Payment Processing, Timekeeping and Leave Reports FAQs
Leave Request / Timekeeping:
- Q. What is the deadline for a leave request submission?
- A. The 24th of each current month.
- A. The 24th of each current month.
- Q. Why can’t I see/ approve my employees leave report/request?
- A. Supervisors cannot access leave reports/ leave requests that are in progress or not started. They can only approve leave reports/leave requests in pending status.
- A. Limited approval permission(s) access may cause supervisors not to see employees
leave report/request. Please contact the Human Resources HRIS Analyst to review; information
can be found on the Human Resources Contact Us website.
- Q. As an approver, can I delegate approving authority to another person in my office?
- A. Leave Reports allows approvers to set up Proxies to approve on their behalf. Instructions
to proxy can be found on the Time and Attendance Training page. Click on the Setting up/Acting as a Proxy guide for step-by-step instructions.
- A. Leave Reports allows approvers to set up Proxies to approve on their behalf. Instructions
to proxy can be found on the Time and Attendance Training page. Click on the Setting up/Acting as a Proxy guide for step-by-step instructions.
- Q. As a supervisor, can I enter time in Leave Reports on behalf of my employee?
- A. Once it is submitted, managers can return for correction or make changes directly
on the Leave Report before approving.
- A. Once it is submitted, managers can return for correction or make changes directly
on the Leave Report before approving.
- Q. Do employees need to submit a leave report even if they don't take any time?
- A. Yes, Administrators, Librarians, paid monthly should submit a leave report each month.
- A. Yes, Administrators, Librarians, paid monthly should submit a leave report each month.
- Q. What is the deadline for student timesheet submission?
- A. Student timesheet should be done no later than the end on the last day of the current
pay period (Thursday). They will lose access to submit time as of 12:00pm of the following
day (Friday).
- A. Student timesheet should be done no later than the end on the last day of the current
pay period (Thursday). They will lose access to submit time as of 12:00pm of the following
day (Friday).
- Q. How can I get a copy of my pay stub?
- A. Paystubs are available to all active employees via the PirateNet portal. To view your paystub:
- Log on to PirateNet
- Select University Portal
- Click "Open Employee Dashboard" on the Employee Self Service card
- Click "All Pay Stubs"
** Additional Pay information can be located on the Direct Deposit website.
- Q. How do I set up my direct deposit?
- A. Follow directions on the Direct Deposit webdite for additional assistance, reach out to the Payroll Office.
- A. Follow directions on the Direct Deposit webdite for additional assistance, reach out to the Payroll Office.
- Q. My leave report is showing an error, "Outstanding Leave Requests are Associated with
this pay period"?
- A. An unapproved or ‘in progress’ leave request, conflicts with leave report submission. To resolve this error please:
- i. Navigate to the Employee Dashboard, Click 'Request Time Off'
- ii. Select any active date (with purple line)
- iii. This will display your existing leave request
- iv. From the top right, click 'Cancel Leave Request.'
- v. Respond 'Yes' to the cancellation question
- Q. When do I submit my leave report?
- A. Faculty, Administrators, Librarians, Adjunct Faculty, and Graduate Assistants must
submit their Leave Report, and Supervisors must approve between the 25th of the current month to the 5th of the following month.
- A. Faculty, Administrators, Librarians, Adjunct Faculty, and Graduate Assistants must
submit their Leave Report, and Supervisors must approve between the 25th of the current month to the 5th of the following month.
- Q. What is the deadline for leave a request submission?
- A. The 24th of each current month.
- A. The 24th of each current month.
- Q. What do I do if I forget to submit my leave report?
- A. Please go to the Human Resources Contact Us website and reach out to the HRIS Analysis with the details of your leave time used.
- A. Please go to the Human Resources Contact Us website and reach out to the HRIS Analysis with the details of your leave time used.
- Q. How do I track Bereavement Leave and Jury Duty in Leave Reports?
- A. Leave Reports is used to track any leave type for which an employee has a balance (Vacation, Sick, and Volunteer).
- i. For Bereavement Leave, employees should work with their supervisor, in accordance with the Employee Handbook.
- ii. For Jury Duty, employees should work with their supervisor, in accordance with the
Employee Handbook. Documentation is required for time away for jury duty.
- Q. How do I request time off in Time Clock Plus (TCP)?
- A. Instructions for requesting time off in TCP can be found on the Time and Attendance FAQ website.
- A. Instructions for requesting time off in TCP can be found on the Time and Attendance FAQ website.
- Q. How do I enter my time in TCP?
- A. Step by Step instructions for entering time in TCP can be found Time and Attendance FAQ website.
- A. Step by Step instructions for entering time in TCP can be found Time and Attendance FAQ website.
- Q. When should I submit my timesheet in TCP?
- A. Employees paid on the Bi-weekly payroll should submit their timecard on the last day
of the pay period (Thursday) so that their supervisor can review prior to final approval.
You can find the current payroll calendar on the Payroll Schedule website.
