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Support Staff Time Entry

This documentation refers to the Atlas Online Gateway.
You can access Atlas at https://atlas.mit.edu/

On this page:

Overview

Use the Time Entry screen to enter your time sheet information and check your Leave balance quotas.

To Enter Your Time Sheet Information for the Current Pay Period

Enter your time sheet information for the current pay period following steps 1-5 below. Please note that the system is generally not available for time sheet entry during mid-week due to payroll processing.

Step Field/Button Action
1 Attendance/Absence Type Start with the first day of your work week and select an Attendance/Absence Type from the drop-down menu that corresponds to the work or absence you had on that day.
Note: If you enter hours but do not enter an Attendance/Absence Type, the system defaults to “Work”.
2 Shift If your position is “shift eligible,” Shift will appear as a column on your time sheet. Enter the Shift these hours represent from the drop-down menu. The default is “day”.
3 Hours Enter the number of Hours associated with this Attendance/Absence Type. You can use the drop-down menu, or type the number of hours in this field. If you have a partial hour to report, choose the appropriate quarter hour increment from the second drop-down menu.
4 Repeat Repeat steps 1-3 for each day you worked or were absent for the pay period.
5 Save Click Save when you finish entering your time sheet information for the pay period. Your time sheet is saved and automatically submitted to your Approver for review and approval.

To Add More Than One Attendance/Absence Type for a Day

If you have more than one Attendance/Absence Type for a day or, for Support Staff, a different Shift to report, click _Add Line _to the left of the appropriate day, and a blank time entry row is added to that day. Enter information in this row by repeating steps 1-3 in the previous section. You can add an indefinite number of lines for each day, depending on how many Attendance/Absence Types or Shifts apply to that day.
Important: Enter your Hours in the same order they were worked for each day. For example, if you began the day by working 6 hours on your regular job, then left early due to sickness, your regular job would be your first entry for that day and the hours you were out sick would be the second entry.

To Enter Comments for Your Approver

Enter any pertinent comments for your Approver regarding your time sheet in the Comment section. For example, “I worked through lunch on Thursday and did not take a lunch break,” would explain why you reported extra time for work that day.

To Edit Your Time Sheet After Saving It

You can edit your time sheet after saving it, up until the time it is approved by your Approver. Once it is approved, you can view a display-only copy of your time sheet, but you cannot make further edits to it. Further edits can be made only by your Approver, with the consent of your Supervisor, up until the time sheet deadline for the week.

Reporting Hours for Other Pay Periods

Support staff can report hours up to six (6) months in the past and four (4) weeks in the future by using the drop-down menu for _Select a different week _and clicking _Go _.

Note: The default for this field is to display the current pay period.

In some cases, you may want to report future vacation, military, or personal leave hours for your Approver to process while you are out of the office. For example, if you are expecting to take vacation within the next four weeks, you can complete a time sheet with your vacation hours before you leave. After the time sheet is saved, it is automatically submitted to your Approver for processing during the appropriate week while you are out of the office.
This option is available for up to four weeks in the future and is restricted to 5th Week Vacation, Vacation, Leave Without Pay, and Military Leave.

To Report Hours for a Previous Pay Period

  1. Select the appropriate pay period from the Select a different week drop-down menu and click Go.
  2. Check that the dates at the top of the screen now match the week you selected.
  3. Follow steps 1-5 in the previous section, To Enter Time Sheet Information for the Current Pay Period.
    Note: If you forget to click Go after selecting a different week, you will be entering time in the original period.

If the period you wish to report or change is more than 6 months in the past, the request needs to be submitted to payroll@mit.edu by a Time Approver or Time Administrator for processing by the HR-Payroll Service Center.

Be sure to include the following information in your request.

MIT ID of employee
Name of employee
HR Org Unit submitting the request
Date to which hours apply
Type of hours (work, vacation, sick, etc)
Total # of hours that should have been reported originally for each date
Evening or Night shift indicator for any hours to which it applies
Brief explanation why the correct hours were not reported timely

Example:

ID# 999999999, John Doe, Chemistry
08/11/2014 6 hours Night Shift

To Report Hours for a Future Pay Period

  1. Select the appropriate pay period from the Select a different week drop-down menu and click Go.
  2. Check that the dates at the top of the screen now match the week you selected.
  3. Follow steps 1-5 in the previous section, * To Enter Time Sheet Information for the Current Pay Period. *
    Note: If you forget to click Go after selecting a different week, your information will not be entered in the intended pay period.

Date and Leave Balance Quotas

Each payroll run automatically updates the hours in your Sick, Personal, Vacation, and 5th Week categories. These balances are display-only fields and calculated based on your Accrual Rate Date, Last Updated Date, and any hours you reported for these categories in your last pay period:

Field Description
Accrual Rate Date The date on which you began to accrue Vacation, Sick and Personal Leave hours.
Last Updated Date The date of the last payroll run in which your Leave balances were updated.
Sick The balance of your Sick Leave hours. This equals the hours you have accrued for Sick Leave, minus any hours you reported for Sick Leave through the last payroll run.
Personal The balance of your Personal Leave hours. This equals the hours you have accrued for Personal Leave, minus any hours you reported for Personal Leave through the last payroll run.
Vacation The balance of your Vacation hours. This equals the hours you have accrued for Vacation, minus any hours you reported for Vacation Leave through the last payroll run.
5th Week The balance of your 5th Week vacation hours. This equals the vacation hours you have accrued for 5th Week Balance, minus any hours you reported for 5th Week vacation through the last payroll run.
5th Week Deadline If you are entitled to 5th Week vacation, this is the date by which you must use your 5th Week balance, or lose those days.

Reference Guide

Reference guides and documentation sets


Last Modified:

September 03, 2014

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