employee webtimekeeping v2 20100414 · employee web time entry version 2 updated 5/17/2010 human...

Employee Web Time Entry Version 2 Updated 5/17/2010

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South Dakota Board of Regents

Human Resources/Finance Information Systems

Human Resources Employee Web Time Entry

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Table of Contents

Introduction .................................................................................................................................................. 2

Overview ................................................................................................................................................... 2

Web Time Entry .................................................................................................................................... 2

Timeframes and Deadlines ................................................................................................................... 2

Intended Audience .................................................................................................................................... 3

Documentation and Disclaimer ................................................................................................................ 3

Glossary ......................................................................................................................................................... 4

Timesheet Functions Glossary .................................................................................................................. 4

Timesheet Status Definitions .................................................................................................................... 4

Rule, Validation, Maintenance Forms ........................................................................................................... 5

Business Process ........................................................................................................................................... 6

Introduction .............................................................................................................................................. 6

Processes ................................................................................................................................................... 6

Logging On ............................................................................................................................................ 6

Overtime Eligible and Student Employee Time Sheets ......................................................................... 8

Overtime Exempt and Faculty Employees .......................................................................................... 12

Requesting Leave ................................................................................................................................ 13

Printing Records .................................................................................................................................. 14

Logging Off the System ....................................................................................................................... 16

Quick Reference Guides .............................................................................................................................. 17

Web Time Entry “Quick Reference” ........................................................................................................ 17

Requesting Leave “Quick Reference ....................................................................................................... 17

Printing Records “Quick Reference” ....................................................................................................... 18

Other Information ....................................................................................................................................... 19

Answers to Frequently Asked Questions (FAQ’s) ................................................................................... 19

Web Time Entry .................................................................................................................................. 19

Comp Time/Overtime ......................................................................................................................... 20


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Introduction

Overview

Web Time Entry Self Service Web Time Entry is a web‐based time entry system designed to improve accuracy and eliminate loss or delays in paper processing of physical timesheets and leave requests. The Web Time Entry system allows you to log into a secure website and enter the hours and leave online from any computer with access to the Internet. Upon submitting your timesheet, your supervisor will receive an email stating that your timesheet is ready to be approved, once approved; you will receive an email stating that it has been approved. When your time and/or leave is approved online by your supervisor it is then sent electronically to Payroll for processing. Overtime Eligible Employees Overtime eligible employees will input their hours worked and leave taken into this automated system. You will also use this system for submitting leave requests. Student employees will also report their hours using Web Time Keeping. Overtime Exempt Employees Overtime exempt employees will utilize this system for “Exception Time Reporting” where you will record any leave taken in eight hour increments or verify that no leave was taken during the pay period. You will also use this automated system for submitting leave requests. Faculty Faculty employees will only record 'exception time'. There are two ways in which exception time can be reported for faculty, Web Time Entry and Department Time Entry (covered in a separate training manual). Web Time Entry is where you will record any leave taken in eight hour increments or verify that no leave was taken during the pay period. You will also use this automated system for submitting leave requests. Please contact your Human Resources Director to inquire which way your campus will be submitting exception time for faculty.

Timeframes and Deadlines In order to be paid each month, it is critical that you submit your timesheet by the deadline. You are responsible for submitting your electronic timesheets to your supervisor. Without a timesheet, the supervisor is unable to approve your time and/or leave and without the supervisor’s or their proxy’s approval, you will NOT be paid until the following pay period. The pay period for all institutions within the South Dakota Board of Regents is the 22nd of the month through the 21st of the following month. Timesheets must be submitted by 10 a.m. on the first business day after the pay period ends. The SNAP portal will indicate when electronic timesheets are due. It is important to watch these due dates as they WILL fluctuate when holidays and weekends fall on the 22nd of the month. The payroll department will also send reminders each month when timesheets will be due. Pay day is the last working day of each month.


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Intended Audience This manual is intended to provide instruction for all employees of the SDBOR system that submit timesheets or leave reports.

Documentation and Disclaimer It is the employee’s responsibility to submit their timesheet or leave report by the submission deadline. The South Dakota Board of Regents has a monthly pay period; therefore, missing the deadline may delay your pay by one month.


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Glossary

Timesheet Functions Glossary Copy: Use this function if you work the same number of hours on multiple days.

Account Distribution: For accounting only; will not affect your hours or pay.

