Arts Leadership Program
Reporting Time for ALP Interns
Interns will report time via the University of Rochester's Human Resources Management System (HRMS). For more information on HRMS and how to enter time, please see the links below.
HRMS portal -- sign into HRMS and enter your time
Important Guidelines for Entering Time
Important Guidelines for Entering time
• Report actual time worked (start and end times) to the minute.
• Interns are not permitted to work any University holidays.
• No time is authorized prior to start or after end dates as shown on the Internship Calendar(local interns) or award letter (summer).
• Total hours worked at any UR jobs cannot exceed 20 hours per week while school is in session, 40 hours per week otherwise.
• Interns are expected to work 120 hours per semester. Exceptions to this policy can only be made with the approval of the host supervisor and the ALP Assistant Director.
• Any amount worked over 120 hours must be REQUESTED IN WRITING by the intern at least 2 weeks in advance and approved by the host supervisor and the ALP Assistant Director. The request must include reasons for wanting to go over the 120 hours and estimated hours over. (We are limited to a budget and this must be approved.)
• If you have multiple UR/ESM jobs for which you are reporting time, be sure to select the correct job to report time for your internship.
• International Students must register internship through Glacier. See the UR International Services Office for more information.
Steps to Report Time and Have it Approved
See example of HRMS time entry screen/ timecard.
- Enter time in HRMS. Since pay periods end on Saturday at 11 pm, report any anticipated Saturday work time in advance.
- Print out the HRMS timecard web page on the last Friday of each pay period worked. (We’ll call this your “Timecard”.)
- Sign and date the Timecard.
- Have your host supervisor sign and date the Timecard.
- Turn the Timecard into the ALP/IML office
by the date and time specified on the Payroll Schedule.
- Time will be approved by the ALP office on the following Monday morning, provided we have receipt of the Timecard as specified in the steps above.
***Time entered into HRMS for which we do not have an approved timecard by Friday at 4 p.m. will be DELETED from HRMS. Interns will be responsible for re-entering time and getting the timecard re-approved and submitted to the IML office as soon as it is available. Interns should verify in advance that their supervisor will be available to approve their timecards by the due date and time.
*** Timecards that are late will result in payable hours not being approved until the next pay cycle, regardless of whether they are entered in HRMS. Likewise, any time reported in HRMS that is not on the approved Timecard will not be approved by ALP.***