South Dakota Board of Regents. Web Time Entry. Student. Training Manual & User s Guide

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1 South Dakota Board of Regents Web Time Entry Student Training Manual & User s Guide

2 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 will allow you to log into a secure website and enter the hours and leave online from any computer with access to the Internet. Your time and/or leave is then approved online by your supervisor and sent electronically to Payroll for processing. 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 22 nd of the month through the 21 st of the following month. Timesheets must be submitted no later than 10 a.m. on the 22 nd of the month. If the 22 nd falls on a holiday or a weekend, you should submit them on the last working day before the 22 nd. The timesheets will be due by 10 a.m. on the 22 nd of the month, regardless of what day of the week the 22 nd fall on. On occasion there may be exceptions to the deadlines. Please check your NSU frequently for any messages regarding payroll date changes. Pay day is the last working day of each month. Logging In You will access the Web Time Entry System through the SNAP employee portal which is accessible from any computer with access to the internet. To access the SNAP portal go to User Name: Your user name is always your first initial, middle initial, and full last name. Note-There must be at least six characters in this field so if you have a short last name you may need to include the first two letters of your first name. Password: The first time you log in you will enter your date of birth (mmddyy). You don t use any spaces, dashes, etc in this field. Once you ve logged in you will be prompted to change your password. The system will give you the criteria for creating your password. You should make your password something that s easy for you to remember. Once you change your password you should write it down somewhere. If you forget your password go to the box below the login box to resetting your password. Student Employees 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. Web Time Entry Quick Steps Log onto SNAP portal Go to the Time Sheet area in the middle of the screen NOTE: If you have more than one job you will have a time sheet for each job. Be sure you put your hours for each job on the correct time sheets, and make sure you submit all the time sheets you had hours worked. If you forget to submit one of the time sheets, you will not get paid for that time sheet that month. You will need to put those hours on the next month s time sheet. Click on the Monthly link under the time sheet area for your position and pay period. Click link for the appropriate day and earnings category. See example on next page:

3 Time and Leave Reporting Select the link under a date to enter hours or days. Select Next or Previous to navigate through the dates within the period. Time Sheet Title and Number: Workstudy -- NE Department and Number: Dept. Name -- 5DOHR1 Time Sheet Period: Aug 22, to Sept 21, Submit By Date: Sept 22, by 05:00 P.M. Earning Shift Default or Units Regular Pay Overtime Paid at 1.5 Times Total Total Wednesday Units Aug 22, Thursday Aug 23, Frida y Aug 24, Saturday Aug 25, Sunday Aug 26, Monday Aug 27, Total : Saturday Aug 28, Total Units: Position Selection Comments Preview Print Preview Next your time-in, time-out hours in the box that appears. See below: 1. 1 each period worked within the day separately 3 2 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. You can then select Next Day or go back to the time sheet. Either option will prompt you to continue entering until all hours worked for the pay period have been recorded. 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. DO NOT click on Submit for Approval until you have finished entering all your hours for the entire pay period (22 nd to the 21 st 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 immediately.

4 Once you ve submitted your time sheet for approval you can verify that the time sheet has been submitted by looking at the bottom of the screen. Below is an example of what it should show. Submitted for Approval By: You on Sept 21, Approved By: Waiting for Approval From: your supervisor s name on Sept 21, Once your supervisor has approved the time sheet the bottom of the screen will look like this: Submitted for Approval By: You on Aug 21, Approved By: your supervisor s name on Sept 21, Waiting for Approval From: This information will update almost immediately so please check this field each time you submit your time sheet to make sure it went to the correct supervisor. You are responsible for submitting your Timesheet to your approver no later than 10:00 A.M. on the 22nd of each month. Direct Deposit If you have signed up for direct deposit you will receive an from in your NSU account approximately 2-3 days before payday. This will be your pay stub copy. Please print it out and keep it for your records. This will be your document for income verification. The payroll office will not be able to make copies of the stubs for you. Pay Period Dates//Paydays for FY2008 Pay Period Pay date Jun 22 - Jul 21 July 31 Jul 22 - Aug 21 Aug 31 Aug 22 - Sep 21 Sept 28 Sep 22 - Oct 21 Oct 31 Oct 22 - Nov 21 Nov 30 Nov 22 - Dec 21 Dec Dec 22 - Jan 22 Jan 31 Jan 22 - Feb 21 Feb 29 Feb 22 - Mar 21 Mar 31 Mar 22 - Apr 21 Apr 30 Apr 22 - May 21 May 30 May 22 - Jun 21 June 30

5 Q & A Q: What if my time sheet or position is not listed on the Position Selection screen? A: Please contact your supervisor and/or Human Resources to determine if you have been authorized to work and that the appropriate paperwork has been submitted. Q: What if I clicked on Submit for Approval before I was finished entering hours for the entire pay period? A: Contact your supervisor immediately. If they have not already approved it, they can return it to you electronically for changes or they can make 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, your hours should be submitted on your next time sheet using the earning category Previous Period Correction. Q: What if I submitted my hours, but I made a mistake? A: 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. Q: What if I did not receive a pay check but I submitted hours? A: Check the status of your time sheet. If it was approved, contact Human Resources. If it was not approved, speak to your supervisor. Q: What if I missed the submission deadline? A: It is important that you plan ahead and know the deadlines. If you miss the 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 portal. Q: Can anyone else access my hours? A: Only your supervisor, their proxy and the Payroll Shared Services Center can access your hours. If your supervisor or proxy modify any hours you submitted, they are required to notify you of the change. Q: Should employees share their User ID and password with a proxy, approver, other staff or friends/parents? A: Due to the confidential and sensitive nature of information that can be accessed through the Self Service system, employees should never share their User ID and password with anyone. Contact the Human Resources Office, Krickac Administration Building Room 213, if you have any additional questions regarding the Web Time Entry System. Accessing the SNAP Portal Website: Username: Password: Sept

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