Index. A Supervisor Guide to Electronic Time Sheets 2

Transcription

1 Index A Supervisor Guide to Electronic Time Sheets 2 1. Logging In 2 2. Your To-Do Items 2 a. Submitted Time sheets Awaiting Review 2 b. Delinquent Time sheets: Aka, Past Due time sheets 4 c. Time sheets incomplete by supervisor 5 d. Dismissing Time sheets en-masse 5 3. The Supervisor Control Panel 6 a. Viewing your Student Jobs: 6 b. Viewing Time sheet Summaries for each student 6 4. Other Side Bar Items 7 a. Manage Jobs 7 b. Business Manager Time Sheet Review 7 c. Report and Change Request 7 d. Manage Jobs (My Control Panel) 7 5. Time sheet Set-Up: An additional step to hiring 7 a. Step one: Complete the SEO On-line hiring process 7 b. Step two: Bridging into the Time sheet 8 c. Step three: Completing the Time Sheet Request 8 Weekly Processing Overview 9 Warnings and Reminders 10 1 of 10

2 Student Employment s TimeSheetX: A Supervisor Guide to Electronic Time Sheets 1. Logging In a. Navigate to your homepage b. Make sure you already have a log-in c. Log-in under the TimeSheetX Log-In. (Student Employment uses the university s CAS system, so your normal NET ID and password are required) 2. Your To-Do Items a. Submitted Time sheets Awaiting Review i. These are sheets handed in by your students and awaiting your review and approval. They are listed chronologically by week worked. ii. Click Review to view time sheet 2 of 10

3 1. Items displayed: Sheet Status, Pay period start/end dates, deadline date, actual pay date of the student (even if semi-monthly), start/end times for each day of the pay period recorded, break times, total hours, and notes. 2. Notes section a. All actions with the time sheet are recorded in the notes section, including entries made and time sheet handling. b. Additional notes may be added by the student and/our supervisor if desired iii. Actions Available to Supervisors Review: 3 of 10

4 1. Approving Time sheet a. Click Approve Time Sheet 2. Send Time sheet Back to Student a. Click Reject Time sheet. You can send an with an explanation. 3. Edit/Add/Change the time sheet yourself a. Click Modify Time sheet. The time sheet then operates exactly the same as a student entering time. * Notes of this operation are recorded. 4. Lock to Time Sheet a. Fairly unimportant feature. Allows no others to touch the time sheet while you are processing it. This happens automatically when required. b. Delinquent Time sheets: Aka, Past Due time sheets i. Types: 1. Never Started sheets a. These are sheets that students did not start either because they did not work or because they have not yet worked b. These sheets can be dismissed by the supervisors 2. Modified sheets a. These are sheets that students have started but have not yet handed in for approval. The date last modified by the student is displayed. b. These sheets cannot be dismissed by supervisors- only by the student. ii. Your Options: 1. Remind the student: a. Click Review and send them the default reminder . 4 of 10

5 2. Manually dismiss the Time sheet yourself (for Never Started sheets) a. Click Review and then Take Possession. b. Click Modify Time Sheet. c. Click Click to dismiss time sheet if no hours will be worked for this pay period. d. Click Complete Changes. e. Click on My To-Do Items to go back to your menu. c. Time sheets incomplete by supervisor i. These are sheets where actions by supervisors remained incomplete. Often this regards dismissing a time sheet by a student. ii. Review the time sheet and dismiss or send back to the student for review. d. Dismissing Time sheets en-masse i. This feature allows supervisors to dismiss Never Started time sheets for each week as a group, rather than individually by student. You must be the primary or secondary supervisor to dismiss sheets. ii. Click on the link Dismiss 5 of 10

6 1. Filter to the selected week 2. Sheets will display if there are any to dismiss. 3. The Supervisor Control Panel a. Viewing your Student Jobs: i. Jobs to which you are assigned as a supervisor will be displayed. ii. The Manage Job Tab will display the job description attached to the position. b. Viewing Time sheet Summaries for each student i. Click on View Hires. 1. This will display the students in this position. 2. Click on All time sheets to view a history of all the time sheets for that student during the course of their position. 6 of 10

7 3. Individual time sheets are available for viewing by clicking Go to time sheet. 4. Other Side Bar Items a. Manage Jobs i. This is a similar option to Supervisor Control Panel. It allows you to view your student positions and each student s time sheet history. b. Business Manager Time Sheet Review i. This is the page that collects all approved time sheet data and displays it in proper format for Time Entry by the Business Office. c. Report and Change Request i. This allows your Business Office to request reports and changes to time sheet dates, supervisors, etc. to the central Student Employment Office d. Manage Jobs (My Control Panel) i. This allows you to transfer to the SEO Jobs system without having to login again. 5. Time sheet Set-Up: An additional step to hiring a. Step one: Complete the SEO On-line hiring process i. Complete the Hiring Record Info and click on Continue to Time Sheet 7 of 10

8 b. Step two: Bridging into the Time sheet i. Confirming the job 1. You must confirm the correct job is made into a time sheet. 2. If the correct job is listed (see below), simply click on Choose job and Continue. 3. If the job title is not listed, click on Click Here to Create New Job. c. Step three: Completing the Time Sheet Request i. Pick the primary Supervisor ii. Add any additional supervisors. You may have as many as you like. 1. Additional supervisors have the same powers as primary supervisors. iii. Select the pay schedule always select Weekly 1. This is likely to default to the correct schedule in the future iv. Select a pre-populated account to assign to the student time sheet. v. If you would like to create a new account, you may do so. A PTAEO Validator checks for current and accurate accounts. 8 of 10

9 Weekly Processing Overview a. Students enter hours during the week and hand in the time sheet i. Deadline: Monday, 8am. b. Supervisor approves time sheets that are handed in (and reminds those who have not done so) i. Deadline: Monday, 1pm (Tuesday, 10am on Holiday weeks) c. Student Employment reviews and finalizes payroll week i. Deadline: Monday, 1:30pm d. Department Time Entry person accesses collected Time Entry Data i. Access time: Monday, 1:30pm ii. Deadline for Time Entry: Tuesday, 12pm (Wed 10am Holiday weeks) e. Time Entry data is cleared from Business Manager View i. Friday 11:59pm. 9 of 10

10 Warnings and Reminders a. Reminders i. Student Reminder of Upcoming Deadline- Sundays 8am: If they have no yet turned in their time sheet ii. Supervisor Reminder of Upcoming Deadline- Monday 8am: If they have any time sheets handed in by students ready for approval or delinquent time sheets. iii. Supervisor Reminder of Deadline Passed- Monday 1pm: For any time sheets still delinquent or ready for approval but past the deadline. b. Warnings i. Warnings are posted within the TimesheetX system for view by both the supervisor and student. They can be dismissed by clicking the right hand corner of the warning box. Warnings are informational only and do not prohibit any action. ii. Overlapping Entry Times: 1. Received if a student enters overlapping times between multiple time sheets. ii. Too Much Time Worked: 1. Received if a student approaches the 40 hour limit during the summer and 19 hours during the Academic Year. iii. Job is Ending: 1. Received one week prior to the end of a student s time sheet/hire. iv. Student Deadline: 1. Received if student did not submit their time sheet by the deadline. 10 of 10