11 12 11 121~ 11 12 J 10 j 2 10 / 2 10 I 2

9 "' 3 9 ./· 3 9

1 3

8 4 8 4 8 4

wesb Tih1e E6rltrY 65

11 v 12 10 2

9 3

8 4

11 1/2 10" 2

9 "" 3

11 12 11 12 11 12

2

8 4 7 6 5 765 765 7

11 1/ 11 1/ 11 I~ 11 12

10 2 10 2 10 2 10 2

9 - ,... 3 9 ' 3 9 .,., 3 9 3

8 ""4 8 4 8 4 8 4 7 6 5 7 6 5 7 6 5 7 6 5

7 6 5 7 6 5 7 6 5 7 6 5

Benefits of moving to a web time entry process

• Paperless System

• Electonic Documentation Storage- no longer need clumsy file cabinets

• Employees and Approvers can process thier payroll from anywhere they have internet access, including on many phone devises.

• In the event of a postponement of business employees can still process thier payroll.

• Systematic reminders

What Drives the System:

• The position is driven by the employees position numbers in banner. Each bi-weekly (hourly) employee is connected to their approver by the position numbers. Turnover is a routine issue

that we all encounter and this system allows for lower maintenance since the position numbers are always joined and the system knows who the approver is for each position filled.

• The approvers are joined to their proxy by EKU 10 (the proxy is the person who will back you up when you are unable to access the system). The proxy will basically be able to log in as you and process anyone you have access to. If an approver terminates the relationship is lost and the proxy has no access to the employees timecards.

• Your access to the system is driven by the organization code. You will be given access to those codes in banner that you need. If the organization codes change you will need to notify Human Resources.

• The system requires an approver for each employee, if the approver position ever becomes vacant the system will no longer work for any employees reporting to that position. For this reason it is crucia l that the department be proactive when approvers are moving out of their positions.

Bi-Weekly Employee Training

http://www.trc.eku.edu/webtimeent ry/default .ht m

Approver Training

Usually can be handled within the department by experienced users. In the event your department

doesn't have any experienced approvers avialable to assist new users please contact Human

Resources to schedule training.

EKU Direct

The timesheets are located on EKU Direct and all employees should have access to this system. In

the event you don't have access please contact Human Resources for assistance.

EKUDirect User Login

Please enter your user Identification Number (ID) and your Personal identification Number (PlN). This password PIN is not your RAC Number given to you by your advisor. lf you do not know your password PlN, please see the instructions. When finished, click Login.

When you are finished, please Exit and close your browser to protect your privacy.

After multiple UNSUCCESSFUL attempts to log in, the system will automatically disable your access.

You may e-mail a request to have your PIN reset through your EKU e-mail account to registration@eku.edu or come in person to either the Registrar's Office on the main campus (SSB 239) or the Resource Center/ Information Desk at any of the extended campuses. If you come in person, you wm need to bring a photo !D. Telephone requests to reset your PIN cannot be accepted. This may take up to two business days.

If you are a faculty member, please contact the administrative assistant in your dean's office.

If you are a staff member, please contact Human Resources at 859-622-8660. If you have forgotten your PIN and are unable to answer your security question, you must come to Human Resources in Jones 203 with a picture ID to have the PIN reset.

Need Instructions?

If you do not know your EKU ID number, please refer to your COlonel One Card or Farufty/ Staff ro.

For those without EKU 10 cards: Students - Information on how to access your EKU lD number can be found by clicking here and following the instructions. Employees calf 622-8660.

User ID: 1

PIN:

I Login I I Forgot PIN? I

IN PROGRESS

Employee initiates timecard in EKU

D1rect.

Web Time Entry Approval Process

Web Time Entry Approval Process Flowchart

PENDING PENDING

Employee submits Approver reviews completed timecard at the conclusion of the timecard in EKU

bi-weekly pay period. Direct for Accumcy

r Not AccuratLAccur ate

RETURN FOR CORRECTION

Step One Log into EKU Direct

APPROVED

Approve the timecard

APPROVED

Timecard arrives in Payroll Dept.

If you are unable to log into EKU please contact Human Resources for further assistance.

