Self Service - Time Reporting - CUPE 3904 Unit 3 - TAs, GAs, INV, LAB Updated on 1 December 2015
Contents Getting Help... iii Get started with ehr... 1 1.1 Activate your employee role... 2 1.2 Activate your identity... 6 2. Enter your info in ehr... 13 3. Update your ehr security... 17 Add favorites... 18 Time Reporting... 21 Report time using a timesheet... 21 Change the view of your timesheet... 24 Adjust hours... 26 Glossary... 35 ii
Getting Help ehr Online Learning You will find a collection of online tutorials and user guides for ehr systems at: http://www.ryerson.ca/hr/ehr. Check out the Getting Started topic before you start browsing the online content. HR Client Services If you experience difficulties logging into ehr or online tutorials, contact HR Client Services: Call: 416-979-5000 ext. 5075 or Email: hr@ryerson.ca Technical Help To access any Ryerson system, you must first activate your Ryerson identity by completing the web form available at: http://www.ryerson.ca/accounts/. If you experience difficulties logging into ehr via the Ryerson portal using your RyersonID, contact the CCS Help Desk: Call: 416-979-5000 ext. 6806 or Email: help@ryerson.ca Supported Browsers Firefox Safari OSx Chrome Desktop version 24.x, 35.x 17.x, 24.x, 30.x 7.x Internet Explorer WIN 7 9.x, 10.x, 11.x Compatibility Off Disclaimer This document is intended as a reference for 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 in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) 979-5075 or hr@ryerson.ca. iii
Get started with ehr ehr is available to all employees with an active Ryerson ID. It's a self-service portal that enables you to do many employment related tasks such as: Keep your personal information up-to-date Print your pay advices and view benefits information Submit your payable time and report absences Download your T4 tax slips Complete the topics listed below to get started with ehr: 1. Activate your employee role or Ryerson identity 2. Enter your direct deposit info in ehr 3. Update your ehr security (if needed) 1
1.1 Activate your employee role If you already have a Ryerson ID (for example, a student), you will need to activate your employee role to access ehr. This will enable you to enter your direct deposit information for pay, enter your emergency contacts and use other self-service options in ehr. Once your employee record is set-up, and on your first login attempt to the my.ryerson.ca portal, you will be prompted to enter your employee number. This is a nine digit number (for example, 000123456) is included in your welcome email or provided by an administrator. Don't know your employee number? Contact the HR Client Services team at: (416) 979-5075 or hr@ryerson.ca (mailto:hr@ryerson.ca) or the administrator assigned to help you get started at Ryerson. About re-activating your employee role You do not need to re-activate your employee role when returning to Ryerson. Once an additional contract is set-up, you will be automatically assigned the ehr tab on the start date of the contract. Procedure In this topic you will learn how to activate your employee role (as a student who becomes a new employee). 2
1. Click the Log in to my.ryerson link. 2. Enter your my.ryerson ID and password. Click the Log in button. 3
3. Enter the your nine digit employee number into the Employee Number field. In this example, enter "000123456". 4. Click the Next button. 5. Click the I have read and agree... option. 6. Click the Next button. 7. Logout and re-login to see your ehr tab. Click the Logout button. 4
8. End of topic. Need Technical Help? If you have any issues activating your account, click the Activation Problem Form (https://rms-web.ryerson.ca/activation/problemforward.html?submit=help) found in the Online Identity Activation FAQs topic of the activation screen. You can also contact Computing & Communication Services (CCS) at 416-979-5000 ext. 6806 or help@ryerson.ca. End of Procedure. 5
1.2 Activate your identity If you do not have a Ryerson ID, i.e.: a new employee or a new instructor, you will need to activate your identity (i.e.: your my.ryerson ID) to gain access to various systems available at my.ryerson.ca portal. Using this active identity, you'll be able to access ehr to enter your direct deposit information for pay, enter your emergency contacts and use other self-service options in ehr. Activate your identity once you have received your nine digit employee number (e.g.: 000123456) included in your welcome email or provided by an administrator. Don't know your employee number? Contact the HR Client Services team at: (416) 979-5075 or hr@ryerson.ca (mailto:hr@ryerson.ca) or the administrator assigned to help you get started at Ryerson. You will need the following information to activate your identity: 1. First and last name you supplied to Ryerson University (use the correct spelling format) 2. Date of birth 3. Employee number To get started, visit https://my.ryerson.ca/ (https://my.ryerson.ca/) and then click "Activate your my.ryerson username" (this link will open a new browser window/tab). Procedure 6
