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How to Use eHR

Manager self-service tutorials

Time management frequently asked questions

General questions
Why don’t I see the Manager Self Service menu navigation?

You may have to clear your cache files. For instructions on how to do this, view the online tutorial for your browser. If you are still experiencing issues call HR Client Services x5075 to check your eHR access. 

Will I be able to access Self Service using any internet browser?

Self Service can be accessed with an internet connection any browser. You should not view Self Service using the Opera browser.

Time reporting questions
May I report or change time on behalf of an employee?

Yes. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service. 

What is meant by Exception Time Reporting?

Hours reported that are different from your regular scheduled hours (MAC or OPSEU employees). For example, overtime, compensating time off, vacation, sick, etc. 

What is meant by Positive Time Reporting?

Total hours reported for any work or absence for a particular day. (Non-Union Casual, Work Study, Research Assistants). These hours must be reported in order for an employee to get paid. 

What is the difference between the positive and exception time reporters?

Exception Time Reporting: Employees report time in self service using an electronic time sheet to record any hours that exceed their regular scheduled hours. Absences are recorded through self service using the absence request page. Absence types include vacation, sick and bereavement.

Positive Time Reporting: Employees report time in self service using an electronic time sheet to record the total number of hours worked each day and any absences that occur.

Do I need to still report or sign something and send it to HR at the end of a pay period if I don't have anything to report? For example, ‘Initialing the paper time sheet’.

No.  

When do I need to approve my employees’ time sheets by?

Time must be completed and approved prior to the pay deadlines. Refer to the HR site at: https://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html.

How will I know if there are reported time sheet entries that need to be approved?

You will need to access the Approve Time & Exceptions menu item. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

Will I receive email notifications for each and every time sheet that is submitted to me?

No, you will not receive email notifications for each and every time sheet that is submitted to you for approval. As a suggested approach to managing your approval process, sign up to receive an email reminder about bi-weekly timesheet deadlines at: https://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html.

Why don’t I see my direct reports when I access the Report Time menu?

If you do not see your employees call HR Client Services x5075 to check your employee record and direct reports. 

Why do I see employees that don’t report to me when I access the Report Time > Time Sheet menu?

Access to Time Sheet Reporting is based on department(s) you have access to. All employees who are part of the same department will display in the Reported Time menu, even if they do not report to you. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

May I view all the time reported for my employees for a pay period?

Yes. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

How far back can I report time for an employee?

You can report time retro-actively for up to 90 days. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

What happens if my employee forgets to submit time or I do not approve their time by the payroll deadline?

All time entered and approved after the deadline will be processed in the next the pay period. Any missed time should be entered in the correct pay period’s timesheet. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

Can I report time for an employee who has multiple jobs/contracts on the same time sheet?

No. If the employee has multiple jobs, select the active job. For instructions on how to do this refer to the Manager Self Service eHR User Guide’ -page 33-56. If you are still experiencing issues call HR Client Services x5075 to assist you with selecting the correct record.  

Why do I receive a warning message when I submit time sheet entries on behalf of an employee?

“Total regular reported hours are less than the employee's standard hours as defined on their Job record for the pay period.” If OK, press OK or press Cancel to fix.” The time sheet checks the amount of hours that you report for your employee against the standard hours defined in their contract.

If the employee’s contract is defined as 48 hours of work for a pay period, the system will prompt you when the total time sheet entries are less than 48 hours for the pay period.

If the employee’s contract is defined as 48 hours of work for a pay period, the system will prompt you when the total time sheet entries are more than 48 hours for the pay period.

This is warning message only, click OK if the information you are about to submit is correct. Else, click Cancel to return to the employee’s time sheet and correct the time sheet entries.

How do my employees enter time for On Call, Call In or Call Out hours?

For MAC/OPSEU Employees who are entitled to work On Call hours they should report the ACTUAL hours worked for the day using the time reporting code On Call -Actual Hrs. The system will calculate the correct pay rate for the day.

For MAC/OPSEU Employees who are entitled to work Call In hours they should report the following:

  • For up to or less than 2 hours worked, report the ACTUAL hours worked, and use the time reporting code Call In – Onsite. The system will calculate 3 hours work at the employee’s regular rate of pay (as per collective agreement).
  • For more than 2 hours worked, report the ACTUAL hours worked and use the time reporting code Overtime at the applicable rate for the day. E.g.: Overtime @ 1.5 or Overtime @ 2.0

For MAC/OPSEU Employees who are entitled to work Call Out hours they should report a minimum of 1 hour, for each call received, using the time reporting code Call Out ­Remote. The system will calculate the correct pay at the applicable overtime rate for the day.

For more detailed information about On Call, Call In, Call Out hours refer to the https://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/index.html

Can I login from home or another location to approve my employee’s time sheet entries or absences?

Yes. You can login to your Manager Self Service from any location using any browser. Follow these steps:

  1. Login using your Ryerson ID at https://my.ryerson.ca
  2. On the Manager Self Service homepage, click the Team Time tile
  3. On the left, select one of the following options to complete timesheet or absence approvals:
    • Approve Reported Time
    • Approve Absence Requests
Absence reporting questions
How do I approve Absence Requests?

For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

May I view the absence request history year-to-date for all my employees?

Yes. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service. 

May I change or correct an absence request for an employee that has not been approved?

No. You cannot edit an absence for an employee, you can only reject or deny the request. The employee must edit the request.  

May I change or correct an absence request for an employee that has been approved?

No. You will need to contact HR Client Services x5075 to change the request.

What happens if my employee forgets to submit their absence request?

Absence requests can be submitted retro-actively. These can be submitted by the employee or on their behalf by the manager. 

When an employee submits an absence request, when do I receive notification for approval?

Email notification will be sent immediately once the employee submits the request. Receipt of notification is dependent on external systems and may vary.

Can I view all my employees reported absences?

Yes. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service.

Can I view absence balances for an employee?

Yes. For instructions on how to do this, view the online tutorial or download the printable user guide for manager self service. 

Why don’t I see my direct reports when I access the Report Time > Absence Request menu?

If you do not see your employees, your eHR access may need to be updated. Call HR Client Services x5075 to check your employee record and direct reports.

Will the system calculate my employee’s vacation accrual and/or vacation requests correctly?

In order to pay your employee correctly the system assumes their standard work day is 7.25 hours, regardless of the alternate schedule that is in place. This is based on the 7.25 hrs/day work day X 5 days/week = 36.25 hrs/wk, which is equivalent to your employee’s scheduled hours for a week. The system accrues vacation time at 100% of the standard accrual rate.

Scenario: Fred is a full-time, salaried employee. His workload factor is 100%, Monday through Thursday. The Work Hours per Week for Fred is 36.25 hours. This is equivalent to a workload of 100% of the standard 36.25 hrs/wk.

Based on the above scenario, this would mean that Fred is only entitled 7.25 hours for a holiday. The system will pay him for 7.25 hours for that day. This also means that when Fred requests an absence, for example vacation, it will be deducted at a standard rate of 1.00 day * 100% = 1.00 day.