MIT Libraries/SAP-HR Payroll Quick Reference Support Staff Time Entry

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					MIT Libraries/SAP-HR Payroll Quick Reference
Support Staff Time Entry
The electronic time sheet allows you to enter your time sheet information, submit your time sheet to your Approver,
and check your Leave balance quotas. The application always opens to the current pay period. The time sheet entry
application is certificate-based and available from any computer with internet access.

To ensure accuracy and completeness, employees should enter time on a daily basis. It is suggested that employees
create a short cut to the ESS Time Tab on their desktops for easy, frequent access. The Libraries’ deadline for
submitting completed weekly time sheets is midnight on Sunday.

To Enter Time Sheet Information For The Current Pay Period




Step     Field/Button                      Instructions
1.       N/A                               Using an MIT supported web browser with personal certificates installed,
                                           navigate to SAPWeb ESS at web.mit.edu/sapwebss/.

2.       N/A                               Point to the Time tab/menu and click “Time Sheet for Support Employees”.




       For information regarding Libraries payroll policies and procedures, visit http://macfadden.mit.edu/admin/payroll/payrollindex.html

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3.     Attendance/ Absence               Start at the first day of your work week and select an Attendance/Absence Type
       Type                              from the drop-down menu that corresponds to the work or absence you had on
                                         that day. Consult Libraries’ staff web policies at
                                         http://macfadden.mit.edu/admin/payroll/payrollindex.html regarding
                                         “Leave Without Pay”, “Sick-Leave Without Pay”, “Vacation in Lieu of Sick” and
                                         “5th Week Vacation in Lieu of Sick”.
                                         If left blank, the Attendance/Absence Type field will automatically default to
                                         “Work” after you enter your hours and click Save.

4.     Shift                             Enter the shift your hours represent from the drop-down menu. The system will
                                         automatically default this field to “Day”.
                                         Libraries evening shift starts at or after 1 pm and continues up to or
                                         past 6 pm. Night shift starts on or after 10 pm and continues up to or
                                         past 2 am. Employees working Evening or Night shift MUST indicate
                                         their in/out times in the Comments to the Approver field (see step 7
                                         below).

5.     Hours                             Enter the number of hours associated with the Attendance/Absence Type you
                                         selected in step 3.

6.     Add Line                          Click Add Line to add another Attendance/Absence Type for a particular day. If
                                         you do not need to add another Attendance/Absence Type, repeat steps 3-5 for the
                                         remaining days you worked or were absent for the pay period.
                                         Enter your hours and Attendance/Absence Types on your time sheet in
                                         the order they occurred.

7.     Comments to Approver                   Employees working evening or night shift are required to enter their in/out
                                              times for each day worked in this field.
                                              Staff members temporarily working in more than one department are
                                              required to itemize time by specific jobs.
                                              Employees banking or making up time recorded as “leave without pay” from
                                              previous or following weeks are required to make note of this in this
                                              section.
                                         Any deviation from your regular work week, and other appropriate messages or
                                         notifications to the approver should be recorded in this section.

8.     Save                              Click Save at the top or bottom or the screen when you finish entering your time
                                         sheet information for the pay period. Your time sheet is now saved and viewable
                                         by your approver.


To Edit a Time Sheet
You can edit a time sheet numerous times until it has been approved by your Approver by simply changing the data
on the time sheet. Click Save after you have finished editing the time sheet. If you need to delete a line in a time
sheet, change the hours for the line to “0”, and click Save.
Once approved, you can only view your time sheet and cannot edit it. To make changes to a time sheet after it has
been approved, complete a Request Time Sheet Correction form and submit it to your Approver. The link to this on-
line form can be found on the ESS Time tab.




     For information regarding Libraries payroll policies and procedures, visit http://macfadden.mit.edu/admin/payroll/payrollindex.html

                                                                 Page 2 of 3
Reporting Hours for Past and Future Pay Periods
Library support staff can report hours up to four (4) weeks in the past, and planned absences four (4) weeks in the
future by following this procedure:
                                             Step      Field/Button           Instructions
                                             1.        N/A                    Using an MIT supported web browser with personal
                                                                              certificates installed, navigate to SAPWeb ESS at
                                                                              web.mit.edu/sapwebss/.

                                             2         N/A                    Point to the Time tab/menu and click the link “Time
                                                                              Sheet for Support Employees”.

                                             3         Select A               Select the pay period you would like to enter time for
                                                       Different Week         from the Select a Different Week drop-down menu.

                                             4.        Go                     Click Go and confirm that the dates after the words
                                                                              “Time Sheet for” at the top of the time sheet just
                                                                              below your name correspond to the pay period you
                                                                              selected in step 3.

                                             5.        N/A                    Follow steps 3-8 in the previous section, To Enter
                                                                              Time Sheet Information For The Current Pay Period.

Leave Balance Quotas
This section indicates your Leave balance quotas. Leave quotas are updated during each payroll run and are based
on the number of hours you have accrued for each Leave category and any Leave hours submitted in past pay
periods.

Field                          Description
Accrual Rate Date              The date used to determine your anniversary for accruing sick, personal, vacation, and 5th
                               week vacation leave.
                               For most employees, this is your date of hire. For employees who have been reinstated,
                               this date is adjusted to account for prior service.

Last Updated Date              The date on which your leave balance quotas were last updated.

Sick                           The balance of your sick leave hours. This equals the hours you have accrued for sick
                               leave, minus any hours you reported for sick leave through the last payroll run.

Personal                       The balance of your personal leave hours. This equals the hours you have accrued for
                               personal leave minus any hours you reported for personal leave through the last payroll
                               run.

Vacation                       The balance of your vacation hours. This equals the hours you have accrued for vacation,
                               minus any hours you reported for vacation leave through the last payroll run.

5th Week                       The balance of your 5th week vacation hours. This equals the vacation hours you have
                               accrued for 5th week balance, minus any hours you reported for 5th week vacation through
                               the last payroll run.

5th Week Deadline              If you are entitled to 5th week vacation, this is the date by which you must use your 5th
                               week balance, or lose those days.

For further information, click Help in the top right-hand corner of the time-sheet entry page.



        For information regarding Libraries payroll policies and procedures, visit http://macfadden.mit.edu/admin/payroll/payrollindex.html

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