Manager Self-Service Training Guide Created on 5/3/ :14:00 AM

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1 Created on 5/3/ :14:00 AM

2 Table of Contents Finance/HR... 1 Employee and Manager Self Service... 1 UVA Manager Self-Service... 1 Managing Timecards... 1 Approving Timecards... 1 Rejecting Timecards... 2 Entering Time and/or Leave for Employee... 3 Using to Approve/Reject Timecards... 4 Creating Vacation Rules... 5 Viewing Employees... 7 Viewing Employment and Salary Info... 7 Viewing Employees' Training History... 9 Managing Employee Training Viewing Employees' Training History Enrolling an Employee in a Training Course Managing Employee Emergency Event Status Updating Employee Emergency Event Status Page ii

3 Finance/HR Employee and Manager Self Service UVA Manager Self-Service UVA Manager Self-Service is a responsibility given to UVa managers who supervise employees. With this responsibility you have the ability to view employment and salary information for employees who directly report to you. You will also use this responsibility to approve time and leave entered by employees in Self-Service Time and Leave (SSTL) and enter time and leave for your employees when necessary. Online help ( e.pdf) is available within the Integrated System and the printed guide can be found in the toolkit ( for the module. To start a simulation: 1. Double-click on "Managing Timecards" or Viewing Employees. 2. Click on the topic for which you want to view the simulation. 3. Click on See It in upper right-hand corner to see the simulation or Try It to interact with the simulation. Managing Timecards The system routes timecards to whoever the manager is as of the system date that the timecard is submitted by the employee. Timecards of employees with multiple assignments (and multiple managers) will go to each manager. Managers receive notifications by the system as well as by for each timecard that has been submitted. Access the notification to approve or reject timecards. You also have the option to use UVA Manager Self-Service to enter time and/or leave for employees when necessary. Finally, you have the ability with UVA Manager Self-Service to set up "Vacation Rules", which allow you to delegate the authority for timecard approvals to another employee when necessary. Approving Timecards The manager has the ability to reject a timecard when the timecard entry is incorrect. Page 1

4 In this exercise you will approve a timecard for one of your employees. 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. In this exercise, you will approve the timecard for Desirae Class15. Click the employee's Timecard notification. 3. Review the timecard information. Click the Approve button. 4. Once approved, the employee's timecard no longer displays in your worklist. 5. Congratulations! You have completed the simulation on approving timecards. End of. Rejecting Timecards When employees submit timecards to you for approval, a notification for each timecard will display in your worklist. You must review the timecard and either approve it or if the employee needs to make changes, reject it. If you reject a timecard, you must contact the employee and tell them you are rejecting the timecard. This is particularly important for employees that may not regularly access e- mail. In this exercise you will reject an employee's timecard. Page 2

5 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. In this exercise you will reject the timecard for Carly Class29. Click the Timecard that requires approval. 3. Review the timecard and scroll down to the bottom for the comments field. 4. Enter an explanation to the employee of why you are rejecting the timecard. In this example, the comment is entered for you. 5. Click the Reject button. 6. You will return to your worklist and notice that the timecard has been removed from your notifications. Remember to contact the employee and tell him or her that you rejected the timecard. 7. Congratulations! You have completed the simulation for Rejecting Timecards. End of. Entering Time and/or Leave for Employee On occasion one of your employees may be out or unable to enter his/her time and leave on the date the timecards are due. You have the ability to enter and save the timecard on their behalf. Once the employee returns, a paper timesheet must be created, signed by you and the employee and kept on file. Occasionally an employee may be unable to enter his or her own time and/or leave. In this simulation you will see how to enter time and/or leave for an employee. Step Action 1. Click on the UVA Manager Self-Service link. Page 3

6 Step Action 2. Click on Time Entry. 3. Click the Action button. 4. Click on the Create Timecard button. 5. Click on the arrow for the drop-down list for the Hours Type / Hours Balance field. 6. Select the leave type the employee wishes to take. If you are unsure of what leave type to select contact the employee. Click on University Leave / Click on the arrow for the drop-down list for the Assignment/Manager field. 8. Select your name. Click on , Marbury. 9. Enter the desired information into the field. Enter a valid value e.g. "8". 10. Do not submit the timecard, but you do need to save it. Timecards entered and saved by managers will be processed automatically by the system. Click on the Save button. 11. You will see a confirmation that the timecard has been saved successfully. 12. If you have another employee for whom you must enter time and/or leave, you need to click on the link for Home which will return you to the Navigator, and repeat the steps for the next employee. 13. Congratulations! You have completed the simulation for entering time and/or leave for employees. End of. Using to Approve/Reject Timecards Page 4

