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Guide Guide for Reporting time in a Punch timesheet

The following information is designed for employees who use a Punch timesheet to report time by entering in and out punches for days worked.

Table of Contents

Step Action
1 Log in to Employee Self-Service with your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS box.
Note: If you have multiple Commonwealth jobs, refer to step 3 and 4. If you do not, proceed to step 5.
3 You will arrive on the TIMESHEET select jobs page, where your jobs will be displayed in a table. The table is arranged in 4 columns of information for each job row. The columns are:
JOB TITLE: The name of your job displayed as a link.
DEPARTMENT ID: Identifies your department and organization.
DEPARTMENT: The department that is tied to your job.
MAIL DROP ID: The mail drop ID number that is tied to your job.
4 Select the job you want to submit time for by selecting the JOB TITLE link for the job.
5 Your timesheet will be displayed, pre-populated with your regular work schedule.
6 On the top of the timesheet are your NAME, EMPLOYEE ID, JOB TITLE and EMPLOYEE RECORD NUMBER.
7 Below your personal information is the VIEW BY dropdown menu. You can customize the way your timesheet is displayed by selecting  the dropdown menu and selecting DAY, TIME PERIOD, or WEEK.
8 To the right are two links called PREVIOUS WEEK and NEXT WEEK. Select the NEXT WEEK link to advance to the next week. Select the PREVIOUS WEEK link to navigate to a week in the past.
9 Below the VIEW BY drop down menu is the DATE field and a CALENDAR icon. By selecting on the CALENDAR icon you have the ability to choose a date.
10 Below the DATE field are your SCHEDULED HOURS and your REPORTED HOURS. Your SCHEDULED HOURS is the total hours in your normal weekly work schedule. REPORTED HOURS is time you report during the week.
11 Your timesheet is displayed below the SCHEDULED and REPORTED HOURS information.
12 The punch timesheet by default is a table arranged in nineteen columns of information, with seven rows for the days of the week:
MINUS SIGN (-): Delete a row of information. To be used to remove time reporting data.
PLUS SIGN (+): Adding a row of information. To be used to add a row of time reporting data.
Note: The PLUS AND MINUS buttons are located on the right and left side of the Timesheet.
COMMENTS: Users have the ability to leave comments on their timesheet.
Check with your Agency Human Resources or Payroll Department regarding use of comments.
DAY and DATE: shows the day of the week and date
REPORTED STATUS: Informs you that your reported time needs approval or has been approved by your manager/supervisor.
IN, MEAL OUT, MEAL IN and OUT: Times of in and out punches for the day.
PUNCH TOTAL: The total time reported for the day.
TRC: Time Reporting Code. A time reporting code is a unique identifier to specify the type of time used (e.g., sick, vacation, overtime, etc.). The text box in the TRC column will be blank if regular time is reported. There is a magnifying glass icon located to the right of the TRC text box. Select the magnifying glass to lookup time reporting codes.
TYPE: Type of TRC.
SHORT DESCRIPTION: Description of TRC
QUANTITY: For Reported time TRC use only. Enter amount of hours of non REG TRC, ie. VAC, SIC, PER.
SCHEDULED HOURS and
DATE: Number of regularly scheduled work hours and date.
13 Below the timesheet is the SAVE FOR LATER, SUBMIT and CLEAR button. The SAVE FOR LATER button allows you to save your timesheet without submitting it. If you choose this button, you will still need to press the Submit button to have your time for the week approved. Use the SUBMIT button to route your timesheet for approval. The CLEAR button will remove pre-populated time only, not saved or submitted time. Below the SUBMIT button is the following four tabs:
14 The Reported Time SUMMARY tab is arranged in nine columns of information:
CATEGORY: Values in this column include TOTAL REPORTED HOURS, TOTAL SCHEDULED HOURS, and SCHEDULE DEVIATION.
TOTAL: Total amount of hours reported for the day.
COLUMN HEADERS FOR EACH DAY OF THE WEEK (Sun-Sat)
The table is further divided into three rows:
TOTAL REPORTED HOURS: Total number of hours reported for each day of the week.
TOTAL SCHEDULED HOURS: Total hours scheduled for each day of the week.
SCHEDULE DEVIATION: Total hours reported over or under your scheduled hours.
NO CATEGORY DISPLAYED: This is not used at this time.
15 The LEAVE/COMPENSATORY TIME tab is divided into four columns:
PLAN TYPE: Type of plan (e.g., Leave, Comp Timel).
PLAN : Type of leave (e.g., sick, vacation, personal).
CURRENT BALANCE: Amount of hours available to use.
VIEW DETAILS: Detail table of leave and usage.
16 The EXCEPTIONS tab is divided into seven columns if an exception exists.Exceptions are generated when the reported time does not comply with a defined rule or does not match the employee's default schedule.
ALLOW: If the severity is Low, you should resolve in timesheet or allow by selecting the Allow checkbox. Only Managers and Core Users can Allow Low Exceptions. If the severity is High, you can't allow the exception. The error needs to be fixed in timesheet.
DATE: This displays the date in the timesheet on which the exception occurred.
EXCEPTION ID: This displays the exception ID code that was reported against the employee.
EXCEPTION SOURCE: This identifies the level at which the exception must be cleared. Normally exceptions will need to be cleared by an admin level or the employee’s time approver.
STATUS: This displays the status of the exception.
EXCEPTION SEVERITY: This displays how critical the exception is, values include High and Low. When reviewing, the exceptions should be worked in regards to severity of each exception.
EXPLANATION: This displays the definition of the exception as it correlates to the exception ID.
COMMENT: Comments can be entered by Employee, Manager or Core Users. These comments are editable
17 The PAYABLE TIME tab is divided into eight columns. The fields on this tab display any existing payable time within the date range specified for this timesheet. DATE: Shows the date the row is reporting TRC: Time Reporting Code. A time reporting code is a unique identifier to specify the type of time used (e.g., reg, sick, vacation, overtime, etc.). DESCRIPTION: Description of TRC TRC TYPE: Type of TRC PAYABLE STATUS: Identifies the status for this time. QUANTITY: Total quantity of TRC reported. ESTIMATED GROSS: This is an estimated gross and only reflects the hours reported in timesheet. CURRENCY CODE: Shows the currency code of the Estimated Gross.
18 Select the SIGN OUT link to log out of Employee Self-Service.

