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1
11/9/2017
CAMBRIDGEPUBLICSCHOOLS
NOVAtimeEmployeeTimeandAttendanceSystem
HOURLYEMPLOYEES
TableofContents
LoggingintoNOVAtime 2
A. CompletingandsubmittingyourTimesheet 3
! Reportinganabsencefromwork,suchasapersonal,sickorvacationday 5
! SampleListofPayCodes 7
! AddinganotetoyourTimesheet 8
! RevisingyourTimesheet 9
! SubmittingyourTimesheet 10
B. ReportingOvertime 12
C. ReviewingAccrualBalances 12
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LoggingintoNOVAtime:Navigate to http://novatime.cpsd.us
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Thisisultimatelywhatyourdashboarddefaultpagewilllooklike.
1.Clickonthearrowaftertheword“timesheet”.Yourtimesheetwillopenandatimesheet
tabwillappear.
2.Clickonthestarnexttoword“timesheet”onthetab.Thisiswhatyourdashboardwilllooklikeeachtimeyoulogin.
*Clickeitheronthearroworstargoingforwardtoopenyourtimesheet.*
1. EnteryourCPSnetworkloginintheboxlabeled‘ID’.
2. EnteryourCPSnetworkpasswordyouusewhenstartingyourcomputerinthemorning.
3. Click“EMPLOYEEWEBSERVICES”.
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A. CompletingyourTimesheet
Inordertotakefulladvantageofthesystemandits“real-time”benefits,weencourageyoutorecordyourtimeonadailybasis.
Oncelogged-in,youwillseeyourtimesheet.YourTimesheetStatuswillbeOPEN
Toviewyourcurrenttimesheet,besurethe‘DateSelection’issettothe‘CurrentPayPeriod’
Youcanalsochoosetoviewapriorpayperiodorcompleteafuturepayperiodbychangingthe‘DateSelection’.
Tocompleteyourtimesheet:
1. Clickonthe“Date”field,andselectthedateworked.
Tonavigatethroughthefieldsinyourtimesheet,usethetabkey.
2. Tabtothe“PayCode”field,andselectthe“01-Regular”PayCode.
3. Enteryour‘In’and‘Out’times.
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Whenenteringyour‘In’and‘Out’timesinNOVAtime:
" Formorning hours, enter the hour andminutes followed by “a” or “am”. If youarrivedatworkat8:00a.m.,youcanenteritas“8a”,“8am”,“8:00a”,or“8:00am”.
" For afternoon and evening hours, enter the hour andminutes followed by “p” or“pm”. Ifyouareto leaveworkat4:15p.m.,youcanenter itas“415p”,“415pm”,“4:15p”,or“4:15pm”
4. Finally,besureto‘SAVE’yourentry.Onceyouhavesavedyourentry,yourhoursworkedautomaticallywillbecalculated.Pleasenotethatafteryousaveanentry,youmayreviseitifnecessary.
5. Afterenteringyourthirdworkingdayforapayperiod,youwillneedto‘ADDARECORD’orline,soyoucanenteryouradditionalworkorleavetime.Clickonthe‘AddRecord’buttonorthe“Add”menuitem.
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! Reportinganabsencefromwork,suchasapersonal,sickorvacationday
Torecordafull-dayabsenceonyourtimesheet:
1. Enterthedateyouwereabsent.
2. Next,youwillneedtoselectthePayCode.
APayCodeisusedtodescribeyourregulartimeworkedoryourleave(orabsence)time(sickness,personalday,vacation).TheNOVAtimesystemisset-upsothatyouonlyseePayCodesthatyouareeligibletouse.AsamplelistofPayCodesfollowsthissection.
3. Enteryourtotalleavehoursusedinthe‘REG’field.Youdonotneedtoenteran‘In’and‘Out’timewhenrecordingleavehours.
4. Afterreportingyourtime,pleasebesureto‘SAVE’theentry.Savingtheentrywillsaveyourrecordandrecalculateyourtime.
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Toreport,apartialdayabsence(e.g.youhadadoctor’sappointmentinthemorningandarrivedtoworkthreehourslate),youwillneedtoentertworecordsorlinesonyourtimesheetfortheoneworkday.
