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Banner Web Time Entry Approver without Department Summary page Page 1
Banner Web Time Entry
Supervisors’
Approver Guide
For Students
And
Hourly Employees
Banner Web Time Entry Approver without Department Summary page Page 2
Introduction
Web Time Entry is a web-based time entry system designed to improve accuracy
and eliminate loss or delays in processing paper timesheets. The Web Time Entry
system allows employees to individually log onto a secure website and enter and
submit their own time online from any computer with internet access. The time
is then approved online by the supervisor and sent electronically to the Payroll
Department for processing.
Employees will input their hours worked into the Web Time Entry System.
Supervisors will go online to approve the timesheets.
Timeframes and Deadlines
In order to be paid each pay period, it is critical that timesheets and approvals
are submitted by the established deadline. Employees are responsible for
submitting their electronic timesheets to their supervisor/approver. Without a
timesheet, the supervisor is unable to approve time and without the supervisor’s
or their proxy’s approval, employees will NOT be paid.
Employees must submit timesheets to supervisors for approval by 12 noon on
the Monday following the pay period end date. Supervisors must approve
timesheets by 5 p.m. on the same business day (Monday) following the pay
period end date. SEE ATTACHED SCHEDULE.
Banner Web Time Entry Approver without Department Summary page Page 3
TENTATIVE
2014 Payroll Calendar for Web Time Entry
Hours must be submitted through Web Time Entry by 12:00 noon on
Monday after the end of the pay period.
Approvers have until 5:00 p.m. that same day to approve the hours.
Pay Period Start Date End Date Input Deadline Check date
1 12/15/2013 12/28/2013 12/30/2013 1/10/2014
2 12/29/2013 1/11/2014 1/13/2014 1/24/2014
3 1/12/2014 1/25/2014 1/27/2014 2/7/2014
4 1/26/2014 2/8/2014 2/10/2014 2/21/2014
5 2/9/2014 2/22/2014 2/24/2014 3/7/2014
6 2/23/2014 3/8/2014 3/10/2014 3/21/2014
7 3/9/2014 3/22/2014 3/24/2014 4/4/2014
8 3/23/2014 4/5/2014 4/7/2014 4/18/2014
9 4/6/2014 4/19/2014 4/21/2014 5/2/2014
10 4/20/2014 5/3/2014 5/5/2014 5/16/2014
11 5/4/2014 5/17/2014 5/19/2014 5/30/2014
12 5/18/2014 5/31/2014 6/2/2014 6/13/2014
13 6/1/2014 6/14/2014 6/16/2014 6/27/2014
14 6/15/2014 6/28/2014 6/30/2014 7/11/2014
15 6/29/2014 7/12/2014 7/14/2014 7/25/2014
16 7/13/2014 7/26/2014 7/28/2014 8/8/2014
17 7/27/2014 8/9/2014 8/11/2014 8/22/2014
18 8/10/2014 8/23/2014 8/25/2014 9/5/2014
19 8/24/2014 9/6/2014 9/8/2014 9/19/2014
20 9/7/2014 9/20/2014 9/22/2014 10/3/2014
21 9/21/2014 10/4/2014 10/6/2014 10/17/2014
22 10/5/2014 10/18/2014 10/20/2014 10/31/2014
23 10/19/2014 11/1/2014 11/3/2014 11/14/2014
24 11/2/2014 11/15/2014 11/17/2014 11/28/2014
25 11/16/2014 11/29/2014 12/1/2014 12/12/2014
26 11/30/2014 12/13/2014 12/15/2014 12/26/2014
NOTE: Employee may begin inputting time online the first day of the pay period.
Banner Web Time Entry Approver without Department Summary page Page 4
Signing Onto Employee Self Service Web Time Entry
To approve timesheets, you will access the Web Time Entry from the Employee
Self Service Portal. Your User ID and PIN are needed to log onto this portal, and
your access and authorization within the Web Time Entry system will be driven by
this sign-on. Because of the sensitive nature of payroll information, you should
not share your ID or PIN with anyone. It is also important to log off the system
when you have finished. The following instructions show how to long on to Web
Time Entry.
1. Log onto http://desu.edu
2. Click on MyDESU
Banner Web Time Entry Approver without Department Summary page Page 5
3. Click login (If you already have a PIN)
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4. If first time logging in click on Create/Reset Pin
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5. Follow instructions to create your PIN
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6. Enter your User ID (University D #) and PIN then click login
Banner Web Time Entry Approver without Department Summary page Page 9
7. Click on Employee Menu
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Reviewing and Approving Employee Time Sheets
8. Click on TIME SHEET
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9. Click on Approve or Acknowledge Time then Click Select
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10. Click on the Department and Description drop down box to display the time
period needed to be approved and click SELECT.
