LOGO. Monthly Timesheets. Approver Training

Transcription

1 LOGO Monthly Timesheets Approver Training Updated February 14, 2013

2 STOP! HAVE YOU COMPLETED THE EMPLOYEE MONTHLY TIMESHEET TRAINING? If not, please go to: and complete the HBS online training for Monthly Timesheet Employees. HBS Monthly Timesheet Employee Training is a prerequisite to Approver training. 2

3 Welcome! Welcome to the online training for HBS Approvers. This training is provided to help you approve and edit Employee timesheets and approve leave requests. You can also: Delegate authority to another Approver View Employee leave balances Reset Employee passwords 3

4 Topics Let s start by reviewing some basic HBS concepts and terminology HBS Approver Responsibilities Open vs. Closed Periods HBS Toolbar for Campus Approver Toolbar Buttons Notifications 4

5 HBS Approver Responsibilities For Employees who are not in HBS, you will continue to approve timesheets outside of HBS. As Approver, your primary responsibilities are to approve and edit timesheets and to approve leave requests. When you approve an Employee s timesheet, you certify that you agree with the time entries reported for the pay period. When you approve an Employee s leave request, you are making a scheduling decision that impacts your department s operation. Your additional responsibilities include delegating authority to other Approvers, reviewing notifications and resetting Employee passwords. 5

6 Open vs. Closed Periods Monthly Timesheets OPEN for editing, completing, and approving in the middle of the prior month. Example: You can edit and approve April timesheets beginning mid-march. Employees and Approvers are LOCKED OUT from editing timesheets after the 5 th business day of the following month. Example: You can edit and approve April timesheets until May 7. Approvers can continue to approve timesheets beyond the LOCKOUT, but only HR Admins can edit timesheets after the LOCKOUT. To edit timesheets after the LOCKOUT, submit a Timesheet Change Request Form to your HR Admin. 6

7 HBS Toolbar for Campus Approver HBS has a toolbar with tabs that allow you to complete tasks. Navigate by selecting a tab on the toolbar: TABS Employee Tasks: Tasks you can do as an Employee in HBS (e.g., complete your own timesheet, request leave). Manager Tasks: Tasks you can do as an Approver in HBS (e.g., approve Employee timesheets and leave requests, reset passwords). Messages: Important messages regarding your Employees accruals and contact information for HBS help. History: View timesheets for closed pay periods. Employee Setup: View information on Employees (e.g., holiday schedule and shift length). Log Off: Log off of HBS. Help: Links to HBS Training Materials and Job Aids. Tabs 7

8 HBS Toolbar for Campus Approver (continue) Under the Manager Tasks tab, you can perform the following: TASKS Timesheet Group: View, approve or edit your Employees timesheets. Employee Balances: View your Employees leave balances. Leave Approvals: View, approve or deny Employee leave requests. Delegate Authority: Delegate authority to another Approver. Administer Passwords: Reset an Employee s password. Tasks 8

9 Toolbar Buttons These buttons allow you to perform the following functions: BUTTON Save data ACTION Reset and clear data to last save Add or view notes Approve timesheet(s) UnApprove timesheet(s) Do not use browser buttons (e.g., back or forward arrows) while in HBS. Use system links or tabs to navigate. Print Return to Timesheet Group Timesheet Action Audit: view changes to timesheet 9

10 Notifications The following HBS notifications may require action on your part. See your Management Group Owner for further information if you have questions. NOTIFICATION MODE RECIPIENT WHY IT HAPPENS & WHEN WHAT TO DO TIMESHEET REMINDERS HBS Alert: Reminder to Complete Timesheet HBS Alert: Final Reminder to Complete Timesheet HBS Alert: Final Reminder to Approve Timesheets HBS Notice: Your Timesheet was Approved HBS Alert: Your Timesheet was Modified Employee Timesheet Has Not Been Completed -- 6 Calendar Days before Pay Period End Date Employee Timesheet Has Not Been Completed -- 3 Calendar Days after Pay Period End Date Approver Timesheets Have Not Been Approved -- 4 Calendar Days after Pay Period End Date Employee needs to complete leave reporting timesheet. Employee needs to complete leave reporting timesheet. TIMESHEET CHANGES Employee Timesheet Was Approved No action required. Employee Timesheet Was Changed by Someone Other than Employee Approver needs to approve all unapproved timesheets. Employee needs to review changes made and re-complete timesheet. 10

11 Notifications (Continue) NOTIFICATION MODE RECIPIENT WHY IT HAPPENS & WHEN WHAT TO DO LEAVE REQUESTS HBS Alert: Review Pending Leave Request Approver / Management Group Owner Employee Submits Leave Request Approver needs to review and approve leave request. HBS Alert: Final Reminder to Review Leave Requests HBS Notice: Your Leave Request was Reviewed HBS Alert: Vacation Balance Nearing Maximum HBS Alert: Vacation Accrual Maximum Reached Leave of Absence Approver Leave Requests Have Not Been Reviewed -- 4 Calendar Days before New Period Opens / MM Message Menu Message Menu Message Menu Employee Leave Request Was Reviewed No action required. Management Group Owner / Employee / Approver Management Group Owner / Employee / Approver Management Group Owner LEAVE ACCRUAL MAX Vacation Balance at 75% of Maximum Vacation Balance at Maximum LEAVE OF ABSENCE Employee is on LOA Approver needs to review and approve leave request(s). Employee and Approver to plan timely vacation dates to keep Employee vacation accrual below maximum. Employee may request a grace period to continue accruing leave, and will also need to schedule vacation to drop below accrual maximum. Management Group Owner to monitor leave while Employee is on LOA. 11

