UDTime AFSCME 439 Employees University of Delaware Summer 2013

Transcription

1 1 UDTime AFSCME 439 Employees 2013 University of Delaware Summer 2013

2 Welcome to UDTime a new online time and attendance system You will clock-in and clocking out to record work time It will track your leave balances

3 3 Contents Why UDTime... 4 Using UDTime system Logging in to UDTime... 7 Clocking -in Clocking -out Viewing your Timesheet Dashboard.. 21 Exceptions tab.. 22 Employee Comments box Results Tab.. 24 Time-Off Balances. 25 Comp Time Earned Accessing webforms Request for Leave webform Time-off Balance webview.. 40

4 4 Why UDTime? Replacing 20+ year old system Scheer Time & Attendance Tracking paid leave balances in centralized system Vacation Sick Pay Dependent Sick Leave Comp Time (not working as of 12/6/2013) Long-Term Illness FMLA (if approved)

5 5 Training Topics UDTime system Logging-in Clocking IN and OUT Practice clocking-in Viewing your timesheet Leaves Accessing webforms Request for Leave webform Time-off Balance webview

6 6 Using the UDTime system Clocking-in/out Viewing timesheets 2013 University of Delaware Summer 2013

7 LOGGING IN TO UDTIME 7

8 8 Going to the UDTime WebClock 1 2

9 9 Clocking IN or OUT of UDTime 3

10 CLOCKING IN 10

11 11 Clocking IN to UDTime 4. Enter either: Username and password UD ID and Pin 5. Click Log in button efudd

12 12 Clocking IN to UDTime 2 06/25/ :13:00 pm 1 3 Log-in to UDTime for start of work: 1. Click In 2. In-Swipe message appears 3. Click Logout to leave UDTime NOTE: System will log you out automatically after 30 seconds of inactivity.

13 CLOCKING OUT 13

14 14 Clocking OUT of UDTime 4. Enter either: Username and password UD ID and Pin 5. Click Log in button efudd

15 15 Clocking OUT of UDTime 2 06/25/ :21:00 pm 1 3 End of work, log-in to UDTime 1. Click Out 2. Out-Swipe message appears 3. Click Logout to leave UDTime

16 VIEWING YOUR TIMESHEET 16

17 17 Viewing your timesheet 1 1. Enter either: Username and password or UD ID and PIN Click Log in button 2. On WebClock, click Timesheet 2

18 18 This timesheet shows a week of clock-ins and clock outs HOUDINI, HARRY (43210) ---- Custodial Technician Hours shows in/out times Total shows calculated hours Grace Period: The system will round up or down within 6 minutes of your scheduled start and end times.

19 19 Viewing your timesheet FYI - You cannot edit your own timesheet (Start or End Times). You must alert your supervisor about any problems. HOUDINI, HARRY (43210) ---- Custodial Technicia IMPORTANT! Vacation, Sick Pay and other leaves come from directly from the Request for Leave webform. When using leave time, you must complete Request for Leave form promptly to get paid your full 80 hours. Your manager must also approve the Leave forms promptly for your timesheet to reflect the approved leave.

20 20 Viewing your timesheet HOUDINI, HARRY (43210) ---- Custodial Technicia View prior period timesheet by clicking the arrow. Home button takes you to the UDTime Dashboard and a link to the WebClock

21 21 Home Page - Dashboard Click Leave Balances to view your vacation and sick pay balances in the webview. Click Enter My Hours to go to your timesheet. Click Go to Web Clock to clock-in or clock-out. You will ONLY see this message the first time you click the Home button, click OK

22 22 Exceptions tab 3/25 is missing a Clock-out time. Dates with problems are marked with a pin. Exceptions tab Red ones show hours that won t be paid your supervisor must fix the problem.

23 23 Exceptions tab Employee Comments Box 4. Click the Save button (it will turn from orange to blue) One way to alert your supervisor about any problem is the Employee Comments box. For example a missing clock-out. 1. Open the Comment box: Click on the date row with the problem (it turns green) Click the Comments tab. EMPLOYEE COMMENTS I forgot to clock-out today. I left at 1:30. I m sorry, Harry This text box opens: 2. Type your message to your supervisor with the relevant details. 3. Click the Comments tab to close it.