Position Selection: Returns you to the Position Selection screen.

Comments: Comments to your supervisor/proxy may be added to your time sheet by clicking here. Comments are required when submitting hours for retro pay. Comments entered through Web Time Entry will only be seen by your supervisor and/or proxy; comments are not visible by anyone in the Payroll Department. If you need to communicate with the Human Resources Department you should contact them directly.

Preview: Will display the entire pay period and will show the hours or leave entered for each day. You may print it if you want a hard copy of what you have entered (see page15).

Restart: If the timesheet has not been submitted for approval, this button will clear out all hours previously entered and saved for the given pay period and allow you to make corrections.

Previous / Next: Each pay period is a one month period but not all the days can fit on the width of one screen. Click on Previous or Next to toggle back and forth between each week.

Timesheet Status Definitions Not Started: The employee has not yet started to enter hours on the time sheet.

In Progress: The time sheet has been started by the employee, but has not been submitted for approval.

Pending: The time sheet has been completed by the employee and submitted for approval. The record is waiting for the approver (or proxy) to approve the time. The approver may send back for a correction and therefore, could be in the queue pending further action from the employee.

Approved: The time sheet has been approved and has been electronically sent to the payroll department.


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Rule, Validation, Maintenance Forms This manual does not have any rule, validation or maintenance forms.


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Business Process

Introduction This section provides instruction for navigation of the SNAP portal and submitting timesheets and leave reports for faculty, overtime eligible employees, and overtime exempt employees.

Processes

Logging On You will access the Web Time Entry System through the SNAP employee portal which is accessible from any computer with access to the Internet. You will be issued a User Name and Password to log on to the portal and your access and authorizations within the Web Time Entry system will be driven by this sign‐on. Because of the sensitive nature of payroll information, you should not share your ID or password with anyone. It is also important to log off of the system when you have finished.

1. Using the internet, access the employee portal using one of the following web links: a. When in training access the portal at http://testportal.sdbor.edu b. To access the “live” portal following training use http://snap.sdbor.edu

2. Enter your employee portal user name and password

3. Click on the Employee Tab

4. On the employee page, in the Time Reporting channel, click on the pay period link located under your title to access the timesheet for the pay period listed. If you have multiple positions, they will be listed separately and you will need to record your hours and/or leave separately for each position.


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Verify that all your active positions are listed here; if they are not, notify your supervisor and/or human resources. You may not be able to see all your positions within the time reporting channel. To see all your positions, click on one of your positions, then scroll down and click on Position Selection. You will then be able to see all your open positions. Click on the one on which you need to enter time.

Please proceed to the section specific to your employee classification for further direction on how you will utilize the Web Time Entry system to ensure your payroll is processed each month.

• Overtime Eligible Employees go to page 8

• Student Employees go to page 10

• Overtime Exempt and Faculty Employees go to page 12


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Overtime Eligible and Student Employee Time Sheets

Overtime Eligible Employees 1. To enter time, click on the Enter Hours link under the day you worked and on the row for the

earnings type (hours worked, leave, holiday, etc.) for which you are reporting hours.

The following definitions apply:

• Hours Worked ‐ Employee’s hourly pay

• Holiday Pay – Regular pay for legal holidays

• Comp Time Taken (CTT)/OT Paid Out (OTP) – A combination of dollars and time for compensating for hours physically worked in excess of 40 hours within a work week. (Only Supervisors, Superusers, and HR will enter the total hrs worked, by the employee, in the OT Paid Out row.)

• Annual Leave Taken – Vacation leave or a supplemental leave for other absences

• Sick Leave Taken – Leave granted for personal illness, pregnancy and related disabilities, medical appointments, counseling and/or treatment for alcohol, drug, psychiatric or counseling care

• Personal Leave Taken – Leave granted for personal emergency reasons: death in the immediate family, temporary care of immediate family, birth or adoption of a child, volunteer police or rescue work, call to state active duty

• Administrative Leave Paid – Leave granted that allows an employee to receive compensation for the hours the employee would normally have been scheduled to work with no loss of leave

• Educational Leave (3hrs/wk) – Three clock hours per week of class work, without being required to make up the time

• Military Leave Paid – Military training leave up to 15 days per calendar year


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• Court and Jury Leave Paid – Leave taken for time spent testifying in court or serving on a jury

• Leave w/o Pay Excused – Approved absence from duty for which the employee is not paid

