How to use the Student / Temporary Employee Online Time Sheet

1. How to use the Student / Temporary Employee Online Time Sheet Q: When will online time sheets be used? A: Go live is September 16, 2010. Online time sheets will then be submitted for each pay period of the month; the 1st - 15th and the 16th – end of month. Q: Where is the online time sheet located? A: At my.evergreen.edu at the Time Sheet – Student and Hourly link.

2. Preparing to use the OnlineTime Sheet The following steps need to take place before an employee can access the time sheet: 1. User has a network Login and Password; 2. Flash Player 9 is installed on the computer; and 3. Student/Temporary Hourly form (STAF) is submitted and entered into the payroll system.

3. Using any web browser, go to my.evergreen.edu and Login using your Login and Password

4. Click the Time Sheet – Student and Temporary employees link to access the online time sheet(s). Note: Menu options on my.evergreen.edu vary by user.

5. The next set of slides describes the online time sheet from a Student or Temporary employee’s perspective.

6. position title user name pay periods (1st-15th and 16th-end of month) MAIN VIEW position number work area approver’s name employee type job start date job end date rate of pay

7. Employees with Multiple Positions Select the correct position from the drop down menu when multiple jobs exist. This information is specific to the position. Review these fields to be sure the correct position has been selected.

8. To load a work period: Double click the one you want to see or Click once on the one you want to see then click Load

9. To enter a shift, click on the clock icon that corresponds to the day you worked

10. Enter the start and end times for the shift by typing in each box. The duration will automatically be calculated.

11. Add as many shifts an needed on a given day by clicking on the clock icon. Enter the exact start and end times.

12. Initials of the person that entered the information.

13. Click the red X to delete a shift.

14. Total number of hours worked during the pay period. Use the save button each time you enter time worked or make changes.

15. How to certify a pay period: • Select the correct period • Review information / make necessary changes • Click on Certify

16. The Certification Preview box shows up. Comments are optional Note: To Certify, click Certify

17. A check mark appears in the employee column after the employee has certified. The date the employee certified on is displayed.

18. Note: You can certify zero hours if you did not work any hours in this position during a pay period. No changes can be made by the employee after they have certified. Notice that these buttons are no longer options.

19. The next set of slides describes the online time sheet from a Time Approver’s perspective.

20. Time Approver view Select an employee you are an Approver for by hovering over the black triangle.

21. Click on the employee’s name.

22. You are in review mode when you see your name in the background and the employee’s name in smaller font.

23. Time Approver options: • Revise shifts • Add shifts • Clear an employee’s certification • Certify time sheets Important: While a time approver can add, edit and delete shifts on behalf of employees, employees should be the ones to make changes whenever possible. Before the employee can make changes, Time Approvers will need to clear the certification if the employee has already certified.

24. Option 1: Revise a shift Select the Pay Period to change. Click on the clock and pencil icon.

25. Option 1: Revise a shift (continued) A new shift appears. Enter the correct information. Save. Notice the orange box around the old entry and the time approver’s initials next to the new entry. The duration in the orange box will not be added to the total hours worked.

26. Option 2: Add a shift Select the Pay Period to add a shift to. Click on the clock and plus symbol icon.

27. Option 2: Add a shift (continued) Enter the start and end times for the shift. Save. Notice the time approver’s initials next to the new entry.

28. Note: If an employee has certified a pay period and a time approver deletes, modifies or adds time and certifies, a red check mark appears in the employee certification column. Another Note: An orange comment bubble appears when comments are recorded. Yet Another Note: Comments are visible by hovering over the comment bubble. No Comment Comment

29. Option 3: Clear a Certification Select the Pay Period. Click on Clear Cert.

30. Option 3: Clear a Certification (continued) The shifts remain but the employee check mark is gone. The employee can now make changes and recertify. Note: Time Approvers can not clear employee certifications after a payroll cutoff date. If a change is needed, send an email to TimeSheetDL@evergreen.edu

31. Option 4: Certify the pay period Select the Pay Period. Click Preview. Click Certify.

32. Note: It is recommended that employees and time approvers certify zero hours if an employee did not work any hours during a pay period. Option 4: Certify the pay period (continued) The pay period has been certified. A check mark shows up in the Approver column. The date the approver certified on is displayed.

33. No changes can be made by the employee or time approver after the time approver has certified. Notice that these buttons are no longer options. If corrections need to be made after the time approver certifies, email TimeSheetDL@evergreen.edu

34. Certifications can be done… …on any computer with internet access. …as early as the last shift has been worked in the pay period … you don’t have to wait until the last day in the pay period. …by a time approver’s supervisor. If a time approver is not able to certify, their supervisor must do so for the employee to get paid.

35. Employee Responsibilities Student and Hourly Employees will… …accurately enter the start and end time for each shift worked. …certify no later than the last day of the pay period (the 15th or the last day of the month depending on which pay period it is).

36. Time Approver Responsibilities Time Sheet Approvers will… …train all employees whose time sheets they approve on how to use the online time sheets. …certify each employee’s time sheet no later than the first business day after the end of the pay period (the 16th or the 1st of the following month depending on which pay period it is).

37. Questions / Comments / Concerns Contact this distribution list and the appropriate person will respond: TimeSheetDL@evergreen.edu