Time Entry and Reviewing Time Card

The university is required by law to pay all non-exempt employees on an hourly basis, even though they have a standard schedule and normally work a standard number of hours. Non-exempt employees are required to clock in/out using the university’s Time Reporting System for both primary and secondary jobs. Clocking into the correct job is essential to being paid correctly.  

• See your department manager for the device you are to use for recording hours worked.

• Telephone Clocking Instruction Videos

• Employees who have a primary monthly position and one secondary temp position please follow the phone instructions for calling in as a secondary position.

• Student Time Entry training (PDF Slides)

Phone Time Stamp Entry

Primary Job Clocking

1. You must use a phone designated by your department. To access the Time Reporting System, dial 202-994-2274 (4-2274).
2. The voice prompt will respond, "Please enter your employee number followed by the pound key."
3. Enter the eight digits following the 'G' of your GWid number.
4. The system will respond with the following menu options.
   • To record clock in or clock out press - 1
   •  Enter the appropriate clock code.
     • To clock in Press - 1
     • To clock out for (All Jobs) - Press 2
   • To cancel a meal deduction Press - 5
   • To end the call Press - 0

Secondary Job Clocking (Bi-weekly and Monthly paid employees with a secondary bi-weekly position)

1. You must use a phone designated by your department. To access the Time Reporting System, dial 202-994-2274 (4-2274).
2. The system will respond, "Please enter your employee number followed by the pound key."
3. To record your arrival at your secondary job Press - 2 to access the account transfer menu.
   • To do a labor account transfer (Secondary Job) Press - 2
   • Please enter a value for labor level 1 (8 digit position number) followed by the # key or your home Press *.   
   • When entering a secondary position that starts with a letter ‘A’ change the letter to a number ‘9’. 
   • When entering a secondary position that starts with a letter 'B' change the letter to a number '7'.
     • Example: If the position is A12345 enter in 912345 at the phone. If the position is B12345 enter in 712345
4. To clock out for (All Jobs) Press 1 then 2 to clock out.
5. NOTE: When clocking in by phone to a secondary position you will see the position in the transfer column but the assignment column will show the primary assignment. The position number in the transfer column takes precedence over the assignment column.

Mobile Time Stamp

1. You can access the UKG Pro app using the GW server name, however, you must be granted access. Please review and accept the Workforce Mobile User Agreement and obtain the server name.

   If you have downloaded the UKG Workforce Central app, please remove it and download the new app.

2. Log into Mobile App once downloaded. Select SSO sign in at bottom of app. Contact [email protected] if you experience issues.

3. Select the 'punch' button to Record Time Stamp button. If you have multiple positions choose the correct assignment.

4. The system records the current time and location and displays the recorded time near the top of the app.

5. You may now log off or view your timecard.

PC Time Entry & Viewing Your Timecard

1. Access the Time Reporting System using the TRS link - (https://trs.gwu.edu).  Visit the Tools and Training section of the overview website where instructions have been provided to support you. 

2. Log into TRS using Single Sign-On.  If you are not already signed into the Single Sign-On you will be prompted for your GW email address and password. Contact [email protected] if you experience issues.

3. In the Time Stamp workspace click the Record Time Stamp button.

4. If you have multiple positions choose the correct assignment.

     5.  The system records the current time and displays the recorded time near the top of the workspace.

     6.  You may now log off or view your timecard.

Correcting Errors

If you forget to clock in/out or make an error, it is your responsibility to notify your supervisor. The failure to timely notify your supervisor may cause your pay to be incorrect. At the department's discretion employees can go into their timecard and update any missed punches or wrong punch times. 

Once the correction is made you will see a notification at the top of your screen that says "Information Your changes have been submitted but will not display until they are approved".  A notification will be sent to your manager and your timekeeper will be able to see the request and approve or refuse it. 

Punch Correcting Tips:

You should be clocking using the phone, mobile app, or browser.

Appropriate Uses: 

• Use punch request when you have missed punches 

• Use punch request when asked to work longer after you already clocked out 

Multiple Punch Requests: 

• Please do not submit multiple punch requests for the same time. 

  • Example: If you requested an 8:30am punch on Monday then you want to change that request. Please wait until that request was accepted or email the timekeeper instead asking them to refuse it. 

• If you email the timekeeper please alert them that you submitted a punch request 

• Give the timekeeper time to review and approve your request

If you have questions please contact the TRS Administrator at 571-553-4277 or [email protected].