Employee Self Service Online Help

Table of Contents

Return to Top

 

Web Time Entry

Introduction to WTE

Troubleshooting (Problems & Error Messages)

Transaction Status

User Roles

Logging into the myMemphis Portal

Time/Leave Reporting Channel

Time Sheet or Leave Report Selection Screen

Time Approval Channel

Time Reporting Selection Screen (For Acknowledgers and Approvers)

Selecting Time/Leave Records for Approval

Approving Time/Leave Records

Forms

Important Notes

Contact Information

Return to Top

 

Introduction to WTE

Web Time Entry (WTE) enables employees to report their time worked and leave taken via the myMemphis Portal Web site through Employee Self Service. Employee Self Service is available 24 hours a day, seven days a week, 365 days a year. WTE is a module of the Banner Human Resources administrative system.

 

Return to Top

 

Transaction Status

A time sheet/leave report is assigned different statuses as it progresses through the time/leave entry process. Possible statuses are:

Not Started: You have not opened the time sheet or leave report.

In Progress: You have opened the time sheet/leave report and are in the process of entering time/leave for that pay period.

Error: The time sheet may have been submitted with zero hours or hours listed under earnings codes that do not accrue leave (i.e. military leave, voting leave, etc.). Records can also appear in error status if the employee does not have enough annual or sick leave to cover the hours entered. Any records in error status should be carefully reviewed to ensure that time has been entered correctly

Pending: You have submitted your time sheet/leave report and it is waiting for approval.

Returned For Correction: Your time sheet/leave report has been returned to you for correction by your approver. You must make the necessary corrections and resubmit before the pay period deadline.

Override/Overridden: The override/overridden status indicates that you have entered the system as a superuser. By assuming this role, the superuser is "overriding" the regular approval status. When an action is performed while assuming the superuser role, the status will change to "overridden."

Approved: The time sheet has been approved. Upon approval, time sheets will continue through the payroll process. Leave reports, when approved, go immediately to completed status.

Completed: Your time sheet has been received and processed by the Payroll office.

To view the status of any time sheet/leave report available in your channel, click the appropriate link for either time sheets or leave reports. The next page will feature a dropdown box and any available records will display with a status indicator.

 

Return to Top

 

User Roles

There are a number of roles a user can play in the Web Time Entry process.

Role

Possible Actions to take on Time/Leave Records

Description

Originator

Start
Modify *
Submit for Approval

The originator is the creator of the time sheet or leave report. Once an originator opens a time sheet or leave report, only he or she can submit it for approval.

* The originator can make changes to the record while the record is in In Progress, Returned for Correction or Error status. The originator may not make changes after the record has been submitted for approval.

Acknowledger Acknowledge

Time/leave acknowledgers are typically mid-level supervisors or timekeepers who would acknowledge the accuracy of a given set of employees within an organization. Acknowledgers may only indicate that they have reviewed the employee’s entries; they may not modify the employee’s entries or return records to the employee for correction. Action by the acknowledger is not required for time to be processed. Approvers may approve time sheets and leave reports regardless of whether an acknowledger has acknowledged them.

Individuals assigned the acknowledger role can not also be an approver's proxy.

Approver

Modify
Return for Correction
Approve

Approvers are individuals who have the ability to modify, return, and/or approve time sheets/leave reports submitted by the originator. An approver’s action is required for the time to be processed through the system. Should an approver return or modify an employee's time sheet/leave report, the approver must promptly notify the employee of those changes. The Approver, in most instances, is the financial manager of the area or organization.
Proxy Assumes approvers privileges A proxy is an individual who can act as an approver and assume some of the approver’s privileges when the designated approver is not available. Individuals assigned as proxies can not be assigned the role of acknowledger.
Superuser

Start
Modify *
Submit for Approval *
Return for Correction *
Approve *

Superusers are users who have the ability to start, submit, modify, return and/or approve time/leave records. Proxies acting on behalf of a superuser assume the superuser’s privileges. Therefore, the proxy can change or approve all time transactions that require the superuser’s approval.

* A superuser can not modify, submit, return or approve a time sheet in Error status. See Troubleshooting for more information.

