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Banner Human Resources 302 – Web Time Entry User’s Guide November 2008
Banner Human
Resources 302 – Web
Time Entry
User’s Guide
November 2008
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 2 12/8/2008
Welcome to Web Time Entry ..................................................................................................... 3
Who Do I Contact For Help? ...................................................................................................... 3 Entering Bi-Monthly Time .......................................................................................................... 3
Approvals .............................................................................................................................. 3 Logging Into EagleNET.............................................................................................................. 4 View Leave Balances ................................................................................................................ 6
Entering Time for Classified, Administrative Non-Exempt, and Administrative Exempt ............. 8 Entering Student and Non-Student Hours ............................................................................... 15 Printing Timesheets ................................................................................................................. 20 Time Sheet Status ................................................................................................................... 22 Correcting Time Sheets Returned by the Time Approver ........................................................ 23
Viewing Prior Period Time Sheets ........................................................................................... 23
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 3 12/8/2008
Welcome to Web Time Entry Welcome to EagleNET Web Time Entry User’s Guide. This guide is designed to provide you with the information you need to successfully navigate in EagleNET and enter hourly time and leave and includes the following topics:
Accessing EagleNET
Viewing Leave Balances
Opening Your Timesheet
Entering Time
Entering Student and Non Student Hours
Who Do I Contact For Help? The Talons web site, http://www.ewu.edu/talons, provides information and documentation on Banner Human Resources/Payroll as well as training information, newsletters, and access request information. If you have questions regarding the time entry data displayed in EagleNET, contact the Payroll department.
Entering Bi-Monthly Time Time sheets span the first half of the month and the second half of the month
Time sheets must be submitted by the payroll deadline
Time sheets must be approved by the Approver
Approvals
Approvals are automatically routed to the designated time approver. The time approver is notified via email when a time sheet is waiting for approval. Time approvers have the option of approving time or returning the time sheet to the employee for correction. Once a time sheet has been approved the approver cannot return it to the employee for corrections or changes. Time approvers also have the option of choosing a proxy or back-up approver. For more information, refer to the Banner Human Resources 303 – Web Time Approval User’s Guide. Corrections or changes to prior pay periods cannot be entered in EagleNET. Departments need to submit a hard copy time sheet to Payroll indicating the change supersedes the applicable time period. Payroll will enter the changes/corrections.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 4 12/8/2008
Logging Into EagleNET The following provides instructions on accessing EagleNET. 1. Launch Microsoft Internet Explorer.
For PCs Internet Explorer is the supported web browser.
For Macs use Safari or Mozilla Firefox web browsers.
2. Access EagleNET from the EWU main web page (http://www.ewu.edu/l).
3. Click the EagleNET logo.
4. The EagleNET main page displays. Click the Employees link.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 5 12/8/2008
5. The EagleNET login page displays. 6. Enter your EWU user ID in the Username field.
Your user ID is the last eight digits of your EWU ID (for example; 00123456).
7. Enter your PIN in the PIN field and click the Login button.
Your PIN typically is your two digit birthday month, day, and year (for example; June 18, 1972 is entered 061872).
If you do not know your PIN, contact the Service Desk at 359-2247.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 6 12/8/2008
8. The Main Menu displays. Additional tabs may display if you are faculty and/or a student.
View Leave Balances Prior to entering leave time in Banner it is advisable to verify leave balances. The following provides information on viewing leave balances. 1. From the EagleNET main menu, click the Employee link. The Employee page displays.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 7 12/8/2008
2. Click the Leave Balances link.
3. The Leave Balances page displays all applicable leave categories and corresponding
balances.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 8 12/8/2008
Entering Time for Classified, Administrative Non-Exempt, and Administrative Exempt The following provides information on entering bi-monthly time.
Classified and Administrative Non-Exempt staff enter hours worked, overtime, and leave taken, etc.
Administrative Exempt staff only enter leave time taken. 1. From the EagleNET main menu click the Employee link. The Employee page displays.
2. Click the Time Sheet link to access the Time Sheet Selection page.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 9 12/8/2008
3. The Time Sheet Selection page displays. If the employee has multiple jobs all jobs display
in the Title and Department list. The current pay period displays in the Pay Period and Status list.
Click the pay period displayed (highlights in blue when selected) and the Time Sheet button to access the Time and Leave Reporting page.
4. The Time and Leave Reporting page displays. Only the time reporting codes that are
applicable to the employee display. For example, administrative exempt staff only report
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 10 12/8/2008
leave time taken, no categories display for reported hours worked, comp time, etc.
5. Click the Enter Hours link for the applicable date in the desired time reporting code (for example; Monday, January 19, Reported Hours Worked).
6. An Hours field displays that allows time to be entered.
Hours can be entered in no smaller than 15 minute increments. For example; enter 7.5 for 7 hours and 30 minutes, 8.25 for 8 hours and 15 minutes.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 11 12/8/2008
7. To copy time entered to other dates, click the Copy button on the Time and Leave Reporting page. The Copy page displays.
8. Click the applicable date check boxes to copy the hours to other dates. After the dates are selected, click the Copy button.
If applicable, select the Copy from date displayed to end of the pay period check box to select all dates.
9. A message displays indicating the hours have been successfully copied. Click the
Previous Menu button to return to the Time and Leave Reporting page.
10. Click the Save button to save the time.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 12 12/8/2008
11. Repeat Step 5 - 10 to enter all remaining time in the applicable dates and time reporting
codes.
12. Once all time has been entered, select the applicable option for processing the time:
Position Selection – Returns to the Time Sheet Selection page and allows selection of another job (if applicable).
