Self Service - Time Reporting CUPE 3 TAs, GAs, INV, LAB. Guide for Users Updated on 6 September 2018

Transcription

1 Self Service - Time Reporting Updated on 6 September 2018

2 Contents Getting Help... iii Supported Browsers... iii Get started... 1 Activate your Ryerson online identity... 1 Enter your direct deposit & emergency contact info in ehr... 2 Update your ehr security access Navigating the new interface Login to tutorials Time Reporting Report payable time Report personal emergency leave Change the date view of the timesheet Adjust hours Glossary ii

3 Getting Help ehr Tutorials You will find a collection of tutorials and user guides for ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services Contact HR Client Services if you experience difficulties logging into ehr or online tutorials ext hr@ryerson.ca Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS Help Desk if you experience difficulties logging into ehr in the Ryerson portal using your Ryerson online identity ext help@ryerson.ca Supported Browsers Firefox OSx + WIN 7/10 Safari OSx Chrome OSx +WIN 7/10 IE WIN 7/10 24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) or hr@ryerson.ca. iii

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5 Get started Your active Ryerson identity gives you access to systems available in the my.ryerson.ca portal and ehr's tutorials. It's a requirement that your computer be connected to the network with a network cable. ehr tutorials are not supported on WIFI connections. To set-up your ehr self service, complete these tasks: 1. Activate your employee/staff role or Ryerson identity - only for new employees. For returning employees, ehr self service is assigned on the start date of the your contract. 2. Enter your direct deposit, emergency contact info in ehr, and consent to electronic T4 slips. 3. Update your ehr security access (if needed). Activate your Ryerson online identity To get started with your Ryerson identity activation, visit the 'How To' page for Faculty and Staff ( Use your Ryerson ID to get access to systems available at my.ryerson.ca portal. About activating your employee role You don't need to re-activate your employee role when returning to Ryerson. Once an additional contract is set-up, you will be automatically assigned the ehr tab on the start date of the contract. Don't know your employee number? Contact the HR Client Services team at: (416) or hr@ryerson.ca (mailto:hr@ryerson.ca) or the administrator assigned to help you get started at Ryerson. You will need the following information to activate your Ryerson identity: 1. First and last name you supplied to Ryerson University (use the correct spelling). 2. Date of birth. 3. Employee number. 1

6 Enter your direct deposit & emergency contact info in ehr Procedure This topic demonstrates how to enter your direct deposit information and emergency contact information into ehr. 1. On the employee self service page, click the Payroll tile. 2

7 2. Click the Direct Deposit menu. 3

8 3. Click the Add Account button. 4. Enter the desired information into the Bank ID field. Enter "123". 5. Enter the desired information into the Branch ID field. Enter "12345". 6. Enter the desired information into the Account Number field. Enter " ". 7. Retype your account number into the Retype Account Number field. Enter " ". 8. Click the Account Type list. 4

9 9. Click the Checking list item. 5

10 10. Click the The bank account identified above belongs to myself, spouse or common-law partner option. 11. Click the I have verified the information above is accurate option. 12. Click the Submit button. 13. Click the OK button. 14. You can change your banking information at any time using your self service options in ehr. Any change to your direct deposit information must be done before the pay deadline. This will ensure your pay will be deposited into the new account on the next pay. 6

11 15. Click the Home button. 7

12 16. You must update your emergency contact information. Navigate to the 'Emergency Contacts' page by clicking the Personal Details tile. 17. Click the Emergency Contacts menu. 8

13 18. Click the Add Emergency Contact button. 19. Enter the desired information into the Contact Name field. Enter "Joe Burr". 20. Click the Relationship list. 9

14 21. Click the Sibling list item. 10

15 22. Click the Add Address button. 23. You can check this box if your emergency contact has the same address as yourself. For this example, click the Same as mine option. 24. Click the Done button. 25. Click the Add Phone Number button. 26. Click the Type list. 27. Click the Business list item. 11

16 28. Enter the desired information into the Number field. Enter " ". 29. Enter the desired information into the Extension field. Enter "1234". 30. Click the Done button. 31. Click the Save button. 32. When you are finished, the general information of your emergency contacts will be generated on this summary page. If needed, click the "+" button to add more contacts. 33. End of topic. End of Procedure. 12