 

Return to Top

 

Logging in to the myMemphis Portal: https://my.memphis.edu

Log into the Portal using your UUID (username) and password. Your UUID is your Universal User ID. The username and password required to enter the Portal are the same username and password you use to login to your University e-mail and UMdrive accounts. Enter your username and password, and click on the Login button to continue.

 

Return to Top

 

Time/Leave Reporting Channel

Once logged into the Portal, locate the channel for Time/Leave Reporting. For most users this, channel will be located under the Employee tab.

 

Return to Top

 

Time Sheet or Leave Report Selection Screen

The Title and Department column displays your position title, position number, office name, and the organization number for that area. If you work in multiple positions, they will appear in this column.

Select the radio button in the My Choice column for the position for which you want to report time. This option is selected by default for individuals with only one position.

The Pay Period and Status column contains a dropdown box for time sheets/leave reports related to the position in the same row. Click on the dropdown box arrow to display time sheets/leave reports for that position. Time sheets/leave reports are displayed in chronological order by pay period and display the current transaction status. Select a record and click on the Time Sheet or Leave Report button.

 

Return to Top

 

Entering Hours

Once you open your time sheet/leave report, even if you do not make any entries, its status changes from Not Started to In Progress.

Once you start your time sheet/leave report, only you can complete and submit it for approval. You may access your time sheet/leave report as many times as you like during the pay period; all time does not have to be entered at once. However, once you have submitted your time sheet/leave report for approval, you cannot make any changes.

The time sheet/leave report is organized in a grid format. Days of the week are displayed across the top of the grid; possible types of earnings are listed along the left of the grid; and hyperlinks titled Enter Hours are displayed for each date and earnings type.

To enter time, click the appropriate Enter Hours hyperlink. Enter the number of hours worked or leave taken in the Hours field for the selected date. Use decimals as needed to record partial hours (7.3 = 7 hours 15 minutes, 7.5 = 7 ½ hours, etc).

DO NOT change the number entered in the Shift field—even if you work a shift other than the first shift. All University employees are associated with shift 1 for payroll processing.

Time must be entered for each appropriate day of the pay period and can be copied to multiple days.

After entering hours in the Hours field, you have the option to either save your entry or save and copy your entry to other days. Click on the Save button each time you enter hours in the Hours field before you move on to another entry or exit the time sheet/leave report.

If you need to change any hours entered, simply click on the hyperlink for the appropriate day and remove or change the hours in the Hours field and then click on the Save button.

Your time sheet or leave report displays one work week at a time. To advance to the next week of the pay period, click on the Next button. Click the Previous button to return to the previous week of the pay period.

CAUTION: Be careful when entering time, as very few error checks take place upon submission. For example, if you, by mistake, enter 75 hours instead of 7.5 hours in a single day, the system will NOT reject the entry.

 

Return to Top

 

Reporting Partial Hours

University Policy (UM1262 -Time Keeping and Leave Reporting) states that hours are to be reported using only whole hours and tenths of and hour; for example, 3, 7.5, 4.3, 8.1. Use the following chart to as a guide to converting minutes to tenths of an hour:

1 - 6 minutes = .1 hour
7 - 12 minutes = .2 hour
13 - 18 minutes = .3 hour
19 - 24 minutes = .4 hour
25 - 30 minutes = .5 hour
31 - 36 minutes = .6 hour
37 - 42 minutes = .7 hour
43 - 48 minutes = .8 hour
49 - 54 minutes = .9 hour
55 - 60 minutes =1.0 hour

 

Return to Top

 

Copying Time

The copy feature of Web Time Entry is useful when you wish to enter the same number of hours for multiple days.

Once you have entered hours in the Hours field, click on the Copy button. The system opens a page displaying a checkbox for each day of the work period.

Click on the checkbox for each day for which you wish to copy hours. Once you activate a checkbox the entry is saved, it is not necessary to click on the Copy button.

To copy hours from the date that was selected on the time sheet/leave report to the end of the pay period, enter a check in the checkbox option Copy from date displayed to end of the pay period, and include Saturday and Sunday when applicable.

When you are finished, click on the Time Sheet or Leave Report button to return to your time sheet/leave report.

