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TimeTrex

TimeTrex is web based software used to manage (record and report) student employee attendence.  Access to TimeTrex is an IT service offered by University Computing Support Services (UCSS).  more


Tutorials

Student Worker (5:53)
Supervisor (12:22)


Student FAQ

How do I log in and log out of TimeTrex?
How do I punch in and out of TimeTrex?
How do I view my weekly timesheet?
How do I send a request to my supervisor?
How do I update my contact information?
How do I update my employee preferences?
How do I send an email to my supervisor?
What if I have other questions?


Supervisor FAQ

How do I log in and log out of TimeTrex?
How do I add, update, or remove a student worker?
How do I move a student who is already in TimeTrex, from one department to another?
Sometimes a student forgets to sign in or out correctly.  How do I fix this?
TimeTrex was down.  Now that it is back up, how do I put in a complete entry (in and out) for a student?
How do I see who has worked today?
What other reports are available and how do I create them?
How do I manage TimeTrex messages?
How do I update my contact information?
How do I update my employee preferences?
What if I have other questions?


Student Information

How do I log in and log out of TimeTrex?

  1. Your supervisor will add you to TimeTrex and tell you which dedicated computer you will use to access TimeTrex.
  2. Login to the computer.
  3. Open and point the browser to https://webapps.ucs.louisiana.edu/timetrex
  4. On the Secure Login screen, enter the same User Name (CLID) and Password you use to access ULink.
  5. Click Submit.
  6. The first time you log into TimeTrex you will be prompted to update your employee information.  Enter/update the fields marked with an asterisk (Home Address, City, Zip, Home Phone) and click Submit.
  7. You are now on the Home screen.  You will click  the tabs at the top of the screen to perform TimeTrex functions such as punch (sign) In/Out.
  8. After you are finished working in TimeTrex, click the Logout tab.

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How do I punch in and out of TimeTrex?

  1. Click the In/Out tab.
  2. You will see the Punch In/Out screen with your name, time, date and some other entries.
  3. Check that the In/Out field is set to In when signing in and Out when signing out.
  4. Click Submit.

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How do I view my weekly timesheet?

  1. Click the TimeSheet tab.  You will see a pull down menu.
  2. Select My TimeSheet.

You will see your TimeSheet report for the current week.  You will see the punches (In/Out) for each day, plus the Total Time worked each day and the Total Time worked during the current week.  You can select other weeks using the calendar icon and arrows.

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How do I send a request to my supervisor?

  1. Click the TimeSheet tab.  You will see a pull down menu.
  2. Select Requests.
  3. On the Request List screen, click the Add button.
  4. On the Edit Request screen, select the Type of request (Missed Punch, Time Adjustment, Absence, Schedule Adjustment, or Other)
  5. Type the request message.
  6. Click Submit.
  7. The Request List will now show the new request.  You can click the View link to view the message you sent to your supervisor.

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How do I update my contact information?

  1. Click MyAccount and then select Contact Information.
  2. Update any of the Employee fields.
  3. Click Submit.

Note: It is your responsibility to make sure your contact information is always current.

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How do I update my employee preferences?

  1. Click MyAccount and then select Preferences.
  2. Update any of the Employee Preferences fields.
  3. Click Submit located at the bottom of the page.

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How do I send an email to my supervisor?

  1. Click MyAccount and then select Messages.
  2. In the Message List screen, click New Message.
  3. Use the drop down menu in the To field to select your supervisor.
  4. Fill in the Subject and Body fields.
  5. Click Submit Message.

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What if I have other questions?


Check with your supervisor.  If they cannot answer the question, they will contact the IT Help Desk.

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Supervisor Information


How do I log in and log out of TimeTrex?

First, you will receive an email informing you that you have been added to the TimeTrex system with the role of a supervisor. Because you are not punching in/out, you can access TimeTrex on any computer.

  1. Login to your computer.
  2. Open and point the browser to https://webapps.ucs.louisiana.edu/timetrex
  3. On the Secure Login screen, enter the same User Name (CLID) and Password you use to access ULink.
  4. Click Submit.
  5. The first time you log into TimeTrex you will be prompted to update your employee information. Enter/update the fields marked with an asterisk and click Submit.
  6. You are now on the Home screen. You will click the tabs at the top of the screen to perform TimeTrex functions such as adding employees (student workers) and creating reports. You can also click the breadcrumb links under the tabs.
  7. After you are finished working in TimeTrex, click the Logout tab.

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How do I add, update, or remove a student worker?

