OTiS Online Timekeeping System Student Worker Instructions for the

OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template University Payroll Services Revised 06-13-07 1 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Table of Contents WELCOME TO OTIS ................................................................................................................................. 3 TO LOGIN.................................................................................................................................................... 5 TIME ENTRY .............................................................................................................................................. 8 TO RECORD TIME – IN/OUT TEMPLATE ...................................................................................................... 8 TO RECORD TIME – WEB PUNCH TEMPLATE ............................................................................................ 15 To Record a Missing Punch ................................................................................................................ 21 HISTORY ................................................................................................................................................... 27 EMAIL NOTIFICATIONS ....................................................................................................................... 29 TIMESHEET SUBMISSION AND APPROVAL DEADLINES ........................................................... 30 University Payroll Services Revised 06-13-07 2 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Welcome to OTiS OTiS stands for Online Timekeeping System. Time worked is recorded, approved and processed through a paperless, all electronic system. OTiS eliminates the time consuming paper shuffle of filling out paper timesheets, hand calculating totals, collecting signatures; copying, filing and storing paper records. The University of Southern California strongly believes each employee should be paid on time with no errors. Both supervisors and employees share responsibility for compliance with university policies established to meet the requirements of federal and state wage and hour laws. Non-exempt employees are protected by a complex set of regulations concerning hours worked, rest periods, meal periods and overtime compensation. This manual includes the instructions for Student Workers using the Web Punch Template or In/Out Template. The manual contains screen prints to guide the user through each process. Some screen prints contain red arrows and boxes to point out the specific area as described in the instructions. While the red arrows and boxes appear in the manual, they will not appear on your screen when you are using OTiS live. Please also note that this manual is not intended to cover every situation that may arise. If you have a question regarding a scenario that is not covered in this manual, please contact your Supervisor. This manual is also available on the OTiS web site (www.usc.edu/otis). All updates will be published and may be downloaded from this site. In addition, this manual may contain material that is confidential and is for the sole use of the university employees for its intended purpose. For More Information About Wage and Hour Policies o University wage and hour policies are posted online at the Policies Web site: http://policies.usc.edu/ o Personnel Services Questions about wage and hour policies should be directed to Personnel Services on the University Park campus at (213) 437-1811 or on the Health Sciences campus at (323) 442-1010. About OTiS o Home Department Coordinators www.usc.edu/directories/ Each USC department has a Home Department Coordinator who is responsible for maintaining the payroll and personnel records in your department. Home Department Coordinators can answer your questions University Payroll Services Revised 06-13-07 3 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template about payroll cycles, submitting time records, how to settle disputes about time records, and the deductions and reductions taken from your paycheck. If you don't know who your Home Department Coordinator is, check your individual listing in the USCWeb directory. Your Home Department Coordinator is listed at the bottom of the page. o OTiS Help Desk (213) 821-2033 otisusc@usc.edu Call the OTiS Help Desk if you have questions about the payroll schedule, deductions, or pay calculations. The Help Desk staff will either answer your questions or refer you to the appropriate person for an answer. You also can send inquiries by e-mail to otisusc@usc.edu. Hours of operation: 8:30am-4:30pm Calls outside of our hours of operations will be promptly returned within the next business day. o OTiS Online www.usc.edu/otis The OTiS Web site includes general information about the timekeeping system, contact information for home department coordinators, frequently asked questions and answers, copies of communications sent about OTiS, and information about biweekly payroll schedules and payroll deductions. University Payroll Services Revised 06-13-07 4 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template To Login Login at https://otisusc.fastime.com. For easy access to OTiS, go to the USC home page (www.usc.edu) and click on the OTiS link at the bottom of the page under Quick Links. You may also access OTiS by saving the link to your Favorites folder or setting the link as your default home page. Enter your 7 digit Employee ID Number or 10 digit USC ID Number. If you don’t know either of these numbers, please consult your supervisor or check your most recent check stub or advice slip. The first time you log in, your default password will be the last four digits of your Social Security Number + your four digit year of birth. For example, if the Social Security Number is 123-45-6789 and the year of birth is 1970, the default password will be 67891970. After entering your password, click on the “Submit” button. If you hit the “Enter” or Return key on your keyboard, you may not be able to log in. University Payroll Services Revised 06-13-07 5 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template