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Reporting Regular Time

Important Reminders:

  • Regular time is defined as hours worked.
  • If applicable, shift differential and weekend differential will be calculated automatically based on your work schedule.
  • You can report time up to 42 days in advance by clicking on the NEXT WEEK link located above your timesheet and reporting leave in the appropriate time period.
  • You can adjust time up to 15 days in the past by clicking the PREVIOUS WEEK link located above your timesheet and reporting leave in the appropriate time period. This is referred to as a PRIOR PAY PERIOD ADJUSTMENT.
  • The deadline for time reporting is each Thursday at 5:00PM.
  • If your Agency is supported by the MassHR Employee Service Center (ESC), contact the ESC for assistance with reporting regular time. If your Agency is not supported by the ESC, please contact your Agency Human Resources/Payroll Department.

Reporting Regular Time

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3. Review your pre-populated schedule for each day of the week. Adjust your IN, MEAL OUT, MEAL IN, and OUT times as necessary. If you are an employee without a work schedule displayed on your timesheet, you will need to manually enter in your time for each day.
4. If your timesheet is accurate, select the SUBMIT button.
5. The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
6. Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
7. Review the REPORTED HOURS SUMMARY table for accuracy.
8. Review the STATUS column in the REPORTED TIME STATUS table. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
9. Select the SIGN OUT link to log out of Employee Self-Service.

