self service - time reporting non-union casual · self service - time reporting non-union casual...

Self Service - Time Reporting Non-Union Casual

Guide for Users Updated on 28 February 2020

eHR Non-Union Casual

Guide for Users

ii

Contents

Getting Help ..................................................................................................................... iii

Supported Browsers ......................................................................................................... iii

Get started ....................................................................................................................... 1

Activate your my.Ryerson username .................................................................................... 1

Use eHR's homepages........................................................................................................ 2

Navigate eHR with the Navbar ............................................................................................ 2

Enter your direct deposit & emergency contact info in eHR ..................................................... 3

Update your eHR security access ....................................................................................... 16

Login to tutorials ............................................................................................................. 17

Time Reporting ............................................................................................................... 24

Report payable time ........................................................................................................ 24

Find the correct timesheet ................................................................................................ 32

Report personal emergency leave ...................................................................................... 33

Change the date view of the timesheet .............................................................................. 37

Adjust hours ................................................................................................................... 44

Glossary ......................................................................................................................... 50


Guide for Users

iii

Getting Help

eHR Tutorials You will find a collection of tutorials and user guides for eHR systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html. Check out the Getting

Started topic before you start browsing the online content.

HR Client Services Contact HR Client Services if you experience difficulties logging into eHR or online tutorials.

416-979-5000 ext. 5075

[email protected]

Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS

Help Desk if you experience difficulties logging into eHR in the Ryerson portal using your Ryerson

online identity.

416-979-5000 ext. 6806

[email protected]

Supported Browsers

Firefox

OSx + WIN 7/10

Safari

OSx

Chrome

OSx +WIN 7/10

IE WIN 7/10

24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off

Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has

been made to ensure the content of this document is correct. If any conflict of information is found

between this document and any official documents related to the content, the applicable

policy/collective agreement information in the official documents will prevail. The information

contained in this document can change without notice and is not guaranteed to be error-free. If

you find any errors, contact HR Client Services at (416) 979-5075 or [email protected].

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

mailto:[email protected]

https://www.ryerson.ca/accounts/




Guide for Users

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Get started

Your active My.Ryerson username gives you access to systems available in the my.ryerson.ca

portal and eHR's tutorials. It's a requirement that your computer be connected to the network with a network cable. eHR tutorials are not supported on WIFI connections.

To set-up your eHR self service, complete these tasks:

1. Activate your employee/staff role or My.Ryerson username - only for new employees. For

returning employees, eHR self service is assigned on the start date of the your contract.

2. Enter your direct deposit, emergency contact info in eHR, and consent to electronic T4 slips. 3. Update your eHR security access (if needed).

To view demonstrations about using eHR, use the See It! or Try It! tutorials. Choose a topic on the left to begin a tutorial.

Activate your my.Ryerson username

Don't know your employee number?

Contact the HR Client Services team at: (416) 979-5075 or [email protected]

(mailto:[email protected]) or the administrator assigned to help you get started at Ryerson.

You will need the following information to activate your my.Ryerson username:

1. First and last name you supplied to Ryerson University (use the correct spelling/version of

name).

2. Date of birth. 3. Employee number.

To get started with your my.Ryerson username, visit the 'Accounts

(https://www.ryerson.ca/ccs/services/accounts/)' page.


https://www.ryerson.ca/ccs/services/accounts/


Guide for Users

2

Use eHR's homepages

There are multiple ways to navigate eHR's interface. Homepages are the starting point for

navigation in eHR. Employees have one homepage that is displayed after login, although might

have access to other homepages depending on their role in the university. eHR supports the

following browsers on your desktop and phone:

Chrome 69

Edge 42+

Firefox 62 and ESR 60

Internet Explorer 11 (Compatibility off)

Safari 12

Homepages

The navigation launch point to other homepages is at the top middle of a screen on all devices.

For more information, refer to the how to use eHR (https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/) page for each eHR application.

