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Time Entry Goes Paperless for the Ole Miss Campus

Posted on: December 4th, 2014 by Al Ling

Eligible Faculty and Staff Can Submit Time Online via myOleMiss

Employee Self-Service (ESS) Time Entry

If you have attended the SAP CATS/Timesheets workshop within the past few months, you have likely heard the instructor introduce a new application in myOleMiss, which allows for the secure online submission and approval of employee time, eliminating the need for paper timesheets. UM employees first submit their time (or leave) online using myOleMiss; an email is generated to their supervisor; and then, the supervisor approves the time.

Modeled after the existing paper timesheet (Form UM4/HR12), the Employee Self-Service (ESS) Time Entry/Approval application streamlines the entry/approval process of employee time and ensures compliance with the audit principle of segregation of duties, while retaining the familiar look of the paper timesheets.

Both the ESS Time Entry and Time Approval applications are based upon the reporting relationship that is set up for annual online performance appraisals. Requests to change the reporting structure/relationship must be submitted via email to the Office of Human Resources.

After an extensive pilot process involving several departments within the Administration and Finance division of the University, the Offices of Human Resources (HR) and Information Technology (IT) are offering this application to all permanent employees who do not record their time against Physical Plant or Telecommunications work orders. Retirees, student employees, and Rebel Reserve employees are not included in this rollout and should continue to enter their time using the paper timesheets.

For Audrey Floyd, Manager of Payroll, the transition to paperless time entry and approval has been extremely smooth for the departments that have already adopted the new application. “The feedback we’ve gotten from departments has been enthusiastic. The application is convenient and easy to use, and it empowers both the employee and the supervisor to help ensure payroll is accurate.”

From an auditing standpoint, this application offers protection to departments:  (1) It ensures that there is a segregation of duties between who enters (the employee) and who approves (the supervisor) time worked and leave taken. (2) There is a permanent, electronic record within SAP, which ensures compliance with the Departmental Time Record Policy. Additionally, each department’s current time administrator functionality/authorization will remain in place to ensure that entered time is approved in a timely fashion.

While the application was intended to be self-explanatory and not require any formal training to use, the following instructions are available for download from the Payroll website:

ESS Time Entry Instructions

ESS Time Approval Instructions

All eligible faculty and staff are strongly encouraged to begin using this application. Not only will it give each department an opportunity to strengthen internal controls, it will also help decrease the number of payroll/time related errors by passing the responsibility to the employee, rather than the time administrator.

For more information on ESS Time Entry/Approval, please contact the Payroll Office in Human Resources at (662) 915-7431 or


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