HubTime is the electronic timesheet service where staff, faculty, and student employees enter time worked and leave taken and their supervisors approve hours. In HubTime, you can also check past timesheets, pay advices, leave balances, and current benefits.
Accessing from the CalArts SSO website
Go to the CalArts SSO website and log in by entering your username and password and clicking the "Sign in" button.
Click on the Self-Service card.
You should now see the Colleague Self-Service main menu.
Accessing from the HUB
Go to the HUB website and click the Timesheets (HubTime) link in the left side menu.
Enter your username in the "User name" field and click "Continue".
You may be asked to log in to CalArts SSO, do so by entering your username and password and clicking the "Sign in" button.
You should now see the Colleague Self-Service main menu.
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
Tax Information - here you may view your current tax information, and update your W-2 consent form to mail or e-delivery.
Time Entry/HubTime - here you can fill out and submit your timesheets.
Time Approval - here you can approve or reject timesheets for the people you supervise.
Pay Advices - here you can view your previous earnings statements.
Employee Proxy - here you can allow another employee to do Time Approval on your behalf for the people you supervise.
Leave - here you can view your leave balances such as remaining vacation and sick hours.
Leave Balance (Supervisor) - here you can view leave balances such as remaining vacation and sick hours for the people you supervise.
Time History - here you can view your paid timesheets.
Time History (Supervisor) - here you can view paid timesheets for the people you supervise.
Position History - here you can view a list of your past and current positions at CalArts.
Stipend History - here you can view a list of your stipends.
Current Benefits - here you can view all your current benefits.
CalArts pay periods for biweekly employees are 2 weeks, but Time Entry in Colleague Self-Service (HubTime) will show one week at a time. Ensure that you enter and submit time worked and leaves for both weeks of the current pay period.
1. Access Time Entry
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Time Entry/HubTime".
2. Select the pay period
Select the first week of the pay period and click the blue arrow on the far right to open the timesheet.
3. Enter time worked
Enter your time worked for each day in the week. While there is a "Save" button, the system will automatically save all your changes as you make them so it is not necessary to use this button.
Notice that the arrows toggle back and forth between both weeks in the pay period to allow you to enter time on the correct week. Remember to submit both weeks of the pay period before the deadline.
4. Enter vacation, sick time, or other leaves (e.g. Summer Entitlement)
From your timesheet, select "+ Additional Time" at the bottom of the screen.
Select the leave type you wish to enter such as Sick, Vacation, Summer Entitlement.
Enter the number of hours in the new line that appears. You can keep adding additional types of leave by clicking "+ Additional Time" again and repeating the process.
Once you are done, you can click "Save" to save the timesheet or you can exist the timesheet as the system automatically saves changes as you enter them.
5. Submit for approval
If you wish to enter comments, you must do so before submitting your timesheets for approval. You can enter comments by clicking the "Comments" button on the bottom left corner of the screen.
Once you have entered your time, leaves, and comments, submit each week of the pay period by clicking the "Submit for Approval" button at the bottom left corner of the screen. You have to click "Submit for Approval" twice - once for each week of the pay period.
After clicking "Submit for Approval", you will see a pop-up in the upper right corner of your screen with the message "Success!". Your supervisor will receive an email informing them that you have submitted your timesheet.
If you made a mistake on a timesheet and need to correct it, click "Return Timecard to Edit" on the bottom of your timesheet (where the "Submit for Approval" button was before submitting your timesheets). Once you have made your corrections, click "Submit for Approval" again to submit the new version of your timesheets for approval. Your supervisor will receive email notifications every time you resubmit the timesheet.
6. Time Entry with multiple jobs
When submitting timesheets for multiple jobs, select the week for which you'd like to submit hours and Self-Service will present all timesheets for that week on one screen. Ensure that you are entering the time worked, as well as additional time, under the correct job.
Each timesheet will display the job code, job title, supervisor, and department above the area where you can enter your time worked and additional time. You enter time worked and additional time similarly to how you would if you were only working one job, but each job will have its own "Submit for Approval" button at the bottom of the timesheet for that job. You must click "Submit for Approval" for each timesheet as the button only submits the timesheet immediately above the button.
CalArts pay periods for biweekly employees are 2 weeks, but Time Approval in Colleague Self-Service (HubTime) will show one week at a time. You must approve both weeks within the pay period in order for the pay period to be considered approved.
A few general tips about time approval:
- If you are editing time, please note that supervisor screens do NOT save automatically, unlike employee time entry screens. You must “Save” your changes as you go along.
- Be mindful of which week you are approving time for as more than one pay period may be open.
1. Access Time Approval
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Time Approval".
2. Select pay period and employee
In the Time Approval area of Self-Service, you will be able to view, approve, reject, make comments, and update your employee's time. There are multiple ways to do these functions and any time you approve, reject, manage a change, or unapprove a timesheet, the system will send an email to your employee that you have done so.
(Terminology Tip: “Reject” is used before you approve a timesheet to send it back to the employee for changes. “Unapprove” is used after you have approved the timesheet and realize that corrections are needed.)
