Web Time Entry. Time Approval (for Supervisors) Form.

Transcription

1 Time Approval (for Supervisors) Form

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3 Time Approval (for Supervisors) Form October Hillsborough Community College - Professional Development and Workshop Services

4 The material contained in this training material is copyrighted 2011 Hillsborough Community College Department of Professional Development and Workshop Services and may not be reproduced without express, written permission. Other trademarks, trade names, logos, designs brand names, and product services mentioned in this publication may be trademarks or registered trademarks of third parties. Hillsborough Community College - Professional Development and Workshop Services

5 Table of Contents Introduction....1 Objectives...2 Contact Information....3 Payroll Policy Synopsis....5 Navigating to WTE....7 Password Management Understanding Time Entry and Approval Time Approval (for Supervisors) Form Time Entry Form Time In/Out form...31 Approving a Time Entry Rejecting a Time Entry Modifying an Employee s Time Entry Salary (Exempt) Employees Time Entry Other Time Entry Compensatory (Comp) Time Flex Time for Salaried (Exempt) Employees Review Resources i

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7 Introduction This training manual describes the Supervisor Approval process used in the Web Time Entry system for HCC supervisors. Supervisors can review their employees time entries at any time, and approve, modify, or reject them as appropriate. This training manual also includes: a contact information sheet, a payroll policy synopsis, and steps to navigate through the Web Time Entry System. 1

8 Objectives Upon completion of this module, participants will be able to: 1. Navigate through the WebAdvisor Time Entry Module. 2. Review the hours the employees worked each pay period and electronically approve, modify, or reject them. 3. Review, approve, modify, or reject the overtime, annual leave, sick leave, and Other Time Hours entered by the employees. 2

9 Contact Information Payroll Department Helen Dobbins Human Resources Department Maureen Binns Morrison Technical Assistance Office of Information Technology Kathy Zaucha Training Assistance Professional Development and Workshop Services Ivan Mesa

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11 Payroll Policy Synopsis 1. A normal week s pay is based on 37.5 hours for full time employees. 2. Vacation, sick and other leave hours do not have to be reported if an employee works a minimum of 37.5 hours. 3. Part-time employees are expected to work their normal scheduled hours and must receive supervisor s approval to work more or less hours than their normally scheduled hours. 4. Time over 37.5 hours may be taken as compensatory time (comp time) or paid time with supervisor s approval. 5. Overtime is not calculated until actual hours worked exceed 40.0 hours for non-exempt employees or 45.0 hours for exempt employees. 6. Holidays, vacation, sick leave or any other type of leave shall not be considered as time worked in computing overtime. 7. If actual hours worked meet or exceed 37.5 hours; any vacation, sick leave or other types of leave will be reduced before any overtime calculation is performed. 8. Overtime for non-exempt employees is calculated at a premium rate of 1.5 times the normal rate. Actual pay will be 1.5 the normal rate or comp time will be credited at 1.5 times the reported hours. Comp time hours for exempt employees will be credited after 45 hours of time worked at a regular rate. 5

12 9. Non-exempt hourly employees who are required to work on a scheduled holiday will be paid at the premium rate of 1.5 times their hourly rate for actual hours worked plus the regular pay for the holiday. 10. If an employee works on a holiday whether it is scheduled or not they should enter 7.5 in other time hours and us HL in the drop down menu. Then on the same day enter the regular hours worked. If a holiday falls on an employee s already scheduled day off then according to the SEIU contract the employee needs to take a day off at another time. In other words that employee is owed a holiday. The employee should mark the day off that they use as holiday. Example: Bob s schedule is Thursday, Friday, Saturday, Sunday, Off Monday and Tuesday and works on Wednesday. If the holiday falls on a Monday Bob is owed another date as a holiday. Say he takes Wednesday. So instead of marking Monday as a holiday he would mark Wednesday as his holiday. 6

13 Navigating to WTE The Time Entry workflow, which employees use to enter their time worked, includes the following steps: 1 1. On the HCC website, click on the tab HawkNet located at the top bar. 2. In the middle of the page click on WebAdvisor. 2 7

14 3. A new window will open, maximize it and then click on the Log in tab at the top. 4. Enter your User ID. It usually is your first initial and your last name without spaces in between Enter your Password. It usually is your Employee number, unless you have changed it. 6. Then click submit

