Self-Service Time Entry

1. Accessing Your Time Sheet

1. Log in to Self-Service (selfservice.olivet.edu) or access it via My Olivet (my.olivet.edu → Self-Service menu → Self-Service Home).
2. Click Employee, then click Time Entry.
3. Click on the appropriate week to enter your time. (Note: Each pay period consists of two separate weekly time sheets.)

2. Entering Regular Hours

• Clock-In and Clock-Out: Click inside the boxes under the appropriate day to manually type your time or select a time from the pop-up menu.
  • Top row: Clock-in time
  • Bottom row: Clock-out time

• Multiple Shifts / Lunch Breaks: If you clock in multiple times per day, a “+” symbol will appear as soon as you enter your first clock-in and clock-out times. Click the “+” to open a new clock-in and clock-out section for that day.

• Reviewing Totals:
  • Position Total Hours displays the total hours worked between clock-in and clock-out for the day.
  • This can also be found in the Weekly Totals banner under Daily Total Hours.
• Saving Your Time: Your time will save automatically after a few seconds, but always verify that it is saved (or click Save manually) in the upper-right corner of your time sheet before logging out.

3. Leave Time Entry (If Applicable)

• Checking Available Leave Balances: Click View Leave Balances at the top right of your screen.
  • These balances do not include any time entered on the current time period.
  • Scroll down inside the window to see your Personal leave balance.
  • For Vacation, only the Balance column is accurate. The Starting Balance, Earned, and Used columns are not accurate because vacation leave is not updated on January 1 for all employees.
• Entering Leave Hours:
  1. Click the + Additional Time box on your time sheet to open a new time entry section.
  2. Click Choose Earn Type and select the appropriate earnings type from the drop-down menu (e.g., Sick, Vacation, Bi-Weekly Holiday, Bi-Weekly Personal).

• 3. Once selected, the section will update. Input the total number of leave hours you took into the box for that day.
  4. To add another leave type, click the + Additional Time box again and repeat the steps above.

4. Saving and Submitting

• Supervisor Comments: If you wish to leave a note for your supervisor, click the Comments button.
• Submitting for Approval: When your timecard is complete at the end of the pay period, click Submit for Approval. This must be done for both weeks separately.
  • Note: If there is an error on your time sheet, you will not be able to submit it.
• Email Notifications & Edits:
  • Submitting a time sheet sends an automatic email confirmation to both you and your supervisor.
  • You can un-submit and edit your time sheet at any time until your supervisor approves it.
  • Once your supervisor clicks Approve or Reject, you will receive an automatic email notification.
  • If Approved: The time sheet is locked and can no longer be edited.
  • If Rejected: The time sheet is re-opened for editing. Click Comments to see your supervisor's notes, make the necessary corrections, and click Submit for Approval again.