Online Hourly Timesheets
The University is currently rolling out online timesheets for hourly paid workers, ad hoc overtime etc. If your department is already set up for the online timesheet system, user instructions are below:
- Employee Timesheet Instructions
- Approver Timesheet Instructions
- Administrator Timesheet Instructions
Workers and members of staff should record their hours or overtime through Core Timesheets and submit them for approval at the end of the calendar month. Ideally, you should have one timesheet per month. Care should be taken to select the correct appointment and you should ensure that your approver will be around to approve your timesheet. If this is not the case. contact your school adminstration for details of replacement approvers prior to submitting your timesheet.
Once timesheets are submitted, approvers have roughly a fortnight to ensure that submitted hours are properly coded, approved and submitted to payroll; actual deadlines can be found at Payroll Deadlines.
Payment is then made at the end of the month in which the timesheet is approved.
If you experience difficulties submitting your timesheet, please refer to the troubleshooting guide below.
|I can't log in to Core to input my timesheet.||Please contact firstname.lastname@example.org|
|I don't know what pay code to choose.||Please contact you school administration.|
|In the approvers box it says "Select a department first",||Go to the top of the timesheet and select your Appointment ID.|
|In the approvers box it says "No approvers in organisational area",||No approvers have been set up for your team. Ask your school administration to contact email@example.com|
|The correct approvers are not showing in the approvers box.||Ask your school administration to contact firstname.lastname@example.org|
|I am getting an error message saying "You cannot submit a claim as your account does not have a PPS number associated with it. Please contact your administrator."||This means that there is no National Insurance number recorded for you on the HR/Payroll System. Please contact email@example.com|
|I am getting an error message saying "The times you have entered overlap with times already submitted. You cannot enter a time more than once."||This means that there is an overlap in the time recorded for you. Please check your timesheets, including saved ones and rejected ones, to identify where the error is. If you can't find the overlap please contact firstname.lastname@example.org|
|I am getting an error message saying "One or more work completed rows entered conflict with dates and times of data already present in the database."||This means that there is duplicate time recorded for you. Please check your timesheets, including saved ones and rejected ones, to identify where the error is. If you can't find the duplicate entry please contact email@example.com|
|I am getting an error message saying "All timesheet items must be within the date range for this appointment (dd/mm/yyyy to dd/mm/yyyy). There are items outside of this range."||You are entering time before the start date of your appointment or after the target end date of your appointment. Please contact your department.|
|When I try to submit my timesheet I get a "URL not found" error message.||Try accessing Core through a different browser. Try refreshing your browser. Try again later. If the problem persists, please contact firstname.lastname@example.org|
|I have submitted my timesheet but I've selected the wrong approvers.||Un-submit the timesheet, edit it to select the correct approvers then resubmit for approval. See Employee Timesheet Instructions for guidance on how to do this.|
|My timesheet has been rejected.||View the rejected timesheet. The reason for rejection will be noted at the bottom in red. Edit the timesheet then resubmit it for approval. See Employee Timesheet Instructions for guidance on how to do this.|
|I don't know if my timesheet has been approved or not.||Look in the "Status" column in "My Timesheets". This will show the status of the timesheet, e.g. Submitted, Approved Level One, Approved Level Two, Submitted to Payroll for Payment.|
|I don't know if I've been paid for my time.||Look in the "Status" column in "My Timesheets". This will show the status of the timesheet. If the timesheet has been paid, this will say Paid.|
|I am having a problem not described above.||Contact email@example.com|
Important Notes for Timesheet Administrators
Before a timesheet is submitted for a new casual worker you should email firstname.lastname@example.org to ensure that the worker is set up in payroll. If you fail to do this the timesheet will not be paid.
To input holiday pay for hourly paid workers, calculate the holiday pay using the holiday pay calculator at then input the appropriate number of hours selecting pay code 2297 Holiday Pay (Hrs) Pen. the system will then calculate the amount to be paid.