12 HBS Approver Timekeeping Process Now let s walk through the specific tasks for an Approver. Primary HBS Tasks Approve and Edit Timesheets Approve Leave Requests Delegate Authority to Another Approver Additional HBS Tasks and Features View Leave Balances Reset Passwords 12

13 Approve and Edit Timesheets Approve and Edit Timesheets This section will take you through the steps to approve and edit timesheets for Employees on a monthly pay cycle: How to review a timesheet View your timesheet group in the current period Approve, edit and UnApprove Employee timesheets Add Notes to a timesheet View and approve a timesheet in history 13

14 Approve and Edit Timesheets Approve and Edit Timesheets Monthly timesheets should be approved by the 5 th business day of the following month. To change a timesheet after the period closes, work with your HR Admin to approve and submit a Timesheet Change Request Form. 14

15 Approve and Edit Timesheets Access a Timesheet Group To approve Employee timesheets, access the Timesheet Group in Manager Tasks. 1. Click on Manager Tasks 2. Click Timesheet Group If you are an Approver for more than one Timesheet Group, select the correct Timesheet Group from the dropdown. 3. Select pay period 4. Click GO TIP: To locate a specific Employee s Timesheet, select All from Timesheet Group dropdown list, then enter the last name in Last Name field. Be sure to select the pay period for the timesheets you want to approve. 15

16 Approve and Edit Timesheets Approve and Edit Timesheets The Hours Summary with all Employees in the Timesheet Group will display. You can easily Approve (and UnApprove) timesheets from this screen. See next slides for how to review in detail. 1. Select those Timesheets to Approve or UnApprove 2. Click Submit HBS does not have a deny timesheet feature. As Approver, you can edit the timesheet, add a note, and approve. Another option is to communicate the change to the Employee, who can edit and re-complete the timesheet for your approval during the open period. 16

17 Approve and Edit Timesheets Approve and Edit Timesheets Review the summary screen to quickly identify timesheets that need further review: 1. Check for completed timesheets awaiting approval. 2. Review leave usage that may affect Employee s pay or require additional documentation. 3. Check for Notes or Messages that require attention. 4. Review Vacation and Sick leave usage for accuracy. Click on Employee s name to link to timesheet for further review

18 Approve and Edit Timesheets Approve and Edit Timesheets The Employee s Report Leave calendar is displayed. After you edit the Employee s timesheet, you should approve it if no further changes need to be made. Note: The status of an edited timesheet reverts to Not Submitted, and the Employee will receive an notification that the timesheet has been modified and needs to be re-completed. 18

19 Approve and Edit Timesheets Add a Note to a Timesheet You can add a note to the Employee s timesheet. Notes are not required by HBS, but it is a good business practice to add notes if you edit a timesheet. Notes are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is timestamped with the name of the user who submitted the note. Your department may have specific procedures regarding timesheet notes. See your HR Admin for further information. 19

20 Approve and Edit Timesheets History Timesheets If you missed the deadline for approving timesheets during the Open Period, you can approve them in history. You can only approve history timesheets; you cannot edit history timesheets. 1. Click History 2. Select the Timesheet Group 3. Select the Pay Period from the dropdown, then click GO 20

21 Approve and Edit Timesheets History Timesheets You can approve timesheets from the History Review screen, OR you can access the individual timesheet by clicking on the Employee s name. Select Approve checkbox, then click Submit You can approve all history timesheets for the period by clicking the Approve All button in the toolbar. 21

22 Approve and Edit Timesheets Approve and Edit Timesheets This completes the steps for approving and editing Employee timesheets. The next section provides instructions for approving leave requests. 22

23 Approve Leave Requests Approve Leave Requests You will receive an notification when a leave request is submitted for approval. You can directly access the Employee s leave request to approve it. 23

24 Approve Leave Requests Approve Leave Requests To view and approve Employee leave requests, access Leave Approvals in Manager Tasks. 1. Click Manager Tasks 2. Click Leave Approvals 3. Select All 4. Type Employee s last name and click GO TIP: To quickly view all leave requests for a specific Timesheet Group, select that group from the dropdown 24

25 Approve Leave Requests Approve Leave Requests The Employee s current leave request will display. There are 3 sections available in the leave request: 1) Calendar highlights dates with leave requests 2) Weekly View displays leave requests for that week 3) Approve or Deny Leave Request

26 Approve Leave Requests Calendar and Weekly View The Calendar displays highlighted dates with pending or approved leave requests. Click on a highlighted date to review leave requests for Employees for that Weekly time period To access a specific pay period, click on the forward or back arrows. 26

