Web Time Entry

Web Time Entry (WTE) is an online time sheet used to report hours worked and leave taken by hourly employees. Time sheets must be submitted by the Monday following the pay period end date at noon. (unless otherwise directed by Human Resources).

Web Time Entry email image

Supervisors need to approve their employee’s time sheets by noon on the Tuesday following the pay period end date, if the time sheet was rejected then please have it submitted by 5 p.m. the same day.

Supervisors will receive an email that “Employee Name has completed the time entry task – Please review the time entry to verify that it is correct”.

Need Help? Click on the link below for instructions

Regular Hour Employee Time Entry
Variable Hour Employee Time Entry
Student Employee Time Entry
Review Time Entry
Approve Time Entry
 

Still need help? Give us a call at (269) 965-4148

Regular Time Employee

Employees that have a set scheduled work week that the times do not alter other than leave (vacation/sick…)times.

Regular Employee Web Time Entry Instructions

Step 1. Enter your time by logging into the Bruin Portal, clicking on the Employment icon, Employee and finally Time entry.

Employment, employee, time entry image

Step 2. Choose the correct pay period – place a check in the box next to the Pay Period Start Date and click Submit button.

Choose pay period and click submit image

Step 3. Verifying and Entering Time – your time as a full time regular hourly employee will be pre-populated.

If you worked your regular schedule you may skip to B.)  and see options below for the different Leave times.

If you have any questions about what leave time to take, please contact HR at (269) 965-4127.

  1. Subtract the leave hours from your Hours Worked and enter the actual hours work for that day.
  2. Vacation and Sick Hours – enter hours taken for this leave type in the designated column. If you have worked part of the day and taken the leave time off during the day, please make sure your hours equal a full day of time (i.e. Hours worked = 5, Vacation Leave Hours = 3 totaling 8 hours).
  3. Other Time Types of leave and work time.
  4. A.) If you have leave other than sick or annual (vacation), enter your leave time in the Other Time Hours column. Select the type of leave you are using from the Other Time Types drop-down box. Utilize this for Holidays, Jury Duty…

    B.) Shortened work days – select Administrative leave. From the Other Time Types drop-down box and enter the number of hours your day has been shortened in the Other Time Hours column. Then enter the hours that have been removed from your regular work schedule (for example: Full time employees would enter 4 hours in the Other Time Types column next to Friday and change their Hours Worked to 4).

    C.) Holidays – enter in the total hours you were scheduled for the Holiday in the Other Time Hours column and select Holiday in the Other Time Types drop-down box. Change your Hours Worked to 0.

    D.) Compensatory time – select Comp Time Earned from the Other Time Types drop-down box and enter your hours worked in the Other Time Hours column. When using Comp time earned, enter time taken in Other time Hour’s column, and select Compensatory time-Used from Other Time Types drop down box.

    E.) Straight time – If you are a part-time employee and are working additional hours, but still under 40 hours for the week: select Straight Time from Other Time Types drop down box and enter your additional hours worked in the Other Time Hours column.

Regular employee time entry image

Step 4. Submit your time – Check the to electronically sign your time card, stating that it is accurate and ready for approval. There is an option to leave comments for your supervisor. Once you hit submit your supervisor will be notified via email.

Choose pay period and click submit image

Note: When you click the submit button you will see an Error: You have already electronically signed all time entries.

Error message image

Time Sheets must be submitted by the Monday following the pay period end date at noon.

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Variable Time Entry

Employees that will work different hours on different days of the week.

Variable Hour Employee Web Time Entry Instructions

Step 1. Enter your time by logging into the Bruin Portal, clicking on the Employment icon, Employee and finally Time entry.

Employment, employee, time entry image

Step 2. Choose the correct pay period – place a check in the box next to the Pay Period Start Date and click Submit button.

Choose pay period and click submit image

Step 3. Verifying and Entering Time – your time as a full time regular hourly employee will be pre-populated.

If you worked your regular schedule you may skip to Step 4-B or see options below for the different Leave times.

If you have any questions about what leave time to take, please contact HR at (269) 965-4127.

  1. Subtract the leave hours from your Hours Worked and enter the actual hours work for that day.
  2. Vacation and Sick Hours – enter hours taken for this leave type in the designated column. If you have worked part of the day and taken the leave time off during the day, please make sure your hours equal a full day of time (i.e. Hours worked = 5, Vacation Leave Hours = 3 totaling 8 hours).
  3. Other Time Types of leave and work time.
  4. A.) If you have leave other than sick or annual (vacation), enter your leave time in the Other Time Hours column. Select the type of leave you are using from the Other Time Types drop-down box. Utilize this for Holidays, Jury Duty…

    B.) Shortened work days – select Administrative leave. From the Other Time Types drop-down box and enter the number of hours your day has been shortened in the Other Time Hours column. Then enter the hours that have been removed from your regular work schedule (for example: Full time employees would enter 4 hours in the Other Time Types column next to Friday and change their Hours Worked to 4).

