Faculty Time Reporting for Summer (Work Break) Appointments

This article covers how faculty working on a Faculty Additional Employment Summer (Work Break) appointment report the hours they worked.

Please note that after a contract has been submitted to Payroll, it may take 7-10 days for faculty to see the new position available to enter their time worked. Contact Payroll or your department coordinator for more information.

For summer 2020, the following are the pay period begin/end dates:

  • June: 6/1/20 - 6/30/20
  • July: 7/1/20 - 7/30/20
  • August: 7/31/20 - 8/31/20*

*Note that the fall 2020 semester begins on August 22nd; therefore the last day for faculty to complete work for a summer (work break) appointment is August 21st even though the pay period does not end until August 31st.

1. Log in to your portal, access Titan Online, and select Time Reporting in Employee Self Service.

View Accessing Your Timesheet for more details about accessing Time Reporting.

Timesheet Overview

Timesheet Header Information
timesheet header

In the Timesheet header, there are the following fields:

  • Your Name
  • Your Campus-Wide ID (also referred to as Empl ID or Employee ID)
  • Your Job Classification Title
  • Your Employee Record Number for this position
Viewing by Day/Week/Time Period
View By Week

By default your timesheet will show a “Week” view for the current week.

1. To change your timesheet view, make a selection from the View By drop-down menu.

change view

Choose from one of the following options:

  • Day: view/enter your time reported for a specific day
  • Time Period: view/enter your time reported for a specific pay period
  • Week: view/enter your time reported for a specific week

2. Enter the start date for your selection or click on the calendar icon to select a date.

view start date
  1. Enter the start date for your selection or click on the calendar icon to select a date.
  2. Choose a start date from the calendar view.

3. Click Refresh.

refresh timesheet view

4. You are now viewing your timesheet for the specified date/date range.

updated timesheet view
Setting Default Timesheet View

Setting a default view for your timesheet allows you to automatically view your timesheet by day, week, or pay period.

1. Select Timesheet Preferences on Titan Online from the My Absence & Time Management menu in the Employee Self Service section.

2. Select a Default Timesheet Display from the drop-down menu.

time reporting preferences

Select a Default Timesheet Display from the drop-down menu.

  • Day: timesheet will default to view a single day at a time.
  • Week: timesheet will default to view a week at a time.
  • Time Reporting Period: timesheet will default to view a pay period at a time.

3. Optionally, you can also choose a default Start Day of Week.

start day preference

4. Then click Save. You're done!

save time reporting preferences

When you access your timesheet in the future, the default view will be the one you selected.

Entering Time Worked

Faculty have two options to enter time worked: enter time worked daily or enter all time worked on the final day of the pay period.

I Want to Enter Time Worked Daily

For summer 2020, the following are the pay period begin/end dates:

  • June: 6/1/20 - 6/30/20
  • July: 7/1/20 - 7/30/20
  • August: 7/31/20 - 8/31/20*

*Note that the fall 2020 semester begins on August 22nd; therefore the last day for faculty to complete work for a summer (work break) appointment is August 21st even though the pay period does not end until August 31st.

Time worked entries are typically due within 5 calendar days after the start of the next month (e.g., the June pay period is closed as of July 5th).

After the August pay period is closed, you will need to submit an adjustment form to Payroll which is available on the HRDI Forms webpage.

1. Enter a "1" for each day that you did work for this appointment.

You can enter time worked for multiple days in the same row.

timesheet entries

You only need to indicate that you worked on a particular day; there is no need to specify how many hours you worked.

2. Select the FACSM - Faculty Summer Time Reporting Code from the drop-down menu.

You may need to scroll to the right in order to see the Time Reporting Code menu, especially if you are viewing your timesheet by Time Period.

time reporting codes

Faculty reporting time worked for a Faculty Additional Employment Summer (Work Break) contract should choose FACSM - Faculty Summer.

