Y-Time - Time Reporting General Article


 

Table of Contents

General Information

Y-Time tracks hourly employees' work time while employed by BYU.  Some key features of Y-Time include:

 

How to Clock In with Y-Time

Y-Time Mobile in the BYU Mobile App

To access Y-Time Mobile, users will need the current version of the BYU mobile app. One can quickly obtain it by updating the app, or deleting the app and re-downloading it. 

Then:

  • Sign in to the mobile app.

    • Tap the hamburger icon (Hamburger Menu Icons - Download Free Vector Icons | Noun Project) to open the menu.

    • Tap the first option: Log In.

    • Sign in with your BYU credentials.
  • Add the Y-Time feature.

    • Tap Explore.

    • Tap Y-Time under "Popular Features."

    • Tap the add button (+) to add the feature to the main screen of your app.

    • Tap Launch to open the Y-Time Feature.

This feature is available to all time reporting employees  For more help to access or use Y-Time Mobile, watch the following short videos:


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Time Clock

Designated Y-Time clocks have been made available at key work areas across campus click here for a list of Time Clock locations.

  • Enter your 9-digit BYU ID number.

  • Tap Next.

  • Y-Time Main will appear with your name and work title once the system has validated your ID. It will also list if you are currently clocked in or out of Y-Time.

    • Note: This screen only indicates that you have logged into the system, it does not automatically clock you in or out.

  • Tap In to clock in or tap Out to clock out.

    • If you have more than one job on campus, make sure you tap In or Out on the correct job. If you make a time punch on the wrong job, contact your time manager to correct the punch.

  • You are now successfully clocked in or out of Y-Time.

Note: If you enter your ID number incorrectly, the bottom of the screen will say "Invalid Id # - Please Re-enter." You will need to re-enter your ID number.  If you continue to get the error message, this means that you are not active in the system and you cannot work until this problem is resolved.

 

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PeopleSoft HR Page

You can clock in on a PeopleSoft HR page.

To access this page:


  1. Go to hrms.byu.edu

  2. Click on the down arrow in the top bar.

       

  3. Select Employee Self Service.

     

  4. Click on Employee Time.

 

Known Issues

Sometimes, a user is unable to clock in after changing their NetID on pichanges.byu.edu. PeopleSoft will not always update their system after a user changes their NetID, which means the user is not able to clock into Y-Time. To resolve this, the user just needs to call the Student Employment Office at 801-422-3562 (or 801-422-3563 for part-time staff) to updated their system.

 

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Correcting Missing or Duplicate Punches

As an hourly employee, you will be able to self-correct missing and duplicate punches in the current pay period. If there’s an exception you can’t fix yourself, reach out to your time manager. There are three ways you can self-correct exceptions: 

  • On your timesheet in the HR/Payroll Self-Service website.

  • In the Y-Time feature on the BYU mobile app.

  • Time clocks in key work areas around campus.

 

Watch the video and see instructions below:

 

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Correcting Exceptions on your Timesheet 

If you realize you’ve made a mistake when clocking in or out,

  1. Go to hrms.byu.edu.

  2. Click the Timesheet tile OR tap Timesheet at the bottom of the Y-Time feature in the BYU Mobile App.

  3. Select your job title if you have more than one job. 

  4. Locate the time exception. Exceptions will appear in a blue box.  

  5. For a missed punch, enter the correct time you clocked in or out in the blue box. For a duplicate punch, select the incorrect punch and delete it. Note: You can only delete a duplicate punch if it’s within five minutes of the previous punch.  

 

Make sure all exceptions on the page have been corrected before you click Submit, otherwise the changes will not save.  

 

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Correcting Exceptions on the Mobile App 

You can correct exceptions on the BYU mobile app by following these steps:

  1. Open the BYU Mobile App.

  2. Open the Y-Time feature open.

  3. If you forgot to clock in/out, tap the option that you need now.
    1. If you forgot to clock in, just tap the "clock out" option when you need to clock out.

    2. If you forgot to clock out, just tap the "clock in" option when you need to clock in.

  4. Then, click "Review Time Entry". This should open up your timesheet calendar.

  5. The problem day should be highlighted in red. Tap on this day.

  6. Tap on the missing time stamp and set the correct time for the punch.
  7. Save the changes.

 

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Correcting Exceptions on Time Clock 

You can correct exceptions on one of the Time Clocks located around campus by following these steps: 

  1. If you are logged in to the time clock and have a missed or duplicate punch, you will notice a red triangle with an exclamation mark on the Timesheet icon. Click on it. 

  2. If you have more than one job, click on the job highlighted in red.  

  3. You will see a list of dates for the pay period. Click on the date highlighted in red.  

  4. In the list of punches that appears, you can tap the incorrect punch and type in the correct time, or delete the extra punch.
     
