Trojan Time Non-Exempt Employee Guide
©2012 University of Southern California. All rights reserved.
This document is the sole property of University of Southern California (USC) and contains
confidential and proprietary information. It is intended exclusively for the use of USC and their
agents. The user of this document agrees to protect the proprietary rights as expressed herein. The
user further agrees not to permit access to this document by any person for any purpose other than
as an aid in the use of the associated system. In no case will this document be examined for the
purpose of copying any portion of the system described herein or to design another system to
accomplish similar results. Copying, disclosure, and modification of this document without the
written consent of USC are prohibited. Persons reading this document are hereby warned that this
document is protected by law.
University of Southern California
Los Angeles, CA 90089
Trojan Time |
University of Southern California | Page i
Contents
1 | Introduction ............................................................................................... 1
2 | Access Trojan Time..................................................................................... 3
Login ....................................................................................................................... 3
Log Out .................................................................................................................... 5
3 | Getting Started .......................................................................................... 6
View Profile .............................................................................................................. 6
Email Preferences ..................................................................................................... 7
4 | Record Hours Worked ................................................................................ 9
Web Punch Template .............................................................................................. 10
Record Time In ......................................................................................................................... 11
Record Time Out ...................................................................................................................... 11
Record a Missed Punch ............................................................................................................ 12
In/Out Template ..................................................................................................... 13
Record Time In/Time Out ........................................................................................................ 13
Meal and Rest Periods ............................................................................................. 16
Meal Periods ............................................................................................................................ 16
Rest Periods ............................................................................................................................. 16
Meal and Rest Period Sanctions .............................................................................................. 16
5 | Record Non-Worked Time ........................................................................ 18
6 | Submit Timesheet .................................................................................... 20
Click Submit By Mistake ........................................................................................... 22
Forgot to Submit Timesheet ..................................................................................... 22
7 | Submit a Leave Request ........................................................................... 23
Cancel a Submitted Leave Request ............................................................................ 27
8 | Reports .................................................................................................... 28
Timesheet History ................................................................................................... 28
Leave Request Report .............................................................................................. 29
Time Away from Work Report .................................................................................. 31
Trojan Time Non Exempt Employee Guide | Introduction
University of Southern California | Page 1
1 | Introduction
Trojan Time, a secure web-based timekeeping and attendance system, allows non-exempt
faculty, staff and student employees to record worked and non-worked (i.e. vacation) time
electronically. Non-exempt employees are required to account for all hours and fraction of
hours worked.
Non-exempt employees record their worked and/or non-worked hours on a timesheet for
the current pay period, then certify their hours are correct. Supervisors, approvers, and
home department coordinators view and approve employees’ timesheets and future leave
requests online.
The University of Southern California strongly believes each employee must be paid on time
with no errors. Both employees and supervisors share responsibility for compliance with
university policies established to meet the requirements of federal and state wage and hour
laws.
Non-exempt employees are protected by a complex set of regulations concerning hours
worked, rest periods, meal periods and overtime compensation. University policy also
provides for generous vacation, sick and winter recess leave for benefits eligible employees
as well as other types of leaves that must accurately be calculated and fairly administered
for all our employees.
For additional information, please refer to the following:
• Wage and Hour Policies
University wage and hour policies are posted online at the USC Policies Web site:
http://policies.usc.edu/
• Human Resources Administration
Questions about wage and hour policies should be directed to USC Human
Resources Administration (213) 821-8111 or www.usc.edu/dept/hr/
• Trojan Time General Questions
Your Home Department Coordinator (HDC) is responsible for maintaining the payroll
and personnel records in your department. He or she can answer questions about
payroll cycles, submitting time records, how to settle disputes about time records,
and the deductions and reductions from your paycheck. To find who your HDC is,
login to www.usc.edu/payroll, select the Contacts link, and select the Home
Department Coordinators Listing.
• Trojan Time Help Site and Help Desk
The Trojan Time Help Site includes general information about the timekeeping
system, frequently asked questions and information about biweekly payroll
schedules and payroll deductions.
www.usc.edu/ttime
Trojan Time Non Exempt Employee Guide | Introduction
University of Southern California | Page 2
(213) 821-2033
Trojan Time Non Exempt Employee Guide | Access Trojan Time
University of Southern California | Page 3
2 | Access Trojan Time
Login
Login at https://trojantime.usc.edu
For easy access to Trojan Time, go to the USC home page (www.usc.edu) and click on the Trojan
Time link found under Popular Links.
To access Trojan Time, enter your USC Net ID, also referred as your enterprise login (usually the
same as your webmail address without the @usc.edu), and password (the same password as your
email).
If you forget your password or need to change your password, contact the ITS Customer Support
Center at 213-740-5555 or [email protected].
After you have entered your login and password successfully, you will be directed to your
dashboard.
Trojan Time Non Exempt Employee Guide | Access Trojan Time
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Employees are assigned one of two timesheet templates: In/Out or Web Punch. Timesheet
templates are determined by the departments. Trojan Time will display your dashboard and
timesheet accordingly.
Trojan Time Dashboard of Web Punch Template Employee
The Trojan Time dashboard displays:
• Web Punch – displays depending on your user privileges. You can view data, such as
current date/time, time recorded today, account name, and approver name as well
as clock in, clock out and skip entry. You will not see the Web Punch section if you
use the In/Out template.
• Time Entry – contains the Time Entry and Leave Request hyperlinks.
• Reports – provides access to the Timesheet History, Leave Request, and Time Away
from Work reports.
• Frequently Asked Questions – displays questions users typically ask and provides
answers or other resources.
• Email – displays the Trojan Time email address.
Trojan Time Non Exempt Employee Guide | Access Trojan Time
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Trojan Time Dashboard of In/Out Template Employee
The Trojan Time dashboard displays:
• Time Entry – contains the Time Entry and Leave Request hyperlinks.
• Reports – provides access to the Timesheet History, Leave Request, and Time Away
from Work reports.
• Frequently Asked Questions – displays questions users typically ask and provides
answers or other resources.
• Email – displays the Trojan Time email address.
Log Out
To logout select the Log Out option found on the black banner.
Trojan Time Non Exempt Employee Guide | Getting Started
University of Southern California | Page 6
3 | Getting Started
View Profile
You can view your employee, department, and work information. To update the information, please
contact your Home Department Coordinator.
To view your profile, from the dashboard, select the Select Options hyperlink, then select Profile.
To return to the dashboard, click Dashboard in the sub-menu bar.
Trojan Time Non Exempt Employee Guide | Getting Started
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Email Preferences
Trojan Time sends notification emails relevant to your account. You can personalize the emails
you’d like to receive. By default, all email notifications are selected to send.
The timesheet email notifications are as follows:
Notification Message When Sent
• Notification to Non-Exempt
Employee to Submit Timesheet
Reminder to Employee to review
and submit timesheet.
Second Wednesday of
Pay Period at 3:00 AM
• Notification of Rejected
Timesheet
When a timesheet is rejected by
the approver, alternate approver,
or HDC.
Upon Rejection
• Notification of Un-Rejected
Timesheet
When a timesheet is un-rejected
by the approver, alternate
approver or HDC.
Upon Un-Rejection
• Notification of Timesheet
Modification
When one of the approvers,
alternate approvers or HDC
modifies a timesheet after it was
submitted for approval.
Upon Modification
• Notification of Rejected Leave
Request
When a leave request is rejected
by the approver, alternate
approver or HDC.
Upon Rejection
• Notification of Un-Approved/Un-
Rejected Leave Request
When a leave request is un-
approved or un-rejected by the
approver, alternate approver or
HDC.
Upon Un-Rejection
• Notification of Leave Request
Cancellation
When a leave request is
cancelled.
Upon Modification
Trojan Time Non Exempt Employee Guide | Getting Started
University of Southern California | Page 8
To change email delivery preferences, from the dashboard select the Select Options hyperlink, then
select Email Preferences. On the Email Notification Preferences page, deselect the check box to
stop and select the check box to start receiving email notifications.
Click Submit to save any changes made or click Back to be redirected to the dashboard.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
University of Southern California | Page 9
4 | Record Hours Worked
You must record hours worked on either the Web Punch or In/Out template. The template you use
is assigned to you by your department.
Trojan Time will total the hours worked each day by accounts and round to the nearest tenth of an
hour using the following method.
1-6 minutes = .1
7-12 minutes = .2
13-18 minutes =.3
19-24 minutes = .4
25-30 minutes = .5
31-36 minutes = .6
37-42 minutes = .7
43-48 minutes = .8
49-54 minutes = .9
55-60 minutes = 1 (hour)
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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Web Punch Template
The Web Punch template records your time in and time out each time you select the Clock In or
Clock Out buttons. Punches are time and date stamped based on the Trojan Time server. The
recorded times cannot be altered with the exception of missed punches.
