how to use the student / temporary employee online time sheet q: when will online time sheets be...

How to use theStudent / Temporary Employee

Online Time Sheet

Q: When will online time sheets be used?A: Go live is September 16, 2010.Online time sheets will then be submitted for each pay period of the month; the 1st - 15th and the 16th – end of month.

Q: Where is the online time sheet located?A: At my.evergreen.edu at the Time Sheet – Student and Hourly link.

Preparing to use the Online Time Sheet

The following steps need to take place before an employee can access the time

sheet:

1. User has a network Login and

Password;

2. Flash Player 9 is installed on the

computer; and

3. Student/Temporary Hourly form

(STAF) is submitted and entered into the

payroll system.

Using any web browser, go to my.evergreen.edu and Login using your

Login and Password

Click the Time Sheet – Student and Temporary employees link

to access the online time sheet(s).

Note: Menu options on my.evergreen.edu vary by user.

The next set of slides describes the online time sheet from a Student or Temporary employee’s

perspective.

position title

user name

pay periods (1st-15th and 16th-end of month)

MAIN VIEWposition numberwork areaapprover’s nameemployee typejob start datejob end daterate of pay

Employees with Multiple Positions

Select the correct position from the drop down menu when multiple jobs exist.

This information is specific to the position. Review these fields to be sure the correct position

has been selected.

To load a work period:

Double click the one you want to see

orClick once

on the one you want to

see then click Load

To enter a shift, click on the

clock icon that corresponds to

the day you worked

Enter the start and end times for the shift by typing in each

box.The duration

will automatically be calculated.

Enter the exact start and end

times.

Add as many shifts an

needed on a given day by clicking on the clock

icon.

Initials of the person that entered the information.

Click the red X to delete a

shift.

Total number of hours worked

during the pay period.

Use the save button each time you enter

time worked or make changes.

How to certify a pay period:

• Select the correct period

• Review information / make necessary changes

• Click on Certify

The Certification Preview box shows up.

Comments are

optional

Note:

To Certify, click Certify

A check mark appears in

the employee column after the employee has certified.

The date the employee certified

on is displayed.

Note: You can certify zero hours if you did not work any hours in this position during a

pay period.

No changes can be made by the employee after they have

certified. Notice that these buttons are no longer options.

The next set of slides describes the online

time sheet from a Time Approver’s perspective.

Time Approver view

Select an employee you are an Approver for by hovering over the black triangle.

Click on the employee’s

name.

You are in review mode when you see

your name in the background and the employee’s name in

smaller font.

Time Approver options:

1.Revise shifts

2.Add shifts

3.Clear an employee’s certification

4.Certify time sheets

Important: While a time approver can add, edit and delete shifts on behalf of employees,

employees should be the ones to make changes whenever possible. Before the

employee can make changes, Time Approvers will need to clear the certification if the

employee has already certified.

Option 1: Revise a shift

Select the Pay Period to change.

Click on the clock and pencil icon.

Option 1: Revise a shift (continued)

A new shift appears.

Enter the correct information.

Save.

Notice the orange box around the old entry and

the time approver’s initials next to the new entry. The duration in the orange box will not be added to the total

hours worked.

Option 2: Add a shift

Select the Pay Period to add a shift to.

Click on the clock and plus symbol icon.

Option 2: Add a shift (continued)

Enter the start and end times for the shift.

Save.

Notice the time approver’s initials next

to the new entry.

Note: If an employee has certified a pay

period and a time approver deletes, modifies or adds

time and certifies, a red

check mark appears in the

employee certification

column.

Another Note: An orange comment bubble appears when comments

are recorded.

Yet Another

Note: Comments are visible

by hovering over the comment bubble.

Comment

No Comme

nt

Option 3: Clear a Certification

Select the Pay Period.

Click on Clear Cert.

Option 3: Clear a Certification (continued)

The shifts remain but the employee check mark is gone.

The employee can now make changes and recertify.

Note: Time Approvers can not clear employee

certifications after a payroll cutoff date. If a change is needed, send an email to

TimeSheetDL@evergreen.edu

Option 4: Certify the pay period

Select the Pay Period.

Click Preview.

Click Certify.

Note: It is recommended

that employees and time

approvers certify zero hours if an

employee did not work any

hours during a pay period.

The date the approver certified on is displayed.

Option 4: Certify the pay period (continued)

The pay period has been certified.

A check mark shows up in the Approver column.

If corrections need to be made after the time approver

certifies, email

TimeSheetDL@evergreen.edu

No changes can be made by the employee or time approver after the time approver has certified. Notice that these buttons are no

longer options.

Certifications can be done…

…on any computer with internet access.

…as early as the last shift has been worked in the pay period … you don’t have to wait until the last day in the pay period.

…by a time approver’s supervisor. If a time approver is not able to certify, their supervisor must do so for the employee to get paid.

Student and Hourly Employees will…

…accurately enter the start and end time for each shift worked.

…certify no later than the last day of the pay period (the 15th or the last day of the month depending on which pay period it is).

Employee Responsibilities

Time Approver Responsibilities

Time Sheet Approvers will…

…train all employees whose time sheets they approve on how to use the online time sheets.

…certify each employee’s time sheet no later than the first business day after the end of the pay period (the 16th or the 1st of the following month depending on which pay period it is).

Questions / Comments / Concerns

TimeSheetDL@evergreen.edu

Contact this distribution list

and the appropriate person will respond: