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CAMBRIDGEPUBLICSCHOOLS

NOVAtimeEmployeeTimeandAttendanceSystem

HOURLYEMPLOYEES

TableofContents

LoggingintoNOVAtime 2

A. CompletingandsubmittingyourTimesheet 3

! Reportinganabsencefromwork,suchasapersonal,sickorvacationday 5

! SampleListofPayCodes 7

! AddinganotetoyourTimesheet 8

! RevisingyourTimesheet 9

! SubmittingyourTimesheet 10

B. ReportingOvertime 12

C. ReviewingAccrualBalances 12

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LoggingintoNOVAtime:Navigate to http://novatime.cpsd.us

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Thisisultimatelywhatyourdashboarddefaultpagewilllooklike.

1.Clickonthearrowaftertheword“timesheet”.Yourtimesheetwillopenandatimesheet

tabwillappear.

2.Clickonthestarnexttoword“timesheet”onthetab.Thisiswhatyourdashboardwilllooklikeeachtimeyoulogin.

*Clickeitheronthearroworstargoingforwardtoopenyourtimesheet.*

1. EnteryourCPSnetworkloginintheboxlabeled‘ID’.

2. EnteryourCPSnetworkpasswordyouusewhenstartingyourcomputerinthemorning.

3. Click“EMPLOYEEWEBSERVICES”.

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A. CompletingyourTimesheet

Inordertotakefulladvantageofthesystemandits“real-time”benefits,weencourageyoutorecordyourtimeonadailybasis.

Oncelogged-in,youwillseeyourtimesheet.YourTimesheetStatuswillbeOPEN

Toviewyourcurrenttimesheet,besurethe‘DateSelection’issettothe‘CurrentPayPeriod’

Youcanalsochoosetoviewapriorpayperiodorcompleteafuturepayperiodbychangingthe‘DateSelection’.

Tocompleteyourtimesheet:

1. Clickonthe“Date”field,andselectthedateworked.

Tonavigatethroughthefieldsinyourtimesheet,usethetabkey.

2. Tabtothe“PayCode”field,andselectthe“01-Regular”PayCode.

3. Enteryour‘In’and‘Out’times.

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Whenenteringyour‘In’and‘Out’timesinNOVAtime:

" Formorning hours, enter the hour andminutes followed by “a” or “am”. If youarrivedatworkat8:00a.m.,youcanenteritas“8a”,“8am”,“8:00a”,or“8:00am”.

" For afternoon and evening hours, enter the hour andminutes followed by “p” or“pm”. Ifyouareto leaveworkat4:15p.m.,youcanenter itas“415p”,“415pm”,“4:15p”,or“4:15pm”

4. Finally,besureto‘SAVE’yourentry.Onceyouhavesavedyourentry,yourhoursworkedautomaticallywillbecalculated.Pleasenotethatafteryousaveanentry,youmayreviseitifnecessary.

5. Afterenteringyourthirdworkingdayforapayperiod,youwillneedto‘ADDARECORD’orline,soyoucanenteryouradditionalworkorleavetime.Clickonthe‘AddRecord’buttonorthe“Add”menuitem.

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! Reportinganabsencefromwork,suchasapersonal,sickorvacationday

Torecordafull-dayabsenceonyourtimesheet:

1. Enterthedateyouwereabsent.

2. Next,youwillneedtoselectthePayCode.

APayCodeisusedtodescribeyourregulartimeworkedoryourleave(orabsence)time(sickness,personalday,vacation).TheNOVAtimesystemisset-upsothatyouonlyseePayCodesthatyouareeligibletouse.AsamplelistofPayCodesfollowsthissection.

3. Enteryourtotalleavehoursusedinthe‘REG’field.Youdonotneedtoenteran‘In’and‘Out’timewhenrecordingleavehours.

4. Afterreportingyourtime,pleasebesureto‘SAVE’theentry.Savingtheentrywillsaveyourrecordandrecalculateyourtime.

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Toreport,apartialdayabsence(e.g.youhadadoctor’sappointmentinthemorningandarrivedtoworkthreehourslate),youwillneedtoentertworecordsorlinesonyourtimesheetfortheoneworkday.

