Employee On Line (EOL) Web Based Timesheets User Guide

Transcription

1 Employee On Line (EOL) Web Based Timesheets User Guide Please refer to the Employee On Line Basic User Guide for details on how to access the Employee On Line (EOL) system and use functions other than Web Based Timesheets. E-Rostering Team Contact Details: Central: ext (1815) East: ext (1814) 6644 or (1814) [email protected] West: ext (1742) [email protected] 1

2 Contents Page: Page 3 adding a timesheet Page 4 adding a timesheet continued Page 5 adding a timesheet continued Page 6 adding an absence Page 7 adding an absence continued Page 8 viewing historical timesheets Page 9 viewing historical timesheets continued 2

3 Adding a timesheet: If you have a posting that allows you to record your time worked on a daily basis, which is known as web based timesheets, you can do so by clicking on the Timesheets tab at the top of the screen. This will default to the Add Timesheet option which allows you to record your time worked on a daily basis. You are only able to enter / amend duties and absences for this week and the previous four. Duties worked and absences taken can only be entered up until today s date. It is possible to enter future annual leave requests in a different area of the system please refer to the Employee on Line Basic User Guide for details as to how to do this. Duties worked should be entered on a daily basis and absences recorded as soon as possible after the absence has occurred. Click onto the week that you wish to record your duties worked or absences taken for. This will show you all available duties and absence reasons that you can select from in your individual area of work. Please note these may vary from the examples shown below: 3

4 Adding a timesheet continued: You will also be able to see a diary view in the bottom half of the screen that shows each day of the selected week and the number of hours required to be allocated that week to fulfil your contracted hours. To add a duty that you have worked look in the Duties section for the duty you wish to add Check the start and end time of the duty you wish to allocate. If required you can amend these by typing into the relevant box. Start and end times must be recorded using the 24 hour clock format. In the below example the IN shift times have been changed from the standard 09:00 17:00 to be 08:00 16:00 4

5 Adding a timesheet continued: Once you have the correct start and end times for the duty you have worked click onto the duty and drag it into the relevant date in the diary view Once the duty has been entered onto the diary view you can click onto it to see further details including the standard rest (break) time allocated to that shift. Generally on web based timesheet rosters the following are applicable: IN duty has a pre-set 30 minute unpaid break AM duty has no allocated unpaid breaks PM duty has no allocated unpaid breaks Though please check details of duties available and pre-set unpaid breaks in your area with your manager. If a duty has been added in error click on the remove button underneath it 5

6 Adding an absence: To add an absence from work look in the Unavailability section for the absence you wish to add The absences are split into seven categories which are: Annual leave Sickness Study Leave Parenting Working Day Other Leave Unknown You can search for the specific absence you wish to record by using the drop down arrow underneath any of the category headings This will then provide further choices as per below example: 6

7 Adding an absence continued: Once you have selected the reason for your absence you will need to enter the number of days that absence covers. In the below example sickness has been chosen with a reason of cold entered and the number of days absent amended to 2. Once you have the absence reason and days absent click onto the absence and drag it into the relevant date in the diary view If an absence has been added in error click on the remove button underneath it You will only be able to remove duties and absences that have not been approved by your manager. Once approved the remove option is no longer available and you would have to ask your manager to make any required amendments for you. If you are taking a part day absence please enter the duty you have worked and ask your manager to record the part day absence on your behalf. 7

8 Viewing Historical Timesheets: Within Employee on Line you are able to view details in relation to the number of enhanced hours worked and absences taken during each calendar month. To view details of enhancements and absences recorded on your roster click onto the Historical Timesheets tab on the left hand side of the screen. Click onto the month that you wish to view details for which will then open up a summary showing all enhanceable hours and absence recorded for you. To view details of the dates that the hours worked relate to click on the arrow symbol to the left of the enhanceable hour rate you wish to view This will then provide further information including the shift date, start & end time and hours worked. 8

9 Viewing Historical Timesheets continued: If any absence has been recorded for you, you can view details of this in the Absence Group section Again clicking on the arrow symbol to the left of the absence will provide further details in regard to dates and hours of absence. If there are any discrepancies with hours worked or recorded absences for a previous month please speak to your manager. You are able to amend any discrepancies for the current month yourself by deleting and re-entering duties / absences as above. If required the E-Rostering team can be contacted on the details on the first page of this guide. 9