1. Click the Activate your my.ryerson username link. 2. Click the fill in the Activation Form. link. 7
3. Enter your personal information and then click the Employee option. 4. Enter the your nine digit employee number into the Employee Number field. In this example, enter "000123456". 5. Click the Next button. 8
6. Click the I have read and agree... option. 7. Click the Next button. 9
8. Complete the computing quiz. Click the Next button. 10
9. Select a user name or specify your own user name. In this example, click the john.doe option. 10. Click the Next button. 11. Select your personal challenge phrases and responses then click the Next button. 11
12. Employees are required to use Gmail, however new instructors have the choice to either opt-in or opt-out of using Ryerson Gmail. Click the I want Ryerson Gmail button. 13. Click the I accept and agree button. 14. Memorize your user name and password. 15. End of Procedure. 12
2. Enter your info in ehr After activating your Ryerson ID, you are required to enter your information into ehr: 1. Direct deposit information for pay (bank & account number) 2. Emergency contact information 3. TD1/TD1ON tax forms 4. Consent to T4/T4A slips Good to know: Your personal information is your responsibility. Keep your personal information and your banking details up-to-date at all times using ehr self-service. Banking account information can found by logging into you bank account. Please do not enter a debit card number as your banking details. If you need help entering your direct deposit information, contact HR Client Services at 416-979-5075 or hr@ryerson.ca. Procedure In this topic you will learn how to enter your direct deposit information and emergency contact information into ehr. 13
1. First, we will learn how to add your direct deposit info. Navigate to the 'Direct Deposit' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Payroll and Compensation menu. 4. Click the Direct Deposit menu. 5. Click the Add Account button. 6. Enter the desired information into the Branch ID field. Enter "12345". 7. Enter the desired information into the Bank ID field. Enter "123". 8. Enter the desired information into the Account Number field. Enter "1234567". 9. Click the Account Type option. 10. Click the Checking list item. 11. Click the The bank account identified above belongs to myself, spouse or co option. 12. Click the I have verified the information above is accurate option. 13. Click the Submit button. 14. Click the OK button. 14
15. You can change your banking information at any time using your self service options in ehr. Any change to your direct deposit information must be done before the pay deadline (http://www.ryerson.ca/hr/payroll/index.html). This will ensure your pay will be deposited into the new account on the next pay. 16. Click the Home link. 17. Next, you must update your emergency contact information. Navigate to the 'Emergency Contacts' menu. Click the Main Menu button. 18. Click the Self Service menu. 19. Click the Personal Information menu. 20. Click the Emergency Contacts menu. 21. Click the Add Emergency Contact button. 22. Enter the desired information into the Contact Name: Required field. Enter "John Doe". 23. Click the Relationship to Employee option. 24. Click the Sibling list item. 25. If your emergency contact has the same address and/or primary telephone as yourself, check the appropriate boxes under Address and Telephone to link the person to information already in the ehr. For this example, click the Contact has the same address as the employee option. 26. If the contact has a different number than yours, enter it in the Telephone field. For this example, enter "416-555-6789" as the contact's number. 15
27. You can also add additional phone numbers of your emergency contact. Click the Add Phone Number button. 28. Click the arrow to select a 'Phone Type'. 29. Select the Business list item. 30. Enter the alternative phone number of your contact. For this example, enter "416-111-1234". 31. Enter the desired information into the Extension field. Enter "222". 32. Click the Save button. 33. Click the OK button. 34. Click the Save button. 35. End of topic. Need to know more? For more information on how update your TD1/TD1ON tax information and T4 consent visit the ehr Online Learning (http://www.ryerson.ca/hr/ehr/index.html) page. End of Procedure. 16