Navigate eHR with the Navbar

The NavBar is the starting point for navigation to other menus not available on a homepage. Once

you click the NavBar, the system always displays the Recent Places, My Favorites, and

Navigator tiles. Use these quick access tiles to return to recently used places or your favorite pages.

NavBar

The navigation launch point for the NavBar is the diamond icon at the top right of a screen on any homepage on all devices.

For more information, refer to the how to use eHR (https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/) page for each eHR application.

https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/





Guide for Users

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Enter your direct deposit & emergency contact info in eHR

Direct deposits are a safe, secure and easy way to receive payments, like having your pay cheque

deposited directly into your bank account. As a new employee, if you didn't give your banking

details to Human Resources at the start of your employment, you should add these to your eHR

self service before the payroll deadline. For information about pay schedules and deadlines, visit your employee resources (http://ryerson.ca/hr/employee-resources/index.html) page.

You can change your banking information at any time using eHR self service. Any changes to your

direct deposit information must be done before the pay deadline and you are limited to one direct deposit change per day.

Do not enter your Interac debit card or credit card as a direct deposit account. If you

don't have a cheque or if you need help, contact your financial institution. Let them know you're signing up for direct deposits and they'll give you the information you need.

You must provide the Branch ID, Bank ID and Account Number which can be found at the bottom of your cheque:

1. Branch ID: Your bank assigns each branch with a unique five-digit number.

2. Bank ID: Your bank is assigned a unique three-digit number. 3. Account Number: Your bank assigns each account a unique number.

http://ryerson.ca/hr/employee-resources/index.html


Guide for Users

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Procedure This topic demonstrates how to enter your direct deposit information and emergency contact

information into eHR.

Step Action

1. On the employee self service page, click the Payroll tile.


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Step Action

2. Click the Direct Deposit menu.


Guide for Users

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Step Action

3. To enter new direct deposit information, click the Add Account button.

4. Enter a label for the account into the Nickname field. In this example,

enter "Cheque account ".

5. Click the View Cheque Example link to see a sample of a personal cheque if you are

not sure about your bank account numbers.

6. Your bank information is always printed at the bottom of a cheque. Do not enter

your Interac debit card or credit card as a direct deposit account.

7. Click the Close (Esc) button.

8. Enter the unique three-digit number into the Bank ID field. In this example,

enter "123".

9. Enter the unique five-digit number into the Branch ID field. In this example,

enter "12345".

10. Enter your unique account number into the Account Number field. In this example,

enter "1234567".

11. You will need to verify your account number.

Re-enter the example number, enter "1234567" into the Retype Account

Number field.

12. Select the account type.

Click the Account Type list.


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Step Action

13. Click the Checking list item.


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Step Action

14. Click the Save button.

Step Action

15. To make changes to your direct deposit information, click the Active Account row.

Changes to your direct deposit information must be done before the pay deadline,

and you are limited to one direct deposit change per day.

16. Click the Edit button.


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Step Action

17. Enter the new bank ID, branch ID, account number, and account type.

Click the Save button.


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Step Action

18. Click the Home button.


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Step Action

19. You must update your emergency contact information.

Click the Personal Details tile.

Step Action

20. Click the Emergency Contacts menu.


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Step Action

21. Click the Add Emergency Contact button.

22. Enter the desired information into the Contact Name field. Enter "Joe Burr".

23. Click the Relationship list.


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Step Action

24. Click the Sibling list item.


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Step Action

25. Click the Add Address button.

26. You can check this box if your emergency contact has the same address as yourself.

For this example, click the Same as mine option.

27. Click the Done button.

28. Click the Add Phone Number button.

29. Click the Type list.

Step Action

30. Click the Business list item.


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Step Action

31. Enter the desired information into the Number field. Enter "4169795000".

32. Enter the desired information into the Extension field. Enter "1234".

33. Click the Done button.

34. Click the Save button.

35. When you are finished, the general information of your emergency contacts will be

generated on this summary page.

If needed, click the "+" button to add more contacts.

36. End of topic.

End of Procedure.


