Training Guide UAccess Employee. Please Note:

Transcription

1

2 Please Note: The lessons in this workbook are designed to guide users through specific examples. You will not have the same examples and information in front of you if you are using this material outside of a live workshop or online tutorial. However, the concepts that are covered in these lessons are valid, and you can use this guide to help you navigate and complete your timesheets. Page ii

3 TABLE OF CONTENTS Welcome to!... 1 Navigating... 1 Signing In to...1 Basic Navigation...1 Add to Favorites...5 Using the Date Field...10 Employee Self Service Time Reporters: Understanding Your Timesheet...12 Introduction to a Timesheet...12 Filling Out Your Timesheet (Exempt/Exception Reporters)...17 Filling Out Your Timesheet (Non-Exempt/Positive Reporters)...25 Reporting Time for Multiple Jobs...32 Reporting Presence At Work (PAW)...38 Using Web Clock...41 Viewing Time Status and Summary...47 Viewing Accrued Leave Balances (Vacation, Sick, and Comp)...50 Setting Up User Preferences...52 Glossary Page iii

4

5 Welcome to! This workbook is directed at Time Reporters and covers basic concepts, terminology, and navigation techniques that you will use to view or edit your timesheet. In these lessons, you will learn to: Navigate to a timesheet Report time using a timesheet View accrued balances such as vacation, sick, and comp time Set user preferences for a timesheet Navigating The lessons in this section review basic navigation principles that apply to most people who use. Signing In to To sign in to : Open a web browser and navigate to (Note: this portal page is not yet available, but it will be by September 28.) When the WebAuth page opens, type in your UA NetID and Password. Click on the icon to launch. Basic Navigation This lesson will show you the fundamentals of navigating within. Procedure The appearance of your Home page in will be different depending on your role on campus. However, there are a few screen elements, as well as some basic navigation, that all users will see. Page 1

6 1. The following links are displayed at the top of every page: Home, Add to Favorites, and Sign out. 2. You can click the Home link any time to return to the Home page. 3. The Add to Favorites link is similar to standard browser bookmarks for frequently accessed folders and content. For more information on using this feature refer to the Add to Favorites tutorial. 4. You can click the Sign out link any time to sign out of the application. 5. The Menu Pagelet is a navigation system of folders displayed in a menu structure. Expanding and collapsing these folders is one way of navigating around the interface. 6. To drill down into the folders in the Menu Pagelet click on either the text or the icon associated with the folder. Click the Self Service link. Page 2

7 or You could also navigate through the Menu by clicking on the arrow in front of the item you are interested in. Click the Arrow graphic. 7. You can expand a folder to see the content inside. This content will be either hyperlinks or more folders. The small icon to the left of the folder text is a visual cue that indicates the difference between a folder and a link. Arrows indicate folders, and a dash indicates a link. 8. When you expand a folder in the Menu Pagelet you also open the associated Navigation Page. Navigation pages are provided as an alternative to the Menu Pagelet for navigating through the application. 9. The folders and links that you see here in the Navigation Page are the same as those you see in the Menu Pagelet on the left. Page 3

8 10. The items that are represented by a blue icon rather than a folder icon are called components. They are the pages where you can actually view or edit data in UAccess Employee. Click the User Preferences link. 11. Once you have drilled down to a component, you may want to collapse the Menu Pagelet to provide more room on the screen. Click the Collapse button. 12. You can expand the Menu Pagelet by clicking on the Expand button Click the Expand button. 13. This completes the tour of the common screen elements and Basic Navigation. End of Procedure. Page 4

9 Add to Favorites Training Guide As you start working more in, you will find that you have certain places you go over and over again. This lesson will show you how to use Add to Favorites to build shortcuts to those places you visit frequently. Procedure The Add to Favorites link works similarly to standard browser bookmarks for frequently accessed folders and content. 1. Once you have navigated to a page that you would like to add as a favorite, you can click on the Add to Favorites link. 2. Your Timesheet page is a good example of a page you may want to add as a favorite. Note: For the purposes of this example, navigating to the Timesheet page has been done for you. You will be taught how to navigate to the Timesheet page in another tutorial. Page 5

10 3. In this exercise, you will add the Timesheet page to your favorites. Click the Add to Favorites link. Page 6

11 4. The Add to Favorites page provides you with a default description of the page you are adding. You can edit this description if you would like. Click the OK button. 5. Once you add a favorite, it is maintained under the My Favorites folder in the menu pagelet. Expand the My Favorites folder to access any saved favorites. Click the My Favorites tree item. Page 7

