Lexington Public Schools 146 Maple Street Lexington Massachusetts 02420 NOVAtime Instructions Employee Electronic Timesheet 8/17/2017
Lexington Public Schools 146 Maple Street Lexington, Massachusetts 02420 Beginning in July 2017, LPS hourly employees will start to use NOVAtime, an electronic employee time and attendance system, which will eventually replace our current paper timesheets. We will use both NOVAtime and paper timesheets for the first few payrolls. Using NOVAtime s Employee Web Services, employees can: Complete timesheets for hours worked Submit timesheets to Supervisor electronically Request personal time off (sick, vacation, personal days) Review accrual/leave balances Review prior period submissions I. Logging into NOVAtime NOVAtime is a web based program. Navigate to http://time.lexingtonma.gov/ Click on the NOVAtime User Login This will connect you to NOVAtime. Your NOVAtime ID and Password is the same as your Lexington Public Schools network/email ID. 2 P a g e
Enter your Lexington Public Schools network login in the box labeled ID ; e.g., John Doe is jdoe Enter your Lexington Pubic Schools network/email password into the box labeled Password Hit Enter on your keyboard. II. Completing your Timesheet A. Opening Time Sheet and Selecting Pay Period Once logged in, you will see your timesheet. Your timesheet status will be Unopened Your name and employee number will be listed in the top right corner of the screen The current date and time are also in the top right corner of the screen Employees should enter time on a daily basis. Click on Open to open the timesheet the screen shot below is already in the OPEN status. In the center of the screen you will see Pay Period Set the Pay Period to the current pay period (there will be an asterisk (*) in front of the date range during the applicable range) to view your current timesheet. Note - you can click on the back or forward buttons ( «or» ) located on either side of the date range to view a prior pay period or complete a future pay period. 3 P a g e
Once the timesheet is OPEN: Click in the first column under Date o You will see all the days of the week for the pay period you have selected Select the date you want to record time for o Click the Tab button to move to the next column Job Class Click on the drop down box to display options for that field Select the appropriate Job Class code for the time you are recording o Most staff will have one Job Class code but some will have multiple Job Class codes o Staff will need to enter in/out time by Job Class B. Selecting a Pay Code Pay codes describe the type of time that you are reporting. Most of your hours worked will be entered with the 0[WORK HOURS] pay code. See other instructions for entering unscheduled absences and scheduled absences. Click the Tab key to move to the next column Pay Code Select the correct PayCode for the time you are entering o Regular time worked will always be 0[WORK HOURS] Click the Tab key to move to the next column In Enter the time you started working Time can be entered as a number e.g., 815 hit Enter to move to the Out column Enter the time you finished working e.g., 1pm o NOVAtime will default to AM o You will need to type in PM or use Military time o Calculations of time will not occur until the Save button is clicked If you are taking a 30 minute lunch, you should have two entries for that day, e.g., 8am to 12pm, and 12:30pm to 4pm Click the Save button to save your entry 4 P a g e
The following buttons assist in navigating timesheet entry and modification: Used to add additional lines to the timesheet. Used to delete unneeded lines. C. Reporting an Unscheduled Absence from Work, such as a personal, sick or vacation day To record a full day absence on your timesheet: Select the Date and your correct Job Class Select the correct PayCode for the absence o A Pay Code is used to describe your regular time worked or your leave (or absence) time (sickness, personal day, vacation). o The NOVAtime system is set-up so that you only see Pay Codes that you are eligible to use. PayCode 3[SICK LEAVE] was selected in the example below. Tab over to the blank column Reg In the Reg hours column enter the amount of time you were absent from work (the number of hours you will be paid for from your sick time) Click in the Notes box to type a Note for your supervisor. Click the OK button and Click the Save button to record your entry To record a partial day absence (e.g. you had a doctor s appointment in the morning and arrived to work three hours late), you will need to make two entries in your timesheet for the one work day. Select the Date and Job Class code Select the Pay Code. In this instance, choose Pay Code 3[SICK LEAVE] In the blank field below Reg enter the amount of time you were absent from work. You will need to enter another record in your timesheet to reflect the hours you were present at work. 5 P a g e
