HRWeb/Timesheet Instructions

The City uses HRWeb for timesheet tracking and employee self services – to view paychecks, accruals, tax information, and more.

Registering for HRWeb:

• In order to register, you will need your employee number, provided by HR. An employee’s number will not be available until the start of the following pay period.
  • When new employees start with the City, they should keep track of their hours worked on a calendar or another method of documentation.

Note:  the City “pays in arrears.” For example: if you start on July 1, your first check will be July 31 (for time worked July 1 – 15).

• Once the employee number is provided by HR, the you may register HERE. Recommendation: use your City email to make password recovery easier.

Bookmark the HRWeb page for future easy access to the website! 

• Once logged in, you will be presented with two options, Employee Timesheet and Employee Self Service.

Employee Timesheet

• Select Employee Timesheet to fill out your timesheet.
• This will open the current timesheet. To enter time, click the plus sign (+) next to the date you’d like to enter time.
• Enter the number of hours worked and use the dropdown to select the correct leave type or hour code. The “Note” section can be helpful for yourself, supervisors, and Payroll.
• Reminder: that the highlighted yellow line (image below) displays available leave balances.  For example, if you used 7.5 hours of “float”  time, it will still show in your bank until the pay period is finalized.

• If you have alternate rates or multiple jobs, click the plus sign (+) next to the hour type dropdown. This will take you to another page, displaying your alternate rates.
• After you are finished entering time, you must click Save Changes.
• You can also toggle between open pay periods using the Pay Period dropdown.

• Regular, full-time (100 FTE) employees should enter exceptions only. This means you will only enter sick, vacation, float, admin, etc., hours. Be sure to include the number of hours you are recoding. You may also enter regular code ‘10’ if you wish to add a note to your timesheet.

• All employees should review, input/update (if necessary), and finalize/save their timesheet before you Close Timesheet. This notifies your supervisor your timesheet is ready for review.

• If you close your timesheet too early or need to make changes, ask your supervisor to return the timesheet or email Payroll at whitneyz@cityofsanrafael.org.
• Pay dates are the 15th and the last day of the month. If a pay date falls on the weekend or a holiday, it is paid on the prior business day.

HRWeb Employee Self Service

View many of your employee details, previous paychecks, accruals, leave balances, and more! Note: the Tax Info section displays your W-2s, and the numbers are correct but it is not an official copy.

Questions? Email Payroll at whitneyz@cityofsanrafael.org.