15 7. Click on the Employees tab at the bottom of the options. 8. Select between Time Entry, Time History, Time Approval (for supervisors), or Employee history (for supervisors) on the Time Entry and Approval menu. To approve time, select Time Approval (for supervisors.) 7 8 9

16 9. Once you choose Time Approval (for supervisors) from the menu, the Time Approval (for Supervisors) form will open. This form take a couple of minutes to be loaded depending on the number of employees that you are supervising. 9 10

17 Password Management If your password is not working or you don t remember it, you can use the Password Management tool at the HCC website. It is important to note that the same username and password are used to access WebAdvisor, Campus Cruiser, and the HCC wireless internet. This means that if you change your password the password will change for all three systems: WebAdvisor, Campus Cruiser, and HCC wireless internet. The Office of Information Technology strongly suggests that you immediately change your password from your student/employee ID number to a personal password. If you need any assistance please contact the help desk at x4357. To manage your password please follow these steps: 1 1. On the HCC website, click on the tab HawkNet located at the top bar. 2. At the bottom of the page click on Password Management. 2 11

18 3. If you don t remember or know your Username click on (I don t know my username). 4. Enter your employee ID number and date of birth. 5. Enter into the box the words that you see on the image Click lookup. 7. A new message will appear informing you of your username

19 8. If you don t remember or know your Password click on (I don t know my password). 9. Enter your employee ID number and security question. 10. Enter into the box the words that you see on the image Click Reset Password

20 12. Enter your current password which has been reset to your Employee ID. 13. Enter the new password by following the instructions in the blue box. 14. Select or answer a security question. 15. Click Save A new message will appear informing you the results of the procedure

21 Understanding Time Entry and Approval Employees can use the Time Entry and Approval workflow to enter the hours they worked each pay period. When all of their time is entered, employees check a box to electronically sign the Time Entry Form, before noon of the Thursday after each pay period has ended in order to get paid. This indicates that their time is ready for approval. Employee will not get paid if he/she doesn't sign the time entry form! Supervisors then review each employee s time entry and approve or reject it as appropriate. The Supervisor should submit the decision before noon of the Friday after each pay period has ended. HCC employees will not be paid for unapproved time, even if an employee electronically signs the Time Entry form. The supervisor is responsible for approving or rejecting the employee's time entry; no action by the supervisor may have disciplinary consequences. 15

22 Employee Type Actions Form Part-time or full time student workers, safety officers Enter In/Out time Enter Annual/sick leave Time In/Out Form Full-time Regular Hourly Employees Modify daily scheduled worked hours Enter Annual/sick leave Enter other time Hours Time Entry Form Full-time Regular Salary Employees Enter Annual/sick leave Enter other time Hours Time Entry Form 16

23 Actions Form Approving Time approval (for supervisors) Form Time Entry Time In/Out Supervisors Rejecting Time Entry Time In/Out Modifying Time Entry Time In/Out Form Purpose Comments Time approval (for supervisors) Provides a list of all employees who use the web to enter time in the pay periods that are currently open for processing. Supervisors and alternate supervisors can approve an employee s time entry from this form. A checkmark in the Review Entry column alerts supervisors to a time entry that should be reviewed. Time Entry Time In/Out Review the employee s time entry, including any unreported overtime from the prior pay period. Approve or reject the time entry. Review the times that the employee began and ended work each day. Supervisors can modify their employees time entry on this form. Note: For employees who use the Detail form, the supervisor should use the Time In/Out form to modify time. This form is available only for those employees who enter Time In/Out data Supervisors can modify their employees time entry on this form. 17

24 Supervisors can review their employees time entries at any time, and approve, modify, or reject them as appropriate. The supervisor s Time Approval workflow includes the following forms: 1. Time approval (for supervisors) Form. 2. Time Entry Form. 3. Time In/Out form. The alternative supervisor will be preloaded in the system. 18

25 Time Approval (for Supervisors) Form 19

26 This form provides a list of the supervisor s employees who use WebAdvisor to enter their hours worked in the pay periods that are currently open for processing. Therefore, if more than one pay period is open, the same employee might be listed multiple times. If an employee holds multiple positions, then that employee could be listed for different positions within the same pay period. 20

