southeast missouri state university · 2014-06-24 · southeast missouri state university...

Southeast Missouri State University

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Table of Contents

Chapter One: Employee Self Service…………………………………………………………1-1 Lesson 1-1: Logging on to Self Service……………………………………………….….1-2 Lesson 1-2: Pay Information………………………………………………………………...…1-4 Lesson 1-3: Tax Forms………………………………………………………........................1-8 Lesson 1-4: Leave Balances…………………………………………………………………….1-10 Lesson 1-5: Job Summary……………………………………………………………………….1-11 Chapter Two: Employee Web Time Entry………………………………………………….2-1 Lesson 2-1: Web Time Entry Flow Chart……………………………………………….2-2 Lesson 2-2: Logging on to Self Service…………………………………………………2-4 Lesson 2-3: Accessing Self Service Web Time Sheet……………………….2-6 Lesson 2-4: Biweekly and Monthly Web Time Entry…………………………..2-9 Lesson 2-5: Temporary and Student Web Time Entry…………………….2-14 Chapter Three: Web Time Entry Approval……………………………………………… 3-1 Definition of Terms…………………….……………..……………………………………………….3-2 Lesson 3-1: Logging on to Self Service………………………………………………….3-3 Lesson 3-2: Accessing Time Sheets for Approval………………………………3-5 Lesson 3-3: Setting Up a Proxy…………………………………..………………………….3-6 Lesson 3-4: Viewing Time Sheet Detail………………………..……………………….3-7 Lesson 3-5: Correcting and Approving Time Sheets…………………………3-10

Chapter One: Employee

Self Service Chapter Objectives:

• Pay Information – Direct deposit, earnings history, pay stubs

• Tax Forms – W4 and W2 information

• Leave Balances

• Job Summary

Employee Self-Service provides every employee access to information regarding direct deposit, earnings and deductions history, pay stubs, W4 information, available leave balances, and a history of all university jobs held. Employees with direct deposit will access paycheck stubs through Employee Self-Service.

1-2 Payroll Department

Southeast Missouri State University Experience Southeast…Experience Success

Lesson 1-1: Logging on to Self Service

Use the navigation buttons included in the web page. Do not use the Back/Forward Buttons on the browser.

11.. Open the Internet Explorer browser and go to http://portal.semo.edu

22.. Log in to portal using SE Key and select Employee tab

33.. Select: My Southeast Self-Service 44.. At My Southeast Self-Service click on link to enter Self-Service

Figure 1-1

My Southeast screen

Chapter One: Employee Self Service 1-3

Payroll Department

55.. Click on “Employee”

Figure 1-3

Employee Self-Service

Figure 1-2

Self-Service screen

Figure 1-3: Employee Self-Service options



Lesson 1-1: Pay Information After you login to the Banner Employee Self Service Menu select Pay Information from the options. The following information is provided based on the selection made.

11.. Click on Direct Deposit Allocation.

Figure 1-4

Employee Pay Information screen.

Figure 1-5: Direct Deposit Allocation screen


Payroll Department

22.. Click on Earnings or Deductions History screens

Click on Earnings History or Deductions History

Select the from and to dates to view and click display

View total gross pay and hours for each available earnings for earnings history

View employee deductions and employer deductions for each available deduction for deductions history

Click on a specific earnings code to view monthly detail per earnings

Figure 1-6: Earning History screen



Figure 1-7: Deduction History screen


Payroll Department

33.. Pay Stub

Pay Stub Detail screen provides detailed information of earnings and deductions for each paycheck. Check or direct deposit information and pay stub summary is included in the screen display.

Click on Pay Stub from options menu Select year and click display Click on pay stub date to view from list of available pay

stubs Click on a specific earnings code to view monthly detail

per earnings

Figure 1-8: Pay Stub Detail screen



Lesson 1-3: Tax Forms

Currently W4 Tax Exemptions or Allowances is the only tax form available through Employee Self-Service. W2 Tax Year Earnings Statement will be available at a future date.

11.. Click on Tax Forms from Employee Self-Service menu.

22.. Click on W4 Tax Exemptions or Allowances.

