Work and Learn Time Sheet Entry Process. Student Portal

Transcription

1 Work and Learn Time Sheet Entry Process Student Portal

2 Lindenwood University My Work and Learn on the Student Portal Table of Contents Logging in...3 Change Term...4 My Work and Learn...5 Work and Learn Statuses...5 Time Sheet Entry...6 Things to remember about time recording...8 Submitting the Time Sheet...8 Time Sheet was Rejected by Supervisor Starting the next Time Sheet Transferred Jobs Students with two jobs Deleting time inputted Class Conflict with Work Hours Working over Hours for a Semester Student s How do the Hours convert? Questions Page 2

3 Logging in To get to the Time Sheet entry, you will need to first log into your student portal. Access the portal through There is also a link from the Lindenwood University website. The portal is accessible both on-campus and off-campus. Step by Step: Log In 1. Enter your username, which is your LionMail account: (ex. abc123) Note: if you do not know your username for your LionMail account, please go to 2. Enter your password, which is the same as your initial password for your LionMail account. Note: If you do not remember, you can check here: 3. Click Login The screen that first comes up is the portal home page. Any posted announcements will be viewable from this screen. Page 3

4 Change Term Click on the word Change in the upper left corner of the screen. Double-click on the desired term. The term dates follow the calendar and not the academic year. For example, to view the fall semester for the academic year select FA SEM 13. Page 4

5 My Work and Learn Your Work and Learn section on the portal will be on the left-hand side. You will need to scroll down a little to view it. When you get to the My Work and Learn section you will see the tab labeled Time Sheet Entry. Under the My Work and Learn tab, you will also see your Work and Learn Assignment and your job Status for that job. You can also view the Time Sheet Summary, which shows the Time Sheets that have been processed so far by the Work and Learn Office. Work and Learn Statuses Hired The Hired status indicates that you have completed all of your paperwork for that job and that you may begin to input your Work and Learn hours. Need Paperwork The Need Paperwork status indicates that you have paperwork that still needs to be completed before you begin working at your job. The most common missing paperwork is the Employee Contract that you and your supervisor need to complete. If you are unsure what paperwork still needs to be completed, please workandlearn@lindenwood.edu. Fired The Fired status indicates that you have been removed from that Work and Learn job. If you do not know the reason why, please communicate with your supervisor about the removal. Make sure you talk to the Work and Learn Office within 10 days from the day you were fired. If you do not, you will be permanently removed from the Work and Learn Program. Transferred The Transferred status indicates that you have transferred from your Work and Learn job to another job. Please be sure to accept hours that you worked in your previous job so you receive credit for the hours you have worked. After you submit the Transfer Paperwork, the Work and Learn Office will remind you to log into your Student Portal to accept the hours from your previous job. Once you accept those hours, you will receive credit for the hours that you and your supervisor agree upon. Do not input those hours onto the Time Sheet for your new job; only input hours worked at your new job on the new Time Sheet. The Time Sheets should only have the hours that you actually worked. Page 5

6 Time Sheet Entry This is how you input hours that you have worked at your Work and Learn job. Click on the Time Sheet Entry tab. Once you click on the Time Sheet Entry tab, it will take you to the Time Sheet page. Page 6

7 Please make sure you are inputting your times daily so your Time Sheet is accurate. Do not wait until the end of the time period to input the hours. To input the hours worked, first select the day on the calendar. Once you click on the day, the Add Time Period Worked box pops up. Enter the exact time you began working in began working in the Time In box and the exact time stopped working in the Time Out box. The times will round to the nearest quarter of an hour for accounting purposes. If you worked more than once during the same day, click on the add another Time In and Time Out. Use the to adjust the times to A.M. / P.M. or the hours/minutes. to Click the Save tab to save the information. Once you click Save it will adjust your hours on the main screen. It will also shade in the day to indicate that you have inputted hours for that day. On the far righthand side, the totals for Hours Worked to Date will adjust, along with the Remaining Hours for Term. Continue to input hours for all hours you work during the rest of the time period. Page 7

