Accessing NOVAtime You can access NOVAtime from any computer. You will however need a standard Internet browser (preferably Windows Internet Explorer or Mozilla Firefox ). Log into my JPSO and sign in as you would normally sign on to view pay stubs, etc. Username: last name _ first initial then middle initial it is in lowercase letters. Your Username is assigned by the IT DEPT, so if you have any questions, contact them for assistance. Help Desk 363-5563 EXAMPLE: smith_je NOVAtime Technology, Inc. 1
Select NOVAtime. NOVAtime Technology, Inc. 2
Select EWS Employee Web Services Link. NOVAtime Technology, Inc. 3
Figure 2.1 EWS Login This is the EWS main screen and you are able to do several different things on from this screen. 1. You can Punch In or Punch Out 2. You can access your individual Employee information; View your Timesheets; and Request Time Off. You are also able to look back at history records of your timesheets and usage of your Sick, Annual and Military usage, if you are eligible for Military Leave. 3. You can use this to Transfer to specific Grants or Parades you are authorized to use. NOVAtime Technology, Inc. 4
Logging In Your ID is your Payroll # Your Temporary Password is Password1 Note this is with a Capital P The system should prompt you to reset your password. After setting your password, you will still need to punch in. Punching In or Out Enter your employee ID in the box labeled ID Enter your password in the box labeled Password. Click Punch' to punch in/out. The system will display a confirmation message. Toll- free Log in number: 1-888-661-4251 NOTE: Not all locations allow their employees to use the Toll Free phone number to punch in/out. Please check with your Supervisor about this. If you are allowed to use the toll-free number, then when you call, just follow the prompts and make sure your entry is accepted. Note: The remainder of this manual covers Employee Web Services which is reached by clicking the Employee Web Services button instead of Punch. NOVAtime Technology, Inc. 5
Employee Web Services In The Employee Web Services screens, you will see 2 Tabs located right under the Novatime Anywhere logo. The Attendance Tab Scheduler Tab Under each Tab, there are drop-down items and those are mentioned in the following section NOVAtime allows employees to view their current timesheet, their schedule, their accruals, and to make requests for time off through Employee Web Services (EWS). The main category for employees in the NOVAtime system is the Attendance category. NOVAtime Technology, Inc. 6
Timesheet The most important page in NOVAtime for employees is Timesheet. An employee can view their timesheets from this tab. Selecting a Pay Period NOVAtime will default to the current pay period. If you wish to view your timesheet from a previous pay period, click the calendar icon (see Fig. 3.1) and select a date from the desired pay period. Timesheet Status and Submitting a Timesheet The current pay period will display an OPEN status until the timesheet is submitted by your timekeeper for approval. Employees DO NOT change the Status of their Timesheets. Verifying Punches After punching in or out, the system displays a confirmation message. Punches can be reviewed in the Timesheet tab once logged into Employee Web Services. In the example above, the employee punched in at 2:59 PM and has not yet punched out. NOVAtime Technology, Inc. 7
Accruals Quickly find your available hours for vacation, sick, and other totals under the Attendance>Accrual History In the example above, the Employee Used 6 hours of Annual leave, leaving this employee with an Available balance of.75 hours for Annual. NOVAtime Technology, Inc. 8
Accrual History The Accrual History view contains both current and historical totals of accruals. To view your totals, expand the details by clicking on the + or sign (in the small box). The details display each entry for each pay code NOVAtime Technology, Inc. 9
Schedules NOVAtime allows employees to quickly view their upcoming schedule through the Attendance>Schedule tab. Viewing Upcoming Schedules The Schedule tab is a read-only tab that allows employees to view upcoming work days. Like the Timesheet tab, view upcoming pay periods by clicking the calendar icon and selecting a date in a future pay period. Additionally, scheduler allows you to view upcoming months by clicking the up and down arrows directly the right of the month. NOVAtime Technology, Inc. 10
Scheduler>Requests Requesting Time-off Requesting time-off in the NOVAtime system takes place through the Scheduler>Request tab. Making the Request You will click on template at the top, which contains all of the reasons for the time you are going to request. Click one time on reason for taking time off, the field will then be highlighted. Click one time on the day of the week below and a box will open up so that you can put your Start and End times and the Number of Hours you are requesting. It is not necessary to enter AM, but it is required to enter PM after the time or you can put it in Military time. Ex: 8:00 to 4pm or 8:00 to 16:00 Select the appropriate week through the calendar icon. Click the appropriate time-off category (see Fig 4.1). Click inside the box of your desired date off. A box will appear to indicate the time off that is being requested. Enter the start time. Enter the end time. Enter the number of hours. Click Confirm. If you wish to add a note to your supervisor, click the yellow + icon after this screen. NOTE: Requested leave time must be for quarter of an hour increments. In other words,.00,.25,.50,.75, 1.00, etc. only. Ex: 10:15 not 10:10; 1:00pm not 1:05pm NOVAtime Technology, Inc. 11
Click Save to finalize your request. You will be unable to make additional requests once your accrual balance reaches zero unless allowed by your company policy. NOVAtime Technology, Inc. 12
Request Approval Process Once you ve clicked Save, NOVAtime begins the approval process. What Happens After Your Leave Request is Submitted? Your supervisor will receive a notice that you have made a request. He or she will then approve or decline the requests that you have made. The next time you punch or enter Employee Web Services, NOVAtime will alert you that your request has been approved or declined by your supervisor. Any additional notes added by your supervisor will appear in the notification. Additionally, you will receive confirmation through JPSO e-mail, if your address has been entered into the system. Cancelling a Leave Request once it has been approved Sign into EWS Go to the Scheduler>Requests tab Go to date of request and find approved leave request You will see a red X. Click on the red X, then hit SAVE. This will remove the request. Your supervisor will receive a notice that you have deleted/cancelled your leave request. Request is then removed from timesheet. NOVAtime Technology, Inc. 13
Timesheet Notes and Reason Codes If you earn ANY Overtime, it is mandatory that you enter a Note with the explanation of why the OT is earned. If you are going to be out for any reason, then you can also use the Notes feature to have that documented on your timesheet. Reason Codes should be added to your timesheet when you earn overtime or just for personal reference. A drop-down list of generic reason codes has been developed to categorize the reasons overtime, special pay coding, or any particular reason your organization has the need to categorize timesheet events. How to add Notes to your timesheet Click in the grayed-out area to the left of the Notes column on your timesheet A box will open which will allow you to enter a note. Note Example: Waited for relief at accident coverage, 97 Westbank Exp- type your name After typing your note, make sure you put your name so if note is viewed by someone else so they will know who put the note. Click OK before exiting Notes field. Click SAVE before exiting your timesheet. After note is saved, you will see an envelope in the Notes column. This indicates there is a Note on this day. How to add a Reason Code to your timesheet Click in the Reason column on the date you want to add a reason code to. Click on the drop-down arrow to display the list of generic codes. Click on the wanted reason code. Code will be added to timesheet. Click SAVE before exiting your timesheet. Forgot to Punch in or Punch Out If you forgot to punch in or punch out, then make sure your Supervisor is notified, as soon as possible, so your time can be corrected for that same day. You should also add a Note on the Timesheet for that day stating that you forgot to Punch. NOVAtime Technology, Inc. 14
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