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Reporting Excess Work Hours

Important Reminders:

  • Some employees are set up by their Human Resources/Payroll Department to earn overtime, comp time, or unbudgeted (uncompensated) hours as a default when they report hours in excess of their schedule.
  • If you wish to report comp time earned and overtime hours in the same week, you will need to manually report your excess hours on the timesheet.
  • This job aid will focus on the manual entry of overtime and/or comp time hours.
  • Employees who are not eligible to earn comp time or overtime should check with their Agency HR/Payroll to find out whether to report excess hours worked.
  • The deadline for time reporting is each Thursday at 5:00PM.
  • Please consult your HR/Payroll Department to ensure the correct Comp Time and Overtime calculations, based on specific contract bargaining agreements.
Step Action
1 Log in to Employee Self-Service with your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Locate the row for the day you were approved to work overtime or earn comp time.
5 Select the ADD A ROW (+)icon. A row must be added for each TRC used.
6 DO NOT adjust your OUT time to reflect overtime worked or comp time hours earned. This information will be recorded in the quantity column in the new row.
7 In the TRC column, click on the magnifying glass icon in the new row for the day you earned comp time or overtime. This will display the LOOK UP TRC table. Scroll through the table and click on the time reporting code you wish to use.

Check with your Agency Human Resources/Payroll Department to learn when to use Overtime Straight (OTS), Overtime Premium (OTP) or Comp Time (COM).
8 If you are eligible for COMP and have confirmed how you should calculate comp time earned, in the QUANTITY column, enter the number of hours of comp time earned in the new row. Reporting comp time earned is different from reporting leave. Use the table below for clarification:
Comp Time:
Total Hours Worked: Use this TRC:

37.5-40 hours: Comp Time Earned (COM)
40+ hours: Comp Time Earned (COM)*

*You must manually multiply by 1.5 the hours over 40 to account for accrual at time and a half.

Example: A 37.50-hour employee works 44 hours and requests comp time. The employee should report a total of 8.5 hours of comp time earned (2.5 hours earned at straight time from 37.5 to 40 and 6 hours [4 hours*1.5] from 40 to 44 hours = 8.5 hours).

Part time employees should calculate extra hours worked as comp time straight time until reaching 8 hours per day and premium time (1.5) for extra hours worked over 8 in a day or more than 40 hours in the week.
9 If you are eligible for Overtime and have confirmed how you should report overtime hours, in the QUANTITY column, enter the number of hours of overtime worked in the new row. Reporting overtime is different from reporting leave. Use the table below for clarification:

Overtime:
Total Hours Worked: Use this TRC:

37.5 hours – 40 hours: Overtime Straight (OTS)
40+ hours: Overtime Premium (OTP)

*For Overtime, you will enter in the hour for hour amount in the quantity field as either OTS or OTP as applicable.
Example: A 37.50-hour employee works 44 hours and requests overtime. The employee should report a total of 2.5 hours of OTS and 4 hours of OTP from 40 to 44 hours.


Part time employees should enter in extra hours worked as OTS time until reaching 8 hours per day and OTP for extra hours worked over 8 in a day or more than 40 hours in the week.
10 Repeat steps as necessary for each day you earned comp time or overtime.
11 If your timesheet is accurate, select the SUBMIT button.
12 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
13 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. Notice that your REPORTED HOURS are greater than your SCHEDULED HOURS because overtime and/or comp time has been reported.
14 Review the REPORTED HOURS SUMMARY table for accuracy. Days that you report less than or more than your scheduled hours will be identified in the SCHEDULE DEVIATION column. Your total hours reported and your total scheduled hours will be identified in the TOTAL column. An overage of hours will appear in the DEVIATION column for the day(s) overtime and/or comp time is reported.
15 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. When your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
16 Select the SIGN OUT link to log out of Employee Self-Service.

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Reporting Leave

Important Reminders:

  • Regular time is defined as hours worked.
  • Follow your agency’s practice for reporting leave (i.e., pre-approval, etc). If you have questions regarding your agency’s leave usage practices, please contact your agency human resources/payroll office.
  • Each row of time reporting information is tied to a unique time reporting code.
  • You can report time up to 42 days in advance by clicking on the NEXT WEEK link located above your timesheet and reporting leave in the appropriate time period.
  • You can adjust time up to 15 days in the past by clicking the PREVIOUS WEEK link located above your timesheet and reporting leave in the appropriate time period. This is referred to as a PRIOR PAY PERIOD ADJUSTMENT.
  • The deadline for time reporting is each Thursday at 5:00PM.
  • Remember to review your leave in the BALANCES table to ensure you have enough leave to cover your time away from work.