• Inconvenience Pay – Minimum of three hours paid regardless of the actual hours worked: Completed the normal shift and left the workplace, and is unexpectedly required to return to work prior to the beginning of the next scheduled shift and does not continue working into the scheduled shift

• FMLA Annual Leave Taken – Annual leave taken while on FMLA

• FMLA Sick Leave Taken – Sick leave taken while on FMLA

• FMLA Personal Leave Taken – Personal leave taken while on FMLA for the care of a family member

• FMLA Comp Time Taken – Compensatory time taken while on FMLA

• FMLA LWP – Leave without pay taken while on FMLA

• Flexible Schedule – Alternative work schedules enable managers and supervisors to meet their program goals while at the same time, allowing employees to be more flexible in scheduling personal activities

2. Insert the number of hours worked in the box that will appear. Hours must be entered for each

day working day or holiday within the pay cycle (repeat steps 1 and 2). Click on the Next or Previous buttons at the bottom of the screen to see additional dates within the pay cycle.

3. Click Save.

4. If you have not completed entering your hours for the entire pay period, click Logout on the upper right of the screen or return to the employee self service page on the SNAP portal by clicking on the link labeled Back to Employee Tab in the upper left‐hand corner of the screen. You can return to enter additional hours at a later date.

5. Submit for Approval. DO NOT click Submit for Approval until you have finished entering all your hours for the entire pay period (22nd of the month to the 21st of the following month). If you mistakenly click Submit for Approval prior to entering all your hours for a specific pay period, you must contact your supervisor.


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6. Return Time. If you have submitted your timesheet for approval but notice that there is an error on it prior to it being “Approved” by your supervisor. You can select “Return Time” and it will allow you to go in and make corrections and then choose “Submit for Approval” to resubmit the timesheet to your supervisor.

Student Employees 1. To enter time, click on the Enter Hours link under the day you worked and on the row for the

earnings type for which you are reporting hours.

2. Student employees will record their hours by entering time‐in and time‐out for each day they

work. Time should be entered in 15 minute increments (9:00, 9:15, 9:30, or 9:45, for example). If you work a split shift or take a lunch break, you will enter each work period or shift separately.

3. When you have entered your hours, click Save and your total hours for the day will be

automatically calculated. You must click save for your hours to be recorded.


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4. You can then select Next Day or go back to Time Sheet. Either option will prompt you to continue entering until all hours worked for the pay period have been recorded.

5. If you have not completed entering your hours for the entire pay period, logout of the system. You can return to enter additional hours at a later date.

6. DO NOT click Submit for Approval until you have finished entering all your hours for the entire pay period (22nd to the 21st of the next month). If you mistakenly click Submit for Approval prior to entering all your hours for a specific pay period, you must contact your supervisor.

Submitting Your Time Sheet for Approval After you have entered hours for the entire pay period (22nd of the month through the 21st of the next month) and you are ready to submit your time sheet to your supervisor for approval:

1. Click Submit for Approval.

2. After you click Submit for Approval, the screen will indicate that your time sheet was submitted successfully. The bottom of the screen will display the date that the time sheet was submitted. It also indicates that the time sheet is waiting for approval by your supervisor. When your supervisor has approved the time, it will be noted in the Approved By box.

3. If you have submitted your timesheet for approval but notice that there is an error on it prior to it being “Approved” by your supervisor. You can select “Return Time” and it will allow you to go in and make corrections and then choose “Submit for Approval” to resubmit the timesheet to your supervisor.

a. If you wish, you may log in again before the payroll approval deadline to verify that your supervisor (or their proxy) has approved your time sheet.


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Overtime Exempt and Faculty Employees As overtime exempt or faculty employees you will not record the hours worked, however in order for your payroll to be processed each month, you will need to report if any leave was taken or not – this is referred to as exception time reporting or leave reporting.

Because you are overtime exempt, you are not required to report leave if it is less than 8 hours on any given day. However, when you do report leave, if you have multiple roles specifically outlined in a contract, you will need to split the reporting of leave by the same percentage as your roles are allocated in your contract. So, for example, if you take 8 hours of leave and you have two roles each comprising 50% of your time, you will report 4 hours of leave for one position and use the second link to report the remaining 4 hours of leave under the other position.

As previously outlined, you will access the web time entry system from the SNAP employee portal Employee tab, using the link to the current pay period found in the Time Entry channel. Please note, if you have multiple roles they will be listed separately, each with their own link.

