This walkthrough will cover:

Recording time as worked

The new timecard is designed to make it easy for hourly employees to clock in and out as they work. Please encourage your employees to record their time this way for accurate reporting.

Deadlines for turning in timecards

Employees will have until 8am on Monday to submit their timecard to their supervisor. This means all employees should be completing their timecard as they work, even if they work over the weekend.

For employees that don't work over the weekend, timecards can be submitted before the Monday 8am deadline.

Supervisors have until the end of the day on Monday to approve the submitted timecards. Human Resources recommends that supervisors strive to approve timecards by noon, that way if there are any questions regarding the timecards, there is still time to send them back to the employee and get them returned before the end of the day on Monday.

Supervisee timecard submission report email

On Monday mornings after a pay period ends, supervisors will receive an email that reports the submission status for each supervisee's timecard. Submitted timecards are available for approval starting at 8am. Un-submitted timecards must first be submitted before the supervisor can mark them as approved. Supervisors will need to contact those employees who have not turned in their timecard .

Read more on supervisor email notifications...

What your employees will see

Read through Timecard 101 for Student Employees and Timecard 101 for Hourly Employees to learn what your employees will see in timecard.biola.edu.

NetID Access

To sign in to Timecard:

• Go to timecard.biola.edu
• Sign in with your Biola email address and password.

Reviewing employee timecards

Timecard provides multiple views of your employee's timecard data.

View #1: Summary

The summary view shows subtotals without the specific in/out times. 

View #2: Details

The details view shows in/out times and leave.

View #3: In/Out Graph

The In/Out Graph shows color-coded subtotals as well as in/out times. This view is the quickest way to toggle between the hours of multiple positions (feature not shown below).

Online Approvals

Once your employee has submitted a timecard, you have the option to approve or return the timecard. 

If you return a timecard, you must include a question or comment for your employee.

If you approve the timecard, there is nothing else you need to do. The timecard is now ready to be reviewed by HR and then processed by Payroll.

Tracking the timecard approval process

You can always see where an employee's timecard is in the approval process.

Track the total hours for all your employees

You can view a pay period summary report of all hours currently recorded by your employee(s). You can download a csv of this data to help you track salary costs for your department. 

Assigning a proxy

You can set a assign proxy access to another employee in the event that you are not available to approve your employee's timecards.

Read more on Adding and Removing a Proxy.

Viewing employee position details

You can view the following position details that come from Banner:

• Supervisor's name
• Payroll type
  Example: "01 / Salaried"
• Banner org number
• Banner position number
• FTE
• Normal Workday Hours
  Example: 8 or 7.5
• Paid Leave Eligible 
  Example: Yes or No

Finding the supervisor of your employee's other positions

If an employee is working in more than one area, you will be able to see where and for whom.

Submitting blank timecards for absent employees

Supervisors of temp, part-time, or student employees need to submit a blank timecard for each supervisee that does not work during a pay period. This way Human Resources and Payroll know that the employee did not work during the given pay period.

Mobile-friendly Design

The new timecard is mobile-friendly and can be used from your smartphone or tablet.

Using the browser on your smartphone or tablet, go to timecard.biola.edu.

Employees that aren't at a computer while they work can now clock in and out from the field as long as they have a mobile device with a browser (ie. smart phone, tablet, or iPod Touch).