Comments – Adds comments to the time sheet that are also visible to the Approver. Type comments in the free-form text field, click the Save button, then Previous Menu to return to the Time and Leave Reporting page.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 13 12/8/2008
Preview –Provides a view of time already entered for all time reporting categories. Use the scroll bars (if applicable) to view the entire pay period. Click Previous Menu to return to the Time and Leave Reporting page.
Submit for Approval – Sends the time sheet to the Approver. Changes cannot be made after the time sheet is submitted, but the Approver can return the time sheet to the individual for correction or changes.
Restart – Clears all entered time. Click the Submit button. Restart cannot be used if the time was already submitted to the Approver.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 14 12/8/2008
Previous – Used to display the previous week in the pay period.
Next – Used to display the next week in the pay period. Note: If vacation leave entered exceeds the employee’s available balance, Banner records the time exceeding the balance as Leave Without Pay. No warning message is displayed when leave time entered exceeds the balance.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 15 12/8/2008
Entering Student and Non-Student Hours The following provides information on entering hours worked for student employees and non-student hourly employees. 1. From the EagleNET main menu, click the Employee link. The Employee page displays.
2. Click the Time Sheet link to access the Time Sheet Selection page. For students and
hourly non-students, only hourly pay and premium overtime categories display.
The Time Sheet Selection page displays. If the employee has multiple jobs they display in the Title and Department list. Only the current pay period displays in the Pay Period and Status list.
Click the pay period displayed (highlights in blue when selected) and the Time Sheet button to access the Time and Leave Reporting page.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 16 12/8/2008
Click the Enter Hours link for the applicable date in the desired time reporting code (for example; Friday, January 16, Student Hourly Pay).
The Time In and Out page displays.
Enter Time In (in no smaller than 15 minute increments) using a colon to separate hours and minutes (for example; 10:15 AM). Select the applicable AM or PM designation.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 17 12/8/2008
Tab to Time Out and enter time using a colon to separate hour and minutes. Select the applicable AM or PM designation.
3. To copy hours to different dates, click the Copy button. The Copy page displays
4. Click the applicable date check boxes to copy hours to other dates. After the dates are selected, click the Copy button.
5. A message displays indicating the hours have been successfully copied. Click the
Previous Menu button to return to the Time In and Out page.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 18 12/8/2008
6. Click the Save button to save the time sheet.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 19 12/8/2008
7. Repeat Step 2 - 6 to enter all remaining time in the applicable dates and time reporting
codes.
8. Once all time has been entered, select the applicable option for processing the time:
Position Selection – Returns to the Time Sheet Selection page and allows selection of another job (if applicable).
Comments – Sends comments regarding the time sheet to the Approver. Type comments in the free-form text field, click the Save button, then Previous Menu to return to the Time and Leave Reporting page. Comments display in the email notification the time approver receives.
Preview –Provides a view of time already entered for all time reporting categories. Click on Previous Menu to return to the Time and Leave Reporting page.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 20 12/8/2008
Submit for Approval – Sends the time sheet to the Approver. Changes cannot be made after submitted, but the Approver can return the time sheet to the individual for correction or changes.
Restart – Clears all entered time. Click the Submit button. Restart cannot be used if the time as already been submitted to the Approver.
Previous – Used to display the previous week in the pay period.
Next – Used to display the next week in the pay period.
Printing Timesheets The following provides instructions for printing electronic time sheets. Employees are encouraged to utilize electronic copies rather than print hard copy time sheets. Time sheets
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 21 12/8/2008
can be printed in any of the following statuses; pending, approved, completed, returned, and in progress. 1. From the Time and Leave Reporting page, click the Preview button.
2. From the web browser menu bar, click File and select Page Setup from the drop-down list.
3. From the Page Setup dialog box, select the Landscape radio button and reset the left and
right page margins to .2 (depending on the specific printer, additional margin adjustments may be needed).
Click OK.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
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4. Click File in the web browser menu bar, and select Print from the drop-down list.
5. Select the desired printer, number of copies, etc. and click Print.
Time Sheet Status The following statuses apply to time sheets:
Pending – Indicates the time sheet is pending approval by the time approver.
Form Name Human Resources/Payroll
Web Time Entry User’s Guide
Banner HR Web Time Entry Guide 23 12/8/2008
Approved – Indicates the time sheet has been approved by the time approver (and submitted to Payroll).
Error – Indicates an error has occurred on the time sheet or during processing. If applicable, click Restart to clear time and reenter. Contact Payroll for additional assistance.
Returned for Correction – Indicates the time approver has not approved the time sheet and has returned it to the employee for correction.
In Progress – Indicates the time sheet has been accessed but not sent for approval.
Not Started – Indicates the time sheet has not been accessed.
Completed – Indicates the time sheet has been approved and processed by Payroll.
Correcting Time Sheets Returned by the Time Approver The time approver has the option of returning a time sheet for correction or change. When the approver returns a time sheet, the employee is notified automatically via email. The email notification may contain comments from the approver as to the correction or change required, if not, contact the approver for clarification. Follow the instructions listed in the above sections for accessing and changing a returned time sheet. Be sure to submit the time sheet for approval again after changes have been made.
Viewing Prior Period Time Sheets Prior pay period time sheets are available for viewing and to confirm approval and processing by Payroll. From the EagleNET main menu select the Employee link. Select Time Sheet. From the Pay Period and Status drop-down list select the desired prior pay period. The applicable time sheet displays; scroll to the bottom of the time sheet to view processing and approval information. Refer to the Time Sheet Status section for a complete list of statuses.
