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View Employee’s Timesheet

  1. Click the Manager Self Service link.
  2. Click the Time Management link.
  3. Click the Report Time link.
  4. Click the Timesheet link to see the actual timesheet as it is/has been completed by the employee.
    Reminder: Employees are to enter their time into their individual timesheet. The employee must select Submit in order for the HRMS to calculate the employee’s payable time.
    Note: Supervisors are encouraged to view their employee(s’) timesheets once a day or at an absolute minimum every other day to ensure their employee(s) are entering their time worked on a daily basis.
  5. This page allows you to make a selection for the employees who are assigned to you. Enter the appropriate Dynamic Group ID number.
    You can click on the Get Employees button and see all employees assigned to your work unit. However, entering a single EMPLID will only show you one employee as it is a unique number, but not ALL employees that are assigned to you.
  6. Enter the desired information into the Default Date field.
  7. Click the Get Employees button.
  8. Click and select an employee. 
  9. Note: The View By field allows you to view the employee’s timesheet by Time Period, Week or Day. Click the drop down arrow for View By and select Time Period. The HRMS system will automatically take you to the current pay period. You should always view the employee(s') timesheet by the full pay period. For P-3 the work week is Monday-Friday. For P-14s Friday to Thursday.
  10. If you wish to see a different Time Period, enter the begin date of the time period and press the Refresh button. Now you will see the entire 14-day pay period of the selected time period.
  11. Or, by selecting Previous Time Period and Next Time Period you can view previous or future timesheets of the employee.
    Note: Employees have the ability to revise their current timesheet up to the end of the applicable pay period. For example, for the pay period March 25 - April 9, 2012, an employee submits a timesheet on Friday, March 30. The employee can revise the March 30 timesheet up to the close of the business day on April 9.
  12. Your results will show the day and the date. It will also show the Status column which indicates if the employee Saved their time or if they Submitted their time.
    Remember: As indicated in Step 4 above, the employee must Submit their time at the end of every work day.
  13. Your results will also show the time entries inserted by the employee, the total number of hours worked, and the Time Reporting Code (TRC).
    NOTE: All time worked should be recorded as REG – Regular Time, or as a Holiday, when directed by NOVA Human Resources. Use of any other time reporting codes can only be used with approval from NOVA Human Resources. Managers/supervisors must check employee timesheets to ensure the proper time reporting codes are used.
  14. NEW in 9.0 Your results will show absence requests submitted by the employee directly on the timesheet. In the Status column, it will also show approveddenied or sent back for rework. In order to take action on the employee(s') absence request you will need to continue the usual process of using Absence Management.
  15. NEW in 9.0 Three corrective action scenarios to make note of:
    1. Question: Can the manager take action on absence management requests directly from the timesheet? Answer: No, the information on the timesheet is view only, but it will be extremely helpful to employees and managers in making sure the bi-weekly timesheet is accurate and complete without having to Open a New Window and view Absence Management History on a different screen in HRMS.
    2. An employee incorrectly submitted an absence management request and/or you inadvertently approved this request. Question: How can the approved leave request be removed from the timesheet?
      Answer: An approved leave request can only be deleted by Human Resources; please contact Employee Services.
    3. You deny an employee’s absence management request. Question: Does the absence request continue to show on the employee’s timesheet?
      Answer: Yes, until the employee goes to their Absence Request History and Cancels the request. After the employee completes the cancellation, they must return to Absence Management and resubmit the action returned by the supervisor or complete a new/correct Absence Management Request.
  16. Next to a particular work day, you may see the Exception icon, this symbol indicates that the employee’s time entry for that particular work day do not match their predefined work schedule in the HRMS.
    To view the exact reason for the exception, supervisors/managers must review their exceptions report in HRMS. Instructions on how to review and resolve exceptions are provided in this toolkit on page 10. Reviewing and resolving exceptions is an important part of managing your employee(s’) work time and department overtime costs. They must be handled daily or, at an absolute minimum, every other day. All exceptions must be resolved at the end of the pay period in order for the supervisor/manager to approve payable time for the employee.
  17. Employees may enter comments regarding their work activities for a particular day, click on the Comment icon (if it contains blue dots) to view the employee comments. These comments may be helpful in providing useful information to the supervisor regarding the time entries entered on the timesheet.
    Note: Employees have been asked to use complete sentences when making comments and they have been advised that these comments will remain as part of the official timesheet record in the HRMS.
  18. As a reminder, click the Scroll Bar to scroll down and view the entire Web page of the timesheet in order to see additional features of HRMS 9.0.
  19. NEW in HRMS 9.0: Near the bottom of the Web page of the timesheet you will see the following:
    • Absence Event (click to view)
      Employee and supervisor can view all of the specific absence request actions for the pay period.
    • Reported Hours Summary (click to view)
      Clicking this link will allow the employee and supervisor to see the weekly summary of the employee’s work hours. The chart below will assist the employee and manager in adjusting the work schedules needed to minimize or eliminate potential overtime. Also, upon viewing the weekly summary, it may be determined that the employee has not worked the required 40 hours during the week. If a negative number exists, then the employee may have missed entering actual time worked or may need to submit an absence management request to cover the negative work hours.
      Category Total WEEK 1 From 3/2 – 3/8 WEEK 2 From 3/9 – 3/15
      Total Reported Hours 78.00 38.00 40.00
      Total Scheduled Hours 78.00 38.00 40.00
      No category Displayed 80.00 40.00 40.00
      Schedule Deviation -2.00 -2.00
    • Balances (click to view)
      The employee and the supervisor can use this link to view the employee’s most current leave balances.
  20. After reviewing the employee’s timesheet you can return to:
    Manager Self Service
    Time Management
    Return to Select (a different) Employee
    Note: Be very careful NOT to make any changes to an employee’s timesheet. If changes are required, then the supervisor/manager must contact the employee to have the employee make the appropriate changes. Federal and State law prohibits supervisors and managers from making changes to an employee’s timesheet.
    If the employee is incapacitated and unable to complete his/her timesheet, contact Employee Services for assistance.

NOVA Classified Handbook provides guidance regarding the supervisor’s responsibility for managing such issues as: work schedules; time worked; tardiness and attendance; appropriate use of breaks; obtaining approval for use of overtime; adjusting employee work schedules; telecommuting, the appropriate use of the Commonwealth’s leave policies, (see chapters 6 and 7). Therefore, viewing the HRMS timesheet every day, or at a minimum every other day is an important step for supervisors and managers.

Based on the above, NOVA Supervisors and Managers are reminded of the following:

  • Review Classified non-exempt employee and Wage/Hourly employee timesheets on a daily basis in order to manage the employee’s time worked and to avoid unauthorized overtime.
  • Require your respective employees to enter time worked on timesheets in HRMS on a daily basis. This is the only way you will be able to view the employee’s payable time worked and make the necessary management decisions to adjust the employee’s work hours.
  • In accordance with federal and state law, overtime is accrued after 40 hours of work per week (Sunday to Saturday).
  • Best Practice: Carve out a specific time of day to perform management tasks related to HRMS (i.e., reviewing employee payable time worked, a.k.a. timesheets). Make specific notes of issues to address with individual employees and address those issues with the identified employees before the end of the work day.
  • Note: If you see something on the employee’s timesheet or on the Reported Hours Summary Report that you do not understand, contact Employee Services for a response to your questions.
  • Ignorance of the law is no defense; it is YOUR responsibility as a manager to know the rules of time and labor.