3. Update your ehr security Do you approve time for other employees? After activating your Ryerson ID, you may need to update your personal ehr security to get access to other parts of system. If you will approve time, or report payable time as part of your job, then update your ehr security to get access as an alternate for Manager Self Service. You will find the Manager Self Service form under Main Menu > Self Service > System Access > Security Access Requests. Will you perform recruiting functions? Recruiting enables administrators, hiring managers, and approvers to recruit and hire candidates to complete the full cycle of local recruitment online. Currently the system is limited to the CUPE Unit 3 and CUPE Unit 2 hiring only. If you will create job postings and manage the recruiting process for CUPE Unit 3 or CUPE Unit 2 applicants for short term contracts as part of your job, then update your ehr security to get access to Recruiting menus as a recruiter or an approver. First, complete the training online (http://www.ryerson.ca/hr/ehr/ehire.html), and then complete the ehire security access form for your role as either recruiter or approver under Main Menu > Self Service > System Access > Security Access Requests. Will you initiate or validate appointments? eappoint is a system that enables faculties and departments to appoint people in ehr. Faculties and departments recruit their temporary and contract employees for a variety of jobs and process these appointments locally using eappoint. If you will appoint employees for short term contracts as part of your job, then update your ehr security to get access to eappoint as an initiator or validator. First, complete the training online (http://www.ryerson.ca/hr/ehr/eappoint.html), and then complete the eappoint Initiator security access form under Main Menu > Self Service > System Access > Security Access Requests. If none of the options described above apply to you, no further action is required on your part. 17
Add favorites 'Favorites' are similar to standard browser bookmarks/favourites that allow you to quickly access frequently accessed menus. The menu is located on the top right side of an ehr page. Procedure In this topic you learn how to use the 'Favorites' option. 1. Displayed at the top of every page is a universal navigation header. It contains the following links: 'Home', 'Add to Favorites', and 'Sign out'. The header remains visible as you navigate through the ehr's pages. 2. Click the 'Home' link to return to the 'Home' page. 3. Favorites are similar to standard browser bookmarks that allow you to quickly access frequently accessed menus. 4. Click the Favorites button. 5. Use the 'Favorites' menu to quickly access (without menu navigation) the last several 'Recently Used' pages and any pages that you've added to 'My Favorites'. 18
6. If you access your 'Timesheet' page in Self Service often, this page can be added to your Favorites. First, navigate to the 'Timesheet' page. Click the Main Menu button. 7. Click the Self Service menu. 8. Click the Time Reporting menu. 9. Click the Report Time menu. 10. Click the Timesheet button. 11. Click the Favorites link once you are at your destination. Tip: You can also click the 'Add to Favorites' link at the top right of the page. 12. Click the Add to Favorites menu. 13. You may want to change the description here. For this demonstration, the word 'Timesheet' will be accepted. 14. Click the OK button. 15. Click the OK button. 16. Click the Favorites button. 17. The 'Timesheet' page is now added to the 'My Favorites' menu. 18. Use the 'Edit Favorites' page to control the order in which you want the favorites to appear in the 'Favorites' menu and to delete favorites. Click the Edit Favorites link. 19
19. To re-order your 'Favorites', set a sequence by using numbers. To set 'Timesheet' as the first in order, enter "1" into the Sequence number field. 20. Enter "2" in the Sequence number field to set 'View Pay Advice' as second in order. You would repeat assigning sequence numbers for the remaining item(s) as you would like them to appear. 21. For the last item, enter "3" into the Sequence number field. 22. The final step is to click the Sequence number column header to put the items in order. 23. The table is now ordered. You must save after editing or deleting. Click the Save button. 24. Click the Home link to return to the home page. 25. When you are ready, click the 'Sign out' link to sign out of ehr or simply close the pop-up window. You will return to the portal where you can access the ehr tab again. 26. End of topic. Learn More: You will find more detailed information about ehr's features and functions in the content on the ehr Online Learning (http://www.ryerson.ca/hr/ehr/index.html) page. Help: If you have any questions, please call HR Client Services at (416) 979-5075 or email hr@ryerson.ca. End of Procedure. 20