1. Enterthedateyouwerepartiallyabsent.

2. Selectthe“PayCode”.Inthisinstance,choosePayCode“20-Sick”.

3. Enterthetotalamountoftimeyouwereabsentfromworkinthe“REG”field.

4. Youwillneedtoenteranotherrecordorlineinyourtimesheettoreflectthehoursyouwerepresentatwork.Remembertoenter:

# thedate,

# selecttheproper“PayCode”[Inthisinstance,choosePayCode“0-Regular”],

# enterthetimeyouarrivedatwork(‘In’)andthetimeyouwillbeleavingwork(‘Out’).

5. Again,pleasebesureto“Save”yourentry.Whencombiningthetworecords,thetotalhoursreflectedshouldequalacompleteworkingday.

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PAYCODES

Inanygivenweek,youmustaccountforyourtimeeachday,eventhosedaysonwhichyouarenotatwork.Paycodesdescribethetypeoftimethatyouarereporting.Forinstance“Regular”indicatesthatyouwereinattendanceatwork,while“holiday”indicatesthatyouwerenotinattendanceatworkbecauseofanofficialworkholidaysuchasThanksgiving.Therearemanydifferentpaycodes;however,youwillseeonlythosethatapplytoyourparticularjobcategory.

SampleListofPayCode

PayCodes Descripton

01-Regular RegularWorkTime

02-AdditionalHours Additionalstraighttimehoursworked

12-ParaprofSubbing ParaprofessionalSubstitutesforTeacher

18-StaffonAssign StaffonAssignment

Leaves

20-Sick Sick/Illness

22-SchoolVac Schoolvacationweeks

21-Vacation Vacation

23-Holiday LegalHolidaysperschoolcalendarorcontracts

24-FloatingHol FloatingHolidaypercontract

27-SnowDay Schoolcancellationsbecauseofsnow

29-Personal PersonalTime

30-Personal/Sick PersonalTimechargedtoSick

32-Prof'lDay ProfessionalDay

34-CompTime CompensatoryTime

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! AddinganotetoyourTimesheet

Whenreportingyourtime,youcanleaveanoteforyoursupervisor.Thisfeaturewillbeparticularlyhelpfulwhenexplainingorprovidingdetailaboutanabsencefromwork.Toaddanote:

1. Selectandclickonthe“Notes”fieldattheendofyourtimesheetrecord.

2. Apop-upfieldwillappear.Typeyournotetoyoursupervisorinthisfield.

3. Whencomplete,choose“Ok”.

4. Besureto“Save”.

5. Aftersavingyourentryandnote,asmallenvelopeiconwillnowappearinthe“Note”fieldattheendofyourrecord.Youcanvieworedityournotebyclickingonthe“envelope”icon.

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! RevisingyourTimesheet

ToREVISEyourtimesheet:

1. Youcanupdateanexistingentry.Clickontheinformationyouwouldliketoupdate.Forexample,ifyouwouldliketoupdateyour‘In’time,withyourmouse,double-clickonthe‘In’field.Oncethefieldishighlightedinblue,youcanmanuallyreviseyour‘In’time.Onceyouhaveenteredyourrevisedtime,usingthe‘tab’keyonyourkeyboard,youcanexitthefield.

2. Youcanalsodeleteanexistingentry,andmanuallyenterthecorrectdata.Selecttheentryyouwouldliketodelete,andchoosethe‘DELETE’option.Re-enterthetimerecord.

3. Rememberto‘SAVE’yourchange.Bysavingyourchange,yourworkinghourtotalwillbeupdated.Pleasenotethatonceyourtimesheetis‘SUBMITTED’toyoursupervisorforapproval,youwillbeunabletoreviseit.

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! SubmittingyourTimesheet

At the end of the weekly pay period, you MUST remember to ‘SUBMIT’ your correct andcomplete timesheet. Foremployeeswho receiveaweeklypaycheck,yourpayperiodbeginsFridayofeachweekandendsthe followingThursday. All timesheetsMUSTbesubmittedbytheendoftheworkingdayonThursday.WhenenteringyourtimeattheendofyourworkdayonThursday,youwillalsohaveto‘Submit’yourtimesheet.

