etime/timesheet - ohio state university · eleave/etimesheet employee training manual | college of...

Supervisor Training Manual

March 2012

eTime/Timesheet

eLeave/eTimesheet Employee Training Manual | College of Veterinary Medicine 2


Introduction

Welcome to the eLeave/eTimesheet Supervisor Training Manual. This training teaches supervisors how

to review and approve eLeave requests and eTimesheets – together, they are known as eTime. This

system is browser-based (online) and very easy to use. It is very important to remember that your

employees will NOT be paid if their leave requests and timesheets are not approved by the deadline!

Components of eTime for Biweekly Employees

Accessing the System Page 4

The Home Page Page 5

Approve Your Employee’s Leave Requests Before the Timesheet Page 6

Review the Status of the Employee Timesheet Page 9

Approve Timesheets Page 10

When an Employee Requests to Edit Their Timesheet Page 11

What Happens If My Employee’s Timesheet Hasn’t Been Submitted Yet Page 12

Denying a Timesheet Page 12

Holidays Page 12

FAQ Page 14


.

Logging In and Off

Access to the system is browser-based, which means you will be reviewing and approving timesheets

and leave requests on a computer using a web browser.

You may review and approve staff leave and time from any computer in the College. There are two

kiosks located on the first floor in the large animal hallway in the Veterinary Medical Center.

1. Open Internet Explorer from your desktop.

2. Choose “eTime” from the favorite bar or favorites listing or you can type in the address of

http://etimesheet.osu.edu

3. Type in your Ohio State Username (lastname.#) and the associated password.

4. Click the “Login” button.

To log off the system, select the “Log Off” button in the upper right hand corner.

A Word About Your Username and Password

The eTime system utilizes your Ohio State Username (lastname.#) to access the system. You may need to

activate your account by either calling the OSU Help Desk at 688-HELP or online at www.my.osu.edu. You

will also need to have an active CVM Login Account. Please contact your departmental Human Resources

Professional for the appropriate paperwork to establish your account.

http://etimesheet.osu.edu/

http://www.my.osu.edu/


The Home Page will be the first page you encounter when you log into the system. The home page

includes the following tabs:

Home (Click on this to be brought back to the Home Page anywhere in the system)

Search (Click on this to search records in the system)

Approval List (Click on this to access the list of )

Biweekly Supervisor Roster (Press this to access the items that require your approval)

Preferences (Do not change any of the preference settings)

Leave (Click on this to access the eLeave system and approve leave requests for your staff)

Help (Click on this to access help with the eTime system)

In addition to the menu tabs, the Home page also includes:

Filter Approval List – This section allows you to filter down your approval list to target specific

employees and/or areas or timesheets submitted in a specific timeframe.

Approval List – This is your “worklist” - employees on this list require your attention


It’s important to understand the stages of a timesheet…..

Supervisors must approve leave requests prior to approving timesheets. Leave requests, once

approved, upload directly into the employee’s timesheet. Therefore, you save the employee time and

ensure a correct paycheck, if you approve the leave requests first.

There are two ways you can approve leave requests:

Option 1: Via Email Link - Click on the link provided in the notification email sent to you when a staff

member submits their leave request.

If you choose Option #1, once you click on the link in the email, you will be forwarded to the eLeave

system. You may need to enter your Kerberos ID and password. Once you sign in, you will be forwarded

directly to the employee’s leave request - For further instruction – SKIP TO #


Option 2: Via eLeave Website - Wait and approve leave requests in bulk on the Approval List.

1. Login to the eTime system by going to http://etimesheet.osu.edu

2. Click on the Leave tab, this will take you to the eLeave system.

3. The eLeave system menu looks similar to the eTimesheet menu with the exception that instead

of a link to leave, there is a link back to the timesheet (if you supervise biweekly staff and/or you

yourself use a timesheet).

4. On the home page, you will see a blank Leave Request. Click on the Approval List in the menu

5. View the Approval List at the bottom of the page. Your complete list of items will load

automatically. You can filter your list by using the filter feature. Open a leave request in the

approval list by click on the employee’s name.



6. After you pull up the request:

Review the leave request – Pay special attention to the leave designation and details,

comments, and the leave balances.

Enter a Comment – if you need to communicate with the employee. Please note that

comments are public records and should not contain any personal or medical

information!

7. Take action! Once you enter leave, click one of the buttons as defined below:

Save for Later - choose this option if you want to save this request for later.

Submit for Approval – choose this button if you want to submit your request to your

supervisor.

Return to Home – choose this button if you want to return to the home page without saving your request. You will have to reenter the request

A Word About Denied Requests

Denied requests should be consistent with departmental practices

Denied requests should be valid and not trivial

You must be consistent in your denials so as not to show favoritism or discrepancy!

COMMENTS ARE REQUIRED!

