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College of Nursing Exempt TimeNet Handbook 2014 1
College of Nursing Exempt TimeNet Handbook
2014
1
Georgia Regents University
College of Nursing
TABLE OF CONTENTS
LEAVE REQUEST WORKFLOW ...................................................... 3
GENERAL INFORMATION .............................................................. 4
CON TIMENET INSTRUCTIONS ................................................. 5-26
TIMENET LOGIN ................................................................................. 5
ADDING SINGLE CALENDAR REQUESTS ............................................ 6-11
ADDING MULTIPLE CALENDAR REQUESTS ....................................... 12-18
APPROVE/DENY CALENDAR REQUEST ............................................ 19-26
EXEMPT TIMENET CALENDAR .................................................... 27
PAY CODES .............................................................................. 28-30
REQUEST FOR LEAVE ADJUSTMENT FORM ............................. 31
2
LEAVE REQUEST WORKFLOW
Submit Leave Request By Established Cutoff Date
Submit Leave Request AFTER Established Cutoff Date
Georgia Regents University
College of Nursing
Employee MUST submit leave in
TimeNet by designated date
established by the CON.
Leave request will automatically route
to supervisor for action.
Supervisor MUST approve leave in
TimeNet by designated date
established by the CON.
Employee MUST submit Request for Leave Adjustment form to supervisor
for approval.
Supervisor approves Request
for Leave Adjustment form.
Supervisor submits Request for Leave Adjustment form to Business Office
for processing.
*Additional information to be distributed at a later date.
3
GENERAL INFORMATION
Notes:
Please be patient with the new system and process.
All Leave will be reported in hours. Faculty will now be recording leave in hours, instead of days.
Leave submitted is a projection for the month. Leave balances will now be in real time, not a month
behind.
Starting February 1st, a hardcopy (pink/blue sheet) of your leave request is no longer needed.
Leave approved prior to February 1st will need to be submitted in the TimeNet system.
Outside Professional Activities Rules:
Full-time, 12 month faculty are limited to 20 days per year of Professional Leadership Activities (PLA).
Full-time, 9 month faculty are limited to 15 days per year of PLA.
Exceptions may be approved by the Chair or Dean; reporting will now be provided.
Timeline for tracking Academic Faculty will be from August 1-May 31.
Timeline for tracking Fiscal Faculty will be from July1-June 30th.
Part Time Faculty are not eligible to participate in OPA.
*Additional information in regards to Outside Professional Activity will be distributed at a later date.
Georgia Regents University
College of Nursing
4
Logging into TimeNet System
1. Type in URL for TimeNet:
http:/timenet.gru.edu
2. Type in user name and password, and then click “Login”
NOTE: user name and password will be the same as your GRU email user name and password
3. You are now logged in TimeNet
5
Add Single Calendar Requests for Vacation, Sick, Jury Duty, Off Campus, Etc.:
1. Click on the Employee icon (at the top of the screen)
2. If you are NOT an editor or supervisor, skip to step #3
If you are an editor or supervisor, click My Time Card on the left side of the screen to access
your own Time Card Screen (TCS)
6
3. Click on Add Calendar under employee action on the left side of the screen.
NOTE:
a) Faculty leave hours will now be recorded in hours instead of days.
b) Staff leave hours will continue to be recorded in hours.
7
4. Enter the Date
NOTE:
a) This is the date of leave, NOT today’s date
b) Date can be entered manually or selected from calendar on the right of the screen
c) Date format: MM/DD/YYYY
8
5. Enter the Pay Code
NOTE:
a) Pay code can be entered manually (if you know code) or selected from list of pay codes
on the right of the screen.
b) Pay close attention when selecting pay code. Select the appropriate pay code for your
employee type: Exempt or Non-Exempt
9
6. Enter the Hours
NOTE:
1. All faculty and staff leave will be recorded in hours.
2. The length is in whole and decimals hours.
a. Examples:
i. Ninety (90) minutes would be entered as 1.50 hours
ii. Four (4) hours would be entered as 4.00 hours
iii. Eight (8) hours would be entered as 8.00 hours
10
7. Click Save
8. Calendar request will route automatically to supervisor/department chair for approval.
11
To Add Multiple Consecutive Calendar Requests for Vacation, Sick, Off Campus, Etc.:
1. Click on the Employee icon (at the top of the screen)
2. If you are NOT an editor or supervisor, skip to step #3
If you are an editor or supervisor, click My Time Card on the left side of the screen to access
your own Time Card Screen (TCS)
12
3. Click on Monthly View under employee sections on the left side of the screen.
13
4. Click on the first day of calendar request, hold down mouse key, and drag to last day of calendar
request.
14
5. Click on Add Calendar under employee action on the left side of the screen.
NOTE:
a) Faculty leave hours will now be recorded in hours instead of days.
b) Staff leave hours will continue to be recorded in hours.
15
6. Enter the Pay Code
NOTE:
a) Pay code can be entered manually (if you know code) or selected from list of pay codes
on the right of the screen.
b) Pay close attention when selecting pay code. Select the appropriate pay code for your
employee type: Exempt or Non-Exempt
c) PAY CODE MUST BE THE SAME FOR ALL DAYS SELECTED.
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7. Enter the Hours
NOTE:
a) All faculty and staff leave will be recorded in hours.
