Procedures for Entering Exception Hours for Exempt Staff

1. Procedures for Entering Exception Hours for Exempt Staff

2. Procedures for Entering Exception Hours for Exempt Staff • Exempt staff must report their vacation and sick leave hours used no later than the 10th of the month for the preceding month. This submission date may be accelerated around the holidays, or as deemed necessary. • Vacation and sick leave should be recorded in 8 hour or 4 hour • increments. 2

3. Passwords should never be shared, since this allows access to data which is specific to a user. Logging Into Banner • Access the Banner Web via Rose-Hulman’s main web page at http://www.rose-hulman.edu/ • Select the quick links option titled Banner Web • Enter your user name and your Kerberos password 3

4. Web Main Menu • Select the Employee Menu Option 4

5. Employee Main Menu • Select the Time Sheet Menu Option 5

6. Selection Criteria • Click on radio button beside: Enter or access hours on my Time Sheet • Click Select Note: This form will NOT be displayed if you do not have exempt staff who report to you 6

7. Selecting Pay Period/Position(s) • Select the appropriate pay period from the drop down menu • To view timesheets from previous pay periods click the Show History button. Previous pay periods will then be available in the drop down box. • Note: Vacation/sick hours are entered in arrears, and are recorded in • the next month’s pay period. For example, for vacation/sick • hours taken in December, select January’s pay period • Click Time Sheet button 7 Before accessing the time sheet the status will be “Not Started”

8. Time Sheet Transaction Status Definitions • Not Started- Time sheet has not been accessed for this pay period • In Progress- The time sheet has been accessed, but has not been submitted for approval • Pending-The time sheet has been submitted for approval • Approved- The time sheet has been approved by all approvers • Return for Correction- The approver returned the time sheet because of errors or incorrect information. Employee needs to make changes and re-submit • Error- Time sheet contains errors. Contact the Payroll Office for Assistance. • Completed- Time sheet is being processed by Payroll 8

9. Entering Hours • Select the appropriate leave earning type from the drop down menu • Select the appropriate day you took leave from the drop down menu • Select the appropriate hours you took from the drop down menu • If vacation and/or sick leave are not taken during the month, the employee will still need to click the “Submit for Approval” button by the cutoff date to indicate that zero hours were taken. • If exceptions hours taken are from a prior pay period, do not enter these hours on an incorrect day. Instead submit a correction request to the Payroll Office. • Click Save after every entry 9

10. Copying Hours If you have the same exception hours for several days in a row, you can copy the hours instead of manually entering them day by day. • Enter and save the first day of leave taken • Click on the copy button 10

11. Copying Hours • Click on the days you want to copy to • Click Copy • Click the Time Sheet button or Previous Menu button to return back to the time sheet 11

12. Use only if hours for the entire pay period’s hours are to be deleted. Restarting the Timesheet Process This functionality can only be used when the time sheet is in a disposition status of in progress or returned for correction. • Click on the Restart button • Click on the Submit button if you want to restart the time sheet • Click Cancel if you do not wish to restart the time sheet • After restarting your timesheet, follow instructions above for entering hours 12

13. Displaying the Accounting Distribution by Day • Select the appropriate leave code and day that you want to view the accounting distribution • Click on the Account Distribution Menu button • Click the Time Sheet button or Previous Menu button to return to the time sheet • The accounting distribution can be viewed for each individual day. • Note: Hours must be entered and saved in order to view the • accounting distribution 13

14. Entering Comments Comments can be entered if desired. They can be viewed by you, your time sheet approvers and the Payroll Office. • Click on the Comments button • Enter Comments • Click on the Save button • Click on the Previous Menu button to return to time sheet 14

15. Previewing Hours Entered • Click on the Preview button in the Time Entry Section • Check to be sure that the exception hours are entered on the correct day. • If they are, click on the Previous Menu button and then click on Submit for Approval button • If they are not, you can return to the previous menu and make corrections 15

16. Printing The Time Sheet • Click on the Preview button • Set printer to landscape, if it’s not already setup • Set the left and right margin to the lowest setting • Select File/Print from the toolbar It is not necessary for you to print your time sheet, but this option is available. The Preview button summarizes all of the information entered and is the best page to print the information that you entered. 16

17. Do not submit hours for approval until time entry is complete for the entire pay period. You can exit the time sheet page without submitting your time for approval. Simply save your hours and exit out of the Banner Web. Submitting Time • Preview the total hours or units that you entered to be sure they are correct and that they were entered on the correct day • If they are, click on the Submit for Approval button • If they are not, you can return to the previous menu and make corrections Note: Hours submitted will not automatically be subtracted from your vacation/sick time balance available. This occurs when the Payroll Office processes the payroll for that pay period. 17

18. Entering Time Returned for Corrections • Select the position and pay period that needs corrected • Click on the Comments button to see if the approver listed the reason for returning timesheet • Make the appropriate corrections • Re-submit for approval 18

19. Corrections to Timesheets & System Errors Corrections to approved or prior pay period timesheets Corrections to the current pay period’s timesheets which have been approved or prior pay period adjustments will need to be made by the Payroll Office. Submit an e-mail to the Payroll Office including the following information: employee name, pay period which needs to be changed, and the correction needed. System Errors If your timesheet status shows as an error, contact the Payroll Office at extension 8958 or 8245 for assistance. 19