Excel Student Database - DOC by nok58871

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Excel Student Database document sample

More Info
									                     The Student Timesheet Tool can be found on MS Outlook
                     Public Folders > All Public Folders > Business Affairs >
                           Payroll Benefits HRIS > Student Time Sheet
               Steps To Complete Student Timesheets


                                          Important Notes!!!
   *** DO NOT DELETE OR ADD information to existing cells. The program will not work if certain items
                     are deleted. Use the Buttons that are available for you. ***

                             ***You cannot open the („StudentData‟) File***

      ***You must open the („Student_Time_Sheet‟) through Excel so that it is looking at the proper
    folder to find the („StudentData‟) file. If you try to open the („Student_Time_Sheet‟) from a folder
                             you will not be able to load your student data***

            You SHOULD NOT open Excel using a Shortcut. You will need to open using the
                                    Start Button>Programs

              **The Student Timesheet tool should be stored on your personal computer**

                       *** Watch for over 40 hours in a week. ***
   ***Students are NOT authorized to work overtime. For questions regarding this policy, please see
                            Steve Irving‟s Student Payroll Procedure. ***

            ***Timesheets need to be submitted to the Student Employment Office, zip 701.

           ***The database is uploaded every Monday, Wednesday, and Friday at 8:00am.
               The last five days before Student Payroll is due, the database is uploaded
                                   every day at 8:00am and 1:00pm.***




3c55fcfc-117f-4008-b0eb-afefecf40a76.doc 1                 Last Updated 2/3/2011 1:32 PM
                                                       Table of Contents
Table of Contents................................................................................................... 2
I. For Help Contact:............................................................................................ 2
II. Locating the Tool… ........................................................................................ 3
III. Updating Your Version of the StudentData File….......................................... 7
IV. Using the Tool ................................................................................................ 9
  1. Open Excel .................................................................................................................................9
  2. Open Student Timesheet file from wherever you have saved it ................................................9
  3. Enter Department Number .........................................................................................................9
  4. Deleting Department Number ....................................................................................................9
  5. Adding Students In Your Department to the Timesheet Database ............................................9
  6. Create A New Timesheet For The Current Period For Each Employee ..................................10
  7. Copy to CD048 ........................................................................................................................11
  8. Summarize CD048 ...................................................................................................................11
V. Corrections/ Updates… ................................................................................ 12
  1. Position Changes – All Position Changes must be made in Payroll ........................................12
  2. Correction Of A Previously Entered Student Timesheet .........................................................12
  3. Clear Names or Records in the CD048 ....................................................................................12
  4. Adding additional rows to CD048 ( > 1 page needed to list student hours) ............................13
  6. Deleting Timesheets.................................................................................................................13
  7. Renaming Timesheets ..............................................................................................................13
  8. Deleting Prior Year Information on Right side of CD048 .......................................................13
VI. Suggestions/ Helpful Hints .......................................................................... 13
VII. To Print Timesheet……………………………………………………………………….13




I.      For Help Contact:
          o Downloading the Tool/ Saving, and for help using the Tool contact:
                               Your Payroll Analyst
                               Look up at: http://www.csuchico.edu/hr/mypayrolltech.shtml

          o     For Student Payroll policy questions contact:
                         Alison Christensen
                         Phone: Ext. 6435
                         Email: alchristensen@csuchico.edu




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II.    Locating the Tool…
         You will “download” the Student_Time_Sheet.xls file from Outlook, rather than
         the Web.


         If you have a previously downloaded version of the student timesheet tool, this
         process will overwrite your old version. Do not do this process if you do not wish to
         have a new blank version of the timesheet tool.

         THIS PROCESS ONLY NEEDS TO BE DONE ONCE.

      1. In Outlook, there is a folder called “Public Folders”. Click on the + sign next to
         “Public Folders”, then click on the + sign next to “All Public Folders”, then
         again on the + signs next to “Business Affairs” and “Payroll Benefits HRIS”. You
         will then see a folder called “Student Time Sheet”. Click on that folder.




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   2. Now you will have some items show up that look like regular email.




Do Not Rename Files!!!