17 Update your ehr security access Do you approve time for other employees? After activating your Ryerson ID, you might need to update your security access to use other parts of the system. If you will approve time, or report payable time as part of your job, update your security to get access to time sheets by department as an alternate approver. Navigate to the time sheet security access form: NavBar > Navigator > System Access > Request Access Update. Will you perform recruiting functions? Recruiting enables administrators, hiring managers, and approvers to recruit and hire candidates to complete the full cycle of local recruitment online. Currently the system is limited to the CUPE Unit 1, 2, 3 hiring only. If you will create job postings and manage the recruiting process for any of these types of applicants for short term contracts as part of your job, then update your ehr security to get access to Recruiting menus as a recruiter or an approver. First, complete the tutorials ( then submit a recruiting security access form for your role as either recruiter or approver. Navigate to the recruiting security access form: NavBar > Navigator > System Access > Request Access Update. Will you initiate or validate appointments? The eappoint system enables departments to recruit their temporary and contract hourly employees for a variety of jobs and process these appointments locally. If you will appoint employees for short term contracts as part of your job, then update your ehr security to get access to eappoint as an initiator or validator. First, complete the tutorials ( then submit the eappoint security access form. Navigate to the eappoint security access form: NavBar > Navigator > System Access > Request Access Update. If none of the options described above apply to you, no further action is required on your part. 13

18 Navigating the new interface View this topic to learn multiple ways of navigating through ehr's new interface. Procedure This topic demonstrates how to navigate through ehr's new interface. 1. The new ehr uses homepages and tiles as the starting point for navigation. Click the Payroll tile. 2. Use the Payroll page to view details of your paychecks. 14

19 3. To go back to the homepage, click the Employee Self Service button. 15

20 4. Click the s List button to view the options. 5. Use the s List to manage your preferences, access the help page, or to sign out of ehr. 6. The NavBar button introduces a new way to navigate. Click the NavBar button to open the menu. 16

21 7. The NavBar displays Recent Places, My Favorites, and Navigator buttons. Use these quick access icons to return to recently used places or your favorite pages. Use the navigator to access other menus. Click the Navigator button. 8. The navigator displays menus not available on your homepage. Click the Self Service menu. 9. A list of self service menu items are available under the Self Service menu. Click the Navigator button to collapse the menu. 17

22 10. Click anywhere outside of the NavBar to close the menu. Note: You can also click the NavBar button (top right corner) to exit the menu. 11. Click the Homepage drop-down menu to select a different homepage. Note: Depending on your access, you may or may not be able to view other homepages. 12. If you are a manager or supervisor, the manager self service menu will be available. Click the Manager Self Service list item. 13. Click the Team Time tile to approve payable time or absences. 14. Use the Team Time page to approve or report payable time and absences for your direct reports. 18

23 15. Click the Manager Self Service (top-left) or Home button (top-right) to go back to the homepage. 16. End of topic. For more information, refer to the how to use ehr page ( for each ehr application. End of Procedure. 19

24 Login to tutorials Your active Ryerson identity gives you access to ehr's tutorials and other resources available in the my.ryerson.ca portal. A collection of tutorials for all ehr applications is available at: ( Requirement: Your computer must be connected to the network with a network cable. ehr tutorials do not support WIFI connections. Procedure This topic demonstrates how to access ehr tutorials with an active my.ryerson username. 1. Decision: Which browser do you use? Select your browser listed below: Firefox, Safari & Chrome Go to step 2 Internet Explorer Go to step 10 20

25 2. Once you have activated your my.ryerson ID ( you will be able to access any ehr online learning. Navigate to the Human Resources ( home page at Click the Learning & Workshops link. 3. Click the How to Use ehr link. 4. A variety of online learning is available for Self Service, Manager Self Service and eappoint. In this example, you will learn how to access the online learning module for the topic 'Personal Information.' Click the Personal Information module. 5. Click the Complete the Personal Information Tutorial Link. 21

26 6. Enter your Ryerson ID username and password information. Click the Log In button. 7. Once you have logged in, the outline pane will display with topics listed (shown on left). 8. If you are experiencing problems logging in, reset the password for all of your resources. This will synchronize your passwords for all your Ryerson accounts. You can do this by logging in to my.ryerson.ca and using the Self Service option to reset your password. 9. End of topic. For more information about using Self Service, refer to the How to Use ehr ( page on the HR web site. End of Procedure. Remaining steps apply to other paths. 22

27 10. Once you have activated your my.ryerson ID ( you will be able to access any ehr online learning. Navigate to the Human Resources ( home page at Click the Learning & Workshops link. 23

28 11. Click the How to Use ehr link. 24

29 12. A collection of online learning is available for Self Service, Manager Self Service and eappoint. In this example, you will learn how to access the online learning module for the topic 'Personal Information.' Click the Personal Information link. 13. Click the Complete the Personal Information Tutorial Link. 25

