TIMECARD ONLINE USER GUIDE & EMPLOYEE REQUIREMENTS

Transcription

1 TIMECARD ONLINE USER GUIDE & EMPLOYEE REQUIREMENTS

2 Table of Contents Using Timecard Online 2 Deadlines for Reporting Time and Attendance 4 Entering Time (Hourly Employees) 5 Entering Time (Salary Non-Exempt Employees) 6 Entering Attendence (Salary Exempt Employees) 7 Using Timecard Online (For Supervisors) 8 Further Information/ Contact Information Guide Last Updated 4/14/

3 Using Timecard Online Signing in to Timecard Online Your user name and temporary password will be sent via when you have been set up to report your time and attendance. Upon signing in for the first time, you will be prompted to change your password. You can login to Timecard Online with the following link: If you are accessing Timecard Online while on campus, use the On-Campus Link. If you are off campus, use the Off_Campus Link. Both links can be found on the page linked aboved. Selecting the Correct Job Tab For employees with multiple positions with the Foundation, you must select the correct job tab before entering time. You can find the job tab right below the table that displays your employee information. It is critical that employees who have multiple positions or work for more than one auxiliary (e.g. work for both Loker Student Union and Foundation) report their time under the correct position. Employee Overtime All employee overtime must be submitted to the Foundation Payroll Technician for processing. Employee overtime must be recorded on an Overtime Request Form (can be found on Foundation website s Documents and Forms page under Payroll Forms. ). Employees are required to have all overtime approved by their supervisor in advance of commencing overtime hours. If an employee works overtime hours that are not approved by their supervisors, then they must submit any unapproved hours worked to Foundation Payroll and have their supervisor certify that the time was worked, but not approved. The employee will be paid for the time, but will be subject to disciplinary action, up to and including termination. Employees will not be able to enter overtime in Timecard Online. 2

4 Using Timecard Online Viewing Leave Information With Timecard Online, you have to ability to keep track of your leave time. To view leave time, you will need to click on the Leave Info tab. Once you have clicked on this tab you will be able to see your current vacation, sick, and personal leave balance. You can find the Leave Info tab to the right of the Employee Info tab (see image 1 on this page). Image 1 3

5 Deadline for Reporting Time and Attendance Timecard Due Dates Pay Dates 01/05/17 01/22/17 02/07/17 02/21/17 03/07/17 03/22/17 04/06/17 04/20/17 05/07/17 05/21/17 06/07/17 06/21/17 07/06/17 07/20/17 08/07/17 08/21/17 09/08/17 09/21/17 10/05/17 10/22/17 11/07/17 11/20/17 12/07/17 12/13/17 01/13/17 01/31/17 02/15/17 02/28/17 03/15/17 03/30/17 04/14/17 04/28/17 05/15/17 05/31/17 06/15/17 06/30/17 07/14/17 07/31/17 08/15/17 08/31/17 09/15/17 09/29/17 10/13/17 10/31/17 11/15/17 11/30/17 12/15/17 12/22/17 All timecards must be approved by your supervisor by 10am on the timecard due date. Employees must submit their timecards in accordance with Supervisor and Department requirements. If an employee misses their department deadline or Foundation deadline, a paper timesheet/ attendance report must be submitted as soon as possible to Foundation Payroll. Late timesheets will be processed and paid the following pay period. Employees who submit late timecards more than once without documentation or emergency will be subject to disciplinary actions. Employees will receive an once their timecard has been approved. It is the employee s responsibility to verify that their supervisor has approved their timecard by the prescribed Foundation deadline. 4

6 Instructions for Entering Time Hourly Employees The timecard will display as a grid; the columns of the timesheet represent the days of the week, while the rows represent the hour codes. To enter time first select the appropiate row to enter your hours. For example, if you want to enter regular work hours, select the row labeled HRLY-NE. Enter the total number of hours worked for each day. Use the calendar options to change the work week you would like to enter time for. Employees can only enter time for the current pay period and by the prescribed dates. Any time outside of the current pay period must be submitted to Foundation Payroll on a paper timesheet. Once you have entered all hours worked for the current pay period, you have two options: Save: The save option will allow you to save your entries so that you may review or edit your timecard at a later time. Submit: Once you are done entering your time you will need to submit your timecard to your supervisor for approval by clicking Submit Time (located in the upper right hand corner of the timecard). Hour Code Definitions: HRLY-NE: Hourly - Nonexempt VAC-USED: Vacation - Used PERSUSED: Personal Holiday Used SICK-USE: Sick - Used (Benefited) SIKU NB: Sick - Used (Non-Benefited) *For non-benefited employees only *Full-time regular benefited employees must use SICK-USE Please submit all approval documentation for overtime to Foundation Payroll by the timesheet due date. 5