12 6. You have added a link to the Timesheet page in the My Favorites folder in the Menu Pagelet. 7. You can use Edit Favorites to re-label and re-sequence your favorites. Click the Edit Favorites link. Page 8

13 8. You might want to change the name of the link in My Favorites. Type the desired information into the field. Enter a valid value, for example "My Timesheet." 9. The Sequence number controls the order of the links found, your favorites. New favorites are assigned a sequence number of 0 which puts them at the top of the list. 10. You must save your edits. Click the Save button. 11. Click on the Timesheet link to see your changes. Click the Timesheet link. 12. The link now shows the changes you made. 13. You have successfully added a favorite and used the Edit Favorites Component. End of Procedure. Page 9

14 Using the Date Field This lesson will show you how to use the Date field to view time from different pay periods. Procedure The Date field can be used to view different ranges of dates within a timesheet. 1. To select a date you can: Type in a date or Click the calendar icon next to the Date field and select a date Type the desired information into the Date field. Enter a valid value, for example "06/15/2009." 2. You can either hit the return key or click on the Refresh button to refresh the screen. Click the Refresh Timesheet button. Page 10

15 3. For a calendar view you can click on the calendar icon. Click the Calendar button. Training Guide 4. You can choose any month from the Month drop down menu. Click the Month drop-down list. 5. Click the May list item. 6. You must also choose a date for the calendar to update properly. Click the desired date. 7. Click the Refresh Timesheet button. 8. You have successfully used the Date field to view a different range of dates in a timesheet. End of Procedure. Page 11

16 Employee Self Service All employees at the UA will use the Self Service components of to report time, update contact information, and complete other activities. These lessons will take you through various activities within Self Service. Be sure to use the My Roles link to filter this content to just the lessons that apply to you. Time Reporters: Understanding Your Timesheet Introduction to a Timesheet Every employee at the University is going to need to work with a timesheet. This lesson shows you the basics of how your timesheet will work. Procedure In all employees at the University of Arizona are referred to as Time Reporters. All Time Reporters are required to report information regarding time worked and/or leave time taken. 1. All Time Reporters use a timesheet to report their time. Positive Time Reporters report leave time and regular time worked. Exception Time Reporters report only leave time. This tutorial is a general overview of a timesheet. To learn more about the different types of Time Reporters and how they report time, refer to the Filling out your Timesheet tutorials. 2. Once you are logged in to, you navigate to the Timesheet page. Click the Self Service link. 3. Click the Time Reporting link. Page 12

17 4. Click the Timesheet link. 5. Use the Timesheet page to report time details by Day, Week, or Time Period. 6. You can access quick instructions on how to use the Timesheet page by clicking on the Click for Instructions link. 7. The View By field controls how many days are visible in the Timesheet. You can choose to view your Timesheet by Day, Week, or Time Period (two weeks). To learn how to set the defaults for the View By field refer to the Setting User Preferences tutorial. 8. The Date field is set to show you the current date. You may need to change the date to report time for the correct Time Reporting Period. For more information on using the Date field refer to the Using the Date Field tutorial. Page 13

18 9. You can also use the Previous Week link or Next Week link to change the date of the Timesheet you are looking at. Note: This area will update to match the settings you have chosen in the View By field. For example, if you have chosen to view your Timesheet by Time Period, the links will appear as Previous Time Period and Next Time Period. 10. A total of the Reported Hours for each Timesheet will appear in the Reported Hours area. Currently, there are no reported hours for this Timesheet. 11. Hours are reported in the middle section of the Timesheet where each day of the week has a separate corresponding text box. 12. If your work schedule is the same every week, you may want to configure your Timesheet to pre-populate hours from a previous Timesheet. To learn how to set the defaults to pre-populate hours for each day of the week, refer to the Setting User Preferences tutorial. The default is set to not pre-populate hours. 13. Time Reporters are required to identify the kind of time they are reporting (Regular, Vacation, Sick etc.). The Time Reporting Code (TRC) drop down menu supplies a list of codes for you to choose from. Page 14

