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Submitting Timesheets & Leave Reports

WTE SELF SERVICE GUIDES

Student Hourly Hourly Wage Classified (Exempt & Non-Exempt) Faculty Leave Reports 10-Month Teaching & Research Faculty Enrolled VSDP
WTE Training Video

Classified/Hourly/Student Hourly Timesheet Training Video

WTE Training Video

Faculty Leave Report WTE Training Video

WTE (Web Time Entry) Guidelines

Select your employee type to see the guidelines for submitting your WTE Timesheet.

Student Hourly Wage Employees

Need step-by-step instructions for entering your timesheet?

Use the Student Hourly Employee WTE Guide or view the Training Video.

Guidelines
  • Student hourly wage employees must complete a Web Timesheet containing the actual number of hours worked each day during the pay period. Enter all hours worked.
  • Student hourly employees may generally be employed for up to 20 hours per week. Exceptions should be discussed with the Payroll Manager or the Supervisor for Compliance and Student Employment.
  • If more than 40 hours were worked in a work week, the system calculates overtime automatically. No automatic paycheck can be issued unless the Web Timesheet is submitted via Web Time Entry.

Hourly Wage Employees

Need step-by-step instructions for entering your timesheet?

Use the Hourly Employee WTE Guide or view the Training Video.

Guidelines

  • Hourly wage employees must complete a Web Timesheet containing the actual number of hours worked each day during the pay period. Enter all hours worked.
  • All wage employees are limited to working no more than 29 hours per week on average over the course of twelve months. Wage employees, including student worker, are limited to working 1500 hours per employment year (May 1 - April 30). There are NO EXCEPTIONS to the 1500 hour limit.
  • If more than 40 hours were worked in a work week, the system calculates overtime automatically. No automatic paycheck can be issued unless the Web Timesheet is submitted via Web Time Entry.

Classified Non-Exempt Employees

Need step-by-step instructions for entering your timesheet?

Use the Classified Non-Exempt Employee WTE Guide or view the Training Video.

Non-Exempt Classified employees must report time worked and leave taken on a daily basis. These employees must use WTE to complete a Web Timesheet of the actual number of hours worked each day during the pay period. Not entering time worked or leave taken on the Web Timesheet via Web Time Entry will result in a delay in payment.

Working Overtime

Non-exempt employees are not allowed to work overtime without PRIOR authorization by management. Managers are responsible for controlling the work hours of non-exempt employees.

Your supervisor will tell you which earning type to use for reporting overtime. You may only use one type, depending on how your department has been set up in Banner. You cannot use both. The default for most departments is "pay."

Earning Type Explanation Who should use this?
Additional hours worked- Leave This selection is used to record additional hours worked for leave for non-exempt employees. Entries will be converted to either overtime leave or compensatory leave, depending on the physical hours worked during the week. Classified Non Exempt Employees - set up for Leave
Additional hours worked- Pay This selection is used to record additional hours worked for pay by non-exempt employees. Hours will be paid at the straight time or overtime rate depending on physical hours worked during the week.

Eligible employees must physically work more than 40 hours during the specified work week to earn overtime pay.		 Classified Non Exempt Employees - set up for Pay

Classified Exempt Employees

Need step-by-step instructions for entering your timesheet?

Use the Classified Exempt Employee WTE Guide or view the Training Video.

Classified Exempt employees are responsible for recording leave time taken only (i.e., vacation or sick time or compensatory leave earned/taken) and compensatory leave earned via web time entry. Not submitting a Web Timesheet could result in a delay in payment.

  • Classified exempt employees must submit a Web Time Sheet for every pay period.
  • If no leave was taken and no compensatory leave was earned for a given pay period, classified exempt employees must open the time sheet for that pay period and enter "no leave taken" in the comment section of the time sheet and submit the time sheet for approval.

Compensatory Leave Earned (CLE) - EXEMPT Employees

  • ALL EXEMPT University Employees are prohibited from earning compensatory leave with the following exceptions:
    • Irrespective of the position held, compensatory leave may be credited when a holiday falls on a scheduled rest day, or is not observed by the employee because all other employees in his or her unit are required to work on the holiday.
    • In unusual situations where, at the specific direction of the supervisor, an exempt employee works exceptionally long hours to meet the requirements of a critical or emergency situation, supervisors may credit compensatory leave.
  • Compensatory leave earned will be authorized only when it is essential for the effective management of the University. It will not be used to accomplish normal operating duties.

Under no conditions will exempt employees receive time and one-half overtime pay or overtime leave.

Faculty Leave Reports

Need step-by-step instructions for entering your timesheet?

Use the Faculty Leave Reports WTE Guide or view the Training Video.

  • Faculty who are required to report their leave taken through Leave Reports should make every effort to follow the submission schedule.
  • Approvers are required to approve faculty leave taken through Leave Reports and should make every effort to follow the submission schedule.
  • The pay period will remain open through the date listed on the Banner Self Service Submission Schedule for Faculty Leave Reports.

Banner Self Service Submission Deadlines

In order for employees to be paid each pay period, timesheets MUST be submitted and approved by the published deadlines.

  • Timesheets must be submitted on the last day worked in the pay period OR no later than 11:59pm on the deadline (listed in the WTE Submission Schedule).
  • Approvers (or proxies) are required to approve timesheets EACH pay period by the approval deadline.
  • Timesheets should be submitted after all the hours are worked for the pay period and before the pay period submission deadline.
  • When you submit a timesheet to an approver, you are certifying that the hours worked are a true and accurate record of your time.

2024 Banner Self Service Submission Schedules

Classified (Exempt & Non-Exempt) Hourly & Student Hourly
Faculty Leave Reporting Bi-Weekly Police Officers

Payroll Schedule

View Payroll Schedule for calendar year

Leave Record Keeping & Processing

Reporting Increments for Leave & Work Hours

Approving Timesheets

Information for Approvers

PLEASE NOTE:

No automatic manual paychecks will be processed due to late paperwork. Not entering time worked or leave taken on the Web Timesheet will result in a delay in payment.

Contact

  • Office of Finance
  • 2003 Rollins Hall
  • Norfolk, VA 23529
    • 757-683-3030 (office)
    757-683-4100 (fax)

Leo Online

Leo Online is a secure, web-based self-service tool designed to allow students, faculty, and staff access to the tools and information required for doing business with the University, including registration, grades, and access to records associated with academic progress and employment.

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