    To create a folder to store these files on your desktop, right click and create a new
folder called Student Payroll. Name the folder this way so you have one central location to
maintain Student Payroll.


   Copy and Paste Files in Your Student Payroll Folder!




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   3. Click on the “Student Timesheet Tool” email. Then right click on the Student
      Timesheet.xls attachment and left click on “Copy”.




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   4. Now go to the folder where your Student_Timesheet.xls file will be or is stored
      on your computer. Open the folder, put your cursor on the white space (not
      over a file), right click, and then left click on “Paste”.




   5. You will now have the latest version of the Student Timesheet saved to your
      computer available for you to use.




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III.   Updating Your Version of the StudentData File…


       This process needs to be done when new students are added.

1. In Outlook, there is a folder called “Public Folders”. Click on the + sign next to
   “Public Folders”, then again on the + signs next to “Business Affairs” and “Payroll
   Benefits HRIS”. You will then see a folder called “Student Time Sheet”. Click on
   that folder.

2. Select the current “Student Data File / xx.xx.09”




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3. Double-click the message to open it. Right click on the Excel attachment and
left click on “Copy”.




4. Now go to the folder where your StudentData.xls file is stored on your computer.
Open the folder, put your cursor on the white space (not over a file), right click, and
then left click on “Paste”.




You should now have the latest version, with no “read-only” errors.

Should you have trouble saving the file, please call your payroll analyst.

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   IV. Using the Tool


           You cannot use shortcuts to open the tool.
       Go to Start > Programs > Microsoft Office > Excel.

   1. Open Excel
      a. Start>Programs>Microsoft Office>Excel

   2. Open Student Timesheet file from wherever you have saved it

   3. Enter Department Number
      The Dept Number ID is the same as the Dept ID, i.e. D+5 digits (D01234)
          a) Click on the StudentsDB tab to open the StudentsDB page (scroll to the right side of
             page)

          b)   Click on the           button to add department to the list
          c)   The following dialog box will display:




          d)   Enter the Department Number that your student employees are in and click the OK
               button. You may add more than one Dept ID by clicking the „Add Depts‟ button
               again.
          e)   DO NOT delete the X under Dept ID in cell L2 on the StudentsDB tab. You must add
               before you delete.

   4. Deleting Department Number
         a) Click on the Delete Dept. button to remove departments from the list
         b) The following dialog box will display.




          c)   Enter the Department Number that you want to delete from the list and click the OK
               button.

   5. Adding Students in Your Department to the Timesheet Database
          a)   Click on the StudentsDB tab to open.


          b)   Click on the              button


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                    The list of students associated with the department that you entered in step 1
                     will display.
                    Some students may be listed twice if they have two or more active jobs within
                     the departments you entered.
                    The combination for the EmplID and EmplRcd # in CMS makes up a unique
                     number for each student job that a student has. You can tell what
                     department the student works in by looking at the student‟s Dept ID.
                    Anytime you have added new departments or hired new students, you will


                     need to click on the               button.
                    The student database is updated often, but you have to click the „Load
                     Student Data‟ button to update the information on your computer and make
                     sure you have the latest version of the „StudentData‟ file.

   6. Create a New Timesheet for Each Employee
         a) Timesheets for new employees should be created from the Timesheet 1 tab, NOT an
             existing employee’s timesheet.
                  Click on the Timesheet1 Tab

                  Click the                  Button to create a new, blank timesheet.
                  The first dialog box that appears asks you to enter the name for the timesheet
                   as shown below.




                  Enter name for the new timesheet
                  Click OK
                  The following dialog box will display:




                  Type in the appropriate Pay Period according to the Pay Period Table on the
                   Table Tab
                  Click OK
                  Type in the EmplID and the Empl Record Number in the appropriate fields



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                     The data for that employee will come over from the student database if the
                        student has completed their paperwork, is in the CMS-Database, and you
                        have the most recent version of the Student Data file.
                     Enter time worked on appropriate days (system will calculate hours)
          b)   Be sure all information is correct.
          c)   If the student is an existing employee and you need a timesheet for a different pay
               period..
                     Click on their existing timesheet (Can be named individually on the tab)
                   Click on the                     button to clear all hours entered in the last pay
                    period
                   Click on the                       button. The following dialog box will appear.