19 14. Only the Time Reporting Codes (TRCs) you are eligible to use will be available in the drop down menu of your timesheet. This example may not be the same as what you see in your timesheet. 15. You can use the Save for Later button to save entered time and then complete your timesheet at a later date. For example, you can enter information each day but wait to submit your timesheet at the end of the reporting period. IMPORTANT: If you are a Positive Time Reporter and do not submit your time at the end of the pay period, you will not be paid. 16. Once you have completed filling out your timesheet, use the Submit button to submit for approval. Reported time cannot be approved until you submit your timesheet. IMPORTANT: If you are a Positive Time Reporter and your supervisor does not approve your timesheet at the end of the pay period, you will not be paid. Page 15

20 17. From this page, you can also view your Reported Time Status, Reported Hours Summary or Accrued Leave Balances. To learn more about viewing this information refer to the tutorials on Viewing Time Status and Summary and Viewing Accrued Leave Balances (Vac, Sick and Comp). 18. From this page, you can navigate quickly to other Time Reporting and Self Service pages. 19. Now that you have been introduced to a Timesheet, you are ready to practice filling one out. Please continue to the Filling out your Timesheet tutorials. End of Procedure. Page 16

21 Filling Out Your Timesheet (Exempt/Exception Reporters) Employees who are not eligible for overtime are considered "exempt" employees. This lesson will show how to fill out a timesheet if you are an exempt employee. Procedure Two different types of Time Reporters fill out timesheets. Non-exempt employees are referred to as Positive Time Reporters. Exempt employees are referred to as Exception Time Reporters. This tutorial teaches Exception Time Reporters how to fill out a timesheet. 1. Exception Time Reporters are not eligible for overtime. Exception Time Reporters are only required to report exceptions to their regular hours such as vacation or sick time. 2. Note: Some Exception Time Reporters are required to report Presence At Work (PAW). To learn more about reporting PAW refer to the Reporting Presence At Work (PAW) tutorials. If you are required to report Presence at Work, your department will let you know. 3. Begin by navigating to the Timesheet page. Click the Self Service link. 4. Click the Time Reporting link. 5. Click the Timesheet link. Page 17

22 6. In this exercise you will report 8 hours of vacation and 8 hours of sick time for the week of June 15th. Start by entering the vacation hours. Type the desired information into the 6/15 field. Enter a valid value, for example "8." 7. Next, select a Time Reporting Code (TRC) for the hours you entered. The TRC is used by payroll to identify the kind of Time Reporter you are as well as the kind of time you are reporting. 8. Only the TRCs you are eligible to use will be available in the Time Reporting Code drop down menu of your timesheet. Click the Time Reporting Code drop-down list. Page 18

23 9. Click the Vertical scrollbar box. 10. Click the Vacation Taken list item. 11. Next, enter 8 hours of sick time. Type the desired information into the 6/16 field. Enter a valid value, for example "8." 12. Select a Time Reporting Code for the hours entered. Click the Time Reporting Code drop-down list. 13. Click the Vertical scrollbar box. 14. Click the Sick Taken list item. Page 19

24 15. You have successfully entered vacation and sick time. Note that the different types of time need to be on different rows. In other words, each Time Reporting Code needs its own row. However, if you had additional sick time to report on Wednesday, you could include that time on the same row as Tuesday's sick time. In other words, multiple days that share a Time Reporting Code can be entered in the same row. 16. You could use the Save for Later button to complete your timesheet at a later date if you needed to. 17. Once you have completed filling out your timesheet, use the Submit button to submit for approval. Reported time cannot be approved until you submit your timesheet. Click the Submit button. Page 20

25 18. A confirmation screen shows you that your time has been reported. Click the OK button. 19. Notice the Reported Hours area has been updated to Hours. 20. The Reported Time Status section displays the approval status of your submission. The status of your reported time has been updated to Needs Approval. Your Time Approver will approve the reported time and ensure that leave time is recorded appropriately. Page 21

26 21. You can enter comments for your Time Approver by clicking on the Comments Balloon and entering text in the comments field. Click the Comments button. 22. Type the desired information into the field. Enter a valid value, for example "I changed this from a vacation day to a sick day due to food poisoning." Page 22

27 23. Click the Save button. 24. Click the OK button. Page 23

28 25. Any time you add comments, the Comments Balloon will display dashes. 26. You have successfully reported time as an Exception Time Reporter. End of Procedure. Page 24

