Web Time Entry Made Easy

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1 Web Time Entry Made Easy Loose the Paper

2 Benefits of moving to a web time entry process Paperless System Electonic Documentation Storage no longer need clumsy file cabinets Employees and Approvers can process thier payroll from anywhere they have internet access, including on many phone devises. In the event of a postponement of business employees can still process thier payroll. Systematic reminders What Drives the System: The position is driven by the employees position numbers in banner. Each bi-weekly (hourly) employee is connected to their approver by the position numbers. Turnover is a routine issue that we all encounter and this system allows for lower maintenance since the position numbers are always joined and the system knows who the approver is for each position filled. The approvers are joined to their proxy by EKU ID (the proxy is the person who will back you up when you are unable to access the system). The proxy will basically be able to log in as you and process anyone you have access to. If an approver terminates the relationship is lost and the proxy has no access to the employees timecards. Your access to the system is driven by the organization code. You will be given access to those codes in banner that you need. If the organization codes change you will need to notify Human Resources. The system requires an approver for each employee, if the approver position ever becomes vacant the system will no longer work for any employees reporting to that position. For this reason it is crucial that the department be proactive when approvers are moving out of their positions.

3 Bi-Weekly Employee Training Approver Training Usually can be handled within the department by experienced users. In the event your department doesn t have any experienced approvers avialable to assist new users please contact Human Resources to schedule training. EKU Direct The timesheets are located on EKU Direct and all employees should have access to this system. In the event you don t have access please contact Human Resources for assistance.

4 Web Time Entry Approval Process Step One Log into EKU Direct If you are unable to log into EKU please contact Human Resources for further assistance. Step Two Choose Employee Menu on the EKU Menu Tabs

5 Step Three Click on Time Sheet Step Four Act as Proxy Across from the selection Act as Proxy you will find a dropdown box that allows you to decide who you will be acting as once in the web time entry system. If you are going into approve those employees reporting to you then you would select Self. If you are a proxy for someone else you would see their name on your list and you can select their name and then go in to the system and approve their employees. You will then need to ensure Approve or Acknowledge Time is select and then hit Select. If you also are a bi-weekly (hourly) employee you can access your own timesheet by selecting Access my Time Sheet and then hit Select

6 Set Up Proxy All approvers must have a proxy setup in the system for those rare occassions when you don t have access to the system. Remember the system can be accessed from anywhere or any device you have internet access so the proxy will be needed much less using the web time entry system. On your first visit to the system please setup a proxy by clicking on Proxy Set Up at the bottom of the Time Reporting Selection screen. Once on the Proxy Set Up screen you will need to choose your proxy from the drop down menu below. If you are unable to find the person on the list contact Human Resources at Once your proxy is highlighted click on the add button displaying a check mark in the box. Then click on the Save button and the person should move up on your list above the drop down box. Once completed you can click on Time Reporting Selection to return to approving time. Drop down Moving forward the person you have chosen as your proxy will see your name on thier Act as Proxy field on the Time Reporting Selection screen with EKU Direct. It is always a good idea when you choose a new proxy to contact Human Resources Information System at to ensure that this person has all the appropriate security access necessary.

7 Step Five Choose Department and Pay Period Once on the Approver Selection screen you will notice your department(s) list on the left hand column. Many of you will only have one department, but if not you should see them all listed here. You will select the department you wish to approve by clicking on the appropriate radio button. Next you will want to find the appropriate pay period from the drop down menu. Pay special attention to the type of payroll you are wishing to check, Student or Bi-Weekly Staff. The ST prior to the date range is for Students and the BW is for Staff. Be careful to select the correct date range, the most curren pay period is at the top of the list, however sometimes you are still working on the previos pay period after the next pay period has already begun. (On most pay periods you will have three days into the next pay period to approve the timesheets, but pay attention during holidays and closures, as in the past Payroll may have to change deadlines from time to time.)

8 Step Six Departmental Summary Once at the Departmental Summary screen you will notice a list of your employees. There are several different status that a timesheet can be in; Not Started Timesheet has not been initiated by the employee for this pay period. In Progress Employee has initiated thier timesheet, but has not submitted it for approval. Pending Employee has submitted their timesheet for approval. Return For Correction After your review you found errors and requested correction. The system will not notify the employee so its important for you to notify them directly. Approved Approved and in payroll for processing. Completed Payroll has been processed Error Many different things can cause an error to show up, however most should prevent you from moving the timesheet forward. If you are unable to move the timecard further please notify Human Resources To enter the employees timesheet just click on their name. Please contact Human Resources if any of the following is true; 1. You don t have all your employees showing up on the departmental summary. 2. You have employees that don t belong to you at any status other then Not Started. All employees in a given organization code will show up on your list at the status of Not Started, but once the employee initiates their timesheet they will only be seen by the approver. 3. You have a timesheet at the status of Error and it won t allow you to take action. Status

9 Step Seven Employee Details Once into the employees timecard you should be able to see the hours reported for each day of the two week pay period. Below that section you should see the time in and time out section, it s important to review both areas for accuracy. The Routing Queue will show you what actions have been taken up to this point and by whom. The final section shows you the actual labor distribution. Please be careful to ensure that both weeks of the pay period are completed before approving and if there are any omissions or errors you should return the timecard for correction. You can also add comments as you used to do on the old paper timecards, these messages could be for payroll or for the employee when you are returning it for correction. You must add the comment prior to returning or approving, once you hit either selection the Add Comment option will be removed. Once you have verified that the timecard is complete and accurate you can hit Approve. Additional Definitions; Previous Menu Works like the previous or back button on your browser. Change Record Allows the approver to make changes, would recommend you always allow the employee to make corrections, but if you are not able to reach the employee prior to the deadline you can make changes. Please add comments prior to approving. Delete Allows the Approver to delete the timesheet completely. Should be very rarely used, always return to employee when possible. Next Takes you to the next persons timecard on your list.

10 Employee Details Continued Once you have approved the timesheet you should get a message Time transaction successfully approved. If not please review the timesheet for any messages and if you still can t resolve the problem contact HR.

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