Manager Self Service - Time Management Guide for Users Updated on 28 August 2015

Transcription

1 Updated on 28 August 2015

2 Contents Getting Help... iv Supported Browsers... iv... 1 Approve & Report Employee Time... 1 Approve Reported Time... 2 Adjust Hours... 8 Correct Reported Time Deny/Push Back Reported Time Enter Unpaid Absences Report Exception Time Report Positive Time Approve & Report Employee Absences Approve, Deny, Push Back Absence Requests Report Absences View Employee Balances & History Check Employee Balances Edit Saved Absence Requests View Employee Absence History Delegate Time & Absence Transactions Accept a Delegation Request Create a Delegation Request Report & Approve Time - CUPE Report Regular Hours & Shift Premiums Report Time in a Previous Pay Period Report Time for Part Time Employees Report & Approve Time - Food Services Calculate Actual Hours Report Hours OPSEU Term Reporting for Managers with Direct Reports Time and Absence Reporting Absence Type Descriptions Reporting for Alternate Time Approvers Page ii

3 Contract Hours Audit Report Employee Reported Time Reported Overtime and CTO Glossary Page iii

4 Getting Help ehr Online Learning You will find a collection of online learning and guides for users for all ehr systems at: Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into online learning or any ehr system, call or contact HR Client Services: Call: ext or hr@ryerson.ca Technical Help To access any of Ryerson's systems, you must first activate your Ryerson ID by completing the web form available at: If you experience difficulties logging into ehr via Blackboard using your RyersonID, call or the CCS Help Desk: Call: ext or help@ryerson.ca Ask a Question: Supported Browsers ehr can be accessed with an internet connection using: Internet Explorer version 8, 9, 10 (Compatibility on) Safari 3.x. or higher Firefox Check out the Getting Started topic to learn how to set-up and configure your browser before you begin using ehr. ehr should NOT be accessed using the following browsers: Opera Chrome Disclaimer This document is intended as a reference for all employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information of the official documents will prevail. The information contained in this document is subject to change without notice and is not warranted to be error-free. If you find any errors, please contact HR Client Services at (416) or hr@ryerson.ca Page iv

5 This content will assist all managers, alternate approvers and inputters with using manager self-service within ehr. It provides managers and administrators with complete control over employee time and absences online. By the end of the section you will be able to: Approve reported time, exceptions, and absence requests Report payable time or absences, and view absence request history and balances Delegate transactions to a peer to act on your behalf Print reports for contract audits, reported time and absences This section applies to: Managers and supervisors responsible for approving payable time Alternate time approvers Approve & Report Employee Time Managers and administrators share responsibility for payroll. This includes completing, processing and approving hiring documentation and changes that will be reflected in pay. In addition, you are responsible for ensuring that electronic time reporting is completed and approved prior to the pay deadlines ( For more information about pay rates for each employee group, refer to the Salary Rates by Group ( page found under the Salary & Benefits ( on the HR web site. Page 1

6 Approve Reported Time All reported time will appear under your reported time summary within 'Manager Self Service'. Managers and approvers can approve reported time for current, past (up to 90 days) and future pay periods. Each bi-weekly payroll process will only include approved transactions from the current pay period and those modified and/or approved in a prior pay period. Procedure In this topic you will learn how to approve reported timesheet entries. 1. Navigate to the 'Reported Time' menu. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Approve Time and Exceptions menu. 5. Click the Reported Time menu. Page 2

7 6. The initial display of the 'Timesheet Summary' page will default the 'View By' field to All Time Before. This allows you to display all time sheets submitted before the day specified in the Date field. Click the View By list to view more options. 7. By changing each of the 'View By' options, you are able to display different data. Review each option listed: All Time After All Time Before Day Week 8. Click the Get Employees button to display a list of recently reported time. 9. If you choose to change the value in the 'Date' field, click the Refresh button to update the page. 10. Additional fields in the grid provide you with information about the employee: 'Position Description': the title of full-time and term positions only. 11. 'Supervisor': the employee's manager or supervisor. 12. 'Payroll Status': 'active' indicates an active contract; 'terminated' indicates the contract has ended. 13. 'Last Assignment Start Date': indicates the start date of the position or job. Page 3

8 14. 'Last Assignment End Date': indicates the end date of the position or job. If the field is blank, no end has been defined on the job record. For example: Fulltime positions do not have end dates. 15. 'Cost Centre': a financial account number associated with a department to track costs. Departments are not limited to only one cost centre. There may be several cost centres within a department. 16. Decision: ehr provides two methods for approving time sheets. Choose an option listed below: Time Sheet Approval by Individual Go to step 17 Time Sheet Approval by Batch Go to step Each employee shown in the data list has information related to their time sheets: 'Hour to be Approved': submitted hours by the employee CTO - compensating time off submitted in lieu of paid compensation 'OT/On Call/Call In': overtime submitted 18. To access an employee's timesheet, click the Jane Doe link. 19. The timesheet will display the current week in the pay period. Page 4

