Web-Based Time Entry

The College of Charleston utilizes a web-based employee timesheet that automates time tracking and approval processes. This secure, password protected system is available to employees and their manager / approver via the CougarTrail system, anytime from any College of Charleston intranet enabled computer. This system will allow student workers, faculty, and employees to manage online timesheet reporting and leave balance management.

Instructions for Time Entry (Student/Hourly):

1. Log into CougarTrail using you your CofCID or Social Security Number and PIN. If you have trouble logging into the CougarTrail System, please call Everett McInnis at 843/953-5737.

2. Scroll the cursor over the PAYROLL field located on the red banner at the top of the web page.

3. You will notice that a drop-down menu will appear. Select EMPLOYEE TIME INPUT ENTRY.

4. The EMPLOYEE TIME INPUT ENTRY screen will appear.

• Verify the Fiscal Year is correct.
• Verify the Payroll Dates are correct for the period which you will be paid. Please notice in the window below that the Payroll Dates are 01/01/2007 to 01/15/2007. Therefore, the paydate for this timesheet will be 01/15/2007 (if the paydate is on the 15th or last day of the month is on a weekend or holiday, then the payday will be the business day before the weekend or holiday).
• The Pay Period Dates refer to the period for which you will be entering your hours worked, or possible overtime. In the window below, the Pay Period Dates are for the period from 12/10/2006 to 12/30/2006. Therefore, any hours worked, or possible overtime from 12/10/2006 to 12/30/2006 will be entered on this time sheet.
• Verify all assignment information (i. e. Department, Title, Location, Position) is correct.
• Timesheet Status and Approval Status should be verified on this screen as well.

Once all of the above information has been verified, SELECT the correct pay period and click the SUBMIT button.

5. After selecting a specific pay period, an actual timesheet will appear. Below you will find an online timesheet. Once again, verify all information is correct on this page. (i.e. Name, Timekeeping Location, Payroll Dates, and Work Periods). The Payroll Dates (i. e. 01/01/2007 to 01/15/2007) refer to the period for which wages are earned.
The Enter Time section of the web page refers to the tracking of hours worked. In the window below, an employee would enter any hours worked in the REG column for the week beginning 12/10/2006. If you have worked any overtime, use the drop down-box in the EARN CODE 1 column to select 130 OVERTIME by the corresponding date the overtime was worked. The actual hours worked should be entered HOURS 1 column on the same corresponding date.

Overtime Rules:

Overtime is all hours worked in excess of 40 hours in a 7 consecutive day work period beginning 12:01 a.m. Sunday and ending 12:00 midnight on Saturday. The Fair Labor Standards Act (FLSA) provides that employees in non-exempt/hourly positions be paid overtime at a premium rate of 1.5 times their hourly rate. In computing the 40 (plus) hour rate, hours worked does not include leave time, holiday or other paid or unpaid leave. It is the policy of the College that overtime work is held to a minimum consistent with the needs and requirements of the department. All Requests for overtime must be submitted in writing and approved, in advance, by the appropriate supervisor.

Compensatory Time:

Time in and Time Out should be rounded to six minute intervals. Report time worked to the tenth of the hour. Please refer to the chart below:

Example:

6. Once all hours worked has been entered and verified for accuracy, the timesheet must be classified as COMPLETED. This is done by using the drop-down box next to the SELECT STATUS field at the bottom of the timesheet web page. You must select COMPLETED and click the SUBMIT button. This will let your supervisor know that your timesheet is ready for review, approval and submission to the Payroll Department.