If you forget the combination of information included in the default password, you may click on the “Help with Login” button for an explanation. Upon clicking on the “Help with Login” button, a window will open up displaying the following message: “Your default password is the last four digits of your Social Security Number plus your four digit year of birth. If you are experiencing problems with the login page or need to have your password reset, please contact your Home Department Coordinator for assistance.” If you do not know who your Home Department Coordinator is, go to the OTiS web site under For More Information and click on the Home Department Coordinators Listing link. You may look up your Home Department Coordinator by Department Name or Department Number. University Payroll Services Revised 06-13-07 6 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template After clicking on the “Submit” button, OTiS will prompt you to enter in a new password between 4 and 8 numeric characters. All characters in your password must be numeric. Re-Enter your new password and click on “Submit”. Please note your password will expire every six months and you will be prompted to select a new password. University Payroll Services Revised 06-13-07 7 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Time Entry To Record Time – In/Out Template This is the Main Menu screen if you are set up for the In/Out template. The In/Out Time Entry allows an employee to key in their time worked in a “fill in format” online timesheet. You are encouraged to key in your time as you come in and out of your shift. Student workers are required to clock in and out at the beginning of their shift, meal period out, meal period in, and end of their shift. Rest periods are paid for and are not to be recorded on OTiS. Click on “Your Time Entry” to record your Time In or Time Out for the current day. University Payroll Services Revised 06-13-07 8 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template The Time Entry screen displays the employee’s demographic information including: Name, Employee ID, Home Department Number, Exempt or Nonexempt status, Employee type, Supervisor, and the Start Time of their work day. The In/Out Template will automatically display two sets of Time In/Time Out for each week of the biweekly period. It is important that you record your time correctly. For every Time In entry, you must fill in the corresponding Time Out. For example, if you worked from 8am to 10am, your entry should look like the following: CORRECT Do not skip any Time In or Time Out entries. If the correct set of Time In and Time Out entry is not filled in, you will not be paid for those hours. INCORRECT University Payroll Services Revised 06-13-07 9 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template If the employee works for more than one department or account, the employee will select the “Account Name” from the drop down box to select a specific Account Name to record their hours worked. Key in your time in AM or PM format (e.g., 8:00 AM) in the corresponding action (e.g., Time In or Time Out) and date field. As you enter a set of Time In and Time Out, the hours will be totaled at the bottom of each week. In this example, the student worker has worked a total of 3.5 hours on Thursday, 11/03. After keying in your time, you may select the “Save for Later” button to save the information that you entered without submitting it to your Supervisor/approver for review and approval. If you entered data and do not click on “Save for Later,” your data will be lost. You will “Submit” your timesheet only once per Biweekly pay period at the completion of your last shift of the pay cycle. Please refer to your OTiS calendar. The “Review” button may be selected to apply all the programmed rules including the calculation of overtime and double time. University Payroll Services Revised 06-13-07 10 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template OTiS will total the hours worked each day by accounts and round to the nearest tenth of an hour using the following method: 1-6 minutes = .1 7.12 minutes = .2 13-18 minutes = .3 19-24 minutes = .4 25-30 minutes = .5 31-36 minutes = .6 37-42 minutes = .7 43-48 minutes = .8 49-54 minutes = .9 OTiS allows for as many sets of Time Ins and Time Outs as needed. If you need to clock in/clock out more than two times in one work day, add additional sets of Time In and Time Out lines by clicking on the drop down box “Select a Time Type” and select “Regular.” University Payroll Services Revised 06-13-07 11 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template An additional set of Time In and Out has been added. To delete a set of Time In and Out, click on the red x on the left. In the above timesheet example, the employee has keyed in time worked through Tuesday, 11/15. Upon clicking on the “Review” button, all the programmed rules including the breakdown of overtime and double time will be calculated. University Payroll Services Revised 06-13-07 12 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template This is the result of clicking the “Review” button. You may select the “Back” button to go back to the Time Entry screen to key in additional time worked or change any data entered. The “Submit” button can be used when you have keyed in your last punch in the biweekly pay period and you are ready to submit your timesheet to your supervisor/approver for review and approval. Upon clicking the “Submit” button, the above pop-up window will appear: “You have recorded time for Pay Period Ending 11/16/2005. By submitting this timesheet, I certify that the hours recorded are an accurate record of hours worked in the appropriate project or department and that I took the meal and rest periods I am entitled to by law.” Click “OK” to consent to the statement. This is your “electronic signature.” University Payroll Services Revised 06-13-07 13 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Upon clicking “OK”, a confirmation number is generated and the timesheet status has changed from “Not Submitted For Approval” to “Pending Approval.” Should you want to keep a paper record