9 20. To change the display to a bi-weekly pay period, choose Calendar Period from the View By list. Click the View By list. 21. Click the Calendar Period list item. 22. Notice how the timesheet now displays the bi-weekly pay period. Review each timesheet entry to check: the amount of hours, day of the week, time reporting code and comments. 23. To approve all transactions on the timesheet, click the Select All link. 24. You can also deny or push back reported time. In each case, notifications are sent to the employee. Employees must re-submit any denied/push back time. Click the Approve button. 25. Click the Yes button. 26. Click the Refresh Timesheet button. 27. Notice the Reported Status field is updated. 28. You can navigate through the pay periods week using the Previous Period and Next Period links. 29. Click the Return to Select Employee link to continue approving time on the timesheet summary page. 30. Notice the data list displays fewer rows. Continue approving time sheets until all time is approved with no remaining employees in the data list. 31. End of topic. For more information on bi-weekly pay periods ( and deadline dates, refer to the Payroll ( page on the HR web site. End of Procedure. Remaining steps apply to other paths. Page 5

10 32. Each employee shown in the data list has information related to their time sheets: 'Hour to be Approved': submitted hours by the employee CTO - compensating time off submitted in lieu of paid compensation 'OT/On Call/Call In': - overtime submitted 33. Review each time sheet entry to check: the amount of hours to be approved, and the type of time reported. 34. To approve all transactions on the 'Timesheet Summary' page, click the Select All link. 35. You can also deny or push back reported time. In each case, notifications are sent to the employee. Employees must re-submit any denied/push back time. Click the Approve button. 36. Click the Yes button. Page 6

11 37. Click the OK button. 38. Notice that all time is approved and the 'Timesheet Summary' page will not display any reported time submitted before the day specified in the Date field. 39. End of topic. For more information on bi-weekly pay periods ( and deadline dates, refer to the Payroll ( page on the HR web site. End of Procedure. Page 7

12 Adjust Hours All submitted timesheet entries can be adjusted by the manager or the employee. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay date. You would adjust an employee s time under the following circumstances: The employee is overpaid for hours worked in a prior pay period. The employee is underpaid for hours worked in a prior pay period. Ensure that all adjusted time reporting is completed and approved prior to the pay deadlines ( Procedure In this topic you will learn how to adjust an employee's hours for a prior pay period. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Timesheet menu. Page 8

13 6. Click the Get Employees button. The system will display all employees for the week specified in the 'Date' field. 7. Click the Adam Pelser link. 8. Decision: Overpaid/Underpaid hours are processed differently. Choose an option to learn how to adjust time for each case: Overpaid Hours Worked Go to step 9 Underpaid Hours Worked Go to step 22 Page 9

14 9. You will adjust reported time in a prior pay period. Use the Previous Week/Next Week link to navigate to another pay period. Click the Previous Week link. 10. In this example the employee was overpaid by '7.25' hours on Tue 7/10. You will need to adjust this transaction and reduce the reported hours for the week. Click the Add a new row button. 11. Enter negative hours if the employee was overpaid for hours worked in a prior pay period. This entry will deduct from the employee's pay at the applicable rate. Enter the desired information into the Tue field. Enter "-7.25". 12. Click the Time Reporting Code list. 13. Click the NUPT Regular Hrs list item. 14. Click the Submit button, and continue with the approval process. Page 10

15 15. Click the OK button. Page 11

16 16. Click the Select option. 17. Click the Approve button. 18. Click the Yes button. 19. Click the OK button. 20. This entry will deduct from the employee's pay at the applicable rate. Notice the total for the date is End of topic. End of Procedure. Remaining steps apply to other paths. Page 12

17 22. You will adjust reported time in a prior pay period. Use the Previous Week/Next Week link to navigate to another pay period. Click the Previous Week link. 23. In this example the employee was underpaid (not paid) for '7.25' hours on Wed 6/27. You will need to adjust this pay period and increase the reported hours for the week. Click the Add a new row at row 1 button. 24. Enter 'positive hours' if the employee was underpaid for hours worked in a prior pay period. The entry will add to the employee s pay at the applicable rate. Enter the desired information into the Time Reporting field. Enter "7.25". 25. Click the Time Reporting Code list. Page 13

18 26. Click the NUPT Regular Hrs list item. Page 14

19 27. Click the Submit button, and continue with the approval process. 28. Click the OK button. Page 15

20 29. Click the 06/27/2012 option. 30. Click the Approve button. 31. Click the Yes button. Page 16

21 32. Click the OK button. 33. The entry will add to the employee's pay at the applicable rate. Notice the 'Reported Hours' has increased. 34. End of topic. End of Procedure. Page 17

