Hourly timesheets are submitted bimonthly via the UW Timesheet located in ESS. Below explains how to obtain access to the timesheets, how to use the system, the submission deadlines and other general rules.
Obtaining Access to Online Timesheets
- Access to the UW Timesheet will be set up automatically by the Payroll Manager after the hourly appointment has been entered into the online payroll system.
- If the employee has an EE hourly appointment entered into the payroll system but does not have access to the timesheet in ESS, please email the Payroll Manager.
Entering Time on UW Timesheet
- Log into Employee Self Service (ESS) http://www.washington.edu/admin/payroll/ess/ess.cgi
- Click the timesheet link
- Enter the hours worked for the pay period.
- Submit UW Timesheet to supervisor for approval.
- Report bugs and make suggestions using the links provided on the UW Timesheet.
- Include any notes that you wish to show your department using the Add A Note feature. Remember: Once notes are added and saved they become a permanent record of the timesheet. Both you and your approver have the ability to add notes to your timesheet
- After you submit your timesheet your approver will review your entries. If approved, your timesheet will be sent to your payroll coordinator for payment. If your approver rejects your timesheet you will need to correct your timesheet and resubmit.
Error and Warning Messages:
- Error Messages: Error messages must be corrected before you can submit your timesheet. (e.g.., entering more than 24 hours worked in a day.)
- Warning Messages: Warning messages will not stop you from submitting your timesheet, they are a reminder to recheck an entry that is ordinary. (e.g.., entering hours worked on a UW holiday.)
Due Dates and General Rules
- A reminder email is sent the last day of the pay period (the 15th and the 30th or 31st) to any employee with an open timesheet. In order to ensure payment on the current payday, timesheets must be submitted and approved by the timesheet deadlines. If timesheet approvals are received after the due date, hours will be entered as time permits. If no time permits, hours will be added on to the next paycheck.
- A timesheet must be submitted for each pay period even if there were 0 hours worked.
- An employee can submit a timesheet at any point during the pay period as long as there are no future hours on it.
- An employee can submit their hours at any time during the current day. For example: Today is 3/18, and the employee signs in at 8:00 am. This employe will be working in the field and won't be near a computer when he gets off work; he may enter 8a-6pm and submit his timesheet at 8:00 am.
For additional information, please refer to the UW Policy on Student Employment. For information pertaining to breaks and meal period requirements, please refer to the Washington State Department of Labor and Industries.