FAQs for Web Entry for Time (WET)



1. How do I enter my time?

Using Web Time Entry as an Employee

2. How do I approve my staff's time?

Using Web Time Entry as an Approver

3. What are the timehseet deadlines?

Employee timesheets are normally due by 5:00 p.m. on the Monday after the pay period ends.

The deadline for Approvers is 5:00 p.m. on the Tuesday following the end of the pay period.

We strongly recommend that you fill in a timesheet in plenty of time to avoid missing the deadline.

4. What is the cycle for time sheets?

Time periods open on Saturday and stay open for 14 days, including weekends.

Timesheets are generated on the night of the first Tuesday of the time period and are available for input immediately. You may 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, Human Resources sends out a reminder 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 timesheets have not been completed or submitted.

Please note that those timesheets will become inaccessible to the employee at 5:00 p.m. If you try to access your time sheet after the Monday 5:00 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 timesheets for their employees and/or if timesheets need to be approved. Approvers have until the following day (Tuesday) at 5:00 p.m. Note that all approvers for a given time location will receive one email for each location for which they are approvers. Since most time locations have a minimum of three approvers, it is possible that one of them may do the approval after the email is sent but before you get into the system.

Your department may have internal controls that require you to fill in your timesheet before the University deadline. Please follow your department’s requirements.

5. How do I know when to fill in my timesheet?

You will receive an email 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 closes), you will receive another email reminder. Remember, you have until 5:00 p.m. on the Monday you receive that email to complete and submit it.

Approvers will receive an email on the Monday after the pay period has ended at noon if they have incomplete or unapproved timesheets. The final deadline for completion of timesheets for approvers is 5:00 p.m. on Tuesday.

We strongly recommend that you 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 as soon as it is available. 

6. I missed the deadline. What do I do now?

If you are an employee who has missed a deadline, your approver still has the ability to complete your timesheet for you. You should email your time to your approver.

If you are an approver who has missed the deadline, you must send an email to TimeKeeper@mail.montclair.edu for faculty and staff or Lopeztr@mail.montclair.edu for students.

Please make sure that the Time Keeper receives ALL corrections and adjustments by the close of business on Thursday. Corrections received after that time may not be reflected in the paycheck.

7. How do I record a holiday?

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

For CWA

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 accrue 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. Those who work the entire day, should enter 7 hours worked, not the hours accrued (since the system will do the calculations for you). For Veteran's Day, 7 hours of comp accrued must be entered for an entire day worked.

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

To cover the five affected work days for calendar years 2007 and 2008; and the four affected work days for calendar years 2009 and 2010, each AFT unit professional staff employee and librarian shall work at least any three of the following holidays: Columbus Day, Election Day, Veterans Day, Lincoln's Birthday, President's Day

To cover the two additional days in 2007 and 2008, and one additional day in 2009 and 2010, that the University is closed, unit members covered by this agreement may exercise any of the rights they currently have under the Statewide Agreement, including working a fourth or fifth holiday as needed or applying earned compensatory time approved in advance of it being worked. Payroll suggests that you use the COMMENTS box of your time sheet to indicate that you worked those holidays as they come up. 

For AFT

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 covering 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.

For Managers

Managers are required to work all five of the holidays mentioned. They should follow AFT recording guidelines for these holidays, as well as sick or vacation time during the holidays.

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

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

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. This will bring up your PIN question, which you must answer correctly. Once you answer it correctly, you will be asked 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. For help, please email PinReset@mail.montclair.edu.

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

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

One of two 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 timesheet 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 timesheets were produced. If that's the case, please ask your supervisor to email TimeKeeper@mail.montclair.edu  with your time. As long as your assignment was put through, a timesheet will appear in the next cycle.

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

No problem! As long as your time sheet has not been approved, you can go back and make as many changes as you like. Be sure to complete and submit your timesheet to update the information. However, once your timesheet 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 timesheet.

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 during which time your timesheet is being filled out, plus an additional two weeks until the timesheet fully processes.

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

Estimated leave balances are pulled at the time the timesheet is produced. Entering time on the timesheet does not change those balances; they are "set" at the time the timesheets 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 emails quarterly reports to all employees who use WET to record their time. This convenient grid shows you three months at a time. Time not entered and corrections sent to Time Keeper 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, five days a week, work an 8.75-hour day for four days in the week. We work from 8:00 a.m. to 5:15 p.m.

Use 8.75 as a full day. Ignore the warning message that appears when you complete and submit a time sheet using 8.75 as a full day 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.