Is This The How-to For You?

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Bryan Rich
8 years ago
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1 This document is for UNE Professional staff who need to create and submit a timesheet. Only staff members employed on a casual basis are required to complete and submit a timesheet. If you are a member of Academic Staff and are employed on a casual basis, please see How To Create a Timesheet for Academic/ELC Staff. Staff employed on a permanent or contract basis do not need to submit a Web Kiosk timesheet. P a g e 1

2 See How To Login To Web Kiosk for instructions on accessing and logging on to Web Kiosk. Click here to open the General Timesheet screen. This is My Favourites your shortcuts for navigating Web Kiosk. Figure 1: Web Kiosk Main Screen P a g e 2

3 Click here if you have a partially entered timesheet you wish to complete. Then click on the RecordID. Click here if a previously submitted timesheet has been rejected by your approver(s). You will then need to click on Unsubmit Timesheet before you can edit the timesheet Figure 2: General Timesheet Screen Click here to create a new blank timesheet. P a g e 3

4 The start date of your timesheet would normally be the date you started work or the day after your lodged your last timesheet. Click here for a calendar showing current HR Payroll Dates. 3. When you have chosen the start date, click here to move on to the next step. 1. Click here to open calendar. 2. Select the start date for timesheet. Figure 3: Entering Start Date for your New Timesheet. P a g e 4

5 If you have more than one job with UNE you will be presented with a screen similar to the one below. If you only occupy one position, Web Kiosk will skip ahead to the next step. 1a. Click here to select the job(s) for which you are completing this timesheet 1b. OR click here to select all jobs. 2. When you have selected all applicable job(s), click here to move on to the next step.. Figure 4: Selecting Your Job(s) P a g e 5

6 2. Press this button to insert a new row and automatically copy your data from the row above. 1. Enter the following information for your first work period, Field Job No. Work Date: Start Time: Finish Time: Break: Pay Code: Cost Code Override: Activity (Optional): The Job No. column will only appear if you have more than one job and have selected multiple jobs on the previous screen Description Select a job for this work (if applicable). The date you undertook this work. The start time of this work period or session* rounded to nearest quarter hour. Select or type your entry. The end time of this work period or session* rounded to nearest quarter hour. Select or type your entry. The total of any breaks taken between Start Time and Finish Time. Enter in minutes e.g. 1 hour 60 minutes. The only option here is SAL for salary Only enter if different to your default. Description of activity undertaken during work period*. 3. Change the data where required for your new work period*. Your default cost code (for each selected job). 4. Repeat steps 1 to 3 for subsequent work periods* until you have entered all the paid hours you have worked in this pay period. Figure 5: Filling In Your Timesheet * What is this thing called Work Period? A Work Period is a continuous period of a single day during which you worked for only one cost centre. P a g e 6

7 Not Ready to Submit Yet? You can save your timesheet at any time by clicking on. It will now appear as Not Submitted timesheet on the General Timesheet Screen and can be re-opened from there. 5. Click here to submit your timesheet to your chosen approver. 4. Repeat 1 to 3 for each job number. 1. Click first job for which you are claiming payment. 3. Click on the Person id of your approver. Figure 6: Selecting an Approver and Submitting Your Timesheet 2. Click here for list of possible approvers for this job. P a g e 7

8 Your timesheet has been submitted. What Happens Next? A separate timesheet has been created for each approver and your approver(s) notified. The timesheet(s) will be moved to the Submitted (Not Approved) section of the General Timesheet screen. Your approver(s) will check your timesheet and may approve or reject it. You will be sent a notification in either case along with any applicable comments. Alternatively you can check the General Timesheet screen. An approved timesheet will no longer appear there and a rejected timesheet will have been moved to the Rejected section. Remember: A separate timesheet will have been created for each approver and each timesheet may be handled differently. Figure 7: Timesheet Successfully Submitted P a g e 8

9 Timesheet approved? Congratulations! Our work here is done. Timesheet rejected? Read your approver s comments before following the instructions for a rejected timesheet in step 3. Repeat the subsequent steps as needed. P a g e 9

10 If My Panel is missing from any screen, it may simply be hidden. Try clicking on the button located on the lower left hand side of the screen. Click this button to show your My Panel. Figure 8: My Panel Is Hidden P a g e 10

11 If your My Favourites menu is missing or incomplete, you can still find your way around Web Kiosk using the menu bar. You can select General Timesheet from here. The Web Kiosk Menu Bar Figure 9: Selecting 'General Timesheet' Using the Menu Bar P a g e 11

12 When you submit a timesheet, Web Kiosk performs various checks on the data you have entered and may generate an error if a problem is found. The precise actions you will need to take to rectify the error will depend on the actual error but checking that the data entered is correct is a good place to start. 3. Reni notices that he has inadvertently booked the hours he worked on 15 March against 14 March. Changing the date for the second row to 15 March will correct this mistake and fix the Web Kiosk error. 1. Error messages appear here and should include information that will help you rectify the error. 2. In this case the first two rows of the table are same. Figure Figure 10: 11: Correcting Correcting an an Error Error When Submitting a Timesheet When you have fixed the error, click on the button. If Web Kiosk agrees with you, you will be taken to the Timesheet Successfully Submitted screen and can return to step 8 and continue. P a g e 12

13 You may receive this error after you have selected your Start Date on the New General Timesheet screen. Error! No active jobs found for this date matching the allowed configuration for Timesheets. If you receive this error, please check that the start date entered is within the period of at least one of your professional jobs. If it does, your details may not have been entered into Alesco. Please HR at Figure 12: No Active Jobs... error P a g e 13

CASUAL GENERAL STAFF TIMESHEETS PROCEDURE

Staff Services CASUAL GENERAL STAFF TIMESHEETS PROCEDURE Contents 1 Introduction / Background... 2 2 Scope / Purpose... 2 3 Instructions... 2 3.1 Employee Guide - Entering a new General Staff casual timesheet...