Personal

Step Two Choose Employee M enu on the EKU M enu Tabs

Alumni Friends

&. Student Services &. Financial Employee EKU eForms

web4parent

SITE MAP HELP EXIT

Step Three Click on Time Sheet

Main Menu Personal Information Alumni & Friends Student Services & Flnandal Aid

Search

Employee

J Time Sheet

] Jobs Summary

J Leave Balances

~] Leave Report

l Billing Statement

_] Electronic W- 2 consent

J Unk test D escription

RELEASE: 8.6.1

Step Four Act as Proxy

EKU eForms web4parent

Across f rom the selection "Act as Proxy" you will f ind a dropdown box that allows you to decide who you w ill be

acting as once in the web time entry system. If you are going into approve those employees reporting to you then

you would select "Self". If you are a proxy fo r someone else you wou ld see their name on your list and you can select

their name and then go in to the system and approve t heir employees. You will then need to ensure "Approve or

Acknowledge Time" is select and then hit "Select". If you also are a bi-weekly (hourly) employee you can access your

own timesheet by selecting "Access my Time Sheet" and then hit "Select "

Main Menu Personal Information Alumni & Fr iends Student Services & Financial Aid

Search

Time Reporting Selection

Ill Select a name from the pull·down hst to act as a proxy or select the check box to act as a Superuser.

Important Note: Falsifying information on time record may result in tem•ination of employment.

Select ion Criteria

Access my Time Sheet :

Access my leave Report:

Access my Leave Request:

My Choice f)

~ 0

Approve or Acknow ledge Time: (!Jl ~~~~~-­Approve All Departments: 0 Act as Proxy: • I r:[ s=-el;;-f ---------EJ Act as Superuser : O

I Select 1··-· proxy Set Up

Finance EKU eforms web4parent

Set Up Proxy

All approvers must have a proxy setup in the system for those rare occassions when you don't have access to the

system. Remember the system can be accessed from anywhere or any device you have internet access so the proxy

will be needed much less using the web time entry system. On your first visit to the system please setup a proxy by

clicking on "Proxy Set Up" at the bottom of the Time Reporting Selection screen.

Main Menu Personal Infonnation Alumni e. Friends Student Services e. Financial Aid Finance EKU eForms web4parent

Search

Time Reporting Selection

~Select a name from the pull-down list to act as a proxy or select the check box to act as a Superuser.

Important Note: Falsifying information on time record may result in t ermination of employment.

Selection Criteria

Access my Time Sheet: My Choice ~

Access my leave Report: ~ Access my leave Request ..... Approve or Acknowledge Tin1e: (~

Approve All Departments: D Act as Pro:xy: I Self ____ T::l Act a.s Superuser : D

Once on the Proxy Set Up screen you will need to choose your proxy from the drop down menu below. If you are

unable to find the person on the list contact Human Resources at 2-1329. Once your proxy is highlighted click on the

add button displaying a check mark in the box. Then click on the Save button and the person should move up on your

list above the drop down box. Once completed you can click on Time Reporting Selection to return to approving time.

Main Menu Personal Information Alumni 8r. Friends student Services 8r. Financial Aid Finance I

Search

Proxy Set Up

Name Add Remove Gary T. Barksdale, BARKSDALEGARY [J

~T~::: ~ Abooc, ABNERTRA_ V_I_S ____________ -.,..EJ_,~,

Time Reportina Selection

Return to Menu

Moving forward the person you have chosen as your proxy will see your name on thier "Act as Proxy field on the Time

Reporting Selection screen with EKU Direct. It is always a good idea when you choose a new proxy to contact Human

Resources Information System at 2-1329 to ensure that this person has all the appropriate security access necessary.

Step Five Choose Department and Pay Period

Once on the Approver Selection screen you will notice your department(s) list on the left hand column. Many of you

will only have one department, but if not you should see them all listed here. You will select the department you w ish

to approve by clicking on the appropriate radio button.

Main Menu Personal Information Alumni a. Friends Student ServiGeS a. Financial Aid

Search

Approver Selection

Time Sheet

Department and Description My Choice Pay Period E, 600400, Human Resources ~ &... ew, Ap-r -=-01,..-, 2::-:0-12=-t-o -:-AD-r -:-14,..-, 2=-=o.,.,tiE)::-r•-.

