IT Timekeeping
The Lab Employee Time System (LETS) is the time and attendance system for Berkeley Lab which allows employees to enter time worked and supervisors to review and approve time. LETS can be accessed at lets.lbl.gov
Sweep Date Deadlines
For employees reporting time weekly
Time is swept every Monday at 10 a.m. (unless noted otherwise).
For employees reporting time monthly
Guidance
All Berkeley Lab employees (including students) must enter their own time into LETS (Lab Employee Time System), release, and confirm it for supervisor approval prior to the sweep date.
The entire month can be released and approved once LETS is open for the month, generally after the 3rd. Be sure to click on the 'Confirm' button after releasing your time card in LETS.
Please complete your time card early so your supervisor has ample time to approve before the sweep. Thank you for your cooperation on this matter.
Supervisors, please approve employee time cards prior to or before the sweep date deadline.
Time Certification
Deadlines for Time Certification Reports Checklist Entries:
All employees and approvers must certify and approve timecards prior to the LETS sweep (i.e. the process of collecting time and closing of a time period). In the event that you have missed the scheduled sweep, you must complete a Signature Required Report for the closed period.
In the past, you would have received an email notification with an attached form that you would need to print, sign, and forward to your timekeeper.
As of March 2023, you will receive an email notification with the periods you have missed. You can now log on to LETS and certify and/or approve the missed timecard(s) in the system. LETS will note on the timecard that this action has been done after the sweep. Refer to the instructions provided.
Timesheet Corrections and Updates
In the event that a sweep has already happened and you need modifications made to your timesheet, please use the IT LETS Assistance form to the left. Once the form has been submitted it will be added to a spreadsheet and your Timekeeper will be notified. The Timekeeper will make the necessary updates, send a screenshot to you and your supervisor requesting that it be reviewed, released and approved.
Changes as such should include the following: Sick, Vacation, Other Leave, Late Time Not Entered (for weekly employees), Assistance Entering Time (LETS not available) or Labor Adjustment (project number to project number)
FAQs
How do I access my timecard and enter my time?
Go to lets.lbl.gov in your web browser (Firefox, Chrome and Safari are recommended).
Log in using your Berkeley Lab account (aka LDAP, which is the same as your Berkeley Lab email login)*.
You should now be at the Employee Time Entry screen.
For detailed instructions on what to do once you've logged into LETS, go HERE for instructions (FMS1500 online course)
*If you are not sure whether you have a Berkeley Lab Identity/LDAP account, ask your supervisor, or call the Help Desk at x4357. If you have an LDAP but haven't activated it, or forgot your password, go HERE.
How do I Approve my employees' time in LETS?
Go HERE for instructions (FMS 1505 online course)
More about sweeps
Employee time is swept on regular intervals in order to ensure accurate pay checks. Employees must enter, Release, and Confirm their time cards prior to these deadlines and should allow time for their supervisor to approve the time cards as well.
Bi-weekly paid employee time cards are swept on each Monday at 10am (on Tuesdays if Monday is a holiday). If a new month begins mid-week, there will also be an additional sweep on the 1st of the month for the last few days of the prior month.
Monthly paid employee time cards are swept two weeks prior to the end of the month at 10am. This date is not consistent from month to month -- it is based on what day the end of the month falls on and where it is in relation to the weekend. See above for upcoming sweep dates or refer to the Berkeley Lab UCPath site.
You can enter your time (for the current month) and Release it at any time before the sweep. This is particularly useful if you'll be away during the sweep.
What if I need to change my timesheet?
If the sweep hasn't happened yet: You can make the changes yourself. If your supervisor has already approved your timesheet, first ask them to unapprove your timesheet. Click the UnRelease button if you've already Released your timesheet, then make your changes. You may need to Delete the incorrect line, if the Modify button won't accept your changes. Be sure to Release your timesheet again (and Confirm). Let your supervisor know it's ok for them to Approve your timesheet again.
If the sweep has already occurred: Please complete the IT LETS Assistance form.
I missed the sweep deadline!
If the timesheet was not released or approved
If you have missed the scheduled sweep, you must complete a Signature Required Report for the closed period. You will receive an email notification with the periods you have missed. You can now log on to LETS and certify and/or approve the missed timecard(s) in the system. LETS will note on the timecard that this action has been done after the sweep.
If the timesheet is not correct, or if you didn't input your hours in time - Please complete the IT LETS Assistance form.
How to add Project IDs & Activity IDs to Favorites
To assist you in remembering the project ID/activity ID to which you will be charging your work hours, you can save them to your Favorites by following the below instructions:
Log into LETS.
On your Time Entry screen, click on the last green tab labeled “Maintain Favorites”.
Enter your project ID and activity ID and click the Add button.
It should now show in the below list of favorites along with the descriptions for those codes.
You can also remove a favorite at any time by clicking the Delete button for that row.
Contact:
Tonisha Garza, IT Division Timekeeper