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1 DETR TIMEKEEPING By Tricia Buckner Training and Security Manager Dept. of Personnel, Information Technology Services Work: (775) Fax: (775) address: And Richard F. Thomas, Ed.D. Employee Development Manager Department of Employment, Training and Rehabilitation 2800 E. St., Louis St., Las Vegas, NV (702) Address:

2 Table of Contents MODULE 1 - NAVIGATION... 2 MODULE 2 LEAVE REQUESTS... 9 MODULE 3 OVERTIME REQUESTS MODULE 4 LEAVE/OT APPROVAL MODULE 5 APPROVING LEAVE REQUESTS MODULE 6 APPROVING OVERTIME REQUESTS MODULE 7 LEAVE/OT APPROVAL MODULE 8 LEAVE/OT APPROVAL FAQ S NOTE Some of the screen shots in this handout may be small and difficult to read. To enlarged the screen shot select the View option in the Toolbar and increase the display using the Zoom option. 1

3 DETR TIMEKEEPING MODULE 1 - NAVIGATION NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) NAVIGATING IN NEATS Module 1 - Navigation ITS Help Desk Monday-Friday 8am 5pm or NVNEATS Department of Personnel Information Technology Services 727 Fairview Carson City NV ifs.intranet.state.nv.us 2

4 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Or from home at: Login by Entering your Employee ID and Password *Use your Employee ID number to log in. Do you want your Password remembered? 3

5 When you first login, you will be required to change your Password *Passwords must be a minimum of 8 complex characters. This includes at least one upper case letter and one lower case letter, one number and one meta character (i.e., #, $, *, %, etc.). *Passwords expire every 90 days. NEATS Home Page NEATS Home Page User Information 4

6 NEATS Home Page Update My Password Hint NEATS Home Page Reset your password 5

7 NEATS Home Page Reference Information & Links Links will not be available through the NVAPPS website NEATS Home Page Messages NEATS Home Page Time and Leave 6

8 NEATS Home Page Training NEATS Home Page Header and Tabs NEATS Time Tab Time Task Bar Icon 7

9 NEATS Employee Tab Employee Task Bar Icon NEATS Training Tab Training Task Bar Icon NEATS - Exiting the System and Logging off 8

10 MODULE 2 LEAVE REQUESTS NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for entering a Leave Request in NEATS EMPLOYEE TIMEKEEPING Module 2 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Or from home at: Dept of Personnel Information Technology Services 727 Fairview Carson City NV ifs.intranet.state.nv.us 9

11 Login by Entering your Employee ID and Password NEATS Home Page Personal Timesheet Listing and Task Bar Icon 10

12 Personal Timesheets and TimeTask Bar To edit your schedule, click on Edit Employee Timesheet Preferences To request leave, click on Request Leave link under My Tasks 11

13 Current Default View of Preferences Highlight and Change Preferences, Check Days Off Employee Preferences Updated 12

14 Enter the amount of hours you are requesting leave for Choose Pay Period from dropdown, then click Create New Request Enter the amount of hours you are requesting leave for 13

15 Enter notes in Preapproval Note, then click Save To add another event type, click on Add new rows, then click on drop down arrow then on event type To attach a file, click on Browse, locate file, click Open 14

16 After the link to the file appears, click on Attach file The Attachment (s) will now appear. You can delete attachment by clicking on the Red X To add additional information, write in the Additional Description Box 15

17 Click on Validate to edit for Errors Messages will be displayed in the Messages and Errors Box Click on Save and Your Preapproval Request will be Saved 16

18 Action Taken will be logged on the Preapproval Audit Log Your Draft Request and Draft Timesheet are included on your Home Page View of the Draft you Created Previously 17

19 To Submit, click on Submit and apply the Electronic Signature by clicking on OK Your Preapproval Request has been Submitted Your Leave Request is Pending Approval 18

20 Your Leave Request can be Modified, Approved or Rejected by the Supervisor You can review your requests by clicking on the link under My Leave Requests The Preapproval Audit Log will indicate the date, time and supervisor if the request was modified, approved or rejected 19

21 MODULE 3 OVERTIME REQUESTS NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for entering an Overtime Request in NEATS EMPLOYEE TIMEKEEPING Module 3 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Or from home at: Department of Personnel Information Technology Services 727 Fairview Carson City NV ifs.intranet.state.nv.us Login by Entering your Employee ID and Password 20

