Web Time Entry - EOU Student Employee Supervisor Training Manual
Web Time Entry (WTE) is the web-based application that collects time and attendance information for EOU student employees in Webster. EOU student employees are responsible for entering and submitting their hours worked every pay period. Supervisors are responsible for approving the hours worked. Once the supervisor has approved the hours, the students’ hours are automatically loaded into the payroll process for payment.
In order to comply with the Fair Labor and Standards Act, EOU student employees record their daily in and out times instead of the total hours worked in Webster.
NOTE: Actual Pay Periods for EOU Student Workers is the 15th - the 14th of each month. Supervisors must get their student worker timesheets reviewed and submitted to Payroll, no later than the 16th of each month to ensure the student worker gets paid on time at the end of the month.
#1) Any new or returning student worker who is employed for your department must have a completed “Student Employee Payroll Form” submitted to the Payroll office within 2 days of their start date. This is required to ensure the student has a timesheet to enter their time in Webster.
#2) Supervisors will receive email notifications once their student employees submit their timesheets through Webster. To review and approve them, visit my.eou.edu and log into Webster. Please note you must complete this by the 16th of each month.
#3) Click on the [Employee Services] tab and click on the “Time Sheet” link.
#4) To approve student timesheets, select the “Approve or Acknowledge Time” and click [Select].
#5) The current pay period should be selected so you can choose if you want to sort the order by selecting either the Status and then by Name or simply sort by name.
#6) All timesheets in the [Pending] section are ready for review and supervisor approval. You can also see who is still in progress with their timesheet and who hasn’t started so you can notify your students to complete them. Select the name of the student employee you want to review and select [Leave Balances] to view their time punches and their accrued leave in the same screen.
#7) The information displayed shows the student’s timesheet with totalled hours, the times they clocked in and out, and shows the index code information from which your department pays them. If you approve the time entries on the timesheet, click [Approve] to forward this timesheet to the EOU Payroll office.
#8) To view a student's actual time punches for specific days in the pay period, click [Previous Menu] and then click on the student’s name.
#9) If you need to edit a student’s timesheet, click on [Change Record] for the selected timesheet, select the hours on the specific day and correct the student’s time entries. Be sure to select [Comments] to leave a comment on what you changed on the student’s timesheet. After you've checked the hours and are sure they are correct, click on the [Approve] button to transfer the timesheet to the Payroll office.
#10) If you (the supervisor) need to delegate a backup to approve timesheets either full time or temporarily, click the [Employee Services] tab, select [Time Sheet] and then [Proxy Set Up] towards the bottom of the screen.
#11) From the drop down menu, select the person who you are delegating as your “Proxy” to approve timesheets. Check the box in the [Add] column next to their name and select [Save]. To remove them at any time, check the box in the [Remove] column next to their name and select [Save]. There is no limit to the number of approvers you can add.
#12) You also have the option to print your timesheet within Web Time Entry. Simply select the [Print Timesheet] button to print out a single page PDF for your records.