Student Web Time Entry Guide

Transcription

1 Student Web Time Entry Guide Updated July 6, 2015 TABLE OF CONTENTS TABLE OF CONTENTS... 1 GETTING STARTED... 2 HOW TO ACCESS BANNER ONLINE... 2 HOW TO ENTER CURRENT TIMESHEETS... 2 HOW TO ENTER PREVIOUS TIMESHEETS... 3 STUDENTS WHO ENTER PREVIOUS HOURS WITH NO COMMENT... 4 ENTERING TIME FOR A PREVIOUS POSITION... 4 ACCESS PAYMENT AND TAX INFORMATION... 5 Click any f the links abve t jump t a sectin f yur chice Page 1 f 5

2 GETTING STARTED NEW: Entering timesheets nline fr previus pay perids Vassar Student Emplyment uses Banner Online fr digitally managing all student payrll tasks, including timesheets, tax infrmatin, and pay stubs. Please fllw the quick guide belw in rder t access Banner Online, enter timesheet infrmatin. Student payrll prcess: Pay Perid Dates: Vassar Student Emplyment perates n a bi-weekly pay perid frm Wednesday t Tuesday f the fllwing week. All payrll calendars can be fund n JbX. Time Sheet Due Date: Time sheets must be submitted fr apprval every ther Wednesday by 12 PM nn. Curtesy reminder s are sent prir t all payrll deadlines. Check Date: On the fllwing Wednesday (after time sheets are submitted), student will receive a paper paycheck in their Vassar mailbx, r if they have authrized direct depsit, the mney will be depsited int their designated bank accunt. Direct depsit is highly encuraged and the steps are available here. Please nte: Sme time sheet due dates and check dates will vary depending n hlidays. Student Emplyment will ntify yu f these changes. HOW TO ACCESS BANNER ONLINE Fllw the fllwing steps t access the secure Banner Online system fr entering timesheets, accessing tax dcuments, and viewing payment infrmatin: 1. Access AskBanner frm 2. Click Banner Online t be redirected t the Banner Online site. 3. Click Enter Secure Area Nw. 4. Yu will be redirected t the Vassar Central Authenticatin Service. Enter yur Vassar username and passwrd and click LOGIN. Nte: If yu have frgtten yur passwrd, yu can cntact the CIS Help Desk during nrmal business hurs at (845) HOW TO ENTER CURRENT TIMESHEETS In rder t enter timesheets, please fllw the steps belw, beginning frm the Banner Online hmepage after successfully lgging in: 2. Click Enter Staff & Student Timesheets and Supervisry Apprval. 3. Select the latest timesheet listed as Current r Nt Started and click Time Sheet buttn t view the latest timesheet 4. If yu wrk in mre than ne psitin, select the apprpriate psitin yu wish t enter hurs fr. Use the drp dwn menu t chse the mst recent pay perid. Nte: Only the latest timesheet can be mdified t enter any hurs. 5. There are tw weeks n each web time sheet. Yu will see the first week f the pay perid. Click the Next buttn t view the secnd week f the pay perid. 6. BE SURE TO CHOOSE THE CORRECT LINE TO RECORD HOURS: CURRENT HOURS = REGULAR Page 2 f 5

