Solomon Timesheet Instructions

Transcription

1 Employee Name: Employee ID #: Solomon Timesheet Instructions 1. Double Click on the Solomon icon located on the computer desktop. 2. Company = CAP 3. User ID = first letter of first name, last name (IE: JJONES) 4. Your User ID = 5. Password = Time05 (use a capital T and the number zero, not the letter O) 6. Click OK 7. Change password by selecting Utility from the toolbar, then Password 8. Record new password for future use: Password should be about 6 characters with at least 1 number, 1 capital letter and 1 small letter 9. Change settings (only need to change once) by selecting Application Options from the toolbar, then check only the following: a. Enter Key = Tab Key b. Show Gridlines c. Show Grid Row Numbers d. Options Save (by saving, you won t need to do this again) U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 1

2 10. Select Time and Expense for Projects located on upper left side of screen. 11. Select Timecard with Rate/Amt Entry 12. Enter your password: (case sensitive) 13. Press OK 14. Place cursor in field titled Week Ending, press F3 and select correct week ending date, select OK Week ending date will always be a Saturday with exception to month end (see last pg.) 15. Press the Save icon The field titled Doc Number will automatically populate with a number 16. Press the Time Detail button in the bottom left corner of the screen (see sample below); this brings you to your actual timesheet where you enter your data Save icon Time Detail 17. Place cursor in Description field and enter how & where you spent your time (ie: driving route Battle Creek, teaching, staff meeting, training, filing, data entry, etc.). 18. Tab over to Day field and change to correct day by using drop down arrow. 19. Tab to Start Time and the enter time you started work on that day using military time. U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 2

3 NOTE: Military time hours from 1:00 am to 12:00 pm are entered normally (ie: 8:30 am = 08:30). Hours from 1:00 pm 12:00 am are entered as military: 1:00 pm = 13:00 4:00 pm = 16:00 7:00 pm = 19:00 2:00 pm = 14:00 5:00 pm = 17:00 8:00 pm = 20:00 3:00 pm = 15:00 6:00 pm = 18:00 9:00 pm = 21: Tab to End Time and enter the time you ended work. 21. Tab to Fund, press F3 and select the appropriate fund associated with your job, select OK. For Head Start: 8 hrs per week is funded by State, 32 hrs per week is funded by Federal 22. Tab to Program, press F3 and select the appropriate program associated with your job, select OK. 23. Tab to Earnings Type, press F3 and select the earnings that reflect the type of hours you are being paid, select OK - hit tab until you reach the beginning of the next row NOTE: Every hour you are being paid must be allocated to an earnings type whether it is vacation, sick, PTO, holiday, etc. If you take off time for an appointment, it must be reflected on your timesheet in order to be paid for that time. NOTE: When you take your lunch break, you will need to enter the time you worked prior to lunch and create a second line entry to reflect the hours you worked after lunch. See example below: Note the end time for Monday morning is 12:00; the start time for Monday afternoon is 12:30 (the gap is the 30 minute unpaid lunch break. U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 3

4 24. Once your entry for the work day is completed, click Save, then close the screen by clicking on the X in the upper right hand corner. 25. At the end of the week, change the timecard status to Completed (see illustration below) NOTE: It is recommended to enter your time each day. To re-enter an existing timesheet, log into Solomon and follow previous steps to access a timesheet. Change the week ending date to find the timesheet you want to view/revise. Steps for completing and printing a timesheet (only at the end of the pay period): 1. After your final timesheet entry at the end of the pay period, save and close the timesheet. 2. Select the Timecard Status button on the Timecard with Rate/Amt Entry screen (see picture below). 3. Change status to Completed and hit the Save icon 4. Close the screen by clicking on the X in the upper right hand corner U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 4

5 5. Under Reports, select Time Card Report 6. Place the cursor on the word EMPLOYEE 7. Click on the Load Template button 8. At the top of the screen, click the Select tab U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 5

6 9. Place cursor in the field with:????? 10. Enter your employee ID number 11. Click on the Print Preview button and review the timesheet 12. Print the timesheet, sign and date it and forward it to your supervisor for his/her signature NOTE: If you are asked to save the template, answer NO End of Month Timesheet Instructions If the first of the month falls in the middle of a work week, you will need to create two timesheets for this week. Example: July 1 st falls on a Wednesday. Timesheet #1 is for week ending June 30 th (hours for Monday & Tuesday) Timesheet #2 is for week ending July 4 th (hours for Wednesday Thursday) June 28 Sunday June 29 Monday June 30 Tuesday July 1 Wednesday July 2 Thursday July 3 Friday July 4 Saturday U:Our Dept/Solomon Proposals & Procedures/Timesheet Instructions Page 6