 

Return to Top

 

Reporting Overtime (For Biweekly-paid Employees)

Overtime payment for biweekly-paid employees is calculated by the week. However, overtime is reported for the two-week pay period and must be correctly calculated by the employee.

Overtime pay includes actual hours worked and holiday hours. Any hours other than holiday hours and work hours are excluded from overtime compensation. (e.g., sick and annual leave hours are excluded from overtime compensation.)

The time sheet totals hours as they are entered, it does not separate totals by the week. Be cautious when entering overtime hours as the totals that accumulate may not be a direct reflection of a single week in the pay period.

There are two types of overtime earnings:

  1. Straight Overtime (Overtime 1.0)

    After an employee has accrued 37.5 hours during a single work week, additional work or holiday hours up to 40 hours during the same week will be compensated at straight-time (regular rate of pay).

  2. Premium Overtime (Overtime 1.5)

    When an employee has accrued 40 hours during any work week, additional work or holiday hours during the same week will be compensated at premium time (one and one-half times the regular rate of pay).

 

Return to Top

 

Position Selection (Multiple Positions)

If you have multiple positions you can click on the Position Selection button to return to the Time Reporting Selection screen. Once there you may select another time sheet for time reporting.

You may see multiple time sheets for a variety of reasons, including:

NOTE: If you work in multiple positions in the same department/organization, use the position number for identifying the correct time sheet. Contact your supervisor for help with matching position numbers to the correct time sheet.

 

Return to Top

 

Entering Comments

You may add comments to your time sheet or leave report by clicking on the Comments button. Enter your message and click on the Save button to save the entry and return to the time sheet/leave report.

Comments should be entered before submitting the time sheet/leave report for approval. Your comments are not confidential, acknowledgers and approvers can view these comments when viewing the time sheet/leave report.

 

Return to Top

 

Previewing (Printing)

You may preview your time sheet or leave report any time during the time entry process by clicking on the Preview button. The preview feature displays the pay period horizontally across the Web page. Use the horizontal scroll bar to view days not displayed in the initial view.

Web Time Entry is designed as a "paperless" system. If you must print a copy of your electronic time sheet, the Preview screen is the recommend screen for printing. Ensure your print setting is set for landscape printing. Because Banner is a paperless system, and not designed for printer friendly purposes, it is unlikely that your time sheet or leave report will print on one page. A future upgrade to this product may include this enhancement.

 

Return to Top

 

Restarting

If you make errors while entering your time, you can clear the entire time sheet/leave report while it is in In Progress, Returned for Correction, and Error status by clicking on the Restart button. Restarting a time sheet or leave report will clear most errors, if any are present, and return the record status to In Progress when applicable.

You can restart if you:

To restart, click on the Restart button and a confirmation screen will appear. Confirm the restart by clicking on the Submit button. The time sheet/leave report will reappear with no time entered in any fields. You may then begin entering time.

 

Return to Top

 

Submitting for Approval

It is recommended that you click on the Preview button to review your entries before submitting your time sheet/leave report for approval.

If you have no corrections after previewing and are ready to submit, click on the Submit for Approval button. REMEMBER: Once you have submitted your time sheet/leave report for approval you cannot make changes.

After submitting your time sheet/leave report, its status changes from In Progress to Pending and a message appears indicating that it was either successfully submitted or it may have warnings/errors. It will remain in pending status until your designated approver takes some kind of action. At this point you are permitted to view the time sheet/leave report, but you cannot make changes unless the approver activates the Return for Correction status by returning the time sheet/leave report to you.

CAUTION: Be careful when entering time, as very few error checks take place upon submission. For example, if you, by mistake, enter 75 hours instead of 7.5 hours in a single day, the system will NOT reject the entry.

 

Return to Top

 

Time Approval Channel

The Time Approval channel lists time sheets and/or leave reports that require approval or acknowledgement. Records will appear with time sheets listed first, followed by leave reports. Both time sheets and leave reports are in order by organization number.

You may edit how records appear in this channel by clicking on the Edit button located in the top right area of the channel.

Do not click on the Update Approval Proxies hyperlink displayed in the Time Approval channel. The Update Approval Proxies page has been disabled for security purposes. To update your approval proxy, submit the form Request for B&F System Access to Business and Finance Support.