8 Things to remember about time recording You may only record hours that you actually work. You cannot work more than eight hours in one day without taking a break. You cannot work during any of your scheduled class times unless your class was cancelled or dismissed early. If your class was cancelled or dismissed, there will be a box on the screen for you to make a note of that reason. (See page 12) Submitting the Time Sheet On the last day of the time period, you must submit all of the hours you worked to your supervisor before midnight of the final day of the Time Sheet. Your supervisor will review and accept the Time Sheet after it was submitted. To submit, first review the Time Sheet to ensure it is complete and accurate. Then check the box at the bottom that states the following: After you check that box, the button pops up. Once your Time Sheet has been submitted, you will not have a chance to edit it, unless your supervisor rejects it. You will also receive an verifying that the Time Sheet was submitted to your supervisor for review. After the Time Sheet has been submitted, it will be available for you to view as a read-only document. Make sure your supervisor reviews your Time Sheet and submits it to the Work and Learn Office through their portal. Once your supervisor submits the Time Sheet, it will go to the Work and Learn Office for final approval. When it has been approved by the Work and Learn Office, you will receive an stating the Time Sheet was sent to the Business Office to be credited to your account. You will also be able to view read-only versions of approved Time Sheets on the My Work and Learn tab on your student portal. Page 8

9 Please review the information on the Time Sheet entry page. Here you will find the number of hours you have completed so far during the term and the maximum number of hours you can work per term. A student with a late time sheet, will see a countdown of the days they have left to submit it. Late time sheets may be submitted as read-only within 30 days of the time sheet s closing date. Page 9

10 Time Sheet was Rejected by Supervisor A student whose time sheet has been rejected by their supervisor will have 5 days to correct and resubmit the Time Sheet. The student will see a countdown of the days they have left to resubmit. Submitting the Time Sheet is just like before. If your Time Sheet was Rejected your supervisor will have an sent to your explaining why. Please communicate with your supervisor on the reasons the Time Sheet was Rejected. Once both the student and the supervisor agree on the hours of the Time Sheet, the hours will be then sent to the Work and Learn Office. Starting the next Time Sheet After you submit your first Time Sheet, you will need to select the next Time Sheet for the term. On the left-hand side of the Time Sheet entry screen, click the View Time Sheet for Term drop-down and select the desired Time Sheet for the term. This is also where you can view older Time Sheets from the term. Page 10

11 Transferred Jobs Students having Transferred jobs will see the following pop-up notice on the Student Portal: The job s Transferred status will also be displayed for the student: Students are not ordinarily allowed to submit time sheets having 0 hours. However, if the time sheet is marked as Transferred, they will be able to do so. This will ensure there is a time sheet record for every transfer. Page 11

12 Students with two jobs Students that work in two jobs need to make sure they input their hours on the correct Time Sheet. On the Time Sheet Entry screen, the correct job must be selected when inputting hours; otherwise, the supervisor will not accept hours that are not worked at their job. Deleting time inputted If you accidentally inputted time that you did not work, select the day that the hours are wrong. On the bottom of the pop-up, you have the option to Reset Hours. Once you click the Reset Hours button, all hours inputted for that day will be erased so you can input them correctly. Page 12

13 Class Conflict with Work Hours If you put hours on your Time Sheet while you were in a scheduled class, you will have the message show: If you went to class, then you cannot put hours that you were in class and working at the same time. If your class was cancelled or dismissed early, please write the reason why you were working in the box provided. Once written, click Submit so your hours can be processed. Your supervisor will need to approve the hours, so make sure you communicate with them of why you worked during your scheduled class time. Working over Hours for a Semester A student will see a notice when they submit a time sheet having hours that exceed the maximum hours allowed for their job. They will be allowed to submit the time sheet. Page 13

14 Student s A student will receive an notification when they submit their time sheet: A student will receive another when their time sheet has received final approval from the Work and Learn Office: Page 14

15 How do the Hours convert? When you input your hours, you should input them to the actual minute that you worked. The Work and Learn system will convert the times to the quarter system of.00,.25,.50, and.75. Below shows the Minute to Quarter Conversion: Questions Please the Work and Learn Office at Or call at (636) Page 15