MyEC Time Entry Guide

Accessing Self Service

 

1. Sign into your myec via inside.ecuad.ca and select Staff

 

 

Employee Time Entry Processing

 

1. Upon logging into myEC, select the Employee link

In the Time Entry area of myEC you can view, enter, make comments, and submit your time entries within the current pay period. 

To start entering your time in myEC click on “Time Entry”

 

2. Select Time Entry

3. From here you will see all the weeks within the current pay period on the left-hand side. Each position you are assigned to will be listed by the Position Title on the right-hand side.

 

If you do not see the position display, contact the position’s Supervisor immediately.  

NOTE: Self-Service time entry applies only to CURRENT pay period.

You must complete your time entries no later by midnight before payroll deadline date outlined in the 2022 Payroll Schedule.

 

The importance is to hit “Submit for Approval” to each week within the pay period even though there were no submitted hours worked in that week.  Otherwise, your timecard will be considered “Incomplete” so please make sure to submit for approval even if you haven’t worked that week

 

 

 

4. Select the week you want to enter time for. This will take you to the detailed timecard.

 

The blue arrows toggle back and forth between the weeks within the pay period.

 

     

 

5. On this page, each position will be displayed along with each day of the week.

 

6. You can enter your time by:

 

1. Enter time entries to the appropriate day.
2. You will only be able to enter hours on days in the week that are part of the pay period dates.

 

OPTIONAL: You may enter comments to your Timecard which can be viewed by your Supervisor and Payroll.You must do this before you hit Submit for Approval.

 

7. Once completed please select the submit for approval button for each week even if there are no hours worked, you must still hit Submit for Approval to complete the process.

After clicking “Submit for Approval” you will see this pop up in the upper right corner of your screen.  Your supervisor will get an e-mail that you have submitted your timecard. Your time entry will save automatically.  There is a SAVE button, but you don’t really need it.

 

 

 

8. If you’ve already submitted your timecard for approval but entered something incorrectly you can return to the Timecard to edit and make changes, until your supervisor has approved it. If your supervisor has already approved it, you will need to contact your supervisor to unapproved the timesheet which will allow you to return to the timecard to edit. Keep in mind that your supervisor will get an email for each action that you make to the timecard.

NOTE:  If you need to delete hours that were previously entered, you will need to change the hours to be 0.00.  It cannot be left blank.

 

 

Supervisor Time Approval

 

 

1. Upon logging into myEC, select the employee link 

2. From here select the Time Approval button. 

3. On the Summary page, you can use the filters to select which groups of employees you wish to see.

4. On the Summary page, you will see each employee that you supervise based on the filters you’ve selected. For each employee, you will see: 

 

1. Status of the employee’s timesheet
2. Total Hours
3. Breakdown of the total hours into Regular hours, Overtime hours, Additional Hours
4. Supervisors can Approve or Reject timecards from the Summary Page, or they can detail to see the individual days within the timecard and approve from the detail screens.
5. They can see Comments submitted by the employee on both the Summary and Detail pages.

When the ‘…View’ is clicked, you will be able to view the time entered on each day of the week.

You can Approve, Reject or enter Comments on each week of the pay period for the Employee.

When Time approvers approve time, they are certifying that their employee worked or did not work. The importance is to approve each week within the pay period even though there were no submitted hours worked. Otherwise, that week's timecard for the employee will be considered "incomplete".

Incomplete timecard status will continuously show up on your Time Approval page and Time History to view your employee's timecards will also be inaccurate.

It's a good habit to get used to reviewing and approving all your employee's time cards in a timely manner every pay period. 

 

You can edit an employee’s submitted time.  If you edit an employee’s hours, an email will be automatically sent to the employee advising them that their Timecard has been edited by the Supervisor.

 

If you reject a Timecard, the Reject Time Sheet window will pop up automatically and you are required to enter a reason for the rejected Timecard.

 

 

5. After your review, if the weeks’ entries look correct, click APPROVE.Do not click on the APPROVE button until all weeks have been reviewed. Once you click this button, the employee loses access to the timecards.

 

Employee Proxy

 

Adding a proxy

 

1. Upon logging into myEC, select the employee link

 

 

2. Click Employee Proxy

3. Click the Add Proxy button

 

4. Complete the Add Employee Proxy fields in the new window.

 

5. Click the down arrow to Select the Proxy Type.

 

6. The Effective Date will default to today’s date but you can change it to a date in the future.

 

7. Enter a Revoke Date.  This will be the day you wish the Proxy access to end.  You can leave the Revoke Date blank and Proxy access will continue until you delete the Proxy access or enter an end date.

 

8. In the Search for Proxy field, enter the employee Colleague ID or search by Name.

 

9. Click Add Proxy when all fields are complete.

 

10. An Email will be sent to the employee to let them know they are now the Proxy for the person.

 

 

 

 

 

 

 

Cancel a Proxy

 

• You can end Proxy access by entering a Revoke Date OR You can click the X and Proxy access will end immediately.

 

 

Working as a Proxy

 

When an Employee logs into Self Service and they have been designated as a Proxy, the window below will appear.

 

 

If the employee wants to perform work as themselves, they will click their name and continue.  They will have their regular access in Self Service.

 

If the employee wants to perform work as a Proxy, they will click the Proxy name and continue.  Working as the Proxy, the employee will always see a notice at the top of their Self Service screen that reminds them that they are acting on behalf of the Supervisor.

 

 

At any time, they can click the Change User button and stop working as the Proxy and work in their own access.

 

The only work that they will be able to access in Self Service is either Leave Approval and/or Time Entry Approval. 

 

They will have access to all the employees in the Leave Approval and/or Time Entry Approval that the Supervisor would have access to.

 

They will be allowed to perform the same functions in these screens as the Supervisor.