Payroll Time Entry
Payroll and Time Entry Information
General Information and Resources
Hourly Staff and Faculty
Salaried Staff and Faculty
Student Employees
Time Approvers
General Information and Resources
Key Terms
- Current Timecard: Use to view the timecard for the current pay period. If “Current Timecard” is selected on a Monday time entry deadline, it will show the timecard for the pay period that starts on that Monday, not the timecard that is due that day.
- Existing Timecards: Use to view a list of all timecards that have been saved or submitted. Timecards can also be created from here by selecting “Add” in the top right corner. Use “Existing Timecards” if you need to submit a timecard on the Monday time entry deadline.
- Time Card Pay Period: The range of dates included in a given time card.
- Save and Close: Use to save progress on a timecard to return to later.
- Submit: Use to submit your timecard for approval.
- Shift Differential: increased pay for hours worked during designated evening or night shifts (applies only to non-exempt staff/faculty).
- Absence Plan: Leave time balance types (CTO, SLR, etc.).
Business Process Overview
- Non-exempt (hourly paid) employees will report hours worked in bi-weekly time cards.
- Managers will approve time cards to ensure timely and correct payments.
- If you work in multiple positions within a pay period, you will enter your hours all in one time card, not separate time cards.
- Absences are not entered directly in your time card. Absences are requested, approved and processed through the Absence Management app.
Helpful Links
Hourly (Non-Exempt) Staff and Faculty
Submitting Your Timecard
- Instructions for entering time in Oracle
- Timecards must be submitted and approved by the time entry deadline every pay period to be included in the next paycheck. Reporting time accurately is critical, hours should only be recorded on the dates they were worked. It is the responsibility of the student employee to report his/her time, and the responsibility of the supervisor to verify and approve the time. Falsification of a time record is a terminable offense as is the knowing approval of a false timesheet.
- Absence requests must be made through the Absence Management module in Oracle.
Salaried (Exempt) Staff and Faculty
- Salaried (exempt) staff do not report hours in a timecard.
- Absence requests must be made through the Absence Management module in Oracle.
Combined Time Off: Maximum Accrual and Transfer to Sick Leave Reserve
| Middlebury College | Middlebury Institute of International Studies (MIIS) |
|
|---|---|---|
| Maximum Accrual |
24 days |
25 days |
| Maximum Accrual Date | June 30 | Ongoing |
| Moving to Sick Leave Reserve (SLR) | Automatic on June 30 for all hours over the maximum | Max accrual is 187.5 hours. If no action is taken, CTO will no longer accrue until CTO hours are transferred to SLR. |
| Employee Action | No action necessary. Automatic transfer above maximum as of July 1st. | Before reaching maximum CTO, transfer to SLR by using the CTO Transfer to SLR form. |
| More information | Combined Time Off, Middlebury Employee Handbook | MIIS Employee Handbook, pages 21-22 |
Student Employees
Submitting Your Timecard
Instructions for entering time in Oracle:
-
- Timecards must be submitted and approved by the time entry deadline every pay period to be included in the next paycheck. Reporting time accurately is critical, hours should only be recorded on the dates they were worked. It is the responsibility of the student employee to report his/her time, and the responsibility of the supervisor to verify and approve the time. Falsification of a time record is a terminable offense as is the knowing approval of a false timesheet.
- What if you forgot, or were unable, to submit hours?
- You are able to correct or create timecards up to 14 days after the pay period ends in order to be compensated accurately. This may be necessary if you forget to enter time for a position or inaccurately recorded your previous hours. Your correction will be reflected in your next paycheck, per Middlebury payroll processing schedule.
- If you need to create or correct a timecard for a pay period more than 14 days in the past, please complete this form (Middlebury, VT Campus Students Only).
Hour Limitations
- All student employees are limited to working no more than 20 hours per week in on campus jobs during the academic year (this includes exam periods). The only exception is when there is a full week when school is not in session. Specifically: February recess, Spring recess, and full weeks of December or summer recess. During these time periods only, students can work up to 40 hours per week.
- International Students
- Visa restrictions prohibit international students from exceeding 20 hours of work per academic calendar week. For more information related to work restrictions please visit ISSS.
Time Approvers
Time Entry Approval
-
Timecards must be approved by the time entry deadline each pay period.
-
Timecards should only be approved from the email notification or the bell notification in Oracle
-
Approving a timecard through Time Management will approve the whole timecard, including hours for positions you may not oversee. Please only use Time Management to view timecards.
-
If your employee forgets to enter their time and are unable to do so by the deadline, you may enter time on their behalf following these instructions.
Absence Approval
- Absence requests must be approved by the time entry deadline each pay period.
- If your employee forgets to enter their absence request and are unable to do so by the deadline, you may enter the absence on their behalf following these instructions.
Approval Delegates
- If you are unable to approve your employee’s timecards and/or absence requests you may set up a delegate to approve them on your behalf. Delegates can be used on a short term basis for instances like vacations or they can be used long term.