On-line Leave Reporting via Banner October 2007 Instructor: Susan Lee slee@fa.ua.edu, ext 8-5817
What is On-line Leave Reporting? A mechanism for capturing time-off within Banner self-service product Allows each employee to enter their own time-off taken during the month A web-based application; time off can be entered from any workstation location Time is approved and balances are updated
Who should use On-line Leave Reporting? MONTHLY employees who accrue sick or vacation time This includes regular full- and part-time monthly staff and 12-month faculty and administrative faculty Temporary employees and many faculty members do not accrue leave Bi-weekly employees will continue to report time off via the written timesheet Only sick and annual vacation time will be entered into Banner utilizing this functionality (no military, admin, worker s comp, etc)
How does On-line Leave Reporting Work? Employee enters their time off into Banner self-service A designated approver reviews the time off and reconciles it to supporting documentation (e-mails, calendars, formal time-off approval forms, etc) The approver then certifies/approves the time off on-line Leave Balances are updated when the approval is completed
What are the benefits of On-Line Leave Reporting? Eliminates the use of the paper leave report that is completed each month Relieves much of the administrative burden Improves efficiency and timeliness Allows electronic tracking of any time submitted over the employee s balance (prior to the next accrual). This will be monitored by payroll and discussed with the department if/when it occurs. Proxies may be assigned in advance of unexpected absences Leave balances are available on-line
Troubleshooting If you receive the following message it could be a result of one of many different errors. Error: You have no records available at this time. Please contact your Payroll Administrator if you have any questions. Banner does not attempt to determine the actual problem, only that there is a problem. The approver should contact the Payroll department for resolution
Troubleshooting (For Payroll) The error You have no records available at this time. Please contact your Payroll Administrator if you have any questions. could mean any of the following: The original approver has vacated the position that was associated with the approval The approver is not established on the approver table The employee s record does not indicate they should be reporting time on the web The approver may not have access to the correct org code(s) The reporting period has ended
Troubleshooting User has begun entering time, but not yet submitted and it is past the reporting period Call Approver to have the report submitted Approver in turn will call Payroll Once the report has been overridden by Payroll, the report can be completed by the approver The employee can access and see the daily links but is unable to enter time Report may have already been submitted; scroll to the bottom to see if it is in Pending or Completed status
Troubleshooting Approver cannot access their leave report User may be clicking on Acknowledge or Approve Approver cannot access their direct reports User may be clicking on Access My Leave Report Approver cannot see the org codes for which they have responsibility No one has initiated the process for the month (at least one employee should have started the process in order for an org code to appear)
Things to Remember All employees must submit a leave report even if no time was taken Current month opens on the 8 th for entering leave time taken Current month officially closes on the 7 th of the following month, however, departments may request time to be completed/submitted prior to this date If you work in multiple departments/positions during a month, always use the position in effect at the beginning of the month to report time (approver has likely already been assigned)
Things to Remember If you wish to enter time at various points throughout the month, remember to SAVE. Do Not Submit until the month has been completed. Departments who do not work 8 hours/day should enter a day s worth of time as 7.75. Employees should check their leave balances after the 10 th of each month and report any discrepancies to their supervisor or approver
Next Steps Review list of employees and approvers (distributed in class) Communicate to departmental users (training document provided) Communicate to departmental approvers (training document provided) Those attending class between October 17 and October 26 should prepare to enter time on-line for October, thus eliminating the need to complete the paper copy Users may begin entering time NOW (or as soon as you have communicated the process) for October