22 NEATS Home Page To request overtime, click on Request Overtime link under My Tasks Choose Pay Period from dropdown, then click Create New Request 21

23 Enter the amount of hours you are requesting overtime for and OT Rsn code Enter notes in Preapproval Note, then click Save Click here to open note To add another event type, click on Add new rows, then click on drop down arrow and click on event type 22

24 To attach a file, click on Browse, locate file, click Open After the link to the file appears, click on Attach file The Attachment (s) will now appear. You can delete attachment by clicking on the Red X 23

25 To add additional information, write in the Additional Description Box Click on Validate to edit for Errors Messages will be displayed in the Messages and Errors Box 24

26 Click on Save and Your Preapproval Request will be Saved Action Taken will be logged on the Preapproval Audit Log Your Draft Request and timesheet are included on your Home Page 25

27 View of the Draft you Created Previously To Submit, click on Submit and apply the Electronic Signature by clicking on OK Your Preapproval Request has been Submitted 26

28 Your Overtime Request is Pending Approval 27

29 MODULE 4 LEAVE/OT APPROVAL NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for entering a Timesheet with LEAVE/OT Approval in NEATS EMPLOYEE TIMEKEEPING Module 4 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Department of Personnel Information Technology Services Or from home at: Fairview Carson City NV ifs.intranet.state.nv.us 28

30 Login by Entering your Employee ID and Password NEATS Home Page Personal Timesheet Listing and Task Bar Icon 29

31 Personal Timesheets and TimeTask Bar To edit your schedule, click on Edit Employee Timesheet Preferences Current Default View of Preferences 30

32 Highlight and Change Preferences, Check Days Off Employee Preferences Updated To enter a timesheet that had no prior leave/ot approval, Click on Missing. If timesheet had prior approvals, Status will be Draft Any leave/ot requests that are approved will automatically populate timesheet and create Draft 31

33 A Timesheet has been created for the Time Period Requested Enter Positive or Exception Reporting Information Add another event type by clicking on Add a new row, Add a new Leave row or Add a new OT row. These lines have been preapproved Added new rows for leave/ot will be indicated in yellow These added events did not have prior approval 32

34 Exceptions should be noted on the Timesheet Note These notes copied over from approved ot/leave request Your Timesheet Header provides Leave Balances and Hash and Time Totals Click on Save and Your Timesheet will be Saved 33

35 Action Taken will be logged on the Timesheet Audit Log Your Draft Timesheet is updated and included on your Home Page View of the Draft you Created Previously 34

36 Click on Validate to edit for Errors Any Errors will be detailed under Messages and Errors To Submit, click on Submit and apply the Electronic Signature by clicking on OK 35

37 Your Timesheet has been Submitted Your Timesheet is Pending Approval A Second Way to Create a New Timesheet from your Home Page 36

38 Click on Create New Select the pay period for which you wish to Create a Timesheet Click here To Submit, click on Submit and apply the Electronic Signature by clicking on OK These lines are indicated yellow as they have not been preapproved you can make adjustments by deleting a row 37

39 Your Timesheet has been Submitted Click on NEATS Home Tab to return to My Tasks Your Timesheet is Pending Approval 38

40 A Third Way to Create a New Timesheet from your Home Page Select the Pay Period under New Timesheet Options A Timesheet already exists for this time period 39

41 You can create a timesheet for same pay period If you create a timesheet for the same pay period, only enter the events/hours that were not included in the original timesheet To Submit, click on Submit and apply the Electronic Signature by clicking on OK The Timesheet Audit Log will Document the Action 40

42 Your Timesheet has been Submitted 41

43 MODULE 5 APPROVING LEAVE REQUESTS NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for approving a Leave Request in NEATS SUPERVISOR TIMEKEEPING Module 5 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Department of Personnel Information Technology Services Or from home at: Fairview Carson City NV ifs.intranet.state.nv.us 42

44 Login by Entering your Employee ID and Password NEATS Home Page To view pending leave requests click on Requests Pending Approval under Supervisor Tasks 43