22 Correct Reported Time All submitted timesheet entries can be adjusted by the manager or the employee. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay date. You would adjust an employee s time under the following circumstances: The employee is overpaid for hours worked in a prior pay period. The employee is underpaid for hours worked in a prior pay period. Ensure that all adjusted time reporting is completed and approved prior to the pay deadlines ( Procedure In this topic you will learn how to correct time sheet entries. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Timesheet menu. 6. The initial display of the 'Timesheet Summary' page will default the View By field to Week. This allows you to display all time sheets submitted for the week specified in the Date field. Change the date as required. Page 18

23 7. Click the Get Employees button to display a list of employees for the week listed in the View By field. 8. The data list provides a summary of totals for the various categories of reported time: 'Reported Hours': all time reported by your employees. 'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the Reported Hours. Page 19

24 9. Click the Pete Zaria link. 10. You would correct an employee s timesheet if the incorrect amount of time or code was used to report time. In this example, the employee accrued CTO time and did not get paid the overtime. 11. Use the Previous Week/Next Week link to navigate to another pay period. Page 20

25 12. Click the Add a new row button to create a new line. 13. In this example, the employee reported time using the incorrect time reporting code. You will correct this transaction and allocate the time to the correct code. Enter the desired information into the Time Reporting field. Enter "-3.00". 14. Enter the desired information into the 6.00 field. Enter "-3.00". 15. Click the Time Reporting Code list. Page 21

26 16. Select the same time reporting code used on the original transaction. This will reverse the original transaction amount. Click the CTO Actual OT list item. Page 22

27 17. Add another row for the new transaction. Click the Add a new row at row 2 button. 18. Allocate the hours to the correct time reporting code. Enter the desired information into the Time Reporting field. Enter "3". 19. Enter the desired information into the Time Reporting field. Enter "3". 20. Click the Time Reporting Code list. 21. Select the correct time reporting code. Click the OPS OT list item. Page 23

28 22. Click the Submit button, and continue with the approval process. Page 24

29 23. Click the OK button. 24. Click the scroll bar. 25. Approve the transactions. Click the Select All link. 26. Click the Approve button. 27. Click the Yes button. Page 25

30 28. Click the OK button. Page 26

31 29. Notice the 'Reported Hours' has been updated. Click the Return to Select Employee link. 30. End of topic. For more information on bi-weekly pay periods ( and deadline dates, refer to the Payroll ( page on the HR web site. End of Procedure. Page 27

32 Deny/Push Back Reported Time Managers/Approvers can deny or push back any time reported by an employee. Once a transaction is denied/pushed back, ehr will send an notification to the employee with details of the transaction. All denied and pushed back transactions will not be processed for pay. Ensure these transactions are re-submitted by the employee or yourself before the payroll deadlines ( Procedure In this topic you will learn how to deny/push back time reported by an employee. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Approve Time and Exceptions menu. 5. Click the Reported Time menu. Page 28

33 6. Click the Get Employees button. 7. The data list provides a summary of totals for the various categories of reported time: 'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the 'Hours to be Approved'. In this example you will deny 2 hours of CTO time for an employee. 8. Click the Pete Zaria link. Page 29

34 9. Click the Select All link. 10. Once you deny or push back reported time, notifications are sent to the employee. Employees must re-submit any denied/push back time. Click the Deny button. Page 30

35 11. Click the Yes button. Page 31

36 12. Click the OK button. 13. Notice the Reported Status of the transactions is now updated. Click the Return to Select Employee link. 14. Notice the data list is now refreshed, with no remaining Hours to be Approved. 15. End of topic. End of Procedure. Page 32

37 Enter Unpaid Absences All unpaid absences must be submitted by the manager or the employee using the timesheet to deduct from the employee s pay. Unpaid absences are recorded on the employee s timesheet under the following circumstances: For any employee who requires unpaid time off. E.g.: An employee does not have any banked vacation time and needs to take vacation. Ensure that all unpaid absences are submitted on the time sheet and approved prior to the pay deadlines ( Procedure In this topic you will learn how to report unpaid absences and add a comment to an employee s time sheet. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. Page 33

38 5. Click the Timesheet menu. Page 34

39 6. Click the Get Employees button. 7. The data list provides a summary of totals for the various categories of reported time: 'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the 'Hours to be Approved'. In this example, you will report two days of unpaid vacation time for an employee. 8. Click the Amy Smith link. 9. A standard work-day is 7.25 hours. Enter unpaid vacation time for an employee as 'negative hours'. Enter "-7.25" (or the applicable unpaid time off) into the Time Reporting Code field. 10. Enter "-7.25" (or the applicable unpaid time off) into the Time Reporting Code field. 11. Click the Time Reporting Code list. Page 35

