E T I M E S H EET
Quick Reference Guide for Student Employees
1. Log in
https://webapp.mis.vanderbilt.edu/c2hr You will need a VUnetID and ePassword to log in.
2. Select Preferred Approver
To select your Preferred Approver, click the drop-down menu and select your designated approver from the
list. The list appears in alphabetical order. To save your preferred approver, start with a blank timesheet,
select the preferred approver and click the Save Template button at the bottom of the screen.
3. Enter Time Worked
Each timesheet allows a user to enter two weeks of time worked. The screen is separated into Week 1
and Week 2. The calendar dates for each week are displayed above the time entry area.
Record the time you work each day using accurate start/stop times. Click the “-“ button to add more lines to
the timesheet to record additional in/out times. The system will automatically calculate the hours worked
based on the start/stop times entered. Click Save to save any changes made to the timesheet. The system
does not automatically save updates.
Differentials
Use this section to report (if applicable) hours you have worked which are eligible for second or third shift
premiums, weekend premium, holiday premium, or on-call hours. If an individual is eligible for shift premiums,
they will see the rate in the drop- down menu; otherwise, $0.00 is displayed as the premium rate.
5. Submit for Review/ Approval
In the top right hand corner of your e-timesheet you will see the Pay End Date, Pay Check Date, HR Timesheet
Due Date, and e-timesheet status. See e-timesheet FAQ’s for the different status.
(Version 1.0) Working Draft as of 2/17/2012
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E T I M E S H EET
Click Submit to submit your timesheet to your preferred approver. Users will be prompted to certify to the
accuracy of the time being reported. Click “Yes, Submit” button. Your timesheet will be routed to your
preferred approver for review and approval. Each department will have their own deadline when timesheets
must be submitted; check with your supervisor for the departmental cut-off time. All timesheets must be
approved in the system no later than 4:00 p.m. on the timesheet due date.
It is highly recommended that you submit your e-timesheet for approval on the last shift of the pay period and
do not wait till the HR Timesheet Due Date. Late submissions may result in a delay of pay.
(Version 1.0) Working Draft as of 2/17/2012
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E T I M E S HE E T
Frequently Asked Questions
Question
Answer
How do I get to e-timesheet?
From a web browser enter the following web address:
www.vanderbilt.edu/c2hr.
How should time be entered on the
timesheet?
Time may be entered using the following format:
8 (8:00 am)
801 (8:01 am)
12 (12:00 am)
12p (12:00 pm)
108p (1:08 pm)
The system defaults to AM unless you indicate PM.
You may also use military time to record hours:
13 (1:00 pm)
1325 (1:25pm)
Should I enter actual or rounded
time?
You should enter actual time. The system with automatically
round your time to the quarter hour if needed.
Does the Timesheet Due Date mean I
need to have all my time recorded
and submitted to my preferred
approver by this time?
Yes, there are two steps that must be completed before your time
is approved.
What do you mean by the “Preferred
Approver”?
This is the Department responsible person that approves
timesheets. This approver will approve or reject your timesheet.
Each department may assign several approvers. In the event your
preferred approver is unavailable, talk to your manager about a
substitute approver.
What are the different statuses that
might be listed on my timesheet?
1.
You must enter and submit your time
2. The Preferred Approver must review and approve your
time.
The timesheet can have one of the following statuses:
New – this is a brand new timesheet that has not been saved.
Saved – Timesheet has been saved but not submitted.
Submitted – Timesheet has been submitted to their Preferred
Approver for approval.
Rejected – Timesheet was rejected by the approver. You must
take action and resubmit the timesheet by the due date.
Loaded – Timesheet has been loaded to payroll and is currently
being processed.
Version 1.2 as of 10/29/2014
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Frequently Asked Questions
Question
Answer
Will my information be saved as it is
entered?
No, you should always “save” your timesheet after entry.
Why must the differentials agree with
the total hours worked?
Hours at Work and Shift hours must agree in order for your
timesheet to successfully submit to your Preferred Approver. The
hours must agree so the HR system can properly pay your hours at
work.
Where do I find the earnings
distribution on the timesheet?
To view your standard earnings distributions, you will need to click
the box beside “View Distribution”.
My supervisor is out and I have
already submitted my timesheet.
What do I do?
You may contact another Preferred Approver to request they
approve your timesheet.
Why do I not have a leave section on
my e-timesheet?
Leave Section is only displayed if you are eligible to take leave in
the HR system. If you believe you eligible for leave, you will need
to contact your Department Responsible person for assistance
Version 1.2 as of 10/29/2014
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E T I M E S HE E T
Frequently Asked Questions
Question
How are the hours calculated on the
online timesheet?
Answer
For the START/END time of the day, the number of hours worked
are rounded to the quarter of an hour. Actual meal time is
deducted from the total hours worked.
Zone
1
2
3
4
Clock Minute
Range
53 to 7
8 to 22
23 to 37
38 to 52
Rounding
Increment
0.00
0.15
0.30
0.45
Calculation of hours worked:
1. Find the first START and last END time of your day to a number
rounding to the quarter hour increment.
2. The system calculates hours for the day and converts to
minutes
3. Then actual meal time is subtracted from the minutes worked.
4. Divide total minutes by 60 to get hours worked per day
Example 1 no meal:
START time is 8:37am – rounds to 8:30am
END time for the day is 10:57am – Rounds to 11:00
Paid time = 2.50 hours
Example 2 with meal:
START time is 8:37am – rounds to 8:30am
END for starting meal is 10:57am (meal time does not round)
START back from meal is 11:57am (meal time does not round)
END time for day is 4:57pm – rounds to 5:00pm
Hours Calculation:
• 8:30am – 5:00pm – 8 hours 30 minute or 510 minutes
• 510 minutes less 60 minutes for meal = 450 minutes
Version 1.2 as of 10/29/2014
450 minutes/60 = 7.50 hours’ worked
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E T I M E S HE E T
Frequently Asked Questions
Question
How do I select a preferred approver
for my e-timesheet?
I did not submit my timesheet by the
due date, what do I do now? How do I
get paid?
Answer
•
To choose a Preferred Approver, click the drop down
arrow and highlight the correct person and hit enter.
Your Preferred Approver should display in the section.
If you did not submit your timesheet for approval, you will need to
complete a paper timesheet and have your manager approve it
and forward to HR Processing. Late online submissions are not
possible at this time.
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Version 1.2 as of 10/29/2014
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