1. Enterthedateyouwerepartiallyabsent.
2. Selectthe“PayCode”.Inthisinstance,choosePayCode“20-Sick”.
3. Enterthetotalamountoftimeyouwereabsentfromworkinthe“REG”field.
4. Youwillneedtoenteranotherrecordorlineinyourtimesheettoreflectthehoursyouwerepresentatwork.Remembertoenter:
# thedate,
# selecttheproper“PayCode”[Inthisinstance,choosePayCode“0-Regular”],
# enterthetimeyouarrivedatwork(‘In’)andthetimeyouwillbeleavingwork(‘Out’).
5. Again,pleasebesureto“Save”yourentry.Whencombiningthetworecords,thetotalhoursreflectedshouldequalacompleteworkingday.
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PAYCODES
Inanygivenweek,youmustaccountforyourtimeeachday,eventhosedaysonwhichyouarenotatwork.Paycodesdescribethetypeoftimethatyouarereporting.Forinstance“Regular”indicatesthatyouwereinattendanceatwork,while“holiday”indicatesthatyouwerenotinattendanceatworkbecauseofanofficialworkholidaysuchasThanksgiving.Therearemanydifferentpaycodes;however,youwillseeonlythosethatapplytoyourparticularjobcategory.
SampleListofPayCode
PayCodes Descripton
01-Regular RegularWorkTime
02-AdditionalHours Additionalstraighttimehoursworked
12-ParaprofSubbing ParaprofessionalSubstitutesforTeacher
18-StaffonAssign StaffonAssignment
Leaves
20-Sick Sick/Illness
22-SchoolVac Schoolvacationweeks
21-Vacation Vacation
23-Holiday LegalHolidaysperschoolcalendarorcontracts
24-FloatingHol FloatingHolidaypercontract
27-SnowDay Schoolcancellationsbecauseofsnow
29-Personal PersonalTime
30-Personal/Sick PersonalTimechargedtoSick
32-Prof'lDay ProfessionalDay
34-CompTime CompensatoryTime
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! AddinganotetoyourTimesheet
Whenreportingyourtime,youcanleaveanoteforyoursupervisor.Thisfeaturewillbeparticularlyhelpfulwhenexplainingorprovidingdetailaboutanabsencefromwork.Toaddanote:
1. Selectandclickonthe“Notes”fieldattheendofyourtimesheetrecord.
2. Apop-upfieldwillappear.Typeyournotetoyoursupervisorinthisfield.
3. Whencomplete,choose“Ok”.
4. Besureto“Save”.
5. Aftersavingyourentryandnote,asmallenvelopeiconwillnowappearinthe“Note”fieldattheendofyourrecord.Youcanvieworedityournotebyclickingonthe“envelope”icon.
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! RevisingyourTimesheet
ToREVISEyourtimesheet:
1. Youcanupdateanexistingentry.Clickontheinformationyouwouldliketoupdate.Forexample,ifyouwouldliketoupdateyour‘In’time,withyourmouse,double-clickonthe‘In’field.Oncethefieldishighlightedinblue,youcanmanuallyreviseyour‘In’time.Onceyouhaveenteredyourrevisedtime,usingthe‘tab’keyonyourkeyboard,youcanexitthefield.
2. Youcanalsodeleteanexistingentry,andmanuallyenterthecorrectdata.Selecttheentryyouwouldliketodelete,andchoosethe‘DELETE’option.Re-enterthetimerecord.
3. Rememberto‘SAVE’yourchange.Bysavingyourchange,yourworkinghourtotalwillbeupdated.Pleasenotethatonceyourtimesheetis‘SUBMITTED’toyoursupervisorforapproval,youwillbeunabletoreviseit.