of your timesheet, please print a copy of this screen now. The “Approval Status” legend at the bottom right hand corner will allow you to know the status of the timesheet. The gray circle indicates that the approver has not yet approved the timesheet. The green check mark indicates that the approver has approved the timesheet. The red x indicates that the approver has rejected the timesheet. If you need to make changes to your timesheet after submitting your timesheet for approval, you may do so if the timesheet status is in “Pending Approval” status and it is prior to the submission deadline on Wednesday of pay period ending date at midnight. This means that your approver has not yet approved your timesheet. Once you have submitted your timesheet, you will no longer have the “submit” button for the remaining biweekly pay period. You will have an “update timesheet” button upon hitting the “review” button. The “update timesheet” button will save and submit any changes you make as long as the timesheet status is in “Pending Approval” status. If the timesheet status is “Approved” and it is prior to the submission deadline on Wednesday of pay period ending date at midnight, you will not be able to make changes on your timesheet. Your Supervisor/Approver will need to unapproved your timesheet to unlock the timesheet. If the timesheet is “Approved” and it is after the submission deadline, you should contact your Supervisor/Approver immediately for further instructions. University Payroll Services Revised 06-13-07 14 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template To Record Time – Web Punch Template This is the Main Menu screen. Web Punch Time Entry requires the employee to clock in and out of their shift in real time. Punches are time and date stamped based on the OTiS server time. Punches cannot be edited with the exception of a missing punch. Web Punches are automatically submitted for approval as the user punches in and out real time. Web punches do not require the user to submit their punches for approval. Student workers are required to punch in and out at the beginning of their shift, meal period out, meal period in, and end of their shift. Rest periods are paid for and are not to be recorded on OTiS. Click on “Time In/Time Out” to record your Time In or Time Out for the current day. University Payroll Services Revised 06-13-07 15 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template The Time Entry screen displays the employee’s demographic information including: Name, Employee ID, Home Department Number, Exempt or Nonexempt status, Employee type, Supervisor, and the Start Time of their work day. The Time Entry screen will also display a box including the current date, Account Name, and Approver. If the employee works for multiple accounts or departments, the employee may click on the “Account Name” drop down box and select the account or department in which he/she will work. When you begin your shift, click on the green “Record Time In” button. In this example, the employee works for one account “Payroll.” The date is 11/03/05 and the time is 8:00 AM. University Payroll Services Revised 06-13-07 16 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template You have successfully recorded your “Time In” when your “Time In” is displayed on this screen. When you clock out for your meal period (if applicable) or at the end of a shift, you will login to OTiS and select the “Time In/Time Out” link from the Main Menu. It is important that you are clicking on the correct buttons as you clock in and out. In this example, it is 12:00 PM and you are clocking out. Click on the red “Record Time Out” button. University Payroll Services Revised 06-13-07 17 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template You have successfully recorded your “Time Out” when your “Time Out” is displayed on this screen. When you return from your meal period (if applicable) or you come back to work for another shift, you will login to OTiS and click “Time In/Time Out” from the Main Menu. Click on the green “Record Time In” button to record the time you returned from your meal period. University Payroll Services Revised 06-13-07 18 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template You have successfully recorded your “Time In” when your “Time In” is displayed on this screen. University Payroll Services Revised 06-13-07 19 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template As you record a set of Time In and Time Out, the hours will be totaled at the bottom of each work day and at the end of the work week. OTiS will calculate your total hours worked and break down the hours into the appropriate time type category (regular, overtime or double). OTiS will total the hours worked each day by accounts and round to the nearest tenth of an hour using the following method: 1-6 minutes = .1 7.12 minutes = .2 13-18 minutes = .3 19-24 minutes = .4 25-30 minutes = .5 31-36 minutes = .6 37-42 minutes = .7 43-48 minutes = .8 49-54 minutes = .9 University Payroll Services Revised 06-13-07 20 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template To Record a Missing Punch In this example, it is 11/4/05. The student worker is scheduled to work at 8:00 AM and did not remember to login at 8:00 AM. It is now 9:00 AM and the student realized that she did not punch in. Do not punch in your time at the time you remembered because it will record 9:00 AM as your Time In. Select the “Skip This Entry” button to create a “Missing” punch. University Payroll Services Revised 06-13-07 21 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Upon clicking the “Skip This Entry” button, a “Missing” punch will be recorded on the Time In punch. When you have missed a punch, it is recommended that you email your supervisor/approver immediately with the date and time of your missed punch. Only your supervisor/approver or Home Department Coordinator can insert the “missing” punch data on your timesheet. University Payroll Services Revised 06-13-07 22 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Continue to record your time as normal using the Time In/Time Out link. “Record Time Out” at 12:00 PM when you leave