Payroll Services Employee Web Time Entry - Saint Louis University

Office of the Controller

Payroll Services

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Saint Louis University

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. Non-exempt (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.

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Lesson 1-1: Web Time Entry Flowchart

Figure 1-1

Time Entry Flowchart

Figure 1-1: Time Entry Flowchart


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

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Lesson 1-2: Logging on to Self Service

Figure 1-2

Banner Login Screen

Scroll bar

Self-Service Banner

Be sure to scroll down to

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.eduNote: 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)


http://fsbanforms.slu.edu/


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.

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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.



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

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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.



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

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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



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.

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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.



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.

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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

4. Enter the Time Out (99:00 format with 15 minselect AM or PM. The process for converting minutes to fractionbelow: 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 Record Human Resources Web site.

5. Click on the Save button. Once the save buttohours will be displayed.

Figure 1-16: Time Entry


Step 3 Time In

Step 4 Time Out Step 5: Save Step 6: Click Timesheet to return to the current timesheet.

ute intervals) and

al parts of an hour* is shown

s policy available on the

n has been selected your total


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

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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.



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.

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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).



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

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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).

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.

Enter hours

Figure 1-21: Save data

Figure 1-22: Time and Leave Reporting



8. Once exempt time reporting has been completed for the day, click on Exit.

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 1-23: Submit for Approval

Figure 1-24: Certification screen

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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.


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 pro-rated 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


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.

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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:


32 hours/week X 20% = 6.4 hours holiday pay



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 Mon Tues Wed Thur Fri

20-Dec 21-Dec 22-Dec 23-Dec 24-Dec Daughter

Sick Worked

Worked

Worked

Worked

8 hrs 8.5 hrs 8 hrs 8 hrs 4 hrs

Family Sick

Regular Hours

Regular Hours

Regular Hours

Regular Hours

W e e k 1

In 7:30 = 7:30 Out 3.30 = 3:30

In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:34 = 4:30

In 7:32 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:34 = 4:30

In 7:31 = 7:30 Out 12:00 = 12:00 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

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

W e e k 2

In 7:30 = 7:30 Out 11:30 = 11:30

Holiday Bank Accr

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 Holiday Bank Accr In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30Out 4:00 = 4:00

In 7:32 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:34 = 4:30 Holiday Bank Accr In 7:32 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:34 = 4:30

In 7:31 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:25 = 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

In 7:30 = 7:30 Out 3:30 = 3:30

For an employee budgeted for 80.0 hours per period the Holiday Bank Accrual cannot exceed 8.0 hours.

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Employee budgeted for 64 hours per pay period

Table A-2: 64 Hour Time sheet example Mon Tues Wed Thur Fri

20-Dec 21-Dec 22-Dec 23-Dec 24-Dec Daughter

Sick Worked

Worked

Worked

Worked

6.4 hrs 8.5 hrs 8 hrs 8 hrs 4 hrs Family Sick

Regular Hours

Regular Hours

Regular Hours

Regular Hours

W e e k 1

In 8:00 = 8:00 Out 2:24 = 2:30**

In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:34 = 4:30

In 7:32 = 7:30 Out 12:00 = 12:00 In 1:00 = 1:00 Out 4:34 = 4:30

In 7:31 = 7:30 Out 12:00 = 12:00 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


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

W e e k 2

In 7:30 = 7:30 Out 11:30 = 11:30 Holiday Bank Accr 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 Holiday Bank Accr

In 7:32 = 7:30 Out 12:00 = 12:00 In 12:30 = 12:30 Out 4:00 = 4:00

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

**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).


Documents

Payroll Services Employee Web Time Entry - Saint Louis University