Guide for Users

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Update your eHR security access

Do you approve time for other employees?

After activating your My.Ryerson username, you might need to update your security access to use

other parts of the system. If you will approve time, or report payable time as part of your

job, update your security to get access to time sheets by department as an alternate approver.

Will you perform recruiting functions?

Recruiting enables administrators, hiring managers, and approvers to recruit and hire candidates to

complete the full cycle of local recruitment online. Currently the system is limited to the CUPE Unit

1, 2, 3 hiring only. If you will create job postings and manage the recruiting process for any of

these types of applicants for short term contracts as part of your job, then update your eHR security to get access to Recruiting menus as a recruiter or an approver.

First, complete the tutorials (http://www.ryerson.ca/hr/learning-workshops/how-to-

eHR/index.html) then submit a recruiting security access form for your role as either recruiter or approver.

Will you initiate or validate appointments?

The eAppoint system enables departments to recruit their temporary and contract hourly

employees for a variety of jobs and process these appointments locally. If you will appoint

employees for short term contracts as part of your job, then update your eHR security to get access to eAppoint as an initiator or validator.

First, complete the tutorials (http://www.ryerson.ca/hr/learning-workshops/how-to-

eHR/index.html) then submit the eAppoint security access form.

Security Access Forms

On the Employee Self Service homepage, click the System Access tile.






Guide for Users

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Login to tutorials

Your active My.Ryerson usernameentity gives you access to eHR's tutorials and other resources

available in the my.ryerson.ca portal. A collection of tutorials for all eHR applications is available

at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/

(http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/).

Requirement: Your computer must be connected to the network with a network cable. eHR tutorials do not support WIFI connections.

Procedure This topic demonstrates how to access eHR tutorials with an active my.ryerson username.

Step Action

1. Decision: Which browser do you use? Select your browser listed below:

Firefox, Safari & Chrome

Go to step 2

Internet Explorer

Go to step 10

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/


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Step Action

2. Once you have activated your my.My.Ryerson username (https://rms-

web.ryerson.ca/activation/index.html), you will be able to access any eHR online

learning. Navigate to the Human Resources (https://rms-

web.ryerson.ca/activation/index.html) home page at www.ryerson.ca/hr.

Click the Learning & Workshops link.

3. Click the How to Use eHR link.

4. A variety of online learning is available for Self Service, Manager Self Service and

eAppoint.

In this example, you will learn how to access the online learning module for the topic

'Personal Information.'

Click the Personal Information module.

5. Click the Complete the Personal Information Tutorial Link.

https://rms-web.ryerson.ca/activation/index.html





Guide for Users

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Step Action

6. Enter your My.Ryerson username username and password information.

Click the Log In button.

7. Once you have logged in, the outline pane will display with topics listed (shown on

left).

8. If you are experiencing problems logging in, reset the password for all of your

resources. This will synchronize your passwords for all your Ryerson accounts.

You can do this by logging in to my.ryerson.ca and using the Self Service option to

reset your password.

9. End of topic.

For more information about using Self Service, refer to the How to Use eHR

(http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html) page on the

HR web site.

End of Procedure. Remaining steps apply to other paths.



Guide for Users

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Step Action

10. Once you have activated your my.My.Ryerson username (https://rms-

web.ryerson.ca/activation/index.html), you will be able to access any eHR online

learning.

Navigate to the Human Resources (https://rms-web.ryerson.ca/activation/index.html)

home page at www.ryerson.ca/hr.

Click the Learning & Workshops link.





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Step Action

11. Click the How to Use eHR link.


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Step Action

12. A collection of online learning is available for Self Service, Manager Self Service and

eAppoint.

In this example, you will learn how to access the online learning module for the topic

'Personal Information.'

Click the Personal Information link.

Step Action

13. Click the Complete the Personal Information Tutorial Link.


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Step Action

14. The system will prompt you for your My.Ryerson username in the User name field

and password.

Use Firefox, Chrome, or Safari (as your preferred browser), and you will not need to

enter RUAD\.