“If you can’t be honest with the denial,

then don’t deny the request!”


You will need to approve all of your employees leave requests and timesheets prior to Monday at Noon

of the designated payroll weeks. A calendar with the deadline dates can be found at

http://vet.osu.edu/etime

Employees can submit their timesheets for future pay periods at anytime – (example: on vacation –

they can submit their timesheet prior to leaving PROVIDED all applicable leave requests have been

approved)

PLEASE NOTE:

If you do not approve a leave request and/or timesheet your employees will not be paid!

NO EXCEPTIONS!

1. Login to www.etimesheet.osu.edu and click on “Biweekly Supervisor Roster”

2. Your OSU ID will automatically populate. The current pay period will automatically be selected.

3. Click search without any parameters selected to view all of the employees assigned to you. It

will display the Standard Hours, eTimesheet Hours, if any are entered, and the current status of

each timesheet.

http://vet.osu.edu/etime

http://www.etimesheet.osu.edu/


4. Check the status to determine who might need to be contacted or if you need to take action on

the timesheet:

a. “Not Created” – The employee has not yet entered time/leave

b. “Created, Not Submitted” – The employee has entered time/leave

c. “Submitted, Pending Approval” – The employee is waiting for approval

d. “Approved” – The timesheet is approved

You can approve timesheets at anytime once they are submitted. You will receive an email whenever an

employee submits a timesheet. You can click on the link included in the email and approve the

timesheet at that moment, or you can wait and approve timesheets in bulk via the Approval List in

eTimesheet.

To approve timesheets in bulk via the Approval List:

1. Login to eTimesheet by going to http://etimesheet.osu.edu

2. Click the “Approval List” on the main menu at the top.

3. View the Approval List at the

bottom. Your complete list of

items will load automatically.

You can filter your list by using

the Filter feature.

4. Open a timesheet in the Approval List by clicking on the employee name.



5. Review the timesheet. Pay special attention to the hours worked, comments, total hours reported,

and if appropriate, the leave balances.

6. Enter a comment if you need to communicate with your employee. Please note that comments are

public record. They cannot be deleted. Do not include medical documentation in the comments.

7. Take action on the timesheet at the bottom. Clicking “Approve” or “Deny” will save your decision

and comments automatically. Note that “Deny” requires a comment. Clicking “Save for Later” will

save a comment without a decision. To return to your list without taking action, click “Approval

List” at the top of the page.

Employees can edit their timesheets up until they submit them to you!

If an employee needs to make edits to the timesheet after it has been submitted, you must

“unapproved” the timesheet in order to open it up for edits. After the employee makes the

edits/corrections, they must resubmit it to you and you must reapprove it. Please remember that any

last minute edits must be reapproved prior to the designated deadline.

ALL TIMESHEETS MUST BE APPROVED BY THE DESIGNATED DEADLINES!

ANY TIMESHEET NOT APPROVED BY THE DEADLINE WILL RESULT IN THE EMPLOYEE NOT GETTING PAID!


Supervisors must have all timesheets approved by the Monday at noon deadline during payroll weeks. If

you haven’t received a timesheet from the employee yet, you should contact them and request that

they submit their timesheet. If they are out and unable to submit the timesheet, you should contact the

department HR Professional for assistance.

Denying a timesheet should be a rare instance. Supervisors can, however, deny requests for

unapproved overtime – when you deny the timesheet, you will be required to provide notes. These

notes must indicate why the timesheet is denied so the employee can make the appropriate

adjustments. You can never ask an employee to remove overtime actually worked in an effort to save

the department money! If an employee has actually worked overtime, but you don’t approve of it, they

can be required to submit compensatory time instead. You have to note this on the timesheet.

If your employee is eligible for holidays, they will have the appropriate Holiday Benefit pay automatically

added to their timesheet. If they work on a holiday, they need to add additional rows to indicate the

holiday pay – the system will automatically adjust the time based on university policy.

For more information on the Holiday Policy, go to www.ohr.ohio-state.edu/policy/policy620.pdf.

http://www.ohr.ohio-state.edu/policy/policy620.pdf


Q Do I need to approve leave requests before I approve timesheets?

A Yes; only approved leave loads to the timesheet. Requested leave does not display in the timesheet.

A good rule of thumb – always start with your leave requests first then approve your timesheets!

Q If the deadline is approaching and I’m still waiting for an employee’s timesheet or leave request,

what do I do?

A Contact the employee and remind them that in order for you to approve their leave request and/or

timesheet, you need them to submit it.

Q Can an employee attach documentation, such as a doctor’s note, to their leave request as an

attachment?

A No; attachments are not designed to be part of the functionality. We don’t want sensitive medical

information captured with time and leave because that information is public record and subject to

the Ohio laws of disclosure. Employees will continue to submit the documentation using the current

process.

