Electronic Time & Attendance Training

1. Electronic Time & Attendance Training Updated December 11, 2009

2. To access Electronic Time Cards, go to the OPP Home Page Click on Customer Information System (CIS)

3. Login using your Penn State CAC ID and password.

4. Click on the OPP Tech link under the LINKS menu.

5. Click on the Timecard Entry link under the CREATE menu.

6. Use drop down list to select appropriate shift and supervisor to approve the timecard. Your current supervisor will default on this screen. Enter the date in the following format: 12/11/2009 Or click on Select a Date to bring up a calendar that you can select date from. Click on Get Card

7. The Timecard entry screen appears. Time cards are completed one row at a time. Errors are automatically checked for before moving to the next row. Scroll down as necessary to see the entry fields below.

8. Labor entries are entered into the “Labor Entry” section of the time card. The example shown is for a Work Order. Enter the Task Number, and Hours. The building name is automatically entered for you based on the task number that is entered. Your trade code is automatically entered for you also. The only time the trade code needs to be changed is if your are on temporary transfer to another trade. If you are on temporary transfer, remember to enter a Temporary Transfer Grade is the field. If you need to charge hours to a piece of equipment, remember to record that also in the Equipment Number and Equipment Hours field. You can easily manipulate through these fields by using the “Tab” key on the keyboard. Click on Save Labor to enter the values into the row on the timecard.

9. A reminder is issued if the total hours on the card do not add up to 8 hours. This is only a reminder and can be safely ignored. Any value can be modified on the row. After entering a new value, press the Tab key on the keyboard to let the computer know you are done editing that field. You can delete the entry by entering 0 hours and tabbing out of the filed. The row will be removed from the card.

10. The example shown is for a Fixed Task. Fill in the values that you would normally enter onto your paper timecard. Click on Save to enter the values into the row on the timecard.

11. This message will continue to appear until total hours for the day add up to 8.0 hours.

12. The example shown is for a Job. Fill in the necessary fields. When charging labor to Jobs, a phase code must be entered. There was also an equipment charge for this task. Click on Save to enter the values into the row on the timecard.

13. This message will continue to appear until total hours for the day add up to 8.0 hours.

14. Absence entries are entered in the “Absence Entry” section of the time card. Click on the arrow to select the absence you want to enter into the time card. In this case, we are going to add vacation

15. Once absence information is entered in these fields, click “Save Absences” to enter the values into the row on the time card.

16. The vacation is saved into the time card. Also, the warning message appears because the hours still do not add up to 8.0 hours.

17. For Non-Deductible entries, enter the Code, and number of hours. Click on “Save Absences” to enter the values into the row on the timecard.

18. To see a list of the valid Non-deductible and Pay-Deductible codes click on the NDPD Codes link under the help menu.

19. This slide shows the completed time card. The warning message has disappeared because the regular hours now add up to 8.0

20. When the timecard is complete, it needs to be marked as Completed for the Supervisor to approve. Click on Finish Card to mark the timecard Completed, and ready for Supervisor review and approve. Once the timecard is Completed, the employee cannot change it. The Supervisor can make changes for the employee, or delete it to allow the employee to submit a new timecard for that date.

21. You can also check your absence balances. Click on the Absence Balances link under the VIEW menu. When you finish a timecard, you are returned to the OPP Tech Home page. You can check previously finished time cards. Click on the Timecard Search link under the VIEW menu.

22. SETTING & USING A DEFAULT TIME CARD

23. To set a default card, enter the tasks that you want to be saved on the default card. Click on “Set Entries as Default”. This card will be saved as the default card indefinitely.

24. This message lets you know that the entries have been saved into a default card for later use.

25. Select the date of the time card to be completed.

26. To use the default time card, click on “Use Default Entries”.

27. The default card appears, and at this point, any information on the default card can be modified by clicking in the field. Once modifications are complete, click on Finish Card. Your default card will remain in the system to use again, and again.

28. Click on the Logout link under the LINKS menu when you are done.

30. Electronic Time & Attendance TrainingSupervisor’s Section Updated December 11, 2009

31. To access Electronic Time Cards, go to the OPP Home Page Click on Customer Information System (CIS)

32. When a Supervisor logs into the Customer Information System, the screen will display any timecards Completed, waiting for review and approval. Timecards In Progress (not Finished by the employee) are also displayed. Click on the Completed link to review and approve the time card.

33. The Supervisor can make changes to the timecard if corrections are required by the employee. Once the timecard is reviewed for completeness and correctness, click on Approve Card to send the card to the VM system for processing. Supervisors can also delete the card from this screen by clicking on “Delete Card”. This will delete the card from the system. The employee will have to complete a new card for this date.

34. When a timecard is Approved, the screen returns to display timecards awaiting approval. Repeat process until all Completed cards are Approved. Approved cards are automatically uploaded to Payroll Support.

35. The Timecard Admin link will enable you to see all of the timecards for your employee’s for a specific date. Click on “Timecard Admin”

36. Select the date of the timecards that you would like to view and click on Update List. You can see the card status for each employee on the date in question. Click on the Card Status to see the actual timecard CARD STATUS: No Cards means that employee has not started a card for this date. In Progress means that employee has started a card but has not finished it. Completed means that the employee has finished a card and it is waiting for supervisor approval. Supervisors can enter a card for an employee from this screen by clicking on the “Create Card” button.

37. You can also see the Absence Balances for a specific employee. Click on the Absence Balances link under the VIEW menu.

38. Click on a specific employee to see current absence balances.

39. The “Timecard Search” Link enables you to search for timecards for a specific employee or date. Click on the Timecard Search link under the VIEW menu.

40. Using the dropdown arrows, select the desired criteria for the timecards that you are searching for. You can select several criteria or only only a few, depending on how broad or narrow you want the search to be. Click on Filter

41. The search results appear at the bottom of this screen. To view the card, click on “View” below. To view and modify the card, click on “Modify” below.

43. PDA SECTION

44. GO TO THE OPP HOME PAGE: https://www.opp.psu.edu/

45. To enter your CAC Access ID, click in the Access ID field and use the keypad to type ID. Click in Password field and use keypad to type your password. Click on Login.

46. Click on the OPP Tech link under the LINKS menu.

47. Click on the Create Timecard link.

48. The date always defaults to today’s date. To change the date, simply click in the Card Date field.

49. This keypad will pop-up. Use the keypad to type in the correct date.

50. The shift defaults to 1st. To change the shift, click on the down arrow and select either shift 2 or shift 3. The supervisor defaults to your “home” supervisor. That can also be changed by clicking on the down arrow. Click on GET CARD