Payroll – Timekeeping

2022 Bi-Weekly Payroll Calendar

All student employees are paid on a bi-weekly cycle.

  • The Bi-Weekly Payroll Calendar shows the start and end dates of each bi-weekly work period and the corresponding pay date. The Bi-Weekly Payroll Calendar also shows the cut-off deadline for submission of hourly employees Web Time Entry (WTE) time sheets and the cut-off deadline for supervisor approvals.
  • Student employees are required to track, enter and submit accurate hours worked through the Web Time Entry (WTE) bi-weekly online timesheet on OnePort by the conclusion of each pay period. 
    • The time sheet submission deadline for student employees is midnight on the last day of the bi-weekly pay period (every other Sunday at 11:59PM).
  • Supervisors verify and approve online student employee timesheet(s) for completeness and accuracy at the conclusion of each pay period and within the payroll deadline through OnePort.
    • The approval deadline for supervisors is 5 PM on the Tuesday after the bi-weekly pay period has closed.

Directions for Completing a Timesheet through Web Time Entry (WTE)

    • Log into OnePort.
    • Click on ‘Employment’ in the menu on the left.
    • Choose ‘Timesheet (Temp/Student Employee).’
    • Make sure your role is chosen and click the ‘Time Sheet’ button. (If you have more than one on-campus job, you’ll need to select the specific role that you’re inputting hours for.)
    • Input all hours worked.
    • Double check your hours are correct and click the ‘Submit for Approval’ button.

Recommendation: Set up a reminder in Google Calendar to automatically receive a prompt to complete your timesheet at the end of each bi-weekly pay period. All student employees and supervisors will also receive reminder emails from Payroll.

Note: Online time sheet entry due dates and cut-offs may be adjusted for holidays (please consult the Bi-Weekly Payroll Calendar).

Video: How to Submit Your Timesheet

Late Timesheets

If a student employee fails to submit their completed timesheet by the conclusion of the pay period (every other Sunday at 11:59PM), they are required to complete a Late Timesheet within the following bi-weekly work period.  

Directions for Completing a Late Timesheet

    • Access the Late Timesheet here. This will open a new screen. Click ‘Make a Copy.’ 
      • Make sure you are signed into your UNCA account to be able to access the Late Timesheet. 
    • Input your full name, UNCA ID #, Job Title, Department, and Job #.
      • Your Job # can be found on OnePort where you select your timesheet and pay period. It is typically 3 letters followed by 5 numbers. For instance, the Career Center’s Career Peer student staff Job # is CAR358-00.
    • Double click the cell to the right of ‘BW Start Date’ & choose the appropriate bi-weekly start date from the pop up calendar. This will autofill the document with the correct dates.
    • Click the arrow in the appropriate cell to input times you worked during the bi-weekly period.
      • Keep in mind that all time needs to be in 15 minute increments.
    • Once the Late Timesheet is filled out completely, print the document and give it to your supervisor. 
      • When you click on Print and ‘Print settings’ page opens, change the scale to “Fit to page.” 
    • Your supervisor will review the Late Timesheet for accuracy and sign in blue or black ink to approve the hours worked. 
    • Sign the Late Timesheet in blue or black ink. 
    • Submit the physical, signed Late Timesheet to Payroll in Phillips. 

Additional Information: Each time a student employee fails to submit their timesheet on-time and accurately by the conclusion of each pay period they will receive a written warning from Payroll via email with their supervisor copied. After the third infraction, inclusive of all active jobs within a semester, the student will be removed from Banner and not allowed to hold an on-campus position for the remainder of the semester. Falsifying timesheets, which includes adding hours to a timesheet that were not worked on that date, is a violation of federal and state law. 

Video: How to Access and Complete the Late Timesheet (Coming Summer 2022)