29 Filling Out Your Timesheet (Non-Exempt/Positive Reporters) Employees who are eligible for overtime are considered "non-exempt" employees. This lesson will show you how to fill out your timesheet if you are a non-exempt employee. Procedure Two different types of Time Reporters fill out timesheets. Exempt employees are referred to as Exception Time Reporters. Non-exempt employees are referred to as Positive Time Reporters. This tutorial teaches Positive Time Reporters how to fill out a timesheet. 1. Positive Time Reporters (non-exempt employees) are paid based on the hours worked and leave taken (if eligible). If you are a Positive Time Reporter, you are required to record hours worked and leave taken for each work day in the pay period. 2. Begin by navigating to the Timesheet page. Click the Self Service link. 3. Click the Time Reporting link. 4. Click the Timesheet link. Page 25

30 5. In this exercise you will report 22 hours regular time and 8 hours sick time for the week of June 22nd. Start by entering the regular hours. Type the desired information into the 6/22 field. Enter a valid value, for example "8." 6. Type the desired information into the 6/23 field. Enter a valid value, for example "8." 7. Type the desired information into the 6/24 field. Enter a valid value, for example "6." 8. Next, select a Time Reporting Code (TRC) for the hours entered. The TRC is used by payroll to identify the kind of time you are reporting. Click the Time Reporting Code drop-down list. 9. Click the Regular list item. Page 26

31 10. You have successfully entered regular time. Remember: as a Positive Time Reporter, you must report your regular time. If you do not, you will not be paid. 11. Next, you will report 8 hours of sick time on Friday, June 26th. Note that the different types of time need to be on different rows. In other words, each Time Reporting Code (also known as a TRC) needs its own row. Type the desired information into the 6/26 field. Enter a valid value, for example "8." 12. Click the Time Reporting Code drop-down list. 13. Click the Vertical scrollbar. 14. Click the Sick Taken list item. 15. The (-) button is used to delete line information. You can delete a line even if there are already hours reported. Page 27

32 16. To add more lines to your timesheet you would click the (+) button to display the additional lines. 17. You could use the Save for Later button to complete your timesheet at a later date if you needed to. For example, you could enter information on the page each day and submit it at the end of the reporting period. 18. Once you have completed filling out your timesheet, use the Submit button to submit for approval. Reported time cannot be approved until you submit your timesheet. Click the Submit button. 19. A confirmation screen shows you that your time has been reported. Click the OK button. Page 28

33 20. Notice that the Reported Hours field has been updated to Hours. 21. The Reported Time Status section displays the approval status of your submission. The status of your reported time has been updated to Needs Approval. Your Time Approver will ensure the time is accurate and approve the reported time. IMPORTANT: If your timesheet is not submitted and approved at the end of the pay period, you will not be paid. 22. You can enter comments for your Time Approver by clicking on the Comments Balloon and entering text in the comments field. Click the Comments button. 23. Type the desired information into the field. Enter a valid value, for example "I worked six hours on the MOSAIC training project." Page 29

34 24. Click the Save button. 25. Click the OK button. Page 30

35 26. Any time you add comments, the Comments Balloon will display dashes. 27. You have successfully reported time as a Positive Time Reporter. End of Procedure. Page 31

36 Reporting Time for Multiple Jobs Some employees have multiple jobs at the University. This lesson shows you how to fill out your timesheet if you have more than one job at the University. Procedure If you hold more than one job on campus, you will need to report time for each job. In this example, you will enter and submit reported time for two jobs. Note: Supplemental Compensation is recorded as a secondary job. 1. Each job you hold will have a unique Employee Record Number. You will need to report time for each job according to the Employee Record Number. Begin by navigating to the Timesheet page. Click the Self Service link. 2. Click the Time Reporting link. 3. Click the Timesheet link. Page 32

37 4. This Time Reporter works as an Office Assistant, Senior and a Research Specialist. Both jobs are listed on this screen along with information about the Department number, Department Description and Hourly Rate. Note: Time Reporters with only one job on campus will not see this screen. 5. Select the job you want to report time for by clicking the corresponding link in the Job Description column. Click the Office Assistant, Senior link. Page 33

38 6. Notice the Employee Record Number for the Office Assistant, Senior job is 0. The 0 indicates that this is the Time Reporter's primary position. The Research Specialist job is a secondary position and will have an Employee Record Number of In this exercise you will report 16 hours of Regular time for each job. Type the desired information into the 6/15 field. Enter a valid value, for example "8." 8. Type the desired information into the 6/17 field. Enter a valid value, for example "8." 9. Next, select a Time Reporting Code (TRC) for the hours entered. The TRC is used by payroll to identify the kind of time you are reporting. Click the Time Reporting Code drop-down list. 10. Click the Regular - REG list item. 11. Click the Submit button. Page 34

