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Monroe #1 BOCES Time and Attendance
Monroe #1 BOCES
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Monroe #1 BOCES
Time and Attendance
www.wincapweb.com
WinCapWeb Support:
Ann Thaney 249-7035
Table of Contents
· Creating an account on WinCapWeb . . . . 3
· Accessing your Work Email . . . . 4
· Getting to WinCapWeb . . . . 6
· Viewing & Editing your Timecard . . . . 9
· Using the Web clock (if you have access). . . 10
· WinCapWeb: Employee Self Service (ESS). . 11
· FAQs . . . . 18
Creating an Account for WinCapWeb
1. Open the Invitation in your work email.
All first time users will receive an email from “WinCapWeb AutoAdmin” inviting them to create a user account.
This email contains a link to the WinCapWeb site. User must click on the link in the email and follow instructions.
2. Select a Security Question.
Once the user selects a question, they will receive another email with a link that sends them back to WinCapWeb.
3. Set up a Password.
Users need to choose a password with the requirements stated.
Login Screen
The first time logging into the web site the user will need to enter their full email address as their Username:
The next time (and all following times), they can just enter their name for their Username:
jane_doe
Resetting Passwords
If a user forgets their password, they may get locked out after several tries. If a user is locked out, they need to wait 10 minutes, go to the Login screen and follow these steps:
1. The user will enter their Username and click “Forgot Password?”
2. The user will have to enter their email address on the screen
3. The user will have to answer their Security Question
4. The user will then receive an email with a link to click on.
5. After clicking on the link, the user will be taken to the web site and
be asked to create a new password.
NOTE: If you have forgotten your Password AND your Security Question, you need to call a Web Administrator-
Ann Thaney x7035 or Robin Hyatt x6684
Accessing your Work Email (to see your “Invitation” to the website)
Monroe #1 BOCES Email-Webmail
There are two ways to access your work email.
Webmail on the BOCES’ Computers
All regular BOCES employees (not substitutes) have email accounts and can open their email through what is called Webmail
The quickest way to get to your Webmail, when you are on a BOCES computer, is to click on the Internet Explorer icon.
The BOCES Homepage will open. Look for the Quick Links on the left hand side and click on Webmail.
Webmail from any computer
You can also use the Webmail to open your email from home or from any computer with an internet connection. To do this, type in notes.boces.edu in your browser.
You will want to click on this selection that comes up:
The next screen that comes up will look like this-that’s OK! You’re in the right place.
Type in your first name (space)last name for the Username.
(Ex:sue smith)
Type in boces(firstname) as the Password if this is the first time going into your Webmail.
(Ex:bocessue)
Click on the “Access Server” button.
You can now go to your Inbox.
IMPORTANT: Once you are in your webmail, you will want to set up a new password. Click on the picture of the lock at the top of the screen and select a new password to use for Webmail.
If you need your password re-set (you forgot the new password you set up), please call the Help Desk at 383-2217.
Getting to the WinCapWeb Site
If you are on a BOCES computer, the easiest way to get to this website is to follow these steps:
1. Go to Monroe #1 BOCES website by typing in
www.monroe.edu or clicking on the Internet Explorer icon on your desktop (most default to the BOCES Homepage)
2. Go to the Quick Links area on the left hand side of the Home page and find the WinCapWeb links at the bottom.
3. You will be taken to this screen:
Click on Employee Tutorials to watch instructions on:
-Logging into WinCapWeb
-Forgetting Passwords
-Using your Webmail
-Viewing your Time Card
-Adding Comments on your Time Card
Click on the BOCES Employee Self-Service and Timesheets. This area will have announcements, written instructions and FAQs.
Another way to set up access the WinCapWeb site, is to bring up the website and then create a shortcut on your desktop.
To do this, follow these steps:
Creating a WinCapWeb Shortcut on your Desktop
1.Go to the website by typing in the website address in your browser:
www.wincapweb.com
The login screen should appear and looks like this:
2. With your mouse, right-click in any blank area on your desktop screen and these options will appear:
3. Click on “Create Shortcut”
4. This message will display-select “Yes”
5. This icon will be on your desktop. Double
click to open.
Viewing and Editing a Time Card
A time card is available for any employee using either the web clock on the WinCapWeb website or the bio metric clocks.
To view your time card:
1. Log into WinCapWeb with your User Name and Password
2. Go to the word “Timesheets” on the top purple tool bar and click on the word itself:
3. On the menu on the left, click on Time Card.
4. Make sure you are on the “By Dates” tab to see the current week’s punches. The punches displaying in tan are the “raw” punches (or the actual times you punched).