40 12. Select the time reporting code Unpaid Hrs applicable for the employee group. Click the OPS Unpaid Hrs list item. 13. Once all the unpaid hours have been entered, click the Submit button. 14. Click the OK button. Page 36

41 15. Click the Comments button and enter specific details about the unpaid time off in the comments area. Page 37

42 16. Enter the desired information into the Comment field. Enter "Approved unpaid vacation time". 17. Click the OK button. 18. The reported status field will update to 'Needs Approval'. To approve the transactions, click the Select All link. 19. Click the Approve button. 20. Click the Yes button. Page 38

43 21. Click the OK button. Page 39

44 22. Click the Return to Select Employee link. 23. Notice the 'Reported Hours' for the employee has updated to '-14.50' for two days of unpaid vacation. 24. End of topic. For more information about types of absences refer to the applicable collective agreement/policy ( page on the HR web site. End of Procedure. Page 40

45 Report Exception Time A standard work-week is hours for a full-time salaried MAC/OPSEU employee or Term > 4 months. Any time worked over and above the standard hours may be reported as exception time. Salaried employees are only required to report exception time that exceeds the weekly standard hours. Manager, approvers and inputters can report exception time for an employee for current, past (up to 90 days) and future pay periods. Note: The payroll process will only include approved transactions from the current pay period and those modified and approved in a prior pay period. Procedure In this topic you will learn how to report exception time, add a comment and approve time sheet entries. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. Page 41

46 5. Click the Get Employees button. The system will display all employees for the week specified in the Date field. 6. The data list provides a summary of totals for the various categories of reported time: 'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the 'Hours to be Approved'. 7. Click the Jane Doe link. 8. The timesheet will display the current week in the pay period. Change the View By field as required. Page 42

47 9. Enter the desired information into the Mon field. Enter "2". 10. Click the Time Reporting Code list. 11. Time reporting codes are abbreviated differently in each employee group. Review the list of descriptions for an OPSEU employee's time reporting codes: CTO Actual OT 1.0 CTO Actual OT 1.5 CTO Actual OT 2.0 OPS Call In - Actual Hours OPS Call Out - Remote OPS On Call - Actual Hrs OPS OT 1.0 OPS OT 1.5 OPS OT 2.0 OPS Regular Adjustment OPS Unpaid Hrs Shift Prem Afternoons Shift Prem Nights 12. Click the CTO Actual OT list item. Page 43

48 13. Add additional exception hours to a new line on the timesheet as needed. Click the Submit button. 14. Click the OK button. Page 44

49 15. You will need to approve the transaction. Click the Select option. 16. Click the Approve button. 17. Click the Yes button. Page 45

50 18. Click the OK button. Page 46

51 19. Exception time entries require an explanation of why time was reported. Regular reported hours entries do not require additional comments. Enter relevant comments about the timesheet entries. Click the Comments button. 20. Enter the desired information into the Comment field. Enter "Assist with project". 21. Click the OK button. Page 47

52 22. Click the Return to Select Employee link. 23. Notice the data list is updated with the Reported Hours. 24. End of topic. For specific details about overtime and compensating time off refer to the Policies & Agreements ( page on the HR web site. End of Procedure. Page 48

53 Report Positive Time Managers, approvers and inputters can report payable time for an employee for the current, past (up to 90 days) and future pay periods. It's a requirement that the actual hours worked be reported for each part-time employee before the pay deadlines ( Absences are also entered on the time sheet for tracking purposes only. Note: The payroll process will only include approved transactions from the current pay period and those modified and approved in a prior pay period. Procedure In this topic you will learn how to report and approve positive hours (regular hours) on a part-time employee's time sheet. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Timesheet menu. Page 49

54 6. Click the Get Employees button. The system will display all employees for the week specified in the 'Date' field. 7. The data list provides a summary of totals for the various categories of reported time. Refer to each category for details. 8. Select the employee you wish to report time for. Click the Adam Pelser link. 9. The timesheet will display the current week in the pay period. Change the View By field as required. 10. Use the Previous Week/Next Week link to navigate to another pay periods. 11. Review the policy that applies to Job Descriptions for Non-Union Casual Assignments ( Depending on hours worked during a bi-weekly pay period, the position may meet the requirements for a term position under a collective agreement ( It is your responsibility to report the correct amount of hours worked for the employee. Page 50

55 12. In this example, you will report regular hours for a Non-Union Casual employee. Notice the hours that are reported as 'positive'. Enter the actual hours worked into the Time Reporting Code field. Enter "7.25". 13. Enter the actual hours worked into the Time Reporting Code field. Enter "7.25". 14. Enter the actual hours worked into the Time Reporting Code field. Enter "7.25". Page 51

