Manager Self-Service for Leave and Time Approval

Transcription

1 Manager Self-Service for Leave and Time Approval NOTES: You will be able to approve absence requests immediately but timesheets will be approved after the time administration process has been run (runs nightly; during peak times it also runs hourly). You could have employees on the elapsed time and punch time systems. You will need to know the schedule deadlines for each classification of employees. Navigate to MySVCC Login This information can be retrieved through clicking the Look up. Link or please let us know link on the login screen. Navigate to the VCCS HR: Human Resource System (or SIS link, both take you to the same place) Navigate to Manager Self Service All manager processes will be done in the Approve Time and Exceptions area. A. Manage Self Service B. Time Management C. Approve Time and Exceptions Menu Descriptions Payable Time Summary of time to be paid Approval process done here Exceptions Warnings of issues with timesheets Overtime Requests Requests for overtime that need to be approved. (We are not using this at this time.) Absence Requests (Leave) - Requests for leave that need to be approved (once leave requests are approved for full-time non-exempt, the time appears on the employee s timesheet as a non-editable entry).

2 ABSENCE (Leave) REQUESTS: As a supervisor, you will have the ability to approve, deny, or request re-work of a leave request. You can approve leave immediately after the request is submitted. s will be generated upon the submission and processing of these requests. Navigate to: Manager Self Service Time Management Approve Time and Exceptions Absence Requests Retrieve employees: 1. Pending requests will appear here when you click on the Refresh button. You can also see previously approved or denied requests by using the drop down option button and clicking refresh. 1 Approve the requests:. Click on the person s name and the request details appear. a. Check the details (dates, leave type, balance, comment, hours requested)

3 3. Click Approve, Deny, or Rework a. Approve employee gets notification of approval. i. If the employee is non-exempt, the time will show on the timesheet for that period. b. Deny employee gets notification of denial. i. Supervisor must put in comment. ii. Employee can re-submit if needed. c. Rework employee gets notification of request to rework. i. Supervisor must put in comment. 3 APPROVING TIME: STOP! All individual exceptions must be cleared before processing this step for each employee! The best practice is to approve time the business day after the pay period closes in order to allow the system to validate the time sheet. EXCEPTIONS: This must be done every pay period! **VERY IMPORTANT** - If you do not clean up the exceptions BEFORE approving time, the entire payroll process could be STOPPED! You will be provided a list of exception descriptions and how to handle each of them, until then contact HR with questions. Navigate to: Manager Self Service Time Management Approve Time and Exceptions Exceptions 1. Click Get Employees (pulls all employees on your team) (You can narrow your results by using the Value option for the specific item you want. Ex. Employee ID if you want to pull one person, or GroupID if you want to pull all wage or nonex.)

4 A list of exceptions appears. Each exception needs to be reviewed again, this could stop payroll! DO NOT use the APPROVE ALL button, these issues need to be addressed individually.. Look through the list and approve all that can be approved without additional steps (IE. Late in Punch). Details of each exception can be found on the details tab. a. Click on the box to the left of the item b. Save (if all exceptions are cleared, move to timesheet approval on payable time link) 3. Contact the employee(s) that have exceptions and have him/her fix the problem (if applicable). c. Once the employee fixes the problem, you will run the exceptions report again to make sure it cleared the exception from the report and didn t create a new exception. d. Once there are no exceptions for an employee, you can approve that employee s timesheet. 4. Contact Human Resources if you have questions. Payable Time: Payable time is the time approval process. ALL EXCEPTIONS must be cleared for each employee before approving the employee s time! NO EXCEPTIONS LITERALLY! Navigate to: Manager Self Service Time Management Approve Time and Exceptions Payable Time

5 Find Employees: 1. Change the start and end date to match your pay period.. Click on Get Employees. (Depending on the number of employees, you may need to limit your search by using the Value field for a specific filter item) Your list of employees will appear at the bottom of the screen. 3 Approval Process: DO NOT use the Approve button on the employee list. You should always check the time that the employee puts in by clicking on the employee s name. 1. Click on the employee s name. a. View all time (by day) and verify accuracy. b. If there are errors with the time reported, you should contact the employees directly to have them make changes. Do not use the Adjust Reported Time.. You can click the select all button if all of the time is correct. 1 1a a. The select boxes will appear. 3. Click on Approve button (yellow). 4. Receive confirmation. Click on Ok Receive Save confirmation. Click on Ok.

6 DO NOT USE ANY OF THE FOLLOWING (these are HR functions delivered by Peoplesoft that we DO NOT use on the manager level): 1. Assigning Schedules. Mass Time Entry 3. Manager Time Entry on Behalf of Employee