Figure 1-9

Tax Forms Screen


Payroll Department

W4 Tax Exemptions or Allowances provides Federal tax withholding information based on an employee’s completed W4 form. Information includes filings status, allowances, and additional withholding.

Figure 1-10

W4 Tax Exemptions or Allowances



Lesson 1-4: Leave Balances

After you click on Leave Balances from the Employee Self Service Menu, a summary of leave balances by individual leave categories will appear. Click on the individual Type of Leave to display time earned and taken for individual pay periods.

Figure 1-11

Leave Balances

Figure 1-12

Leave Detail for Vacation leave category


Payroll Department

Lesson 1-5: Job Summary

After you click on Job Summary from the Employee Self Service Menu, a list of all positions held, by title, will appear. Click on the individual Title to display detailed information regarding changes to your job, including effective date, status, job title, department, and reason for change.

Figure 1-13

Job Summary Screen

Figure 1-14

Job Detail displays changes to your job by job Title

Chapter Two: Employee Web Time Entry

Chapter Objectives: • Web Time Entry Flowchart

• Logging on to Self Service

• Accessing the Self Service Web Time Sheet

• Biweekly (Hourly) Employee Web Time Entry

• Monthly (Salaried) Employee Web Time Entry

Web time entry and approval is required for virtually all jobs at Southeast Missouri State University. Temporary and student employees are responsible for daily time entry via Self-Service, entering time-in and time-out on their personal electronic timesheets. Exempt (salaried) and non-exempt (hourly paid) employees who accrue leave time are also responsible for recording daily exception time (e.g. vacation, unverified and verified sick) on their personal electronic timesheets via Self-Service. In both instances, designated approvers are responsible for forwarding timesheets to Payroll via the web.

The departments of Facilities Management, Public Safety and Transportation, and Show Me Center employees will have their time worked entered and approved by departmental timekeepers in Internet Native Banner (INB) via the web.



Lesson 2-1: Web Time Entry Flowchart

Figure 2-1

Time Entry Flowchart

Employee Enters Southeast Employee

Self-Service

Employee Opens Timesheet for Current

Pay Period

Employee Opens Timesheet for Update

Employee Enters Time IN and OUT or Exception Time

Save and Update Daily

Last Work Day of Pay Period, Employee

submits Timesheet for approval to Approver

Approver submits Timesheet to Payroll

for Processing

- - - Step required only if changes are necessary to timesheet

Chapter Two: Web Time Entry 2-3

Payroll Department

11.. Employees enter the Southeast Missouri State University Portal 22.. Employees log into My Southeast Employee Self-Service 33.. Employees open the timesheet for the current pay period 44.. Enter Time In 55.. Enter Time Out

66.. Enter any exception time

77.. Save and update daily

88.. On the last day of the pay period, submit the timesheet to the approver for approval

99.. Approver reviews and approves the timesheet submitting it to payroll for processing 1100.. If for any reason changes are necessary to the timesheet, the employee must open the

timesheet for update







Figure 2-2

My Southeast screen

Figure 2-2: Banner Login Screen


Payroll Department


6. From the My Southeast Main Menu screen click on Employee to access your Employee Self Service menu.

Figure 2-3: Enter Employee Self Service



Lesson 2-3: Accessing Self Service Web Time Sheet After you click Employee, the Employee Self Service (ESS) Main Menu will appear. Click on Time Sheet.

Figure 2-4: Enter Time Sheet


Payroll Department

For Designated Time Approvers: 1. The Time Reporting Selection screen appears if you are designated as a time approver. If you are not a designated time approver, the Time Sheet Selection Screen appears (see step 4).

22.. Select “Access my Time Sheet” by clicking on the corresponding radio button under My Choice.

33.. Click on the Select button.

Figure 2-5: Time Reporting Section



For Employees who are not Time Approvers: 44.. The Time Sheet Selection screen appears.

55.. You will need to select the appropriate job if you have more than one job listed. Select the

appropriate job by clicking on the radio button next to the job. 66.. Select the pay period for time entry from the Pay Period and Status drop down box and

click on Time Sheet button. Be very careful to choose the correct pay period for reporting.