Reporting Leave for the Week

Step Action
1. Log in to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3. Your timesheet will be displayed, pre-populated with your regular work schedule.
4. Select the CLEAR button to remove pre-populated schedule information that has not been submitted for approval.

Note: If you have already submitted your time, you will have to manually remove the schedule data for each day of the week by clicking the DELETE A ROW (-) icon in each row. A system generated message will appear asking you to confirm the row deletion. Select the YES-DELETE button to delete the row.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
5. Next, in the TRC column, click on the magnifying glass icon in the row for each day you wish to take leave. This will display the LOOK UP TRC table. Scroll through the table and click on the time reporting code you wish to use. Repeat this step for each day you are using leave.
6. Under the QUANTITY column, enter the number of hours of leave you wish to use for each day in the text box. Repeat this step for each day you are using leave.
7. If your timesheet is accurate, select the SUBMIT button.
8. The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
9. Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
10. Review the REPORTED HOURS SUMMARY table for accuracy.
11. Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
12. Review the BALANCES table. Notice that your COMP TIME, PERSONAL, SICK, or VACATION balance has been reduced by the amount of leave reported in your timesheet.
13. Select the SIGN OUT link to log out of Employee Self-Service.

Reporting Leave for an Entire Day

Step Action
1 Log in to Employee Self-Service with your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule
4 Locate the row for the day you wish to take leave.
5 Manually remove the schedule data for the day by clicking the DELETE A ROW (-) icon in the appropriate row. A system generated message will appear asking you to confirm the row deletion. Select the YES-DELETE button to delete the row.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
6 In the TRC column, click on the magnifying glass icon in the row for the day you wish to take leave. This will display the LOOK UP TRC table. Scroll through the table of information and click on the time reporting code you wish to use.
7 Under the QUANTITY column, enter the number of hours of leave you wish to use in the appropriate row.
8 If your timesheet is accurate, select the SUBMIT button.
9 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
10 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
11 Review the REPORTED HOURS SUMMARY table for accuracy.
12 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
13 Review the BALANCES table. Notice that your COMP TIME, PERSONAL, SICK, or VACATION balance has been reduced by the amount of leave reported in your timesheet.
14 Select the SIGN OUT link to log out of Employee Self-Service.

Reporting Leave with Regular Time

Step Action
1 Log in to Employee Self-Service with your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Locate the row for the day you wish to take leave.
5 Select the ADD A ROW (+)icon. A row must be added for each TRC used.
6 Adjust your IN, MEAL OUT, MEAL IN, and OUT time to reflect your actual hours worked.
7 In the TRC column, click on the magnifying glass icon in the new row for the day you wish to take leave. This will display the LOOK UP TRC table. Scroll through the table and click on the time reporting code you wish to use.
8 Under the QUANTITY column, enter the number of hours of leave you wish to use in the new row.
9 If your timesheet is accurate, select the SUBMIT button.
10 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
11 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
12 Review the REPORTED HOURS SUMMARY table for accuracy.
13 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
14 Review the BALANCES table. Notice that your COMP TIME, PERSONAL, SICK, or VACATION balance has been reduced by the amount of leave reported in your timesheet.
15 Select the SIGN OUT link to log out of Employee Self-Service.