If using IE, enter your My.Ryerson username using the format shown in this

example: "RUAD\john.doe".

Tip : Use RUAD\ (back slash) before your ID, and not RUAD/ (forward slash).

15. Once you have logged in, the outline pane will display with topics listed (shown on

left).

16. If you are experiencing problems logging in, reset the password for all of your

resources. This will synchronize your passwords for all your Ryerson accounts.

You can do this by logging into Blackboard and using the Self Service option to reset

your password.

17. End of topic.

For more information about using Self Service, refer to the How to Use eHR

(http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html) page on the

HR web site.

End of Procedure.



Guide for Users

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Time Reporting

This content will assist you with using eHR to report your payable time. All non-union casual

employees are required to report payable time and absences online.

Report payable time

As an hourly employee, you are required to report 'ACTUAL' hours worked in order to be paid, and

you must report personal emergency leave in the timesheet. You are responsible for ensuring your

payable time and personal emergency leave is submitted and approved prior to the pay deadlines.

For information on bi-weekly pay periods and deadline dates, refer to the pay schedule

(https://www.ryerson.ca/hr/employee-resources/non-union-casual/pay-info/) for your employee group.

Procedure This topic demonstrates how to submit payable time.

Step Action

1. Decision: There are two ways to report time. Please make a selection from the

options listed below:

Timesheet page

Go to step 2

Weekly Time page

Go to step 13

https://www.ryerson.ca/hr/employee-resources/non-union-casual/pay-info/


Guide for Users

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Step Action

2. On the employee self service page, click the Time tile.

3. If you have multiple active contracts, report time for the appropriate job using the

Job Title drop-down list.

Step Action

4. Click the Time Reporting Code list.


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Step Action

5. Depending on the type of time you will report select the correct time reporting code

for your hours. Descriptions for each code are listed below:

Bereavement Unpaid

Jury Duty Unpaid

NUPT Overtime 1.0

NUPT Overtime 1.5

NUPT Overtime 2.0

NUPT Regular Hrs

NUPT Personal (Paid)

Unpaid Sick

WCB Unpaid

6. Click the NUPT Regular Hrs - 10700 list item.

7. Enter "7.25" into the Quantity field.


9. Click the Submit button.

10. To view the hours you reported by week, click the Weekly Time menu.

11. Each date row displays the time reporting code used and the total number of hours

reported.

You can click each date row to report hours, view, edit, or delete current hours

reported.

12. End of topic.

To learn how to edit your reported hours, please see the Adjust hours topic.



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Step Action



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Step Action

14. Click the Weekly Time menu.

15. If you have multiple active contracts, report time for the appropriate job using the

Job drop-down menu.

16. The Weekly Time page lists all days of the current week by row. It also shows the

total number of hours reported for the week.

Use the Previous Date and Next Date arrow buttons to switch between weeks.


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Step Action

17. Each date row displays the time reporting code used and the total number of hours

reported.


reported.

For this example, you'll report payable hours.

Click the Report time row.


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Step Action


19. Depending on the type of time you will report select the correct time reporting code

for your hours. Descriptions for each code are listed below:

Bereavement Unpaid

Jury Duty Unpaid

NUPT Overtime 1.0

NUPT Overtime 1.5

NUPT Overtime 2.0

NUPT Personal (Paid)

NUPT Regular Hrs

Unpaid Sick

WCB Unpaid





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Step Action

23. To view the hours reported, navigate to the previous page by clicking the Weekly

Time menu.

24. The hours you reported are listed under the Wednesday, August 1 row.

Each date row displays the time reporting code used and the total number of hours

reported.


reported.

25. End of topic.

To learn how to edit your reported hours, please see the Adjust hours topic.

End of Procedure.


Guide for Users

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Find the correct timesheet

If you have multiple active contracts and are unable to identify which time sheet to report time on,

use an alternate navigation to identify the correct time sheet.

