UltraTimeWeb Time Entry Procedures

Logging into UltraTime:

To access UltraTime, log into My WCC, click Employee Services, then UltraTime for Employees.

How to create a shortcut icon to the desktop:

On the network, navigate to O:\Data\Shortcuts. Within the Shortcuts folder, you will find several UltraTime icons – do not use the UltraTimeIcon.ico icon. Instead, right click the UltraTime for Employees shortcut icon, click Send To, then Desktop (Create Shortcut). If preferred, you can also drag this icon out to the desktop.

PayPeriods Visible in UltraTime:

Once logged into UltraTime, the system will default to the current pay period. However, you can also click the drop down arrow to view the two previous pay periods.

Inputting Time into UltraTime:

  1. Using quarter hour increments, enter the hours worked in the Hours text box (gray area), which corresponds to the correct date
  2. Click the drop down arrow for Dist (Distribution Code) in the gray area
  3. For employees with one job on campus, the Dist will default in when clicking the drop down arrow
  4. For employees with more than one job on campus, you will be required to select the correct Dist code for the position worked
  1. If any time was taken on the same day, click the drop down arrow for Abs (Absentee Code) in the blue area and select the appropriate leave code (i.e., PTO)
  2. Enter the hours taken in the blue area for the leave code selected
  3. Click the drop down arrow for Dist in the blue area
  4. For employees with one job on campus, the Dist will default in when clicking the drop down arrow
  5. For employees with more than one job on campus, you will be required to select the correct Dist code for the position taking time off on
  6. When complete, click Apply

Viewing Your Hours for the Calendar Year:

To view your hours for the Calendar Year, click the Calendar button within the self-service screen. This will open a yearly calendar, showing all hours worked, any exception time entered, and/or any requested future time.

Click the cell for a specific date that you would like to view any comments on.

When drilling into a cell, any Exception Codes will be visible for that date. For example, if you worked on a scheduled day off, beneath the Exceptions column, an “SO” will appear.

Exception Codes:

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AI - Auto In

AO - Auto Out

AP - Auto Punch

BC - Break Count

CB - Call back

CD - Change Department

CJ - Change Job

DC – Missing Distribution Code

DE - Department Error

IE – In Early

IL – In Late

JE - Job Error

LB - Long Break

LL - Long Lunch

MO - Manager Override

MP - Missing Punch

OC - Over Charge

OE – Out Early

OL – Out Late

OT - Over Time

PA - Print Always

PC - Punch Count

PE - Punch Error

SB - Short Break

SL - Short Lunch

SO - Scheduled Off

TE - Terminated Employee

UB - Unauthorized Break

UH - Under Hours

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To Request Future Time Off - Full-Time Staff Only:

  1. From the self-service main menu, click the Calendar button
  2. Click the drop down arrow for Request and select an absence code
  3. Enter the hours, leave paid checked (unless unpaid), then click OK
  4. Hold your pointer over the cell to place these hours in – the cell will turn red.
  5. Once clicked, the cell will turn yellow and the appropriate letter will display next to the hours (i.e., P for PTO).
  1. To return the pointer to normal, click the Refresh button.
  2. Once the time has been approved by the supervisor, the cell will turn to green. If disapproved, the cell will turn red. If the color remains in yellow, the supervisor either didn’t see it or they have chosen not to approve or disapprove the item.

To Remove the Requested Time Off:

If the requested time still displays in yellow, along with appropriate letter, you can remove this requested time by clicking the drop down arrow next to Request and select the same absence code, along with the same hours. Click the cell to deduct the hours. Click the Refresh button when done.

If the time was already approved, contact the supervisor and ask that they disapprove it. Once disapproved, the cell will turn to red on both the employees screen and the supervisors. At that time, only the supervisor will be able to remove the item.

Special Note Regarding System Usage

When inputting your time on the UltraTime system, we are asking that you do so on a daily basis. Do not log in at the beginning of the pay period and enter all your time for the two week period.

Supervisors will also log in on a daily basis to approve your time.

Overtime

If you work overtime, simply type in the number of hours you worked that day, including the overtime. For example, if you work 11 hours in a day, enter 11 hours in the gray area, as well as the Dist Code for those hours. The system will calculate behind the scenes the OT hours for your position. If you are not familiar with the OT policy for your bargaining group, please contact your supervisor for more information.

Last Updated on 10/16/2018Page 1