Please be sure to Save your entry. When combining the two records, the total hours reflected should equal a complete work day. Calculations of time will not occur until the Save button is clicked. Click the Save button after entering all of the information for a given line. Click the Save button after any changes made to the timesheet. Requests for planned absences such as doctor s appointments, personal days and/or vacations should be entered via the Scheduler module. See Scheduler Instructions for details on request entry. D. Recording Classroom Coverage For those rolls eligible for classroom coverage compensation, there is a specific Pay Code for Classroom Coverage. Enter the Date and Job Class and then select the Classroom Coverage Pay Code from the drop down box. You will manually enter the hours of coverage to be paid in the Reg column. Please be sure to only enter time to be paid for classroom coverage that exceeds 45 minutes. In the example below the coverage was from 1p to 2pm. The employee will be paid for 15 minutes or.25 hours in this example. Tab over to the blank column Reg Enter the hours to be paid to you for classroom coverage Click in the Notes box to record the specific details of the coverage o You must indicate the teacher/classroom and o The time period, e.g., 1pm 2pm Click OK to close the Notes box and Click Save to save the record 6 P a g e
E. Revising your Timesheet Below are steps you can use to update and modify existing entries in NOVAtime. Click on the information you would like to update o For example, if you would like to update your hours for a particular day, with your mouse, double-click on the field o Once the field is highlighted you can manually revise the entry o Once you have revised your entry click the Save button to record the updated information Using the red icon, you can delete an existing record entirely, and manually enter the correct data, re-enter the time record. Remember to Save your changes. Your working hours total will update once you save the entries. F. Adding a note to your Timesheet When reporting your time, you can leave a note for your supervisor. This feature will be particularly helpful when explaining or providing detail about an absence from work or if you worked beyond your scheduled hours for a particular day. Before you can add a Note you must first enter your hours. To add a note: Click in the Notes box A pop up field will appear. Type your note to your supervisor in the field. Click OK when complete Click the Save button to record the entry After saving your entry and note, a small envelope icon will now appear in the Note field at the end of your record. You can view or edit your note by clicking on the envelope icon. 7 P a g e
G. Submitting your Timesheet At the end of the bi-weekly pay period, you MUST remember to SUBMIT your correct and complete timesheet for review and approval. Before submitting your timesheet, please REVIEW for accuracy. Be sure that it reflects the total days and working hours for the pay period In the Timesheet Summary section of your timesheet, your total number of reported hours will appear. This total should equal your total number of required hours for a pay period. Once you have reviewed your timesheet and you are certain that it is accurate, select SUBMIT The following statement will appear: If you agree with the statement, click Submit Timesheet, otherwise, click Cancel and continue editing timesheet until correct. The Timesheet Status: will change to SUBMIT after your click the Submit Timesheet button. If you attempt to Submit the timesheet without first saving changes you have made, the following error message will appear: In this case, hit Cancel to return to the timesheet and click the Save button before clicking Submit. Please note that once you Submit your timesheet, you cannot make any further revisions to it. If you need to modify your time sheet before your supervisor has approved it you can click on the Undo Timesheet Submission. This will allow you to edit and re-submit your timesheet. You will need to speak to your direct supervisor to make any further edits if your time sheet was approved. 8 P a g e
III. FY18 Payroll Schedule Electronic Timesheets must be submitted by employees by 5pm on the dates below in the Electronic Time Sheet Submitted Column to be included in the payroll. Paycheck Date Electronic Time Sheet Submitted Official Pay Period for all Employees 8/18/17 8/11/17 7/30/17-8/12/17 9/1/17 8/25/17 8/13/17-8/26/17 9/15/17 9/8/17 8/27/17-9/9/17 9/29/17 9/22/17 9/10/17-9/23/17 10/13/17 10/6/17 9/24/17-10/7/17 10/27/17 10/20/17 10/8/17-10/21/17 11/10/17 11/3/17 10/22/17-11/4/17 11/24/17 11/17/17 11/5/17-11/18/17 12/8/17 12/1/17 11/19/17-12/2/17 12/22/17 12/15/17 12/3/17-12/16/17 1/5/18 12/29/17 12/17/17-12/30/17 1/19/18 1/12/18 12/31/17-1/13/18 2/2/18 1/26/18 1/14/18-1/27/18 2/16/18 2/9/18 1/28/18-2/10/18 3/2/18 2/23/18 2/11/18-2/24/18 3/16/18 3/9/18 2/25/18-3/10/18 3/30/18 3/23/18 3/11/18-3/24/18 4/13/18 4/6/18 3/25/18-4/7/18 4/27/18 4/20/18 4/8/18-4/21/18 5/11/18 5/4/18 4/22/18-5/5/18 5/25/18 5/18/18 5/6/18-5/19/18 6/8/18 6/1/18 5/20/18-6/2/18 6/22/18 6/15/18 6/3/18-6/16/18 7/6/18 6/29/18 6/17/18-6/30/18 7/20/18 7/13/18 7/1/18-7/16/18 9 P a g e
