On-Line Timecard
Timekeeper User Guide
(Part-Time Hourly Personnel)

Table of Contents

Overview

Step One: Logging onto the Automated Timekeeping System

Step Two: Signing in to an Employee’s Automated Timecard

Step Three: How to Adjust Hours an Employee Has Worked

General Information

     Field Definition Table

Exception Time Reporting Form
 

Overview

We would like to welcome you to Highline Community College’s Automated Timekeeping System. This system will enable you to view and approve all of your employee time and attendance records electronically. As a timekeeper, you will be able to see a list of all your employees who have (and who have not) entered time for the current pay period.

Each employee is assigned three timekeepers including a primary timekeeper. When a new employee is hired, you must notify Human Resources with the following timekeeper information: primary timekeeper, first and second alternates. An employee can not access his/her timecard until timekeepers have been assigned. If you are not available to approve hours (i.e. vacation, illness, etc.), it is your responsibility to assign your timekeeper timesheet duties to the first alternate timekeeper. If the first alternate is not available, the second alternate timekeeper must be notified for timesheet approval before the cutoff date. If the timekeeper responsibilities change, please notify the Payroll Office to update the electronic approval roster.

With this new system, you will be able to approve time from the comfort of your office, comfort of your home, or any other internet accessible computer. This means that there is virtually no excuse for a “late” submitted time record. If an exception occurs, a paper timesheet submission, with reason, has to be submitted and signed off by a dean or vice president. If an employee has entered time, the timekeeper (or his/her appointed alternates) has the responsibility to approve that employee’s submitted work time.

Your employees now have a great flexibility in time reporting. They can enter their time from home or any other computer with Internet access. Please keep your employees informed of their responsibility to properly record and report time worked. If you notice that an employee on your “list” has not recorded their time worked, please have that employee do so prior to the payroll cut-off date. If an employee no longer works for you, please contact Human Resources as soon as possible. Otherwise, that employee’s name will continually appear on your employee list.

We hope this guide will serve as a useful tool. The new system will eliminate duplicate data entry and the campus movement of paper timesheets. We think you will enjoy this new system!

Table of Contents

Step One: Logging in to the Automated Timekeeping System

Open your preferred browser and enter the following address on the address line: https://sec.highline.edu/employee. This will take you to the Highline Employee Resources page.

You may be prompted with a message that you are about view pages over a secure connection. If you do, just click OK.

Continue with Step Two: Signing into the Automated Timecard.

Table of Contents

Step Two: Signing in to an Employee’s Automated Timecard.

After completing Step One you will be at the 'Find An Employee Timecard Screen'.

Enter your:

System Identification Number

PIN Number

Next click on Find

Note: If you do not remember your system identification number and/or your PIN number, you may request them from the Human Resources. Be prepared to provide personal identifying information before the numbers will be released. Human Resource personnel may be reached between the hours of 8:00 a.m. – 5:00 p.m. Monday through Friday excluding Holidays at x3812 or HRStaff@highline.edu.

After clicking on Find, you should see a screen that lists all of your HCC employees. To bring up employee’s submitted timecard, click in the open circle O under “the review” column. You may only click on “the review” column one employee at a time. From the submitted timecard, you can see the status of the timesheet (i.e. hours have been submitted but not approved, hours have been submitted and approved). Note that hours submitted and approved will show in green.
 

Click the EDIT button to display the employee timecard.

You can now view the employee timecard to Approve Hours or Edit Hours. After the approval or edit, you have the choice to:

Return to the Employee List to select another employee for review, approval, or edit.
Return to the Employee Menu.
 

Table of Contents

Step Three: How to Adjust Hours an Employee Has Worked

Enter hours on the timecard just like you normally would enter changes on the EXCEL version of the timesheet. You must enter partial hour time within quarter hour increments (i.e. .25, .50, or .75). Every time you make a change, the employee must resubmit the hours for your final approval. This process can happen more than one time.

Please make sure to notify the employee if you need to make adjustments to their time worked.

Please review the Employee User Guide. An updated version will always be available on the HR Page.

Following is what the employee sees when they use the process:

First they will see a screen that lists all of their HCC jobs.  To bring up a timecard for a given job, the employee needs to click in the open circle O under the “Edit?” column. They can only click on “Edit?” column one job at a time.

Next, they will see the screen for entering their time.

Table of Contents

General Information
Field Definition Table

Following is a table that explains the fields on a timecard:

Table of Contents

Author: Enterprise Services (esadmin@highline.edu)
MS 26-1
2400 S. 240th St.
Des Moines, WA 98198
(206) 870-4809
TTY: (206) 870-4853
Page last updated: 08/23/03