Time and Leave Reporting

It is an employee’s responsibility to timely and accurately report their hours worked and/or leave taken. Timesheets and Leave Reports are official pay documents. They should be completed and submitted only by the employee and should be an accurate reflection of hours worked or leave taken. Deliberate misrepresentation of time and/or leave is considered falsification of records and can be grounds for dismissal.

Employees who serve as supervisors and approve Timesheets and/or Leave Reports should review the additional information provided by Human Resources. The information on the "Time and Leave Reporting for Supervisors" page details how to gain access to the system for approvals, setting up/removing proxies, as well as other pertinent details to assist in your role.

Employees are required to submit a biweekly Timesheet or Leave Report depending on their employee class. Employees are defined as either Non-exempt (hourly) or Exempt (salaried). UWF's workweek is defined as Sunday through Saturday and each pay period covers a two-week timeframe.

• Non-exempt (hourly) employees must submit a biweekly Timesheet accounting for all hours worked and/or leave taken. They should not work beyond their established work hours, unless specifically authorized by their supervisor. They should also not work over forty (40) hours per workweek, all jobs combined, without advance approval by their supervisor.
  • Non-exempt employees who work over 40 hours during a workweek (Sunday through Saturday) are to properly report these hours as Overtime on their online Timesheet during Web Time processing. If the overtime is to be charged to a different pay index than the one for the position, this is to be notated by using the “Add Comment” button. This information can be entered when the employee submits their Timesheet OR by the Supervisor during the approval process.
  • Note: If there is no pay index notated in the comments section, the Payroll Department will charge the overtime hours to the position’s current pay index(es). If an employee fails to properly report overtime earned on their online Timesheet, an Effort and Leave Recap will be required. There is a field on the Effort and Leave Recap form to designate the overtime pay index, if it differs from the position’s current pay index.
  • Employees and Supervisors should review the information regarding what is defined as Compensable Hours of Work under the Fair Labor Standards Act (FLSA) to ensure compliance when completing timesheets. 
• Exempt (salaried) employees must submit a biweekly Leave Report. Leave Reports are only required for those biweekly pay periods in which they have exceptions to report (leave taken). Exempt employees should not submit Leave Reports reporting zero hours of leave taken.
  • Note: OPS Salaried/exempt employees who are absent from work for one or more full days for personal reasons, should submit an OPS Effort Recap to have those hours deducted from their salary; if they are not otherwise able to make them up later in the same work week.

If you are unsure whether your position is classified as non-exempt or exempt, your supervisor, or Human Resources, can clarify this for you.

Reporting Time and/or Leave

UWF uses the Banner Self-Service Web Time Entry system. This system allows you to log into a secure website and submit your Timesheet/Leave Report from any computer or device with access to the Internet. Your Timesheet or Leave Report will be approved online by your supervisor, or their designated proxy, and sent electronically to the Payroll Department for processing. The Web Time Entry deadline is typically every other Monday at 10:00 a.m. However, it may be earlier due to university holidays. See the current Payroll Calendar on the Controller's Office webpage for a complete list of pay periods and Web Time Entry deadlines.

If you do not submit your Timesheet by the biweekly deadline, you will no longer have access online for that period. You must submit an Effort and Leave Recap form in order to submit your hours for payment. You will also need an Effort and Leave Recap form if you need to make changes to a previously approved Timesheet or Leave Report. Contact your supervisor immediately, if you have a need for this form. All Effort and Leave Recaps are processed through DocuSign to HR and Payroll for payment.

Effort and Leave Recap Forms

An Effort and Leave Recap form is a replacement to anything previously submitted online in the Web Time Entry system. The Effort and Leave Recap should be completed for ALL hours worked during the two-week pay period and not just for corrections. Effort and Leave Recaps vary by Employee Class. Please be sure to use the correct form for the Employee Class of the person submitting the Effort and Leave Recap. Forms and additional details can be found on the HR Forms and Resources (Effort and Leave Recap Forms) section of the HR webpage.

Employee Self-Service Guides

The following guides have been created to provide employees with information regarding the features of the Employee Dashboard, details on reviewing current leave balances, and assistance with submitting and approving Timesheets and Leave Reports. The Employee Dashboard can be accessed via MyUWF by searching for the "Employee Dashboard" app. Timesheets and Leave Reports can be accessed via the Employee Dashboard, or by using the MyUWF apps titled "Timesheet" or "Leave Report". After reviewing the following guides, if additional assistance is required employees may reach out to Human Resources via email or by calling 850.474.2694.