IV. Other Helpful Information A. Information on your Timesheets Screen Your timesheet is divided into four sections. Timesheet provides the detail, by date, for the pay period Weekly Summary provides a summary of total hours by week Timesheet Summary provides a summary of total hours by Pay Code Accrual Summary provides a summary of total hours used and available by Pay Code Your timesheet should reflect the hours worked for the two weeks of the pay period selected. You will not be able to enter hours for past days if they are not part of the current pay period. If you have time to record from a previous period, please contact Payroll via email at sclavell@lexingtonma.org. 10 P a g e
B. Pay Codes In any given week, you must account for your time each day, even those days on which you are not at work. Pay codes describe the type of time that you are reporting. For instance, Regular indicates that you were in attendance at work, while holiday indicates that you were not in attendance at work because of an official work holiday such as Thanksgiving. There are many different pay codes; however, you will see only those that apply to your particular job category. Novatime PayCode ID Novatime Express Code Novatime Pay Code Description 0 WKHR Regular Work Time 1 HOLI Holiday 2 VAC Vacation 3 SICK Sick/Illness 4 PERS Personal Day 6 RELG Religious Day 7 BVMT Bereavement 13 SLXC CL Coverage SLEX 14 SAIC CL Coverage SAID If you have the need to use Bereavement or Religious time please make you reviewer/supervisor and Human Resources aware of the request. 11 P a g e
V. NOVAtime Scheduler The Scheduler section allows employees to submit request for planned time off and review an annual calendar of requests. You can access the Scheduler module from the tool bar. The advantage of using the Request Leave feature is that, once approved, an employee s leave request will automatically populate on the employee timesheet requiring no further action on the part of the supervisor or the employee. The Scheduler section allows employees to submit request for planned time off such as vacations, personal days or doctor s appointments. Once the request has been entered and saved, it is submitted to your supervisor for review to approve or deny the request. Approved request for time off will automatically populate on your time sheet. Employees will receive notification of approved requests in NOVAtime. The NOVAtime system is set-up so that you only see schedule templates time off requests that you are eligible to use. The employee below has templates for vacation, sick leave and personal days. 12 P a g e
A. Entering a Request To start the request process click on the calendar icon to select the day for the time off request Click on the Calendar icon and toggle to the correct month and week for the time off request. In this example we selected October 23 rd Click on the template (vacation/sick leave/personal day) that represents the leave request you want to schedule; in this example we will schedule a week of vacation time. To enter the request you can click the red + or click in the box for the day of the week The dialogue box below will pop-up Enter the hours you will be absent from work and click confirm. 13 P a g e
Repeat the steps above to schedule the week of vacation. Click the Save button after any changes made to the Requests page. The example below is a successful employee request for one week vacation. Saving your leave request will forward a message to your supervisor that your request is awaiting approval. If you navigate off this page without saving your leave request will not be forwarded to your supervisor. Your leave request will remain in pending status (in the line with the yellow bar) until it has been approved. Once approved, the request will move down to the second row of Approved Requests and Schedules. Your supervisor will receive a pop-up message alerting him/her to your pending request. NOTE You are encouraged to check the status of leave requests prior to submitting your timecard. If your leave request is still in pending status, please notify your supervisor before submitting your timecard. Once a leave request has been approved by a supervisor, the leave hours will be automatically populated on your timecard. You will receive a pop-up message to notify you of the status of your request. 14 P a g e
Click on the Request to read your message. As you can see from the message below, Mr. Simpson s supervisor approved the request for time off and responded with a Note to Have a good time. B. To withdraw, remove, or change a leave request If your plans change and you need to withdraw, remove, or change a leave request that has not been approved you can click on the red minus sign along the bottom border of that request. If the leave request has already been approved then click on the red X on the top row for the requested day. If you need to change a request (e.g., from 8 hours to 4 hours) then follow the steps above to remove the previous request and submit a new request. If you have any issues with NOVAtime scheduler please contact payroll via email at sclavell@lexingtonma.org. 15 P a g e
C. Scheduler/Calendar/Requests On the Scheduler / Calendar / Requests tab you will see the status of your leave that has been requested through NOVAtime. Days highlighted in Green indicate approved leave, days in Yellow are still in pending status (have not yet been approved by your supervisor), and Red days indicate leave requests that have been denied. NOVAtime will not allow a request entry if there is no available hours. 16 P a g e