etime/webclock Employee Training Manual

Transcription

1 etime/webclock Employee Training Manual March 2012

2 eleave/webclock Employee Training Manual College of Veterinary Medicine 2

3 Introduction Welcome to the eleave/webclock Employee Training Manual. This training teaches employees to enter and review time and attendance information utilizing the eleave and Webclock system. This system is browser-based (online) and very easy to use. It is very important to remember that you will not get paid if you do not have an approved timesheet submitted by the deadline date! Components of etime for Biweekly Employees Table of Contents Accessing the System Page 4 The Home Page Page 5 Entering a Leave Request Page 6 How to Clock In Page 9 How to Clock Out Page 12 Meal Breaks Page 13 Forgetting to Clock In/Out Page 13 How to Indicate Call-Back Time Page 16 Indicating Hours as Overtime or Comp Time Page 17 Holidays including Working Holidays Page 18 How to Submit Your Time for Approval Page 18 Making Edits to Your Timesheet Page 20 What Happens if My Timesheet isn t Approved by the Deadline Page 20 What Happens if My Timesheet is Denied Page 20 Critical Process Steps Page 21 Frequently Asked Questions (FAQ) Page 22 eleave/webclock Employee Training Manual College of Veterinary Medicine 3

4 A Word About Your Username and Password. The eleave/webclock system utilizes your Ohio State Username (lastname.#) to access the system. You may need to activate your account by either calling the OSU Help Desk at 688-HELP or online at You will also need to have an active CVM Login Account. Please contact your departmental Human Resources Professional for the appropriate paperwork to establish your account. Logging In and Out of the System Access to the system is browser-based, which means you will be entering and reviewing your time and attendance information on a computer using a web browser. You may enter and review your time and attendance information from any computer in the College. There are two kiosks located on the first floor in the large animal hallway in the Veterinary Medical Center. Steps to log into etimesheet 1. Open Internet Explorer from your desktop. 2. Choose etime from the favorite bar or favorites listing or you can type in the address of 3. Type in your Ohio State Username (lastname.#) and the associated password. 4. Click the Login button. To log off the system, select the Log Off button in the upper right hand corner. eleave/webclock Employee Training Manual College of Veterinary Medicine 4

5 The Home Page is the first page in etime and includes tabs for the following links: Home (Press this to be brought back to the Home Page anywhere in the system) Search (Press this to search historical timesheets) Preferences (Do not make any changes to this panel) Leave (Press this to access the eleave system and to enter leave requests) Help (Press this to access help information) In addition to the menu tabs, the Home page also includes: Personal Information About You shows fields including your name, your employee ID, your working title, department, and primary supervisor. Pay Period This is the current pay period. Will show both weeks included in the pay period. There are typically 26 pay periods in a year, but some years have 27 pay period. Week This shows the current week of the pay period. Reported Hours Shows hours to date of time recorded including any leave submitted and approved. Time Details Contains the Clock In and Clock Out buttons and a blue link to view the detailed timesheet. You will submit your detailed timesheet on a weekly basis. eleave/webclock Employee Training Manual College of Veterinary Medicine 5

6 You must submit leave requests for time off prior to submitting your timesheet to your supervisor/ coordinator for approval. You should verify that your leave requests have been approved before you submit your time. If you don t verify that your leave requests have been approved, the time will not be included in your timesheet and you may be shorted in your pay. You can submit a leave request from anywhere you have access to the internet (i.e. home, etc.) 1. From the home page, click on the Leave link in the menu. 2. The eleave system menu looks similar to the etimesheet menu with the exception that instead of a link to leave, there is a link back to the timesheet. 3. Select the dates of leave using the pop-up calendar. You can select just one day or a range of days. You will need to fill out leave requests according to the university s leave policies as well as your unit s policies 4. Pick the Job you want the leave request to apply to under Job Details. Doing this will allow the tool to send your request to the correct approver. 5. Indicate the Leave Designation. Please note that Family and Medical Leave and Work Related Injury/Illness require documentation. Please consult with your unit s HR contact for instructions on qualifying for and documenting these statuses. 6. Pick the type of leave by entering the total hours and selecting the appropriate type from the drop down menu. Choosing Sick will require a reason for the leave. The TRC Code box will automatically populate. eleave/webclock Employee Training Manual College of Veterinary Medicine 6

