, on Columbus Day and Election Day, one-half meal break is to be taken. On Veterin Day, a 40 minute meal break is to be taken. If you take a sick day or a vacation day during those holidays where additional comp time would have been earned for working the holiday and, as a result, you don't have sufficient comp time to cover the four days between Christmas and New Year's, you will be required to use vacation time to cover the difference during the holiday break.

    For the time sheet(s) covering the break between Christmas and New Year's, CWA members indicate COMP TIME TAKEN for the four days which are not covered by the contract. This will total 28 hours of comp time taken (7 hours a day for 4 days).

AFT members need to work the three holidays (Columbus Day, Veteran's Day, and Election Day) plus EITHER President's Day or Lincoln's Birthday in February of the following year.  Payroll suggests that you use the COMMENTS box of your time sheet to indicate that you worked those holidays as they come up.

    Should an AFT member need to take a sick or vacation day during one of those holidays, the sick or vacation day should be listed when it is taken. The holiday will be considered applied at  the time the school is closed between Christmas and New Year's.

    For the timesheet which spans Christmas to New Year's, AFT members should indicate in the COMMENTS section which holidays they worked. If there is a discrepancy of time, they should check with TimeKeeper@mail.montclair.edu for more information.

Managers are required to work all five of the holidays mentioned. The recording of these holidays, as well as sick or vacation time during the holidays, is done exactly like that of AFTmembers.

    For all other holidays, nothing need be noted in the system.

8. I cannot get into Web for Employees to record my time.

At this time, the entry into Web for Employees requires your Social Security Number and your PIN. You must also create a one time PIN question and answer. If you've forgotten your PIN, you must click on Forgot My PIN on the bottom left hand corner of the screen. Clicking on the Forgot my PIN button will bring up your PIN question which you must answer correctly. If you answer it correctly, you will be required to put in a new PIN and will then be permitted to log in again. After three unsuccessful attempts to answer your PIN question, you will be blocked from the Web for Employees system. Please e-mail: PinReset@mail.montclair.edu for assistance.

If Web for Employees is not available (due to system processing by Information Technology), a message will be displayed. Please wait a while and then try to enter the system.

9. I am in Web for Employees but I am getting the message that there are no time sheets for me.

One of several things could have happened:

a. If you missed the deadline, please see Question 5: I missed the deadline; what do I do now?

b. If there is no time sheet available (and the Web for Employees system is up and running) and you are a new employee, it is possible your assignment was not activated when time sheets were produced. If that's the case, you'll need to have your supervisor e-mail  TimeKeeper@mail.montclair.edu with your time. As long as your assignment was put through, a time sheet will appear in the next cycle.

10. I completed and submitted my time sheet and now I need to change it.

No problem! As long as your time sheet is not approved, you can go back and make as many changes as you like. Be sure to complete and submit your time sheet to update the information. However, once the time sheet is approved, your supervisor will need to contact TimeKeeper@mail.montclair.edu to make any changes or corrections.

11. When I go into TIME HISTORY, I cannot see my current time sheet.

This is normal. The product we are using does not display time until after it has been processed by the system. For example, time input for payroll 12 is not processed until payroll 13 is completed. That creates a lag time of two weeks-while the time sheet is being filled out-plus an additional two weeks until the time sheet processes.

12. The system is showing ESTIMATED LEAVE BALANCES which are not right.

Estimated leave balances are pulled at the time the time sheet is produced. Entering time on the time sheet does not change those balances; they are "set" at the time the time sheets are created.

If Payroll makes corrections to your leave balances, the estimated balances on the current time sheet will not change. If you enter time used or accrued on your time sheet, the estimated balances will not change.

Since the processing cycle also affects leave balances, please see also question 11, When I go into TIME HISTORY, I can't see my current time sheet, for an explanation of the processing cycle.

The most accurate (but still not completely up to date due to processing lag) leave balances are displayed under EMPLOYMENT.

13. The ESTIMATED LEAVE BALANCE said I had 14 hours of vacation time left. Why was my paycheck docked for two days?

Please see question 12, The system is showing ESTIMATED LEAVE BALANCES which are not right.

The system keeps control over the amount of time available and the amount of time used. If you go over your allotment of vacation time, for example, the system will go into "docking," and not pay you for those days. Overuse of sick, vacation, personal, or comp time will result in docking.

If there are questions about docking of your pay, please contact TimeKeeper@mail.montclair.edu for more information.

14. I can view my individual records in TIME HISTORY. Can I see more than one at a time?

Human Resources is e-mailing quarterly reports to all employees who use WET to record their time. This convenient grid enables you to see three months at a time. Time not entered and corrections sent to TimeKeeper after the appropriate payroll has processed will not be reflected in the grid.

15. How do I record summer hours on my time sheet?

During the summer months, those who normally work a 7-hour day 5 days a week work an 8.75-hour day for 4 days in the week. We work from 8:00 a.m. to 5:15 p.m.

Use 8.75 as a full day. Using 8.75 will cause a warning message to appear when you complete and submit a time sheet; however, you should ignore the warning since summer hours are a special case.

On those summer weeks with holidays in them (such as July 4), we return to regular hours, 8:30 a.m. to 4:30 p.m.