Reporting Multiple Leave Types

Step Action
1 Log in to Employee Self-Service with your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Locate the row for the day you wish to take leave.
5 Manually remove the schedule data for the day by clicking the DELETE A ROW (-) icon in the appropriate row. A system generated message will appear asking you to confirm the row deletion. Click on the YES-DELETE button to delete the row. You will now have a blank row.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
6 Select the ADD A ROW (+) icon in the row for the day you are reporting leave using multiple leave types. A row must be added for each TRC used.
7 In the TRC column, click on the magnifying glass icon in the each of the rows for the day you wish to take leave. This will display the LOOK UP TRC table. Scroll through the table and click on the time reporting code you wish to use for each row.
8 Under the QUANTITY column, enter the number of hours of leave you wish to use in each row.
9 If your timesheet is accurate, select the SUBMIT button.
10 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
11 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
12 Review the REPORTED HOURS SUMMARY table for accuracy.
13 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
14 Review the BALANCES table. Notice that your COMP TIME, PERSONAL, SICK, or VACATION balance has been reduced by the amount of leave reported in your timesheet.
15 Select the SIGN OUT link to log out of Employee Self-Service.

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Reporting Holidays

Holiday Eligibility:

An employee must work at least half time to receive the holiday benefit. Contract and post retirement employees are not eligible for holiday pay. Depending on department policy and needs, on a holiday employees may: be granted the day off; be required to work; be credited with comp time; or receive additional holiday pay. For more information on eligibility, please refer to your policies and procedures and collective bargaining contracts. Managers and Confidential employees in the Executive Branch Agencies should refer to the Redbook.

Holiday Calculation:

  • Employees are entitled to receive holiday hours equal to 1/5 of their total weekly scheduled hours.
  • To determine the number of daily hours, divide the total weekly scheduled hours by five - regardless of an employee’s daily schedule.
  • Holiday calculation examples:
    • Full-time employee with regular weekly schedule of 40.0 hours
      • 40.0 hours / 5 days = 8 holiday hours
    • Full-time employee with regular weekly schedule of 37.5 hours
      • 37.5 hours / 5 days = 7.5 holiday hours
    • Part-time employee with regular weekly schedule of 24.0 hours
      • 24.0 hours / 5 days = 4.8 holiday hours
    • Part-time employee with regular weekly schedule of 30.0 hours
      • 30.0 hours / 5 days = 6.0 holiday hours

Important Reminders:

  • Follow your agency’s practice for reporting holiday leave (i.e., pre-approval, etc). If you have questions regarding your agency’s leave usage practices, please contact your agency human resources/payroll office.

Non-Worked Holidays (Scheduled Day): Holiday Pay for Work Day

Considerations:

  • When a holiday occurs on a regularly scheduled workday and the employee is not required to work on the holiday, the employee should enter the time off using the Holiday Pay Normal (HLN) Time Reporting Code (TRC).
Step Action
1 Log in to Employee Self-Service using your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Remove the pre-populated regular hours on the day the holiday is observed.
5 Select the DELETE A ROW (-) icon in the row associated with the date of the observed Commonwealth holiday. A system generated message will appear asking you to confirm the row deletion. Select the YES-DELETE button to delete the row. Deleting the row will remove pre-populated schedule data.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
6 Next, in the TRC column, select the magnifying glass icon in the row for the observed holiday. The LOOK UP TRC table will display. Scroll through the table to find the HOLIDAY PAY NORMAL (HLN) TRC. Select this TRC.
7 Under the QUANTITY column, enter the amount of eligible holiday hours (1/5 of your regular weekly scheduled hours).

NOTE: If your eligible HLN hours are less than your regularly scheduled hours for the day, you must use leave time to make up the difference, to avoid being underpaid.

Review your leave balances in the BALANCES table to ensure you have enough leave time to cover your time away from work. You do not need to review your balances if you choose to take unpaid leave.
8 If your timesheet is accurate, select the SUBMIT button.
9 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
10 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
11 Review the REPORTED HOURS SUMMARY table for accuracy.
12 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
13 Select the SIGN OUT link to log out of Employee Self-Service.