Quick navigation steps:

NavBar > Navigator > Self Service > Time Reporting > Report Time > Time Sheet


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Report personal emergency leave

All Ontario employers are required to give two paid Personal Emergency Leave (PEL) days to part-

time employees. You can record up to ten PEL days, only the first two of which is paid. PEL days

cannot be carried forward and are either used in the current calendar year or not used at all. PEL

days can be used for:

A personal illness, injury or medical emergency

The death, illness, injury or medical emergency of a family member or person the employee

considers a family member

An urgent matter concerning a family member or person an employee considers a family

member

For frequently asked questions, see the Ministry of Labour’s web site. (https://www.labour.gov.on.ca/english/es/faqs/fair-workplaces-changes/personal-emergency.php)

Reporting your personal emergency leave differs depending on if you have a positive hours or averaged hours contract.

Procedure This topic demonstrates how to report personal emergency leave.

https://www.labour.gov.on.ca/english/es/faqs/fair-workplaces-changes/personal-emergency.php


Guide for Users

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Step Action


2. Decision: Select the type of contract for your current job from the options listed

below.

Positive hours contract

Go to step 3

Average hours contract

Go to step 9

3. If you have multiple active contracts, select the non-union positive hours contract

using the Job Title drop-down list.

Step Action



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Step Action

5. Click the NUPT Personal (Paid) - 22800 list item.

6. Enter your scheduled hours to record for the PEL into the Day field.

In this example, enter "5" hours. Repeat for any remaining days.


8. End of topic.

To learn how to report personal emergency leave for an average hours contract,

restart this topic and select the 'average hours contract' option in this topic.


9. If you have multiple active contracts, of which include a positive hours contract,

select the averaged hours contract to report PEL days using the Job Title drop-down

list..

Note: If you only have an averaged hours contract, your supervisor or administrator

will need report your PEL days.


Guide for Users

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Step Action

10. On an averaged hours contract, payable time is automatically entered for each pay.

To report PEL days, re-allocate existing hours to a new row for the days taken as

PEL.

First add a new time row, click the Add button.


12. Click the NUPT Personal (Paid) - 22800 list item.

13. Remove the existing hours from the days field.

14. Enter the same hours into the applicable day field for PEL. In this example, Monday

and Tuesday are PEL days.

Enter "4.80" hours into the Day field.

15. Enter "4.80" hours into the Day field.


17. End of topic.

End of Procedure.


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Change the date view of the timesheet

Procedure This topic demonstrates how to change the date view of time reporting pages.

Step Action

1. Decision: There are two ways to switch time reporting page views. Please make a

selection from the options listed below:

Report Time page

Go to step 2

Weekly Time page

Go to step 12

Step Action

2. On the employee self service home page, Click the Time tile.


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Step Action

3. Click the Report Time menu.


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Step Action

4. To change the date of the timesheet, click the Calendar Date (Alt+5) button.

5. Click the 7 link.

6. Report time for the selected date.

Click the Time Reporting Code list.


8. Enter the desired information into the Quantity field. Enter "7.25".


10. You have successfully submitted time for the selected date.

11. End of topic.



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Step Action

12. On the employee self service home page, click the Time tile.


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Step Action

13. Click the Weekly Time menu.


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Step Action

14. To change the week view of the timesheet, click the Calendar Date (Alt+5) button.

15. Click the Next Month button.

16. Click the 7 link.

17. Click the Date row.

Step Action




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Step Action

20. Enter the desired information into the Quantity field. Enter "7.25".


22. You have successfully submitted time for the selected date.

23. End of topic.

End of Procedure.


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Adjust hours

All submitted timesheet entries can be adjusted by a manager or yourself. Adjusted time entries

that have been paid to the employee will be either deducted from or added to the employee's pay

depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay day.

You would adjust your time under the following circumstances:

Overpaid for hours worked in a prior pay period. Underpaid for hours worked in a prior pay period.