Filters are provided on the left side to make it easier to view different pay periods, statuses, etc. You can use the filters under "Pay Cycles" to select a particular pay period from those available.
You can search for a specific employee in the search box located in the top left corner or click the employee's name in the listing on the right.
3. Edit timesheet, leave comments, and approve
Once you click on an employee's name in the listing to the right, you will see all available pay periods or just the pay period you selected in the filter.
You have the option to approve, reject, or add comments. Approving a timesheet marks it ready to be processed by Payroll, while rejecting a timesheet returns the timesheet so the employee can make any corrections needed. For example, if the employee forgot to put in a holiday or enter vacation/sick time.
You have several ways to approve, reject, or add comments to a timesheet. The image below shows where you access those actions while in the "Time Approval" main screen.
You can click on "View" to review the timesheet in detail. It is highly recommended you do this before approving timesheets. You can edit and approve the employee's timesheet from the View screen as well.
While CalArts pay periods for biweekly employees are 2 weeks, when you click "View", you will only see the first week of the pay period. To review the second week, use the arrow symbols to move to the second week of the pay period. Both weeks must be reviewed and approved in order for the pay period to be considered approved.
If you need to add a comment, you must do so before approving the timesheet. If you forget, you will need to unapprove the timesheet, make the comment, and then approve again. To add a comment, click "Other Actions" on the top right corner and then choose "Comments".
If you wish to reject the timesheet, click "Other Actions" on the top right corner and then choose "Reject".
Once you have approved the timesheet, green "Approved" boxes will appear. Remember that you have to approve both weeks within the pay period.
4. Time Approval when an employee works multiple jobs
When accessing the timesheets for an employee that works multiple jobs, you will be able to see the total hours worked across all jobs in that pay period and timesheets for all jobs. However, you will only be able to edit, comment, and approve/reject the timesheet for the job that you are supervising.
Click "View" in the Time Approval screen for the pay period you need to review and approve.
Once you click "View", you will see all timesheets for the week. Each timesheet will have the job code and supervisor name at the top of the timesheet and timesheets for other jobs will have the time worked grayed out.
At the top of the screen, you will see the total hours worked for the week across all jobs so you can more easily identify if an employee worked more than the allowed amount of hours. Below each timesheet, you will see the summary of hours worked for each day and the total for the week for that particular job.
You will be able to edit, comment, and approve/reject timesheets just like you do for an employee with only one job. Clicking "Approve" will only approve the timesheet for the job that you supervise and has no impact on the timesheets for the other jobs the employee worked.
Time History is where you can access all previously submitted timesheets.
Time History for employee
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Time History".
From the "Time History" screen, you can view past timesheets. By default, the system shows the current year, but you can change the year by clicking the blue drop down arrow next to the current year.
To navigate between pay period, click the blue ">" sign and then click the date range on the right side of the screen.
Time History for supervisor
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Time History (Supervisor)".
In the search box, enter the name of the employee you would like to view timesheets for and then click the search symbol.
Once you have found the employee, select the pay period and specific dates you wish to view if they are within the current year. If you want to change to a previous year, click the blue drop down arrow next to the current year at the top of the screen and then choose the pay period and specific dates.
Open the timesheet by clicking the date range on the right side of the screen.
Pay Advices is where you can access all earnings statements for past pay periods.
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Pay Advices".
From the "Pay Advices" screen, you can view your earning statements. By default, the system shows the current year, but you can change the year by clicking the blue drop down arrow next to the current year.
Click the pay date you would like to view from the right side listing of dates.
Leave is where you can access your leave balances such as remaining vacation and sick time.
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Leave".
The top left area shows your current vacation and sick time balances as well as the amount of hours used in the last completed pay period.
At the bottom, you can see starting balances, earned, used, adjustments, and balance for each type of leave. Click "View" on the right to see full details for a particular type of leave.
Employee Proxy is where you can designate another employee to do Time Approval on your behalf.
Once logged in to Colleague Self-Service (HubTime), click "Employee" to open the Employee menu.
In the Employee menu, click "Employee Proxy".
On this screen, you will see any active proxies, if you have any. To add a new proxy, click "+ Add Proxy".
On the "Add Employee Proxy" screen, click "Select Proxy Type" and select "Leave Approval". Fill out the date when you want the proxy access enabled into the "Effective Date" field. If you know when you will no longer need to have someone
Fill out the date when you want the proxy access enabled into the "Effective Date" field and the date when you want the access to end into the "Revoke Date" field. If you don't know when the access should end or want to give indefinite proxy access, you can leave the "Revoke Date" field blank.
Type in the name of the employee you are giving proxy access to in the "Search for Proxy" field and click the magnifying glass icon.
Once that employee's name appears in the search results, click on their name and click "Add Proxy".
The employee you have given proxy access to will receive an email letting them know that they are now a proxy for you. When the employee logs in, they will have the option to access Self-Service as themselves or as your proxy. With the new proxy access, the employee will have access to Time Approval for the employees you supervise.
If you wish to remove the employee from proxy access, you can always do so regardless of what you entered in the "Revoke Date" field. Click the red X to the right of the employee's name in the "Employee Proxy" screen.
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