Recording Hours and Exception Time

 

  • Click here to see a video with these instructions.

    • Log into the ADP portal at https://portal.adp.com.
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance.
    • Click on Welcome.
    • Click on the Here link at All other employees.
    • Click on My Timecard.
    • This will open up the time record for the current pay period.
    • On the row with the Pay Code of ‘Hours Worked,’ enter the hours worked for each workday in the corresponding cell.
    • To enter another Pay Code, click on the red button with the plus (+) sign and an arrow to create a new row for your exception time (vacation, sick, etc.) data.
    • In the new row, click on the cell containing the Pay Code and change the Pay Code to reflect the situation (vacation, sick, etc.).
    • Fill out the row with appropriate number of hours.
    • Once the time record is completed, click the red Save button.
    • Next, click on Approvals.
    • Click Approve.
    • Completing these steps indicates to your supervisor that your time is ready for their approval.
    • Log into the ADP portal at https://portal.adp.com.
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance.
    • Click on Welcome.
    • Click on the Here link at All other employees.
    • When the Time Stamp screen appears, click on the button labeled Record Time Stamp.
    • You will receive a message that states ‘ Time Recorded hh:mm.’
    • Click OK.
    • You have now recorded your ‘In’ Time for your shift.
    • Repeat the steps to record your ‘Out’ time at the end of your shift.
  • Click here if you would like to see an an instructional video with these steps.

    • Log into the ADP portal at https://portal.adp.com.
    • Click on User Login. 
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance.
    • Click on Welcome.
    • Click on Managers/Approvers. This will take you into eTIME through JAVA and opens your home page.
    • If your home page does NOT open within 2 minutes, there is a JAVA error. Please contact University Information Technology Services (UITS) at (470) 578-6999. Tell them you are experiencing a JAVA error when accessing ADP eTIME.
    • If your Home Page opens for eTIME opens, click on My Timecard. This will open up the time record for the current pay period. 
    • Please note: instructional hours are populated by schedules (bottom right of time record).
    • Hours from schedules are set up by Payroll Services derived from a formula created by Academic Affairs utilizing contact hours.
    • The hours do not represent the time actually spent in the classroom.
    • To add Non-Instructional hours, click on the red button with the plus (+) sign and an arrow to create a new row.
    • In the new row, click on the drop down for Pay Code, and select ACA Regular.
    • Tab to the field under the appropriate date.
    • Key in the Non-Instructional hours. Time should be recorded in a hh:mm format.
    • Once hours are keyed, right click in the same field as hours.
    • This will open an action box, click on Add Comment.
    • A comment table will open. Select Non-Instructional Assignment.
    • Click OK.
    • Once the time record is completed, click the red Save button.
    • Next, click on Approvals.
    • Click Approve.
    • Completing these steps indicates to your supervisor that your time is ready for their approval.
    • Log into the ADP portal at https://portal.adp.com.
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance.
    • Click on Welcome.
    • Click on the Here link at All other employees.
    • Click on My Timecard.
    • As a monthly employee, you will only need to enter exceptions to the normal work week (vacation, sick, etc.).
    • To enter exception time, click on the Pay Code and select the appropriate pay code (vacation, sick, etc).
    • After you have the correct pay code, click on the field under the appropriate day, and input the number of hours (hh:mm).
    • To enter multiple exceptions in one week, click on the red button with the plus (+) sign and an arrow to create a new row for your exceptional (vacation, sick, etc.) data. Then, add your new pay code hours.
    • Once the time record is completed, click the red Save button.
    • Click on Approvals.
    • Click Approve.
    • Completing these steps indicates to your supervisor that your time is ready for their approval.
  • Click here if you would like to see an a video with these instructions.

    Click here to see answers to Frequently Asked Questions.

    • Log into the ADP portal at https://portal.adp.com
    • Click on User Login. 
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance.
    • Click on Welcome.
    • Click on the Here link at All other employees.
    • Click on My Timecard.
    • You will need to record all hours worked, including time worked in and out of the classroom. You will record these hours as ACA Regular.
    • To add hours, click on the red button with the plus (+) sign and an arrow to create a new row.
    • In the new row, click on the drop down for Pay Code, and select ACA Regular.
    • Tab to the field under the appropriate date.
    • Key in hours. Time should be recorded in a hh:mm format. Tab to move to the next field.
    • When you are done entering time, click the red Save button.
    • You do not have to wait until the end of the month to enter time. You can enter the timecard and revise time until Payroll Services begins processing time, usually about the 20th of the month. Please visit our Calendars link for deadlines, including early dates near holidays.
    • When you are done with hours for the entire month, click on the red Approval button. This will close your timecard for the month and send an email to your approver that you are done with entering time. 
    • Log into the ADP portal at https://portal.adp.com
    • At the Welcome screen, hover your mouse over the tab labeled Time and Attendance..
    • Click on Welcome.
    • Click on the Here link at All other employees.
    • When the Time Stamp screen appears, click on the button labeled Record Time Stamp.
    • You will receive a message that states ‘ Time Recorded hh:mm.’
    • Click OK.
    • You have now recorded your ‘In’ Time for your shift.
    • Repeat the steps to record your ‘Out’ time at the end of your shift.

    Any corrections to your time will need to be given to your supervisor, and they will be able to make the correction.

  •  You will be receiving a personalized email from Payroll Services when we are notified that you have been successfully set up in more than one active job (multiassigned).

    In the email, you will receive the position number and approver information for each position that you will need when you clock in.

    You will be responsible for transferring your time to the correct department EVERY TIME you clock in (but NOT when you clock out).

    • Log into the ADP portal at https://portal.adp.com.
    • At the Timestamp page, click on the magnifying glass icon next to the field labeled “Transfer.”
    • There will be 2 options, Position Number and Approver.
    • Click on the drop-down for Position number and select the Position number that corresponds with where you are clocking in for work.
    • Next, click on the drop-down for Approver, and choose the correct approver for the position.
    • Click OK. This information will pull into the transfer section on the Timestamp page.
    • Click on Record Timestamp.
    These steps will need to be completed every time you clock-in for a shift. Do NOT preform these steps when you clock-out at the end of a shift. If you don’t complete the transfer correctly, your second supervisor will NOT see your time.

    The common causes of incorrect transfers are:

    The employee forgot to do a transfer when clocking in.
    The employee did a transfer when clocking out.
    The employee chose the wrong combination of position number and approver.

    Multiassigned employees have the ability to correct their timecards to add transfer information. If necessary you can go into your timecard before the end of the pay period and correct the timecard so that your approvers can review and approve it. It is Kennesaw State University procedure and Board of Regents policy that timekeeping is to be done electronically. After the first pay period in a new position, employee paper timesheets will not be accepted, or may be held, per KSU procedures.

©