56 15. Click the Time Reporting Code list. 16. Time reporting codes are abbreviated differently in each employee group. Review the list of descriptions for an non-union casual (part-time) employee's time reporting codes: Bereavement Unpaid Jury Duty Unpaid NUPT Overtime 1.0 NUPT Overtime 1.5 NUPT Regular Hrs NUPT Stat Holiday Unpaid Sick WCB Unpaid Page 52

57 17. Click the NUPT Regular Hrs list item. The rate of pay is determined by the compensation rate on the employee's contract. Page 53

58 18. Click the Submit button. 19. Click the OK button. 20. Notice the Reported hours field is updated. Page 54

59 21. To approve all the transactions, click the Select All link. 22. Click the Approve button. 23. Click the Yes button. Page 55

60 24. Click the OK button. Page 56

61 25. Click the Return to Select Employee link. 26. The data list is updated with details of the reported hours. Notice the Hours to Be Approved column contains no information for time that is pending approval. 27. End of topic. End of Procedure. Page 57

62 Approve & Report Employee Absences Managers are required to approve all absence requests submitted by employees for any absences such as: vacation time, family, jury duty or sick time, etc. online. For more information on absence entitlements, please refer to the Policies & Agreements ( page on the HR web site. Approve, Deny, Push Back Absence Requests All employees are required to submit absences online for any work absences. In the event that an employee is unable to submit an absence request, the manager/supervisor is responsible for reporting the short term absences online. Procedure In this topic you will learn how to approve/deny/push back an absence request from an employee. 1. Navigate to the 'Absence Request' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Approve Time and Exceptions menu. 5. Click the Absence Requests menu. 6. By default, all Pending requests will display. The data grid provides you with details for each absence submitted. Page 58

63 7. To access a request, click the George Doe link. 8. Decision: Decide if you will approve, push back or deny the employee s absence request. Choose an option to learn more: Approve Absence Go to step 9 Push Back Absence Go to step 21 Deny Absence Go to step The system will display the 'Request Details' for the employee. Review the details of the request: dates, absence name and any Requestor comments. Page 59

64 10. Click the Approve button. Page 60

65 11. Click the Yes button. 12. Click the OK button. 13. The 'Absence Request' page will refresh and display remaining requests that need approval. 14. Change the status drop-down list to view approved or denied status requests. Click the Show Requests by Status list. Page 61

66 15. Click the Approved list item. Page 62

67 16. Click the Refresh button. 17. Click the Show Requests by Status list. 18. Click the Pending list item. Page 63

68 19. Click the Refresh button. 20. End of topic. End of Procedure. Remaining steps apply to other paths. 21. The system will display the 'Request Details' for the employee. Review the details of the request: dates, absence name and any Requestor comments. Page 64

69 22. Provide comments for the requestor in the Approver Comments field. Enter "Entered on the incorrect day". 23. Click the Push Back button. Page 65

70 24. Click the Yes button. 25. Click the OK button. 26. The 'Absence Request' page will refresh and display remaining requests that need approval. 27. End of topic. End of Procedure. Remaining steps apply to other paths. 28. The system will display the 'Request Details' for the employee. Review the details of the request: dates, absence name and any Requestor comments. 29. Provide comments for the requestor in the Approver Comments field. Enter "Not enough CTO time". By denying CTO or sick requests, you do not automatically adjust an employee's pay. Changes that must be reflected in the pay must be processed in the employee's timesheet. For information on how to adjust an employee's pay refer to the Adjust Hours topic. Page 66

71 30. Click the Deny button. 31. Click the Yes button. 32. Click the OK button. 33. The 'Absence Request' page will refresh and display remaining requests that need approval. 34. End of topic. Refer to the 'Adjust Hours' topic for information on how to adjust an employee's pay. End of Procedure. Page 67

72 Report Absences Managers and approvers are required to report all employee absences online. Requests can be entered for past, current and future dates. Absence entitlements may vary between employees groups depending on the policy/collective agreements ( which apply to them. Types of absences include the following: Bereavement Compassionate leave Compensating time off Family Jury, political MAC Days Vacation time Personal care Sick time Vacation suspense Procedure In this topic you will learn how to report an absence for an employee. 1. Navigate to the 'Absence Request' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Absence Request menu. 6. You can specify an 'As of Date' to determine your 'direct reports at a point in time. Change the date as required and click the Refresh button. 7. Each employee listed in the grid are your 'direct reports', including positions that report to you which may be 'vacant'. Page 68

73 8. An employee (who reports to you) may also have 'direct reports' that they manage. To view these employees, click the Expand button. 9. Click the Collapse button. 10. Click the Select button. Page 69