3. Review your entry for accuracy and then click Submit.

You should not need to modify the Taskgroup unless instructed by your department timekeeper or Payroll.

submit entries

Clicking Submit does not finalize your timesheet. You can return to the timesheet to make additional entries until the pay period closes which is typically 5 calendar days after the start of the next month (e.g., the June pay period is closed as of July 5th).

3.1. A warning message will appear if you enter time worked on a campus holiday. Click OK to continue or click Cancel to correct the entry.

holiday warning

If you enter time on a day that is scheduled as a holiday, you will see a warning message.

Click OK to continue (i.e., you did work on the holiday) or click Cancel to correct the entry.

4. Your submission is successful. Click OK.

timesheet submission confirmation

5. The time you reported now appears in the Reported Time Status section.

Reported Time Status
I Want to Enter Time Worked Monthly

To enter time worked monthly, faculty will enter the total days they worked on the final day of each pay period. Faculty will need to check which day is the final day of each pay period to make sure they enter time on the correct day.

For summer 2020, the following are the pay period begin/end dates:

  • June: 6/1/20 - 6/30/20
  • July: 7/1/20 - 7/30/20
  • August: 7/31/20 - 8/31/20*

*Note that the fall 2020 semester begins on August 22nd; therefore the last day for faculty to complete work for a summer (work break) appointment is August 21st even though the pay period does not end until August 31st.

Time worked entries are typically due within 5 calendar days after the start of the next month (e.g., the June pay period is closed as of July 5th).

After the August pay period is closed, you will need to submit an adjustment form to Payroll which is available on the HRDI Forms webpage.

1. On the final day of the pay period, enter the total number of days worked for the month.

You must enter the days worked on the last day of the pay period which is not necessarily the last day of the month. If not, your days may not be correctly recorded.

report for month

You may want to view your timesheet by day and select the last day of the pay period. See Viewing by Day/Week/Time Period above for more details.

Enter the total number of days worked for the pay period. In the example above, the faculty is specifying that they worked 12 days during the month of June 2019.

2. Select the FACSM - Faculty Summer Time Reporting Code from the drop-down menu.

You may need to scroll to the right in order to see the Time Reporting Code menu, especially if you are viewing your timesheet by Time Period.

time reporting codes

Faculty reporting time worked for a Faculty Additional Employment Summer (Work Break) contract should choose FACSM - Faculty Summer.

3. Review your entry for accuracy and then click Submit.

You should not need to modify the Taskgroup unless instructed by your department timekeeper or Payroll.

submit monthly entry

3.1. A warning message will appear if you enter time worked on a campus holiday. Click OK to continue or click Cancel to correct the entry.

holiday warning

If you enter time on a day that is scheduled as a holiday, you will see a warning message.

Click OK to continue (i.e., you did work on the holiday) or click Cancel to correct the entry.

4. Your submission is successful. Click OK.

submission successful

5. The time you reported now appears in the Reported Time Status section.

reported time status for monthly

Optional: Add a Comment to an Entry

View instructions for adding a comment

1. Click the comment icon to add a comment for the entry.

add comment

2. Type your comment. Then click Save.

enter comment
  1. Type your comment in the Comment field.
  2. Then click Save.

You cannot delete a comment once you have entered it, but you can add an additional comment by returning to this page and clicking on the plus sign icon at the far right of the row.

3. Click OK to save the comment.

confirm comment

4. Click Submit to save your changes.

comment added
  1. The comment icon changes to indicate there is a comment associated with the entry.
  2. Click Submit to save your changes.

Need More Help?

For questions about your specific entries or reporting requirements for your position, contact your department timekeeper or Payroll at 657-278-2521 or payroll@fullerton.edu.

For training and how-to assistance, contact IT Training at 657-278-5647 or ittraining@fullerton.edu.

For technical assistance, contact the IT Help Desk at 657-278-7777 or helpdesk@fullerton.edu.