Self Service - Time Reporting Non-Union Casual. Guide for Users Updated on 10 October 2018

Transcription

1 Self Service - Time Reporting Updated on 10 October 2018

2 Contents Getting Help... iii Supported Browsers... iii Get started... 1 Activate your Ryerson online identity... 1 Use ehr's homepages... 2 Navigate ehr with the Navbar... 2 Enter your direct deposit & emergency contact info in ehr... 3 Update your ehr security access 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 Use ehr's homepages There are multiple ways to navigate ehr's interface. Homepages are the starting point for navigation in ehr. Employees have one homepage that is displayed after login, although might have access to other homepages depending on their role in the university. Homepages The navigation launch point to other homepages is at the top middle of a screen on all devices. For more information, refer to the how to use ehr ( page for each ehr application. Navigate ehr with the Navbar The NavBar is the starting point for navigation to other menus not available on a homepage. Once you click the NavBar, the system always displays the Recent Places, My Favorites, and Navigator tiles. Use these quick access tiles to return to recently used places or your favorite pages. NavBar The navigation launch point for the NavBar is the diamond icon at the top right of a screen on any homepage on all devices. For more information, refer to the how to use ehr ( page for each ehr application. 2

7 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. 3

8 2. Click the Direct Deposit menu. 4

9 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. 5

10 9. Click the Checking list item. 6

11 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. 7

12 15. Click the Home button. 8

13 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. 9

14 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. 10

15 21. Click the Sibling list item. 11

16 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. 12

17 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. 13

18 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. 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. 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. Security Access Forms On the Employee Self Service homepage, click the System Access tile. 14

19 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 15

20 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. 16

21 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. 17

22 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. 18

23 11. Click the How to Use ehr link. 19

24 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. 20

25 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. 21

26 Time Reporting This content will assist you with using ehr to report your payable time. All non-union casual employees are required to report payable time and absences online. By the end of the tutorial you will be able to: Fill out and submit your time sheets Navigate the time sheet Report your absences Add comments to your time sheet entries This section applies to: Hourly-paid employees (Non-union casual or short term temporary) 22

27 Report payable time As an hourly employee, you are required to report 'ACTUAL' hours worked in order to be paid, and you must report personal emergency leave in the timesheet. You are responsible for ensuring your payable time and personal emergency leave is submitted and approved prior to the pay deadlines. For information on bi-weekly pay periods and deadline dates, refer to the pay schedule ( for your employee group. This topic applies to: Hourly-paid employees (Non-union casual) Procedure This topic demonstrates how to submit 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 13 23

28 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 list. 4. Click the Time Reporting Code list. 24

29 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 Jury Duty Unpaid NUPT Overtime 1.0 NUPT Overtime 1.5 NUPT Overtime 2.0 NUPT Regular Hrs NUPT Personal (Paid) Unpaid Sick WCB Unpaid 6. Click the NUPT Regular Hrs list item. 7. Enter "7.25" into the Quantity field. 8. Enter "7.25" into the Quantity field. 9. Click the Submit button. 10. To view the hours you reported by week, click the Weekly Time menu. 11. 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. 12. 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. 25

30 13. On the employee self service page, click the Time tile. 26

31 14. Click the Weekly Time menu. 15. If you have multiple active contracts, report time for the appropriate job using the Job drop-down menu. 16. 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. 27

32 17. 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. 28

33 18. Click the Time Reporting Code list. 19. 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 Jury Duty Unpaid NUPT Overtime 1.0 NUPT Overtime 1.5 NUPT Overtime 2.0 NUPT Personal (Paid) NUPT Regular Hrs Unpaid Sick WCB Unpaid 20. Click the NUPT Regular Hrs list item. 21. Enter "7.25" into the Quantity field. 22. Click the Submit button. 29

34 23. To view the hours reported, navigate to the previous page by clicking the Weekly Time menu. 24. The hours you reported are listed under the Wednesday, August 1 row. 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. 25. End of topic. To learn how to edit your reported hours, please see the Adjust hours topic. End of Procedure. 30

35 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 For frequently asked questions, see the Ministry of Labour s web site. ( Reporting your personal emergency leave differs depending on if you have a positive hours or averaged hours contract. Procedure This topic demonstrates how to report personal emergency leave. 31

36 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 non-union positive hours contract using the Job Title drop-down list. 4. Click the Time Reporting Code list. 32

37 5. Click the NUPT 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 averaged hours contract to report PEL days using the Job Title drop-down list.. Note: If you only have an averaged hours contract, your supervisor or administrator will need report your PEL days. 33

38 10. On an averaged hours contract, payable time is automatically entered for each pay. To report PEL days, re-allocate existing hours to a new row for the days taken as PEL. First add a new time row, click the Add button. 11. Click the Time Reporting Code list. 12. Click the NUPT Personal (Paid) list item. 13. Remove the existing hours from the days field. 14. Enter the same hours into the applicable day field for 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. 34