74 11. By default, the system will display the current business date. Click the Choose a date (Alt+5) button. 12. Click the 25 link. 13. The 'Filter by Type' drop-down list field is NOT mandatory. If used, this will filter the display of the codes by category. Use the 'Absence Name' drop-down list to select an absence type. Click the Absence Name list. 14. Absence types vary by employee group. Review the list of absence names for definitions: Bereavement Compensating Time Family Jury Duty Paternity Leave Political Leave Sick Union Vacation Vacation (Suspense) Page 70

75 15. Click the Vacation list item. Page 71

76 16. Depending on the 'Absence Name' selected, the 'Current Balance' and 'Forecast Balance' button may display. By default, the system provides a one day absence. Specify an end date as required for the absence. Click the Choose a date (Alt+5) button. 17. Click the 26 link. 18. Decision: Absences can be taken as partial or full days. Choose an option to learn more: Partial Day Absence Go to step 19 Full Day Absence Go to step Click the Partial Days list. 20. Click the All Days list item. Page 72

77 21. In this example, you have specified that 'All Days' in the date range are specified as half days. Click the All Days Are Half Days option. 22. Click the Forecast Balance button. 23. The system will indicate if the employee has sufficient time available to take this absence. Enter the desired information into the Requestor Comments field. Enter "Submitted on behalf of the employee". 24. Click the Submit button. Page 73

78 25. Click the Yes button. 26. Click the OK button. 27. The absence will be approved automatically by the approver and an notification will be sent to the employee notifying them of the request. 28. End of topic. End of Procedure. Remaining steps apply to other paths. Page 74

79 29. Click the Forecast Balance button. 30. The system will indicate if the employee has sufficient time available to take this absence. Enter the desired information into the Requestor Comments field. Enter "Entered on behalf of the employee". 31. Decision: You can submit or save the request. Choose an option to learn more: Submit Go to step 32 Save for Later Go to step Click the Submit button. Page 75

80 33. Click the Yes button. 34. Click the OK button. 35. The absence will be approved automatically by the approver and an notification will be sent to the employee notifying them of the request. 36. End of topic. End of Procedure. Remaining steps apply to other paths. Page 76

81 37. Click the Save for Later button. Page 77

82 38. Click the OK button. 39. Refer to the 'Edit Saved Absence Requests' topic for instructions on how to retrieve and submit a saved absence request. 40. End of topic. End of Procedure. Page 78

83 View Employee Balances & History Managers and approvers can view current balances (for entitlements) and absence request history for employees. Depending on the employee, these types of entitlements may include: compassionate leave, compensating time off, vacation time, etc. The accrual rates for each of these types of entitlements will vary by employee. For more information on absence entitlements for your employees, please refer to the Policies & Agreements ( page on the HR web site. Check Employee Balances Managers and approvers can check balances (entitlements) and forecast balances for a future date for all their employees online. Procedure In this topic you will learn how to check the current absence balance for an employee and forecast their balance for a future date. 1. Navigate to the 'Absence Balances' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the View Time menu. 5. Click the Absence Balances menu. Page 79

84 6. By default, the system will display the current business date. Click the Continue button. Page 80

85 7. Click the John Doe option. 8. Click the Continue button. 9. All balances are calculated up to the 'As of Date' of the last processing date. The information displayed for each type of entitlement will vary by employee. Details for vacation balances available includes all vacation time taken. A 'negative' balance indicates that the employee has used all their absence entitlements. 10. To check the vacation balances for your employee for a future date, click the Forecast Balance link. Page 81

86 11. Choose a date in the future to determine the available days of vacation for this employee. Click the Choose a date (Alt+5) button. 12. Click the Next Month button. 13. Click the 31 link. 14. Click the Absence Name list. Page 82

87 15. Click the Vacation list item. Page 83

88 16. Depending on the 'Absence Name' selected, the 'Current Balance' may display. Click the Forecast Balance button. 17. In this example, details of the forecast indicate the employee's balance as of 10/31/2011. This balance includes any vacation time taken and accumulated time for the period. Click the Return to View Absence Balances link. 18. Use the Return to Direct Reports link to select another employee. 19. End of topic. End of Procedure. Page 84

89 Edit Saved Absence Requests All other absence requests are owned by the Ryerson ID, which created the request. As a manager, you can only retrieve and submit saved absence requests that have been originally saved by your Ryerson ID. Procedure In this topic you will learn how to retrieve and submit a saved absence request. 1. Navigate to the 'Absence Request History' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the View Time menu. 5. Click the Absence Request History menu. Page 85

90 6. By default, the system will display the current business date. Click the Continue button. Page 86

91 7. Click the Amy Doe option. 8. Click the Continue button. 9. In this saved request, click the Forecast Balance button. 10. The system will indicate if the employee has sufficient time available to take this absence. Click the Submit button. Page 87

92 11. Click the Yes button. 12. Click the OK button. 13. The absence will be approved automatically by the approver and an notification will be sent to the employee notifying them of the request. 14. End of topic. Refer to the 'Report Absences' topic for instructions on how to submit an absence request. End of Procedure. Page 88