If you are a financial manger with superuser capabilities, you may click on the Act as Superuser hyperlink to activate this role.

If you are not an approver you may close this channel by clicking the Close button located in the top right area of the channel. This channel may be added back into your Portal if necessary.

 

Return to Top

 

Time Reporting Selection Screen (For Acknowledgers and Approvers)

Biweekly-paid employees: Biweekly paid employees enter time worked and leave taken on time sheets.

Click on the radio button next to the option Access my Time Sheet. Then click on the Select button to open the time sheet selection page.

Note: If you have no proxy or approver status, you will bypass this screen and go directly to the Time Sheet Selection screen.

Being a biweekly paid employee, if you accidentally select the radio button for the option Access my Leave Report, you will receive an error message stating you do not have any available records. Ensure you select the time sheet option to access your time sheet.

Monthly-paid employees: Monthly paid employees enter leave taken on leave reports.

Click on the radio button next to the option Access my Leave Report. Then click on the Select button to open your leave report.

If you have no proxy or approval status, you will bypass this screen and go directly to the Leave Report Selection screen.

Being a monthly paid employee, if you accidentally select the radio button for the option Access my Time Sheet, you will receive an error message stating you do not have any available records. Ensure you select the Leave Report option to access your leave report.

 

Return to Top

 

Selecting Time/Leave Records for Approval

Selecting Records from the Approval Channel

The Time Approval channel lists time sheets and/or leave reports that require approval or acknowledgement. Records will appear with time sheets listed first, followed by leave reports. Both time sheets and leave reports are in order by organization number.

Once you click on a record, you are taken to the Department Summary screen. Click on the first name in the list to open the Employee Details screen. This screen displays the hours entered into the employee's time sheet or leave report, the routing queue, any comments that may have been entered, the accounting distribution (for time sheets), and leave balances (for leave reports).

 

Selecting Records from the Approver Selection Screen

To access the Approver Selection screen as an Approver or Acknowledger, click on the hyperlink Click here to access my leave report (monthly) in Time/Leave Reporting channel of your myMemphis Portal.

Under Selection Criteria leave the radio button on the default option of Approve or Acknowledge Time then click on the Select button to continue.

Once on the Approver Selection screen, select the type of records you wish to approve either Time Sheets or Leave Reports.

Ensure that the Year, Pay ID, and Pay Number are correct.

In the Department dropdown box select an organization or select ALL. Do not be alarmed if all of the organizations you expect to see in this list are not displayed. Individual organizations will not appear in this list until some type of action has been performed on at least one time sheet or leave report in that organization. By choosing the ALL option, you will be able to see all time sheets and leave reports for all appropriate organizations.

You may choose a sorting order for your records by clicking any option in that selection menu.

 

Return to Top

 

Approving Time/Leave Records

Time sheets and leave reports will never be mixed. To access one or the other, you must open that type of record from the Time Approval channel or the Approver Selection screen.

If you have been designated as an approver within your area, you will be able to modify, return, and approve time and leave records. Approvers can approve time sheets or leave reports that are in Pending. A record is in Pending status when the employee has submitted his/her time for approval. Approvers can not approve records in Error status. View Troubleshooting for more information on records in Error status.

You can approve time and leave record ways:

  1. On the Department Summary screen, click on an employee's name to open the Employees Details screen and review the daily entries. Click on the Approve button if the record is correct.

  2. On the Department Summary screen, review the Employee Details screen for all your employees. Click on the Select All, Approve or FYI button to select all of the records, and then click on the Save button to approve all of the records at one time.

Time sheets and leave reports that have not been successfully submitted for approval will appear in Not Started, In Progress, Error or Returned for Correction status.

If a time sheet/leave report is in Not Started, In Progress or Returned for Correction status and the time has come for it to be approved, contact the employee and ask that he/she submit the time sheet/leave report. If the employee can not be reached or the time sheet/leave report is in Error status, the designated approver or proxy must assume the superuser role for that organization and take the necessary actions to required to get the record approved. See the section Acting as a Superuser for more information on handling records while assuming this role.