45 Preapproval requests requiring Supervisor s approval are displayed Click here The Preapproval Request is displayed The Supervisor can Modify the request on behalf of the employee If the supervisor modifies, printed copy with employee signature needs to be retained for audit purposes 44

46 Click on Approve to begin the approval process. Click OK to certify the document is correct Click Reject to reject back to employee. Fill in Rejection Reason then Click Reject The employee does not receive notification. After the request has been approved, Preapproval Audit Log will indicate approval 45

47 Click Done to return you to the Pending Approval Request list or NEATS Home tab to return to the NEATS Home Page NEATS Home Page shows no requests pending approval under Supervisor Tasks 46

48 MODULE 6 APPROVING OVERTIME REQUESTS NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for approving an Overtime Request in NEATS OT SUPERVISOR TIMEKEEPING Module 6 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Department of Personnel Information Technology Services Or from home at: Fairview Carson City NV ifs.intranet.state.nv.us 47

49 Login by Entering your Employee ID and Password NEATS Home Page To view pending overtime requests click on Requests Pending Approval under OT Supervisor Tasks 48

50 Preapproval requests requiring OT Supervisor s approval are displayed Click here The Preapproval Request is displayed The OT Supervisor can Modify the request on behalf of the employee If the OT Supervisor modifies, printed copy with employee signature needs to be retained for audit purposes 49

51 Click on Approve to begin the approval process. Click OK to certify the document is correct Click Reject to reject back to employee. Fill in Rejection Reason then Click Reject The employee does not receive notification. After the request has been approved, Preapproval Audit Log will indicate approval 50

52 Click Done to return you to the Pending Approval Request list or NEATS Home tab to return to the NEATS Home Page NEATS Home Page shows no requests pending approval under OT Supervisor Tasks 51

53 MODULE 7 LEAVE/OT APPROVAL NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for approving a Timesheet using Leave/OT approval in NEATS SUPERVISOR TIMEKEEPING Module 7 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Or from home at: Department of Personnel Information Technology Services 727 Fairview Carson City NV ifs.intranet.state.nv.us 52

54 Supervisor s Home Page Timesheets Requiring Approval are Displayed for Supervisor Click here The Supervisor can Modify the request on behalf of the employee. If the supervisor modifies, printed copy with employee signature needs to be retained for audit purposes 53

55 Click on Approve to begin the approval process. Click OK to certify the document is correct Yellow lines indicate no preapprovals were submitted or time entry was changed from original request Click Reject to reject back to employee. Fill in Rejection Reason then Click Reject The employee does not receive notification. After the timesheet has been approved, Timesheet Audit Log will indicate approval 54

56 Click Done to return you to the Pending Approval Request list or NEATS Home tab to return to the NEATS Home Page NEATS Home Page shows no timesheets pending approval 55

57 MODULE 8 LEAVE/OT APPROVAL NEVADA EMPLOYEE ACTION AND TIMEKEEPING SYSTEM (NEATS) The process for approving a Timesheet using Leave/OT approval in NEATS OVERTIME SUPERVISOR TIMEKEEPING Module 8 Nevada Employee Action and Timekeeping System (NEATS) From your browser, enter the following Internet address: Or from home at: Department of Personnel Information Technology Services 727 Fairview Carson City NV ifs.intranet.state.nv.us 56

58 Overtime Supervisor must log in and approve timesheet If OT Request was already approved by OT Supervisor, timesheet doesn t require another OT Timesheet approval, only if changes were made to original request, or OT time added OT Supervisor clicks on timesheet for approval Overtime Supervisor Approves the OT 57

59 OT Supervisor clicks on OK to apply Electronic Signature NEATS Home Page shows the number of timesheets pending approval Using NEATS: An FAQ Event Codes What is an event on a NEATS timesheet? In NEATS, for reporting purposes, time is broken down into many different categories, or events. Typically, there is one row on a NEATS timesheet for each event code you enter. Events impact your pay and leave balances. 58

60 As an extended example, two common events include Paid Regular Time (PRT) and Annual Leave (UAL): If you work a regular day, you typically report your time for that day under the Paid Regular Time event code, PRT. If you take approved annual leave for a day or two in a pay period, you record this time under the UAL event code (used annual leave). What are the three high-level event types on a NEATS timesheet and what do they represent? NEATS timesheet events are visibly grouped into three, higher-level categories: Standard Events, Leave, and Overtime. 59

