banner web time entry · 2020. 9. 1. · banner web time entry page 14 of 19 compensatory time...

Banner Web Time Entry

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Introduction Welcome to Banner Web Time Entry! Banner Web Time Entry is the time sheet tool Calhoun Community College employees will use to enter hours worked for payroll. Banner Web Time Entry can be accessed via MyCalhoun through Calhoun Community College’s main web page. In general, completing your time sheet under Banner Web Time Entry can be summarized in 6 easy steps:

1. Log into MyCalhoun;

2. Locate the One ACCS Banner Self Service tab;

3. Log in to self-service using your Calhoun email and MyCalhoun password;

4. Select “Employee” from the Main Menu options;

5. Select “Time Sheet”;

6. Enter, save, certify and submit the time sheet to your supervisor for approval;

Helpful Reminders When completing your time sheets, entries consist of time worked, holidays and leave time. Leave time includes: annual, sick, personal, jury duty, FMLA, comp time and LWOP.

Please note: When navigating the Web Time Entry tool, do not use your browser’s “back button” to return to a previous screen. Use the navigation/control buttons, boxes and links in Banner Web Time Entry.

Background Staff employees are divided into two groups for time reporting and each group records time a little differently. This documentation applies only to Full-time Support Staff. Full-time Support Staff will complete the following:

Report time in and out, including lunch


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Report hours worked each day including overtime

Report leave hours/comp time taken

Submit time sheet to approver It is imperative that employees submit their electronic time sheets to their supervisor allowing sufficient time for supervisor approval and processing. If you have hours to report and are going to be out of the office or will be unable to access the Web Time Entry tool, submit/certify your electronic time sheet before you go.

Supervisors must ensure that all time sheets are approved by the deadline. If time sheets are not approved and

submitted to payroll by the due date and time, paychecks will be delayed or inaccurate. Let’s Get Started The following are detailed instructions for completing and submitting for approval time sheets using the Banner Web Time Entry Tool. Please familiarize yourself with those sections applicable to your situation.


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1. Log into MyCalhoun using your employee (A) number and your password.

2. Click on One ACCS Banner Self Service in the Quick Links menu on the right.


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3. Enter your Calhoun email address and re-enter your password.

4. Click on the Employee Tab


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5. Click on Time Sheet


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6. Select Access my Time Sheet, then click Select at the bottom


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7. Be sure you are on the correct pay period, then click on Time Sheet button

Earnings available to you are:

Time worked

o Time worked refers to the actual time worked each day during the current pay period. In and out

times for the day and for lunch period.

o Enter your beginning and ending time on each day that you work. This time must reflect begin

and end times of lunch periods. Be accurate!

Annual - Enter time in and out. Include time in/out for lunch period if taking a full day.

Sick - Enter time in and out. Include time in/out for lunch period if taking a full day.

Personal - Enter time in and out. Include time in/out for lunch period if taking a full day.


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Comp Time Used - Enter time in and out including lunch period

Holiday - Enter time in and out including lunch period.

College Closed – refers to time where the President closes the College early (e.g. weather, prior to

holidays, etc.). Enter time in and out. Include time in/out for lunch period if released a full day.

Overtime 1.5 – Enter time in/out of the actual time the overtime began and ended. o An Overtime Work Agreement approving the overtime hours is required. o Extra Hours Straight Time - used by 20/25/30/35 hour employees if required to work additional

hours above 20/25/30/35 hours but no more than 40 hours.

Compensatory Time Earned (1.5x) - Enter time in/out of the actual time the overtime began and ended. o An Overtime Work Agreement approving the comp hours is required.

Prior Annual, Sick, Personal – refers to leave taken from a previous pay period that was not reported during that pay period. Choose the correct type of leave and report hours on a non-work day. **INCLUDE A COMMENT STATING THE ACTUAL DAYS/HRS OF LEAVE TAKEN**

FMLA – Unpaid leave that requires prior approval. Sick leave must be exhausted before the unpaid portion begins.

Leave Without Pay o All other leave must be exhausted and requires prior approval from your Supervisor and the

President. Leave without pay, except for FMLA, is reported to the Chancellor.


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Entering Time Worked

1. Click “Enter Hours” on the correct day on the Time Worked row.


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2. Enter the time in and out specifying the lunch break.

3. Click “Save” to save entry.

4. Click “Next Day” box to continue entering data for consecutive work days. To advance past non-work

days (ex. Saturday & Sunday), click “Next Day” until reaching the first weekday of the following week.


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Entering Leave Taken

Leave must be requested and approved in advanced via the Leave Request Form. When the leave is

approved by your supervisor, enter the leave hours into the Web Time Entry system

1. Click “Enter Hours” on the correct day and type of leave.


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2. Enter the time in and out specifying a lunch break.

Do not be overcharged on your leave taken! If you enter 7:45 to 5:15 and do not enter a lunch

break, the Web Time Entry system will automatically charge you 9.5 hours of leave taken

instead of the actual 9 hours. Make sure you enter a lunch break.