Figure 2-6: Time Sheet Selection

Figure 2-7: Pay Period and Status Selection


Payroll Department

Lesson 2-4: Biweekly (Hourly) and Monthly (Salaried) Employee Web Time Entry

If you are a regular University Employee (excludes temporary and student employees) only absences are reported. If you have more than one job you will only report exempt hours for the eligible job (see page 2-8 for instructions on selecting a job).



11.. Access the Time and Leave reporting screen for the appropriate job and pay period for which

you are reporting absences. Monthly screens will look similar to the one pictured below. 22.. Locate the type of earnings (such as vacation or unverified sick leave) for which you need to enter time. 33.. Locate the Enter Hours link in that row under the date for which you are reporting. 44.. Click on the Enter Hours link.

Submission of time must allow timekeeper approval before this deadline.

Figure 2-8: Enter Hours link


Payroll Department

5. The Time and Leave Reporting for that date and earnings type will appear. Type in number of hours and minutes of exempt time using the 99:99 format.

66.. Click on the Save button.

7. Once saved, the hours reported will populate for the earnings for the date selected.

Figure 2-9: Save Data


Enter hours

Figure 2-10: Time and Leave Reporting



88.. Once exception time reporting has been completed for the day, click on Exit.

99.. Close your web browser to protect your privacy. NOTE: To submit exempt time for the pay period you must enter the Time and Leave Reporting Screen and click the Submit for Approval button. Be sure to submit your time by the deadlines established by payroll.

Figure 2-11: Exit

Figure 2-12: Submit for Approval


Payroll Department

CCoommpplleettiinngg tthhee PPrroocceessss 10. Once time is submitted for approval you may click Exit (near the top, right of the Time and Leave Reporting form).

11. Close your Web browser to protect your privacy.

Figure 2-13: Exit



Lesson 2-5: Temporary and Student Employee Web Time Entry

The Time and Leave Reporting page will appear (see Figure 2-14). If you are a salaried (paid monthly), employee, please go to page 2-9. If you are a temporary or student employee, please continue with these steps to enter your time.


Payroll Department

11.. Locate the Regular Biweekly Hours row heading. Follow it across the row to the “Enter Hours”

links. Locate the Enter Hours link for the current date.

22.. Click on the Enter Hours link to access your time input screen. The Time In and Out Screen will appear.



Figure 2-14: Time and Leave Reporting

Figure 2-15: Enter Hours



33.. Format for times must be entered using 99:99 format, and at 15 minute intervals. Enter

the Time In and select AM or PM from the drop down box.

44.. Enter the Time Out (99:00 format with 15 minute intervals) and select AM or PM.

55.. Click on the Save button. Once the save button has been selected your total hours will

be displayed. 66.. To exit Time In and Out menu click on the Timesheet button. Total Hours will be

automatically carried forward into the Time and Leave Reporting Screen.

Step 1: Time In

Step 2: Time Out Step 3: Save Step 4: Click Timesheet to return to the current timesheet.

Figure 2-16: Time Entry


Payroll Department

77.. On the last day worked for the pay period, click on the Submit for Approval button at the bottom of

the Time and Leave Reporting form.

88.. A screen will appear that asks you to re-enter your PIN. This is a security measure to verify that your time is being entered by you. Enter your PIN.

99.. Once time is submitted for approval you may click Exit (near the top, right of the Time and Leave

Reporting form).

1100.. Close your web browser to protect your privacy.


Chapter Three: Web Time Entry Approval

Chapter Objectives: • Logging on to Self Service

• Accessing time sheets for approval

• Setting up a proxy

• Viewing time sheet detail

• Correcting and approving time sheets

• Entering comments

Web time entry and approval is required for virtually all jobs at Southeast Missouri State University. Employee supervisors will be responsible for approving the hours submitted through web time entry. Once the supervisor has approved hours worked and exception time, they will be automatically loaded into the payroll process for payment. Approval of time records must occur by 12:00 p.m. Tuesday after the end of the pay period unless notified otherwise by the Payroll Department.



Definition of Terms Approver: The Primary Approver is a university employee who is responsible for

checking the accuracy of employee time records and then approving them so that they are submitted to Payroll for processing.

Pay Number: The Pay Number is the number assigned to the Period for which time may be

submitted by employees. This can be found by reviewing PTRCALN. Pay Calendar: The Pay Calendar clearly defines the days included in each pay period, and

the days for which each pay period is open to accept web time updates and approvals. Approvers may query from PTRCALN for specific years, under the PAY ID of BW or MN.