  5. Click Submit.  

 

Note: If you forget a punch, don’t clock in/out as soon as you remember. Simply wait until the next time you have to clock in/out. It’s much easier for you to add missing punches than to ask your time manager to modify existing punches for you.  

For example, let’s say you work from 7 AM to 11 AM each day. On Thursday morning, you come in at 7 AM and clock in. When you leave at 11 AM, you forget to clock out. When you realize your mistake at 8 PM Thursday night, don’t immediately clock out—wait until Friday at 7 AM the next morning to clock in. Once you clock in, the system will recognize that there is a missing “out” punch and will create an exception. Then you can go into your timesheet and correct the exception yourself by filling in the missing 11 AM OUT punch for Thursday. 

 

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Unable to Correct Own Punches Online 

On some occasions, you may not be able to correct your own punches: for example, if the exception is in a previous time period, the blue boxes do not appear on your timesheet for you to edit, or the punches are too close together.  

If you aren’t able to correct an exception yourself, do not contact the Payroll Office, as they will not make adjustments to your time. Instead, make your corrections through your time manager, who has access to edit punches and correct exceptions in previous pay periods. If you’re not sure who your time manager is, contact your direct supervisor. Time managers will receive a report of all modifications made to the timesheet by employees. 

If you have multiple jobs and clock "In" or "Out" on the wrong job, you will need to correct it with both departments. The department with the incorrect punches will delete them, while the correct department will need to add the punches. Note: If you have two different jobs with the same title and can’t tell them apart to report your time, your time manager also has access to change your job titles in the system. 

We encourage you to be mindful of your time worked, periodically review your timesheet, self-correct the allowable exceptions, and communicate with your Time Reporting manager regarding any remaining exceptions. Self-corrections must be completed before the end of the current pay period, and any other outstanding exceptions must be resolved by a time manager before 4 AM on the Tuesday after the end of the pay period. If one of the days on your timesheet has an unresolved exception after this point, none of the hours for that day will be included on that paycheck. For this reason, we encourage you to review your timesheet for exceptions regularly, especially on the Monday before the pay period ends.  

 

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Prior Period Corrections 

Let’s say there’s a correction that should have been made on a time entry in a previous pay period. Even if payroll has already been run, you can still fix it. Contact your time manager to make the correction on that previous period’s timesheet. The system will then process the correction the next time payroll is run, and the difference will be reflected on your next paycheck. 

When a time manager modifies your timesheet, the system will automatically send you an email notifying you of the change. If your timesheet shouldn’t have been modified or is still incorrect, follow up with the time manager.  

The system will send these emails to the email address listed in your Personal Information page, so make sure this information is up to date. You can update your email address here. 

 

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Viewing Your Timesheet

There are a few ways you can access your timesheet:

  1. Click the Timesheet tile on the Employee Self-Service page.

  2. Tap Timesheet at the bottom of the Y-Time feature in the BYU Mobile App.

 

If you have more than one job at BYU, you will need to click on the Job Title for the timesheet you want to view.

Your timesheet will show the punches entered for each day in the pay period. Under Select Another Timesheet at the top, you can change the view to a previous pay period by clicking the Previous Period link, or by entering a specific date, which will pull up the timesheet for the pay period that date falls into. You can also change the timesheet to a daily or weekly view in the “View By” drop-down list. (Note: The BYU work week begins on Saturday at 12 AM, and ends on Friday at 11:59 PM.) You will also see a total of reported hours for the dates selected at the top.

On your timesheet, you will be able to see a list of punches under the “In” and “Out” headers for each day. If you want to know more about a time punch, you can click on the blue “i” icon next to the day in question. This will bring up a “Punch Origin Detail” dialog box, which provides information about how and where you created the punch, as well as any changes that were made to punches on that day. Any missed or duplicate punches will appear in a blue box on your timesheet. We will cover these exceptions in more detail in the next section.

You will also notice the “Time Reporting Code” column towards the right of your timesheet. A time reporting code (TRC) is a code that identifies what type of time is being entered (regular, sick, vacation, overtime, etc.). For student employees entering regular time, this column will generally be empty.

Staff and admin employees, however, must report their sick/vacation time. Note: you will not be able to add sick/vacation time on the timesheet. You must report these hours on the “Sick/Vacation Entry” page. Once submitted, those hours will appear on the timesheet as reported time with a TRC indicating sick (4SICK) or vacation (4VAC) time. For other types of leave, such as funeral leave or jury duty, reach out to your time manager.

 

Note: If none of these things work, you can always get to Time Reporting from Campus Links > Work > Human Resources/Payroll > Self Service > Y-Time.