AUNE Paperless Payroll/Web Time Entry

Paperless Payroll
Web Time Entry
Payroll System Guides
and Checklists
Tips for Timecard
Entry and Review
Schedules
Direct Deposit and
Tax Information

Web Time Entry refers to an electronic, paperless payroll system for reporting, approving, and paying staff and work-study student employees of Antioch University.

It effectively improves accuracy, expedites payroll preparation, and reduces the amount of paper used in payroll function.

Best of all -- it can be accessed any time and from anywhere.

Beginning Monday, 18 March, all staff and work-study student employees will use an electronic timecard to record and report their hours for pay to their supervising faculty or administrative member. (Pen-and-paper timesheets will no longer be accepted.)

The paperless payroll system will function in the myAntioch environment, look for it in your account starting 18 March.

These guides and checklists support employees and administrative and faculty supervisors who use the paperless payroll system. Electronic timecards are accessed through your account at myAntioch -- any time and from anywhere.

Timecard entry and review demo: The Video (23 min, note in this video, the term “Web Adviser” refers to "myAntioch")

How do I SAVE the hours I enter each day?

First, know that the “save” function is called “submit” in the web time entry environment. It should be that when you go into WTE to enter hours, and then tap on “submit” -- WITHOUT checking the box for electronic signature -- you will get a confirmation screen that comes up with the total hours you have entered to date. You should be able to sign out and go back into WTE, and see all the hours you have“submitted”.

How do I SUBMIT my timecard to my supervisor?

When you are ready to “submit” your timecard to your supervisor, you will check the box for electronic signature, and then tap on SUBMIT.

How do I enter total hours worked each day?

The timecard system totals your hours worked based on the times in/out that you enter.

What is the INSERT LINE option that appears in the timecard?

Use the “insert line” option to add additional lines to the default set up, which provides two lines per day.

If I am sick and unable to access my timecard on the day it is due, what action should be taken?

First, let your supervisor know. Then your supervisor will contact the Human Resources Office for assistance.

If I am on VACATION or plan to be away from Campus before timecards are due to my supervisor, will it be possible to complete the timecard and submit it early? and, if so, when my supervisor receives notice that my timecard is prepped for review, can they review and approve ahead of schedule?

Yes, you can complete the second week and submit it to your supervisor. And yes, your supervisor can approve the timecard at that time or the supervisor can approve it during the normal timeframe.

Can my alternate timecard reviewer (proxy) view and access timecards at all times?

Yes, alternates can view the timecards at anytime, but they have to chose the drop down option that says they are approving the timecards on behalf of the supervisor -- as long as they don't submit them when they are just looking at the timecards.

If I work on a holiday because classes are in session in my department on a holiday Monday, how should record my time?

If you work on a holiday, record their time worked just like normal. Then when you take the holiday time off at a later date, put the hours in the other time hours and use the drop down menu to log it as Holiday.

Why would a former employee show up in my supervisor’s view?

Since an employee was formally employed, their time history will always show because the former employee still has records on the payroll system. That person should not appear in the supervisor approval area.

What if my timecard for approval is routed to the wrong supervisor?

Contact the HR office.

What is the difference between REVIEW and APPROVE in my supervisor’s view of timecards, and does it matter when I take either action?

To review a timesheet before it is ready for approval, check REVIEW and choose submit to view the employee’s timecard. Then tap on SUBMIT to finish review – DO NOT select REJECT or APPROVE until you have received the email notification that the timecard is ready for your approval.

If you inadvertently tap on APPROVE before you have received email notification, this would block the employee from completing their timecard. If this happens to you, then return to the timecard by checking both APPROVE and REVIEW and tapping SUBMIT. This pulls up timecard so that then you can REJECT, which sends the timecard back to the employee (opens access) to be completed. Remember to let your employee know what is your expectation or instruction by adding notes to the message box.

What corrective action should I take if I approve a timecard, and then we discover that the timecard needs to be revised?

Return to the timecard by checking both APPROVE and REVIEW and tapping SUBMIT. This pulls up timecard so that then you can REJECT, which sends the timecard back to the employee (opens access) to be completed. Remember to let your employee know what is your expectation or instruction by adding notes to the message box.

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