61 What is the default event for each event type and what do they mean? Event Type Standard Leave Overtime Default Event Code PRT -> Paid Regular Time UAL -> Used annual leave. POT -> Paid Overtime 60

62 When you enter a new row on a NEATS timesheet, the row s event code column is automatically filled-in. Depending on the event group, NEATS uses different default event codes. It s perfectly OK to select a code different from the one NEATS enters. For Standard Events, you can do so by adding a new row and selecting from the event code dropdown. For all other event types, use the existing dropdown. Where can I find NEATS event codes that I can use on a timesheet? Each screen in NEATS has a Page Help label in the upper right hand corner. If you click on Page Help, you are directed to the NEATS help system. Once in the help system, click Time Tab, then General Tasks, then Event Codes. DETR employees also have a special event code help page. As a DETR employee, what event can I assign my time to? Will NEATS prevent me from using any particular event codes? The NEATS system does not restrict you from using any particular event code on your timesheet. But DETR-HR and DETR-FM prefer you not use certain event codes since they don t apply to DETR. Please see this page for guidelines on which event codes DETR employees should use. Job Numbers and Activities What is a job number? What does it represent? A job number represents a funding source, such as a special grant or the State s general fund. For reporting purposes, as a DETR employee you are required to assign Standard and OT events to a job number in NEATS. On the NEATS timesheet, enter a job number under the Project/Job column. 61

63 What is an activity code? What does it represent? The activity code provides additional detail within a certain job number. Think of it as a sub-category of a job number. On your NEATS timesheet, enter an activity code under the Activity column. On our old paper timesheets, activities were called functions and were entered under the Project/Function column. Why must DETR employees assign their time to activities and job numbers on the NEATS timesheet? How does this compare to our paper timesheets? As a DETR employee, you must assign Standard and OT time to job numbers and activities so that DETR-FM can charge the correct funding source for the time reported. Our paper timesheets served the same purpose with the project/function code 62

64 combination. That is, the practice of assigning time to a funding source (job number) and activity is not new at DETR. It will just work a bit differently under NEATS. Job numbers were called project codes on DETR s paper timesheets. And activities were called function codes. The old project and function codes are found under the Project/Function column on the paper timesheet. Who is responsible for making sure employees assign their time to appropriate activities and job numbers in NEATS? Both you and the supervisor approving your timesheet are ultimately responsible for ensuring that time is assigned to the proper activity and job number, representing the work that you are doing for the department. NEATS itself, using information maintained by DETR s Financial Management department, will also check to make sure that you use valid job number-activity combinations on your timesheet. How do I determine what activity and job numbers I should use? FM will be sharing a document that a document that will include and explain how to map from your old project-function codes to our new job-activity codes. Also, from within NEATS, IDP will provide a mapping page available from the DETR Help link. The page will show various job-activity combinations that apply to you. Ultimately, your supervisor will need to tell you which of the job-activity combinations you should use. Note: for the DETR Help page to work properly, you must go to the page from NEATS, not from a bookmark or your favorites folder. I can t assign my leave time to an activity and job. Is that OK? Yes, it s OK. DETR employees are not required to assign job-activity codes for leave events. Instead, behind the scenes, the system will determine how to assign job number(s) to leave events for each position. Does NEATS know whether an activity and job number are valid for a particular DETR employee? Yes. In NEATS valid combinations of budget accounts, organization codes (formerly known as cost centers), job numbers and activities which collectively comprise DETRspecific rules will limit the activity and job number coding allowed for DETR employees. NEATS won t allow me to enter an activity and job number. Now what? Refer to the DETR Help screen click the DETR Help label in NEATS to get there for valid combinations of job-activity coding. If the help page does not help, request assistance from your supervisor or manager. Contact Financial Management if there is a need to set up job number-activity coding. I went to the DETR-NEATS help page and it says the activity and job number that was rejected in NEATS should be OK. Who can help me with this? Contact DETR-HR ( ) or DETR-FM ( ) to verify that you are assigned to the organization code and budget account that is reflected on the help page. 63

65 Other What is the deadline for submitting my timesheet? Noon on the Monday following the close of the pay period. Note: Using NEATS we will only be submitting our timesheets once every two weeks. 64

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