Sort Order .. ~

My Choice Sort employees· records by Status then by Name: G

Sort employees' records by Name:

RELEASE: 8.5

Finance EKU eForms web4parent

Next you will want to find the appropriate pay period from the drop down menu. Pay special attention to the type of

payroll you are wishing to check, Student or Bi-Weekly Staff. The ST prior to the date range is for Students and the

BW is for Staff. Be careful to select the correct date range, the most curren pay period is at the top of the list,

however sometimes you are still working on the previos pay period after the next pay period has al ready begun. {On

most pay periods you will have three days into the next pay period to approve the timesheets, but pay attention

during holidays and closures, as in t he past Payroll may have to change deadlines from time to time.)

Approver Selection

Time Sheet

Department and Description Ny Choice Pay Period ~ E, 600400, Human Resources I) BW, A!Jr01, 2012 to Apr 14,2012 • 1/////1/l"""

Sort Order ST, Apr 01, 2012 to Apr 14, 2012 I

My Choice Sort employees' rtCOids by stallls thea by Name: o

Sort efllllloyees' reconls by Name:

Step Six Depart mental Summary

Once at the Departmental Summary screen you will notice a list of your employees. There are several different status

that a timesheet can be in;

• Not Started - Timesheet has not been initiated by the employee for this pay period.

• In Progress- Employee has initiated thier timesheet, but has not submitted it for approval.

• Pending- Employee has submitted their timesheet for approval.

• Return For Correction - After your review you found errors and requested correct ion. The system will not not ify the employee so its

important for you to noti fy them directly.

• Approved - Approved and in payroll for processing.

• Completed - Payroll has been processed

• Error - Many different things can cause an error to show up, however most should prevent you from moving the timesheet forward.

If you are unable to move the timecard further please notify Human Resources

To enter the employees timesheet just click on their name.

Please contact Human Resources if any of the following is true;

1. You don't have all your employees showing up on the departmental summary.

2. You have employees that don't belong to you at any status other then "Not Started". All employees in a given

organization code will show up on your list at the status of "Not Started", but once the employee initiates

t heir timesheet they will on ly be seen by the approver.

3. You have a timesheet at the status of Error and it won't allow you to take action.

Moin Menu Person.ol Inlo~600 Alumni & Friends Student Services • Finandol Aid Finance EKU efonns web4PGrenl

Search SITE MAP HELP EXIT

Department Summary

COA: E, Eastern Kentuc~ky UmversJty

Department: 600400, Human Resources Pay Period : Apr 15, 2012 to Apr 28, 2012 Act as Proxy: Not Applicable Pay Period "Time Entry status: open unnl lui 30. 2012, to:oo PM -t 1-·-1: ~~"-·rn II ~·• II ~- 1 Pending lD Name, Position and Titte Required Action Total Hours Total Units Queue St atus AWrove or FYI Return for Correction cancel Other lnfonnation 901053694 Amy Eaen Willingham Approve I:J 1:: Change Time Record

997359 . 00 75.00 .oo Leave Balance Office Associate

In Progress ID Name, Position and Title Tot al Hours otal Units Cnncel Other Inrormation 900443920 lf"ne M. Langguth

I 7.501 lleave Balances

999212 . 00 .00 HR Generalist

Not ~"tarted rD Name, Position and lltle Other tnfonnation 901007497 Enn Leigh Bailey

999035 . 00 Benefits Specialist

900098214 en B. Begley 996869.00 Administrative ASSistant 1

900065934 amie s . carmichael 997138 . 00 Benefits Spec1af1st:

900225273 Ahzabeth Chenault Huguley 999092.00 ~

_, __ -~ .... ---'-"~

Step Seven Employee Detai ls

Once into the employees t imecard you should be able t o see t he hours reported for each day of the two week pay

period. Below that section you should see the time in and t ime out section, it 's important to review both areas for

accuracy. The Routing Queue will show you what actions have been taken up to t his point and by whom. Th e final

sect ion shows you the act ual labor distribution. Please be caref ul to ensure t hat both weeks of t he pay period are

completed before approving and if there are any omissions or errors you should return the t imecard for correction.

You can also add comments as you used t o do on t he o ld paper t imecards, these messages could be for payroll or for

the employee w hen you are return ing it for correct ion. You must add the comment prior t o returning or approving,

once you hit either selection the "Add Comment" option will be removed. Once you have verif ied t hat t he t imecard is

comp lete and accurate you can hit "Approve".

