Log Your Hours
Logging hours is the everyday task: you add one hours entry for each day (or segment) you work. This page covers where to do it, how to fill an entry in, and every rule that can stop you. Turning those hours into a timesheet and sending it for approval is a separate step - see Create & submit timesheets.
An hours entry is one day's time - it stands on its own until you package it up. A timesheet is the submission that gathers your hours for a pay period and routes them for approval. Log hours here; create and submit the timesheet on the next page.
Where you log hours
Open My Hours from the navigation - it's your own list of hours entries, filtered to just you. (Office admins entering time for others use Employee Hours instead.) From there, New starts a fresh entry.
Log an entry, step by step
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Open My Hours and click New
Each entry covers one day (or one segment of a day). Add as many as you need across the pay period.
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Pick the position and date
Choose the Employee Assignment (your position) and the Date. If you hold more than one position, be sure you're on the right one - the date must fall within that assignment's start and end dates.
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Set the site, hours type, and times
Choose the Site and Hours Type (worked, absence, holiday…), then the start and end times. FiscFlow calculates the hours. The dropdowns narrow each other - see how the dropdowns filter.
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Set the reason and account if asked
For certain hours types an Hours Reason appears; picking it narrows the Account the time charges for that site. If you don't know the account, your timekeeper can fill it in.
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Add breaks, or handle a holiday/absence
On a worked entry, add unpaid breaks (start and end each). On a holiday a reason field appears and is required; for an absence, use the matching absence hours type instead of start/end times.
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Save - and repeat each day
Fix anything flagged in red and save. Your hours are now recorded, but not yet submitted.
Saved hours just sit on your My Hours list until you package them into a timesheet and submit it. If a Draft timesheet already exists for this pay period, a newly saved entry attaches to it automatically - but you still have to press Submit. See Create & submit timesheets.
Hours entry - field reference
* marks a required field.
| Field | Req. | Description & rules |
|---|---|---|
| Date * | Yes | The day the hours are for. Must fall within the employee assignment's start and end dates, and within the submission window. |
| Site * | Yes | Must be one of the sites on the selected assignment. For site-grouped submissions, it must also match the submission's site. |
| Employee Assignment * | Yes | The position the hours belong to. Must match the submission's assignment. |
| Hours Type * | Yes | Worked, absence, holiday, etc. Must belong to the submission's category. |
| Start / End time | - | End must be at or after start, and total hours can't be negative. A new entry pre-fills its times from your most recent entry. You can also type a Duration directly instead of clock times. |
| Hours Reason | - | For certain types. Narrows which account the entry can charge for the chosen site. |
| Account | - | Filtered to the accounts the chosen reason lists for the chosen site. Changing the site or reason may clear or auto-pick it. |
| Reason for holiday submission | Conditional | Appears and is required only when the entry falls on a holiday. |
| Covered Employee | - | Optionally record whose work you're covering. Available on any entry; it drives the calculation on internal-coverage titles. |
| Note | - | A short free-text note on the entry (up to 256 characters). |
Breaks
| Rule | Detail |
|---|---|
| Start before end | A break's start must be before its end. |
| Sensible duration | A break must be a positive length and under 24 hours. |
| No overlaps | Breaks on the same entry can't overlap each other. |
| Unfinished breaks block submit | A break whose start and end are identical (zero-length) prevents the whole submission from being submitted - finish or remove it. |
Rules that can block you
These validations stop a save or submit and show a message. In plain language:
- Times must make sense - end at or after start; no negative hours.
- Holidays need a reason - "Time Sheets submitted on a holiday must have a reason entered."
- Date must be inside the assignment - "Date must be within the Employee Assignment Start and End dates."
- Site must belong to the assignment - "The selected Site is not one of the sites on the selected employee assignment."
- Entry must match the submission - its assignment (and, for grouped submissions, its site/account) must match the submission's.
- No overlapping entries - "This time entry overlaps with an existing entry."
- Whole-day increments - half-day/full-day types must be used in whole multiples of the entitlement's hours-per-day; otherwise "…You may not have an entitlement set up for the selected date range."
- Hours type must fit the category - "The selected hours type does not match the submission category type."
- Coverage counts stay in range - on an internal-coverage entry, "Students covered must not be more than the total students in the class" (and the same for periods), and no count can be negative.
What the form shows and hides
FiscFlow shows only what's relevant and locks what shouldn't change:
| You'll see… | …under this condition |
|---|---|
| The holiday reason field | only when the entry is on a holiday. |
| The Breaks section | only when the hours type is set and isn't an absence. |
| The Internal Coverage section (Coverage For, counts, % Coverage) | only for internal-coverage titles - and only the fields matching the title's coverage type. |
| An everything-locked entry (read-only) | once the submission is submitted (and not returned for revision), or once the entry has been exported to payroll. |
| A row highlighted in the warning color | when its date falls outside the submission window. |
The Employee field on an entry is editable only when the entry isn't yet on a submission and you hold an approving assignment whose fiscal year covers the entry's date. In other words, a covering timekeeper can enter time on another employee's behalf; anyone else - or once the entry is attached to a submission - sees it locked.
How the dropdowns filter each other
- Site - the assignment's sites once an assignment is chosen; otherwise every site reachable through the employee's active assignments on that date.
- Employee Assignment - the employee's active assignments that cover the chosen date and site, and whose requisition is PR-approved.
- Hours Type - the hours types belonging to the submission's category.
- Account - the accounts the chosen reason lists for the chosen site; a single option auto-selects, and a disallowed one is cleared when you change site.
Export & payroll lock
After an hours entry is included in an exported or finalized payroll batch, it (and its breaks) can no longer be edited or deleted, and the submission's approval can no longer be undone. A merely pending batch doesn't lock anything - make corrections before the export runs. See HCM export for the batch lifecycle.
When the pay period's hours are in, package and send them - see Create & submit timesheets.