Time Reporting This section will assist you with using ehr to report your payable time. All CUPE 3904 Unit 3 employees (non-averaged hours) employees are required to report payable time and absences online. By the end of the section, you will be able to: Fill out and submit your time sheets Navigate the time sheet and report absences Add comments to your time sheet entries Please ensure you complete all the topics in this section and pass the 'Knowledge Check' at the end of the section to receive your completion summary. You can print this summary if you wish. Report time using a timesheet As a CUPE 3904 Unit 3 employee (non-averaged hours), you are required to report actual hours worked in order to be paid, and report all absences in the time sheet. You are responsible for ensuring your payable time is submitted and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html). For more information on bi-weekly pay periods and deadline dates, download and print the latest pay deadlines PDF (http://www.ryerson.ca/hr/payroll/index.html). Sign Up for Reminders You can sign up for regular email reminders (http://www.ryerson.ca/hr/payroll/payreminder.html) for time sheet entry to ensure that your electronic time reporting is completed and approved prior to the pay deadlines. Procedure In this topic you will learn how to submit your payable time, enter an absence and add comments to your entries. 1. Navigate to the 'Timesheet' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Time Reporting menu. 21
4. Click the Report Time menu. 5. Click the Timesheet menu. 6. Use the 'Timesheet' page to report payable time for a day, week, or an entire calendar period (for example, bi-weekly pay period). 7. By default, the timesheet will display the current week within the pay period. If needed, use the View By drop-down to change the display of the timesheet. 8. To navigate to a previous week, click the 'Previous Week' link or use the 'Next Week' link to report time for a future date. 9. Enter the actual hours worked into the Time Reporting Code field on the correct day of the week. In this example, enter "3" for each day worked. 10. Continue with reporting your hours with the Time Reporting Code field. Enter "3". 11. Click the Time Reporting Code list. 12. Select the correct time reporting code for your reported hours. Listed below is each code with its description: Bereavement Unpaid CUPE3 PT Regular Jury Duty Unpaid Paid Absence Paid Sick Unpaid Sick WCB Unpaid 13. Click the CUPE3 PT Regular - 11000 list item to report your regular hours. 14. If you are scheduled to work and had an approved paid absence that day, enter the absence time for the day. In this example, enter the hours not worked for the day in the Time Reporting Code field. Enter "3". 15. Click the Time Reporting Code list. 16. Click the Paid Absence - 00002 list item. 22
17. Click the Submit list item. 18. Notice that the 'Reported Hours' field has been updated. 19. You can enter comments about the time entries if required. In this example, add a comment to explain an absence. To add a comment, click the Comments button. 20. Enter the desired information into the Comment field. Enter "Called and spoke to manager". 21. Click the OK button. 22. Notice the shaded comment bubble indicates that there is information to be read in the Comments field. 23. End of topic. For more information on bi-weekly pay periods and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/) page on the HR web site. End of Procedure. 23
Change the view of your timesheet By default your timesheet will display the current week. If your contract started in the middle of the week, or began immediately after another contract, you may need to change the View By field to access the correct day on the timesheet. Procedure In this topic you will learn how to change the view of a timesheet and report payable time. 1. Navigate to the 'Timesheet' page. Click the Main Menu button. 2. Click the Self Service menu. 3. Click the Time Reporting menu. 24