- A. Employees paid on the Bi-weekly payroll should submit their timecard on the last day
of the pay period (Thursday) so that their supervisor can review prior to final approval.
You can find the current payroll calendar on the Payroll Schedule website.
- Q. Do Adjunct Faculty need to submit a timesheet?
- A. Adjuncts do not generally submit a ‘Timesheet’ (aka Leave report) except in cases
where they use ‘Sick leave’ or where the department requires them to complete one.
In such a case, the Departments can set this requirement as a condition of appointment.
- i. Here’s a link to Training Tutorials and Documents - Seton Hall University, with instructions on how to submit a leave report.
- ii. Employees can access the ‘Employee Dashboard’ via the employee tab in the University
Portal.
- A. Adjuncts do not generally submit a ‘Timesheet’ (aka Leave report) except in cases
where they use ‘Sick leave’ or where the department requires them to complete one.
In such a case, the Departments can set this requirement as a condition of appointment.
- Q. Are administrators entitled to floating holiday and volunteer hours?
- A. Administrators are not eligible for ‘Floating Holiday’. Listed below are the eligible leave earnings for Admins (where MN = Monthly):
Leave Type Hours Accrued Comments Sick 7 hours (MN) Max at 168 hours; accruals resume when the balance is reduced by use Vacation 11.67 hours (MN) Max at 210 Hours; accruals resume when the balance is reduced by use (Based on FTE) Volunteer 7 hours (Annually) Expires every Dec 31, Replenished with first payroll in January Jury Duty Not Defined Determined by selection and length of service (please see Employee Handbook) Bereavement Allotment is defined by policy Please see page 24 of Employee Handbook - Q. Can changes be made to an approved leave request/report?
- A. All the details from an approved leave request are transferred into the employee’s leave report. The changes from an approved leave request can be modified/adjusted in the leave report to reflect the actual time taken.
- i. To do so, employees can:
- Start or open the applicable leave report
- Click on employee Position/Title
- ii. This will bring you to the calendar view, where specific date entries can be edited or deleted.
- iii. Once the necessary changes have been made, please Save and Preview, then Submit/Approve.
- iv. This can be done by the employee and supervisor ahead of approving the leave report.
** Deductions to the employees' leave balances only occur after the leave report is approved.
- Q. I have a student worker whose time sheet needs to be changed.
- A. To correct a submitted timesheet, please:
- i. Click on the student’s Position/Title (See red Arrow)
- ii. This will bring you the calendar view.
- Select the date that needs to be edited or deleted.
- Use the ‘Pencil’ Icon to edit, then ‘save’
- or use the ‘Circle’ icon to delete
- iii. confirm the deletion prompt (at top right of the window), and ‘save’.
- iv. Then ‘preview’ to return to the approval screen.
Leave Report
- Q. How often do I accrue?
- A. For employees paid on the biweekly (BW) schedule, it is every pay period except periods with three pays. For employees paid
on the monthly (MN) schedule, it is monthly. With exception for employees on leave.
- A. For employees paid on the biweekly (BW) schedule, it is every pay period except periods with three pays. For employees paid
on the monthly (MN) schedule, it is monthly. With exception for employees on leave.
- Q. Does my vacation accrual carry over?
- A. Time accrues to your accrual max and will begin to accrual normally once you have
reduced your balance by use.
- A. Time accrues to your accrual max and will begin to accrual normally once you have
reduced your balance by use.
- Q. Should I submit a leave report even though I submitted a leave request?
- A. Yes, deductions to the employees' leave balances only occur after the leave report
is approved.
- A. Yes, deductions to the employees' leave balances only occur after the leave report
is approved.
- Q. How do I record bereavement leave and Jury duty on my leave report?
- A. Employees should enter the dates and number of hours used for either leave type
in the comments section of their leave report ahead of submitting for approval.
- A. Employees should enter the dates and number of hours used for either leave type
in the comments section of their leave report ahead of submitting for approval.
- Q. Where can I see my up-to-date leave balances?
- A. You can see your leave balances on your Employees Dashboard in the University Portal.
- A. You can see your leave balances on your Employees Dashboard in the University Portal.
- Q. How often is a floating holiday replenished?
- A. It is replenished in tandem with new physical year (usually July 1st) for eligible
employees; employees lose any unused float time before July 1st.
- A. It is replenished in tandem with new physical year (usually July 1st) for eligible
employees; employees lose any unused float time before July 1st.
- Q. What is the difference between a “Leave Report” and a “Leave Request” ?
- A. Leave Report: Is a required “monthly” time sheet submission process for Admins, GAs, and Adjuncts to detail leave taken within the current month.
- A. Leave Request: Is the process for admin employees to request time off for the current month and
future dates.
- Q. How do I record a University closing on my timesheet or leave report?
- A. Timesheet: University closings will be automatically recorded in TimeClock Plus for eligible full-time bi-weekly employees.
- A. Leave Reports: University closings do not need to be entered.