ASL Electronic TimeSheet System Employee s User Guide

Transcription

1 1 LOGGING ON TO THE SYSTEM The following link will take you to the system: ASL Electronic TimeSheet System Employee s User Guide If this is your first time logging in, you may get an error message. If so, check to see that you are trying to open the link in Internet Explorer (not Firefox, Chrome, etc.). If you are in Internet Explorer and get the error message, click on Tools, then Compatibility View Settings, and Add the ASL link that will display. Your user name and password for ASL are the same as your user name and password when you first log onto your PQ computer in the morning. This is what s known as Single Sign-On. Once you are logged in, you will be brought to the Announcements page this is the ASL employee home page. The following appear on the screen: 1. Role (upper right hand corner): It generally defaults to Employees and is the role that should be used for submitting any requests for leave or overtime. Even if you are a manager, you need to be in the Employee role to submit a request. If not, click on it to change roles, if necessary. The majority of staff using the system will only ever be using it as an Employee. 2. Log Off (upper right hand corner): To log out of the system. 3. Help (top middle of the screen): For each screen you have access to, the Help link will provide more detailed information on how to use the screen.

2 4. Private Announcements and New Private Announcements: This is where leave requests or notes between two employees will appear. Click on New Private Announcements to create a note. The recipient of the note will receive an notification in Outlook that an announcement is waiting for them. 5. Public announcements: This is a general bulletin board for posting information and updates the system administrators use this to get information to all system users. Note: anything an employee posts using public announcements will be seen by all staff recipients cannot be selected separately. What employees will use the most are the three tabs on the left side of the Announcements page: 1. Employee Information: Emergency Contact Information Personal and Employment Information 2. Leave Requests: Leaves and Vacations Administration Leaves and Vacations Request 3. Time Tracking and Overtime: Time Sheet (schedule of pay periods and requests to work overtime) 2 EMPLOYEE INFORMATION Emergency Contact Information This is where employees will enter and maintain their emergency contact information that is now kept as a paper sheet in their HR file in Corporate Services. To enter information press Edit and then Save once complete. As the system now stands, there is also a spot to enter Medical contact information (not shown here). This is not information we collect so do not populate that section. It is being removed from this screen. Return to main menu

3 3 Employee Information Personal and Employment Information This screen is populated during set-up. Please verify that the information is correct. If changes are required press Edit and then Save once complete. DO NOT change the employee ID. Note: All screen shot information in the next few pages is taken from Stephanie Chiasson s live time tracking data in the system. It is provided here for demonstration purposes and with her permission. No other personal information is included in this guide. LEAVE REQUESTS - Leaves and Vacations Administration This screen provides an overall summary of your own time including carryover, annual entitlement, time taken and your balance in each leave category. If you have requested time in the future it will show up in the Planned column

4 4 Clicking on the icon on the far right of each row, the Leave Records button, will give you details about each leave type and a list of leave requests which have been taken in each category (i.e. Taken or Planned ). -- REQUESTING TIME -- You only need to go into the system to make a leave request or to request banking of overtime. If you do not take off any time or work any overtime in a pay period, you do not need to go into the system. This is different than our previous system where you had to submit your timesheet every two weeks regardless. LEAVE REQUESTS - Leaves and Vacations Request screen This screen allows you to request time off (either already taken or planned for the future). (Words in italics refer to the section of the screen) 1. Choose the leave type (drop down list of different types vacation, sick, etc.) 2. If you have more than one position, please ensure that the request is being assigned to the applicable position 3. Next, fill in the details of from and to dates of the leave by choosing the calendar icon (these dates must be consecutive and within the same pay period. If not, the requests will need to be issued separately 4. Ensure the paid status shows paid 5. Click on the calculator icon and the system will populate the total days and hours based on your request on your personal leave entitlement plan 6. If the amount of hours you would like to submit is different than the number of hours calculated, then manually override the number of hours DO NOT press the calculator icon again or it will reset the hours to the system generated hours 7. Use the employee comments box to record details, if needed 8. Send your request it will go to your supervisor and then the approval/rejection will come back to you (this messaging occurs in two places on the Announcements page and as an in Outlook)

5 5 TIME TRACKING AND OVERTIME Time Sheet The Time Sheet page serves three purposes: 1. It provides a summary of all pay periods 2. It is used to request banking of overtime 3. It provides a snapshot of all activity for each specific pay period Pay Periods If you would like to know which pay period a certain date fell in, just click on the drop down box of the Payroll Period section and you will see a complete list of all pay periods for the year. Request to Bank Overtime Select the payroll period and you will see a Work Sheet Summary which contains the two weeks in that pay period (use the blue arrows to move back and forth between the two weeks) Select the Job with your position (this will already be populated if you only have one position) and Type of Hours with overtime to bank and then input the number of hours of overtime worked on the specific days Press Save once you have completed this screen TIP: If the pay period has not yet ended it is best to wait before submitting it in case something changes before the end of the pay period. Once a timesheet has been approved, it is closed and can only be re-activated by the System Administrators. A reminder that requests to Bank Overtime need to be pre-approved by your supervisor/manager through whatever system has been set up in your program or with your supervisor. The timesheet system is used for recording that it has been worked. Do not use it to make the request to work overtime. Pay Period Snapshot Whenever a request for leave is made and approved, it will automatically populate the Time Sheet screen as well. That way if you are wanting to see all the activity that took place in any given time period.