Q If my employee submits a leave request in advance and their plans change, who deletes the

request, me or my employee?

A The employee controls the leave request; if plans change, the employee needs to delete or edit the

leave request. Supervisors can NOT make changes to leave requests. The supervisor is notified of

the deletion (it appears in the worklist like any other leave request), and approves it. Once the

supervisor approves the deletion of the leave request, the associated time disappears from the

timesheet.

Q Will my employees get a reminder that their timesheet is due?

A No automatic notification is generated by eTimesheet. Employees can view the timesheet deadlines

on the eTime webpage located on the CVM Website.

Q What if I am absent on the day timesheets are due?

A Every department will have a back-up supervisor to approve timesheets. You should contact your HR

Professional to coordinate ensuring your employee’s leave and time are approved otherwise, they

will not get paid. Remember, you can monitor your employee’s requests and time in the system –

you can also approve things as they are submitted – it is good practice not to wait until the last day

to approve all items.


Q Can you edit comments in a saved timesheet (that has not been submitted for approval)? Are

there any times you can edit comments?

A Comments can’t be changed or deleted after the leave request or timesheet is saved, regardless of

whether the timesheet or leave has been routed for approval.

Q Is there an overnight delay when submitting a timesheet or leave request for approval?

A No; supervisors can view submitted timesheets or leave requests immediately after they’re

submitted. Once they’re approved (or denied), the employee has immediate access to the timesheet

or leave request.

Q If my employee has zero hours worked, and no leave taken for the pay period, should they submit

a timesheet?

A If they are eligible for unpaid leave, they must request it via a leave request and then they must

submit their timesheet containing the unpaid leave.

Q If my employee is going on vacation and will be out, can they submit their timesheets early?

A Yes; leave requests and timesheets can be submitted early. Employee’s still need to ensure that the

leave request has been approved by you and loads into their timesheet before they actually submit

the timesheet for approval.

Q What happens if my employee just forgets to submit their timesheets? Will they still get paid like

they do now?

A No! Your employee will not receive a paycheck if they have not submitted a timesheet. However,

they can still complete and submit a timesheet and the hours will be paid during the next pay period.

Q When are timesheets due to the supervisors?

A The employee deadline for timesheet submittal is Mondays at 9:00 AM. Best practice is for

employees to submit their timesheet by the end of the workday on Friday. Their timesheet will

workflow to their supervisor for review. You must approve their timesheet by 2:00 PM on Monday


Q Should I approve timesheets and leave on a weekly or biweekly basis?

A You really have 3 options for approving leave and time:

o As submitted – every time an employee submits their leave request or timesheet to you

for approval, you will get an email with a link directly to that item – you can then go

ahead and approve the timesheet at that time.

o Weekly/Biweekly– employees will be required to submit their time weekly – you can

choose to approve the submitted timesheets each week or wait until week 2 and

approve them at that point.

Q Will my employee get paid if my employee does not submit a timesheet or if their timesheet is not

approved by me or a backup supervisor?

A No. In order to address audit concerns, unapproved time will not be paid in the eTime environment.

Employees and supervisors will need to work together to make sure submitted time is approved.

Q My employee is resigning, how do they submit time?

A They will need to submit their timesheets for approval before they leave at the end of the last day of

work. They will have access to eTime through the end of their last day of employment.

Q My employee’s timesheet doesn’t show the hours of leave requested.

A The employee is responsible for ensuring that they have all leave requests submitted and approved

and all time worked entered before they submit them to you. If you notice time/leave missing from

the submitted timesheet, you should contact the employee immediately. If leave is missing, the

employee must edit their leave request and resubmit it, if time worked is missing, you must

unapprove the timesheet so the employee can correct it and resubmit it.

Q What happens if my employee accidently submits their timesheets before the end of the week?

A You can unapprove timesheets and open them back up for employee’s to edit. Once they have made

the edits, they will have to resubmit the timesheet and you will have to reapprove the timesheet.

Q Why does it allow me to approve a leave request even though it will make the balance go into the

negative?

A The leave balance is checked when the timesheet is submitted, rather than when the leave is

requested. If the employee doesn’t have a sufficient balance at that time, an error message will alert

the employee to resubmit the leave request.


Q How could a supervisor best manage multiple requests for popular vacation weeks?

A This is best accomplished using the Search feature to filter for poplar time periods so you can identify

who has requested that time.

Q Can I see a timesheet before it has been submitted?

A The Approver and Backup Approver both have the ability to view any timesheet that has been

“created but not yet submitted”. A timesheet is created once an employee has added time or leave

and it has populated the timesheet.

Q What will happen if an employee starts employment mid-week?

A The employee will be able to enter time and leave effective their hire date.

etime/timesheet - ohio state university · eleave/etimesheet employee training manual | college of...

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