Payroll Services Employee Web Time Entry Saint Louis University Office of the Controller
Table of Contents Chapter One: Employee Web Time Entry...1-1 Lesson 1-1: Web Time Entry Flowchart... 1-2 Lesson 1-2: Logging on to Self Service... 1-4 Lesson 1-3: Login Verification for first time users... 1-6 Lesson 1-4: Accessing the Self Service Web Time sheet... 1-8 For Designated Time Approvers:... 1-9 For Employees who are not Time Approvers and continued for Designated Time Approvers:... 1-10 Federal Work Study students... 1-10 Timesheet Completion... 1-11 Lesson 1-5: Biweekly (Hourly) Employee Web Time Entry... 1-12 Holiday Pay... 1-12 Entering Hours... 1-13 Certification... 1-16 Completing the Process... 1-17 Lesson 1-6: Monthly (Salaried) Employee Web Time Entry... 1-18 Entering Hours... 1-19 Certification... 1-21 Completing the Process... 1-22
Chapter One: Employee Web Time Entry Chapter Objectives: Web Time Entry Flowchart Logging on to Self Service Login Verification Accessing the Self Service Web Time Sheet Biweekly (Hourly) Employee Web Time Entry Monthly (Salaried) Employee Web Time Entry Web time entry and approval is required for virtually all jobs at Saint Louis University. Nonexempt (hourly paid) employees are responsible for daily time entry via Self-Service, entering time-in and time-out times on their personal electronic time sheets. Exempt (salaried) employees who accrue leave time are also responsible for recording daily exception time (such as vacation, or sick time) on their personal electronic time sheets via Self-Service. In both instances, designated approvers are responsible for forwarding timesheets to Payroll via the Web. Contracted faculty, student assistants, and others who do not accrue leave will have their continued eligibility approved by departmental timekeepers in Internet Native Banner (INB) via the Web. Other designated departments will utilize time clocks to feed summaries directly into the Web.
1-2 Payroll Services Lesson 1-1: Web Time Entry Flowchart Figure 1-1 Time Entry Flowchart Figure 1-1: Time Entry Flowchart Saint Louis University
Chapter One: Employee Web Time Entry 1-3 1. Employees enter the Saint Louis University Self-Service Website. 2. Employees open the timesheet for the current pay period 3. Enter Time In 4. Enter Time Out 5. Enter any exception time 6. Save and update daily 7. On the last day of the pay period, submit the timesheet to the approver for approval 8. Approver reviews and approves the timesheet submitting it to payroll for processing Payroll Services
1-4 Payroll Services Lesson 1-2: Logging on to Self Service Figure 1-2 Banner Login Screen Scroll bar Be sure to scroll down to Self-Service Banner Self-Service Banner Figure 1-2: Banner Login Screen Use the navigation buttons included in the Web page. Do not use the Back/Forward Buttons on the browser. The following Web site and database are valid for training purposes only. 1. Open the Internet Explorer browser and go to http://fsbanforms.slu.edu Note: Effective January 1, 2005 the Web address will be http://fsbanforms.slu.edu:7799/servlet/f60servlet?config=prod 2. Using the scroll bar, scroll down to Self-Service Banner. 3. Select: Evaluation Database (EVAL) Saint Louis University
Chapter One: Employee Web Time Entry 1-5 4. Click on Enter Secure Area Figure 1-3: Enter Secure Area 5. The login screen appears. Enter your User ID, which is the 9-digit number located below your picture on your Saint Louis University ID Badge. 6. Enter your PIN, which is your WebPRO PIN number. The employee PIN is a personal and confidential number that should not be shared with anyone at the University under any circumstances. Figure 1-4: SLU Online Login screen 7. Click on Login button. Payroll Services
1-6 Payroll Services Lesson 1-3: Login Verification for first time users Figure 1-5 Login Verification Screen Figure 1-5: Login Verification Screen The first time you log in to Employee Self Service (ESS), a Login Verification Change PIN screen appears. All employees must change their PIN at this point. 1. When the Login Verification Change PIN screen appears, enter the old PIN. 2. Enter a new PIN choice. 3. Re-enter the new PIN choice to verify the new PIN. 4. Click Login. Saint Louis University