27 Approve Leave Requests Calendar and Weekly View Review all leave requests in the Weekly View to make your determination. Employees request and report leave in full-day increments. CVAC = Campus Vacation (P) = Pending Leave Request (A) = Approved Leave Request 27

28 Approve Leave Requests Approve Leave Requests You can approve or deny the leave request. To add a note, click on the date range. 1. Select checkbox 2. Click Submit Move the line up or down to reveal or hide the detail. 28

29 Approve Leave Requests Approve Leave Requests The leave request status will now display as Approved. When a leave request is approved, the approved dates will auto-populate into the Employee s timesheet. The Employee will receive an notification that the leave request status has changed. If you need to deny or have the Employee delete the request before the timesheet period opens, you will first need to pend the request. Click Pend to allow any changes to an approved Leave Request. 29

30 Approve Leave Requests Hours Not Populating to Timesheet There are situations when approved Leave Request Hours will NOT automatically populate to the Employee s timesheet. Employee should review leave request details and add hours to timesheet manually. Click to review leave request details Code Description Action E D A L Data has not been posted: timesheet data exists Data has not been posted: invalid doecode Data has not been posted: timesheet is approved Data has not been posted: pay period is locked. Manually add hours to timesheet. 30

31 Approve Leave Requests Approve Leave Requests Congratulations! You have completed the steps for approving and editing Employee timesheets and leave requests. The remaining sections provide information on other things you can do as an Approver in HBS: Delegate authority to another Approver Check Employee leave balances Reset Employee passwords 31

32 Delegate Authority to Another Approver Delegate Authority to Another Approver It may be necessary to delegate authority to another Approver IF: An Employee has dual reporting to you and another Approver. You are going out on extended leave without Internet access and will miss approval deadlines. Note: An Employee must be on the delegation list to be an Approver. If the Employee is not yet on the delegation list, contact your Management Group Owner to request the Employee be added. 32

33 Delegate Authority to Another Approver Delegate Authority to Another Approver Once the Employee is on the Delegation List, you can proceed to delegate authority to another Approver for your Timesheet Group. 1. Click Manager Tasks 3. Select the Timesheet Group and Click GO 2. Click Delegate Authority 33

34 Delegate Authority to Another Approver Delegate Authority to Another Approver Next, select the Approver and time period for delegated authority. 1. Select Approver to whom you are delegating authority 2. Enter dates of delegation Tip: Type first 3 letters of last name for quick access Select Campus Approver Be sure to select Campus Approver. Approver applies to Medical Center ONLY. 4. Click Add Entry and new Approver is added to above Current Delegations list

35 View Balances View Balances You can view your Employee s leave balances from two different locations: Manager Tasks > Balances (see slides 36-38) Manager Tasks > Timesheet Group (see slides 39-40) Notifications are provided to Employees, Approvers and Management Group Owners when Employees reach 75% of their Vacation accrual maximum. Work with your Employee and HR Admin on a Vacation plan or Grace Period approval so the Employee will not stop accruing Vacation leave. If maximum leave is reached and the Employee has not been approved for a Grace Period, the Employee will no longer accrue leave. 35

36 View Balances View Balance from Manager Tasks > Employee Balances 1. Manager Tasks > Employee Balances 1. Click Manager Tasks To see all Employee balances, select the Timesheet Group and page through each Employee s balances. 2. Click Employee Balances 3. Select All 4. Type Employee s last name and click GO 36

37 View Balances Manager Tasks > Employee Balances (continue) The Employee s leave balances will display. Click on a Leave Category to link to details 37

38 View Balances Manager Tasks > Employee Balances (continue) Here you can see details of the Employee s Vacation Leave, including each date of leave recorded and each monthly accrual. Time Off Balances reflect balances on file as of the date the record entered HBS and any leave earned and taken since that time Monthly Accruals are posted as factors around the 10 th business day of the following month. Click here to view other leave balances 38

39 View Balances View Balance from Manager Tasks > Timesheet Group 2. Manager Tasks > Timesheet Group 1. Click Manager Tasks 2. Click Timesheet Group 3. Select All 4. Type Employee s last name and click GO 39

40 View Balances Manager Tasks > Timesheet Group (continue) 5. Click Employee Name from Hours Summary 6. Click Leave Balance Summary 40

41 Reset Passwords Reset Passwords As Approver, you are able to reset passwords for Employees in your Timesheet Groups. HR Admins can also reset passwords for all Employees in your Management Group. 1. Click Manager Tasks 2. Click Administer Passwords 41

42 Reset Passwords Reset Passwords Search for the Employee by last name. 1. Select All in Timesheet Group dropdown OR you can select a Timesheet Group to see a listing of all Employees 2. Type Employee s last name and click GO 42

43 Reset Passwords Reset Passwords Then, reset the Employee s password. Click Reset 43

44 Reset Passwords Reset Passwords At next login, the Employee will be able to enter a new password for HBS. 44

45 Congratulations! Congratulations, you have completed the HBS training for Approvers! Go to the next slide to test your access. You may want to print this document for future reference, and refer to the HBS Approver Quick Start guide available at ning.pdf Need help? Contact the Administrator listed on your Timesheet. 45