93 View Employee Absence History Manager can view the absence request history for all their employees online. Procedure In this topic you will learn how to view an employee's absence request history. 1. Navigate to the 'Absence Request History' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the View Time menu. 5. Click the Absence Request History menu. Page 89

94 6. By default, the system will display the current business date. Click the Continue button. 7. Click the Jane Doe option. 8. Click the Continue button. 9. The 'Through' field displays the current system date. The system will display absence requests for the past 90 days from the current system date. You can change the 'From and Through' date fields to display the specific time period you wish to review. If there was an absence you were expecting to see and you do not see it, update the 'From and Through' dates and click Refresh. 10. Access details of each absence request by clicking the active link. 11. To sort the data in ascending or descending order, click the column header. 12. End of topic. End of Procedure. Page 90

95 Delegate Time & Absence Transactions Managers can delegate self-service transactions such as time reporting and absence approvals to a peer for any period of time. For example: A manager will be away from the office for an extended period of time, and will not be able to approve absence requests for employees. The person who will accept the delegation request must be enrolled as an alternate time approver for a department. Refer to the 'Security Access Requests' ( online learning for more information on how to set-up your security access. Accept a Delegation Request The person who will accept the delegation request must be enrolled as an alternate time approver for a department. Administrative staff who currently approve time (who are alternate time approvers) will retain their time approving role should you delegate to them. Cascading delegation is not allowed (for example, you cannot delegate to a peer who in turn delegates to another person). Procedure In this topic you will learn how to accept a delegation request from another person. 1. Navigate to the 'Manage Delegation' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Manage Delegation menu. Page 91

96 4. A list of transactions delegated to you is found under the 'Review My Delegated Authorities' link. Click the Review My Delegated Authorities link. Page 92

97 5. By default, all submitted transactions will display. You can view the details of the transactions using the 'Multiple Transactions' link. Click the Multiple Transactions link. 6. In this instance, a manager has delegated all time and absence type transactions. Click the Return button. 7. You can either accept or reject the transaction. In this instance, you will accept the delegated transaction. Notice the 'From and To' dates, which define the period during which you will act as the responsible person for approving time and absence transactions. Click the Multiple Transactions option. 8. Click the Accept button. Page 93

98 9. Click the OK button. 10. No remaining delegation transactions require action. 11. End of topic. End of Procedure. Page 94

99 Create a Delegation Request Manager self-service transactions (such as time and absence transactions) can be delegated to others, so that they can report and/or approve transactions on your behalf. To do this, create a delegation request and allow others to gain access to your employee's time sheets or absence requests. Your 'Back-Up' Approver will not have access to your employees' information. You will need to delegate your time and absence transactions to your back-up when you are unable to perform your ehr transactions. Alternate Approvers of time (for example, administrative staff who currently approve time) will retain their time approving role should you delegate to a peer. Cascading delegation is not allowed (for example, you cannot delegate to a peer who in turn delegates to another person). Procedure In this topic you will learn how to delegate your manager self-service transactions to another person. 1. Navigate to the 'Manage Delegation' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Manage Delegation menu. Page 95

100 4. Click the Create Delegation Request link. Page 96

101 5. Specify the start and end dates for the delegation request. Click the Choose a date (Alt+5) button. 6. Click the desired date. 7. Click the Choose a date (Alt+5) button. 8. Click the desired date. 9. Click the Next button. 10. You can delegate the responsibility of your ehr transactions in four ways: 'Manage Approve Reported Time': Approve payable time only 'Manage Reported Time': Report time for your direct reports, for example: input payable time. 'Manager Absence Approve': Approve employee absences only 'Manager Absence Request': Submit absences on behalf of employees Depending on your requirements assign one or all transaction types to another person. In this example you will assign all transaction types to a person. Page 97

102 11. Click the Select All link. 12. Click the Next button. 13. You can submit a delegation request to any person. This could be a person within your department or a peer in another department. Ensure they have access to approving time sheets/absences in order to accept the delegation. Click the Bob Jones option. Tip: Use 'Search by Name' link to find another person. 14. Click the Next button. Page 98

103 15. Click the Submit button. Page 99

104 16. An notification will be sent to the delegatee with instructions on how to accept the delegation request. Click the OK button. 17. The 'My Proxies' page allows you to view details of each delegation request. You can revoke (reverse) the delegation request at any time. Use the 'Revoke' button to reject the transaction. Note: The delegation status will remain as 'inactive' until the delegatee accepts the request. 18. End of topic. End of Procedure. Page 100