REMEMBER: Keep in mind that not all the attendance information may be entered at the time you are viewing your time card.
Also, if you did not punch in one day or were unable to punch in, your time card will show an “Absence” for that day. Your supervisor will need to change that Absence to the start and end times you worked that day.
* * * * * * * * * * * * * * * * * * * * * * *
Adding Comments to the Time Card
Employees can add comments to any day on their time card.
To add a comment:
1. Go to your time card (as described above)
2. Find the date that you want to add a comment to and click on this symbol “>” at the end of the line.
3. Once you click on this symbol, an additional area will appear. You can select a comment from the drop down next to “Comment Type”, add text of your own or do a combination of both.
4. Once done, select the Update button at the top or bottom of the time card (either one will work).
Using the Web Clock
The option to use the web clock will be decided be the department head depending on your job duties.
To use the Web Clock:
1. Log into WinCapWeb with your User Name and Password.
2. Go to the word “Timesheets” on the top purple toolbar and click on “Web Clock” from the drop down.
3. The following screen will appear:
4. Click on ‘In Primary” to punch in and “Out” to punch out. You will receive a confirmation message that your punch is good. Click on the “Hours To Date” button to see your total hours for the week.
Instructions for Viewing
Employee Self Service Information
www.wincapweb.com
Employee Self Service
When a user goes to the website, they will see this screen:
The user will need to login on the left hand side if they aren’t already.
Once logged in, the areas that the user has access to will appear on the top menu (purple).
Click on Employee Self Service and this screen appears:
NOTE: Leave Requests and Print W-2s will only appear on this list if the department wants these options.
Attendance Balances will show:
Attendance Activity will show:
To print this attendance information, click on the Print as PDF.
Paychecks will show a list of pay dates in the date range selected:
To view the detail of the paycheck, click on the check date and the “Get Checks” button.
This screen will display:
When “Print as PDF” in the right hand corner is selected, the document will look very similar to the Direct Deposit notice or check stub the user is currently receiving.
Year To Date Totals will show:
NOTE: The user can select any year (calendar vs. fiscal), any quarter or any month by changing the selection at the top.
Employee Demographics will show:
When an employee needs to change information, they will hit the Edit button and enter the correct information on a second screen:
Example: Address Change:
The employee will hit Update after entering the correct information. This will update the information in WinCap and on WinCapWeb.
Paycheck Printing Elections is where the user can opt out of receiving paper direct deposit stubs:
If you decide to change your option back, you can do that on the screen as well.
New Time Card Process
Frequently asked questions
What payroll schedule do I follow?
Follow the CTTS payroll schedule not the BOCES schedule – you can get a copy by going to the CTTS tutor website.
What if I forgot to enter time in WinCap and that pay period has already closed?
At the end of each pay period the payroll department has to close that pay period out. If you have forgotten to log time in WinCap or need to make a correction to your time card and that pay period is closed you will need to fill out a time sheet electronically (like the old days) and email it to [email protected] – send Deanna an email to let her know that you have emailed a time sheet in (CC Tom, Kim and Sylvia when sending Deanna the email).
How do I know which “job type” to choose?
One-to-one is equivalent to being tier 1 (white) in the old days - 99% of you will be choosing this when filling out your time card. You should use this job title when working with an individual student whether it be at their home, library, center, etc. You will also choose this if you are tutoring a special ed, foreign language, or reading student unless you have been instructed by this office to choose job type Special Ed/Foreign Lang/Reading - most of you tutoring special education students and foreign language will choose One-to One.
Group is equivalent to being tier 2 (green) in the old days - You choose this if you are working with a group of students at a center or other location. If you have been asked to go to a center to work with an individual student on a subject area you would choose One-to-One.
Spec ed/Foreign lan/Reading - is the equivalent to tier 3 (pink) in the old days. Very few of you will choose this from the job type drop down - You will be notified by the CTTS office upon assignment if you are to choose this from the job type.
Do I have to put AM and PM when I am entering my start and end time on my time card?
YES! It is important that you enter AM or PM (and that you enter AM and PM correctly) so that the time clock can properly register your time.
How do I know that the CTTS office received the time I entered in WinCap?
When you click update as you enter your time we now have your time – don’t forget to click update each time you enter new information – when in doubt click update!
Rev April 2012
