This guide explains how employees, contractors, and managers at Harvard-Westlake submit and approve timesheets using the Faculty/Staff portal and Didax.
Introduction
All hourly employees, off-campus coaches, and contractors must record and submit their work hours every pay period. Managers are responsible for reviewing, adjusting, and approving these timesheets by specific deadlines to ensure timely payroll processing.
Prerequisites
Access to the Faculty/Staff Portal: https://facstaff.hw.com
Access to Didax (if applicable)
A valid HW email account or PIN-based login for non-Didax users
Accessing Your Timesheet
Employees with Didax Access
Log in to Didax and navigate to General → My Timesheets.
You can also access timesheets from the Faculty/Staff portal:
Employees without Didax Access (Coaches, Part-Time, Summer Programs, etc.)
If you have not created an account, check your email for a PIN code and activate your account at:
Once your account is active, log in to enter your time.
Entering Time
Payroll periods run 1st–15th and 16th–end of month.
Record all start, lunch, and end times for each workday.
Holidays are automatically entered; if you work on a holiday, you will receive additional pay.
Timesheets must be submitted one business day after the end of each pay period.
Example:
If the period ends on Monday the 15th, submit your timesheet by the end of the day Tuesday the 16th.
If it ends on Friday the 15th, submit by Monday the 18th.
Contract Signing (First-Time Setup or Rehire)
If you are a new or returning hourly employee without Didax access:
An authorized staff member will assist you with contract signing through Didax.
After signing, a PIN will be emailed so you can activate your Faculty/Staff Portal account.
Once activated, confirm you can log in and access your timesheet.
If you already have Didax access, you will be prompted to sign your contract upon login.
Manager Approval
Access
Managers can view and approve timesheets under General → My Employee’s Timesheets or My Delegated Timesheets in Didax.
Approval Timeline
Employees submit timesheets by the first business day after the period ends.
Managers must approve within two business days after the period ends.
Approval Process
Verify all employees have submitted timesheets.
Add guaranteed hours where applicable using Select All → Add Expected Hours.
Approve all timesheets using Select All → Approve.
Payroll Schedule
1st–15th period: Payment posted by the 26th (or prior business day).
16th–End of month period: Payment posted by the 10th (or prior business day).
Multiple Positions
Employees holding multiple roles will have separate timesheets for each.
Administrative assistants may enter data, but each manager must approve their respective timesheet.
Guaranteed hours are allocated proportionally between positions, with a 40-hour weekly maximum.
For assistance, contact ithelp@hw.com.