27 Supervisors can approve an employee s time entry from this form. Supervisors can automatically approve time entries by clicking the Approve box for one or more of the time entries listed. An Approve box that is already checked indicates a time entry that the supervisor previously approved. 21

28 Note: Alternate supervisor, who need to approve the time entries for another supervisor s employees, choose the appropriate supervisor from a list provided in the Approve time entries on behalf of box. That supervisor s employees are then displayed on the form. Note: A time entry cannot be rejected on this form. To reject a time entry, supervisors must use either the Time Entry or Time In/Out form. 22

29 A checkmark in the Review Entry column alerts supervisors to a time entry that should be reviewed. The Review Entry box is used to select the time entries to be reviewed. A box that is automatically checked serves as a recommendation that the supervisor review a particular time entry before approving it. This box is automatically checked for the following situations: 1. The time entry includes hours for overtime, annual leave, sick leave, other time, or shift differential. 2. The time entered differs from the employee s work schedule as defined by your human resources department. 23

30 Note: The Review Entry box is not automatically checked for those employees who enter an unusual number of hours worked but who do not have a work schedule assigned by the human resources department. After the supervisor reviews the time entry and enters a decision, the automatic checkmark is no longer displayed in the Review Entry box. 24

31 Time Entry Form Remember that the Time Approval (for Supervisors) form provides a list of the supervisor s employees who use WebAdvisor to enter their hours worked in the pay periods that are currently open for processing. Therefore, if more than one pay period is open, the same employee might be listed multiple times. If an employee holds multiple positions, then that employee could be listed for different positions within the same pay period. It usually happens the first 4 days of each pay period. If the supervisor selects the Review box for the correct Pay Period and Employee(s) (more than one can be selected at the same time) and clicks submit, the Time Entry form will open for each one of the selected employees, one after each other. The Time Approval form in the supervisor view is slightly different from the employee view. 25

32 Time Entry Form (supervisor s view) 26

33 Time Entry Form (Employee s view) 27

34 This form displays the regular hours entered by the employee as well as any overtime, annual leave, sick leave, and other time. The employee cannot enter any unreported overtime from the previous pay period (this field is inactive for the employee and the time has to be entered by payroll), those hours are displayed immediately below the time entered for the current pay period. The form also displays the total time from the time entries in this pay period for any other positions exempt and non-exempt that the employee holds. This information is helpful in determining whether the employee worked enough hours in other positions to be eligible for overtime. 28

35 Using this form, supervisors can do the following: 1. Modify the employee s time entry. ALERT! If the employee enters time in and time out data, you should access the Time In/Out form and make your changes there. If you modify the regular hours entered on Time Entry form and then access the Time In/Out form without making the corresponding changes to the beginning and ending times, WebAdvisor removes the changes you made on the Time Entry form. Supervisors can modify their employees time entry on this form. 2. For positions that require time in and time out data to be entered, access the Time In/Out form to review this data. A message below the overtime hours for the prior period indicates whether time In and time Out data is available for this employee s time entry. 29

36 3. Approve or reject the employee s time entry. 4. When rejecting time, enter the text of the that notifies the employee that the time entry was rejected and why. If you like you can add more than one address separated by a coma. If you reject a Time Entry card the employee can modify, sign off, and submit it again only if it is before 11:59 AM on the Thursday after the pay period has ended. If you reject a Time Card later than 12:00 PM of the Thursday after the pay period has ended, keep in mind that you as a Supervisor and the Payroll department are the only ones with access to this Time Card now. 30

37 Time In/Out form This form is available only for those employees who enter time In and time Out data. These employees hold positions that are assigned the Time In/Out form. Supervisors can access this form only from the Time Entry form. The Time In/Out form in the supervisor view is slightly different from the employee view. 31

38 Time In/Out form (Supervisor s view) 32

39 Time In/Out form (employee s view) 33

40 Using this form, supervisors can do the following: 1. Modify the times entered in the Time In and Time Out columns. When these times are modified, the hours displayed in the Regular Hours column on the Time Entry form are adjusted accordingly. ALERT! If you modified the regular hours entered on the Time Entry form, you must make the corresponding changes to the beginning and ending times on the Time In/Out form. If you do not, then WebAdvisor removes the changes you made on the Time Entry form. Supervisors cannot modify the unreported overtime for the prior pay period on this form. Instead, they must return to the Time Entry form. 2. Approve or reject the employee s time entry. Supervisors do not need to return to the Time Entry form to enter this decision. When rejecting time, enter the text of the that notifies the employee that the time entry was rejected and why. 34