Chapter One: Employee Web Time Entry 1-7 5. A Login Verification Security Question and Answer screen appears (see below). This only appears the first time a user logs into the Web product. The user should enter a question and answer to remember in case they were to forget their PIN. If the PIN is forgotten, the user should access Forgot PIN on the login screen to answer the security question. Sample question: What is your dogs name? 6. Click Submit. Figure 1-6: Security Question and Answer Payroll Services
1-8 Payroll Services Lesson 1-4: Accessing the Self Service Web Time sheet Figure 1-7 Main Menu Figure 1-7: Main Menu After you login, the Banner Employee Self Service (ESS) Main Menu appears. Follow these instructions to enter your time on the Web. Saint Louis University
Chapter One: Employee Web Time Entry 1-9 1. Click on the Employee heading. 2. Click on Time Sheet. Figure 1-8: Employee Menu For Designated Time Approvers: 3. The Time Reporting Selection screen appears if you are designated as a time approver. If you are not a designated time approver, the Time Sheet Selection Screen appears (see step 6). Figure 1-9: Time Reporting Section Payroll Services
1-10 Payroll Services 4. Select Access my Time Sheet by clicking on the corresponding radio button under My Choice. 5. Click on the Select button. For Employees who are not Time Approvers and continued for Designated Time Approvers: 6. The Time Sheet Selection screen appears. Figure 1-10: Time Sheet Selection 7. You need to select the appropriate job if you have more than one job listed. Select the appropriate job by clicking on the radio button next to the job. Federal Work Study students Federal Work Study students need to report their first fifteen hours worked each week (increases to 40 hours each week during winter break and summer) on the timesheet for their Federal Work Study job, and any hours over that should be reported on the student worker job. Figure 1-11: Federal Work Study time sheet Saint Louis University
Chapter One: Employee Web Time Entry 1-11 For example: Federal Work Study working over 15 hours in a week Table 1-1: Time sheet example Times Monday Tuesday Wed Thursday Friday In 9:00 9:00 9:00 9:00 Off Out 12:00 2:00 2:00 2:00 Total for week would be 18 hours. Therefore, a student would report the time for Monday, Tuesday, and Wednesday all under the Federal Work Study job. Time In for Thursday would still be 9:00am, but the time out will be 11:00am (to total 15 for the week). First enter time (up to 15 hours) to the Federal Work Study timesheet. Figure 1-12: Federal Work Study selection Then go here to add the remaining hours. Then the employee would select the Student Worker job to report a Time In of 11:00am and a Time Out of 2:00pm to achieve a total paid hours for the week of 18.0. Timesheet Completion 8. Select the pay period for time entry from the Pay Period and Status drop down box. Be very careful to choose the correct pay period for reporting. Figure 1-13: Pay Period and Status Selection 9. Click on Time Sheet button. Payroll Services
1-12 Payroll Services Lesson 1-5: Biweekly (Hourly) Employee Web Time Entry The Time and Leave Reporting page appears (see Figure 1-14). If you are a salaried (paid monthly), employee, please go to page 1-18. If you are an hourly, non-exempt employee (paid bi-weekly), please continue with these steps to enter your time. Holiday Pay It is necessary for all bi-weekly employees that are eligible for holiday pay to know how many hours each week they are budgeted for and to apply to correct reporting methods outlined in the Holiday Policy and Procedures, see Appendix A. Saint Louis University
Chapter One: Employee Web Time Entry 1-13 Entering Hours 1. Locate the appropriate row heading for the earnings to be reported. Follow it across the row to the Enter Hours links. Locate the Enter Hours link for the current date. If holiday pay is involved, see Appendix A. Figure 1-14: Time and Leave Reporting ~ Important Payroll Information ~ Hours for employees who fail to submit time as scheduled will be held for payment on the next scheduled pay date. Employees who neglect to submit time by the date indicated on their time sheet will not receive that paycheck until the next pay period. Submission of late time must be addressed with the approver for their time sheet. 2. Click on the Enter Hours link to access your time input screen. Figure 1-15: Enter Hours The Time In and Out Screen appears. Payroll Services