for your meal period or when you clock out for the day. You have successfully recorded your “Time Out” when your “Time Out” is displayed on this screen. University Payroll Services Revised 06-13-07 23 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template In this example, the student is scheduled to work from 8:30 AM to 3:30 PM with a 30 minute meal period from 12:00 PM-12:30 PM. She punched in at 8:30 AM and web punched out for her meal period at 12:00 PM. It is now 3:30 PM and she is getting ready to clock out to leave for the day. Upon clicking on the Time In/Time Out link from the Main Menu, the next action shows the green “Record Time In” button. The green “Record Time In” button should alarm the student that she forgot to punch in when she returned from her meal period. She should click on “Skip This Entry.” University Payroll Services Revised 06-13-07 24 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template A missing punch is now recorded on the timesheet. The student will now return to the Time In/Time Out page to clock out for the day at 3:30 PM. When you have missed a punch, it is recommended that you email your supervisor/approver immediately with the date and time of your missing punch. Only your supervisor/approver can insert the “missing” punch data on your timesheet. Click on the red “Record Time Out” button. University Payroll Services Revised 06-13-07 25 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template You have successfully recorded your “Time Out” when your “Time Out” is displayed on this screen. Note that the daily hours total only the amount which OTiS can calculate. Due to the “missing” punch, the hours worked in the afternoon are unknown and therefore not included until the “missing” punch is corrected by the supervisor/approver. University Payroll Services Revised 06-13-07 26 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template History The History view allows the employee to view up to 12 months of previous timesheets entered by the employee. From the Main Menu, click the “History” link. University Payroll Services Revised 06-13-07 27 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Upon clicking the “History” link, the screen displays all previous timesheets in the last 12 months by Pay Period Ending Date. To select and view the details, find the Pay Period Ending Date you with to review and click on the corresponding employee name in red. In this example, Pay Period Ending 10/5/2005 was selected. University Payroll Services Revised 06-13-07 28 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Email Notifications The following notifications and escalations will occur in OTiS triggering e-mail messages to Employees, Approvers, Alternate Approvers and HDCs. The specific timing and recipient of each type of email is outlined below. The “From” address used on email notifications will be otisnote@usc.edu. Description Initial Notification to Employees. "Please help us ensure you are paid accurately and on time by verifying and submitting your time at the end of tomorrow’s shift." Initial Notification to Approvers "Please help us ensure your employees are paid accurately and on time. You must take appropriate approval or rejection action by tomorrow." Escalation Notification to all Approvers with timesheets in Pending Approval or Not Submitted for Approval status "REMINDER: Records indicate we do not have approved time for all of your employees. Please take appropriate approval or rejection action immediately.” Rejection Notification when one of the Approvers or Home Department Coordinator users rejects the timesheet. The 'Reject Reason' will be included in the email. Modification Notification to the Employees when one of the Approvers or Home Department Coordinator users modifies a timesheet after it was submitted for approval Upon Modification "Your timesheet was modified before it was approved. Please go to History to review the final version." Notification of Re-submitted Timesheet for Approval to the Approver when an Employee re-submits the timesheet for approval after it had been rejected. Note: If Employees clicks 'Save for Later' the timesheet status will be changed to 'Not Submitted for Approval' and no email will be sent. Employees Time Sent Bi-Weekly The second Tuesday @ 2:00 a.m. Employees Send to Bi-Weekly The second Wednesday @ 2:00 a.m. Approvers & Alternate Approvers Bi-Weekly The second Thursday @ 11:00 a.m. Approvers & Alternate Approvers Upon Rejection Employees Upon Submission Approver & Alternate Approver University Payroll Services Revised 06-13-07 29 OTiS – Online Timekeeping System Student Worker Instructions for the In/Out and Web Punch Template Notification of Alternate Approver Assignment to the employee that was assigned or modified as Alternate Approvers. Upon Change The email will contain the Manager's Name that designated the Alternate Approver and either the Start Date/End Date. Notification of Alternate Approver Status Change to the employee assigned to be an Alternate Approver when the End Date has passed or if the Alternate Approver has been removed. The email will contain: the Manager's Name that designated the Alternate Approver and the Start Date/End Date. Approver & Alternate Approver Upon Change Approver & Alternate Approver Timesheet Submission and Approval Deadlines *Employees on the Web Punch Template need not to submit their timesheets as web punches are automatically submitted. However, employees on the In/Out Template must submit their timesheet at the end of the pay period for approval. Employee In/out timesheet submission deadline o Employees on the Midnight to Midnight work day schedule - The Wednesday of pay period ending day until 12 midnight o Employees on the Noon to Noon work day schedule - Thursday after the pay period ending date at 12 Noon Home Department timesheet changes and approval deadline (includes both the Approver and Home Department Coordinator deadline) - Thursday after the pay period ending date at 12 Midnight University Payroll Services timesheet changes and approval deadline - Friday after the pay period ending date at 11 a.m. University Payroll Services Revised 06-13-07 30