CSU Time Processing System (TPS) Quick
for
Start
Supervisors
January 2006 D.Gilligan, CSU-IT T.Rivera-Rowe, CCSU
TPS Supervisor Quick Start
Introduction
The purpose of this guide is to provide you with step-by-step instructions for using the CSU Time Processing System (TPS). On the following pages we’ll demonstrate how to: Access TPS via the web…page 2 View an employee’s TPS documents…page 6 Approve a Time Off Request…page 7 Request modifications to a Time Off Request…page 8 Approve a Time Sheet…page 9 Return a Time Sheet for modification…page 10 Reprocess an approved Time Sheet…page 11 Create a Time Sheet for another employee…page 13 Create a Time Off Request for another employee…page 14 Before we discuss these TPS tasks, let’s tackle a few basic questions you may have.
What is TPS?
1. Exactly what is TPS? TPS is an online time processing system that allows the submission and approval of electronic time sheets and time requests via the web.
2. How will I know when an employee has submitted a TPS time document? TPS notifies you in two ways: When an employee submits a Time Off Request or a Time sheet, TPS automatically sends you an e-mail with a link to that TPS document. You can also use TPS’ Show Pending Approvals option to view any documents requiring your attention. 3. What if I am not available to approve a TPS document before the deadline for the pay period? You should contact your alternate approver or the individual designated by your department. Which should be created first - a Time Off Request or a Time Sheet? Whenever possible, your employees should create their Time Off Requests BEFORE they create their Time Sheets. Here’s why: When a Time Off Request is submitted, TPS automatically records that request on the employee’s Time Sheet for the corresponding pay period. For example, if he/she requests 3 hours of vacation time for Oct 10th, that time will be entered on the corresponding time sheet. However, if he/she creates that same Time Off Request AFTER the corresponding Time Sheet is created, the requested time will NOT be recorded and must be entered manually. 5. What if an employee requests more time off than he/she currently has accrued? TPS will automatically notify the employee if the request exceeds his/her current balance. If the employee proceeds and submits the document, you will receive the same warning message.
4.
6. What if one of my employees is out sick or on vacation? Can someone else create a Time Off Request or Time Sheet for me? Yes, you - the supervisor and other authorized individuals can create TPS documents for the employee. 7. Can someone create a Time Sheet or Time Off Request for one of my employees without his/her knowledge? No, TPS both tracks and displays every action taken on a TPS time document. All you need to do is look at any TPS document to see what actions have been taken.
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Employee Task
TPS Action
Access TPS from the Web
1. Open your web browser and navigate to the CentralPipeline homepage (http://pipeline.ccsu.edu). At the CentralPipeline homepage, enter your logon information and click Logon. On the Welcome tab, click on the TPS (Time Processing System) link and TPS will open in a new browser window. 2. When the TPS login screen appears, you are prompted for the TPS Username and Password that was emailed to you. Enter that information and click Login:
3. You may be prompted to save your password. To protect your TPS account, please do the following:
(a) Click on “Don’t offer to remember any more passwords” to prevent this message from appearing again:
(b) Click No:
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Employee Task
TPS Action
Set Your NEW TPS Password
1. As a security precaution, the FIRST time you log into TPS you are immediately instructed to change the password that was automatically generated for you. The password you choose must be 7–10 characters with no spaces. Enter your new password and click Submit:
2. You’re notified that your new password will be active the next time you log into TPS. Click OK:
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Employee Task
TPS Action
Set Your NEW TPS Password (Cont.)
3. TPS confirms the password change was successful and provides a link to the TPS home page. Click on the link:
4. The TPS Home Page displays:
Note: The first time you log into TPS the message “No documents found” will appear.
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Supervisory Task
Action
An IMPORTANT Time Out!
As a TPS user, you may occasionally encounter the following message when working within this program. If you do, simply click Run:
Troubleshooting
If you are unable to run the above applet, please contact the CCSU Help Desk at x21720. If you forget your TPS password or need to have it reset, please contact Doreen Revoir at x22503.
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Supervisory Task
Action
View Employee Documents
1. Select the Supervisory Processing option:
2. The following Viewing menu options will display: Show Pending Approvals - View all TPS documents awaiting your approval. All Docs by Employee - View all TPS documents sorted by employee name. Time Sheets by Pay Period - To view your employees’ Time Sheets by pay period. Reprocessed - View Time Sheets which have been reprocessed (i.e. modified after the document has been approved.)
