In this article we will go over how to edit and approve time sheets as a manager. It will also briefly cover how to manage time change requests from employees.
There are two ways that you can log into Oracle. The first is directly from http://oracle.wagner.edu
Once there, click on Company Single Sign On and enter your OneLogin credentials.
You can also access Oracle directly from your OneLogin portal by going to https://wagner.onelogin.com/ and clicking Oracle after logging in.
Viewing Employee Time Cards
1. From the Oracle landing page, select My Team from the tabs at the top
2. From the Quick Actions menu select Show More.
3. Scroll down until you see the section entitled Time and select Team Time Cards
4. Along the top of the screen you are able to see the following statuses of employee time cards:
- Incomplete/Error: No. of time cards which are in Error or Incomplete status
- Saved/Entered: No. of time cards which are in saved/Entered Status
- Pending Approval: No. of time cards submitted for Approval which needs to be approved
- Rejected: No. of time cards which are in Rejected Status
- Pending Change Request: No. of time cards which has change request that are pending approval.
If there are filters that are there by default, you can remove them by clicking the X to the right of the name.
To view all filters that you can choose, click Show Filters
If you wish to choose a filter, select the applicable option on the left hand side.
Approving Employee Time Cards
1. Enable the check box next to the Actions button. This will select all of the submitted time cards. If you want to select a specific employee, enable the check box next to that particular time card.
2. From the Actions menu, select Approve or Reject
3. To view details of a specific time card, click on the hyper link for that submission above the user's name.
Once you click into the time card, the details of that submission will be displayed.
4. You can also approve the time sheet from within the details page by clicking Approve or Reject at the top of the page
Viewing & Approving Time Cards Using Notifications
You can also access an employee's submitted time card from the notifications bell located at the top of your page.
1. Navigate to the notifications bell in the upper right corner.
2. Select the employee time card that you would like to approve.
3. A separate box will pop up with the details of the chosen employee's time card. You can choose to Approve or Reject this time card by pressing the corresponding button in the upper right hand corner.
4. To see and take additional actions on a time sheet, click the Actions drop down menu and choose accordingly.
How to Enter Time on Behalf of an Employee
If necessary, a manager may need to enter time into Oracle on behalf of the the employee. See below for steps on how to accomplish this task.
1. From the Oracle landing page, select My Team from the tabs at the top
2. From the Quick Actions menu select Show More.
3. Scroll down until you see the section entitled Time and select Team Time Cards
4. Click the Add button to create a new time card.
5. The screen will list all direct reports. You can select a direct report from the list or search for them from the Search for a Person drop down.
6. Once the employee is selected, you will be able to see the full details of their time card. Enter the date. Based on the date entered, the time card period will change.
7. If there is any absence or holiday noted within that period, it will reflect on the time card. Click on the Add button to create time entries for the employee.
- From Dept/Supervisor field, choose the employee's assignment. This will be defaulted for the employee if they only have a single assignment.
- Click on Hours Type to enter the payroll time type. This is required for Workforce employees. For other employees, this will be defaulted as Regular Hours.
- In Select Dates field, select the dates for which you need to record the time. You can choose one or more days.
- Give the Start Time and End Time or provide the hours in Quantity
- Add another date is to create additional time entries if applicable.
- Click OK to save your entry.
8. Click Submit button to submit the time card for approval.
9. Upon submitting, the manager will receive an approval notification.
Editing Time Cards
If any entry needs to be changed, open the time card from Team Time Cards, click on the Edit button to change the data for the corresponding time entry.
Make the necessary changes and click OK.
Once the entry has been made, you can view the details of that time card by clicking on Show Details at the top of the screen.
To view the latest calculated time totals click the Calculate button.
Click on “Calculated Details by Earned Date” in the “View By” field to view the calculated time entries. Calculated Entries such as Over Time, Comp Off can be seen upon calculation.
To enter the time card for approval, click Submit.
Note: “Warning Messages" might pop up based on the entries. If any entry needs to be changed based on the warning messages click on “No” button and make the required changes, if not click on “Yes” and continue.
Manage Time Change Requests
Employees may suggest a time change request if they need to modify their time cards based on a variety of reasons. See below for instructions on how to manage these requests:
1. From the Oracle landing page, select My Team from the tabs at the top
2. From the Quick Actions menu select Show More.
3. Scroll down until you see the section entitled Time and select Team Change Requests
4. All pending time change requests that require action from a manager can be seen from this screen.
5. For each change request, a Stop Time Before Change and a Stop Time After Change is displayed.
6. Select the checkbox next to Actions to select all of the time change requests that were submitted by employees. Select Approve or Reject from the drop down to make your decision.
