CALFORNIA STATE UNIVERSITY CHICO

Transcription

1 CALFORNIA STATE UNIVERSITY CHICO HUMAN RESOURCES SERVICE 400 W. 1ST STREET KENDALL HALL ROOM 220 CHICO, CA FAX: Steps to Complete Student Timesheet Tool Access to this folder is granted based on PeopleSoft Security. When you have met the criteria to be added to this list, you will see the HR Liaisons - StudentTimesheet$ folder in Box (we recommend that you use BOX Drive for this process). Important Notes DO NOT DELETE OR ADD info to existing cells unless indicated in these instructions. The program will not work if certain items are deleted. Instead use the buttons that are available for you. You cannot open the ( StudentData ) File Instead you must 1. Open Excel, and 2. Open the ( Student_Time_Sheet ) through Excel so that it is looking at the proper folder to find the ( StudentData ) file. If you try to open the ( Student_Time_Sheet ) from a folder you will not be able to load your student data. You can see your Student Job Information on the StudentsDB tab. You SHOULD NOT open Excel using a Shortcut. Instead open Excel from the Start Menu **The Student Timesheet tool can now be in a BOX folder or on your desktop.** Watch for over 40 hours in a week Students are NOT authorized to work overtime. For questions regarding this policy, please see Student Employment Office s Policies & Procedures. Timesheets need to be submitted to the Student Employment Office, zip 701 The Student Data file is updated every Monday, Wednesday, and Friday at 8:00am. The last five days before Student Payroll is due, the database is uploaded every day at 8:00am and 1:00pm. Contents Steps to Complete Student Timesheet Tool... 1 I. Overview... 2 II. Contacts for Help... 2 III. Student Timesheet One Time... 2 IV. To Copy and Paste:... 2 V. Pay Period Table Updates Annually... 3 VI. StudentData As needed... 3 VII. Using the Tool... 4 VIII. Corrections/Updates... 7 IX. Suggestions/Helpful Hints Format each Timesheet for printing... 7 X. To Print Timesheet - Blank... 8 XI. Position Changes... 8 XII. CD048/Attendance Rpt within the Timesheet Tool... 8

2 I. Overview One Time Annually Monthly As Needed Download Student Timesheet Tool Update Pay Period Table when instructed Clear timesheets Update pay periods on timesheets Copy Student Data File Load Student Data File II. III. Contacts for Help Downloading the Tool/ Saving, and for help using the Tool contact: o The Payroll Technician for Student Payroll Student Timesheet One Time THIS PROCESS ONLY NEEDS TO BE DONE ONCE. If you have a previously downloaded version of the student timesheet tool, this process will overwrite your old version. Do this process only if you want to have a new blank version of the timesheet tool. Two files are needed to utilize the functionality available in the Student Timesheet Tool. Do Not Rename Files!!! 1. Navigate to the Student_Time_Sheet.xlsm file from the Box Folder HR Liaisons - StudentTimesheet$ 2. Create a folder called Student Payroll to store files This can be on your desktop or within a BOX folder (either your Department folder or your Personal Box folder). Right click and create a new folder called Student Payroll. Name the folder this way so you have one central location to maintain Student Payroll. Initially you will have to Copy and Paste both files shown above into your Student Payroll Folder. IV. To Copy and Paste: a. Find the file you need in the original folder HR Liaisons StudentTimesheet$ b. Right click on the file needed to highlight it then left click and select Copy. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 2 of 9

3 c. Now navigate to your Student Payroll folder where your Timesheet tool will be or is stored on your computer. Open the folder, put your cursor on the white space (not over a file), left click and select Paste. You will now have the latest version of the Student Timesheet saved to your computer available for you to use. V. Pay Period Table Updates Annually At the beginning of each Fiscal Year you will need to update any Student Timesheet Tools that you have placed in your files with the pay period dates for the new fiscal year. An will be sent with instructions and dates specific to the year. The instructions are detailed and need to be followed carefully to ensure the tool will continue to function as designed. VI. StudentData As needed This process only needs to be done when you need to add new students or there are updates to student records in PeopleSoft since your last Student Data file was downloaded. 1. You will download the StudentData.xls file from Box Folder HR Liaisons - StudentTimesheet$ Do Not Rename Files!!! 2. Follow the steps To Copy and Paste, selecting only the Student Data file. a. It will ask you if you want to Replace the destination file, Skip this File or Compare info for both files select Replace the destination file. b. You should now have the latest version of the Student Data file. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 3 of 9