41 Approving a Time Entry A supervisor can approve an employee s time entry on any of the following forms: 1. Time Approval (for supervisors) Form. Clicking the Approve box for one or more time entries and then clicking the Submit button automatically approves those time entries. If the Review box is also checked for a time entry, then the Time Entry form is displayed for the supervisor to review. Approve will be already displayed in the Supervisor Decision box; however, the supervisor can change that decision if necessary. 2. Time Entry. In the Supervisor Decision box, supervisors choose Approve and click the Submit button to approve the time entry. The next time that they access the Time Approval (for supervisors) Form, the Approve box is checked to indicate the time entries that were approved. 3. Time In/Out. In the Supervisor Decision box, supervisors choose Approve and click the Submit button to approve the time entry. The next time that they access the Time Approval (for supervisors) Form, the Approve box is checked to indicate the time entries that were approved. 35

42 Regardless of the form that supervisors use to approve an employee s time entry, an automatically notifies the employee that the time entry is approved. Note: HCC withholds pay for unapproved time; the employee s time must be displayed as Final in order for the supervisor to approve it. When all of the time is entered, employees check a box to electronically sign the Time Entry Form, before noon of the Thursday after each pay period has ended. This indicates that their time is ready for approval. Supervisors then review each employee s time entry, and approve, reject, or modify it as appropriate. This must be completed before noon of the Friday after each pay period has ended. 36

43 Rejecting a Time Entry Supervisors can reject an employee s time entry only on the following forms: 1. Time Entry. 2. Time In/Out. To reject an employee s time entry on either form, the supervisor chooses Reject in the Supervisor Decision box. In addition, supervisors must do the following: 1. Enter comments in the Supervisor Comments box. 2. These comments become the text of an that notifies the employee that the time entry was rejected and why. 3. If the Employee s Address box is blank, enter the address for the employee whose time entry is being rejected. 37

44 When employees receive the notification that their time entry was rejected, they can change the time that they entered and re-sign the time entry as long as the deadline for completing the time entry has not passed. If you reject a Time Entry card the employee can modify, sign off, and submit it again only if it is before 11:59 AM on the Thursday after the pay period has ended. If you reject a Time Card later than 12:00 PM of the Thursday after the pay period has ended, keep in mind that you as a Supervisor and the Payroll department are the only ones with access to this Time Card now. HCC employees will not be paid for unapproved time, even if an employee electronically signs the Time Entry form. The supervisor is responsible for approving or rejecting the employee's time entry; no action by the supervisor may have disciplinary consequences. 38

45 Modifying an Employee s Time Entry Supervisors can modify an employee s time entry on the following forms: 1. Time Entry. Supervisors can change the number of hours worked each day. 2. Time In/Out. Supervisors can change the time that an employee began or ended work for a day. When the beginning or ending time is changed, the employee s regular hours displayed on the Time Entry form for that day are automatically adjusted accordingly. Whenever a supervisor modifies an employee s time entry, an automatic notifies the employee that the time entry was changed. 39

46 Salary (Exempt) Employees Time Entry Salary (exempt) employees are not required to enter their time data into the WTE system. If you are a Salary (exempt) employee and voluntarily decide to enter your Time data using the WTE system, you should enter the real number of hours worked during the pay period that you are entering. Keep in mind that you are an exempt employee and you are paid by a fixed salary and not by hours. This data will be useful only to keep track of the real time worked, but will not affect the amount of salary paid to you. If you exceed 45 hour of work per week and want to collect overtime or compensatory time, you MUST submit a paper leave form approved by your supervisor. If no leave time (including vacation time) is taken during the reporting period, Exempt employees are not required to enter time as their time will default to 37.5 regular hours worked. Salary (exempt) employees MUST enter exceptions (leave time and other time data) in the WTE system. Salary (exempt) employees may want to enter the real number of hours worked during the pay period that you are entering plus the leave hours. Keep in mind that you are an exempt employee and you are paid by fixed salary and not by hours. This data will be useful only to keep track of the real time worked. The amount of salary paid to you will be less than your regular salary only if the total of worked hours plus the leave/other hours entered for this pay period is less than 37.5 hours per week. If you exceed 37.5 hours of physical work per week you should not include any leave time during this week. 40