39 12. Click the OK button. 13. The status for your reported time has been updated to Needs Approval. Next, you will report sixteen hours for the Research Specialist job. 14. Click the Next Job >> link. Page 35

40 15. Notice the Employee Record Number for the Research Specialist job is Now report 16 hours for the Research Specialist job. Type the desired information into the 6/16 field. Enter a valid value, for example "8." 17. Type the desired information into the 6/18 field. Enter a valid value, for example "8." 18. Next, select a Time Reporting Code (TRC) for the hours entered. Click the Time Reporting Code drop-down list. 19. Click the Regular - REG list item. 20. Click the Submit button. 21. Click the OK button. Page 36

41 22. The status for your reported time on your second job has updated to Needs Approval. The time for the two jobs has been routed to the appropriate supervisors for approval. 23. You have successfully reported time for multiple jobs using a timesheet. End of Procedure. Page 37

42 Reporting Presence At Work (PAW) Some departments require their exempt employees to report Presence at Work on their timesheet. If your department requires you to do so, review this lesson to learn how to report Presence at Work. Procedure Some Exception Time Reporters will be required to report Presence at Work (PAW). Employees who report Presence at Work are frequently ones who are paid with grant money. Presence at Work is a way of tracking their time for audit purposes. If you need to report Presence at Work, your department will let you know. This tutorial teaches Exception Time Reporters to report PAW using their timesheet. 1. Start by navigating to the Timesheet page. Click the Self Service link. 2. Click the Time Reporting link. 3. Click the Timesheet link. 4. Click the Collapse Menu button. Page 38

43 5. The View By option on this timesheet is set to show a Time Period (two weeks). If the View By option were set to show only one week, you would have to report Presence at Work for each week separately. Setting View By to Time Period means that you only have to report PAW once per pay period. (See the Setting Up User Preferences lesson for details on how to change your View By default.) 6. You will need to choose PAW from the Time Reporting Codes (TRC) field. Click the Time Reporting Code drop-down list. 7. Click the Presence at Work list item. Page 39

44 8. The timesheet now displays on the first day of the time period. This value does not represent one hour of work. It is the default value that appears when a Time Reporter selects PAW from the TRC drop down menu, and it allows the record to be saved. 9. Click the Submit button. 10. Click the OK button. 11. You have successfully reported Presence at Work using a timesheet. Note: A Presence at Work timesheet does not require approval. End of Procedure. Page 40

45 Using Web Clock Training Guide Positive Time Reporters (non-exempt) who work for the Bookstore and Parking and Transportation will be using Web Clock to report time. The use of Web Clock is limited to these two departments on a trial basis to enable the University to assess its usefulness. If your department uses Web Clock, review this lesson to learn how to record your time with Web Clock. Procedure Some Positive Time Reporters (Bookstore and Parking and Transportation employees) will be required to use Web Clock instead of a timesheet to report their time. In this exercise you will use the Enter Punch page to enter both an In and an Out Punch Type. 1. Begin by navigating to the Enter Punch page. Click the Self Service link. 2. Click the Time Reporting link. 3. You can continue to use the links in the Menu Pagelet to navigate to the Enter Punch page, or you can save yourself a few steps and use the links found in the Navigation page. Click the Web Clock link. Page 41

46 4. If you have more than one job on campus, you will need to select the appropriate job from the list on the Select Job Title page. All your jobs will be listed on this page along with information about the Department and Position Number associated with that job. 5. Departments have the option of using specific job titles like "Cashier" or generic job titles like "Student Group A." 6. In this exercise, you will report time for the Cashier job. Click the Cashier link. 7. You will use the Enter Punch page to punch In or Out of each shift. Click the Punch Type drop-down list. 8. Click the In list item. Page 42

47 9. Clicking the Enter Punch button after you have selected the Punch Type records your punch. The system uses the current date and time for the punch. Click the Enter Punch button. Page 43

48 10. The Save Confirmation page gives you details about your recorded punch information. Click the OK button. 11. You will need to punch out at the end of each shift. Click the Punch Type drop-down list. 12. Click the Out list item. 13. Time Reporters can leave a comment for their Time Approvers in the Comments field. 14. Type the desired information into the Comments field. Enter a valid value, for example "I punched out late to help clean up." Page 44