4 c. If you have trouble saving the file, please call Jessica Rodriguez at extension VII. Using the Tool Every time As Needed One Time Monthly *Open Timesheet Tool as instructed (from inside Excel) *Add and Delete DeptIDs *Load Student Data file *Remove student timesheet tabs as students leave *Create timesheets for each student employee *Update Pay Period for each timesheet *Enter Time worked on each day You cannot use shortcuts to open the tool. Go to Start > Programs > Microsoft Office Excel 2013 > Excel Open Excel from the Start Menu a. Start>Programs>Microsoft Office Excel 2013>Excel b. For Windows 10 click on the Window button and select Excel from your apps. 2. Open the Student Timesheet file from wherever you have saved it. 3. Enable the Macros, if needed. a. Click on Enable Content. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 4 of 9

5 4. Enter Department: The DeptID (for example D01234) a. Click on the StudentsDB tab to open the StudentsDB page (scroll to the right side of page under Column K). b. Click on the Add Depts button to add your department to the list. c. The following dialog box will display: d. Enter the Dept ID that your student employees are in and click the OK button. You may add more than one Dept ID by clicking the Add Depts button again. e. DO NOT delete the X under Dept ID in cell L2 on the StudentsDB tab. You must add before you delete. 5. Deleting Department Number a. Click on the Delete Depts button to remove departments from the list b. The following dialog box will display: c. Enter the Dept ID that you want to delete from the list and click the OK button. 6. Adding Students in Your Department to the Timesheet Database a. Download a new StudentData file to your folder following the To Copy and Paste instructions and section V-2 in this document. b. Click on the StudentsDB tab to open. c. Click on the Load Student Data button. 1. The list of students associated with the department that you entered in step 1 will display. 2. Some students may be listed twice if they have two or more active jobs within the departments you entered. 3. The combination for the EmplID and EmplRcd # in CMS makes up a unique number for each student job that a student has and is listed in Column A. You can tell what department the student works in by looking at the student s Dept ID. Anytime you have added new departments or hired new students, you will need to get a new StudentData file, use the Add Depts button if needed and click on the Load Student Data button to get them into your database. The student database is updated often, but you have to make sure you have the latest version of the StudentData file and click the Load Student Data button to update the information on your computer. 7. To enter the Student Attendance Clerks name, click on the CD048 tab and enter the name in cell B6. This will then populate on all timesheets. (see section XI of this document for more information) Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 5 of 9

6 8. Create a New Timesheet for Each Employee Timesheets for new employees should be created from the Timesheet 1 tab, NOT from the Printable Timesheet tab or an existing employee s timesheet. a. Click on the Timesheet1 Tab Click the New Timesheet Button to create a new, blank timesheet. The first dialog box that appears asks you to enter the name for the timesheet as shown below. b. Enter name for the new timesheet and click OK. c. The following dialog box will display: d. Type in the appropriate Pay Period according to the Pay Period Table on the Table Tab, i.e., 1 = Jan, 2 = Feb. e. Click OK. f. Navigate to your new timesheet (select the appropriate tab at the bottom of the spreadsheet). g. Type in the Employee EmplID Number and the Empl Record Number in the appropriate fields. h. The data for that employee will come over from the student database if the student has completed their paperwork, is in the CMS-Database, and you have the most recent version of the Student Data file downloaded. NOTE: For students with a Job Code of 1868, 1874, 1875, 1150, or 1151 you will have to HAND write in the Job Code on the timesheet after you print it. 9. Enter time worked on appropriate days (system will calculate hours). a. Be sure all information is correct. b. If the student is an existing employee and you need a timesheet for a different pay period. 1. Click on their existing timesheet (Can be named individually on the tab) 2. Click on the Clear Timesheet button to clear all hours entered in the last pay period 3. Click on the Change Payperiod button. The following dialog box will appear. 4. Enter the new Pay Period and click OK. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 6 of 9