    C.) Holidays – enter in the total hours you were scheduled for the Holiday in the Other Time Hours column and select Holiday in the Other Time Types drop-down box. Change your Hours Worked to 0.

    D.) Compensatory time – select Comp Time Earned from the Other Time Types drop-down box and enter your hours worked in the Other Time Hours column. When using Comp time earned, enter time taken in Other time Hour’s column, and select Compensatory time-Used from Other Time Types drop down box.

    E.) Straight time – If you are a part-time employee and are working additional hours, but still under 40 hours for the week: select Straight Time from Other Time Types drop down box and enter your additional hours worked in the Other Time Hours column.

Regular employee time entry image

Step 4. Submit your time – Check the to electronically sign your time card, stating that it is accurate and ready for approval. There is an option to leave comments for your supervisor. Once you hit submit your supervisor will be notified via email.

Choose pay period and click submit image

Note: When you click the submit button you will see an Error: You have already electronically signed all time entries.

Error message image

Time Sheets must be submitted by the Monday following the pay period end date at noon.

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Student Time Entry

Student workers Time Entry Instructions

Step 1. Enter your time by logging into the Bruin Portal, clicking on the Employment icon, Employee and finally Time entry.

Employment, employee, time entry image

Step 2. Choose the correct pay period – place a check in the box next to the Pay Period Start Date and click Submit button.

Choose pay period and click submit image

Step 3. Verifying and Entering Time – Enter the hours with an AM / PM (no spaces between numbers and AM or PM).

Please round your time to the nearest 15 minute increment.
How to enter Hours
Time is in by the 1/4 hour

    • 1 hour 45 minutes = 1.75
    • 2 hours 30 minutes = 2.5
    • 3 hours 15 minutes = 3.25
    • 4 hours 0 minutes = 4

If you worked more than 5 hours, please make sure to enter at least two lines showing 30-minutes of unpaid break period.

If you need more than two lines for one day, put a check in the box for “Insert Line” at the far right. When you click on Submit it will appear when the page refreshes.

Regular employee time entry image

Step 4. Submit your time – Check the to electronically sign your time card, stating that it is accurate and ready for approval. There is an option to leave comments for your supervisor. Once you hit submit your supervisor will be notified via email.

Choose pay period and click submit image

Note: When you click the submit button you will see an Error: You have already electronically signed all time entries.

Error message image

Time Sheets must be submitted by the Monday following the pay period end date at noon.

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Review

Supervisors Review Time Entry Instructions

Step 1. Review employees’ time by logging into the Bruin Portal, clicking on the Employment icon, Employee and finally Time Approval.

Employment employee time approval image

Step 2. Place a check in the box under Review Entry and then click on the Submit button.

Review entry image

Step 3. After Reviewing the time, if you do not want to approve or deny the time yet, simply leave the option blank, and click the Submit button at the bottom of the page. This will not submit the time, and will only be seen as a review.

Review time and approval button image

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Approve

Supervisors Approval Web Time Entry Instructions

Step 1. Review employees’ time by logging into the Bruin Portal, clicking on the Employment icon, Employee and finally Time Approval.

You will receive and email with a link, that you can click on and proceed to Step 3.

Employment employee time approval image

Or

Email for time entry image

Step 2. Place a check in the box under Review Entry and then click on the Submit button. Even though you are wanting to Approve the Time Entry, you will still want to Review it.

Review entry image

Step 3. After Reviewing the time, if you do not want to approve or deny the time yet, simply leave the option blank, and click the Submit button at the bottom of the page. This will not submit the time, and will only be seen as a review.

  • Approve the time sheet. This forwards the time sheet to payroll for payment. The checked box on the summary page will now appear under the “Approve” column. This time sheet information/hours can only be modified in Human Resources at this point.
  • Reject the time sheet. If you choose to reject the time sheet for any cause, please enter the reason or direction you wish the employee to complete under “Supervisor Comments”. This sends the notice, an email, and the time sheet back to the employee. They are then able to make revisions and re-submit the time sheet back to the Supervisor. Supervisors are NOT allowed to modify the time sheet.

Employee has electronically signed the time entry as complete – The section underneath the hours indicates if the employee has electronically signed their time sheet. The system DOES allow the Supervisor to submit the time sheet without electronic signature, however, we greatly encourage you to have your Employee electronically sign it first.

Review time and approval button image

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