Web based time entry using JSU P.A.W.S

Transcription

1 Web based time entry using JSU P.A.W.S Presented By: C. Sheria Smith Payroll Office

2 Receive & verify approximately 1500 paper timesheets for student employees Processed payroll until the last minute to ensure all students where paid. Several supplemental pays through out the month

3 Time entered by students and approved by supervisors using JSU P.A.W.S Student Banner Supervisor Payroll Student Enters Time Banner routes the document to the approval process Approves or disapproves the Time Process Approved Timesheets & Monthly Payments Those Timesheets Approved by the deadline

4 Paperless system money savings$$ Reduce errors Reduce Advantages redundancies to Web Time Entry Eliminate lost timesheets More efficient due to the increase in process controls and monitoring capabilities Improves accountability/empowers employees Unlimited accessibility Ensures employee/supervisor verification Ability to include comments on time sheets

5 THE STUDENT EMPLOYEE PACKET MUST BE COMPLETED, SUBMITTED & APPROVED PRIOR TO THE STUDENT WORKING!!!!

6 Student Office Campus Community Service/Service Learning Office Supervisor FWS Coordinator Human Resource

7 Department CWA Coordinator Grants Only VP Research & Strategic Initiatives Budget Grants & Contracts Human Resource

8 Personnel Action Form (only) If the student has been employed with the university within a year and renewing or transferring positions. Personnel Action Form Tax Documents (State & Federal) I- 9 (Employment Verification) W-4 If the student is a new hire, has been over a year since employed with the university.

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10 J xxxxxxx

11 Click on Employee

12 Click on TimeTime Sheet

13 DROP DOWN ARROR Click the circle under My Choice beside the appropriate Title and Department Select the appropriate pay period under Pay Period and Status Click Time Sheet

14 DROP DOWN ARROR A Timesheet must be submitted for each position worked.

15 Deadline to submit to for approval Click on Enter Hours to report hours worked

16 Enter Time In and Time Out in 15 minutes intervals Click Save Click Timesheet to go back to Time & Leave Reporting

17 When all time has been entered for the pay period, click send time sheet to supervisor

18 Enter PIN Click submit

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20 Completed Continue to check the status of your timesheet during the approval window.

21 J xxxxxx

22 Click on the Employee. Employee.

23 Click Time Sheet

24 Supervisor will log on to JSU P.A.W.S. as normal At the Time Reporting Selection screen, click Proxy Set Up

25 Choose the proxy supervisor on the approved PAF. Click add Click save

26 Choose Approve or Acknowledge Time Click on Act as Proxy Choose Immediate Supervisor name Click Select

27 Choose the Department and Pay Period you want to review.

28 Are you sure you selected the right pay period?

29 Choose the Sort Order Click Select

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31 Verify time in & time out

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33 TYPE IN COMMENT CLICK ON SAVE,, THEN CLICK ON PREVIOUS MENU

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36 Time transaction has been successfully approved.

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38 Reminders! The Approver or Proxy must notify the employee when a time sheet is returned for correction. Speak directly with the employee or send him/her a brief . If its past the deadline for Do not send the timesheet back for corrections The Approver or Proxy must notify the employee when he or she makes a change to the employee s time sheet and the approver must document the changes in the comment section of the time sheet. The Approver or the Proxy must verify all hours entered and ensure any necessary corrections are made prior to approving time sheet.

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40 In Progress Student has began inputting time of their hours worked Not started Student has not started inputting time. This is the initial status at beginning of a pay period

41 Return for Correction Timesheet has been returned for correction while in the approval queue. Pending Student timesheet is in queue for review and able to add comments and or Return for Corrections. Approved Supervisor has reviewed and approved student time submitted.

42 Completed Payroll has completed processing for the time entered and approved.

43 Students can submit time for approval after the last day worked has been entered. The deadline to submit for approval is the 2 nd work day of the following month. Supervisors can approve time sheets as soon as the student submits it. The deadline to approve all time sheets is the 3 rd work day of the following month. Payroll is processed on the 10 th of every month

44 For Federal Work Study, contact Monica DuPree at For College Work Aid, contact C. Sheria Smith at For Tax & Hire Information, contact Linda Wilson at

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