1-14 Payroll Services 3. Format for times must be entered using 99:99 format, and at 15 minute intervals. Enter the Time In and select AM or PM from the drop down box. The copy feature on the screen should NOT be used for reporting regular hours worked. h Step 3 Time In Step 4 Time Out Step 5: Save Step 6: Click Timesheet to return to the current timesheet. 4. Enter the Time Out (99:00 format with 15 minute intervals) and select AM or PM. The process for converting minutes to fractional parts of an hour* is shown below: 1 to 6 minutes = :00 (top of current hour) 7 to 21 minutes = :15 22 to 36 minutes = :30 37 to 52 minutes = :45 53 to 59 minutes = :00 (top of next hour) * From the Saint Louis University Time Records policy available on the Human Resources Web site. 5. Click on the Save button. Once the save button has been selected your total hours will be displayed. Figure 1-16: Time Entry Saint Louis University
Chapter One: Employee Web Time Entry 1-15 6. To exit Time In and Out menu click on the Timesheet button. Total Hours will be automatically carried forward into the Time and Leave Reporting Screen. 7. Once time reporting has been completed for the day, click Exit. Continue for end of week submission. 8. On the last day worked for the pay period, click on the Submit for Approval button at the bottom of the Time and Leave Reporting form. This submits the time entered to the approver for this department (generally a supervisor or manager). Figure 1-17: Submit for Approval Payroll Services
1-16 Payroll Services Certification 9. A screen appears that asks you to re-enter your PIN. This is a security measure to verify that your time is being entered by you. Enter your PIN. Figure 1-18: Certification screen Do Not submit hours until Time Entry is complete for that pay period. Once hours have been submitted they cannot be changed. You can exit without submitting time for approval. This will leave the record with an In Progress status and it will not be submitted for approval. Once time is submitted, the status for the record is set to Pending, and places the data into the approval queue. After the approver has approved the time sheet, the status is set to Approved and the data is sent to the time entry tables for payroll processing. Certification is required when submitting time. Saint Louis University
Chapter One: Employee Web Time Entry 1-17 Completing the Process 10. Once time is submitted for approval you may click Exit (near the top, right of the Time and Leave Reporting form). Figure 1-19: Exit 11. Close your Web browser to protect your privacy. Payroll Services
1-18 Payroll Services Lesson 1-6: Monthly (Salaried) Employee Web Time Entry If your job is a salaried, exempt position only absences are reported. If you have more than one job you will only report exempt hours for the eligible job (see page 6 for instructions on selecting a job). Saint Louis University
Chapter One: Employee Web Time Entry 1-19 Entering Hours 1. Access the Time and Leave reporting screen for the appropriate job and pay period for which you are reporting absences. Monthly screens look similar to the one pictured below. 2. Locate the type of earnings (absence type such as, vacation) row for which you need to enter time. 3. Locate the Enter Hours link in that row under the date for which you are reporting. 4. Click on the Enter Hours link on the Time and Leave Reporting form. Figure 1-20: Enter Hours link Payroll Services
1-20 Payroll Services 5. The Time and Leave Reporting for that date and earnings type appears. Type in the number of hours and minutes of exempt time using the 99.99 format (for example: 08.00). Enter hours Figure 1-21: Save data 6. Click on the Save button. 7. Once saved the hours reported populates for the date and earnings indicated, as shown in Figure 1-22. Hours entered is 8.00, notice below under Wednesday Oct 04, 2004, the time is added to the table. Figure 1-22: Time and Leave Reporting Saint Louis University