If you are an approver and you notice inaccuracies in a time/leave record, you have two options:

  1. You may return the record to the employee by clicking the Return for Correction checkbox and then clicking on the Save button. If you return a record for correction you must notify the employee that the record has been returned. You may also add comments to the record indicating why it was returned. Be sure to allow adequate time for the employee to make changes to his/her record prior to the deadline of the payroll period. View the payroll schedule on the Web at https://www.memphis.edu/payroll/schedules.php.

  2. You may change the employee’s record by clicking the Change Time Record hyperlink. Time sheets and leave reports are official documents, if you change an employee's record you must notify the employee of the changes made to that record. You may also add comments to the record indicating why it was modified.

 

Return to Top

 

Return for Correction

The Return for Correction feature sends the time sheet/leave report back to the employee. Using this option could delay record submission to Payroll. The employee is not electronically or automatically notified when a time sheet or leave report is returned for correction; be sure to notify the employee should you return a record for correction.

Be sure to allow adequate time for the employee to make changes to his/her record prior to the deadline of the payroll period. View the payroll schedule on the Web at https://www.memphis.edu/payroll/schedules.php.

 

Return to Top

 

Change Time/Leave Record

Approvers may modify an employee’s time sheet/leave report by two methods:

  1. On the Department Summary screen, click on the Change Time/Leave Record hyperlink in the Other Information column.
  2. On the Employees Details screen, click on the Change Record button.

Should you choose to modify an employee's record, be sure to notify the employee that you have changed his/her record and enter a comment in the comments field.

Once the Change Time/Leave option has been accessed, the approver is taken to a time/leave entry screen in which he/she will act as the employee and make the necessary corrections to the employee’s record. Save any changes and resubmit the record. Once the record is again in pending status, you may then approve it.

Once a record has been approved it can not be modified. View Troubleshooting for additional information on handling approved records that need changes.

Changing the time/leave record is a very powerful function and is never to be used without notifying the employee of the changes. Approvers are encouraged to enter comments in the Comments field anytime they make a change to an employee's time sheet/leave report.

 

Return to Top

 

Acting as a Proxy

As noted in the University Policy for Authorized Signatures (Policy UM1303), financial managers (approvers) may appoint academic or administrative/professional employees as the proxy for time and leave reporting. Users with a proxy role in Web Time Entry have the ability to act for another person for approval of time and leave. Proxies can only be assigned via a request form submitted to Business and Finance Support Services.

If you have been designated as a proxy within your area, you will be able to modify, return, and approve time and leave records on behalf of the approver.

To act as a proxy in your Web session, select the individual for whom you wish to act as a proxy from the Act as proxy dropdown box located on the Time Reporting Selection screen. You can quickly get to the Time Reporting Selection screen by clicking on the Access my leave report (monthly) hyperlink in the Time/Leave Reporting channel of your myMemphis Portal. If no selection is made in this box, you will be acting as “Self,” which is the default selection for this field.

A proxy acting for a superuser will assume superuser capabilities even if the proxy would otherwise not normally have them. To assume this role activate the Act as Superuser checkbox on the Time Reporting Selection screen.

 

Return to Top

 

Acting as a Superuser

If you have been designated as a superuser within your area, you will be able to start, modify, submit, return and approve time sheets and leave reports in lieu of the employee. Superusers will only be able to act in this role for their defined set of organizations; in other words, no superuser can access time and/or leave records outside of his/her department.

Assuming the Superuser Role

You can assume the superuser role two ways:

When you enter Web Time Entry as a superuser, your Required Action as an approver will say Override instead of Acknowledge or Approve. You may still perform the same functions; the override status is notifying you that you are in the system as a superuser. If you approve an employee's record while in the superuser role, the queue status (transaction status) will change to Overridden.

 

Starting and Submitting a Time/Leave Record for an Absent Employee

Enter Web Time Entry as a superuser (being either the approver or the proxy).

Once on the Approver Selection screen, select the appropriate type of record, pay ID, pay number, and department where the employee's time sheet or leave report exists. Click on the Select button to advance to the Department Summary screen.

Once on the Department Summary screen, locate the employee whose record needs extracting. The employee's record should be in a Not Started status. Click on the Extract hyperlink to open the employees time sheet or leave report.