Non-Worked Holidays (Unscheduled Day): Holiday Comp Time Earned or an Additional Day of Pay for the Holiday

Considerations:

  • When a holiday falls on an employee’s day off and the employee works the holiday, they may choose to receive: holiday comp time by entering the HWC TRC on their timesheet, OR, with approval, an additional day of pay for the holiday by entering the HLP TRC. Police officers, firefighters, and correction officers may use HOL to receive an additional day of pay for the holiday.
Step Action
1 Log in to Employee Self-Service using your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Locate the row for your day off which is also the date of an observed Commonwealth holiday. Note that there are no IN, MEAL OUT, MEAL IN, or OUT times for your scheduled day off.
5 Next, in the TRC column for that row, select the magnifying glass icon in the row for the observed holiday. The LOOK UP TRC table will display. Scroll through the table and click on the HOLIDAY COMP TIME (HWC) or with approval ADDITIONAL DAY OF PAY for the HOLIDAY (HLP).

Note: Only police officers, firefighters, or correction officers use HOL to report an additional day of pay for the holiday.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
6 Under the QUANTITY column, enter the amount of eligible holiday hours (1/5 of your regular weekly scheduled hours).
7 If your timesheet is accurate, select the SUBMIT button.
8 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
9 Review the REPORTED HOURS SUMMARY table for accuracy.
10 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
11 Select the SIGN OUT link to log out of Employee Self-Service.

Worked Holidays (Scheduled Day): Holiday Comp Time Earned or an Additional Day of Pay for the Holiday

Considerations:

  • When a holiday falls on a regularly scheduled workday and the employee is required to work, the employee may elect to receive comp time in lieu of the holiday by entering HWC on their timesheet; or with approval, an additional day of pay for the holiday by entering HLP; or in the case of police officers, firefighters, and correction officers, HOL.
Step Action
1 Log in to Employee Self-Service using your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Locate the row for the day that is an observed Commonwealth holiday and also a scheduled workday. In the same row, select the ADD A ROW (+) button to add an additional row of time reporting data. You will be reporting hours worked and holiday hours for the same day.
5 Next, in the TRC column for the new row, select the magnifying glass icon. The LOOK UP TRC table will display. Scroll through the table and select the HOLIDAY COMP TIME (HWC) or, with approval, ADDITIONAL DAY OF PAY for the HOLIDAY (HLP).

Note: Only police officers, firefighters, or correction officers use HOL to report an additional day of pay for the holiday.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
6 Under the QUANTITY column, enter the amount of eligible holiday hours (1/5 of your regular weekly scheduled hours).
7 If your timesheet is accurate, select the SUBMIT button.
8 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. Your reported hours will be more than your scheduled hours to reflect hours worked plus additional hours for HOLIDAY COMP TIME (HWC) or for an ADDITIONAL DAY OF PAY FOR THE HOLIDAY (HLP or HOL).
9 Review the REPORTED HOURS SUMMARY table for accuracy.
10 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
11 Select the SIGN OUT link to log out of Employee Self-Service.

Not on Payroll (NOP) Status Before or After a Holiday: Employee Not Entitled to a Holiday

Considerations:

  • If an employee is on unpaid leave or unpaid absence for the part of his/her regularly scheduled workday immediately before or after a holiday that falls on a regularly scheduled work day, and the employee is not required to work on the holiday, he/she will not receive holiday pay. See the Collective Bargaining Agreements.
Step Action
1 Log in to Employee Self-Service using your user ID (employee ID) and password.
2 From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3 Your timesheet will be displayed, pre-populated with your regular work schedule.
4 Select the DELETE A ROW (-) icon in the row associated with the date of the observed Commonwealth holiday. A system generated message will appear asking you to confirm the row deletion. Select the YES-DELETE button to delete the row. Deleting the row will remove pre-populated schedule data.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
5 Next, in the same row, click on the magnifying glass icon in the TRC column. The LOOK UP TRC table will display. Scroll through the table and select the NOT ON PAYROLL (NOP) TRC.
6 Enter the quantity of NOP hours in the QUANTITY COLUMN for the same row.
7 If your timesheet is accurate, select the SUBMIT button.
8 The SUBMIT CONFIRMATION page will display. By selecting the OK button on this page, you are certifying your attendance record.
9 Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy. Note that even though you are not on the payroll, your submitted hours and scheduled hours still match.
10 Review the REPORTED HOURS SUMMARY table for accuracy.
11 Review the STATUS column. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.
12 Select the SIGN OUT link to log out of Employee Self-Service.