  1. Click the Admin tab and select Employee Administration.
  2. You see a list of all personnel (supervisors and students) already in TimeTrex.  You can navigate through the list using the Top, Bottom, page number, etc. links. Alternatively, you can locate the student by clicking Advanced Search and entering selection criteria.
  3. To add a student, click the Add button at the bottom of the list.
  • Fill in the fields on the Edit Employee page:
  • Select Pay Period Schedule: Graduate Students or Student Aides
  • User Name is clid
  • Password and Password (confirm) must be filled in with something, but the student will use their ULink password to access TimeTrex
  • Default Branch is Main Campus
  • Select the appropriate Default Department
  • Select the appropriate Group
  • Select the appropriate Title, Student Aide or Graduate Assistant
  • Select the appropriate Request, Exception, TimeSheet, and Permission
  • Fill in First Name, Last Name
  • The Work Email is clid@louisiana.edu
  • All other fields are optional
  • Click Submit.
  1. To update a student, locate the student using the navigation links Top, Bottom, page number, etc. Alternatively, you can locate the student by clicking Advanced Search and entering selection criteria. Click the student's Edit link.  Update the information and click Submit.
  2. To remove a student, locate the student using the navigation links Top, Bottom, page number, etc. Alternatively, you can locate the student by clicking Advanced Search and entering selection criteria. Click the box on the right side of the student entry.  Click the Delete button.  You will be asked to confirm that you want to delete the student entry.  Note: When you remove a student, you also remove all TimeTrex punches associated with the student.  Do this only after you have complete, correct reports of all student punches.

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How do I move a student who is already in TimeTrex, from one department to another?

  1. Check with the other supervisor and make sure they have complete, correct reports of the student's time worked in the former department.
  2. Now you will update the student's information.  Click the Admin tab and select Employee Administration.
  3. Locate the student using the navigation links Top, Bottom, page number, etc. Alternatively, you can locate the student by clicking Advanced Search and entering selection criteria.  Click the student's Edit link.
  4. Update the following fields:
  • Group
  • Request
  • Exception
  • TimeSheet
  • Permission
  1. Click Submit.

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Sometimes a student forgets to sign in or out correctly.  How do I fix this?

Note: When a student signs in, he "punches in".  When a student signs out, he "punches out.  An entry for a student is a "punch".

  1. Click Timesheet and in the drop down list, select Punches.
  2. Click the Advanced Search tab.  Select your student from the Employee dropdown list and click Search.
  3. Click the View link to the right of the student information to see the student's work schedule for the current week.
  4. Click the In/Out time you need to modify.
  5. Fill in the Edit Punch screen.  You can add a comment in the note field.  Click Submit.

Note: Under Timesheet, you can select Mass Punch.  Use this option if TimeTrex was down for a while and you are entering punches for multiple students signing in or out at the same time.

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TimeTrex was down.  Now that it is back up, how do I put in a complete entry (in and out) for a student?

If TimeTrex or the dedicated computer are not available, you might have to log student work hours after the fact. Use Timesheet > Punches if you want to add information on one student.  Use Timesheet > Mass Punch if you want to enter the same information (same punch in time or same punch out time) for multiple students.

  1. Click Timesheet and then in the drop down list, select Mass Punch.
  2. Select one or more employees from the list on the left and click the right arrow to move the student to the list of Selected Employees.
  3. Enter the Time in the format 10:00 AM or 1:00 PM
  4. Select the Start and End Date.
  5. Select the Day.
  6. The Punch Type is Normal.
  7. In/Out is In.
  8. Click Submit.
  9. Repeat the steps again, this time entering the time the student(s) punched out.

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How do I see who has worked today?

  1. Click Reports and then in the drop down list, select Whos In Summary.
  2. Click the down arrow by Group: and Select your group from the list on the left, "UnSelected Groups", and click the right arrow to move the entry to the list on the right, "Selected Groups".  Select All from the right side and move it to the left side.
  3. Alternatively, you can select other criteria for the report, such as Include Employees or Exclude Employees by clicking the down arrow and moving entries from left (unselected) to right (selected).
  4. You can customize the report columns by selecting Columns and including or excluding certain fields.
  5. You can save the report and then run it again at a later time.  To save an existing report, in the Name: row, type the report name and then click Save.   It is recommended that you start each report name with your group name, for example, Helpdesk Whos In. You can click the down arrow to view and select a saved report.
  6. Click Display Report button at the bottom of the page to display who is working today.

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What other reports are available and how do I create them?