3. The length is in whole and decimals hours.
a. Examples:
i. Ninety (90) minutes would be entered as 1.50 hours
ii. Four (4) hours would be entered as 4.00 hours
iii. Eight (8) hours would be entered as 8.00 hours
4. HOURS MUST BE THE SAME FOR ALL DAYS SELECTED.
17
8. Click Save
9. Calendar request(s) will automatically route to supervisor/department chair for approval.
18
Approve/Deny Calendar Request
1. From the HOME screen, click the red arrow to expand Employee Pending Requests details.
19
2. Click small red box next to Calendar on right side of screen to view leave requests.
NOTE:
a) If you do not have any leave requests to approve, the quantity will be zero (0).
20
3. To select employee, click folder icon next to employee name.
21
4. Click the red arrow to expand Requests details in the middle of the screen.
22
5. Click red arrow to expand Calendar Requests details in the middle of the screen.
23
6. Click drop-down menu to left of leave request for action type.
24
7. Select appropriate action (approve, cancel, deny pending review).
25
8. Click Yes to complete action (approve, cancel, or deny action).
9. You have successfully approved/denied a leave request.
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College of Nursing Exempt TimeNet Calendar
2014
Month
Employee to submit leave request BY established date
Supervisor to approve leave request BY established date
February 02/11/14 02/17/14
March 03/11/14 03/17/14
April 04/08/14 04/14/14
May 05/06/14 05/12/14
June 06/10/14 06/16/14
July 07/08/14 07/14/14
August 08/05/14 08/11/14
September 09/09/14 09/15/14
October 10/14/14 10/20/14
November 11/11/14 11/17/14
December 12/09/14 12/15/14
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Pay Codes:
BEREV LWOP Bereavement Leave Without Pay
BEREV SICK EX Bereavement Sick Exempt
BEREV SICK NEX Bereavement Sick Non-Exempt
BEREV VAC EX Bereavement Vacation Exempt
BEREV VAC NEX Bereavement Vacation Non-Exempt
CALL BACK MIN Called Back Minimum
CALLED BACK Called Back
CLOSE CAMPUS EX Close Campus EX
CLOSE CAMPUS NEX Close Campus NEX
COMP TIME Comp Time
CR STAFF LPN Critical Staffing LPN
CR STAFF RN Critical Staffing RN
ECE External Continuing Education
EXD EXTRA DUTY
FMLA FAM SICK FMLA Family SICK
FMLA FAM UNPAID FMLA Family UNPAID
FMLA FAM VAC FMLA Family VAC
FMLA FAMSICK INT FMLA Family SICK INT
FMLA FAMVAC INT FMLA Family VAC Intermittent
FMLA MIL UNPAID FMLA MILITARY UNPAID
FMLA MIL VAC FMLA MILITARY VAC
FMLA MIL VAC INT FMLA MILITARY VAC INT
FMLA MIL18 PAID FMLA MILITARY 18 PAID
FMLA MIL18 PDINT FMLA MILITARY 18 PD INT
FMLA MIL18 UNPD FMLA MILITARY 18 UNPAID
FMLA MIL18 UPINT FMLA MILITARY 18 UNPD INT
FMLA SELF SICK FMLA SELF SICK
FMLA SELF UNPAID FMLA SELF UNPAID
FMLA SELF VAC FMLA SELF VAC
FMLA SLFSICK INT FMLA SELF SICK INT
BE AWARE: There are a lot of pay codes in the system. Make sure you select the correct code for your
position type, i.e., exempt or non- exempt. DO NOT use FMLA codes.
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Pay Codes:
FMLA SLFVAC INT FMLA SELF VAC Intermittent
FURLOUGH EX Furlough Pay Exempt
FURLOUGH NEX Furlough Pay Non-Exempt
HOL BEN Holiday Benefit Exempt
HOLIDAY Holiday Benefit
JURY EX JURY DUTY EX
JURY NEX JURY NEX
LWOP Leave Without Pay
MIL EX MILITARY EX
MIL NEX MILITARY NEX
OC Off Campus
ON CALL On Call
ON CALL2 On Call Two
OPA Outside Professional Activities
OPP Outside Professional Service
ORIENT Orientation
OSC Outside Consulting
PERF INC Performance Incentive
PLA - ACADEMIC Professional Leadership Activities - Academic
PLA - FISCAL Professional Leadership Activities - Fiscal
SCW Scholarly/Creative Writing
SICK EX Sick Exempt
SICK NEX Sick Non Exempt
TCH Teaching at Other Academic Institutions
TELEWORK Telework
TRANSPORT Transport Pay
UHLDY EX Unscheduled Holiday Exempt
UHLDY NEX Unscheduled Holiday Non Exempt
VAC CO EX Vacation Cashout Exempt
VAC CO NEX Vacation Cashout Non-Exempt
VAC EX Vacation Exempt
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Pay Codes:
VAC NEX Vacation Non Exempt
VAR PAY PLN Variable Pay Plan
VOTING-EX Voting Time/Monthly
VOTING-NEX Voting Time/Bi-weekly
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Req
uesto
r (Please P
rint)
Req
uesto
r's Sup
ervisor's Sign
ature
The d
eadlin
e for co
mp
leting th
is form
is the 7
th o
f each m
on
th.
On
ce com
pleted
please fax to
the P
ayroll D
epartm
ent at (7
06
) 72
1-1
94
8 o
r e-mail to
Payro
ll_Office@
gru.ed
u
An
y qu
estion
s, please co
ntact th
e Payro
ll dep
artmen
t at (70
6) 7
21
-00
19
or (7
06
) 72
1-0
02
0
Circle
On
e C
ircle O
ne
Pay C
od
e
Re
qu
est
for Le
ave A
dju
stme
nt
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