105 Report & Approve Time - CUPE 233 CUPE 233 FTCE / Term employees will be automatically be paid their regular hours (for example: 40 hours). As a supervisor/manager, you are responsible for ensuring that any adjustments to time reporting are completed and approved prior to the pay deadlines ( This section applies to: Managers, supervisors and approvers of time for CUPE 233 employees Report Regular Hours & Shift Premiums Managers/supervisors are required to report regular hours and shift premiums for CUPE 233 employees who have worked 'scheduled shifts' and are entitled to shift premiums or overtime. When the employee has not worked overtime or shift premiums in a pay period, managers will not need to report regular hours as the system will automatically pay the employee their regular hours (for example, 40 hours). For more information about pay rates please refer to the Salary & Benefits ( page on the HR web site. Procedure In this topic you will learn how to report and approve regular hours, shift premiums and exception time for a CUPE233 employee. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Timesheet menu. Page 101

106 6. Click the Get Employees button. The system will display all employees for the week specified in the Date field. 7. The data list provides a summary of totals for the various categories of reported time. Refer to each category for details of the 'Reported Hours'. 8. Click the Jane Smith link. 9. The timesheet will display the current week in the pay period. Page 102

107 10. Click the Apply Schedule button to enter the employee's regular working schedule. 11. Click the Time Reporting Code list. 12. Detailed descriptions for each time reporting code is listed here, click each link: CTO Actual OT Hrs MTFT Overtime MTFT Regular Hours Shift Page 103

108 13. Click the MTFT Regular Hrs list item. Page 104

109 14. Add additional hours to a new line on the timesheet as needed. Click the Add a new row at row 1 button. 15. Enter the shift premiums for the week. Enter the desired information into the Time Reporting Code field. Enter "8". 16. Enter the desired information into the Time Reporting Code field. Enter "8". 17. Enter the desired information into the Time Reporting Code field. Enter "8". 18. Enter the desired information into the Time Reporting Code field. Enter "8". 19. Enter the desired information into the Time Reporting Code field. Enter "8". 20. Click the Time Reporting Code list. 21. Select the applicable shift premium time reporting code. Click the Shift 1 Morning list item. Page 105

110 22. If applicable, enter any overtime hours, adjustments (for example, absent without pay) for the employee on a new line. Click the Add a new row at row 2 button. 23. Enter the desired information into the Time Reporting Code field. Enter "2". 24. Include any other paid overtime as applicable for the scheduled shifts. Click the Time Reporting Code list. Page 106

111 25. Click the MTFT list item. Page 107

112 26. Click the Submit button. 27. Read any warnings. In this example, time was submitted on a scheduled public holiday or university closure. Click the OK button. 28. Click the OK button. Page 108

113 29. Click the scroll bar. 30. Click the Select All link. 31. Click the Approve button. 32. Click the Yes button. 33. Click the OK button. Page 109

114 34. Click the OK button. 35. Ensure the employee's time is entered correctly. 36. End of topic. End of Procedure. Page 110

115 Report Time in a Previous Pay Period In the event that Managers may need to enter time (for example, overtime shift premium for a previous pay period), the system requires both current and prior period time entries in order to process payroll correctly. This will ensure that the employee is paid the time for the previous pay period, and also the regular hours (along with any exceptions) for the current pay period. For more information about pay rates please refer to the Salary Rates by Group ( page on the HR web site. Procedure In this topic you will learn how to report exception time in prior pay period for a CUPE 233 employee. 1. Navigate to the 'Timesheet Summary' page. Click the Main Menu button. 2. Click the Manager Self Service menu. 3. Click the Time Management menu. 4. Click the Report Time menu. 5. Click the Timesheet menu. Page 111

116 6. Click the Get Employees button. The system will display all employees for the week specified in the Date field. 7. The data list provides a summary of totals for the various categories of reported time. Refer to each category for details of the 'Reported Hours'. 8. Click the Henk van Der Merwe link. 9. The timesheet will display the current week in the pay period. Page 112

117 10. Navigate to a prior week. Click the Previous Week link. 11. Add adjusted hours to a new line on the timesheet as needed. Click the Add a new row at row 2 button. 12. In this example, overtime was not submitted and approved in a prior pay period. Enter the desired information into the Time Reporting Code field. Enter "2". 13. Click the Time Reporting Code list. Page 113

118 14. Click the MTFT list item. Page 114

119 15. Double-click the Submit button. 16. Click the OK button. Page 115

120 17. Approve the time and continue to enter the regular hours and shift premiums. Navigate to the current pay period. Click the Next Week link. 18. Enter the regular hours along with any exceptions for the current pay period. Click the Submit button. 19. Click the OK button. Page 116

121 20. Click the OK button. 21. Click the scroll bar. Page 117

122 22. Approve all the submitted time. Click the Select All link. 23. Click the Approve button. 24. Click the Yes button. 25. Click the OK button. 26. Click the OK button. 27. Both current and prior pay period time entries have been entered correctly. 28. End of topic. End of Procedure. Page 118