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

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 followed by the # key or your home Press *.   
   • Enter your 8 digit position number followed by the # key.The voice prompt will provide the time.  Enter 0 to end the call.
   • When entering a secondary position that starts with a letter ‘A’ or ‘B’ change the letter to a number ‘7’. Example: If the position is A12345 enter in 712345 at the phone.
4. To clock out for (All Jobs) Press 1 then 2 to clock out.

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.

Who to contact with questions

TRS Administrator at 571-553-4277 or [email protected].