Chapter One: Employee Web Time Entry 1-21 8. Once exempt time reporting has been completed for the day, click on Exit. Figure 1-23: Submit for Approval 9. Once exception time reporting is complete for that pay period, click on Submit for Approval. Certification 10. The Certification form appears asking you to re-enter your PIN. This is a security measure to verify that your time is being entered by you. Enter your PIN. Figure 1-24: Certification screen Payroll Services
1-22 Payroll Services Do Not submit hours until Time Entry is complete for that pay period. Once hours have been submitted they cannot be changed. You can exit without submitting time for approval. This will leave the record with an In Progress status and it will not be submitted for approval. Once time is submitted, the status for the record is set to Pending, and places the data into the approval queue. After the approver has approved the time sheet, the status is set to Approved and the data is sent to the time entry tables for payroll processing. Certification is required when submitting time. Completing the Process 10. Once time is submitted for approval you may click Exit (near the top, right of the Time and Leave Reporting form). Figure 1-25: Exit 11. Close your Web browser to protect your privacy. Saint Louis University
Appendix A: Holiday Policy and Procedures It is necessary for all bi-weekly employees that are eligible for holiday pay to know how many hours each week they are budgeted for and to apply to correct reporting methods outlined in this Appendix. Eligibility and Holiday Calculation Rate Eligible employees earn holiday pay whether or not the holiday falls on a day he or she is scheduled to work. In order to be eligible to receive holiday pay, staff members are required to be in a paid status the workday preceding and the workday following the holiday. In accordance with University policy, an approved vacation day, an absence due to illness (acknowledged by a doctor s statement), paid Family and Medical Leave Act time, jury duty, an approved paid leave of absence for military service or other approved paid leave of absence is considered a day worked for the purposes of holiday pay eligibility. Part-time staff that are budgeted for 20 hours per week, or more, are eligible to receive prorated paid time off for holidays. Temporary employees are not eligible for holiday pay. Hourly paid staff will be compensated on a prorated basis for the holiday, based on the percentage of the number of hours they are budgeted to work in a workweek. This pro-ration will equal one fifth (20%) of the regular scheduled hours per week times his or her hourly pay, as follows: 20 hours/week X 20% = 4 hours holiday pay 32 hours/week X 20% = 6.4 hours holiday pay 40 hours/week X 20% = 8 hours holiday pay Pay for a holiday does not count as hours worked in computing overtime. Business Operations The University Medical Group and other business units of the University must set business hours that are productive for them and serve their customers, regardless of the academic schedule of the University. Other offices must be aware of a plan to support those operations that have hours extending beyond normal University hours. (Other units include libraries, the Recreation Center, residence halls, Facilities Services, Public Safety, and so forth.) Employees of any unit required to work on a holiday will be eligible to bank the holiday hours to use later in the fiscal year.
