CSD Timekeeping
Employees: All LBNL employees (including GSRAs) must Enter, Release, and Confirm their own work time into the Lab Employee Time System (LETS) as shown in the calendars below:
Supervisors: All supervisors must approve employee timecards in LETS as shown in the calendars below:
Training: Refer to the Lab's LETS Help Page for training and other information on timekeeping. Note that all LBNL employees are required to take LETS Training FMS1507 Principles of Timekeeping.
When employees and/or supervisors miss sweep deadlines, it enters the Division into non-compliance with DOE.
Contact CSDLETS@lbl.gov to reach the CSD Timekeeper, Deborah Reed, for timecard corrections or questions.
If you have any questions, contact the LETS or Payroll by submitting a ticket via AskUs.
How do I access my timecard and enter my time?
Go to lets.lbl.gov in your web browser (note: use VPN if you are logging in from an offsite location).
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 general instructions on what to do once you've logged into LETS, go HERE.
For detailed instructions on what to do once you've logged into LETS, go HERE to take the FMS1500 LETS Time Entry Training 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 to lets.lbl.gov in your web browser (note: use VPN if you are logging in from an offsite location).
Log in using your Berkeley Lab account (aka LDAP, which is the same as your Berkeley Lab email login)*.
The Employee Time Entry screen is the default screen. Under the "Roles" dropdown menu, select "Approver".
For general instructions on what to do once you've logged into LETS, go HERE.
For detailed instructions on what to do once you've logged into LETS, go HERE to take the FMS1505 LETS Approver Training online course.
*If you are not sure whether you have a Berkeley Lab Identity/LDAP account call the Help Desk at x4357. If you have an LDAP but haven't activated it, or forgot your password, go HERE.
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: Contact the CSD Timekeeper at CSDLETS@lbl.gov to submit the needed changes.
I missed the sweep deadline!
If you don't release your LETS timesheet before the sweep date, you will receive an email from do-not-reply-payroll@lbl.gov that will provide further instructions on how to release your time post-sweep by the 10th of the following month. As part of DOE compliance, all employees must release their timecards, even if they miss the sweep. Your supervisor will receive an auto-email to approve your timecards.
Note: all days (monthly employees) or hours (weekly employees) must be accounted for in a given time period in LETS.
Corrections: contact CSDLETS@lbl.gov if any of the time that needs to be released is vacation, sick, PTO, and/or Leave Without Pay (LWP). After the Division Timekeeper makes the needed corrections, you will receive an auto-email to release your timecards and then your supervisor will receive an auto-email to approve your timecard.
Detailed information on the process can be found in the LETS Post-Sweep Approval/Release Training.
I'm a GSRA. How many hours should I report?
Graduate students should refer to this email on recording GSRA time in LETS.
How do I 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. You can enter multiple PID/AID combinations to your favorites.
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.
Note that PID/AID Favorites can only be set by the employee.
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.
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.
The CSD Timekeeping team supports Berkeley Lab’s mission by providing researchers and staff with professional, timely services and expertise.
Questions? Contact the CSD Business Operations Supervisor:
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