From this link the Time and Leave Reporting screen will appear.

1. To begin, click an Enter Hours link under the date and the type of leave you need to report. If no leave was taken, skip steps 1 & 2.

a. To see additional dates within the pay period, click the Next or Previous button at the bottom of the screen.

2. Enter the number of leave hours in the box that appears and click save. Do not enter zero hours. If no leave was taken leave this field blank.

3. Click the Save button.


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4. If you do not want to submit the exception time report for approval at this time, click either the Back to Employee Tab or the Logout link found near the top of the screen. This will leave the record in an “In Progress” status and allow you to record additional leave during the pay period.

Submitting Your Exception Time Report for Approval In order for your payroll to be processed each month you must submit a time sheet within established deadlines (see page 3), even if no leave was taken.

If you have entered your leave hours or are reporting no leave was taken during the pay period and are ready to submit your monthly ‘exception time report’ or ‘leave report’ for approval, click the Submit for Approval button at the bottom of the screen.

If you have submitted your ‘leave report’ for approval but notice that there is an error on it prior to it being “Approved” by your supervisor. You can select “Return Time” and it will allow you to go in and make corrections and then choose “Submit for Approval” to resubmit the timesheet to your supervisor.

Once the timesheet has been approved by your supervisor, no changes can be made without notifying payroll.

Your screen will indicate the exception time report was successfully submitted and the status for the record will change to “Pending” when you exit the time entry page and place the data in the approval process.

Requesting Leave On the SNAP portal Employee page, ‘Time Reporting’ Channel Leave Request section, click on the link for the pay period when you wish to request leave.

Click the ‘more’ link if you want to access additional future pay periods.

If you are overtime eligible and have multiple roles you will request the leave for whatever position will be affected based on your hours for each role.


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1. In example: if you have one position that you work at four hours in the morning and a second job for four hours in the afternoon, you will request leave for whichever one(s) is impacted. If you were going to be gone a full day, impacting both jobs, you would record your leave time using the separate leave link for each and record the number of hours each job is affected.

If you are an overtime exempt or faculty employee you will only request leave in 8 hour increments per day, however if you have a contract that allocates 60% time to one role and 40% to another, you will use the separate leave links and allocate your leave request as it corresponds to each role using the same percentage of time each role is allocated in your contract.

1. Select the Enter Hours link under a date and type of leave (use the Next or Previous to navigate through the dates within the pay period) and enter your hours of requested leave

2. Submit your request for approval by clicking on the link provided.

Printing Records Timesheets will remain viewable online for one year. However, if you also want to keep a printed copy for your records, you may make a screen print from the Preview page, but you will need to reduce the text size in order to have the timesheet print all on one page:


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1. With the image you want to print showing on your screen, select Edit from the menu bar at the top of the screen, click on Select All from the drop down menu

2. From the menu bar, select View and click on Text Size/Smallest from the drop down menu

3. From the File drop down menu, click on Page Setup, choose Landscape and click OK

4. Print the timesheet by Selecting the File menu and Print.


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Logging Off the System It is important that you log off of your web session, especially if using a public machine. Clicking the Logout link at the top right hand corner will log you out of both the Web Time Entry system and the SNAP portal.

If you have additional tasks to complete on the SNAP employee portal before you log‐off, you may click the Back to HR link found in the upper left hand corner.


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Quick Reference Guides

Web Time Entry “Quick Reference” Timesheets and Exception Time Reports must be submitted to your supervisor/approver by 10:00 AM, one business day after the end of the pay period.

1. Log onto the employee portal SNAP http://snap.sdbor.edu. 2. Click on the Employee Tab. 3. Go to the Time Reporting Channel, Time Sheet section. 4. Select Position and Pay Period for which you wish to record your hours. 5. Click Enter Hours link for the appropriate day and earning category. 6. Enter your hours in the box that appears in the middle of the screen. 7. Click Save. If you have not finished entering your hours for the entire pay period, you can now

exit the system and return at a later date (within the pay period) to complete your data entry and submit for approval.

8. Enter Comments as needed. Any comments entered will be seen only by your supervisor and/or proxy.

9. Click on Submit for Approval only after you have completed entering hours for the entire pay period (the 22nd of one month through the 21st of the following month).

10. Verify that the time sheet has been submitted by reviewing the bottom of the screen. The Submitted for Approval By…line should display the date.