7 If you chose Sick Leave, an additional box will be opened to allow you to indicate the type of sick leave such as Illness/Injury for Self or Family, Medical Appointments for Self or Family, and a Death in Family. If you select an option for using sick leave for a family member, then you will also need to designate the family member. A listing will be provided of qualified family members. If the relationship is not noted, then you must use vacation time. 7. Click Create Leave Request to view a summary of your leave request before you submit it for approval. You can make changes from the summary screen if necessary. 8. When you click Create Leave Request then the leave dates, hours, and type will open into editable fields so you can add or delete rows of leave, adjust the hours, or change the type of leave requesting. 9. Enter a comment if you need to communicate with your leave request approver. Please note that comments are public record. They cannot be deleted and can be viewed by anyone. Do not include medical documentation in the comments. Important Note: Comments are public record. Do not enter any information that is personal or medical. You should use comments to communicate information to your supervisor such as time leaving for medical appointments, etc. 10. View your leave balances and future leave hours to be deducted. Approved leave requests are contingent upon adequate leave balances. eleave/webclock Employee Training Manual College of Veterinary Medicine 7

8 11. Check the Statement Box which acknowledges that you understand that approval of leave is contingent on the availability of adequate leave balances. 12. Take Action! Once you enter leave, click one of the buttons as defined below: Save for Later - choose this option if you want to save this request for later. Submit for Approval choose this button if you want to submit your request to your supervisor. Return to Home choose this button if you want to return to the home page without saving your request. You will have to reenter the request A Word About the Status of Your Timesheet It is important for you to monitor the stages of your timesheet. You must ensure that your leave and your timesheet are being approved by your supervisor. The HR Professional for your department will not automatically ensure your information is approved or that you get a paycheck! Only your supervisor and/or the supervisor s back-up approver can approve your time.. eleave/webclock Employee Training Manual College of Veterinary Medicine 8

9 You will need to clock in and out each time your work. You will need to submit your time no later than on Friday and/or your last work day including Saturday if applicable. You can submit time in the future if necessary (example: going on vacation you can submit your timesheet prior to leaving on request PROVIDED all applicable leave requests have been approved) 1. If you are in the eleave system, simply click on Timesheet OR 2. If you are not already in the eleave system, then open Internet Explorer and type in -- Log in using your OSU User ID (Name.#) and Password OR 3. If you are at a kiosk, simply click on the icon for etime. 4. On the Home page, under Timesheet Views, click on the week you wish to log time. You access the webclock by clicking on a blue View Webclock link. eleave/webclock Employee Training Manual College of Veterinary Medicine 9

10 4. This will bring up the webclock home page. On the webclock page you will see a link for Preferences and the pay period information. Clock In Click this button to clock in and start the system recording your time. This button will be grayed out if you are already clocked in. Clock Out Click this button to clock out and end the system recording your time. This button will be grayed out if you are already clocked out. 5. Clock In. Click on the Clock In button. eleave/webclock Employee Training Manual College of Veterinary Medicine 10

11 Once you press the Clock In button, it will turn gray and the Clock Out button will now be active. 6. That s It! You are now Clocked In! Log Off and Close the Browser! Always log off the system AND close the browser. This will ensure that the next person using the system will not be able to access your webclock records. ALWAYS LOG OUT AND.. CLOSE THE INTERNET BROWSER (UPPER RIGHT HAND CORNER) (Not required for Kiosks) eleave/webclock Employee Training Manual College of Veterinary Medicine 11

12 1. Log into the system using your name.# and password. (See Access/Clock In Sections for Information) 2. Click on the Clock Out button the Clock Out button will turn grey and the Clock In button will become active again. 3. Reported Hours when you clock out, the Reported Hours field will updated with the new time recorded. 4. Clock Hours by Day will update with a summary of hours by day including any leave time submitted and approved That s It! You are now Clocked Out! Log Off and Close the Browser! Always log off the system AND close the browser. This will ensure that the next person using the system will not be able to access your webclock records. eleave/webclock Employee Training Manual College of Veterinary Medicine 12

13 You are required to clock in and out for meal breaks. All employees of the college are strongly encouraged to take a meal break. It has been proven that meal breaks help productivity and morale within organizations. You should refer to your departments policies on meal breaks and should not make changes to your schedule without first checking with your immediate supervisor. To clock in and out for meal breaks, you use the same procedures identified in the How to Clock In and How to Clock Out section of this manual. You are required to clock in and out of work time at the designated start and end time of your shift. In the case where business need or otherwise causes you to miss clocking in or out, you can edit your timesheet as follows. Any edits made to the timesheet requires comments and may or may not be approved and accepted by the supervisor. The supervisor has the right to deny any adjustments in time. 1. Log into the system. 2. Find the week of work that contains the time to be adjusted You can only adjust time for timesheets in the status of Created, Not Submitted you can not adjust time for future dates or for Approved timesheets unless your supervisor unapproves the timesheet Click on View Webclock to bring you up to the appropriate week and timesheet. 4. Once in the Webclock, click on the blue View Detailed Timesheet link (see below) 4 eleave/webclock Employee Training Manual College of Veterinary Medicine 13

14 5. You should now be in the timesheet view. The timesheet view contains: Employment Information information about your such as your name, your employee ID, your department, and your supervisor. Status the current status of the timesheet. Pay Period the applicable pay period associated with the timesheet (2 weeks) Week the applicable week of the pay period. Reported Hours total number of hours submitted thus far for the week. Leave requests that have been submitted and approved will be included in this balance. eleave/webclock Employee Training Manual College of Veterinary Medicine 14

15 6. Select the day and either the in or out clock time and click on the edit button. This will open up a field in which you can adjust your clock in and/or out times. 7. Enter the correct time in the field 8. Enter Comments Comments are required when editing time. You must include the reason for the adjustment such as Forgot to clock in, Forgot to clock out, etc. An unreasonable number of adjustments due to forgetting to clock in or out may lead to corrective action Take Action! Select either: a. Save For Later this will save the adjustment and timesheet for later action b. Submit for Approval clicking on this box will submit the FINAL timesheet to the supervisor for approval. ONLY click this button if you are done entering and/or adjusting time for the week. You may not be able to make adjustments after it has been submitted. c. Return to Home click this to return to the home page without saving any changes. eleave/webclock Employee Training Manual College of Veterinary Medicine 15

16 Non-exempt full time staff (75% or greater) are eligible per the University to receive call back pay, if they are called back to work after the end of their regular shift. You need to indicate call back time in the comments section for each day you obtain call back hours. 1. Login to the system. 2. Clock in to the system upon arrival of the call back shift. 3. Clock out at the end of the call back shift. 4. After you clock out, click on the View Detailed Timesheet link Find the hours associated with the call back shift and enter Call Back in the Comments box for that day. You will NOT need to click on the edit box in the system to generate a Comments box. If you do not indicated Call Back then the time will be paid as regular hours. eleave/webclock Employee Training Manual College of Veterinary Medicine 16

17 6. Take Action! Select either: a. Save For Later this will save the adjustment and timesheet for later action b. Submit for Approval clicking on this box will submit the FINAL timesheet to the supervisor for approval. ONLY click this button if you are done entering and/or adjusting time for the week. You may not be able to make adjustments after it has been submitted. c. Return to Home click this to return to the home page without saving any changes. With webclock, you will be able to better track the number of hours you have worked in a week. Any hours over 40, result in overtime for that week. If the overtime is due to a business need and/or you have prior approval, you can obtain overtime pay. If the hours above 40 are due to non-business need (clocked in earlier than shift) then the time is only paid as compensatory time. Multiple early clock in s or clock out s may result in corrective action if there is no associated business need. Staff should perform personal tasks prior to clocking in such as putting away their coat or lunches, attending to restroom needs, talking with co-workers about non-work related topics, etc. Only when you are ready to work and at your workspace, then you should clock in. Likewise, you should clock out prior to performing personal tasks such as putting on your coat, getting personal items such as purses and/lunch bags, talking with co-workers about non-work related topics, etc. 1. Login to the system. 2. Clock in or out as necessary for your shift. 3. If you have accumulated hours above 40 for the week, click on the View Detailed Timesheet link. 4. In the Extra Hours As box, there is the option for overtime or comp time select one or the other. All hours that exceed 40 for this week, will be paid at this designation you can no longer select by the day but rather by the week. 5. Take Action! Select either Save for Later, Submit for Approval, or Return to Home: eleave/webclock Employee Training Manual College of Veterinary Medicine 17

18 If you are eligible for Holiday Benefit Pay (non-worked), the system will assign your holiday pay based on the full-time equivalent percentage of your appointment (FTE). These hours will automatically populate your timesheet. If you work on a holiday and are entitled to Holiday Premium Pay (worked), you will need to clock in and clock out on the appropriate day for your shift, and the system will automatically calculate the appropriate Holiday Premium Pay for the time worked. For more information on the Holiday Policy, go to At the end of each week, you are required to review your time and leave and submit your timesheet to your supervisor for approval. Before you submit your time, you must make sure ALL applicable leave requests for the week have also been submitted AND approved! Do not submit your time if you have outstanding leave that needs approved otherwise, you will be underpaid. If your supervisor has not approved your leave yet, contact them ASAP. If they are out, you need to contact a back-up approver as noted on the submitted view of both the timesheet and leave request pages. 1. After you have clocked out for your last shift of the week, click on the View Detailed Timesheet link on the homepage. 1 eleave/webclock Employee Training Manual College of Veterinary Medicine 18

19 2. In the timesheet view, review your time and leave and make sure your total weekly balances are correct. 3. If no edits or corrections are needed AND your leave is visible, then Take Action! Select either Save for Later, Submit for Approval, or Return to Home: Messages You May Get When You Submit Your Timesheet for Approval: You may get one of the following messages when you submit your timesheet: Hours Submitted Are Less Than Scheduled you will get this message when you work less than your standard hours. If you choose to submit the timesheet, you will be paid the hours as they are in the timesheet. You can choose to return to the timesheet and submit leave to cover the difference in hours submitted to ensure a full paycheck. The HR Professional is not responsible for ensuring you have paid leave time to cover any shortages in your time. Hours Submitted Exceed Scheduled Hours you will get this message when you have more than 40 hours and have designated the time as overtime or compensatory time. Once you submit the timesheet, all hours over 40 will be paid as such. As a reminder, overtime must be pre-approved or have a legitimate business reason documented in the comments section of the timesheet. Overtime without comments or a legitimate business reason, will be treated as compensatory time. Timesheet Submitted your timesheet has been submitted successfully. REPEAT the process for entering time for week #2! eleave/webclock Employee Training Manual College of Veterinary Medicine 19

20 You can edit your timesheet at anytime up until you submit it to your supervisor for approval. If you need to make edits to the timesheet after it has been submitted, you must have your supervisor unapprove the timesheet. When the supervisor has unapproved the timesheet, you can make adjustments and then resubmit the timesheet for reapproval. Edits can not be done after the designated supervisor deadline. If you have problems with leave and/or your timesheet after the deadline, you must see your departmental Human Resources Professional. PLEASE NOTE: REMEMBER TO GIVE YOUR SUPERVISOR PLENTY OF TIME TO UNAPPROVE AND REAPPROVE ANY CHANGES TO YOUR TIMESHEET. ALL TIMESHEETS MUST BE APPROVED BY THE DESIGNATED DEADLINES! ANY TIMESHEET NOT APPROVED BY THE DEADLINE WILL RESULT IN THE EMPLOYEE NOT GETTING PAID! Supervisors must have leave requests and timesheets approved prior to Monday at Noon each payroll week (every two weeks). If your timesheet is not approved by the deadline, you must contact your supervisor and ensure they approve your timesheet. If your supervisor is unavailable, you must contact the backup approver. Your HR Professional can assist you with determining your back up approver. NOTE: You can help your supervisor by ensuring that your timesheet is submitted on a weekly basis, and that you submit your timesheet no later than the end of your shift on the last working day of the week! Supervisors have the right to deny your leave request and/or timesheet if they feel it is not accurate or complete. They may also deny your request if you have unapproved overtime you may be required to change it to compensatory (comp) time. Supervisors are required to submit comments anytime they deny a timesheet. If your leave request or timesheet is denied: 1. Read the supervisors comments provided to you in the leave request/timesheet. 2. Discuss the comments with the supervisor. 3. Make the appropriate adjustments online. 4. Resubmit the leave request and/or timesheet for re-approval. Ensure it gets approved by the supervisor in enough time to meet the deadline. eleave/webclock Employee Training Manual College of Veterinary Medicine 20

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22 Q Does the leave need to be approved before it downloads into the timesheet? A Yes; only approved leave loads to the timesheet. Requested leave does not display in the timesheet. A good rule of thumb if you don t see it in the timesheet, then don t submit it! Q If the deadline is approaching and I m still waiting for a leave to be approved, what do I do? A Submit your timesheet with the hours worked for the period. Make sure to exclude the leave hours from the timesheet. Once the leave is approved in eleave, it will automatically load onto the etimesheet. As long as the leave doesn t cause the total hours on the timesheet to exceed 40, you will not need to resubmit the timesheet. Q Can I attach documentation, such as a doctor s note, to my leave request as an attachment? A No; attachments are not designed to be part of the functionality. We don t want sensitive medical information captured with time and leave because that information is public record and subject to the Ohio laws of disclosure. Employees will continue to submit the documentation using the current process. Q If I submit a leave request in advance and my plans change, who deletes the request, me or my supervisor? A The employee controls the leave request; if plans change, the employee needs to delete or edit the leave request. Supervisors can make changes to leave requests. The supervisor is notified of the deletion (it appears in the worklist like any other leave request), and approves it. Once the supervisor approves the deletion of the leave request, the associated time disappears from the timesheet. Q Will I get a reminder that my timesheet is due? A No automatic notification is generated by etimesheet. Employees can view the timesheet deadlines on the etime webpage located on the CVM Website. Q What if my supervisor is absent when my timesheet is due? A Supervisors have backup approvers who can approve in their absence. You can identify the backup approver on the submitted timesheet or leave request; approvers and backup approvers display on the timesheet view. eleave/webclock Employee Training Manual College of Veterinary Medicine 22

23 Q What if I m absent and can t submit my timesheet? A The timesheet is web based and can be submitted from anywhere. If you do not have internet access, your department HR Professional should be contacted and will coordinate getting the timesheet submitted on your behalf. Q Can you edit comments in a saved timesheet (that has not been submitted for approval)? Are there any times you can edit comments? A Comments can t be changed after the leave request or timesheet is saved, regardless of whether the timesheet or leave has been routed for approval. Q Is there an overnight delay when submitting a timesheet or leave request for approval? A No; supervisors can view submitted timesheets or leave requests immediately after they re submitted. Once they re approved (or denied), the employee has immediate access to the timesheet or leave request. Q What notifications will we receive? A Employees receive notifications in these instances: o o o o When a timesheet or leave request is submitted by the employee or by another person on the employee s behalf. When a supervisor approves or denies a timesheet or leave request When a timesheet or leave request needs to be resubmitted Supervisors receive an notification when a timesheet or leave request has been submitted Q If I have zero hours worked, and no leave taken for the pay period, should I submit a timesheet? A If you are eligible for unpaid leave, you must request it via a leave request and then you must submit your timesheet containing the unpaid leave. Q If I am going on vacation and will be out, can I submit my timesheet early? A Yes; leave requests and timesheets can be submitted early. You still need to ensure that the leave request has been approved by your supervisor and loads to your timesheet before you actually submit the timesheet for approval. Remember, submitting just a leave request will not ensure you get paid! You must submit both the leave requests and the timesheet. eleave/webclock Employee Training Manual College of Veterinary Medicine 23

