Time Reporting

Depending on your position type, you will submit a timesheet or a leave report to report time worked and/or taken at the end of each pay period.

On this page

Reporting Time Online

Using a Paper Timesheet/Leave Report

Earn Codes

Reporting Time Online

Hourly staff and students must clock in and clock out for each work shift. You must submit hours worked at the end of each pay period to be paid on the next available payday.

Clock In & Out

SHSU Login Screen

Step 1

Navigate to the Employees page of MySam by logging at mysam.shsu.edu/employees

Locate Clock Time Button under Time Reporting

Step 2

Click Clock Time, located under Time Reporting.

start timesheet button highlighted under the position label

Step 3

Click Start Timesheet to the right of the desired pay period.

If you have multiple positions and/or funded by college work study, you will see multiple Start Timesheet buttons. You should review the position details, located above each button, before clicking. Refer to your supervisor if you do not know which timesheet to use.

dates display in a one week calendar format, today's date will be highlighted

Step 4

Click on the date of work.

clock in button is highlighted below under calendar week

Step 5

At the beginning of each period of work, click Clock In.

If you take any type of break, you will clock in and clock out multiple times a day.

clock out will be highlighted blue to the right of the clock in time

Step 6

At the end of each period of work, click Clock Out.

When clocking in and out, the system will round to the nearest 15 minutes. To not exceed allocated time, you should avoid clocking out 7 minutes after your schedule. Student employees cannot exceed a total of 28 hours within a work week.

preview is located at the bottom right of the screen

Step 7

Once time for the pay period is entered, click Preview.

the submit button is lcoated at the bottom right of the pop up window

Step 8

Once reviewed, add any comments necessary, then click Submit.

Edit

To correct time, follow the steps below.

  1. Click on the date of work.
  2. Click on the pencil icon on the right.
  3. Make the necessary changes.
    • To change time, click on the incorrect time and select the accurate time.
    • To delete time, click the delete icon located at the end of the time entry row.
  4. Enter comment after each time entry and click Confirm.

Add Time

To add time to a day already worked, follow the steps below.

  1. Click on the date of work.
  2. Click Add More Time.
  3. Enter clock in time by clicking Clock In and select time. Then, enter a comment after each time entry.
  4. Enter clock out time by clicking Clock Out and select time. Then, enter a comment after each time entry.
  5. Enter hours.

Using a Paper Timesheet/Leave Report

If you cannot report online or missed the reporting deadline, use one of the following paper forms to report your time. Once signed, you can email it to payroll_office@shsu.edu.

Leave Report

Timesheet for Non-Exempt Staff

Timesheet for Student and Other Hourly Staff

Earn Codes

Below are the most frequently used earn codes.

Earn Code Definition
Regular Gross Salary The number of regular hours worked in a pay period.
Vacation Hours Taken The number of hours taken for the purpose of personal matters.
Sick Hours Taken The number of hours taken for the purpose of sickness or needing to care for a family member. More about personal time off
Equivalent Comp Hours Earned

The number of hours earned over 40 when a non-exempt employee is not physically at work for the entire 40-hour work week. These hours will be booked for the employee to use later.

Note: Equivalent Comp Hours Earned are lost 12 months after earning.

Example: Monday is a holiday (8.00 hours). An employee works 8.00 hours each day on Tuesday, Wednesday, Thursday, Friday, and Saturday. Saturday’s 8.00 hours would be reported in Equivalent Comp Hours Earned.

Equivalent Comp Hours Paid

The number of hours earned over 40 when a non-exempt employee is not physically at work for the entire 40-hour work week. These hours are PAID to the employee as additional compensation to their paychecks.

Check with your supervisor on if time can be paid.

Overtime Comp Hours Earned

The number of hours earned over 40 when a non-exempt employee is physically at work for the entire 40-hour work week. These hours will be booked at time and a half for the employee to use later.

Note: Overtime Comp Hours Earned has a max of 240.00 hours and is paid to the employee upon separation.

Example: An employee works 8.00 hours each day on Monday, Tuesday, Wednesday, Thursday, Friday, and Saturday. Saturday’s 8.00 hours would be reported in Overtime Comp Hours Earned.

Overtime Comp Hours Paid

The number of hours earned over 40 when a non-exempt employee is physically at work for the entire 40-hour work week. These hours are PAID to the employee at time and a half as additional compensation to their paychecks.

Check with your supervisor on if time can be paid.

For more earn codes, refer to Human Resources Employee Leaves Policy, HR-04.