11. You may login again before the payroll due date to verify that your supervisor has approved your time sheet.

Requesting Leave “Quick Reference 1. Log onto the employee portal SNAP http://snap.sdbor.edu. 2. Click on the Employee Tab 3. Go to the Time Reporting Channel, Leave Request section 4. Select Position and Pay Period for which you wish to request leave – use the More link to see

future pay periods. 5. Click Enter Hours link for the appropriate day and leave category 6. Enter your requested leave hours in the box that appears 7. Click Save 8. Click on Submit for Approval

***Leave is not authorized until approval is received.


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Printing Records “Quick Reference” Retrieve the image you want to print and using the menu bar at the top of the screen

1. Select Edit a. Click on Select All from the drop down menu

2. Select View a. Click on Text Size from the drop down menu b. Choose Smallest

3. Select File a. Click on Page Setup from the drop down menu b. Choose Landscape c. Click OK

4. Click the Printer Icon found in the menu bar at the top of the screen


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Other Information

Answers to Frequently Asked Questions (FAQ’s)

Web Time Entry 1. What if my time sheet is not listed or my Position (Title and Department) is not listed on the

Position Selection screen?

Please contact your supervisor and/or Human Resources to determine if you have been authorized to work and that the appropriate paperwork (I9, W4, etc.) has been submitted.

2. What if I clicked on Submit for Approval before I was finished entering hours for the entire pay period?

Contact your supervisor. If they have not already approved it, they can return it to you electronically for changes or they can make changes for you up to 5:00 pm on the day the time sheet is due. If your supervisor has already approved your time sheet, or the deadline has passed, please contact the Human Resources Department.

3. What if I submitted my hours, but I made a mistake?

If you have clicked Submit for Approval and your time sheet has not yet been approved by your supervisor, contact your supervisor; they can make changes up to 5:00 pm the day the time sheet is due. If you submitted incorrect hours and your supervisor has already approved your time sheet, please contact the Human Resources Department.

4. What if I did not receive a pay check but I submitted hours?

Check the status of your time sheet. If it was approved, contact the Human Resources Department. If it was not approved, speak to your supervisor.

5. What if I missed the submission deadline?

It is important that you plan ahead and know the deadlines. If you miss a submission deadline you will need to wait until the next pay period to submit your hours through Previous Period Correction. There will be a payroll calendar posted on the SNAP employee portal.

6. Can anyone else access my hours?

Only your supervisor, their proxy and the Payroll Shared Services Center can access your hours. Should your supervisor or proxy modify any hours you submitted, they are required to notify you of the change.


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7. Should employees share their User ID and password with a proxy, approver, other staff or friends/parents?

Due to the confidential and sensitive nature of information that can be accessed through the entire Self Service system, employees should never share their User ID and password with anyone.

Comp Time/Overtime 1. Why are you changing the way overtime is compensated?

Some employees like to have the flexibility to take time off when they have worked longer hours. Comp time enables them to supplement their annual leave to attend school events or schedule medical appointments, etc. without using vacation time. Other employees like extra cash when they work more hours. Most people value both time and money and this compensation approach attempts to satisfy each.

2. Why now?

This approach, which is authorized under the Fair Labor Standards Act, will provide consistency across the Regental system in how overtime eligible employees report and are compensated for hours worked.

3. Do I need permission to work overtime?

Yes, you must have prior authorization from your supervisor.

4. What if I want to be compensated just in money or just with time off?

With rare exceptions, all employees who earn overtime will be compensated with both time and money.

5. Who makes the decision?

Campuses have identified certain classifications of employees who will, during certain peak times of the year, be compensated in cash (i.e. admissions personnel, grounds crews, extension services field staff). To determine if you fall into one of those classifications, contact your supervisor.

6. What is the maximum number of hours of comp time that I can accrue?

The maximum number of comp time hours you can accrue will be 40 hours. If you reach that level or before you reach that level, your supervisor may ask you to take time off to reduce your balance or depending on the workload within your area, they may opt to pay you for the comp time you have accrued.

7. Do I have to use my comp time before I use my annual leave?

Yes, comp time should be used first unless you are approaching the maximum accrual of 240 hours (320 hours if you have 15 or more years of service) on your annual leave balance.

employee webtimekeeping v2 20100414 · employee web time entry version 2 updated 5/17/2010 human...

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