Video Transcript – How to Submit Hours Worked as an Employee and How to Approve an Employee’s Submitted Hours
Video Transcript
Hello and welcome!
This video will walk through how to submit hours worked as an employee and how to approve an employee’s submitted hours in Bronco Hub. Not all areas on campus use Bronco Hub for their time entry – confirm with your supervisor whether you should use Bronco Hub or another system.
Please note, hourly staff time entry is generally due on the Monday following payday. Employees should subscribe to the payroll due dates calendar to ensure all deadlines are met. Subscribe by visiting the Payroll and Holiday Calendars web page and selecting the Payroll Due Dates Google Calendar (Add-on for Reminders). The Payroll and Holidays Calendars web page is linked in the description below.
Failure to enter and approve time may impact an employee’s ability to get paid on time, potentially causing a two-week delay in payment. Submitted timecards route to your supervisor for approval before routing to Payroll for processing. The Payroll team sends emails on Fridays to remind employees to submit their time card.
Resources mentioned in this video are linked in the description section below.
Let’s get started!
The first section of this video will cover locating your assignment number. This is for employees with multiple hourly assignments.
First, log in to Bronco Hub through myBoiseState. If you have more than one hourly assignment (or job), it’s important to make sure you enter hours for the correct position. If you only have one job, you can skip this section of the video and jump to the next section.
To see all of your active assignment numbers and position information, select the “Me” header and then select “Employment Information” located under the Quicklinks section on the left-hand side of Bronco Hub.
Select a Business Title from the business title drop-down menu to view all related information. In this example, Charlie Bronco has two assignments. The first assignment number is 222000004 which ties to the Senior Financial Technician position with University Advancement. Charlie’s second job has assignment number 222000004-2 which ties to the Library Assistant 3 position. Once you have confirmed your assignment numbers and job details, select the home icon in the upper right corner.
The second section of this video will cover entering your time card.
Once you are logged in to Bronco Hub, select the “Me” header and select Time and Absence from the group of icons that populate below. Select the Current Time Card tile to access your time card. After selecting the tile, the pay period date range will populate on the next screen.
If you need to enter hours for a prior pay period (for example, if you are entering hours on the Monday after a pay period has ended) select the home button in the upper right-hand corner, select the time and absence icon and select the Existing Time Cards tile to add a new time card for the prior pay period. Within the Current Time Card, select the Add button on the right-hand side of Entries to enter your hours worked.
First, select your assignment number from the assignment number drop-down field. If you have one assignment, you will only have one assignment number to select from. If you have multiple hourly assignments and aren’t sure which one to select, jump to the section of this video for locating your assignment number before you move forward with time submission.
The Department Name and Business Title will automatically populate on your time card once you’ve selected an assignment number. If you have multiple assignments, confirm the Department Name and Business Title displayed on the time card are correct for the hours you’re entering.
It’s extremely important that you enter time worked for the correct assignment.
After selecting your assignment number, select the Time Reporting Codes dropdown to select the appropriate time reporting code. The drop-down list will display recently used time reporting codes, you can search for time reporting codes by typing the name into the time reporting code field. For example, you can type hours worked, vacation or sick to display the related code.
Important notes about Student and Work-Study Employees: Student employees should only enter Hours Worked. Work-Study employees should select either “Institutional WorkStudy”, “Regular IWSP OR Idaho WorkStudy” or “Federal WorkStudy” If you are a Work-Study student employee and you don’t know which option to select, ask your supervisor before moving forward. If you select the wrong code, you will get an error message when you try to submit your time.
The next five fields on the time card are titled Cost Center, Department, Project, Fund and Supplemental. These fields should be left blank unless your supervisor tells you to enter in specific information. If you are a Work Study student employee, never enter information in these sections.
After selecting the appropriate time reporting code, select the Dates calendar icon next to the Select Dates field and select the applicable date. You can select a single date or multiple dates within the pay period.
After selecting the dates you are reporting time for, enter the number of hours worked per day for the selected dates in the Quantity field. After selecting your assignment number, the time reporting code and the dates and hours associated with the time reporting code, select OK in the upper right corner. If needed, select Add Another Date to enter a different time reporting code or duration of hours for other days included within the pay period.
Follow the same steps just demonstrated for any additional dates added to your time card.
The third section of this video will cover submitting your time card.
To save the time card entry without submitting the request to your supervisor, select the Actions button at the top of the page and select Save and Close from the dropdown list. This will keep your time card in a saved but not submitted status. When your time card is complete and ready to be submitted to your supervisor for approval, select Submit. Once your time card is submitted, you will receive a notification that it was submitted and your supervisor will receive an email notification to review and approve or reject your time card. Once your supervisor approves or rejects your time card, you will receive an email notification letting you know the action taken.
The final section of this video will cover approving a time card.
When time cards are submitted by an employee, supervisors will receive an email notification with a request to review and take action. Supervisors can approve time through the email notification or by navigating to Bronco Hub and approving via the Notification Bell, Things to Finish or Worklist sections.
For this demonstration, I will show you how to approve time cards by email and through the Notification Bell.
To approve a time card through email, open the email notification. Review the time card information and select the Approve action within the email notification when ready to approve. An email response will pop up in your email, select Send to complete the approval process. Upon taking action, the time card submitter will receive a notification regarding Approval, Rejection or Requests of Information.
You can also approve time cards via the Notification Bell in Bronco Hub.
To approve a time card in Bronco Hub, begin by logging in to Bronco Hub through myBoiseState. The Notification Bell appears in the upper right corner of the screen. Approval notifications will appear as a red circle on the Notification Bell icon. The number within the red circle corresponds to the number of notifications for your review. To approve a time card via the Notification Bell, select the Notification Bell, then select the hyperlink for the time card pending approval. A second browser window will open with the details of the transaction. Select Approve to approve time.
Thank you for watching this video on how to submit and approve a time card in Bronco Hub. For support related to Human Resources, contact Human Resources at hrs@boisestate.edu or visit boisestate.edu/hrs. For support with job aids or Bronco Hub functionality, please visit boisestate.edu/continuous-improvement to submit an OCI Service Request.
For further guidance on entering time, please consult the Enter, Save or Submit a Time Card for Yourself job aid. Employees who need to update their time card can consult the View or Update Your Saved or Submitted Time Card job aid.