A-2 Payroll Services Holiday Banking If a staff member is scheduled to work a holiday, the holiday hours are accrued (up to a maximum of 8 hours) and may be used at a later time. Accrued holiday hours must be used before accrued vacation hours and must be used prior to the end of the fiscal year (June 30) or they will be lost. Alternately, with approval from the staff member s supervisor, a holiday may be taken earlier in the same pay period in advance of the University-scheduled holiday. If a staff member who is scheduled to work a holiday is unable to do so due to illness, jury duty, bereavement, or an approved paid leave of absence, then the hours will be recorded and paid as holiday leave. Holiday hours may not be banked to allow a staff member to substitute sick leave, vacation or another paid leave option for a University holiday. Holiday Time and Attendance Procedures Holiday Calculation Rate Hourly paid staff will be compensated on a prorated basis for the holiday, based on the percentage of the number of hours they are budgeted to work in a workweek. This pro-ration will equal one fifth (20%) of the regular scheduled hours per week times his or her hourly pay, as follows: 20 hours/week X 20% = 4 hours holiday pay 32 hours/week X 20% = 6.4 hours holiday pay 40 hours/week X 20% = 8 hours holiday pay Saint Louis University
Appendix A: Holiday Policy and Procedures A-3 Sample Time Sheets The following section shows sample time sheets for employees budgeted for 80 hours per pay period and a second time sheet for employees budgeted for 64 hours per pay period. Bi-weekly employee, 80 hours per pay period Table A-1: Time sheet examples W e e k 1 Mon Tues Wed Thur Fri 20-Dec 21-Dec 22-Dec 23-Dec 24-Dec Daughter Worked Worked Worked Worked Sick 8 hrs 8.5 hrs 8 hrs 8 hrs 4 hrs Family Sick Regular Hours Regular Hours Regular Hours Regular Hours In 7:30 = 7:30 In 7:32 = 7:30 In 7:32 = 7:30 In 7:31 = 7:30 In 7:30 = 7:30 Out 3.30 = 3:30 Out 12:00 = 12:00 Out 12:00 = 12:00 Out 12:00 = 12:00 Out 11:30 = 11:30 In 12:30 = 12:30 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:25 = 4:30 Holiday Bank Accr In 7:30 = 7:30 Out 11:30 = 11:30 W e e k Holiday Pay In 11:30 = 11:30 Out 3:30 = 3:30 Mon Tues Wed Thur Fri 27-Dec 28-Dec 29-Dec 30-Dec 31-Dec Worked 4 hrs Worked Worked Worked OFF Sick 4 hrs 8.5 hrs 8 hrs 8 hrs Regular Hours Regular Hours Regular Hours Regular Hours Holiday Pay In 7:30 = 7:30 Out 11:30 = 11:30 In 7:32 = 7:30 Out 12:00 = 12:00 In 7:32 = 7:30 Out 12:00 = 12:00 In 7:31 = 7:30 Out 12:00 = 12:00 In 7:30 = 7:30 Out 3:30 = 3:30 2 In 12:30 = 12:30 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:25 = 4:30 Holiday Bank Accr In 7:30 = 7:30 Out 11:30 = 11:30 Holiday Pay In 11:30 = 11:30 Out 3:30 = 3:30 Holiday Bank Accr In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:00 = 4:00 Holiday Bank Accr In 7:32 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:34 = 4:30 Holiday Bank Accr In 7:31 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:25 = 4:30 For an employee budgeted for 80.0 hours per period the Holiday Bank Accrual cannot exceed 8.0 hours. Payroll Services
A-4 Payroll Services Employee budgeted for 64 hours per pay period Table A-2: 64 Hour Time sheet example W e e k 1 Mon Tues Wed Thur Fri 20-Dec 21-Dec 22-Dec 23-Dec 24-Dec Daughter Worked Worked Worked Worked Sick 6.4 hrs 8.5 hrs 8 hrs 8 hrs 4 hrs Family Sick Regular Hours Regular Hours Regular Hours Regular Hours In 7:32 = 7:30 In 7:32 = 7:30 In 7:31 = 7:30 Out 12:00 = 12:00 Out 12:00 = 12:00 Out 12:00 = 12:00 In 8:00 = 8:00 Out 2:24 = 2:30** In 12:30 = 12:30 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:34 = 4:30 In 1:00 = 1:00 Out 4:25 = 4:30 In 7:30 = 7:30 Out 11:30 = 11:30 Holiday Bank Accr In 7:30 = 7:30 Out 11:30 = 11:30 W e e k 2 Holiday Pay In 11:30 = 11:30 Out 1:54 = 2:00 Mon Tues Wed Thur Fri 27-Dec 28-Dec 29-Dec 30-Dec 31-Dec Worked 4 hrs Worked OFF OFF OFF Sick 2.4 hrs 8.0 hrs Holiday Holiday Holiday Regular Hours Regular Hours Holiday Pay Holiday Pay Holiday Pay In 7:30 = 7:30 Out 11:30 = 11:30 In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:34 = 4:30 In 8:00 = 8:00 Out 2:24 = 2:30 In 8:00 = 8:00 Out 2:24 = 2:30 In 8:00 = 8:00 Out 2:24 = 2:30 Holiday Bank Accr In 7:30 = 7:30 Out 11:30 = 11:30 Holiday Pay In 11:30 = 11:30 Out 1:54 = 2:00 Holiday Bank Accr In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:00 = 4:00 **Convert.40 to minutes by multiplying the.4 by 60 minutes = 24. Apply the 24 minutes to the conversion chart found on the HR web site. For an employee budgeted for 64.0 hours per period the Holiday Bank Accrual cannot exceed 6.4 hours (once converted it is 6.5 hours). Saint Louis University