4. Click the Report Time menu. 5. Click the Timesheet menu. 6. In this example, John ended a contract on Sun 11/1, and started a new contract on Mon 11/2 and is required to enter time for 11/5 and 11/6. Notice that John is inactive and the timesheet is not available on Mon 11/2. You will change the 'View By' field to display the days correctly. 7. To change the view, click the Choose a date (Alt+5) button. 8. Click the Date link. 9. Click the Refresh Timesheet button. 10. The timesheet will display the start of the week as of Thu 11/5 with active fields for reporting time. 11. Enter the desired information into the Mon field. Enter "7.25". 12. Enter the desired information into the Wed field. Enter "7.25". 13. Click the Time Reporting Code list. 14. Click the NUPT Regular Hrs - 10700 list item. 15. Click the Submit button. 16. Notice the 'Reported Hours' field has been updated. 17. End of topic. For more information on bi-weekly pay periods and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/) page on the HR web site. End of Procedure. 25
Adjust hours All submitted timesheet entries can be adjusted by a manager or yourself. 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 day. You would adjust your time under the following circumstances: Overpaid for hours worked in a prior pay period. Underpaid for hours worked in a prior pay period. Adjustments to pay must be entered and approved before the pay deadline in order to be processed for the next pay date. For a detailed schedule of bi-weekly pay periods and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/index.html) page on the HR web site. Procedure In this topic you will learn how to adjust your timesheet entries. 1. Navigate to the 'Timesheet' page. Click the Main Menu button. 26
2. Click the Self Service list item. 27
3. Click the Time Reporting list item. 4. Click the Report Time menu. 5. Click the Timesheet menu. 6. Decision: Select an option listed below: Overpaid Go to step 7 Underpaid Go to step 17 28
7. Click the Previous Week link to navigate to a prior pay period. 8. Enter 'negative' hours if you were overpaid for hours worked in a pay period. This entry will deduct from your pay at the applicable rate. For example, if you were overpaid by 7.25 hours, enter "-7.25". 9. This example displays the list of time reporting codes for a non-union casual employee. For a complete list of time reporting codes definitions, refer to the glossary in the user guide (http://www.ryerson.ca/hr/ehr/time_reporting.html) for your employee group. Click the Time Reporting Code list. 29
10. Click the NUPT Regular Hrs - 10700 list item. 30
11. Click the Submit button. 12. The 'Total' for 8/31 has been adjusted to zero hours. 13. Once you have entered all the adjusted hours, add comments with specific details about the adjusted time. Click the Comments button. 14. Enter the desired information into the field. Enter "Overpaid for day not worked.". 15. Click the OK button. 16. End of topic. For more information on bi-weekly pay periods and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/) page on the HR web site. End of Procedure. Remaining steps apply to other paths. 17. Click the Previous Week link. 31
18. Click the Add a new row at row 1 button to create a new line. 32
19. Enter positive hours if you were underpaid for hours worked in a prior pay period. The entry will add to your pay at the applicable rate. For example, if you were under paid by 7.25 hours, enter 7.25. Enter the desired information into the Time Reporting Code field. Enter "7.25". 20. Click the Time Reporting Code list item. This example displays the list of time reporting codes for a non-union casual employee. Refer to the time reporting guide (http://www.ryerson.ca/hr/ehr/time_reporting.html) for your employee group. 21. Click the NUPT Regular Hrs - 10700 list item. This example displays the list of time reporting codes for a non-union casual employee. Refer to the glossary in the user guide (http://www.ryerson.ca/hr/ehr/guides.html) for your employee group for a complete list of time reporting codes and definitions. Click the icon shown below. 33
22. Click the Submit button. 23. The 'Total' for 9/2 has been adjusted to 7.25 hours. 24. Once you have entered all the adjusted hours, add comments with specific details about the adjusted time. Click the Comments button. 25. Enter the desired information into the field. Enter "Late time reporting.". 26. Click the OK button. 27. End of topic. For more information on bi-weekly pay periods and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/) page on the HR web site. End of Procedure. 34
Glossary NUPT Regular Hrs Non-Union Part Time Regular Hours - amount of payable time an employee works during normal working hours. Positive Hours Positive Hours - the actual hours worked that are reported on time sheet, for each day or part thereof. This time will be used to process a part-time employee's payable work time based on their hourly pay rate. 35