                   Enter the new Pay Period and click OK.
                   Enter times worked on appropriate days (system will calculate hours)

                ****Make sure all the times have been entered before the next step****

   7. Copy to CD048 (for department use only)
         a) Each student‟s time in your department can be summarized on the CD048.
         b) Select the first timesheet to summarize.

          c)   Click on the                         button to transfer all the information you have
               just entered over to the CD048
          d)   All timesheets should be copied to the Attendance Report (CD048)

   8. Summarize CD048
         a) Click on the CD048 tab to move to the CD048 page
         b) Verify/ Enter your Department Information on the top of the CD048 Department
            Header Information (Rows 3-5, Cells A-D)
         c) If the information you see on the right side of the CD048 is not correct, submit the
            appropriate HR document (contact your payroll analyst for questions)
         d) Click on the appropriate choice:




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            e)   The following dialog box will appear:




            f) Enter the appropriate pay period (see the pay period (month) table) for the CD048
            g) Click OK
            h) The following dialog box will display:




            i)   Enter the appropriate Unit = “Zip” (SCO Unit Number).
            j)   Click OK
            k)   Verify that this is accurate and that information has been entered correctly
                 You can print a Hard Copy now before Clearing Data. Print page 1 of 1.

            l)   You will have to click the               button between each Sum to clear the CD048
                 for the next Sum. This will only clear the data from the left hand side of the page.


V.      Corrections/ Updates…
     1. Position Changes – All Position Changes must be made in Payroll
            o If a student has a change in position number or a change that effects their position
                such as a step increase, you need to follow one of the following procedures:
                   b. Complete the Student Employment Authorization Form
                   c. Contact your payroll analyst for questions

     2. Correction of a Previously Entered Student Timesheet
           a) Click on the CD048 tab
                This will bring up the data form to correct pay history.


            b)   Click on the             button
            c)   Locate the old record by using the scroll bar.
            d)   Do not delete the X row of data. It must be there for the process to work.
            e)   Must click on button „Sum 1870 Stu Asst‟ and go through that process before change
                 takes place.

3. Clear Names or Records in the CD048

            a)   Click on the             button to clear the appropriate name and information
            b)   The data only clears information on the left hand side.



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4. Adding Additional Rows to CD048 ( > 1 page needed to list student hours)


           a) Click on the                  button to insert rows to the CD048.

   NOTE: You cannot delete rows.

5. Deleting Timesheets

           a) Click on the                     button to permanently delete a student‟s timesheet
                 from the timesheet tool.

6. Renaming Timesheets


           a) Click on the                    button to rename the timesheet for a new student
              who is replacing an existing student timesheet.
           b) No two timesheets can be named exactly the same. If you need to maintain more
              than one timesheet for each student name, make sure they are named in a
              recognizable manner (i.e. Susan Long (1870) and Susan Long (1871)).

7. Deleting Prior Year Information on Right side of CD048

           a) Click the CD048 Tab


           b)    Click the              button
           c)    Do NOT Delete the „X‟ row of data, it must be there for the process to work.
           d)    Locate the old record by using the scroll bar or „Find Next‟ Button.
           e)    Click the „Delete‟ Button to delete the old record.
           f)    Click the „Close‟ button when done.

VI. Suggestions/ Helpful Hints

                *** DO NOT DELETE OR OVERWRITE information from existing cells. The program will not
                       work if items are deleted. Use the Buttons that are available for you. ***

                   Zip = SCO Unit Number

                   All student hours MUST be entered on the individual days that they worked when
                    completing the student timesheets.

                   You do not need to create new timesheets each pay period. You can use an
                    existing timesheet.


                   Use the                    button to rename existing timesheets.
VII.       To Print Timesheet
   Printable Timesheet: Print page 1 of 1 (for student to fill out)
   Timesheet: Print page 1 of 1 only
               *** Signed hard copies of individual timesheets will still need to be submitted to
               Student Employment. ***
   CD048: Print page 1 of 1 for your copy only. Do not submit to Payroll.

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