monthly-employee-timekeeping-training

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					   Office of Student Life
Timekeeping Training Guide
                 For
      Monthly Users




         Prepared by Amy Wilson
           Student Life Payroll
         The Ohio State University
               June 1, 2011



                    1
Contents
Accessing Timekeeping ................................................................................................................................. 3
Accessing Timekeeping (Cont’d) ................................................................................................................... 4
Timekeeping Login ........................................................................................................................................ 5
Main Menu.................................................................................................................................................... 6
Manage Employee Time ............................................................................................................................... 7
View Employee Details.................................................................................................................................. 8
Overview of Employee Details ...................................................................................................................... 9
Add Leave Details ........................................................................................................................................ 10
Add Leave Details (Cont’d).......................................................................................................................... 11
Modify Leave Details ................................................................................................................................... 12
Enter Employee Approval ........................................................................................................................... 13
Review Leave Balances ............................................................................................................................... 14
Salary & Misc. Information ......................................................................................................................... 15
Reports ........................................................................................................................................................ 16
Running Reports.......................................................................................................................................... 17
Running Reports (Cont’d)............................................................................................................................ 18
Help Screen ................................................................................................................................................. 19
Additional Resources .................................................................................................................................. 20




                                                                                2
Accessing Timekeeping
Please use the following instructions to log into Timekeeping




     1



                                                          2
                                                          2




     Go to the Office of Student Life webpage:
1
     http://studentlife.osu.edu/

2    Click on Resources & Policies




                                3
Accessing Timekeeping (Cont’d)




                                        3
                                        3




3   Click on Student Life Timekeeping




                            4
    Timekeeping Login



                                1

                                           2
                                                  3




1   TYPE in your Timekeeping Username: examples A12345 or
1   a12345
1
2   TYPE in your password

3   CLICK the Login box
3
3
3   Note: A user’s Timekeeping Username and Password is the same
3   as his or her Windows Username and Password.
3   If a user is unable to login, please call (614) 292-5700.
3
3
3
3
                                       5
    Main Menu                                                           1




             2




    The header line will allow the user to move to different screens:
1
      - Main Menu
      - Logout
      - Help



2   From the main menu the user can gain access to:

      -   Manage Employee Time
      -   Schedule Template Maintenance
      -   Hours Category Reference List
      -   Prior Period Adjustment Request Form
      -   Payroll Certification
      -   Reports




                                       6
    Manage Employee Time
    From the Main Menu, CLICK on Manage Employee Time to
    access Employee Timecard




                                               1
                                               1
                                                   2




                                           3




1   The default Pay Class is Monthly

2   The default Pay Period is Current. Change to Previous if you
    wish to review details of the previous month.

3   Click Continue




                                    7
    View Employee Details




           2            1




1   This screen displays whether the employee’s record has been
    approved by the Employee or Supervisor. If the record has been
    approved, the user name of the approver and the date the record
    was approved will appear.



2   Click on the employee’s Name to view employee details, add
    leave, or enter employee approval.




                                   8
    Overview of Employee Details



                                        2

                                                    3
         4

     1




    On this screen the employee is able to:

1   Add Leave Details into Timekeeping
2   Enter Employee Approval

3   Review Month End Leave Balances

4   View up-to-date vacation and sick leave hours




                                    9
    Add Leave Details




                 1
         2

        3
             4
                     5


1   Select Date: Select the date on the calendar that the leave was
    taken

2   Leave Type: Select the type of leave that was taken from the
    drop-down menu

3   Nbr of Hours: Type in number of hours that were taken

4   Comments: Type in Description and Name

5   Click Add Leave


    Note: If an employee took leave in a previous month but did not enter
    the leave into Timekeeping, then the employee must notify his or her
    supervisor so that a Prior Period Adjustment can be requested.



                                       10
    Add Leave Details (Cont’d)




                                                               6



6   All entered leave should display under Leave Entries For This
    Pay Period

    Note: Leave details should be entered in Timekeeping as soon
    as a Leave Request form is approved and the monthly pay
    period it occurs in is available.

    Employees can enter leave at any time during the month;
    however, entering all leave that will be taken during the month
    into Timekeeping before the mid-month deadline ensures that
    the leave balances printed on the employee’s paystub are
    accurate and up-to-date.




                                   11
Modify Leave Details
Leave Entries that have been entered in the Current month can be
corrected, if necessary, before the last day of the month. Corrections
can be entered to delete hours if the requested leave was not taken or
changes can be entered to update the Date, Leave Type, or Hours.




         3
                                          1



        4
                           2

 1   Select the date for the leave entry that needs to be corrected.

 2   If the leave was entered, but not taken, click on the Delete
     button.

 3   If the Date, Leave Type, or Nbr of Hours needs to be corrected,
     type over the existing information with the correct information.

 4   Then, click on the Update button.




                                   12
    Enter Employee Approval


                                           1


                                                                 2
               3




1   Select the box next to Employee Month End

2   Click the Approve button

3   The employee’s username will display to show that the approval
    was successful.

    Note: Monthly Employees are required to approve their
    Timekeeping record by the last day of the month.

    The employee’s approval verifies that all leave that was taken in
    the month was entered into timekeeping or that no leave was
    taken in the month.




                                    13
   Review Leave Balances




     2                                                            1

     1




1 Month End Leave Summary enables monthly employees to view
  their Month End Leave Balances from the prior month. The
  month end balances displayed in Timekeeping should match the
  balances listed on the employee’s last paystub.



2 Leave Summary enables monthly employees to keep track of the
  number of leave hours available for use. The leave summary
  balances automatically update when leave hours are added into
  Timekeeping.




                                14
Salary & Misc. Information




Information regarding an employee’s continuous service and
adjusted anniversary dates, salary information, and other
miscellaneous position details can be found by scrolling to the
bottom of an employee’s timecard.




                                15
   Reports




               1




1 Select the report that you want to run from the Reports listing.
  For this example, the FMLA Detail Report will be selected.



   FMLA Detail Report

   This report displays the number of family medical leave and paid
   parental leave hours that have been entered into timekeeping.
   This report can be used to review the family medical leave hours
   that were entered into Timekeeping or to calculate the number of
   family medical leave hours that are still available to use.



                                   16
    Running Reports




                                                1


1   Click on Select Parameters To Run Report.




                  2

                                3

                                 4


                                         5
2   Type in From Date

3   Type in To Date

4   Type in Employee ID#

5   Click Run Report



                                    17
    Running Reports (Cont’d)




                                        6

6   Double-click on PDF to open and view report.




                                  18
    Help Screen
    Help pages offer detailed instructions on Timekeeping
    applications.




                                                                     1




1   Help pages can be found by clicking on Help located at the top
    right of the toolbar.

    Additional questions can be emailed to the Payroll Team at
    Payroll@studentlife.osu.edu or you may contact Amy Wilson
    (614)247-8419




                                   19
Additional Resources

Timekeeping Deadlines
http://slhr.osu.edu/


Forms
http://slhr.osu.edu/forms/


Policies
http://slhr.osu.edu/policies/


View Paystub ePayroll
http://www.ctlr.ohio-state.edu/pay/pay-home.shtm


Leave Balance Accrual Schedule
http://controller.osu.edu/pay/accrual/leaveaccrualmo11.pdf




                                20

				
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