3. Click “Save” to save entry.


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Compensatory Time (Comp time)

Comp time earned is reported and tracked in Web Time Entry. Comp time must be used before you may

take annual leave.

Reporting Earned Comp time: Select enter hours on the correct day in the “Comp Time Earned 1.5x”

row. Follow steps 1 through 3 under entering time. Note: If your comp time is earned during your

lunch break, enter your normal lunch break time under “Time Worked”. Enter the normal time you

would take lunch under “Comp Time Earned 1.5x”.

Reporting Comp Time Taken: Select enter hours on the correct day in the “Annual or Comp Time

Taken” row. Follow steps 1 through 3 under entering time. The system will first deduct the hours

from your comp time leave balance and then deduct from your annual leave balance. You may

receive a warning that states “Possible insufficient leave balance”. This may mean that you do not

have enough comp time hours to cover the time taken. Remember – you can monitor your leave

balances in your MyCalhoun Employee tab.

Comp time is reviewed at the end of each leave year, August 31st. Any remaining balance will be paid out

in your September paycheck.


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Reporting Leave from a Previous Pay Period Web Time Entry does not allow an employee to report leave on the correct workday for a prior pay period

that is closed. For this reason, a different process is utilized to report unreported leave. Unreported leave

should be a rare occurrence. An example would be if there were a change in schedule after the timesheet

entry period has been closed. Because you cannot log these hours on the correct day, identify a day in the

current pay period that you did not work such as a weekend day. Follow steps 1-3 in the “Entering Time

Worked” section to enter the unreported time on the selected empty day. You can enter up to 24 hours of

time on one day.

VERY IMPORTANT: You must state the actual work dates and times of the unreported leave in the

comments section of the timesheet. Your timesheet will be returned if the comment is missing. Only

report leave that you failed to include on a previous timesheet. If you have incorrectly reported hours worked on a previous closed timesheet, please print the previous

timesheet. Indicate the corrections on the printed sheet. Submit the corrected copy, signed by you and

your supervisor, to the Payroll office. Unsigned copies will be returned to the department for signature.


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Submitting Your Timesheet

1. Repeat steps 1-4 in the “Entering Time Worked” section until all hours worked and leave taken are

entered.

2. Click “Preview” to review your entire month’s timesheet. If you are satisfied with all entries, select

“Previous Menu.”

3. Click the “Submit for Approval” button when you are satisfied all hours worked and leave taken for

the pay period are entered and correct.


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4. Read carefully the Certification, enter your PIN (your MyCalhoun password), and click the

“Submit”button.

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Your MyCalhoun password

You will receive a message at the top of the page indicating your time sheet was submitted successfully


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Frequently Asked Questions

1. How do you I report FMLA leave?

Employees must exhaust sick leave as a part of FMLA. If you have available sick leave, enter sick

leave as described in the “Entering Leave Taken” section. Indicate in the comments that the time is

approved FMLA leave. If you do not have sick leave, time should be entered in “FMLA” as described

in the “Entering Leave Taken” section and indicate in the comments that the time is approved FMLA

leave.

2. What if I reported 3 hours of personal leave but it should have been 3 hours of sick leave?

If you have incorrectly reported hours worked on a previous or closed time sheet, please print the

previous time sheet. Indicate the corrections on the printed time sheet. Submit the corrected copy,

signed by you and your supervisor, to the Payroll office.

3. What if I reported hours worked but it was actually leave without pay?

If you have incorrectly reported hours worked on a previous or closed time sheet, please print the

previous time sheet. Indicate the corrections on the printed time sheet. Submit the corrected copy,

signed by you and your supervisor, to the Payroll office.

4. My supervisor told me my time sheet was returned for correction. What do I do?

If your supervisor has returned your time sheet for correction, click the “Return Time” button, make

corrections and click “Save”. Click “Resubmit” to return the time sheet to your supervisor for

approval.


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Status Definitions:

Not Started – The employee has not touched (extracted) their time sheet. The approver should monitor this status

throughout the pay period to ensure all time sheets are started.

In Progress – The time sheet has been started. If the time sheet is in this status when the due date/time has passed, the

Submit button will disappear. In the event that the time period to enter time has closed before the employee has

submitted a complete time sheet, the Approver will need to Submit and Return.

Pending – The time sheet has been submitted for approval. If necessary, the employee can get the time sheet back to

enter corrections by clicking Return Time. The time sheet will remain in Pending status until the Approver approves it,

which will then convert it to an Approved status.

Return for Correction – The time sheet has been returned to the employee for correction. The approver must contact

the employee regarding the return of the time sheet.

Approved – The time sheet has been approved by the approver.

Completed – The time sheet has been successfully processed through the payroll cycle.

Error – Occasionally an employee’s time sheet will fall into Error status as a result of improper navigation or issues in the

Banner database, such as a change in Supervisor. Contact the Payroll Office if you have any questions when trying to

correct an Error time sheet.

banner web time entry · 2020. 9. 1. · banner web time entry page 14 of 19 compensatory time...

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