3 7. Click Enter Hurs in the Regular earnings rw t enter hurs fr yur current week. Nte: Hurs must be entered and runded t the nearest quarter hur hurs = 15 minutes, 0.50 hurs = 30 minutes, 0.75 hurs = 45 minutes. Fr example, 1 hur and 15 minutes f wrk equals 1.25 hurs when entered n the timesheet. 8. Once yu have entered hurs fr each day yu wrked, click Save t save yur prgress. DO NOT ENTER 0 FOR DAYS YOU DID NOT WORK, AND DO NOT ENTER 0 ON PREVIOUS PAY LINE IF YOU ARE NOT SUBMITTING HOURS FROM PREVIOUS PAY. LEAVE BLANK. 9. After all hurs have been entered fr the pay perid, click Submit fr Apprval and enter yur passwrd t authrize yur supervisr t review yur timesheet. Nte: Once submitted n further changes can be made t the timesheet HOW TO ENTER PREVIOUS TIMESHEETS If yu frget t add hurs t a timesheet after the pay perid deadline, yu can nw enter additinal hurs thrugh Banner Online instead f a paper timesheet: If yu d nt have any late hurs, d nt recrd anything n this line 2. Click Enter Staff & Student Timesheets and Supervisry Apprval. 3. Select the latest timesheet listed as Current r Nt Started and click Time Sheet buttn t view the latest timesheet Nte: Only the latest timesheet can be mdified t enter any hurs. 4. Frm here yu can view yur timesheet n a week by week basis, beginning n Wednesday. Click Next r Previus t switch between weeks in the pay perid. 5. BE SURE TO CHOOSE THE CORRECT LINE TO RECORD HOURS: HOURS FROM A PRIOR PAY PERIOD = PREVIOUS PAY PERIOD HOURS 6. On the first day nly f the pay perid, click Enter Hurs in the Previus Pay Perid Hurs earnings rw t enter the ttal hurs wed fr previus pay perids. Nte: Hurs must be entered and runded t the nearest quarter hur. Fr example, 1 hur and 15 minutes f wrk equals 1.25 hurs when entered n the timesheet. 7. Click Cmments and enter a new cmment explaining the hurs added in the Previus Pay Perid Hurs earnings rw. The cmment must include the date and the ttal hurs wrked fr each date. If the hurs are frm several previus pay perids, be sure t make this clear. A cmment must be present therwise a supervisr will be unable t accept yur timesheet! (Ex: Summer wrker frgt t lg 25 hurs fr pay cycle 5/27-6/9/15. S, n the current time sheet student enters the ttal f 25 hrs n the first day f the Previus Pay Perid Hurs - cmments wuld then be entered by ldest date t mst recent: 5 hrs 6/2/15, 5 hrs 6/3/15, 5 hrs 6/9/15, 5 hrs 6/8/15, 5 hrs 6/9/15 = 25) Page 3 f 5

4 8. Once yu have entered the late hurs and cmments, click Save t save yur prgress. 9. After all Regular hurs, Previus pay hurs and cmments have been entered, click Submit fr Apprval and enter yur passwrd t authrize yur supervisr t review yur timesheet. Nte: nce submitted n further changes can be made t the timesheet. STUDENTS WHO ENTER PREVIOUS HOURS WITH NO COMMENT If yu d nt enter a cmment the time sheet CANNOT be apprved by the emplyer: 1. The emplyer can either send the time sheet back t the student fr crrectin OR 2. The emplyer can add the apprpriate cmments in based n the time lg infrmatin they have fr that student and then apprve nce the cmments are accurate. ENTERING TIME FOR A PREVIOUS POSITION If yu are entering time fr a psitin that yu are n lnger in, and the web time sheet is nt available: 1. Cntact yur emplyer t let them knw yu have unpaid hurs fr a psitin yu are n lnger in 2. The emplyer must stuemp@vassar.edu with the fllwing infrmatin: 3. Student name, student ID, ttal number f unpaid hurs, psitin title, psitin V#, the breakdwn f hurs paid n specific dates, emplyer name. See example belw: TO: Stuemp@vassar.edu Subject: Unpaid Hurs fr Previus Psitin Page 4 f 5

5 ACCESS PAYMENT AND TAX INFORMATION T view yur pay stub histry: 1. Lg nt Banner Online. 2. Select the Emplyee tab. 3. Chse Pay Infrmatin ptin. 4. Please ntice that there are several pay infrmatin categries listed: a. Pay stub b. Deductins histry: Year-t-date deductin figures c. Earnings histry: A breakdwn f year-t-date earnings d. Direct depsit allcatin: T create, change, r terminate direct depsit infrmatin 5. On the Pay Infrmatin page, select Pay Stub. 6. Use the drp dwn t chse the Pay Stub Year f chice and click Display. 7. Yu may view the desired pay stub details by clicking n the pay stub date shwn in blue. Viewing previus time sheets: 2. Chse the Enter Staff and Student Time Sheets ptin. 3. If yu wrked in mre than 1 psitin, select the apprpriate psitin yu wish t view. Use the drp dwn menu t chse the previus pay perid dates. 4. Click Time Sheet. Tax infrmatin, such as yur W-2 and W-4, is always available frm Banner Online: 2. Click Tax Frms. 3. Select the frm type yu wish yu review. 4. If reviewing yur W-2, select the apprpriate tax year and then click Display. Page 5 f 5