Beforesubmittingyourtimesheet,pleaseREVIEWforaccuracy.

a. Besurethatitreflectsthetotaldaysandworkinghoursfortheweek.Ifyouworkfivedaysaweek,atleastfiveentriesshouldappearonyourtimesheet.

b. IntheWeeklySummarysectionofyourtimesheet,yourtotalnumberofreportedhourswillappear.Thistotalshouldequalyourtotalnumberofrequiredhoursforapayperiod.

Onceyouhavereviewedyourtimesheetandyouarecertainthatitisaccurate,select‘SUBMIT’

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Thefollowingnoticewillappear.Chooseto“SubmitTimesheet”.

Shouldyouhaveanymissingitemsoradaywhereyourtimewasnotreportedonyourtimesheet,youwillreceiveanotice.Select‘Ok’,andupdateyourtimesheet.

Aftermakinganyfurtherrevisions,youwillneedto‘Submit’yourtimesheetagain.

Onceyourtimesheethasbeensuccessfullysubmitted,yourTimesheetStatuswillchangeto‘SUBMIT’

Pleasenotethatonceyou‘Submit’yourtimesheet,youcannotmakeanyfurtherrevisionstoit.Youwillneedtospeaktoyourdirectsupervisortomakeanyfurtheredits.

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B. ReportingOvertime

Ifyouareeligibleforovertimepay,whenyouhaveexceededyourregularworkinghoursduringaworkweek,NOVAtimewillautomaticallycalculateyourovertimehours.Allhours,includingovertime,willbesubmittedtoyoursupervisorforapproval.

C. ReviewingAccrualBalances

NavigatingtoAccruals

1. ClickonHamburgerIcon.

2. ClickonAttendance.

3. ClickonAccrual.

4. Clickonstaronaccrualtab.

*Clickeitheronthestarorusethehamburgericongoingforwardtoviewyouraccruals.*

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Inadditiontoelectronicallysubmittingyourtimesheet,NOVAtimeallowsyoutoviewyourleavebalances,includingyoursick,personalandvacationtime.Navigateto‘Accruals’.

a. ByPayCode,youwillbeabletoviewyourleavebalances.Seethe“SampleListofPayCodes”onpage7ofthisbooklet.

b. ThePostDatesignifiesthedateyoutookleaveorwhenanadjustmentorentrywasmadetoyourtime.

c. ThePostTypereflectsthetypeoftransaction:

PostType

I/+

Import

RolloverofyouraccruedbalancestothesystemasofJune30th.

U UserPosting

ThePayrollDepartmentmadeanadjustmenttoyourtimesheet.Aftersubmittingyourtimesheetandyoursupervisorhasapprovedit,youdiscoveredthatanadjustmentorcorrectionneededtobemadetoyourtimesheet.Forexample,youreportedyourabsenceassickleaveratherthanbereavementleave.Youand/oryoursupervisorcontactedthePayrollDepartment,whomanuallyadjustedyourtimesheet.

PleasenoteNOVAtimewillreflectyourannualaccruedsicktimeaswellasthreepersonaldays.Ifpersonaldaysaretaken,thePayrollDepartmentwillmanuallyadjustyoursickleavebalanceaccordingly.

S SystemPostingUploadofnewannualbalancestothesysteminJuly.

TTimesheetEditPosting

Timetakenasyoureportedonyourtimesheetandasapprovedbyyoursupervisor.

d. Accrued/Usedreflectsthetimeyouusedorthetimeyouaccruedduringaparticular

period.

e. AvailableorCarryHoursisthenumberofhoursthatareavailabletoyouoryourleavebalance.

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Clickingonthe“+”symbolwillexpandthe

selection,lettingyouviewyourleavehistory.

Ifyouwouldliketoview

yourleavebalanceactivityforaparticularperiod,youcanchoose

tofilteryourselectionbyenteringadaterange.

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