You are required to clock in at the beginning of your shift, meal period out, meal period in, and end
of your shift. Rest periods are paid and not to be recorded in Trojan Time.
The Web Punch dashboard displays the current date and time, the time that has been recorded for
the day, a drop down menu of jobs you have available, approver information and clock in buttons.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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Record Time In
To record your start time for work, from the dashboard select the appropriate job in the Account
Name drop box and click the green Clock In button. You will be redirected to your timesheet and
will see your punch in time displayed.
Record Time Out
To record your stop time for work, from the dashboard select the red Clock Out button.
Note: You will not be able to change your account name when clocking out.
You will be redirected to your timesheet and will see your punch out time displayed.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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Record a Missed Punch
If the time you are clocking in is not the same time you are starting work or if the time you are
clocking out is not the same time you have stopped work, you will need to record a missed punch.
For example, if you began work at 8:00am and did not remember to clock in. It is now 9:00am and
you realize that you did not punch in. Do not punch in your time at the time you remembered
because it will record a 9:00am clock in time. You will need to record a Missed punch.
To record a missed punch, from the dashboard select the appropriate job in the Account Name
drop down and select the Skip Entry button in the Action section of the Web Punch template. You
will be redirected to your timesheet and will see your punch in time displayed as MISSED.
Advise your supervisor of the missed punch immediately so they can edit the timesheet with your
real punch in or punch out time.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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In/Out Template
The In/Out Template allows you to key in your time worked in a “fill in format” online timesheet.
You are encouraged to key in your time as you come in and out of your shift. You are required to
clock in at the beginning of your shift, meal period out, meal period in, and end of your shift. Rest
periods are paid for and not to be recorded on Trojan Time.
Record Time In/Time Out
To record hours, from the dashboard select the Time Entry screen.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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By default, the timesheet is set up with two sets of time in/time out rows for each workweek of the
biweekly period. If you need additional time in/time out rows, click the Add a Time Type and select
Regular. This will create another set of in/out rows. Trojan Time allows for as many sets of Time
In/Time Out rows as needed.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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If you are working for multiple departments, select the appropriate job in the Account Name drop
down. You now key in your start time in the first box for the appropriate date followed by the out
time immediately below (do not skip any rows).
To delete an extra set of time rows, click the Delete button found in the Action column on the far
right of the row.
After keying in your time, you must select the Save button to save the information that you have
entered. If you enter information onto your timesheet and do not click the Save button, your data
will be lost.
To exit without saving changes, click the Back button. You are returned to the dashboard.
Trojan Time Non Exempt Employee Guide | Record Hours Worked
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Meal and Rest Periods
Meal Periods
The state of California requires that all non-exempt employees (faculty, staff and students) receive an
unpaid meal period of at least 30 minutes according to the following schedule:
Hours worked Applicable regulation
Up to, but not exceeding 5 No meal period required.
More than 5 but not exceeding 6 30-minute unpaid meal period, with option to waive by mutual
written consent of the employee and the supervisor. If not
waived, the meal period must start no later than the completion
of the fifth consecutive hour of work.
More than 6 but not exceeding 10 30-minute unpaid meal period must be taken. The meal period
must start no later than the completion of the fifth consecutive
hour of work.
More than 10 but not exceeding 12 Second 30-minute unpaid meal period with option to waive by
mutual written consent of employee and the supervisor if first
meal period was taken. If not waived, the meal period must
start no later than the completion of the tenth paid hour of
work.
More than 12 Second 30-minute unpaid meal period must be
taken. This meal period must start no later than the completion
of the tenth paid hour of work.
The university requires meal periods of a minimum of 35 minutes and many departments provide meal
periods of up to 60 minutes. The university also requires that the first meal period commence no earlier
than after you have worked two full hours.
Meal periods must be scheduled at times that comply with the above schedule and you must adhere to
the schedule you are assigned. During a meal period you are relieved of all duties and are free to leave
work and the premises.
Rest Periods
The State of California requires rest periods for all non-exempt employees. University policy
provides a 15-minute rest period for every 3.5 hours worked.