3. In addition to the menu options discussed above, you are also prompted to view employee documents at various stages in the processing cycle. For example, when an employee sends a TPS Time Sheet or Time Off Request for review/approval, you will receive an email with a link to that document. You will also periodically receive TPS “auto-mails” reminding you of documents that are pending your review/approval.
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Supervisory Task
Action
Comments
Approve a Time Off Request
1. Open the time off request you wish to approve. 2. Review the request.
Reminder If an employee sends a Time Request AFTER he or she submitted their Time Sheet, Request will NOT display on corresponding time sheet. Off has that the
Therefore, it is essential to track Time Off Requests to be sure they are accounted for on the employee’s corresponding Time sheets.
3. To approve the request, select Approve Request:
4. A confirmation message displays:
5. Click on Main Menu to return to the TPS home page.
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Supervisory Task
Action
Comments
Request Amendment to a Time Off Request
1. Locate and open the Time Off Request requiring amendment. 2.Select
3.You are prompted for comments. Enter any comments you wish and click OK:
Why Amend a Time Off Request? At some point you may require an employee to cancel or modify a Time Off Request. This may be due to a project/work schedule conflict or to insufficient accrued time. In order for the employee to make the change/ deletion, you must send a Request for Amendment.
4. A confirmation message displays:
5. The document is returned to the employee so he or she can either modify or delete the request.
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Supervisory Task
1.
Action
From the TPS Main menu, select Supervisory Processing:
Approve a Time Sheet
2. 3. 4.
Locate and open the Time Sheet you wish to approve. Review the document for accuracy. Scroll to the bottom of the Time Sheet and click Approve:
5.
If the Time Sheet is accurate, TPS will display a confirmation message. No further action is needed.
If a discrepancy exists… If a discrepancy exists on an employee’s Time Sheet, TPS displays a warning message explaining any conflict(s). You’ll find instructions on the following page on how to handle a time sheet when an error occurs.
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Supervisory Task
Action
1. If an error exists on a Time Sheet, TPS will provide an explanatory message detailing the problem:
Request Modifications to a Time Sheet
2. As illustrated above, you have two options: (a) Approve or (b) Cancel and return the document. 3. Let’s assume you wish to return the document. Select Cancel. 4. Click OK to confirm:
5. You are prompted for your comments. Enter a brief message and click OK:
6. A confirmation of your action displays:
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Supervisory Task
Action
Reprocess a Time Sheet
If a Time Sheet error is detected AFTER you’ve approved it, you must use the TPS Reprocess option. 1. Locate and open the Time Sheet that requires re-processing. 2. Select Reprocess Time Sheet:
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Employee Task
TPS Action
Reprocess A Time Sheet (Cont.)
3. A copy of the original Time Sheet is created. 4. Modify the document as needed. 5. Select Approve:
6. Your action is confirmed:
7. The new Time Sheet is approved and the following changes occur: (a) The Time Sheet that was initially submitted is retained and labeled “Original.” (b) The updated Time Sheet is labeled “New – Adjusted.”
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Employee Task
TPS Action
1. From the Main Menu, select New Time Sheet. 2. The following window displays. (a) Verify the pay period END date and (b) use the pull down menu to select the employee’s name instead of your own:
Create a Time Sheet for an Employee
If an employee is absent due to illness or personal emergency, you may need to create a TPS Time document for that employee. In your absence the alternate supervisor or proxy may create the document. Alternates may perform any of the tasks that the immediate supervisor can perform. However Proxies can only create a time sheet or create a time request. Note: TPS provides a full record of all activity associated with any TPS time document to prevent confusion.
3. Click Continue:
4. Carefully review the data and identify any manual entries that may be necessary such as Time Off Requests that were not submitted or Earned Time.
5. Click Submit for Approval:
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Employee Task
TPS Action
1. From the Main Menu, select New Time Request. 2. The following window displays. Use the pull down menu to select the employee’s name:
Create a Time Off Request for an Employee
If an employee is absent due to illness or personal emergency, you may need to create a TPS Time document for that employee. In your absence the alternate supervisor or proxy may create the document. Alternates may perform any of the tasks that the immediate supervisor can perform. However Proxies can only create a time sheet or create a time request. Note: TPS provides a full record of all activity associated with any TPS time document to prevent confusion.
3. Let’s assume we need to enter 3hrs. of medical (SP) for a dentist appointment on December 16th. a) Select the Click button and select the beginning and ending dates of the request. b) Select the Time Code – SP c) Enter the time of the day requested – 1:30 to 4:30 (Enter in hh:mm AM or PM format (e.g. 01:30 PM). Be sure to place a space between the time and the AM or PM
4. Click
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