24 24 Results tab This is a timesheet showing both weeks for someone who has worked 40 hours in each. Results tab displays a summary of your timesheet for this pay period Hourly rate This is the hourly pay rate Total hours

25 25 Time-Off Balances tab Time-Off Balances tab displays a summary of your current balances for Sick, Vacation, Comp Time and Long-Term Illness.

26 COMP TIME 26

27 27 Comp Time Earned - Added by Your Supervisor HOUDINI, HARRY (43210) ---- Custodial Technician Extra work that you choose to bank as Comp Time rather than paid as overtime is changed on your timesheet by your supervisor.

28 LEAVE REQUESTS AND TIME-OFF BALANCES 28

29 29 Accessing Webforms

30 30 Accessing Webforms 5 6 Scroll down 7

31 31 REQUEST FOR LEAVE

32 32 Request for Leave webform Usage required for all employees Updates vacation and sick pay on your timesheet! You must fill out form to get paid your full 80 hours Your supervisor must approve the form promptly also Requests include: Vacation Sick Leave Dependent Sick Leave (currently not working as of 12/6/2013) Long-Term Illness (LTI) Updates your leave balances automatically

33 33 Request for Leave webform Choose Type from list 07/02/ /09/ Start and End Dates Dates in a row submit one form Dates not in a row submit additional forms Click Next Step

34 34 Request for Leave webform full day Type: defaults to Vacation from previous page; change if needed Requesting entire day? Leave Hours requested as your standard hours :00am 9:00am Note: Your Work Schedule populates this form 0.0 hours for non-work days such as holidays and weekends. 8.0 Click Next Step

35 35 Request for Leave webform partial day Requesting partial day? Change to Hours requested Click off the All day box Enter to/from Hours you will be away 5:00am 9:00am For a split day with two or more leave types, click the Add button Click Next Step

36 36 Request for Leave webform Click Previous step (bottom of page) to make corrections Notice that the dates in gray are non-work days. 8.0 All day Emergency contact information is optional

37 37 Request for Leave webform Bank balances reflect your current leave balances before and after this request. Future requests include the future accrual amounts in the calculations. Notes: Balances before this request The Bank balances take into consideration your maximum vacation and sick leave accrual amounts. Balances including this request. Click Details to see the Transaction Details that shows the math behind the totals.

38 AFSCME 3472 Employees 38 Request for Leave webform Vacation Transaction Detail shows the calculation of your updated vacation balance called New Amount. Click the X to close the window. 06/16/2012 BALANCE_FORWARD 0.00 Hours Hours 06/16/2012 ACCRUE_HOURS Hours Hours 07/02/2012 USE_HOURS Hours Hours 07/03/2012 USE_HOURS Hours Hours 07/05/2012 USE_HOURS Hours Hours 07/06/2012 USE_HOURS Hours Hours 07/09/2012 USE_HOURS Hours Hours Adjust Amount (hours) shows: Additions (monthly accrual on the 16th) Subtractions (vacation used)

39 39 Request for Leave webform Select your Supervisor Add up to three people as Approver or Copy; type full or use lookup Click Request time off to send the request to your supervisor.

40 TIME-OFF BALANCE VIEW 40

41 41 Time-Off Balance webview Current balances - anywhere/anytime with internet access Includes these balances: Vacation Sick leave Dependent sick leave Comp Time (if any) not working currently as of 12/6/2013 Long-Term Illness FMLA (if approved) Modify or cancel a Leave Request on this webview

42 42 Leave Balances webview Leave Balances View To see leave requests for a different time period than the next month, enter dates here and click GO. Recent requests This displays any leave requests for the next month, including: Approved Pending Canceled Bank Balances The balances are calculated with your current balances less any future approved time off. 7/3/2012 7/3/2012 7/1/2012 7/1/2012 7/15/2012 7/18/ hours days hours days 12.0 hours 1.50 days Use the Modify and Cancel buttons change/cancel an approved Leave Request form. This will create a copy of the original form for you to change, which will then go through the normal approval process.

43 43 Questions? Website: