Banner Web Time Entry Supervisors Approver Guide

Transcription

1 Banner Web Time Entry Supervisors Approver Guide For Students And Hourly Employees Banner Web Time Entry Approver without Department Summary page Page 1

2 Introduction Web Time Entry is a web-based time entry system designed to improve accuracy and eliminate loss or delays in processing paper timesheets. The Web Time Entry system allows employees to individually log onto a secure website and enter and submit their own time online from any computer with internet access. The time is then approved online by the supervisor and sent electronically to the Payroll Department for processing. Employees will input their hours worked into the Web Time Entry System. Supervisors will go online to approve the timesheets. Timeframes and Deadlines In order to be paid each pay period, it is critical that timesheets and approvals are submitted by the established deadline. Employees are responsible for submitting their electronic timesheets to their supervisor/approver. Without a timesheet, the supervisor is unable to approve time and without the supervisor s or their proxy s approval, employees will NOT be paid. Employees must submit timesheets to supervisors for approval by 12 noon on the Monday following the pay period end date. Supervisors must approve timesheets by 5 p.m. on the same business day (Monday) following the pay period end date. SEE ATTACHED SCHEDULE. Banner Web Time Entry Approver without Department Summary page Page 2

3 TENTATIVE 2014 Payroll Calendar for Web Time Entry Hours must be submitted through Web Time Entry by 12:00 noon on Monday after the end of the pay period. Approvers have until 5:00 p.m. that same day to approve the hours. Pay Period Start Date End Date Input Deadline Check date 1 12/15/ /28/ /30/2013 1/10/ /29/2013 1/11/2014 1/13/2014 1/24/ /12/2014 1/25/2014 1/27/2014 2/7/ /26/2014 2/8/2014 2/10/2014 2/21/ /9/2014 2/22/2014 2/24/2014 3/7/ /23/2014 3/8/2014 3/10/2014 3/21/ /9/2014 3/22/2014 3/24/2014 4/4/ /23/2014 4/5/2014 4/7/2014 4/18/ /6/2014 4/19/2014 4/21/2014 5/2/ /20/2014 5/3/2014 5/5/2014 5/16/ /4/2014 5/17/2014 5/19/2014 5/30/ /18/2014 5/31/2014 6/2/2014 6/13/ /1/2014 6/14/2014 6/16/2014 6/27/ /15/2014 6/28/2014 6/30/2014 7/11/ /29/2014 7/12/2014 7/14/2014 7/25/ /13/2014 7/26/2014 7/28/2014 8/8/ /27/2014 8/9/2014 8/11/2014 8/22/ /10/2014 8/23/2014 8/25/2014 9/5/ /24/2014 9/6/2014 9/8/2014 9/19/ /7/2014 9/20/2014 9/22/ /3/ /21/ /4/ /6/ /17/ /5/ /18/ /20/ /31/ /19/ /1/ /3/ /14/ /2/ /15/ /17/ /28/ /16/ /29/ /1/ /12/ /30/ /13/ /15/ /26/2014 Banner Web Time NOTE: Entry Employee Approver may without begin Department inputting time Summary online the page first day of the pay period. Page 3

4 Signing Onto Employee Self Service Web Time Entry To approve timesheets, you will access the Web Time Entry from the Employee Self Service Portal. Your User ID and PIN are needed to log onto this portal, and your access and authorization within the Web Time Entry system will be driven by this sign-on. Because of the sensitive nature of payroll information, you should not share your ID or PIN with anyone. It is also important to log off the system when you have finished. The following instructions show how to long on to Web Time Entry. 1. Log onto 2. Click on MyDESU Banner Web Time Entry Approver without Department Summary page Page 4

5 3. Click login (If you already have a PIN) Banner Web Time Entry Approver without Department Summary page Page 5

6 4. If first time logging in click on Create/Reset Pin Banner Web Time Entry Approver without Department Summary page Page 6

7 5. Follow instructions to create your PIN Banner Web Time Entry Approver without Department Summary page Page 7

8 6. Enter your User ID (University D #) and PIN then click login Banner Web Time Entry Approver without Department Summary page Page 8

9 7. Click on Employee Menu Banner Web Time Entry Approver without Department Summary page Page 9

10 Reviewing and Approving Employee Time Sheets 8. Click on TIME SHEET Banner Web Time Entry Approver without Department Summary page Page 10

11 9. Click on Approve or Acknowledge Time then Click Select Banner Web Time Entry Approver without Department Summary page Page 11

12 10. Click on the Department and Description drop down box to display the time period needed to be approved and click SELECT. Banner Web Time Entry Approver without Department Summary page Page 12

13 11. Approver Selection (see below) 1) Select the department and pay period for which you are going to approve 2) You can sort by status then by name or by name 3) Click Select NOTE(S): 1. If you have more than one department to approve, they will be listed separately. 2. Past pay cycles that have been processed in Banner Web Time Entry will remain viewable for one year; however, it will not be possible to make any changes to them. Banner Web Time Entry Approver without Department Summary page Page 13

14 Department Summary Page The Department Summary page shows the status of the timesheets in the selected department in a scroll down format. Department Summary will show you which timesheets are pending, not started, and/or completed. Banner Web Time Entry Approver without Department Summary page Page 14

15 TIME SHEET STATUSES STATUS NOT STARTED IN PROGRESS PENDING RETURNED FOR CORRECTION APPROVED COMPLETED DESCRIPTION You have not started your time sheet. It can be opened/started. You are in the process of entering your time for the pay period. It can be opened/edited. You submitted your time sheet and it is awaiting approval from your supervisor. It cannot be edited by you. Your timesheet is being returned to you for correction. You are required to make corrections and to resubmit. Your time sheet has been approved and is ready for Payroll to process. It cannot be edited by you or your approver. Payroll received and processed your timesheet. Important: You can only approve Pending records. NOTE: Employees who have not submitted their time sheet for approval will either appear as In Progress (time sheet has been started) or Not Started (time sheet has not been initiated). Employee Detail Page Banner Web Time Entry Approver without Department Summary page Page 15

16 To view the detail of hours worked by day and the earnings type for each employee, click on the Employee s name as indicated above. This will take you to the Employee Detail page. Banner Web Time Entry Approver without Department Summary page Page 16

17 Use the scroll bar at the bottom of the screen to display additional days in the pay cycle. After reviewing the time submitted, you may: 1. Approve: Approves the time 2. Return for Correction: Return if you want corrections to be made. 3. Change Record: If necessary, you as the approver can change the time that has been entered by the employee, before approving it. You must notify the employee if you do this. 4. Add Comment: The approver can add a comment to the record. This comment can be viewed by you and the employee. It will not be viewed by Payroll. 5. Delete: Pressing this button will irretrievably delete the timesheet. If you accidentally press this button, a box will pop up asking you to confirm you want to delete the transaction. Banner Web Time Entry Approver without Department Summary page Page 17

18 6. Before exiting, be sure to verify that the status of the employee you approved has been changed from Pending to Approved. Setting Up an Approval Proxy Approvers must be set up in the Banner system by Payroll. However, approvers are responsible for setting up their own proxies within the Banner Web Time Entry. Each supervisor must have one or more proxies who can approve time sheets in his/her absence. A proxy cannot be a student employee or an employee from another department. The proxy should be able to verify that the employee has worked the hours submitted. It is important that your proxy(s) know they have been authorized to be your proxy in the event you are absent the day that timesheets must be approved. It would also be good to advise your employees of who your proxy is to assure them that their timesheets will be approved in a timely manner even in your absence. Banner Web Time Entry Approver without Department Summary page Page 18

19 From the Employee Self Service Page, click the Proxy Setup link found in the Time Approval Screen. Banner Web Time Entry Approver without Department Summary page Page 19

20 1. On the Proxy Set Up screen, use the drop down menu to choose the name of the person who will be your proxy. If you do not see the person listed, contact Human Resources/Payroll. 2. Click the Add check box next to the name 3. Click Save 4. Repeat these steps to add an additional proxy. Banner Web Time Entry Approver without Department Summary page Page 20

21 Approver s Quick Reference Approving Timesheets 1. Access Web Time Entry by logging onto 2. Click on MYDESU 3. Click on Login 4. Enter User name and PIN 5. Employee Menu 6. Time Sheet 7. Click on pay cycle link found in the Time Approval Page 8. Click on employee names in Pending status to view hours by day. 9. To Approve, click on Approve or FYI button for each employee. 10. Click on Save button Banner Web Time Entry Approver without Department Summary page Page 21