Banner Web Time Entry Approver without Department Summary page Page 13
11. Approver Selection (see below)
1) Select the department and pay period for which you are going to approve
2) You can sort by status then by name or by name
3) Click Select
NOTE(S):
1. If you have more than one department to approve, they will be listed
separately.
2. Past pay cycles that have been processed in Banner Web Time Entry will
remain viewable for one year; however, it will not be possible to make any
changes to them.
Banner Web Time Entry Approver without Department Summary page Page 14
Department Summary Page
The Department Summary page shows the status of the timesheets in the
selected department in a “scroll down” format.
Department Summary will show you which timesheets are pending, not started,
and/or completed.
Banner Web Time Entry Approver without Department Summary page Page 15
TIME SHEET STATUSES
STATUS DESCRIPTION NOT STARTED You have not started your time sheet. It
can be opened/started. IN PROGRESS You are in the process of entering your
time for the pay period. It can be opened/edited.
PENDING You submitted your time sheet and it is awaiting approval from your supervisor. It cannot be edited by you.
RETURNED FOR CORRECTION Your timesheet is being returned to you for correction. You are required to make corrections and to resubmit.
APPROVED Your time sheet has been approved and is ready for Payroll to process. It cannot be edited by you or your approver.
COMPLETED Payroll received and processed your timesheet.
Important: You can only approve Pending records.
NOTE: Employees who have not submitted their time sheet for approval will
either appear as “In Progress” (time sheet has been started) or “Not Started”
(time sheet has not been initiated).
Employee Detail Page
Banner Web Time Entry Approver without Department Summary page Page 16
To view the detail of hours worked by day and the earnings type for each
employee, click on the Employee’s name as indicated above. This will take you to
the Employee Detail page.
Banner Web Time Entry Approver without Department Summary page Page 17
Use the scroll bar at the bottom of the screen to display additional days in the pay
cycle. After reviewing the time submitted, you may:
1. Approve: Approves the time
2. Return for Correction: Return if you want corrections to be made.
3. Change Record: If necessary, you as the approver can change the time that
has been entered by the employee, before approving it. You must notify
the employee if you do this.
4. Add Comment: The approver can add a comment to the record. This
comment can be viewed by you and the employee. It will not be viewed by
Payroll.
5. Delete: Pressing this button will irretrievably delete the timesheet. If you
accidentally press this button, a box will pop up asking you to confirm you
want to delete the transaction.
Banner Web Time Entry Approver without Department Summary page Page 18
6. Before exiting, be sure to verify that the status of the employee you approved has
been changed from Pending to Approved.
Setting Up an Approval Proxy
Approvers must be set up in the Banner system by Payroll. However, approvers
are responsible for setting up their own proxies within the Banner Web Time
Entry. Each supervisor must have one or more proxies who can approve time
sheets in his/her absence. A proxy cannot be a student employee or an employee
from another department. The proxy should be able to verify that the employee
has worked the hours submitted.
It is important that your proxy(s) know they have been authorized to be your
proxy in the event you are absent the day that timesheets must be approved. It
would also be good to advise your employees of who your proxy is to assure them
that their timesheets will be approved in a timely manner even in your absence.
Banner Web Time Entry Approver without Department Summary page Page 19
From the Employee Self Service Page, click the Proxy Setup link found in the Time
Approval Screen.
Banner Web Time Entry Approver without Department Summary page Page 20
1. On the Proxy Set Up screen, use the drop down menu to choose the name
of the person who will be your proxy. If you do not see the person listed,
contact Human Resources/Payroll.
2. Click the Add check box next to the name
3. Click Save
4. Repeat these steps to add an additional proxy.
Banner Web Time Entry Approver without Department Summary page Page 21
Approver’s Quick Reference
Approving Timesheets
1. Access Web Time Entry by logging onto www.desu.edu
2. Click on MYDESU
3. Click on Login
4. Enter User name and PIN
5. Employee Menu
6. Time Sheet
7. Click on pay cycle link found in the Time Approval Page
8. Click on employee names in Pending status to view hours by day.
9. To Approve, click on Approve or FYI button for each employee.
10. Click on Save button