7 5. Enter times worked on appropriate days (system will calculate hours). VIII. Corrections/Updates 1. Deleting Timesheets a. Click on the Delete Timesheet button to permanently delete a student s timesheet from the timesheet tool. 2. Renaming Timesheets a. Click on the Change Tab Name button to rename the timesheet for a new student who is replacing an existing student timesheet. i. No two timesheets can be named exactly the same. If you need to maintain more than one timesheet for each student name, make sure they are named in a recognizable manner (i.e. Susan Long (1870) and Susan Long (1871)). 3. If the Student Employment Record is incorrect, see Position Change. IX. Suggestions/Helpful Hints DO NOT DELETE OR OVERWRITE information from existing cells. The program will not work if items are deleted. Use the Buttons that are available 1. Format each Timesheet for printing: a. Click View on the tool bar and select Page Break Preview b. Move the Report Fractions of Hours in tenths box slightly to the left. c. Move the solid blue Page lines to make the timesheet only one page (cells A1-AY45) d. Then you can click back on the Normal view button. 4. All student hours MUST be entered on the individual days that they worked when completing the student timesheets. 5. You do not need to create new timesheets each pay period. You can use an existing timesheet, just Change the Pay Period using the button. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 7 of 9

8 6. Use the Change TabName button to rename existing timesheets. X. To Print Timesheet - Blank Printable Timesheet: Print page 1 of 1 (for student to fill out) Timesheet: Print page 1 of 1 only *** Signed hard copies of individual timesheets will still need to be submitted to Student Employment, zip 701. *** XI. XII. Position Changes 1. Position Changes All Position Changes must be made in Payroll. a. If a student has a change in position number or a change that effects their position such as a step increase, you need to follow the following procedures: i. Complete the Student Employment Authorization Form. ii. After PeopleSoft is corrected/updated, then download a new Student Data file. b. If you have questions, contact Jessica Rodriguez at extension CD048/Attendance Rpt within the Timesheet Tool The CD048 tab in the timesheet tool was used in the past as a mechanism for providing pay information to Payroll. Now its main use is to house your name; the name of the Student Payroll Attendance Clerk so that it populates on each timesheet. This tab is no longer used by Payroll. You may use this tool to track hours reported by clicking on the Copy to Attendance Rpt button on each timesheet. Note that the left portion of the CD048 will only populate for 1870, 1871, 1874, and 1875 positions. The right hand side will include all jobcodes. 1. Add the name of the person Authorized to sign certifying student payroll a. Click on the CD048 tab b. Enter the name in Cell B6 by replace the text, Enter Certifier Name/CD048 CellB6 i. Note that this will populate cell O44 on all timesheets. 2. Copy to CD048 (for department use only) - Each student s time in your department can be summarized on the CD048. a. Select the first timesheet to summarize. b. Click on the Copy to Attendance Rpt button on each student timesheet each month to transfer all the information over to the CD048. i. Click only once to avoid creating duplicate rows. ii. Use the buttons on the CD048 tab to make changes, NEVER delete data or rows. 3. Summarize CD048 a. Click on the CD048 tab to move to the CD048 page. b. Click on the appropriate choice to summarize your student s pay for the month: c. The following dialog box will appear: d. Enter the appropriate pay period (see the pay period (month) table) for the CD048. e. Click OK. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 8 of 9

9 f. The following dialog box will display: g. Enter the appropriate Unit Number, The dialog box reads Zip but it is asking for your SCO Unit Number. h. Click OK. i. Verify that this is accurate and that information has been entered correctly. j. You can print a Hard Copy now before Clearing Data. Print page 1 of 1. k. You will have to click the Clear Data button between each Sum to clear the CD048 for the next Sum. This will only clear the data from the left hand side of the page. 4. Deleting Prior Year Information on Right side of CD048 a. Click the CD048 Tab. b. Click the Correct DB button. c. Do NOT Delete the X row of data; it must be there for the process to work. d. Locate the old record by using the scroll bar or Find Next Button. e. Click the Delete Button to delete the old record. f. Click the Close button when done. 5. Correction of a Previously Entered Student Timesheet a. Click on the CD048 tab b. This will bring up the data form to correct pay history. c. Click on the Correct DB button d. Locate the old record by using the scroll bar. e. Do not delete the X row of data. It must be there for the process to work. f. Must click on button Sum 1870 Stu Asst and go through that process before change takes place. 6. Clear Names or Records in the CD048 a. Click on the Clear Data button to clear the appropriate name and information b. The data only clears information on the left hand side. 7. Adding Additional Rows to CD048 ( > 1 page needed to list student hours) a. Click on the Add Rows button to insert rows to the CD048. Steps to Complete Student Timesheet Tool Rev. 4/25/2018 DS Page 9 of 9