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Kansas State University

Division of Human Resources
Kansas State University
103 Edwards Hall
Manhattan, KS 66506-4801
785-532-6277
785-532-6095 (fax)
8 a.m. - 5 p.m. (CST)
Contact HR

Related Links

Instructions as PDF
Related Policies:
Help Desk

IT Help Desk at (785) 532-7722 or helpdesk@ksu.edu

eTime Details

On-Line Entry Timelines

On-line entry will be limited to one pay period at a time to avoid confusion. The first Monday of each pay period the eTime Document (on-line entry page) for the prior pay period will close at 5:00 p.m. and the eTime Document for the current pay period will open at 5:01 p.m.

Pay Periods/Pay Dates: http://www.k-state.edu/hr/paydates.html

Employee Self Service and Manager Self Service Pages Open/Close

Pay Period: 6/10/12 - 6/23/12
Time Entry Page Opens: Monday, 6/11/12, 5:01 p.m.
Time Entry Page Closes: Monday, 6/25/12, 5:00 p.m.

Pay Period: 6/24/12 - 7/7/12
Time Entry Page Opens: Monday, 6/25/12, 5:01 p.m.
Time Entry Page Closes: Monday, 7/9/12, 5:00 p.m.

Pay Period: 8/5/12 - 8/18/12
Time Entry Page Opens: Monday, 8/6/12, 5:01 p.m.
Time Entry Page Closes: Monday, 8/20/12, 5:00 p.m.

eTime Entry Page

eTime Entry page via Employee Self Service/HRIS replaces the hard copy time document and allows hours worked to be recorded on-line each day, week, or pay period. After recording hours worked, select the Save for Later or Submit for Approval button.

Save for Later: Saves the recorded hours and allows user further access to add and/or update hours. This button does not forward hours to supervisor/approver for approval.

Submit for Approval: This button saves the hours recorded and forwards hours for approval. Once Submit for Approval has been selected, hours cannot be changed within this page.

After Submit for Approval has been selected, the supervisor and the employee will be notified via e-mail from HRIS. The supervisor is responsible for approving or rejecting the recorded hours.

Approved Hours

Approved hours will be forwarded to payroll for processing and the employee and supervisor will be notified via e-mail from HRIS.

Rejected Hours

Rejected hours will reactivate the employee.s eTime Document for correction and the employee and supervisor will be notified via e-mail from HRIS. The employee is responsible for making the adjustment quickly and resubmitting for approval prior to the deadline for a timely paycheck.

Late Time Entries/Policy

Those who miss the deadline for entering hours for the current pay period will need to contact their supervisor and/or department personnel specialist for instructions.

Multiple Positions

For those who have multiple positions, a page with all available positions will appear. Select the appropriate position and record hours. If multiple positions should be present and only one position appears, please contact your supervisor or department personnel specialist for instructions.

Recording Time Worked

Earn types are used to designate the type of hours recorded. Earn Type, Regular Hours, will automatically display on the page. Earn Type, Overtime Hours, may be added when appropriate.

Regular Hours: Used to record the first 40 hours worked each week.

Recording hours worked in quarter hour increments.
Minutes WorkedHours Recorded
0-07 .00
08-22 .25
23-37 .50
38-52 .75
53-67 1.00

Examples:
If you work 4 hours plus 5 minutes ... record 4.00.
If you work 4 hours plus 20 minutes ... record 4.25.
If you work 4 hours plus 27 minutes ... record 4.50.
If you work 4 hours plus 45 minutes ... record 4.75.

Overtime Hours: Used to record any hours worked that exceed 40 hours for the work week. Always secure prior approval from your supervisor before working any hours that exceed 40 hours for the week. To add a row for overtime hours, select the " + " button on the right side of the page.

Overtime compensation is 1.5 times hourly wage for all hours over 40.

Resources

K-State Policies and Procedures:
Chapter 4220, Hours of Work, Overtime and Compensatory Time
Chapter 4720, Hourly Student Employees
Hourly Student Employee Orientation: (pdf)

View Other Pay Period

Previous pay periods may be viewed by accessing the drop down edit box at the top of the page.

view other pay period drop-down 
box

Error Messages:

Edits have been built-in to prevent errors. The following messages appear when

  • FLSA rules not followed.
    • Message: Regular hours not over 40. You may not add overtime hours prior to being in work status over 40 hours.
    • Message: Hours entered over 40. To record any hours worked greater than 40 within the work week, add a row ( + ) and select Overtime Hours.
  • greater than 24 hours/day or quarter hour increments are not recorded.
    • Message: Time must be entered in quarter hour increments between 0 - 24.
  • employee's department is not participating in electronic time entry process.
    • Message: Your department is not participating in eTime Entry Process in Employee Self Service at this time. If you have questions, please contact your departmental personnel specialist. Thank You
Questions:

Please contact your supervisor and/or department personnel specialist if you have questions regarding this process.

Go to K-State Employee Self Service