7 You will receive an with the subject: Action Required: Timecard (DD-MON-YY to DD-MON-YY) for employee requires approval. This simulation will show you how to approve or reject a timecard through Begin by opening the , and review the timecard entries. Scroll down to review the timecard. 2. Click Approve (or Reject). In this exercise, you will approve the timecard. 3. Do not change the subject line or add or change any text in the . Comments can only be added via UVA Manager Self-Service (or you may send a separate to the employee if comments are required.) 4. Click on the Send button to send the and complete the approval process. 5. Congratulations! You have completed the simulation for using to approve or reject timecards. End of. Creating Vacation Rules Vacation Rules help managers plan for times when they are temporarily out of the office. Creating vacation rules transfers the ownership of the notification to another employee who has the knowledge and authority to approve the employees' timecards. Depending on your responsibility for approving notifications, other types of notifications may display. The only notification eligible for transfer is the timecard approval. The designee, if a timecard required employee, cannot approve his/her own timecard. The designee will forward the timecard approval that is received on the timecard to the supervisor who can approve the timecard via the process. The designee can continue to approve all other timecards for employees, except their own. A paper trail is not necessary since the system now has the record of the supervisor's approval instead of it being done outside the system, or If the supervisor does not want to do the approval, forward the timecard approval to another person that the official supervisor might want to designate. This person must be in a position of knowledge about the employee's job and time worked or not worked. Page 5

8 In this exercise you will transfer the notification for timecard approval to another employee. 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. The E-Business Suite window displays. Click the Full List button to see the expanded worklist. 3. The expanded worklist window displays. Click on Vacation Rules. 4. To temporarily assign approval authority to someone else, click on the Create Rule button. 5. Click the Item Type list. 6. Click the UVA Timecard Approval Workflow list item. 7. Click on the Next button. 8. The Vacation Rule: Notification window displays. Ensure that the All option is selected. Page 6

9 Step Action 9. Click on the Next button. 10. Complete the following fields: Start Date: Defaults with the current date and time. Change this to a future date if desired by selecting the date from the calendar. 11. End Date: An end date is not required. If you wish to enter an end date, use the calendar button to select the date the delegation will end. For an open-ended delegation leave this field blank. 12. Message: Enter the reason for creating the vacation rule. In this exercise, the reason is entered for you. 13. Transfer: Defaults to 'All Employees and Users'. Using the List of Values icon (flashlight) at the end of the row, choose the name of the employee who will receive the delegation. Note: Please ensure that the individual you select has the knowledge and authority to approve the employees' time and leave. Do not select the Deliver notifications to me regardless of any general rules option. 14. Click on the Apply button. 15. Update the vacation rule or delete the rule as needed by clicking on the appropriate icon. Enter an end date in the end date field to end the delegation. 16. Congratulations! You have completed the simulation for Creating Vacation Rules. End of. Viewing Employees The manager has the ability to view an employee's position, salary and other job related information. Viewing Employment and Salary Info In this exercise you will view an employee's employment and salary information. Note: The salary amounts are hidden. Page 7

10 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. Click the UVA Manager Self-Service list item. 3. Click the My Employee's Information list item. 4. Your employees' assignment number(s), employee number(s), assignment status*, job title(s), organization, assignment category, and hire date(s) display for each employee. *The system captures assignment history, so employees who are active and terminated will display. 5. In this exercise Kevin Class11 has two direct reports. Kevin wishes to view training history for Diane Class04. To view more information, click on the name of the employee. Click on Diane Class At the top of this window the employee number, assignment number, assignment start and end dates (if applicable), a primary assignment indicator, the job title, organization, assignment category, address, salary, work telephone number and emergency event status display. Click on the arrow under details to show more details of the assignment. 7. The details of the assignment display. 8. To view the next assignment, click the next arrow beside the assignment you wish to view. 9. Note you can view the assignment details for all of the employee's assignments. Page 8

11 Step Action 10. To return to the list of employees, click My Employee's Information. 11. To view the salary information, click the Salary tab. 12. The summary of salary information and last change date for all your employees display. To see the salary information for all of an employees' assignments, click on the employees' name. In this exercise click on Diane Class Click on the arrow to see salary details for an assignment. 14. The salary details for the selected assignment display. 15. Congratulations! You have completed the simulation for Viewing Employment and Salary Info. End of. Viewing Employees' Training History In this exercise you will view an employee's training history. 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. Click the UVA Manager Self-Service link. 3. Click the Learner Manager link. Page 9

