FAQ EMPLOYEE SELF SERVICE
This document answers questions about time and absence reporting for employees.
TO LEARN MORE:
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Online tutorials
Time reporting user guides for each employee group
GENERAL QUESTIONS
1. Why can’t I see the Time Management menu item under Employee Self Service menu
navigation?
You may have to clear your cache files. For more information about clearing your cache refer to
the troubleshooting section in the Time and Absence Reporting guides. If you are still
experiencing issues call HR Client Services x5075 to check your eHR access.
2. Will I be able to access Self Service using any internet browser?
Self Service can be accessed with an internet connection any browser. You should not view Self
Service using the Opera browser.
TIME REPORTING QUESTIONS
1. What is meant by Exception Time Reporting?
Hours reported that are different from your regular scheduled hours (MAC or OPSEU
employees). For example, overtime, compensating time off, vacation, sick, etc.
2. What is meant by Positive Time Reporting?
Total hours reported for any work or absence for a particular day. (Non-Union Casual, Work
Study, Research Assistants). These hours must be reported in order for an employee to get
paid.
3. Can I report time for multiple jobs/contracts on the same time sheet?
No. If you have multiple jobs you will be prompted to select one. For instructions on how to do
this, view the online tutorial or download a printable user guides for your employee group. If you
are still experiencing issues call HR Client Services x5075 to check which time sheet should be
used to report your time.
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4. What is the difference between the old paper-based time sheet and new electronic time
sheet in Self Service?
Exception Time Reporting: Employees now report time in Self Service using an electronic
time sheet to record any hours that exceed their regular scheduled hours. Absences are
recorded through Self Service using the Absence Request page. Absence types include
vacation, sick and bereavement.
Positive Time Reporting: Employees now report time in Self Service using an electronic time
sheet to record the total number of hours worked each day and any absences that occur.
5. Do I need to still report or sign something and send it HR at the end of a pay period if I
don't have anything to report? For example, ‘Initialing the paper time sheet’.
No.
6. When do I need to submit my time by?
Time must be submitted before the payroll deadlines. Refer to the HR website at
http://www.ryerson.ca/hr/employee-resources/mac/full-time/pay-info/pay-schedule/index.html or
contact your department for information.
7. What happens if I forget to report my time?
All time entered and approved after the deadline will be processed in the next the pay period.
Any missed time should be entered on the correct previous pay period’s timesheet. For
instructions on how to do this, view the online tutorial or download a printable user guides for
your employee group.
8. Why don’t I see the entire pay period on my time sheet?
You may have started your job in the middle of the pay period. For instructions on how to do
this, view the online tutorial or download a printable user guides for your employee group.
9. Why do I receive a warning message when I submit my time sheet entries?
“Total regular reported hours are less than the employee's standard hours as defined on
their Job record for the pay period. If OK, press OK or press Cancel to fix.”
Your time sheet checks the amount of hours that you reported against the standard hours
defined in your contract.
If your contract is defined as 48 hours of work for a pay period, then the system will prompt you
when your total time sheet entries are less than 48 hours for the pay period.
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If your contract is defined as 48 hours of work for a pay period, then the system will prompt you
when your total time sheet entries are more than 48 hours for the pay period.
This is warning message ONLY, click OK if the information you are about to submit is correct.
Else, click Cancel and to return to your time sheet and correct the time sheet entries.
10. How do I enter my time for On Call or Call-In hours?
For MAC/OPSEU Employees who are entitled to work On Call hours you should report the
ACTUAL hours worked for the day using the time reporting code On Call - Actual Hrs. The
system will calculate the correct pay rate for the day.
For MAC/OPSEU Employees who are entitled to work Call In hours you should report the
following:
• For up to or less than 2 hours worked, report the ACTUAL hours worked, and use
the time reporting code Call In Onsite. The system will calculate 3 hours work at the
employee’s regular rate of pay (as per collective agreement).
• For more than 2 hours worked, report the ACTUAL hours worked and use the time
reporting code Overtime at the applicable rate for the day. E.g.: Overtime @ 1.5 or
Overtime @ 2.0
For MAC/OPSEU Employees who are entitled to work Call Out hours you should report a
minimum of 1 hour, for each call received, using the time reporting code Call Out - Remote.
The system will calculate the correct pay at the applicable overtime rate for the day.
For more detailed information about On Call, Call In, Call Out hours refer to the collective
agreement.
11. Can I login from home or another location to complete my time sheet entries or
absences?
Yes. You can login to your Self Service from any location using any browser. Follow these
steps:
1. Access www.ryerson.ca.
2. Login using your Ryerson ID.
3. Navigate to: Self Service >Time Reporting >Timesheet.
4. Complete your time sheet entries and/or absences
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ABSENCE REQUEST QUESTIONS
1. What happens if I forget to submit my absence request?
Absence requests may be submitted retro-actively. The absence request will require manager
approval.
2. How do I view my absence balances, for example vacation?
For instructions on how to do this, view the online tutorial or download a printable user guides
for your employee group.
3. My vacation balance in Self Service is incorrect who do I contact to correct this?
You should contact HR Client Services x5705.
4. I received a “Not Eligible” forecast result when creating an absence request, what does
this mean?
You will receive a “Not Eligible” forecast result when there is not enough available vacation or
CTO time in your balance.
5. May I change a submitted absence request that has not been approved?
Your Manager will need to push back your request, and you will need to edit the request and
submit the request again.
6. How do I know if my absence has been approved?
An email notification will be sent immediately once the request is approved. Receipt of
notification is dependent on external systems and may vary.
7. May I take ½ day vacation and ½ day as CTO on the same day?
No. The system does not allow multiple absence requests for the same day.
12. If I am an OPSEU Term less than 4 months and not entitled to vacation days, how do
would I enter my absences?
For OPSEU Term employees less than 4 months, you are required to enter your absence time.
On the time sheet, enter the absence hours as -7.25 for the day and select the No Pay
Absence time reporting code.
For instructions on how to do this, view the online tutorial or download a printable user guides
for your employee group.
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8. Will the system calculate my vacation accrual and/or vacation requests correctly if I work
a compressed work week?
The system assumes your standard work day is 7.25 hours, regardless of your alternate
schedule that is in place. This is based on the standard 7.25 hrs/day work day X 5 days/week =
36.25 hrs/wk, which is equivalent to your scheduled hours for a compressed work week.
Therefore the system will accrue vacation time at 100% of the standard accrual rate. Any
vacation requests will deduct from your available vacation balance as the system at daily rate of
7.25 hours.
9. Can I approve other employee’s absence requests in my department while my manager is
away?
No. You must have alternate approver access. To update your security, complete a self service
Security Access Request form. You will find all forms under Main Menu > Self Service >
System Access > Security Access Requests.
For instructions on how to do this, view the online tutorial or download a printable user guide for
security access requests.
13. Can I process my absence requests for the next two years?
No. The system calendars are valid for the current year.
E.g.: If the current system date is December 15th 2015, you may submit an absence request for
the remainder of 2015 and/or up until the end of 2016. You will not be able to submit any
absence request for 2017.
For instructions on how to do this, view the online tutorial or download a printable user guides
for your employee group.
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