24 Q What happens if I just forget to submit my timesheet? Will I still get paid like I do now? A No! You will not receive a paycheck if you have not submitted a timesheet. However, you can still complete and submit a timesheet and the hours will be paid during the next pay period. Per the University, no paychecks will be processed off-cycle, no exceptions! Q When is my timesheet due? A The employee deadline for timesheet submittal is after your last working shift of the week. Best practice is to submit your timesheet end of the workday on Friday unless you are on-call for the weekend then you should wait until the end of any hours worked on Saturday to submit your timesheet. Your timesheet will workflow to your supervisor for review. Your supervisor must approve your timesheet by Noon on Monday Q Should I submit my timesheet on a weekly or biweekly basis? A Timesheets must be submitted on a weekly basis, preferably on Fridays upon the completion of your work day. This will allow enough time for your supervisor to review your timesheet and take the appropriate action. Q Will I get paid if I do not submit a timesheet or if my timesheet is not approved by my supervisor or a backup supervisor? A No. In order to address audit concerns, unapproved time will not be paid in the etime environment. Employees and supervisors will need to work together to make sure submitted time is approved. Q I m resigning, how do I handle my timesheet? A You will need to submit your timesheet for approval before you leave at the end of the last day of work. You will have access to etime through the end of your last day of employment. You must submit a letter of resignation no later than two weeks before your last day of employment. Q Will my pay frequency change with etime? A No. You will continue to get paid every two weeks. The same university pay calendar will remain. Q What is I don t know my OSU ID? A Please contact the OIT Help Desk at 688-HELP (4357) for assistance confirming your OSU Kerberos ID and/or Password. Q My timesheet doesn t show the hours of leave requested. A Make sure the leave request has been submitted and approved by your supervisor. Leave will not appear on the timesheet until it has been approved by your supervisor. This is almost always the eleave/webclock Employee Training Manual College of Veterinary Medicine 24

25 cause of the problem. Make sure also that you are viewing the correct pay period. Please note that a timesheet can be submitted if leave is pending approval by the supervisor. Q What happens if I accidently submit my timesheet before the end of the week? A Your supervisor can unapprove your timesheet and open it back up for you to edit. Once you have made the edits, you will have to resubmit the timesheet and your supervisor will have to reapprove the timesheet. Q How do I view a timesheet from a previous pay period? A From the Home page, use the drop down box to change pay periods. The dates shown in the dropdown are Sunday through Saturday, or Click on the Search tab and specify the date range of the timesheet you wish to view. Q How do I edit a submitted/approved timesheet? A If the timesheet has been approved- o The supervisor must access the timesheet for the week in question and click unapproved. The employee will receive an notifying them that they must resubmit their timesheet. Edits can be made and resubmitted for approval. Q My timesheet won t submit due to insufficient leave balances? A Due to timing related to payroll processing, a leave request can be approved when balances are insufficient. Therefore, the system had stop occurs within etime, NOT eleave. When this occurs, correct your leave request, notify your supervisor that your leave request has been submitted for approval, and then submit your timesheet. Q I do not have access to a computer. How will I complete my timesheet? A Please discuss this with your supervisor. Any college/university computer with internet access, can access etime. In addition, those located in the VMC can utilize two kiosks stations in the middle hallways (same location as old timeclock). Q What happens if I notice my paycheck amount is incorrect? A Incorrect paychecks must be brought to the attention of your department HR Professional. Incorrect paychecks due to employee and/or supervisor error will be resolved in the next paycheck. No exceptions. eleave/webclock Employee Training Manual College of Veterinary Medicine 25