30 14. The system will prompt you for your Ryerson ID in the User name field and password. Use Firefox, Chrome, or Safari (as your preferred browser), and you will not need to enter RUAD\. If using IE, enter your Ryerson ID using the format shown in this example: "RUAD\john.doe". Tip : Use RUAD\ (back slash) before your ID, and not RUAD/ (forward slash). 15. Once you have logged in, the outline pane will display with topics listed (shown on left). 16. If you are experiencing problems logging in, reset the password for all of your resources. This will synchronize your passwords for all your Ryerson accounts. You can do this by logging into Blackboard and using the Self Service option to reset your password. 17. End of topic. For more information about using Self Service, refer to the How to Use ehr ( page on the HR web site. End of Procedure. 26

31 Time Reporting This section will assist you with using ehr to report your payable time. All CUPE 3904 Unit 3 employees (non-averaged hours) employees are required to report payable time and absences online. By the end of the section, you will be able to: Fill out and submit your time sheets Navigate the time sheet and report absences Add comments to your time sheet entries 27

32 Report payable time As a CUPE 3904 Unit 3 employee (non-averaged hours), you are required to report actual hours worked in order to be paid, and report all absences. You are responsible for ensuring your payable time is submitted and approved prior to the pay deadlines. For more information, refer to the employee resources ( page by clicking the link for your employee group. Sign Up for Reminders You can sign up for regular notifications ( /ta-ga-lab-monitors-invigilators/pay-info/pay-schedule/index.html) for timesheet entry to ensure that your electronic time reporting is completed and approved prior to the pay deadlines. Procedure This topic demonstrates how to submit your payable time. 1. Decision: There are two ways to report time. Please make a selection from the options listed below: Timesheet page Go to step 2 Weekly Time page Go to step 14 28

33 2. On the employee self service page, click the Time tile. 3. If you have multiple active contracts, report time for the appropriate job using the Job Title drop-down menu. 4. To report payable time, click the Time Reporting Code list. 29

34 5. Depending on the type of time you will report select the correct time reporting code for your hours. Descriptions for each code are listed below: Bereavement Unpaid CUPE3 PT Regular CUPE3 Personal (Paid) CUPE3 Stat Worked CUPE3 TAGA Orientation Jury Duty Unpaid Paid Absence Paid Sick Unpaid Sick WCB Unpaid 6. Click the CUPE3 PT Regular list item to report regular hours worked. 7. Enter "6" into the Quantity field. 8. Enter "6" into the Quantity field. 9. Enter "6" into the Quantity field. 10. Click the Submit button. 11. To view the hours you reported by week, click the Weekly Time menu. 12. Depending on the type of time you will report select the correct time reporting code for your hours. Descriptions for each code are listed below: 13. End of topic. To learn how to edit your reported hours, please see the Adjust hours topic. End of Procedure. Remaining steps apply to other paths. 30

35 14. On the employee self service page, click the Time tile. 31

36 15. Click the Weekly Time menu. 16. If you have multiple active contracts, report time for the appropriate job using the Job drop-down menu. 17. The Weekly Time page lists all days of the current week by row. It also shows the total number of hours reported for the week. Use the Previous Date and Next Date arrow buttons to switch between weeks. 32

37 18. Each date row displays the time reporting code used and the total number of hours reported. You can click each date row to report hours, view, edit, or delete current hours reported. For this example, you'll report payable hours. Click the Report Time row. 33

38 19. Click the Time Reporting Code list. 20. Depending on the type of time you will report select the correct time reporting code for your hours. Descriptions for each code are listed below: Bereavement Unpaid CUPE3 PT Regular CUPE3 Personal (Paid) CUPE3 Stat Worked CUPE3 TAGA Orientation Jury Duty Unpaid Paid Absence Paid Sick Unpaid Sick WCB Unpaid 21. Click the CUPE3 PT Regular list item to report regular hours worked. 22. Enter "6" into the Quantity field. 23. Click the Submit button. 34

39 24. To view the hours reported, navigate to the previous page by clicking the Weekly Time menu. 25. The hours you reported are listed under the Thursday, August 2 row. Depending on the type of time you will report select the correct time reporting code for your hours. Descriptions for each code are listed below: 26. End of topic. To learn how to edit your reported hours, please see the Adjust hours topic. End of Procedure. 35

40 Report personal emergency leave All Ontario employers are required to give two paid Personal Emergency Leave (PEL) days to parttime employees. You can record up to ten PEL days, only the first two of which is paid. PEL days cannot be carried forward and are either used in the current calendar year or not used at all. PEL days can be used for: A personal illness, injury or medical emergency The death, illness, injury or medical emergency of a family member or person the employee considers a family member An urgent matter concerning a family member or person an employee considers a family member Reporting your personal emergency leave differs depending on if you have a positive hours or averaged hours contract. For frequently asked questions, see the Ministry of Labour s web site. ( Procedure This topic demonstrates how to report personal emergency leave. 36