47 Other Time Entry Holiday Time If an employee works on a holiday whether it is scheduled or not they should enter 7.5 in other time hours and us HL in the drop down menu. Then on the same day enter the regular hours worked. If a holiday falls on an employee s already scheduled day off then according to the SEIU contract the employee needs to take a day off at another time. In other words that employee is owed a holiday. The employee should mark the day off that they use as holiday. Example: Bob s schedule is Thursday, Friday, Saturday, Sunday, Off Monday and Tuesday and works on Wednesday. If the holiday falls on a Monday Bob is owed another date as a holiday. Say he takes Wednesday. So instead of marking Monday as a holiday he would mark Wednesday as his holiday. Professional leave Is when an employee is traveling or attending a conference, workshop, etc. on behalf of the college. Administrative leave Is for jury duty or when the college or your area of the college is closed other then holidays. For example all or part of the day is cancelled due to weather or power outages. FMLA time Employees on FMLA should enter sick or vacation in WTE system. You must turn in a paper leave form with FMLA time to Suzanne Guillet in Human Resources. 41

48 Compensatory (Comp) Time Comp Time Earned cannot be entered using the WTE system. HCC employees must properly fill out the leave/overtime form and submit it to the payroll department. The Comp Time will be entered by payroll for the following pay period. Comp Time Taken can be selected on the WTE system under the Other Time Types drop down menu. The Comp time option is visible only after Payroll entered your comp time into the system and you have a balance available to use. If you are an hourly (non-exempt) employee and you have 37.5 or more hours of physical work time in one week, you can t include Comp time taken during this week. HCC will pay for more than 37.5 hours per week only if it is physical work time. You cannot designate the extra hours as comp time earned. If you are a salaried (exempt) employee you will not be paid for hours entered between 37.5 and 45 hours. Comp time earned as well as pay for overtime must be submitted on a Leave/Overtime form. Part time employees and student workers cannot earn Comp time; they will get paid for the hours they work. To see some examples review the Time Entry Form training. 42

49 Flex Time for salaried (Exempt) Employees Employees must work at least 37.5 hours in four (4) days in order to take one (1) day off per week which is called flex day. If a salaried (exempt) employee used flex time, and did not populate any hours for the day that has been flexed, they would be shorted pay; even if they have more than 37.5 hours in total on the other 4 days. Salaried (exempt) employees that do flex time must select the Flex Time Placeholder from the other time drop down menu and enter the hours that would normally be flexed. Salaried (exempt) employees do not get overtime until it exceeds 45 hours per week. Time worked between 37.7 hours and 45 hours will be shown as hours worked but not counted. This means a person must show at least 7.50 hours of time for each day (of a 5 day workweek) on their timesheet in order to get their daily pay. If one day has no time entered, then they will be short paid for that day. As the name states it is only a place holder to show some sort of hours for the workday. It will not be paid as overtime nor will it increase your pay, it is meant as a placeholder to show that the employee should be paid for the day, if flexing To see some examples review the Time Entry Form training. 43

50 Review The Supervisors can approve, reject or modify their employees time entry choosing the option in the Supervisor Decision box, and send the employee an accordingly to the option. The Time Approval (for supervisors) Form is only used to approve. A checkmark in the Review Entry column alerts supervisors to a time entry that should be reviewed. The Time Entry Form is used to approve, reject or modify the time entries. To Modify employees that enter time in and time out data, then we recommend that you access the Time In/Out form. The Time In/Out Form is available only for those employees who enter time in and time out data and it is used to approve, reject or modify the time entries. 44

51 Resources Datatel, Inc. (2010, August 11). Web Advisor for Colleague HR. Pages 59 to 89. Colleague HR. Available for Datatel clients at: datatel.com/apps/objectviewer.cfm?referrerid=2be6bb9e-928c-c673-49b7e361b1eddfec&objectid=5a7e3b9b-f0af-d1fc-9ca6211f779e287c 45