Web*Time Entry Instructions

 

Please Note:  These instructions are intended to provide hourly employees with basic information required to enter and submit their time sheet each pay period.  The screen shots are provided for general reference purposes only.  Your computer screens may look slightly different depending on your access to the services contained within Drexel One.  However, the steps contained below are the same for all employees.  If you have any problems entering or submitting your time sheet, please contact your supervisor (time sheet approver) for guidance.

If you are already familiar with logging on to the Drexel One portal and accessing the “Employees” tab, skip to step 4.

 

Step 1.             Access the Drexel One home page

Use your internet browser to access the Drexel One home page at https://one.drexel.edu.  There is a link to the Drexel One home page available in the lower left-hand corner of the Drexel University home page, http://www.drexel.edu.


Step 2.             Log on to Drexel One

Log on to Drexel one using your e-mail user ID and password.  If you have forgotten your password, click on the “Password Reset Wizard” link and follow the instructions.


Step 3.             Select the “Employees” tab

From the Drexel One Main Menu, click on the “Employees” tab at the top left of the screen.

Note: If you do not see an “Employees” tab, your job records may not have been added to the system yet.  Please have your department contact Human Resources to resolve.


Step 3a.           Address Verification

Once each academic term, you will be prompted to verify your Employee Campus Mailing address and your Employee Home address.  When you are prompted by this automatic pop-up, please review your address information and e-mail any corrections/updates to Human Resources Information Systems at hris@drexel.edu.

Please include your correct address(s), university ID and the effective date of your change.  Click on the “Continue” button to move on to the Employees Main Menu.

If you do not receive this pop-up message, you will automatically be taken to the Employees Main Menu; skip to Step 4.


 

Step 4.             Select from the Employees Main Menu

Click the “Time Reporting and Leave Balances” link.

 


Step 5.             Select “Time Sheet”

From the Time Reporting Menu, click the “Time Sheet” link.


Step 6.             Select “Access my Time Sheet”

Depending on your permissions within the system, you may be taken to the Time Reporting Selection menu.  If so, use the radio button under “My Choice” to select the “Access my Time Sheet” option and click the “Select” button.  Otherwise, you will be taken directly to Step 7.


Step 7.             Select Position and Pay Period

On the Position Selection screen, select the position and pay period for which you would like to report hours.  You may only select open (current) pay periods.  If you have missed the cutoff for a previous pay period, please alert your department that a Payroll Resolution Form is required to process your pay, which will delay payment of those hours.

If you have more than one active position, each will be displayed by job title and department.  Choose the position for which you would like to report hours by clicking the radio button in the “My Choice” column next to that position.

Select the correct pay period from the drop-down box in the “Pay Period and Status” field.  Click the “Time Sheet” button.

Note: the “Pay Period and Status” field displays the status of your time sheet.  You can check here to see if your time sheet has been started, submitted and approved.  If you do not see your position and/or pay period in this screen, it might not be active in the system.  Please have your department contact Human Resources to resolve.


Step 8.           Select Date to Enter Hours

Click the “Enter Hours” link at the intersection of the date and the type of hours you are reporting.

To access dates in the pay period that are not displayed on the Time Sheet screen, use the “Next” (or “Previous”) buttons at the bottom of the time sheet.

 

Step 9.           Enter Hours

Enter the number of hours to be paid in the data entry box that appears in the center of the screen.  Click the “Save” button.

Repeat steps 1 through 11 each day of the pay period that you work.  On your final work day of the pay period, continue to step 10 to submit your time sheet for approval.  Otherwise, log out using the icon in the top-right corner of the screen. 

Notes:

  • Employees must be eligible for overtime and/or double time in accordance with University policy before it will be paid.
  • If you should not be paid for a particular day, do not enter zeros (0) in the time entry grid, just leave it blank.

If you receive an error message when submitting your time sheet, please make sure that you have not violated one of these rules.

 

Step 10.           Preview your Time Sheet

When you are finished entering your hours for the pay period, review your time sheet by clicking the “Preview” button below the time entry grid on the Time Sheet screen.

Review your time sheet to make sure the number of hours, type of time off and dates reported are complete and accurate.  Use the scroll bar at the bottom of the screen to view dates within the pay period that are not displayed on the Preview screen.

When you are finished, click the “Previous Menu” button to return to the Time Sheet screen.  If any changes or corrections are necessary, return to step 8.

 

Step 11.           Submit Your Time Sheet

Once you are satisfied that your time sheet is complete and accurate, click the “Submit for Approval” button at the bottom of the Time Sheet screen.

 

Note: Time sheets are due on your last working day of the pay period.  The pay period remains opened until 10:00AM on the first Monday of the next pay period (9:00AM on Tuesday if Monday is a holiday) to accommodate unforeseen absences.  This deadline is displayed at the top of the Times Sheet screen.  You will be locked out of the pay period after the submission deadline passes and will not be able to alter or submit your time sheet.  Please make sure to complete and submit your time sheet on your last work day of the pay period to avoid missing the deadline.

 

 

Step 12.           Complete the Certification Screen

You must provide confidential information to verify your identity when submitting your time sheet.  This information is verified against your employee record in the personnel database and is not stored with your time sheet nor is it visible to your supervisor (time sheet approver).

Enter the last four digits of your Social Security number and your full birth date in the fields provided.  Do not enter dashes in your Social Security Number.  Enter your Birth Date in the exact format requested, (MM/DD/YYYY).  Be sure to use slashes (not dashes), a two digit month, a two digit date and a four digit year.  The system will not accept your certification if the format of your birth date is not correct.

Click the “Submit” button.

Note: Your time sheet cannot be approved until it has been submitted.  Unapproved time sheets will not be included for payment on the regularly scheduled pay day.  To avoid any delay in receiving your wages, please make sure your time sheet is submitted and approved by the deadline.

 

Step 13.           Confirm Submission

Confirm that your time sheet has been submitted successfully!  You will see a message at the top of the time sheet screen indicating that your time sheet was submitted successfully.  You will also see the date of your submission at the bottom of the screen and a notation that your time sheet is awaiting approval from your supervisor.

If you receive an error message, make the necessary corrections and re-submit your time sheet before the deadline!

Log out of Drexel One using the Logout icon at the top right of the screen.  Remember to close out of your browser when you are finished.

Note: Your supervisor will receive an e-mail indicating that your time sheet has been submitted and approval is required.  Check back to make sure your supervisor has approved your time sheet by viewing the status in the Time Sheet Selection screen shown in Step 7.  If your time sheet has not moved to an “Approved” or “Completed” status (remains in a “Pending” status), follow up with your supervisor.