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! SubmittingyourTimesheet
At the end of the weekly pay period, you MUST remember to ‘SUBMIT’ your correct andcomplete timesheet. Foremployeeswho receiveaweeklypaycheck,yourpayperiodbeginsFridayofeachweekandendsthe followingThursday. All timesheetsMUSTbesubmittedbytheendoftheworkingdayonThursday.WhenenteringyourtimeattheendofyourworkdayonThursday,youwillalsohaveto‘Submit’yourtimesheet.
Beforesubmittingyourtimesheet,pleaseREVIEWforaccuracy.
a. Besurethatitreflectsthetotaldaysandworkinghoursfortheweek.Ifyouworkfivedaysaweek,atleastfiveentriesshouldappearonyourtimesheet.
b. IntheWeeklySummarysectionofyourtimesheet,yourtotalnumberofreportedhourswillappear.Thistotalshouldequalyourtotalnumberofrequiredhoursforapayperiod.
Onceyouhavereviewedyourtimesheetandyouarecertainthatitisaccurate,select‘SUBMIT’
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Thefollowingnoticewillappear.Chooseto“SubmitTimesheet”.
Shouldyouhaveanymissingitemsoradaywhereyourtimewasnotreportedonyourtimesheet,youwillreceiveanotice.Select‘Ok’,andupdateyourtimesheet.
Aftermakinganyfurtherrevisions,youwillneedto‘Submit’yourtimesheetagain.
Onceyourtimesheethasbeensuccessfullysubmitted,yourTimesheetStatuswillchangeto‘SUBMIT’
Pleasenotethatonceyou‘Submit’yourtimesheet,youcannotmakeanyfurtherrevisionstoit.Youwillneedtospeaktoyourdirectsupervisortomakeanyfurtheredits.
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B. ReportingOvertime
Ifyouareeligibleforovertimepay,whenyouhaveexceededyourregularworkinghoursduringaworkweek,NOVAtimewillautomaticallycalculateyourovertimehours.Allhours,includingovertime,willbesubmittedtoyoursupervisorforapproval.
C. ReviewingAccrualBalances
NavigatingtoAccruals
1. ClickonHamburgerIcon.
2. ClickonAttendance.
3. ClickonAccrual.
4. Clickonstaronaccrualtab.
*Clickeitheronthestarorusethehamburgericongoingforwardtoviewyouraccruals.*
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Inadditiontoelectronicallysubmittingyourtimesheet,NOVAtimeallowsyoutoviewyourleavebalances,includingyoursick,personalandvacationtime.Navigateto‘Accruals’.
a. ByPayCode,youwillbeabletoviewyourleavebalances.Seethe“SampleListofPayCodes”onpage7ofthisbooklet.
b. ThePostDatesignifiesthedateyoutookleaveorwhenanadjustmentorentrywasmadetoyourtime.
c. ThePostTypereflectsthetypeoftransaction:
PostType
I/+
Import
RolloverofyouraccruedbalancestothesystemasofJune30th.
U UserPosting
ThePayrollDepartmentmadeanadjustmenttoyourtimesheet.Aftersubmittingyourtimesheetandyoursupervisorhasapprovedit,youdiscoveredthatanadjustmentorcorrectionneededtobemadetoyourtimesheet.Forexample,youreportedyourabsenceassickleaveratherthanbereavementleave.Youand/oryoursupervisorcontactedthePayrollDepartment,whomanuallyadjustedyourtimesheet.
PleasenoteNOVAtimewillreflectyourannualaccruedsicktimeaswellasthreepersonaldays.Ifpersonaldaysaretaken,thePayrollDepartmentwillmanuallyadjustyoursickleavebalanceaccordingly.
S SystemPostingUploadofnewannualbalancestothesysteminJuly.
TTimesheetEditPosting
Timetakenasyoureportedonyourtimesheetandasapprovedbyyoursupervisor.
d. Accrued/Usedreflectsthetimeyouusedorthetimeyouaccruedduringaparticular
period.
e. AvailableorCarryHoursisthenumberofhoursthatareavailabletoyouoryourleavebalance.
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