12 Step Action 4. Click the Learner Home link. 5. The Learner Home: People in Hierarchy window displays. To view the training history for an employee, find the employee in the list and click the Action button. 6. The employee's most recent enrollments will display. To view the employee's entire training record, click the Learning History tab. 7. Click the Learning History tab. 8. Previous course enrollments for the selected employee display as well as the status of the enrollment. (e.g., attended, completed (for online courses), cancelled, placed, etc.) The Type column indicates the mode of delivery (e.g., instructor-led or online.) The date of the course offering displays in the completion date column. Note: For online courses, the date shown in the date field is the date the course was first offered online, not the date the employee completed the course. 9. Congratulations! You have completed the simulation on Viewing Employees' Training History. End of. Managing Employee Training Managers delegate their employees' task in their jobs. In some cases training will be necessary to do the assigned task. Viewing the employees' previous training history and the completed date, assist managers with this delegation. Managers have access to enroll the employee in a training course. Viewing Employees' Training History In this exercise you will view an employee's training history. Page 10

13 10. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 11. Click the UVA Manager Self-Service link. 12. Click the Learner Manager link. 13. Click the Learner Home link. 14. The Learner Home: People in Hierarchy window displays. To view the training history for an employee, find the employee in the list and click the Action button. 15. The employee's most recent enrollments will display. To view the employee's entire training record, click the Learning History tab. 16. Click the Learning History tab. 17. Previous course enrollments for the selected employee display as well as the status of the enrollment. (e.g., attended, completed (for online courses), cancelled, placed, etc.) The Type column indicates the mode of delivery (e.g., instructor-led or online.) The date of the course offering displays in the completion date column. Note: For online courses, the date shown in the date field is the date the course was first offered online, not the date the employee completed the course. 18. Congratulations! You have completed the simulation on Viewing Employees' Training History. End of. Enrolling an Employee in a Training Course In this exercise you will enroll an employee in a training course. Page 11

14 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. Click the UVA Manager Self-Service link. 3. Click the Learner Manager link. 4. Click the Learner Home link. 5. In this exercise you will enroll Faith Class06 in a training course. Click on the Action button. 6. The employee's most recent enrollments display. In this exercise you will enroll Faith in the course 'I-9 Online Administration-HR.' Click the button to the right of the Search field. 7. Click the All list item. 8. Click in the Search field. 9. Enter all or part of the course name into the Search field. Enter a valid value e.g. "I-9". 10. Click the Go button. Page 12

15 Step Action 11. The available course(s) that match the keyword entered in the search field will display. Click on the link for the course I-9 Online Administration-HR. 12. Click the Enroll button. 13. For most classes there is no charge, so you can ignore the Enrollment Details fields. If there is a charge, you may enter the PTAO information. Click the Apply button. 14. You will see a confirmation of the enrollment in the class. The employee will receive an confirming their enrollment in the class as well. To avoid confusion, remember to inform the employee of the enrollment. 15. Congratulations! You have completed the simulation for Enrolling an Employee in a Training Course. End of. Managing Employee Emergency Event Status The purpose of the Employee Emergency Event Status is to indicate whether an employee should report to work or stay at home in the event of an emergency. Designated employees are considered "first responders" to maintain or restore critical functions of the University, and should report to work unless expressly notified otherwise by the employee's manager. Non-designated employees are expected to stay home during emergencies, even if reporting to work is possible, unless expressly notified otherwise by the employee's manager. Alternatively, non-designated employees may be asked to telecommute or work from an alternate location. An employee's emergency event status is maintained in the Integrated System. Managers, through Manager Self-Service, can update an employee's status. Updating Employee Emergency Event Status In this exercise you will update an employees' emergency event status. Page 13

16 1. Begin by navigating to the Integrated System HR/Finance. Enter your User Name, Password and click the Login button. 2. Click the UVA Manager Self-Service link. 3. Click the Emergency Event Status link. 4. The Emergency Event Status: People in Hierarchy window displays. Find the employee you wish to update in the list. Click the Action button. 5. The Emergency Event Status: Special Information window displays. Click the Update button. 6. The Emp-Emergency Event Status window displays. Click in the Emergency Event Status field. 7. In the Emergency Event Status field, type the new designation (either Non- Designated or Designated) as appropriate. The field is case-sensitive. Tip: You can type part of the word, e.g., Des, and hit your tab key and the rest of the word will automatically populate. You can enter an end date if the status change is temporary. Type "Designated" in the Emergency Event Status field. 8. Click on the Apply button. 9. Note the Status is 'Updated'. Click on the Next button. Page 14

17 Step Action 10. Click the Submit button. 11. Click the Home button to return to the navigation screen. Start with step 2 to change the status for another employee. 12. Congratulations! You have completed the simulation for updating an Employee's Emergency Event Status. End of. Page 15