Welcome to your self-service timesheet!
This quick reference guide provides you information on accessing and completing your self-service timesheet to report your time and absences.
Logging into the SF Employee Portal
If you are logging into the SF Employee Portal (Portal) for the first time, you will need to complete the initial login process for Identity and Access Management. See the New User First Time Login article available in our solution center for first-time login instructions.
A video with step by step instructions on completing the initial login process is also available by, click the image below or use the following web address: https://www.youtube.com/watch?v=cKVkaPFgfLs.
New Registration for Multi-Factor Enrollment and
After your initial login, follow the steps below to navigate to the SF Employee Portal.
Step 1: Visit www.sfgov.org/sfemployee. This web address takes you to the SF Employee Gateway. Select the SF Employee Portal tile.
Step 2: Enter your DSW#, password, and accept the City & County of San Francisco Terms of Service and Privacy Policy.
Step 3:
Enter your secure code or respond to your security questions. Trust the device to skip this security challenge for 30 days. Click the Verify button to proceed and you’ll land on the SF Employee Portal.
Accessing your timesheet
You can access your timesheet from the Portal through your MY TIME slideout or your EMPLOYEE LINKS sub-tab under the MY LINKS tab.
Option 1: Click the ENTER MY TIME link from your MY TIME slideout
Option 2: Click the Time Reporting Link under your EMPLOYEE LINKS of the MY LINKS tab.
Personalize your timesheet and set your time reporting preferences
If this is the first time you are accessing your timesheet, you may want to personalize your timesheet and set your time reporting preferences, so your timesheet reflects your desired display and defaults.
Personalizing your timesheet allows you to hide, freeze and re-order the fields that appear on your timesheet grid. See the Self-Service Time Reporting: How to Personalize Your Timesheet article for step-by-step instructions.
Setting your time reporting preferences enables you to set your timesheet defaults, such as a weekly vs. time reporting period display, and selecting your preferred Time Reporting Code (TRC) presentation so it’s easier for you to find like absences. The Self-Service Time Reporting: How to Set Your Time Reporting Preferences article provides more information on this topic.
Reporting time and absence
Update the View By and Date fields if you’d like to switch your view of the timesheet by selecting your preference and clicking the green arrows to refresh the timesheet. Use the Previous and Next links to move forward and back.
Report your time and absence for each day on the grid. You can overwrite or delete existing hours if your timesheet is pre-populated based on your schedule.
Use the Time Reporting Code (TRC) field to indicate the type of hours worked or absence taken. There can only be one TRC type per row. Click the add button for additional rows. The example below shows three rows for three different types of TRCs reported for the workweek.
Please note you will receive an error message if you select an absence related to protected extended leave such as Family and Medical Leave Act (FMLA) leave if you do not have an approved leave recorded in SF People & Pay.
Use the Shift field to indicate shift differential.
Use the lookup button in Assign Code fields 1-4 to indicate a premium such as Bilingual Pay. If you are on an approved intermittent protected leave, please indicated the reason for your extended leave in the Assign Code 4 field.
Use the Incident Code and Incident Activity Code fields to indicate disaster-related time and labor. Please consult your Payroll unit or Finance division if you are unsure of the codes to use.
Employees are paid from funding lines associated with positions. However, you can override funding information on your timesheet.
If you are a Task Profile employee, the Taskgroup and Task Profile ID fields are available for your update. Task Profile IDs indicate specific labor distribution and funding information.
If you are not a Task Profile employee, the Combination Code, Project and Project Activity fields will be available for your update to indicate labor and funding information.
Please consult your Payroll unit or Finance division if you are unsure of the labor and funding codes to use to override your default funding information.
When you are done reporting your time and absence, click the Submit and OK buttons to submit and confirm your updates.
Your reported time and absence will be available for your Time Approver to approve after the Time Administration process is complete. The Time Administration runs:
- Monday – Friday: 12 p.m. to 2 p.m and 7 p.m. to 9 p.m.
- Saturday & Sunday: 7 p.m. to 9 p.m.
Launching the Self-Service Time Entry Course
More information is available in the Self-Service Time Entry course in SF Learning. Follow the steps below to launch the course.
Step 1: Click the SF LEARNING link from your WORK LINKS sub-tab under MY LINKS.
Step 2: Click the Learning Catalog tile from your SF Learning homepage.
Step 3: On the Find Learning page, click the Launch button next to the desired course.
Step 4: Click the Launch link to view the Self Service Time Entry course.
Questions?
Reach out to the SF Portal Support team.