Student Employment - Reporting Time for Hourly and Student Workers

Students with One Job

Step 1

Log into LionsLink using your student ID number.

If you do not know your student ID number, please use the Student ID Lookup Tool. 

Step 2

Enter your ‘Password’.

Tip: If you forgot your password, click on ‘Password Help’ to reset it. Additional directions can be found in the Reset Your LionsLink Account Password tutorial. 

Step 3

You will see the ‘Gateway’ page. Click on ‘HCM Self-Service’.

Step 4

You’ll be on the full-site, what is called ‘Classic View’. Use the drop down menu in the middle of the page and choose ‘Employee Self Service’.

Step 5

Click on ‘Time’. The Time Homepage will display.

Step 6

Select ‘Enter Time’. The Enter Time page will display.

Only use ‘Report Time’ if assistive technology is required.

Step 7A

All days in the pay period are displayed on one page. The top of the page displays the current pay period. Switch to view a different pay period using the right and left arrow buttons. Contact the supervisor if time to report for a pay period has already passed.

Step 7B

Select a 'Time Reporting Code (TRC)' from the drop-down on the left.

Enter the number of hours worked on the day selected. (Partial hours must be represented in the decimal, for instance eight and a half hours would be 8.5). Talk with your supervisor about which code to use. 

Tip: Abbreviation Definitions

• ASB=Student Hourly Pay
• FWS=Federal Work Study
• SWS=State Work Study
• WFS=Workfirst/Workstudy
• IWS=International Student Employees

Step 7C

Enter the following:

• In: time the shift began.
• Lunch: time left for a meal or break; if one was taken.
• In (from Lunch): time returned to work.
• Out: time the shift ended.

If no meal is taken enter the following:

• In: time the shift began.
• Out: time the shift ended

Time is recorded as 24 time if no AM or PM entry is indicated. Use AM and PM to indicate time worked. 

Step 8

If additional time was worked that day:

• Select the ‘plus’ (+) symbol on the right hand side of the screen to add a row.
• Select the new ‘Time Reporting Code’ from the drop-down on the right.
• Enter the hours worked.

Repeat this step for all hours worked in the week.

Step 9

After finishing entering time, click ‘Submit’.

Step 10

The Employee Affirmation message will display. Click ‘Ok’.

 

Students with More Than One Job

Step 1

Click ‘CTC Time’.

Step 2

The ‘CTC ESS Time’ screen appears.

Choose the job for which you are entering time.

Step 3

Click ‘Week’.

Click ‘Time Reporting Code’, select the correct code.

Enter time worked for option selected.

Step 4

Click ‘Submit’.

Troubleshooting

Troubleshooting 1

• If time needs to be changed:
• Enter a new hour ranges on the day that needs to be altered.
• Select Submit and OK.
• If there is a large break in the day this is not a meal:
• Select the (+) on the right-hand side of the screen to add a row.
• Select the same TRC as before from the drop-down on the right.
• Enter the hours worked.
• Select Submit and OK.
• If a TRC needs to be removed from the timesheet:
• Select the (-) on the right-hand side of the screen to remove a row from the day.
• The system will prompt a question, select either 'Yes Delete' or 'No Do Not Delete'.
• If Yes Delete was chosen and the employee wishes to finalize their choice, select Submit and OK.
• If a Comment is needed select the comment box below the day in which a comment is needed, type in text, and select Add Comment.
• Comments, once entered, cannot be altered or removed. Additionally, all comments recorded by employees are considered discoverable.
• NOTE: Time is processed periodically, but at minimum overnight. Time entered may not be visible to the employee or manager in other screens until the overnight processing has occurred.

Troubleshooting 2

• Time Reporting Code (TRC), from the drop down menu. 
• Student employees will see the TRCs available to them for their specific job. 
• Many student employees will only see STU - Student Hourly Pay for the time reporting code, but some students may see HRY – Hourly. 
• Students in Work Study jobs may see FWS – Federal Work Study, SWS – State Work Study and WFS – Workfirst/Workstudy. 
• International student employees may only see OEX – OASI Excludable Pay. ​
• Ask your supervisor which is the appropriate code for your job. 
• It is important that the correct time reporting code for the job is selected.

Troubleshooting 3

• When time is submitted, it will be processed by the system overnight, and your manager will receive a request to approve in the system. ​
• Before the payroll deadline, you can update and re-submit your timesheet. ​
• Managers only need to approve once at the end of the pay period. ​
• At the end of the pay period, HR and Payroll may run the overnight process during the day so that managers receive notification on the same day that the timesheet is submitted.​
• After time has been submitted and processed overnight, you will be able to view your payable time in the Time Summary tile. In Time Summary, choose Payable Time at the top of the page to see a summary of your payable time for the pay period.