This article provides a step-by-step summary of how to conduct biweekly reporting in Employee Self-Service. It covers everything from entering leave hours to submitting your report for approval. You'll also learn about leave balances, overtime pay, and how to track your payroll status.
Need Help with Another Topic?
If you need assistance with a different Employee Self-Service topic, check out the following links:
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For a general overview and information on Employee Self-Service, click here.
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For approving leave reports, here.
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For SHRA Exempt and EHRA Monthly Reporting, here.
Employee Dashboard
After logging in to Employee SSB9, you’ll see a screen that looks similar to the one below.
This is your main dashboard, where you can access time entry, pay information, benefits, and more.
View Leave Balances
To check your leave balances, select "Full Leave Balance Information" from the dashboard.
You will see a screen like the one below, showing your available leave.
Note: Leave balances are accurate as of the last payroll. They are not updated daily.
Pay, Earnings, Benefits, Taxes and Job/Employee Summaries
You can view details about your:
- Pay
- Earnings
- Benefits
- Taxes
- Job Summary
- Employee Summary
There is also additional information available, such as: All Pay Stubs, Direct Deposit Information, etc.
To explore these options, refer to the highlighted sections in the screenshot below.
Enter Your Leave Report
To begin entering your leave time, click on the "Enter Leave Report" button, as shown in the screenshot below.
Once you see the calendar view, follow these steps:
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Click on the first day you are reporting time for.
In this example, it's March 14 (3/14).
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Remember:
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The work week runs from Monday to Sunday.
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The dark purple line highlights the official reporting period.
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Any date outside of the purple line (e.g., 3/13) is not part of the current period.
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Important:
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Make sure you are entering hours on the correct date.
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The selected date will turn blue, confirming your choice.
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To enter your leave hours: Click on the date you want to complete. (Example: Click on 3/14, then go through the motion from 1 to 4 as shown in the screenshot below)
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Click the down arrow next to "Earn Code" to see the list of leave types (e.g., Sick, Vacation, Community Service).
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Select the appropriate Earn Code, highlight it, and enter the number of hours in the Hours box.
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Repeat this process for each day you need to report time.
Tip: You can enter multiple leave types on the same day if needed.
Follow the steps marked 1 to 4 in the screenshot below for guidance. See the example for Tuesday, March 15 on the next screen. 
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Click Save to record your entry.
Editing and Copying Leave Entries
Once you’ve entered your leave hours, you’ll see something like this in the screenshot:
If you made a mistake, such as entering vacation leave when you meant to select sick leave, follow these steps:
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Click the minus sign (-) next to the incorrect entry.
This will remove the entry entirely, allowing you to either add a new entry or leave it blank.
Tip: Always make sure you account for 8 hours per day if you're full-time (40 hours per week).
Using the Copy Feature
You may notice a copy icon (two overlapping rectangles).
Editing with the Pencil Icon
Next to the copy feature, there’s a pencil icon.
Moving to the Second Week
After you’ve entered all your hours for the first week:
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Click the ">" icon to move to the second week of the reporting period.
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Repeat the process for the second week by entering your hours.
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Once both weeks are completed, click “Preview” to review everything before submission.
Preview Your Leave Report
Once you click “Preview,” you will see the detailed summary of your leave report. For example, you might see:
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76 hours of regular hours worked
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4 hours of vacation taken
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4 hours of extra hours worked
If you need to add any comments or notes, scroll to the bottom of the page, and enter them in the comments section.
Once everything looks correct:
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Enter any comments (if needed).
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Click Submit to finalize your leave report.
Submitting Your Leave Report
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Enter any comments you need to make regarding your leave report in the Comments section.
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Certify your hours:
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Submit your report by clicking the “Submit” button.
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If your supervisor has NOT approved your report, you can recall it to make changes.
Leave Report Statuses and What They Mean
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Not Started
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In Progress
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Pending
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Returned for Correction
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Completed
Payment of Overtime
From time to time, employees may be paid for overtime instead of earning comp time. Here's how it works:
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Leave Reports do not determine whether payment comes from trust, state, or grant funds.
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If no supervisory code is used, the employee will earn comp time (the state's preferred method for overtime compensation).
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To set the leave report for monetary compensation (overtime pay), use the supervisory use only code "99".
Example:
In the screenshot below, you’ll see that the "99" code has been added to Monday of the week the employee is to be paid for overtime.
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If overtime is to be paid for both weeks, the "99" code should be added for both Mondays in the two-week period.
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If overtime is to be paid for only one week, the "99" code should only be placed on the Monday of that week.
Important Notes:
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No supervisory code = no monetary payment.
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Monetary payment is only made after leave is offset and applied to Adverse Weather leave, if applicable.
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If the overtime is not approved by budget or sponsored research, the employee will receive comp time, not pay.
Supervisor's Responsibility:
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Supervisors are responsible for approving correct reports.
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If an employee adds the "99" code for overtime pay, and the supervisor approves it, the supervisor is responsible for any errors made.
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If the budget approves the payment and the employee gets paid, the supervisor holds responsibility for the correct process.
Smart Payroll Calendar – What It Means and How to Read It
The Smart Payroll Calendar provides important information about payroll periods, deadlines, and leave accruals. Here’s how to read it:
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Period
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Payroll
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From/To
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Submit Deadline
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Approve Deadline
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View Bal on WEB
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Accrual Thru
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LvTaken Thru