If submitting a time sheet for a biweekly-paid employee enter a zero (0) or greater hours into the appropriate Enter Hours field. A zero must be entered for at least one day if the employee did not work any hours. Once a zero or other hours has been entered, click on the Submit for Approval button.

If submitting a leave report for a monthly-paid employee, enter the hours of leave taken and click on the Submit for Approval button. If the employee did not take any leave during the pay period leave the fields blank and click on the Submit for Approval button. Zeros do not need to be entered on leave reports; however, entering at least one zero (0) will prevent a "No Hours Entered" warning message from appearing.

Return to the Department Summary screen and approve the time sheet/leave report.

 

Submitting a Time/Leave Record for an Absent Employee

Enter Web Time Entry as a superuser (being either the approver or the proxy).

Once on the Approver Selection screen, select the appropriate type of record, pay ID, pay number, and department where the employee's time sheet or leave report exists. Click on the Select button to advance to the Department Summary screen.

Once on the Department Summary screen, locate the employee whose record needs submitting. The employee's record can be in an In Progress or Returned for Correction status. You may not submit a record in error status; a record moves to error status when it has been previously submitted with potential errors. View Troubleshooting for additional information on records appearing in Error status and potential error messages and solutions.

Click on the employee's name to open the Employee Details screen.

Click on the Submit button to submit the time record for approval. Once the record has been submitted, additional buttons will appear on the Employee Details screen. You may then approve or continue working with the record.

Click on the Previous Menu button to return to the Department Summary screen.

 

Return to Top

 

Troubleshooting (Problems & Error Messages)

Problem

Reason

Possible Solution

No Employee tab in my myMemphis Portal. Employee does not have a primary job.

Contact HR Records. For students, contact Student Employment.

There may be a 24-hour grace period before the employee tab will appear in the user's myMemphis Portal.

No time sheets or leave reports are displayed in my Time Approval channel. Employee has not submitted a time sheet or leave report. Wait for employee to submit his/her record or enter the system as a superuser to see the status of employee records in associated organizations.
Days are missing on my time sheet. Employee's job started or ended within a payroll period. Employees can only enter time on days corresponding to their active job.
Required action is Override or status is Overridden. Approver or proxy entered the system as a superuser.

When an approver or proxy enters Employee Self Service as a superuser, the Required Action for time/leave records will say Override instead of Acknowledge or Approve. Approvers/proxies may still perform the same functions; the override status is a notification that you are in the system as a superuser. If the approver or proxy approves an employee's record while in the superuser role, the queue status (transaction status) will change to Overridden.

An error has been discovered on a time sheet or leave report and the record has been approved. Once a record has been approved it can not be modified.

Any corrections/adjustments for a biweekly-paid employee's time record must be submitted to the Payroll Office in writing by the employee's Financial Manager. A paper time sheet must also accompany this request. Additional copies must be sent to the Employee Records Office of Human Resources.

Corrections to a monthly-paid employee's leave report must be submitted to the Employee Records Office of Human Resources in writing by the Financial Manager.

An employee who no longer works for my organization has a time sheet or leave report displaying on my Departmental Summary screen. The employee's termination paperwork is still being processed or the employee may be on terminal leave.

The time sheet/leave report must still be submitted and approved.

If the time sheet or leave report is in Not Started status, follow the instructions for Starting and Submitting the Time/Leave Record for an Absent Employee.

If the time sheet or leave report is in In Progress status, follow the instructions for Submitting an In Progress Time/Leave Record for an Absent Employee.

Time Sheet is in Error status. The employee has attempted to submit the time sheet while potential errors exist that may prevent the record from being approved.

There are a number of actions that may trigger a time sheet to go into error status. Review the error message on the time sheet by clicking on the errors hyperlink. Locate the error in the Error Message table below and review the possible solutions for approving the record.

My organization code does not appear in the Department drop-down list on the Approver Selection screen. Not a single employee assigned to the timekeeping organization code has opened their time sheet or leave report. At least one person in the timekeeping organization code must open their record to activate the organization code on the Approver Selection screen.