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Labor Distribution

Important Reminders:

  • If you are a labor distribution employee, you will need to report your time worked and identify time spent on specific projects on your timesheet. This is done by assigning hours worked to various COMBO CODES and/or User Fields.
  • A unique COMBO CODE is assigned to each project or account. By selecting a combo code, your hours worked will be charged to that specific project or account. The process of choosing a combo code is very similar to choosing a time reporting code.
  • Some Agencies may utilize the User Fields on the labor distribution timesheet. To help you identify the correct User Fields, each one will begin with the 3-character department code,
  • If you have questions about which combo code to report, please contact your Agency’s Human Resources or Payroll Department.
  • Your Employee Self-Service timesheet is considered your official Commonwealth attendance record.
  • If you need assistance with reporting regular time, please contact the MassHR Employee Service Center (ESC) or your Agency Human Resources/Payroll Department if you are a part of a non-ESC Agency.
Step Action
1. Login to Employee Self-Service with your user ID (employee ID) and password.
2. From the Employee Self-Service homepage, select the TIMESHEET link located in the QUICK LINKS menu box.
3. Your timesheet will be displayed, pre-populated with your regular work schedule.
4. If you are a labor distribution employee, you will need to report your time worked and identify time spent on specific projects on your timesheet. This is done by assigning hours worked to various COMBO CODES.
Note: If you do not have a COMBO CODE to enter, skip to step 11 to enter a User Field. You may need to enter a COMBO CODE, a User Field, or both.
5. Adjust your hours worked in the existing row to reflect your time worked on a specific project (i.e., if you worked 2 hours from 9:00AM-11:00AM on a specific project on Monday, change your IN and OUT times in the pre-populated schedule for Monday).
6. To add time worked on another project, select the ADD A ROW (+) icon to insert a new row.
7. In the newly added row, enter your time worked on the second project that day by adding another IN and OUT time.

For example, if you worked 11:00AM-12:00PM on a project on Monday, put an IN time of 11:00:01 (Note: Your IN time cannot be exactly the same as your OUT time from the previous row, so you will need to add one second to the time).
Illustrative Example:
8. Scroll to the right and find the COMBO CODE column, and select the magnifying glass icon in the appropriate row to open the LOOK UP COMBO CODE dialogue box. Scroll through the list and select the appropriate COMBO CODE. You will need to repeat this step for each row added.
9. Next, if instructed by your agency, you will need to select USER FIELDS by scrolling to the right. Labor distribution timesheets have five columns entitled USER FIELD 1, USER FIELD 2, USER FIELD 3, USER FIELD 4 and USER FIELD 5. User Fields further drill down time worked on a particular project and can charge time to specific tasks or other accounts. Instructions on the appropriate use of USER FIELDS will be communicated to you by a representative from your agency.
Note: If you do not have user fields to enter, you can review your timesheet for accuracy and submit.
10. Repeat steps 6-9 as necessary.
11. If you have no changes, select the SUBMIT button to route your timesheet for approval to your supervisor or manager.
12. The SUBMIT CONFIRMATION page will display. Select the OK button on this page, to certify your attendance record.
13. Review your REPORTED HOURS and SCHEDULED HOURS information above your timesheet. If your reported hours are less than your scheduled hours, please review your timesheet for accuracy.
14. Review the REPORTED TIME SUMMARY table located below the timesheet to verify your reported hours.
15. Review the REPORTED STATUS column in the timesheet. Notice that the value in the status column is now NEEDS APPROVAL. After your manager/supervisor reviews and approves the time you submitted, the status will change to APPROVED.

An Important Reminder: Please notify your manager any time you add/delete a row and make changes to your timesheet after it has been approved (check the status column on your timesheet to confirm whether or not your manager has approved your time). Your manager must review and approve your edited timesheet. Failure to notify your manager of changes may result in inaccurate pay.
16. Select the SIGN OUT link to log out of Employee Self-Service.

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