PAY ID: The Pay ID identifies the payroll employment cycle. The Pay ID for

university employees are BW for biweekly and MN for monthly. Proxy: A Proxy Approver is a university employee that is identified by the Primary

Approver to approve employee time sheets in the event of the Primary Approver’s absence.

Organization: Equivalent to the user’s department. It will be used when submitting and

approving all employee hours. Position: This is the employee’s position number within the university. Routing Queue: This established the approver path the employee’s time sheet takes when it is

submitted for approval via the web.

Chapter Three: Web Time Entry Approval 3-3

Payroll Department





Figure 3-1

My Southeast screen

Figure 3-1: My Southeast Login Screen




7. From the My Southeast Main Menu screen click on Employee to access your Employee Self Service menu.

8. After you click Employee, the Employee Self Service (ESS) Main Menu will

appear. Click on Time Sheet.

Figure 3-3

Employee Self Service


Payroll Department

Lesson 3-2: Accessing Time Sheets for Approval

2. The Time Reporting Selection screen appears for all time approvers.

22.. Select Approve or Acknowledge Time by clicking on the corresponding radio button under My Choice.

3. Leave Self in Act as Proxy unless you are acting as a proxy for someone else. If acting as a proxy, then select the name of the person form the drop down list.

44.. Click on the Select button.



Lesson 3-3: Setting up a Proxy 11.. At the Time Reporting Selection screen click Proxy setup.

22.. A Proxy Setup screen will appear (see Figure 3-16). Select the name of the person you

wish to have as a proxy.

3. Check the add box and click save. If more then one proxy is to be selected repeat.

44.. When proxy selection is complete click Time Reporting Selection to begin the time

approval process.


Payroll Department

Lesson 3-4: Viewing Time Sheet Detail

11.. Select a department by clicking on the corresponding radio button under My Choice.

22.. From the drop-down Pay Period list, choose the time period you wish to approve (the most recent pay period appears by default).

33.. Select the Sort Order for which you wish records to be displayed.

4. Click Select.



6. The Department Summary screen will list employees, grouped by time sheet status. 7. Time sheets in Pending status can be approved. Time sheets will be in pending status when the employee has submitted his/her time sheet for approval.

7. Employee time sheets that have not been submitted for approval will appear either as In Progress (time sheet has been started) or Not Started (time sheet has not been initiated)

9. To view time sheet detail click on the employee name under Name and Position.


Payroll Department

10. Click Routing Queue to view action information by employee and approver.

99.. Click Account Distribution to view default account information for the pay period. NOTE: If account information is incorrect please contact the Payroll Department by submitting an email with the correct account information to [email protected]

Figure 3-11: Account Distribution Default Data



Lesson 3-5: Correcting and Approving Time Sheets

1. Click Change Record on the Employee Details screen to correct time entered by an employee.

5. From the Time and Leave Reporting screen click on the hours to be modified.

6. Enter correct hours for the date listed and click Save.

Figure 3-12A

Change Records

Figure 3-12: Change Record


Payroll Department

7. To make identical changes to another day in the pay period click Copy and check days changes are applicable.

5. Click Time Sheet.

6. Click Next at the bottom of the time sheet to view the next week of the pay period.

77.. Click Return for Correction to send time sheet back to employee for corrections. You must notify the employee that the time sheet has been sent to them for corrections.

Figure 3-14

Return for Correction

Figure 3-13: Copy and Save



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10. Click Previous Menu to take you back to the Employee Details screen.

Figure 3-15: Comments

Enter Comments

View Employee Comments

Figure 3-16: Comments


Payroll Department

1111.. Click Approve when accurate or corrected and verified time sheets are ready for approval.

12. Verify that the employee’s time sheet transaction status has changed from pending to Approved, as listed on the Time Sheet screen.

13. Select Previous Menu in Employee Details screen to approve other time sheets as necessary, or click Exit to end your session.

Figure 3-18: Approval Status

Figure 3-17: Approving Time Sheets

southeast missouri state university · 2014-06-24 · southeast missouri state university...

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