FAQs

Web Time Entry is the tool we use to record hours worked and vacation or sick time used. All hourly staff and students (non-exempt), along with all exempt monthly staff need to record time in Web Time Entry. Faculty members do not need to record time in WTE, but if they supervise students they will need to use WTE to approve time sheets. The electronic time sheets are uploaded directly to payroll which reduces the potential for errors.

You access Web Time Entry by logging into Banner Self-Serve. Once in Self-Serve you will click on Employee, Time Sheet. Your position should come up (if you have more than one position all positions will show and you will need to click on the one you need to enter hours into). There is a dropdown arrow next to the available date. You can click on the arrow to select the correct pay period. Once selected you are able to enter hours. The time sheet due date is listed on the top of your electronic time sheet. Please enter all hours for the pay period and submit for approval before the time and date on your time sheet. The computer system will lock you out if you do not submit the hours by that specific date and time.

You should enter your hours each day you work before you leave for the day. Your time sheet should always be up to date at all times. If you will be on vacation when your time sheet is due, please fill it out before you leave and submit it so your supervisor can approve it while you are gone. We ask that you enter your hours before you go home each day.

Web time entry help sheet

The time sheet due date is on your electronic time sheet. You can also look at the time sheet due date schedules on this website. The schedule lists the day your specific time sheet needs to be submitted along with what day you will be paid for that time sheet. We ask you to fill out your time sheet and submit it on the last day you work in the pay period.

If you are on vacation you need to submit your time sheet before you leave. If you are sick then your supervisor should email the payroll office and have us submit it for you so they are able to adjust and approve the hours.

You would first click the recall box on your time sheet. If you do not see one you should contact your supervisor and ask them to return the time sheet for correction. If they have already approved the time sheet, you will need to email your supervisor to let them know what corrections need to be made. They will then forward that email to the payroll office so we can manually make the adjustments in the payroll system. We will process all adjustments that are received prior to our processing the payroll. If the authorization comes in after we have completed the payroll we will make the adjustment on the following time sheet.

If you have missed entering and submitting your time in web time entry, you will need to fill out a Missed Payment Form, give the reason the hours were not entered electronically, have your supervisor sign the form, and submit it to the payroll office. If the form is received during the current processing window it will be added to the current pay check. If it is received after the processing has been completed it will be added to the next payroll event.

A proxy is someone you designate to approve your employees' time sheets when you are not available to do so. We ask that each time sheet approver set up at least one proxy. If the person does not show up on the proxy list you will need to contact payroll to have them authorized to be an approver. Once they are set up, you can choose their name on the proxy list via the dropdown arrow. Payroll is not able to set up a proxy for you.

As the approver, it is your responsibility to let your proxy know when you need them to approve time sheets for you.

You will need to fill out and sign a Lost Check Form. We will reissue the payment within two weeks of receiving the form.

You will need to fill out a new Federal W-4 form and a new Oregon W-4 form. Beginning in 2020 both the federal and state forms are required to be submitted for new hires and anyone wanting to change their tax withholdings.

By Oregon law the payroll office cannot give you tax advice. We recommend you go to the federal and state tax calculators linked to on the bottom of our home page. 

There are two ways you can sign up for electronic delivery of your W-2 form. You can log into self-serve, or complete the Electronic W-2 Form and return it to the Payroll Office. 

To sign up online go to pilots.up.edu. Navigate to Banner Self-Serve > Employee > Tax Forms > Electronic W-2 Consent. Click on the box that you consent to receive your W-2 electronically and click the submit button. If you see the check mark in the box, you are signed up to receive your W-2 electronically. Once you have submitted your acceptance to receive your W-2 electronically, you will receive an email when your W-2 is available. 

The W-2 form will be available by January 31 each year. 

1. Open Self-Serve
2. Click on Employee
3. Click on Tax Forms
4. Click on W-2 Wage and Tax Statement
5. Select desired Tax Year from the drop-down menu. Click display.
6. Click on Printable W-2 and print. 

Pay dates vary depending upon which payroll you fall under. Choose your classification to see the "submit by" date for your time sheet, along with the pay date for the calendar year.

monthly | semi-monthly staff | semi-monthly student