Employee Details

Employee ID ond Nome; Title:

901053694 Amy Ellen Wilbngham 997359·00 office Associate

Deportment and Description: Transaction Status:

( Prevk>us Menu 1 [ Approve] Return for Correction J [ Change Record 1 [ Delete] [Add Commen\J [ Next]

Routino Queue I Acoount Distribution

Tlme SI•eet

SITE MAP HEI.P EX(l

E 600400 Human Resources Pendino

Eornings Shift Special Total Total Sunday . Monday , Tuesday , Wednesdt~y, Thursday , friday , Sllturdoy , Sunday , Monday , Tuesdr~y , Wednesday, Thursday , Friday , Saturday , Rate Hours Unlls Apr 15, ADr 16, Apr 17, Apr 18, ADr 19, Apr 20, Apr 21, ADf 2~ AD«' 2 3, A(Jr 24, Apr 25, Af)r 26,. Apr 27, APr 28,

2012 2012 2012 2012 2012 2012 2012 2012 2012 2012 2 01.2 2012 2012 2 012 Reoular 1 Pay

Total Hours:

Toldl Units:

Time In and Out Earnings Sunday ~

Apr 15, 2012

Regult~r Pay

Routing Queue Name Amy E11en Wilfinoham

Atnv Ellen Willingham Donald Deluca

75

75

Mondfty , TuesdDy, Afjr 16, ADr 17. 2 012 2012

OS:OO AI-1 08:00AM L2:00 PM 12:00 ?M

OI :OO PM 01:00 PM 04:30PM 04: 30 ?M

A ccount Distribution Default Data

7.5 7.5

7 .5 7.5

Wednesday, Thur$day, Apr 18, Apr 19, '20 12 1012

08:00 AN 08:00AM 12:00 PM !2:00 pt.j

01:00 PM 01 :00 Pfrol 04:30 PM 04:30 Pfol

7.5 7.5 7.5

7.5 7. 5 7.5

Fridfty , Saturday, Sunday, Apr 20, Apr 21 .• Apr 22, 201l 1012 2012

08:00AM 12:00 Pf'l

0 1:00 PJ.I 0 11.;30 pt.t

Action and Date

Ongrnated lui 03, 20 12 12: 42 pm

SUbm>tted lui 0 3, 2012 12 :44 pm Pend1nq

Monday, A.Pr 23, 20 11

08:00 AM 12:® PM

01:00 PM 04:10 PM

7.5 7.5 7.5 7.5

7.5 7.5 7.5 7.5

Tuesday , Wednesday, Thur$day , Frkhay , APr 24, ADr 25, APr 26. Apr 27, ' "01 2 20 11 201l '2012

08:00 AM 08:00 AM 08:00AM 08:00AM 12:00 PM 12:00 FM 12:00 pt.t 12:00~1

01:00 PM 01 :00 PM 0 1:00 ?Jot 01:00 Pl>l 04: 3--o PM 04:30 PM 04:30 ?t-1 04:30PM

Pny Period Effective Dale Apr 15, 2012

Percent Index. Fund Organi:zblion Aooounl Progrdm Activity ~tion Project Type 110000 600.:100 611700 6 3

100.00

( Prevlous Menu J [ Approve] [ Return for correctiOn J [ Change Reoord] [ Delete ] [ Add comment] [ Next ]

Tifne Sheet I Routing Queue 1 Account Distribution

Additional Def initions;

• Previous Menu - Works like the previous or back button on your browser.

7.5

7.5

Saturday , Nw28, 2 012

Cos:l Type

• Change Record - Allows the approver to make changes, would recommend you always allow the employee to make corrections, but

if you are not able to reach the employee prior to the deadline you can make changes. Please add comments prior to approving.

• Delete - Allows the Approver to delete the timesheet completely. Should be very rarely used, always return to employee when

possible.

• Next - Takes you to t he next persons timecard on your list.

Employee Details Continued

Once you have approved the timesheet you should get a message "Time transaction successfully approved". If

not please review the timesheet for any messages and if you still can't resolve the problem contact HR.

Main Menu Personal Information Alumni & Friends Student Service

Search

Employee Details

· Time transaction successfully approved.

Employee ID and Name: Title:

901053694 Amy Ellen Willingham 997359-00 Office Associate

I Previous Menu II Retum Time I [ Next I