Error Message

Reason

Possible Solution

*WARNING* Possible Insufficient Leave Balance. The employee may have entered hours in an earning code that does not accrue leave (i.e. voting leave, military leave, bereavement leave, jury duty). Review the employee's leave report to ensure hours where placed in the correct earning code.
The employee may be taking more annual or sick leave than available. Review the employee's leave report to ensure hours where placed in the correct earning code. If the employee attempts to take more sick leave than available, leave will be deducted from the employee's annual leave balance. If annual and sick leave are exhausted then hours convert to leave without pay (LWOP).
*WARNING* Employee has Pending Leave Reports for Additional Positions in this Reporting Period. The employee may have changed positions during the leave reporting period. Submit all reports for approval with any leave taken entered on the appropriate report(s).
There may be an error in the employee's NBAJOBS record. Contact HR Records at 678-2900.
*WARNING* No hours entered. A leave report was submitted without any hours or a zero (0) entered. Enter at least one zero (0) into the leave report to prevent the warning from displaying.
*ERROR* No hours entered. No hours have been entered into the time sheet and the record is in Error status.

Biweekly-paid time sheets must always contain at least one zero (0) entered into an earnings code (Enter Hours) field when the employee does not have any time to report for the payroll period. Not entering a zero (0) results with the record being placed in an Error status where it can not be approved.

The employee (the originator) must Restart the time sheet to clear the error and enter a zero (0) in one of the Enter Hours fields. Then submit the record for approval.

If the employee originated and submitted the time sheet without entering any time, the superuser can not enter time, submit, or approve the record. The record will remain in error status for payroll processing.

*ERROR* Submit not allowed. A record was attempted to be submitted more than once.

This error can occur when the user double-clicks on the Submit for Approval button, or if the user attempts to use the Web browser back button and make changes to the record after it has been submitted.

Restart the time sheet/leave report to clear the error before submitting for approval and re-enter any hours previously entered before the restart. If the time sheet/leave report is not restarted, the error will not affect record processing, but will require the approver to assume the superuser role to approve the record.

*ERROR* Approval not allowed. A record was attempted to be approved more than once.

This error can occur when the approver double-clicks on the Approve button, or attempts to use the Web browser back button to return to records already approved.

Restart the time sheet/leave report to clear the error before submitting for approval and re-enter any hours previously entered before the restart. If the time sheet/leave report is not restarted, the error will not affect record processing, but will require the approver to assume the superuser role to approve the record.

*ERROR* Time transaction already exists. Employee attempted to start a time sheet that has already been initiated and is in an In Progress status.

This error can occur when a user double-click when starting a time sheet, or attempts to use the Web browser back button after previously selecting and starting a time sheet.

Restart the time sheet/leave report to clear the error before submitting for approval and re-enter any hours previously entered before the restart. If the time sheet/leave report is not restarted, the error will not affect record processing, but will require the approver to assume the superuser role to approve the record.

*ERROR* Access denied. You do not have permission to access this service. The time sheet/leave report may be blocked by a firewall (i.e. Norton Firewall). Disable the firewall to access the record. Enable the firewall again after you have successfully submitted your time sheet/leave report for approval. Contact your Local Technical Support Provider (LTSP) if you need assistance troubleshooting this problem.
*ERROR* You have no records available at this time. Please contact your Payroll Administrator if you have any questions.

You may be clicking on the wrong type of time/leave record.

Biweekly-paid employees report time worked and leave taken on time sheets. Click on the hyperlink Click here to access my time sheet (biweekly).

Monthly-paid employees report leave taken on leave reports. Click on the hyperlink Click here to access to access my leave report (monthly).

Your employee record has not been set to Time/Leave Reporting via the Web on your NBAJOBS record. Contact your immediate supervisor or organization's business officer.
Your routing/approval queue has an error. Contact Business and Finance Support Services.

*ERROR* User ID and Password do not pair up.

Need to have PH password reset. Contact Client Support Services in the Administration Building, room 112. ID card needs to be re-swiped to reset PH password.

*ERROR* A break-in attempt was detected.

Need to have PH password reset.

Contact Client Support Services in the Administration Building, room 112. ID card needs to be re-swiped to reset PH password.

There is a 24-hour grace period before the Employee tab will appear in the user's myMemphis Portal.