Adjustments to pay must be entered and approved before the pay deadline in order to be

processed for the next pay date. For information on bi-weekly pay periods and deadline dates,

refer to the pay schedule (https://www.ryerson.ca/hr/employee-resources/non-union-casual/pay-info/) for your employee group.

Procedure This topic demonstrates how to adjust your timesheet entries.




Guide for Users

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Step Action

1. On the employee self service home page, click the Time tile.

2. Decision: Select an option listed below:

Overpaid

Go to step 3

Underpaid

Go to step 16

Step Action

3. Click the Add button.


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Step Action

4. Enter negative hours if you were overpaid for hours worked in a pay period.

In this example, if you were overpaid by 7.25 hours, enter "-7.25" hours into

the Quantity field.

5. This example displays the list of time reporting codes for a non-union casual

employee.

For a complete list of time reporting codes definitions, refer to the glossary in the user

guide (https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/time-reporting/)

for your employee group.

Click the Time Reporting Code list.



8. The Reported value has been adjusted to reflect the negative hours.

9. Once you have entered all the adjusted hours, add comments with specific details

about the adjusted time.

Click the Comments button.

https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/time-reporting/


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Step Action

10. Enter the desired information into the Comment field. Enter "Overpaid for day not

worked".

11. Click the Add Comment button.

12. The comment has been posted.

When you are finished, click the Close (Esc) button.

13. Notice the shaded comment bubble indicates that there is information to be read in

the Comments field.

14. You can use the Weekly Time page to review and edit time you have reported in a

week view.

15. End of topic.

For more information, refer to the employee resources

(http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link



http://www.ryerson.ca/hr/employee-resources/index.html


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Step Action

16. Enter positive hours if you were underpaid for hours worked in a prior pay period.

For example, if you were underpaid by 7.25 hours, enter "7.25" hours into

the Quantity field.

17. From previous time reporting entries, the Time Reporting Code has already been

set and is greyed out.

If you need to change the time reporting code, remove or add a new row to enter a

new code.

Refer to the time reporting guide (https://www.ryerson.ca/hr/learning-

workshops/how-to-eHR/time-reporting/) for your employee group.

Click the Submit button.

18. The Reported value has been adjusted to reflect the new positive hours entered.

19. Once you have entered all the adjusted hours, add comments with specific details

about the adjusted time.

Click the Comments button.




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Step Action

20. Enter the desired information into the Comment field. Enter "Late time reporting".

21. Click the Add Comment button.

22. The comment has been posted.

When you are finished, click the Close (Esc) button.

23. Notice the shaded comment bubble indicates that there is information to be read in

the Comments field.

24. You can use the Weekly Time page to review and edit time you have reported in a

week view.

25. End of topic.

For more information, refer to the employee resources

(http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link


End of Procedure.

http://www.ryerson.ca/hr/employee-resources/index.html


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Glossary Bereavement

Unpaid Bereavement Unpaid - unpaid time off taken following the death of a family

member.

Jury Duty

Unpaid Jury Duty Unpaid - service as a juror in a legal proceeding.

NUPT Overtime

1.0 Non-Union Part Time (NUPT) Overtime 1.0 - the amount of payable time

an employee works beyond normal working hours that is paid at the

employee's regular pay rate.

NUPT Overtime

1.5 Non-Union Part Time (NUPT) Overtime 1.5 - amount of payable time an

employee works beyond normal working hours that is compensated at one and

a half times the employee's regular pay rate.

NUPT Personal

(Paid) Personal Paid - two days paid time off from work during periods of temporary

absence.

NUPT Regular

Hrs Non-Union Part Time Regular Hours - amount of payable time an

employee works during normal working hours.

Positive Hours Positive Hours - the actual hours worked that are reported on time sheet, for

each day or part thereof. This time will be used to process a part-time employee's payable work time based on their hourly pay rate.

Unpaid Sick Unpaid Sick - unpaid time off from work during periods of temporary sickness.

WCB Unpaid Workers' Compensation Board (WCB) Unpaid - used to record unpaid

time off for an employee who is unable to work due to an injury.


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