web time entry 101 (for colleague) josh gittel north idaho college july 31, 2015 human resources...
TRANSCRIPT
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WEB TIME ENTRY 101(FOR COLLEAGUE)
Josh Gittel
North Idaho College
July 31, 2015Human Resources Track
Coeur d’Alene, Idaho
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SESSION RULES OF ETIQUETTE
Please turn off you cell phone/pager
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversation during the session
Thank you for your cooperation!
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INTRODUCTION
Web Time Entry 101 Learn the benefits Colleague’s Web Time Entry can have for
payroll processing
See what Web Time Entry looks like for employees, supervisors, and HR/Payroll
Understand the implementation process and decisions that need to be made prior to implementation
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SESSION AGENDA
1. Why Web Time Entry?
2. What does Web Time Entry look like for an employee?
3. What does Web Time Entry look like for a supervisor?
4. How to implement Web Time Entry
5. How are HR/payroll impacted by Web Time Entry?
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WHY WEB TIME ENTRY?
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WHY WEB TIME ENTRY?
No more paper timesheets!!!
Daily time tracking in Colleague
System-based approval process
Increased employee & supervisor accountability
Decreased payroll processing time (hopefully)
Sick, vacation, and other leave tracking through Colleague
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
Accessed through the Portal
Available with internet access
Available on mobile devices
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
Leave balances displayed at the top
Ability to enter time in/out information
Report annual/sick/other leave
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
Can set up pre-set schedules
Salaried employees can enter leave
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?
Employees can save their time each day by clicking submit
At the end of the pay period, employees check the electronic signature
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?
Supervisors can view a summary of all employees
Can select one or multiple employees to review
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?
Supervisors can see daily time entry totals
Can also see their employee’s leave balances
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WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?
Supervisors can approve or reject the employee’s time
Comments entered will be instantly emailed to the employee after submitting
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HOW TO IMPLEMENT WEB TIME ENTRY
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HOW TO IMPLEMENT WEB TIME ENTRY Identify key personnel involved
Human Resources
Business/Finance Office
Information Technology
Administration
Identify timeline Consulting (recommended)
System setup and decisions made
System Testing
Campus training and communication
Go-live date
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HOW TO IMPLEMENT WEB TIME ENTRY Make important decisions
Time entry and approval deadlines
Payroll processing deadlines
Employee data entry deadlines
Rules for managing unapproved time
Individuals’ roles for maintaining Web Time Entry
How to communicate/train employees and supervisors
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HOW TO IMPLEMENT WEB TIME ENTRY
Verify payroll parameter setup
Time recording method must be ‘Daily’
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HOW TO IMPLEMENT WEB TIME ENTRY
Set up time entry/approval parameters
Detail to set cutoff dates and times
Create rules for unapproved time
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HOW TO IMPLEMENT WEB TIME ENTRY
Set default cutoff times for:
Employee
Supervisor
Cutoff dates and times can be overwritten on PPPR
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HOW TO IMPLEMENT WEB TIME ENTRY
Code your leave plans to the correct Web Time Entry columns
1=Annual leave
2=Sick leave
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HOW TO IMPLEMENT WEB TIME ENTRY
POSD – Enter the supervisor position ID & alternate supervisor position ID
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PPOS – Override to POSD. Enter the supervisor and alternate supervisor name
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HOW TO IMPLEMENT WEB TIME ENTRY
Select the time recording type for each position
Exception – salaried positions that will default set wages
Positive – Hourly positions that do not have a default schedule in Web Time Entry
Scheduled Positive – Hourly positions that have a default schedule
Select summary or detail Web Time Entry Form
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HOW TO IMPLEMENT WEB TIME ENTRY
Create earnings type groups
To be displayed on Web Time Entry under ‘Other Time Types’
ETGR can be adjusted as necessary
Can batch assign positions with earnings type groups
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HOW ARE HR/PAYROLL IMPACTED BY WEB TIME ENTRY?
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HOW ARE HR/PAYROLL IMPACTED BY WEB TIME ENTRY? Additional position setup/management
Decrease in manual time entry
Changes to the payroll process New reports
Manual check process changes
Increased accountability for employees and supervisors
Increased employee/supervisor training
Change in type of questions/assistance to employees and supervisors
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WHAT DID YOU LEARN?
Basics of Web Time Entry How it works for employees and supervisors
How to set up Colleague for Web Time Entry
Planning and decisions to be made in advance
Changes you can expect in transitioning to Web Time Entry
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QUESTIONS?
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THANK YOU!Josh Gittel – Accountant, North Idaho College
Coeur d’Alene, Idaho