41 1. On the employee self service page, click the Time tile. 2. Decision: Select the type of contract for your current job from the options listed below. Positive hours contract Go to step 3 Average hours contract Go to step 9 3. If you have multiple active contracts, select the CUPE 3 positive hours contract using the Job Title drop-down list. 4. Click the Time Reporting Code list. 37

42 5. Click the CUPE3 Personal (Paid) list item. 6. Enter your scheduled hours to record for the PEL into the Day field. In this example, enter "5" hours. Repeat for any remaining days. 7. Click the Submit button. 8. End of topic. To learn how to report personal emergency leave for an average hours contract, restart this topic and select the 'average hours contract' option in this topic. End of Procedure. Remaining steps apply to other paths. 9. If you have multiple active contracts, of which include a positive hours contract, select the CUPE 3 averaged hours contract to report PEL days using the Job Title drop-down list. Note: If you only have an CUPE 3 averaged hours contract, your supervisor or administrator will need report your PEL days. 38

43 10. On an averaged hours contract, payable time is automatically entered for each pay. To report PEL days, re-allocate existing hours to the applicable day. First add a new time row, click the Add button. 11. Click the Time Reporting Code list. 12. Click the CUPE3 Personal (Paid) list item. 13. Remove the existing hours from the days field. 14. Enter the same hours into the applicable day field for the PEL. In this example, Monday and Tuesday are PEL days. Enter "4.80" hours into the Day field. 15. Enter "4.80" hours into the Day field. 16. Click the Submit button. 17. End of topic. End of Procedure. 39

44 Change the date view of the timesheet Procedure This topic demonstrates how to change the date view of time reporting pages. 1. Decision: There are two ways to switch time reporting page views. Please make a selection from the options listed below: Report Time page Go to step 2 Weekly Time page Go to step On the employee self service home page, click the Time tile. 40

45 3. Click the Report Time menu. 4. To change the date of the timesheet, click the Calendar Date button. 5. Click the Next Month button. 6. Click the 2 link. 7. Report time for the selected date. Click the Time Reporting Code list. 41

46 8. Click the Paid Absence list item. 9. Enter the desired information into the Quantity field. Enter "3". 10. Click the Submit button. 11. You have successfully submitted time for the selected date. 12. End of topic. End of Procedure. Remaining steps apply to other paths. 42

47 13. On the employee self service home page, click the Time tile. 14. Click the Weekly Time menu. 15. To change the week view of the timesheet, click the Calendar Date button. 16. Click the Next Month button. 17. Click the 2 link. 43

48 18. Click the Date row. 19. Click the Time Reporting Code list. 20. Click the CUPE3 PT Regular list item. 44

49 21. Enter the desired information into the Quantity field. Enter "3". 22. Click the Submit button. 23. You have successfully submitted time for the selected date. 24. End of topic. End of Procedure. 45

50 Adjust hours All submitted hours can be adjusted by a manager or yourself. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay day. You would adjust your time under the following circumstances: Overpaid for hours worked in a prior pay period. Underpaid for hours worked in a prior pay period. Adjustments to pay must be entered and approved before the pay deadline in order to be processed for the next pay date. For more information, refer to the employee resources ( page by clicking the link for your employee group. Procedure This topic demonstrates how to adjust reported hours. 1. On the employee self service home page, click the Time tile. 2. Click the Weekly Time menu. 3. Decision: Select an option listed below: Overpaid Go to step 4 Underpaid Go to step Click the Previous Date button to navigate to a prior pay period. 46

51 5. In this example, you will remove these 5.00 hours reported, as the employee is overpaid. Click the Thursday, March 22 row. 6. Click the Summary row. 7. Click the Delete button. 8. The hours have been removed for March 22, The Report Time page has updated the total number of hours to zero. 9. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. Remaining steps apply to other paths. 47

52 10. Click the Previous Date button. 11. Click the Wednesday, March 21 button. 12. Click the Time Reporting Code list. 13. Click the CUPE3 PT Regular list item. 48

53 14. Enter positive hours if you were underpaid for hours worked in a prior pay period. The entry will add to your pay at the applicable rate. For example, if you were underpaid by 2.00 hours, enter "2" into the Quantity field. 15. Click the Submit button. 16. The Report Time page has updated the total number of hours reported on this day to 2.00 hours. If needed, you can click the Summary row to view details, edit, or delete the hours. 17. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 49

54 Glossary CUPE3 PT Regular CUPE 3 Part Time Regular Hours is the amount of payable time an employee works during normal working hours. 50