Approving Student Employee Timesheets

Transcription

1 Approving Student Employee Timesheets It is recommended that you approve your student s timesheet on the Monday following the end of a pay period. Timesheets need to be approved no later than 12 p.m. on the Tuesday following the end of a pay period. Log into the portal My UW System portal at A link is available from the HR Home Page. A link is available from the Faculty and Staff Home Page. Log into HRS Go to the Manager Time and Approval section Click on the Manager Self-Service-Time Management link A new window will open and you will be prompted to login into HRS PeopleSoft. Enter your UW-Green Bay username and password. Once you are on the Manager Self Service page, click on Timesheet. 1 P a g e

2 You will now be able to search for your employees. You can search by your Group ID, the Employee ID, or Last Name. If searching by last name, it must be in all caps. o By clicking on the magnifying glass next to Group ID, you will be brought to a screen that lists either a B and/or C number. o The B number will give you all the student employees you are the primary supervisor for and the C number will give you all the student employees you are listed as a backup supervisor. Once you have your search criteria filled in, click the Get Employees button. Depending on your search criteria, one or more employees will be returned. Select the employee you wish to view their timesheet by clicking their name. You will now see the student employee s timesheet. Time should be entered in either format: 7:00 AM or 7:00 A (must include colon and period type (AM/A or PM/P)) The four In and Out boxes should be used as follows: o First In - The student should enter the time they first report to their job. o First Out - The student should enter time if they leave their job, but plan on returning. o Second In - The student should enter time in this field when they return from their break or lunch. o Second Out - This field would be filled in with the time the student left their job for the day. 2 P a g e

3 On the Timesheet page, you will need to review if there are any Exceptions on the students timesheet, by looking for the Exceptions ( ) icon. You will need to correct the exceptions before being able to approve payable time. High exceptions are created when hours appear significantly different than the norm; this includes missed punches, incorrectly entering am/pm, hours in a day totaling more than 24, etc. o You will need to correct any high exceptions directly on the student s timesheet. Once corrections have been made to the timesheet, click the Submit button. The timesheet will have to run through the next Time Administration process before you will able to approve the payable time. Time Administration runs at approximately 9 am, 11 am, 1 pm, 3 pm, and overnight and takes about an hour to complete. After reviewing the timesheet to make sure everything appears correct click on the Manager Self Service link. This will take you to the Manager Self Service Time Management page. Click on the Payable Time link. o Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time 3 P a g e

4 This will take you to the Approve Time for Time Reporters page. Fill in the information to find the employee(s) you want. The date range for finding an employee's submitted time will default to the current pay period. If you want to change the pay period, you can either enter the date in the format MM/DD/YYYY or select a date using the Calendar ( ) icon. Click on the Get Employees button. You will either see a list of employees or the employee you searched for. Click on the employee's Name. This is the Approve Payable Time page. This page will show you any time that has yet to be approved for the employee. You should make sure that the information appears correct. 4 P a g e

5 If anything appears to be incorrect, click on the Adjust Reported Time link to be taken to the employee's timesheet. After reviewing the employee s timesheet, you can return to the Payable Time screen by clicking on the Return to Approval Details button. If everything is correct, click the Select check box for the days you want to approve or click the Select All button. Click the Approve button to approve an employee s time. You will see an Approval Verification message. Click OK if you are sure you want to approve the time. Finally, you will see the Save Confirmation page. Click OK. After clicking OK, you will be brought back to the employee s job that you just approved time for. If your search pulled up multiple employees - On the Approve Payable Time page, you will have links in the upper right hand corner to go to Next Employee and/or go to Previous Employee. These links depend on where in the list of results on the Approve Time for Time Reporters page the employee you clicked on was. You can also use the Return to Approval Summary link to go back to your search for people. 5 P a g e