Three reports are available:

  • TimeSheet Detail - a report listing each student with their total number of hours worked per day and the total number of hours worked during the period.
  • Employee TimeSheet - an Employee Timesheet, listing the number of hours worked per day and the total number of hours worked during the period.  The report prints out one page per student.  The report also includes places where the Student and Supervisor can sign certifying that the timesheet reflects the time worked by the student.
  • Detailed Employee TimeSheet - a Detailed Employee TimeSheet, listing each punch in/out, along with the number of hours worked per day and the total number of hours worked during the period.  The report prints out one page per student.  The report also includes places where the Student and Supervisor can sign certifying that the timesheet reflects the time worked by the student.
  1. Click Reports and then in the drop down list, select Timesheet Detail.
  2. Enter the Start Date and End Date by clicking the calendar icon and selecting the dates.
  3. Click the down arrow by Group: and Select your group from the list on the left, "UnSelected Groups", and click the right arrow to move the entry to the list on the right, "Selected Groups".   Select All from the right side and move it to the left side.
  4. Alternatively, you can select other criteria for the report, such as Include Employees or Exclude Employees by clicking the down arrow and moving entries from left (unselected) to right (selected).
  5. You can customize the report columns by selecting Columns and including or excluding certain fields.
  6. You can save the report and then run it again at a later time.  To save an existing report, in the Name: row, type the report name and then click Save.   It is recommended that you start each report name with your group name, for example, Helpdesk Detail. You can click the down arrow to view and select a saved report.  Note that whenever you run a saved Timesheet Detail Report, you must enter a starting and ending date.
  7. Click one of the buttons at the bottom to produce a report that you can view or print:
  • Display Report -a report listing each student with their total number of hours worked per day and the total number of hours worked during the period.
  • Display Detailed Time Sheet - a Detailed Employee TimeSheet, listing each punch in/out, along with the number of hours worked per day and the total number of hours worked during the period.  The report prints out one page per student.  The report also includes places where the Student and Supervisor can sign certifying that the timesheet reflects the time worked by the student.
  • Display Time Sheet - an Employee Timesheet, listing the number of hours worked per day and the total number of hours worked during the period.  The report prints out one page per student.  The report also includes places where the Student and Supervisor can sign certifying that the timesheet reflects the time worked by the student.

Back to Supervisor FAQ Topics
 


How do I manage TimeTrex messages?

  1. Click MyAccount and then select Messages.
  2. In the drop down Folder box, select InBox or Sent.
  3. Click View to read a message.
  4. Click the check box to the right of a message and then Delete to delete the selected message.
  5. Click New Message to create a message.
  6. Click the down arrow to the right of the To field to see a list of TimeTrex users.  Select a user and click the right arrow to add the user to the To field.  Click the ... to search on specific criteria such as department and see a resulting list of all students in the department.
  7. Type the Subject and Body.
  8. Click Submit Message.
  9. Use the navigational links (Top, Bottom, page numbers, etc) located above and below messages to scroll through your messages.

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How do I update my contact information?

  1. Click MyAccount and then select Contact Information.
  2. Update any of the Employee fields.
  3. Click Submit located at the bottom of the page.

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How do I update my employee preferences?

  1. Click MyAccount and then select Preferences.
  2. Update any of the Employee Preferences fields.
  3. Click Submit located at the bottom of the page.

Back to Supervisor FAQ Topics


What if I have other questions?

Contact the IT Help Desk for assistance.

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What is TimeTrex

TimeTrex is web based software used to manage (record and report) student employee attendence.  Access to TimeTrex is an IT service offered by University Computing Support Services (UCSS).  Contact the IT Help Desk for more information.

The department will need a dedicated computer with a static IP address for students to use to sign in and out from work.

A student will login to the dedicated computer, open a web browser, go to the TimeTrex Secure Login page, and login.  Once in TimeTrex, the student will sign in to work, or punch in. Then he will log off TimeTrex, log off the computer, and start work.

When it is time to leave work, the student will again login to the dedicated computer, open a web browser, go to the TimeTrex Secure Login page, and login.  Once in TimeTrex, the student will sign out, or punch out.  Then he will log off TimeTrex, log off the computer, and leave work.

The supervisor can work in TimeTrex from any computer (since he is not punching in/out).  In TmeTrex, he can manage students (add, update, remove), edit (fix) punches, and  generate reports for selected students, for selected time periods.

Optionally, the supervisor can enter the student's work schedule into TimeTrex.  TimeTrex will then monitor early/late/missed hours and produce email notifications and missed hours reports for the supervisor.

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