CIM Student Employment - TimesheetX CIM Supervisor Training

1. CIM Student Employment - TimesheetX CIM Supervisor Training

2. Student Employment - TimesheetX • TimesheetX= Total Solution • TimesheetXhelps schools automate the time sheet submission and approval process for students, employers, and administrators.

3. Student Employment - TimesheetX TimesheetXBenefits for Employers: • No math errors • No sloppy handwriting • No late time sheets • Automated warnings • Web accessibility • Deadline reminders • E-signature enabled • Easy to use • Helps to ensure CIM is meeting Federal Student Aid and standard employment regulations

4. Today’s Demo • Supervisor approves a student timesheet

5. Navigate to the following URL: https://cim.studentemployment.ngwebsolutions.com/Cmx_Content.aspx?cpId=6 Please click the “Supervisors” link displayed on the main screen.

6. This page has forms and helpful information. Click on Timesheet Management Login.

7. If this is the first time to this site, click on the link shown above to establish a password, otherwise, enter your CIM email address and previously established password.

8. Follow the instructions listed on this page. When you receive the email, click on the link provided in the email. You will be taken to a screen that will allow you to enter and confirm a password. This can be any password of your choice. Do not share your password. Each user that should have access will have their own account. If additional people for your department need access, we can add that.

9. Once you have established a password, you will be logged into the site. On the screen above, click on the Supervisors link.

10. Hire Has Been Approved! Next, a Student completes a timesheet! Then, you approve the timesheet!

11. REVIEW YOUR TIMESHEETS • You will be placed on the “To Do Items” page. To view only the timesheets pending approval, uncheck all the boxes in the “Filter by timesheet status” box. • You can simply hover over the magnifying glass to review the timesheet details. • If you wish to examine an individual timesheet in more detail, just click on the magnifying glass.

12. REVIEW YOUR TIMESHEETS • You will be placed on the “To Do Items” page. To view only the timesheets pending approval, uncheck all the boxes in the “Filter by timesheet status” box. • You can simply hover over the magnifying glass to review the timesheet details. • If you wish to examine an individual timesheet in more detail, just click on the magnifying glass.

13. MODIFY A TIMESHEET • If you need to make changes to the timesheet, click ‘Edit’ next to the entry you wish to modify. • The timesheet will now be locked to you until you save your changes. • 3. After making your changes, click “Update”.

14. MODIFY A TIMESHEET (Continued) Click ‘Add new Entry’ if you wish to add an entry.

15. MODIFY A TIMESHEET (Continued) • Select the Date, Start time, End time, and Break minutes (if applicable). Then click “Add” to save the new entry. • Then you may approve the timesheet by clicking “Approve”.

16. REJECT A TIMESHEET • If you need to reject the timesheet back to the student, click “Reject”.

17. REJECT A TIMESHEET • Enter the reason you are rejecting the timesheet and click ‘Reject Time Sheet’. • An e-mail will be sent to the student notifying them that their timesheet has been rejected.

18. To approve the timesheet, click “Approve”.

19. Click ‘Go to my To-Do List’ to review other timesheets. • To view the Supervisor Control Panel, click ‘Go to my Control Panel.’

20. Unlike the To-Do Items page, which provides control of only the jobs demanding immediate attention, My Control Panel allows you access to all jobs for which you are the primary or secondary supervisor, regardless of whether they are in need of attention. My Control Panel is also the place to locate past timesheets.

21. To access timesheets, first click ‘View Hires’ to see everyone who is hired for the selected cost center (department).

22. To view the student's current timesheet (if they don’t have a current one, it will show N/A), click ‘Go to time sheet’ under the ‘Current Time Sheet’ section. • To view all timesheets for the student, click ‘All time sheets’.

23. To view a history of the timesheets, as well as any notes entered by the student, click the “Notes” tab.

24. If you know that a student hasn’t worked for a particular pay period, you should dismiss the timesheet so they can’t enter time. You can do this student by student or select many students on your ‘To Do Items’ page, then click Dismiss Timesheets.

25. QUESTIONS

26. Misc. Info and FAQ’s: Supervisors will receive a reminder email each pay period 24 hours in advance of the time sheet approval due date. We can only run one batch file for payroll, per pay period, so it is very important you meet this deadline. Students will similarly get a reminder email 48 hours in advance of their deadline to enter their timesheet(s). Students will see an alert once they are within $200 of earning their award amount for the year. Remember, the award amounts set up for Work Study are annual values, not per semester. The only time an award would be for one semester would be if the student was only expected to be enrolled for one semester, not two. Students may not work in excess of 20 hours per week (Monday-Sunday timeframe) at any point during the enrolled academic year. If they attempt to submit hours that exceed that limit (all jobs combined), they will see an error message to contact the Financial Aid Office if this occurs. Every pay period, students must log in to either enter hours worked or to “dismiss” a timesheet for each job they have been hired. If they did not work at all, they (or you) must formally indicate they did not work by using the “dismiss” step. Otherwise, it will appear the student is delinquent in submitting your timesheet. If a student is no longer expected to work for a job at all, let us know and we will make that job inactive, so the “dismiss” step will not keep being a requirement for that particular job. Any student under 18 years of age may not work shifts longer than 5 hours without a 30 minute break. As of 8/25/14 there are about 10 such students at CIM; most will turn 18 in the next few months. They will be noted on the student list we will be posting on Google Docs.