powerpoint template - nwacc

A Quick and Easy Guide

The Supervisors screen has different options

Select Approve or

Acknowledge Time

Items used by Supervisors

Select appropriate radio button for

how you want to see the employees

that report to you

Select if you want to view and approve

the employee’s time sheet

Select if you want to view the employee’s leave

Select Leave Balance to ensure the

employee has enough leave to cover

what they have requested

Select the person’s name to view their

time sheet

Change Time Record – In the event you need to return a time sheet to an

employee and that employee is out of the office on the day time sheets

are due or the following Monday, as a supervisor you would select Change

Time Record and make the necessary changes.

The employee will receive an e-mail indicating changes have been made

to their time sheet and they need to approve the changes

Previous Menu: Takes you

back to the list of time sheets

Approve: Approve employee’s

time sheet and forwards to

Payroll

Return for Correction: Return

time sheet to employee to

correct

Change Record: Change the

employee’s time sheet

Delete: Delete’s the

employee’s time

sheet

Add Comment: Add

comment(s) to a time sheet

before returning it to the

employee

Next: Goes to the

next employee’s time

sheet

Change Time Record – In the event you need to return a time sheet to an

employee and that employee is out of the office on the day time sheets

are due or the following Monday, as a supervisor you would select Change

Time Record and make the necessary changes.

The employee will receive an e-mail indicating changes have been made

to their time sheet and they need to approve the changes

Week 1

Week 2

Select Previous Menu to go back to the list of time sheets

Salary time sheet

Next to go to the

next employee

If you select Return for Correction, make sure you have made

appropriate comments before returning and employee is notified

via e-mail their time sheet has been returned for correction

Always remember to check the top of your

area to ensure the transaction was complete

Previous to go back to

the list of employees

Classified & Extra Help will

look similar; Work Study

For blanket approval/Return for

Correction: Check the appropriate

boxes, then select Save (above)

Note Pending and Approved

sections

Note Pending and Approved

sections

To preview and approve FUTURE leave requests

Preview the employee’s leave

balance before approving

Select the

employee’s

name to view

their leave

request

Preview the leave request

To set someone else up as a Proxy,

select the Proxy Set Up link in the

bottom middle of the screen

Select the person from the list

Check the Add box

Select Save

Your proxy cannot report to you as

they cannot approve their own time

sheet

You can have more than one proxy

You will need to e-mail them to let

them know when they need to act

as proxy

As a Proxy, select the name of the

person whom you are acting as a

Proxy for

Note this indicates who you

are acting as a Proxy for

Developing talent. On demand

An employee starts their time sheet but is not at work to submit it. What do I do? Contact Payroll and they can push the time sheet through for your approval. An employee has not started their time sheet (i.e. they are out on leave) and is not at work to submit it. What do I do? Contact Payroll and they can assist you with this process. If you know your employee is going to

be in leave for an extended period, contact Payroll. The employee is reporting to the wrong supervisor. What do I do? E-mail Payroll immediately. If there is a change in supervisor, e-mail Payroll immediately. Your proxy should be your supervisor, not someone who reports to you. You cannot approve your own time. Employees are strongly encouraged to use the comment section to document additional information (or as required by their supervisor, keeping in mind FOIA and HIPAA), such as changes in schedules, vacation dates, etc. You and your Administrative Assistant (as you deem necessary) will have access to two Argos reports. One shows Time and Leave for the current pay period (live information) and the other is Leave Requested, which is future leave that you have approved. Contact Marie Scharfenberg for appropriate access to orgs.

Other functionalities associated with web time entry

Account Distribution – for accounting only; will not affect hours or pay

Comments – comments may be added to your time sheet or leave request. Entered comments will only be seen by

your approver and/or your proxy. Comments are for reference only. If communications are needed, directly email your

approver or proxy. If you need to communicate with the office of HR or payroll, contact them directly.

Copy – this is if you work the same number of hours on multiple days. THIS IS NOT RECOMMENDED.

Position selections – Returns user to the Position Selection screen.

Preview – will display the entire pay period and will show the hours or leave entered for each day. You may print it if

you want a hard copy of what you have entered.

Previous/next – each pay period shows two weeks. Select to toggle back and forth between the two weeks.

Restart – if the time sheet has not been submitted for approval, this button will clear out all hours previously entered

and saved for the given pay period and allow you to make corrections.

Return time – when used by the employee, this button retrieves a submitted or approved time sheet in order for the

employee to make corrections. When used by the approver, this button retrieves an approved time sheet from payroll

for further action by the approver. In order to be paid, a retrieve time sheet must be submitted and approved prior to

the approve by date (on the payroll calendar).

Time sheet/leave request status definitions:

Not started – the employee has not yet started to enter hours on the time sheet.

In Progress – the time sheet has been started by the employee but has not been submitted for

approval.

Pending – the time sheet has been completed by the employee and submitted for approval. The

record is waiting for the approver (or proxy) to approve. The approver may send back for correction

and therefore, could be in the queue pending further action from the employee.

Approved – the time sheet has been approved. An approved time sheet has been electronically sent

to the payroll department for processing.

Completed – the time sheet has been approved and processed.

Returned for correction – the time sheet has been returned by the approver (or proxy) to the

employee for correction.

Payroll processing questions

– Robin Roitz or Diana Hoke [email protected]

Training

– Janet O’Neill, [email protected]

mailto:[email protected]

mailto:[email protected]

powerpoint template - nwacc

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