39 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. 35

40 3. Click the Report Time menu. 36

41 4. To change the date of the timesheet, click the Calendar Date (Alt+5) button. 5. Click the 7 link. 6. Report time for the selected date. Click the Time Reporting Code list. 7. Click the NUPT Regular Hrs list item. 8. Enter the desired information into the Quantity field. Enter "7.25". 9. Click the Submit button. 10. You have successfully submitted time for the selected date. 11. End of topic. End of Procedure. Remaining steps apply to other paths. 37

42 12. On the employee self service home page, click the Time tile. 38

43 13. Click the Weekly Time menu. 39

44 14. To change the week view of the timesheet, click the Calendar Date (Alt+5) button. 15. Click the Next Month button. 16. Click the 7 link. 17. Click the Date row. 18. Click the Time Reporting Code list. 19. Click the NUPT Regular Hrs list item. 40

45 20. Enter the desired information into the Quantity field. Enter "7.25". 21. Click the Submit button. 22. You have successfully submitted time for the selected date. 23. End of topic. End of Procedure. 41

46 Adjust hours All submitted timesheet entries 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 information on bi-weekly pay periods and deadline dates, refer to the pay schedule ( for your employee group. Procedure This topic demonstrates how to adjust your timesheet entries. 42

47 1. On the employee self service home page, click the Time tile. 2. Decision: Select an option listed below: Overpaid Go to step 3 Underpaid Go to step Click the Add button. 43

48 4. Enter negative hours if you were overpaid for hours worked in a pay period. In this example, if you were overpaid by 7.25 hours, enter "-7.25" hours into the Quantity field. 5. This example displays the list of time reporting codes for a non-union casual employee. For a complete list of time reporting codes definitions, refer to the glossary in the user guide ( for your employee group. Click the Time Reporting Code list. 6. Click the NUPT Regular Hrs list item. 7. Click the Submit button. 8. The Reported value has been adjusted to reflect the negative hours. 9. Once you have entered all the adjusted hours, add comments with specific details about the adjusted time. Click the Comments button. 44

49 10. Enter the desired information into the Comment field. Enter "Overpaid for day not worked". 11. Click the Add Comment button. 12. The comment has been posted. When you are finished, click the Close (Esc) button. 13. Notice the shaded comment bubble indicates that there is information to be read in the Comments field. 14. You can use the Weekly Time page to review and edit time you have reported in a week view. 15. 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. 45

50 16. Enter positive hours if you were underpaid for hours worked in a prior pay period. For example, if you were underpaid by 7.25 hours, enter "7.25" hours into the Quantity field. 17. From previous time reporting entries, the Time Reporting Code has already been set and is greyed out. If you need to change the time reporting code, remove or add a new row to enter a new code. Refer to the time reporting guide ( for your employee group. Click the Submit button. 18. The Reported value has been adjusted to reflect the new positive hours entered. 19. Once you have entered all the adjusted hours, add comments with specific details about the adjusted time. Click the Comments button. 46

51 20. Enter the desired information into the Comment field. Enter "Late time reporting". 21. Click the Add Comment button. 22. The comment has been posted. When you are finished, click the Close (Esc) button. 23. Notice the shaded comment bubble indicates that there is information to be read in the Comments field. 24. You can use the Weekly Time page to review and edit time you have reported in a week view. 25. End of topic. For more information, refer to the employee resources ( page by clicking the link for your employee group. End of Procedure. 47

52 Glossary Bereavement Unpaid Bereavement Unpaid - unpaid time off taken following the death of a family member. Jury Duty Unpaid Jury Duty Unpaid - service as a juror in a legal proceeding. NUPT Overtime 1.0 Non-Union Part Time (NUPT) Overtime the amount of payable time an employee works beyond normal working hours that is paid at the employee's regular pay rate NUPT Overtime 1.5 Non-Union Part Time (NUPT) Overtime amount of payable time an employee works beyond normal working hours that is compensated at one and a half times the employee's regular pay rate. NUPT Personal (Paid) Personal Paid - two days paid time off from work during periods of temporary absence. NUPT Regular Hrs Non-Union Part Time Regular Hours - amount of payable time an employee works during normal working hours. Positive Hours Positive Hours - the actual hours worked that are reported on time sheet, for each day or part thereof. This time will be used to process a part-time employee's payable work time based on their hourly pay rate. Unpaid Sick Unpaid Sick - unpaid time off from work during periods of temporary sickness. WCB Unpaid Workers' Compensation Board (WCB) Unpaid - used to record unpaid time off for an employee who is unable to work due to an injury. 48