Meal and Rest Period Sanctions
You are required to record when your supervisor did not provide you your appropriate meal or rest
period.
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To record when your supervisor did not allow you the minimum required meal or rest period entitled,
from the dashboard select the Time Entry screen. The Time Entry window displays the timesheet
for the current pay period. Above the timesheet dates, check the box for the appropriate date and
statement.
After updating the appropriate information, click the Save button. If you enter information onto
your timesheet and do not click the Save button, your data will be lost.
Trojan Time Non Exempt Employee Guide | Record Non-Worked Time
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5 | Record Non-Worked Time
Non-exempt benefits eligible staff must record non-worked time, such as sick or jury duty hours
onto their timesheet. Students, faculty and resource employees are not benefits eligible
employees. Non-worked hours must be pre-approved by your supervisor.
To enter non-worked time, from your dashboard select the Time Entry screen. For In/Out template
users this screen is used to record worked and non-worked hours. For Web Punch employees this
screen is used to enter non-worked hours only.
On your timesheet, select Add a Time Type Row, then select the type of non-worked hours.
Trojan Time Non Exempt Employee Guide | Record Non-Worked Time
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In the example above the employee selected the vacation time type. The window refreshes with
the new time type row displayed.
Enter the total number of hours (i.e. 2.5 for two and a half hours) under the appropriate row and
date box. Click the Save button to save any changes made.
Trojan Time Non Exempt Employee Guide | Submit Timesheet
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6 | Submit Timesheet
You must record your hours onto your timesheet for the current pay period, then certify your hours
are correct. You must submit your timesheet before midnight on the last Wednesday of the pay
period. You may submit your timesheet sooner if you have completed the final shift for the pay
period.
To submit your timesheet, from the dashboard click Time Entry, verify your hours are correct, scroll
to the bottom of the timesheet and click the Submit button.
Trojan Time Non Exempt Employee Guide | Submit Timesheet
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The system displays a message to you upon submitting the timesheet. The message is an electronic
signature that states, “You have recorded time for Pay Period ending XX/XX/XXXX. By submitting
the timesheet, I certify that the hours recorded are an accurate record of hours worked in the
appropriate project or department and that I took the meal and rest period I am entitled by law”.
Click Ok to consent to the message or Cancel if changes are required.
Your timesheet is submitted to your approver. Your timesheet status updates to Pending Approval
in the Timesheet Status field.
Trojan Time Non Exempt Employee Guide | Submit Timesheet
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Click Submit By Mistake
If you need to make changes to your timesheet after you have submitted for approval, you may do
so if the timesheet is in Pending Approval status and it is prior to the submission deadline of
Wednesday of the pay period end date at midnight.
If your timesheet status is Approved or Rejected and it is prior to the submission deadline of
Wednesday of the pay period end at midnight, you will not be able to make changes. Your
supervisor will need to un-approve or un-reject your timesheet to unlock it. Once your timesheet
has been un-approved or un-rejected and is back to Pending Approval, you must click the Recall to
Edit button on the bottom of the timesheet. The timesheet is recalled and you are now able to
edit the timesheet as necessary and either Save or Submit the timesheet for approver.
If you need to make changes to your timesheet and it is after the submission deadline of
Wednesday of the pay period end at midnight, you will need to work with your supervisor or HDC
since you will no longer have access to your timesheet.
Forgot to Submit Timesheet
If you forget to submit your timesheet and the pay period end date has past, please contact your
supervisor or Home Department Coordinator.
Trojan Time Non Exempt Employee Guide | Submit a Leave Request
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7 | Submit a Leave Request
Non-exempt benefits eligible staff must request paid or un-paid time off for a future date, up to one
year in advance, by submitting a leave request to their approver.
The type of request displays as follows:
BV – Bereavement OU – Other - Unpaid
SF –Sick Family SS –Sick Self
JD – Jury Duty VA – Vacation
WR – Winter Recess
You can verify whether your leave request was submitted, approved, rejected, or cancelled. In
addition, depending on your user preferences, an email notification is sent if the request is rejected
or un-approved/un-rejected as well as if you cancel your leave request. For additional information
on email notifications, please refer to Email Preferences on page 7.
To submit a leave request, from the dashboard select Leave Request.
Trojan Time Non Exempt Employee Guide | Submit a Leave Request
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The Leave Request screen will display your information, leave balances and any previously
submitted leave request along with their status.