*ERROR* A break-in attempt was detected.

AND

*ERROR* You have attempted to access a disabled page.

Employee has clicked on the Update Approval Proxies hyperlink in the Time Approval channel of their myMemphis Portal. For security purposes the Update Approval Proxies administration page has been disabled. To update your approval proxy, submit the form Request for B&F System Access to Business and Finance Support.
*ERROR* The user ID for all approvers must be defined on GOAEACC. There is a problem with the approvers/acknowledgers security setup. Contact Business and Finance Support.

 

Return to Top

 

Forms

Request for B&F System Access

 

Return to Top

 

Important Notes

 

Return to Top

 

Contact Information

For assistance call the ITD Helpdesk at 678-8888, or submit a helpdesk request via the Admin Helpdesk on the Web at https://umhelpdesk.memphis.edu.

 

Return to Top

 

Benefit Summary

All regular full time employees are eligible for benefits, which include health, life, dental, long term disability, and optional life insurances. If you are currently enrolled in the benefits plan, you have the option to make changes to your benefits once a year during the annual enrollment period, October 15th – November 15th. Some exceptions are made under the State of Tennessee guidelines for Special Provisions. The Benefits screens are for view only. The employee does not have the option to update the information that is displayed on these screens. If you have questions, please contact the Benefits Section of Human Resources at benefits@memphis.edu.

This screen applies to full-time employees and therefore would NOT have any information pertaining to student employees or temporary employees.

Benefit Statement Date Criteria

Select the date range for which you wish to view benefit information.

Benefit Statement ID Criteria

Select My Benefit Statement to view your personal benefit information. You will only be able to view your own personal information.

Return to Top

 

Job Details

Job Detail Page

The Job Detail page provides a way for you to access details for the particular assignment you selected on the Jobs Summary page. The details related to the assignment may include the department where you performed your duties, your title and your status in the assignment as of the date shown.

Jobs Summary

The Jobs Summary page provides access to assignments you have had during your career at the University, for dates after system conversion in April 2006. Your career history shows your various assignments, the date you began working in a particular assignment and the date that the assignment ended. To access the details associated with each assignment, select the particular Title.

Return to Top

 

Leave Details

Leave Balances

The Leave Balances page provides access to your leave balances information by type of leave.

The Type of Leave column lists all of the categories of leave time for which you are eligible.

To access the detail associated with each type of leave, select the particular type of leave.

Leave Detail

The Leave Detail page provides access to the current year and previous years and detailed history of hours earned and taken for the particular leave type selected.

To access the previous year’s details, select the View Previous Year button.

Return to Top

 

Pay Information

Direct Deposit Allocation

The Direct Deposit Allocation page provides a way for you to review your current direct deposit payroll accounts. This page reflects the bank, account information and dollar amounts of your net pay distribution. Two sets of information are presented: the direct deposit information for your most recent salary deposit, and the information on file for your next salary deposit.

To add or change your direct deposit information, complete the appropriate direct deposit authorization form and submit to the Payroll Office in 272 Administration Building. Contact payroll@memphis.edu if you have any questions or require more information.

Earnings History

The Earnings History Criteria page provides a way for you to define the time period for which you wish to access your earnings history.

Select the desired time period or date range. First, select the From Date month and year and then select the To month and year. Choose Display to access the information. January and the current year are the default values for the From Date. The current month and year are the default values for the To Date.

Pay Stub

Pay Stub Selection

The Pay Stub page allows you to select the year for which you would like to get your online pay check stub or direct deposit advice. You can select the year from the pull-down list and then select Display.

Pay Stubs

The Pay Stubs page provides a way for you to access a summary of the paycheck stub or direct deposit advice history. The information on this page is for the year previously selected. The pay stub summary displays the date the check or direct deposit was issued, the pay period begin and end dates of each pay and your gross and net pay. Select the date to access details associated with individual pay. Select the year from the Pay Stub Year pull-down list and the select Display to access the records for the specified year.

Deductions History

The Deductions History page provides a way for you to define the time period for which you wish to access your deduction history. Select the desired time period or date range from the pull-down list for the From Date and To Date fields and then select Deduction Summary.

Return to Top

 

Last Updated: 4/29/24