49 15. Click the Enter Punch button. 16. Click the OK button. 17. You will get a warning if you enter the same type of punch twice in a row. 18. In this example you have forgotten to punch out at the end of your last shift. Click the Punch Type drop-down list. 19. Click the In list item. 20. When you try to punch In at the beginning of your next shift you will be alerted to the error with the following warning. Warning -- The reported punch type is the same as the prior reported punch type (13504,3607) Click the Enter Punch button. Page 45

50 21. When you see this warning you must: Notify your supervisor as soon as possible Proceed with your punch by clicking the OK button 22. First, you must acknowledge the warning message. Click the OK button. 23. Then, you need to review the Save Confirmation screen. Click the OK button. 24. You have successfully used Web Clock to enter punch time. End of Procedure. Page 46

51 Viewing Time Status and Summary You may want to check on the status of time that you have reported. This lesson will show you how to do so. Procedure You can quickly view your reported time using the Reported Time Status and Reported Time Summary links. 1. You can use the Reported Time Status link in your timesheet to show and hide information about your reported time. 2. This Time Reporter has time with a status of Approved for 6/22/ The time reported for 6/24/2009 has a status of Denied. If your Time Approver has denied time on your timesheet, you will receive an and will have an opportunity to correct the problem. 4. You can sort by any of the columns found in the Reported Time Status area by clicking on one of the column headers. Click the Status link. Page 47

52 5. The Reported Time Status area also shows the total hours submitted for each day as well as the Time Reporting Code (TRC) used when time was reported. 6. Time Reporters and Time Approvers can leave messages for each other using the Comments bubble. 7. The alarm clock icon in the Exception column indicates that something is incorrect with the reported time on this date. Click the Exception graphic. 8. Exceptions are generated when time is reported and either an aspect of the time is incorrect or the time does not comply with a business rule. In almost every case, the exception will not interfere with your pay. Your Time Approver and/or department Time Coordinator will follow up with you to let you know what the problem was and how to prevent it from happening again. The Description area indicates that this Time Reporter has reported time outside of the allowable limits. Page 48

53 9. Click the Return to Previous Page link. 10. Click the Reported Time Status - click to hide link. 11. Click the Reported Hours Summary - click to view link. 12. The summary view shows you the total hours reported by day. 13. The summary view will also show the total hours reported by Week or Pay Period depending on how you have your View By option set. (See the Setting Up User Preferences lesson for details on how to change your View By default.) 14. You have successfully used the Reported Time Status and Reported Time Summary links to view information about reported time. End of Procedure. Page 49

54 Viewing Accrued Leave Balances (Vacation, Sick, and Comp) This lesson will show you how to view your Vacation, Sick, and Comp time in UAccess Employee. Procedure You can use the Timesheet page to view accrued balances such as vacation, sick and comp time. 1. To check your accrued leave balances, click on Balances click to review link. Click the Balances - click to view link. 2. This is a "real time" record of your sick and vacation time. So, any time that you have entered and saved in this pay period will already have been deducted from the total. Page 50

55 Training Guide 3. If you are eligible for overtime or comp time, those balances will be shown here as well. 4. You have successfully viewed accrued leave balances using a timesheet. End of Procedure. Page 51

56 Setting Up User Preferences You have the ability to customize some of your view preferences as you complete your timesheet. Complete this lesson to learn how to do so. Procedure You can use the User Preferences page to set up your time reporting preferences, such as setting time-related defaults on the Timesheet page. In this topic, you will view the different options available when setting user preferences. 1. Use the Time Reporting Preferences page to set up and maintain your specific time reporting preferences. The preferences that you specify on this page will be reflected on your Timesheet. 2. Use the TRC Code or Description field to configure the format in which the Time Reporting Code is displayed on the Timesheet pages. For example, your default view is REG - Regular, but you can change it to show as Regular - REG instead. Page 52

57 Training Guide 3. TRC drop down menu list items are in alphabetical order. Changing the format in which the Time Reporting Code is displayed will also alter the order in which codes will appear. For example VTC - Vacation Taken will appear either above or below VLVP- Victim Leave Vac depending on the TRC Code or Description format. 4. Use the Time Prepopulation Method field to automatically populate the Timesheet page with data. Select Prior Period to provide default values from the prior period. You will want to do this if you usually work the same schedule each week. Use Blank (which is the default) to specify no default value. 5. Use the Default Timesheet Display field to specify whether time displays on the Timesheet by Day, Week, or Time Period. Note: Time Approvers and Exception Time Reporters who report Presence at Work will want to set this default to Time Period. Doing so will make your work in just a little bit easier. 6. Use the Start Day of Week field to select the default day for the week to start on the Timesheet page. 7. You can navigate quickly to other Self Service and Time Reporting pages from this page. 8. If you want to, you can managers, supervisors, or other employees when you change your user preferences by clicking the Notify button and accessing the Send Notification Page. 9. You have successfully reviewed user preferences for your timesheet. End of Procedure. Page 53