In the Leave Balance section, review the rate, current balance, and projected balance of sick,
vacation, and winter recess hours.
Trojan Time Non Exempt Employee Guide | Submit a Leave Request
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To enter a leave request, select the appropriate time type in the drop down menu, enter or select
the Begin Date and End Date fields, enter the daily hours and verify the supervisor name is correct.
If needed, select a different supervisor by clicking the arrow down option next to the supervisor’s
name.
If the leave request includes a weekend that you are scheduled to work, check the Include? box. In
the Notes area, you have the option to enter comments that are seen by the approver. Click the
Add button when the information is complete.
The window refreshes with the request displayed in the Time Off requests to be submitted
section. In addition, the calendar displays the request as time off ready to be submitted. If the
leave request needs to be edited or removed, click the Delete button to the right of the request.
Trojan Time Non Exempt Employee Guide | Submit a Leave Request
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You may add multiple leave requests in this screen. Once all leave requests have been entered,
click Submit at the bottom of the screen to send your leave requests to your approver. A popup
message displays, “You are submitting leave time. Please click OK if these dates and hours are
correct, or Cancel if not.” If the dates and hours are correct, click OK to continue or Cancel to go
back and make corrections.
Trojan Time Non Exempt Employee Guide | Submit a Leave Request
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Cancel a Submitted Leave Request
If you requested time off for a future date and later determine that you need to cancel the request,
you must do so in the Leave Request Report screen.
Only leave requests that are Pending Approval or Approved can be cancelled. To cancel a leave
request, click the Leave Request Report, select List View, select status as either Pending or
Approved, enter or select the start and end dates and click the View button. Select the Cancel
option on the far right of the leave request you wish to cancel.
If you have selected the correct leave request to cancel, click the Submit button. You have the
option of adding a comment to request if needed.
Trojan Time Non Exempt Employee Guide | Reports
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8 | Reports
Trojan Time contains three reports.
• Timesheet History Report – allows you to view and print up to three (3) years of your
past timesheets.
• Leave Request Report – allows you to view and print up to three (3) years of your past
submitted time off requests.
• Time Away from Work Report – allows you to view and print up to three (3) years of
your past time off.
Timesheet History
You can view your timesheet history as well as export the timesheet history information to a PDF
or CSV file. From the dashboard, select Timesheet History in the Report section. The Timesheet
History report opens with your timesheets displayed.
To view a specific timesheet, click the date in the Pay Period End Date column. The specified
timesheet displays. To export the timesheet history to PDF, click Export to PDF. The timesheet
history displays in a PDF window. To export the timesheet history to a spreadsheet, click Export
to CSV. The timesheet history displays in a spreadsheet.
Trojan Time Non Exempt Employee Guide | Reports
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Leave Request Report
The Leave Request Report allows you to view leave requests that have been submitted for
approval. The report is searchable by date range and displays in either a Calendar View or List
View for the selected dates.
To view the report, from the dashboard select Leave Request Report.
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To view a calendar of your submitted leave requests, select Calendar View, enter or select the start
and end dates, and click the View button. The Leave Request Report displays the calendar view for
the specified time period. Click the arrows to scroll through the months.
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To view a list of submitted leave requests, select List View, select appropriate leave request status,
start and end dates, and click the View button. The Leave Request Report displays the list view for
the specified time period.
To export the leave request information to PDF, click Export to PDF. The leave request information
displays in a PDF window. To export the leave request information to a spreadsheet, click Export to
CSV. The leave request information displays in a spreadsheet.
Time Away from Work Report
The Time Away from Work report allows you to view past non-worked hours, such as sick self,
vacation, and jury duty. The report is searchable by date range and displays in either a Calendar
View or List View for selected dates.
To view the report, from the dashboard, select Time Away from Work.
Trojan Time Non Exempt Employee Guide | Reports
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To view a calendar of your time away from work, select Calendar View, enter or select the start
and end dates, and click the View button. The Time Away From Work displays the calendar view for
the specified time period. Click the arrows to scroll through the months.
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To view a list of your time away from work, select List View, select appropriate status, start and end
dates, and click the View button. The Time Away From Work Report displays the list view for the
specified time period.
To export the time away from work information to PDF, click Export to PDF. The time away from
work information displays in a PDF window. To export the time away from work information to a
spreadsheet, click Export to CSV. The time away from work information displays in a spreadsheet.