Where is HubTime and How Do I Use It?

What is HubTime?

HubTime is the electronic timesheet where Staff, Faculty, and Student Employees enter in time they have worked or approve hours for employees they oversee. You can also check yours or your employees past timesheets. It can appear a bit tricky at first, but you'll quickly get the hang of HubTime with this quick guide!

This would not be the place where you could see anything related to health insurance, your doctors, dentists, or anything like that.  Human Resources is still the best resource for those inquiries.

Where is HubTime?

Go to the CalArts Hub to sign in.

HubTime is found on the left hand side of the CalArts Hub under Everyday Tools. Click on Hub Time.

Clicking on Hub Time will open a new tab. In the new tab click on Log In.

Enter your Hub credentials and click Submit.

Click on Employees.

Under HubTime, click on Time Entry.

Time Entry

When you click on Time Entry you're brought to a page that relates only to your position.  If you are a non-exempt staff member (hourly) you will need to click on the checkbox on the left before clicking Submit to enter in your hours.

The checkbox is there so the system knows which position you're inputting hours for.  If you're regular Staff or Faculty you'll likely only have the one option.  This same page is used by Student Workers, however, who typically have more than one position and therefore would need to specify the position.  

Important: When you click the Submit button in HubTime it submits the form, not your timesheet.  You must check the box that specifically states you are done with your timesheet before it will be submitted.  Think of it as a Save button more than a Submit button.

Once you've clicked Submit you'll be taken to a new screen where you can put in your hours.

Do not include any spaces, the system will give you an error if you have a space in your time.

If you had multiple breaks, like in the Tuesday listed above, you will need to select the Insert Line checkbox on the right hand side followed by clicking Save.  The system will save any time you've put in so far and give you an additional line on the day that you checked.  For example, we'll insert a new line for a break for Monday:

In this case when I click on Save my 8:30am and 1:30pm times are saved and a new line is inserted below this one, giving me three total time slots for Monday, 8/31/20.  If you click on Insert Line and don't actually need the third line you can just not put anything in it and it will be automatically pruned the next time you click Submit.

When you have completed your timesheet and want to submit it for Supervisor approval you must click on the checkbox at the bottom of the page that says "Checking this box becomes your electronic signature acknowledging your submitted time as accurate and ready for supervisor approval".  If you do not click that checkbox your Supervisor will not be able to approve your timesheet!

Time History

If you want to review your past time sheets just click on Time History.

You need to select which year your time sheet was completed in before going forward.  HubTime does not have timesheet information for any periods worked before the system was put into place (and even then only the final pay period of 2013 is available).  If you need to see time sheets from before 2014 you will need to contact Payroll.

Click Submit when you've selected the year you're interested in.

This is where I would go to view my most recent time sheets.

Selecting one of the options and clicking Submit will take you to a screen showing the details of that time sheet.  Including any Supervisor Comments, when the time sheet was completed, and the full detail of the hours worked per day.

Time Approval (for supervisors)

Supervisors are required to approve time sheets of their employees before 12 PM on the Monday following a pay period.

In my case I am the supervisor for Mickey, Jorge, and Sara. Since I haven't reviewed their time sheets yet that option is automatically selected. If I click Submit at this point the system will queue all three time sheets for review sequentially (i.e., loading Jorge's after I've approved Mickey's)

If I were to approve one time sheet and return to this page that one would be marked as Approve, and the rest would still be marked as Review Entry.

Employee History (for supervisors)

As the name implies this is where Supervisors can go to view their employee time sheet history.

Have questions about HubTime?  Contact HR & Payroll if your question relates to the content of your HubTime.  Contact us in IT if your question relates to accessing HubTime!


August 31, 12:09 PM - Initial Post

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