58 Glossary Add to Favorites Add to Favorites is a function that allows you to add personal favorites or shortcuts to your page. Comp Time Comp Time is premium hours earned by employee. Component A Component is a screen in where you can enter, edit, and view data. Exception Time Reporter An Exempt employee is one who is not eligible to receive overtime pay. Informally, this employee type is also known as a "salaried" employee. In, exempt employees are also known as Exception Time Reporters. Exception Time Reporters only file a timesheet when they take time off of work. (In some cases, Exception Time Reporters may need to file a timesheet documenting Presence at Work.) Menu Pagelet The Menu Pagelet is the panel on the left side of that you can use to navigate through the system. Navigation Page The Navigation Page is the set of folders and components that appear in the center of the screen as you navigate through UAccess Employee. This page will change depending on where you are in the system and can be used to navigate. Non-Exempt A Non-Exempt employee is one who is eligible for overtime pay. Informally, this employee type is also known as "hourly." In UAccess Employee, this employee type is also known as a Positive Time Reporter. A Positive Time Reporter must submit a timesheet in order to be paid. The timesheet includes regular time in addition to leave time. Overtime Overtime is a cash premium paid to a non-exempt employee for work exceeding forty hours per week. Page 54

59 Position Number Your Position Number is the number that identifies the job that you hold at the UA. Supervisors and Time Approvers will want to use their Position Numbers to search for just those Time Reporters whose timesheets they need to review. If you aren't sure what your Position Number is, you can look it up in Self Service or ask the Business Manager in your department. Positive Time Reporter A Non-Exempt employee is one who is eligible for overtime pay. Informally, this employee type is also known as "hourly." In UAccess Employee, this employee type is also known as a Positive Time Reporter. A Positive Time Reporter must submit a timesheet in order to be paid. The timesheet includes regular time in addition to leave time. Presence at Work Some departments require their exempt employees to record Presence at Work, which is simply a way of confirming via a timesheet entry that they were at work that week. Most frequently, departments with employees who are paid via grant money will require those employees to record Presence at Work to comply with audit requirements. If your department requires you to record Presence at Work, then your Time Approver or Time Coordinator will let you know. Presence at Work entries do not require approval. Punch Time Punch Time is a method of time reporting that requires a Time Reporter to mark the start and stop of work by interacting with a time collection device. The device records the punch type, date and time. Two punches are matched to calculate an elapsed time at work. Punch Type Punch Type describes an activity captured in punch reporting. The most common Punch Types are In when starting work and Out when ending work. Other Punch Types include Xfer (Transfer), Meal, and Break. Reported Time Reported Time is the time recorded by Time Reporters as they enter punches through the Web Clock or elapsed time on timesheets. Reported Time is approved by Time Approvers and then processed by Page 55

60 Time And Labor Administration Process to become Payable Time. Reported Time Status Reported Time Status is the day by day submission and approval status of time recorded on a timesheet. The status options are: Needs Approval (NA): Time submitted by a Time Reporter and awaiting manager approval Submitted (SB): Time Saved For Later by a Time Reporter that represents a work in progress on a timesheet Denied (DN): Time submitted by a Time Reporter and rejected by the Time Approver Save For Later A Time Reporter can use Save For Later to save time as a work in progress prior to submitting the timesheet for approval. Time Approver A Time Approver is an employee who uses Manager Self-Service components to review, adjust, and approve reported time that has been submitted by a Time Reporter. The Time Approver will usually be the direct supervisor of the Time Reporter. Time Period Time Period is a repeating calendar entry with a fixed duration and start and end date. Time Reporter A Time Reporter is any person who enters time into a timesheet. In other words, every employee at the University is a Time Reporter. Time Reporting Code A Time Reporting Code (TRC) is a category of time reporting representing an activity. For example, you might report Regular, Sick, Vacation, or Overtime. Web Clock The Web Clock is a timesheet that allows Time Reporters to record Punch Time and Punch Type. Page 56