7 Instructions for Entering Time Salary Non-Exempt Employees Salary employees will not need to enter worked hours. However you will need to enter total hours used in the appropiate Hr Code row. Use the calendar options to change the work week you would like to enter time for. If you have not used any leave time, you must state that no leave time has been used by leaving a note on the first day of the pay period for each leave time Hr Code. To leave a note you must first click on the date box you would like to leave the note. Click on the ellipsis button (see image 2) that appears once clicking on the feild. A window will appear that will give you the option to leave a text note. In the note feild type No exceptions. Once you have typed your note click save. Image 2 Employees can only enter time for the current pay period and by the prescribed dates. Any time outside of the current pay period must be submitted to Foundation on a paper timesheet. Once you have entered all hours worked for the current pay period, you have two options: Save: The save option will allow you to save your hours so that you may review or edit your timecard at a later time. Submit: Once you are done entering your time you will need to submit your timecard to your supervisor for approval by clicking Submit Time located in the upper right hand corner of the timecard. Hour Code Definitions: SICK-USED: Sick - Used VAC-USED: Vacation - Used PERSUSED: Personal Holiday -Used Salary Benefited Employees: Must provide overtime hours worked and required documentation to the Foundation Payroll Technician by the time sheet due date. 6

8 Instructions for Entering Time Salary Exempt Employees Salary employees will not need to enter worked hours. However, they will need to enter total hours used in the appropiate Hr Code row. For example, if they used sick time they would need to enter the hours used in the SICK-USE row. Salary exempt employees must report exceptions in 8 hour increments. Use the calendar options to change the work week you would like to enter time for. If you have not used any leave time, you must state that no leave time has been used by leaving a note on the first day of the pay period for each leave time Hr Code. To leave a note you must first click on the date box you would like to leave the note. Click on the ellipsis button (see image 2) that appears once clicking on the feild. A window will appear that will give you the option to leave a text note. In the note feild type No exceptions. Once you have typed your note click save. Image 2 Employees can only enter time for the current pay period and by the prescribed dates. Any time outside of the current pay period must be submitted to Foundation on a paper timesheet. Once you have entered all hours worked for the current pay period, you have two options: Save: The save option will allow you to save your hours so that you may review or edit your timecard at a later time. Submit: Once you are done entering your time you will need to submit your timecard to your supervisor for approval by clicking Submit Time located in the upper right hand corner of the timecard. Hour Code Definitions: SICK-USE: Sick - Used VAC-USED: Vacation - Used PERSUSED: Personal Used 7

9 Using Timecard Online (For Supervisors) Approving Timecards Supervisors Only Supervisors will have a different home page which has six tabs,. For this guide we will only focus on the Timecard Online and Workflow tabs. Timecard Online Tab This tab will have a link to the timecard entry screen as well as two supervisor reports: Timecard Approval Status - This report will give you detailed information of an individual s timecard. Timecard Online Status Listing - This report will list each employee under your supervision and their submission status. Workflow Tab This tab will provide you with a link to your Workflow Task List, where supervisors can approve timecards. 8

10 Using Timecard Online (For Supervisors) Worflow Task List Upon clicking on the Workflow tab on the home screen, you will be redirected to the Workflow Task List (image below). The Workflow Task List is comprised of four main sections: Workflow Model/Version selection, All Pending Task, History, and Summary: Workflow Model/VersionSsection - This section gives you the option to select which workflow you would like to work with. Currently, the only workflow model avaliable is the TO - Approval model, which is used to approve timecards. All Pending Tasks - This section will list each employee timecard waiting to be approved and allow you to select and approve timecards. To approve a timecard, click the check box to the left of the employee s name and then click on the green check icon to approve or the red x to reject. History - This section show you the history of the timecard. Summary - This section show you the details of the selected timecard. Set Out of Office - If you are out of office and won t be able to approve timecards while you are away, set your status to out of office by clicking Set Out of Office in the menu bar of the Workflow Task List window. This will then forward any timecards sent you (after you have selected this option; prior timecards sent to you before selecting this option will remain on your Task List) to a designated backup. Please coordinate with the Foundation to set up a backup approver; backups are not assigned by default. 9

11 Using Timecard Online (For Supervisors) Approving Timecards by Supervisors also have the ability to approve time via . Once an employee has submitted their timecard, it will be sent to their supervisor s CSUDH address. To approve the timecard, supervisors will need to reply to the by typing Y, Yes, or OK in the first line of the . To reject, reply with N or NO in the first line. Supervisors may leave comments on the timecard; however the comments need to start on a seperate line from the approval line. Comments can be up to 255 characters. Please review the example of the approval below for more details on the approval by process. If you have any issues or concerns please contact the Foundation at (310) Instructions on how to approve time. E00000 Employee Name Employee Foundation ID and Name Timecard Information 10

12 Using Timecard Online (For Supervisors) Job Tab Supervisor must verify the correct job tab is selected for their employee if the employee has multiple positions paid through the Foundation or other CSUDH auxiluries. 11

13 Further Information Timecard Online is a new, custom system that has been developed for CSUDH Foundation. As such, there may be bugs in the system and we need you to let us know about them so that we can have the developer fix them. For questions or Concerns, contact: Amanda Dodd Foundation Director of Human Resources and Payroll Ext adodd@csudh.edu Martha Rafael Sepulveda Foundation HR & Accounting Assistant Ext mrafaelsepulveda@csudh.edu 1000 E. Victoria Street, Carson, CA 90747, SCC 202, (310)