Web Time Entry for Student Employees

Students enter and submit their hours worked on Web4Supervisors verify and approve student’s hours on Web4Simple to useEasy to following Status driven process

Student enter hours worked

Student needs to enter and submit their hours Use internet to log onto Web4 from CCSF homepage Secure entry using their individual ID and password Allow multiple job time entries for each pay period Enter ‘IN’ and ‘OUT’ time worked (down to 15

minutes interval) Review and complete all hours during pay period Submit timesheet for approval

Student’s supervisor review & approve timesheets

Supervisor responsible to use student time log and verify student’s work hours on Web4

Supervisor log into Web4 with personal ID and password Display student list for the appropriate pay period Verify work hours, make corrections if necessary for each

student timesheet Review, approve and submit student timesheets for process Perform approval process before deadline (Following Monday

@ noon after the pay period ends, unless otherwise notified by Payroll)

Status driven process

– Timesheets moves from status sequence of:1. Not started – initial status at beginning of a pay period

2. In Progress – in student queue for entry of their hours worked

3. Pending – in supervisor queue for review and able to make changes to students time entry

4. Approved – supervisor has completed review and approved student time entry

5. Completed – Payroll has extracted time and completed payroll processing for the time entry

Ilustrations and sample:For student

Open a browser for access to WWW Change View option size to smallest on browser menu bar Change URL and put City College of San Francisco homepage in address line:

http://www.ccsf.edu/ Click on ‘Online Registration’ or ‘Online Admissions’ icon on upper right-hand

corner of the page Enter ID and password in ‘Student/Employee Login’ Click on ‘Employee Services’ Click on ‘Time Sheet’ Check the ‘My Choice’ button associates to the ‘Title and Department’ and ‘Pay

Period and Status’, and click on ‘Time Sheet’ button. This will put timesheet from ‘Not Started’ status into ‘In Progress’ status

Click on the appropriate day to enter ‘IN’ and ‘OUT’ times for hours worked Review all time entry (should be in ‘In Progress’ status)

Ilustration:- Open a browser- Enter ‘www.ccsf.edu’ in URL address box- Click on ‘Online Registration’ icon on CCSF homepage

Click on ‘Online Registration’ icon

Enter:

‘www.ccsf.edu’

- Enter Student/Supervisor ID and Password

- Enter ID and password

- Click on ‘Employee Services’- Click on ‘Time Sheet’

- Click on Time Sheet

- Click ‘Proxy Set Up’ to setup proxies- Else, click ‘Submit’ button to proceed to student timesheet list

- Click Proxy Set Up to setup proxy / proxies

- Click ‘Submit’ button to proceed

Student Timesheet Entry- select the department choice and pay period to start time entry process- this will move status from ‘Not Started’ to ‘In Progress’

- Select choice of job title and department work

-Select pay period from drop-down list

-Click ‘Time Sheet’ button to proceed

Supervisor Timesheet Review and Approval- can monitor student progress on their timesheet

-list of

‘Not Started’, ‘In Progress’, ‘Pending’

timesheets

Supervisor Timesheet Review and Approval- On ‘Pending’ for approval timesheets, review by clicking student name and can make necessary corrections to student timesheet- To approve student timesheet, check ‘Approve or FYI’ box and click ‘Save’ button

- Click student name to review timesheet

- Make corrections to student timesheet using hyperlink ‘Change Time Record’

Check ‘Approve or FYI’ box and ‘Save’ button to approve student timesheet

Web Time Entry for Student Employees

F.A.Q.’s

Q. When is the submission deadline?R. In general, following Monday @ noon after the pay period closed, unless deadline moved up due to

holidays or school breaks. Payroll will notify supervisors of any deadline changes.

Q. After my student submitted their timesheets for approval (timesheet in ‘Pending’ status), can I make more changes to it?

R. Yes. You can make corrections to student timesheet by clicking the ‘Change Time Record’ link associated to the student on your student list. It will open up the student detail timesheet. You can make the appropriate changes there.

Q. I do not see my student list. Why?A. Check with your student to see if they started their timesheet for this pay period. If not, tell them to do

so. If they had, call student payroll department and inquire if the student is setup correctly.

Q. What do I do if I forgot my password?R. Contact Human Resource to have your Web4 login password reset. Go to City College of San

Francisco website and get the appropriate contact phone number by doing a search for ‘Human Resource’