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1
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2
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- Provide an overview of the new system and benefits
- Demonstration
- How to…
- Login
- Review time/leave reported by employees
- Enter tim/leave on behalf of employees
- Approve/process time/leave for employees for the current period
- Process time/leave for a prior period
- View time/leave history for employees
- Q & A
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3
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- Current methods are manual and inefficient
- Maximizes time/leave processing accuracy
- Employees can enter time/leave remotely in a secure environment
- Allows supervisors to approve time/leave for direct reports online
- Enables supervisor to notify employees if changes need to be made to a
time/leave record
- Allows employees and supervisors to review time/leave history
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4
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- Salaried Exempt – Salaried employees who are exempt from earning
overtime
- Salaried Non-Exempt – Salaried employees who are NOT exempt from
receiving overtime (fill out time sheet)
- Hourly Employees – Temporary Staff/Student Assistants who are paid on an
hourly basis for actual hours worked (fill out time sheet)
- Authorized Processor – An employee who has been selected as a back-up
person to the supervisor of record to process time and/or leave on
behalf of the supervisor or designated employees.
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5
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- To practice using Webtime Entry in a test environment:
watest.coastal.edu
- This site is available for you to “practice” using Webtime Entry. It is a test environment and it will
not process/update LIVE data.
- Click on link “Use Coastal Version of WebAdvisor Test”.
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6
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- To use “Live” system beginning in July 1, 2008: (June 29, 2008 live date
for hourly employees)
webadvisor.coastal.edu
- This system will update the payroll system. Be sure you do your entry in “LIVE” as
of the dates specified above.
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7
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- Please do not check the “electronic signature” box during the training.
- If you do, you will not be able to participate in the practical training
portion of this session.
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8
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9
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10
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11
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12
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13
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14
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15
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16
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17
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18
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19
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- Go to the ‘Time Approval (for Supervisors)’ screen by using your arrow
back button on your browser.
- In the top right corner you will see a link labeled ‘Click here to
adjust leave time from a prior period’.
Next, click on the link.
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20
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- You will be prompted Enter your CCU ‘User Name’ and ‘Password’ to access
the form.
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21
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- This is the screen you will use to report or amend leave from a prior
period for an employee.
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22
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- Select the name of the employee you plan to make a leave change for from
the employee list.
- To ADD leave: Enter Start Day,
End Date (if multiple days), Leave Type, Time (# leave hours) and
Comments.
- To REMOVE leave: Go to ‘Leave
Time History’ section in the bottom left section of the screen. Click on ‘Remove’ link next to the
date(s) you want to remove.
- To ADJUST leave: You must remove
the leave already submitted for that particular day (see instructions to
‘remove leave’ above) and then enter the correct amount of leave (see
instructions to ‘add leave’ above).
Note: You may use the
calendar function if you would like instead of manually entering the
‘Start Day’ and/or ‘End Day’.
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23
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24
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25
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26
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27
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- If the supervisor or authorized processor rejects a record, the employee
will need to make the correction.
Exceptions: Supervisors
will have to make the changes when…
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-An employee is not available to make correction prior to
payroll processing.
OR
-The ‘Cut-Off’ date has passed for the employee. The supervisor’s Cut-Off DATE is one
calendar day after the employee’s Cut-Off date. The cut-off time is 12:30 PM.
- Leave changes cannot be entered for a prior period. Refer to slides 19 – 22. The instructions are the same for
salaried non-exempt personnel.
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28
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- When a non-exempt employee fills out the webtime entry form, he/she will
not record overtime separately.
Instead, the employee will enter all hours worked in the column
labeled ‘Hours Worked’. The
system will automatically calculate the overtime amount once the
employee closes out of the session.
- As a supervisor/authorized processor, you will notice that ‘Overtime’
has been separated from the ‘Hours Worked’. That is because the system has already
done the calculation for you.
Refer to next slide.
- During the implementation period, the preferred method of processing
hours worked over 40 will be as overtime paid in lieu of compensatory
time accrual.
- The system will allow salary non-exempt employees to enter overtime from
a prior period. However, leave
time taken from a prior period will be handled in the same manner
described for salaried exempt personnel.
- Salaried Non-Exempt employees are only eligible for overtime or
compensatory time if they actually work over 40 hours in a specified
work week.
- Salaried Non-Exempt employees are expected to report ACTUAL hours
worked.
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29
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- Salaried Non-Exempt employees are only eligible for overtime or
compensatory time if they actually work over 40 hours in a specified
work week.
- Salaried Non-Exempt employees are expected to report ACTUAL hours
worked.
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30
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31
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32
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33
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- HOURLY EMPLOYEES WILL BE MOVING TO A BI-WEEKLY PAYROLL IN JULY.
- Bi-weekly payroll will occur every other Friday. Go to www.coastal.edu/payroll to view
the bi-weekly payroll schedule for the remainder of 2008. You will also find an FAQ on the
Payroll website.
- If you have hours to be paid on July 15th, you will be paid as you
normally would.
- The first bi-weekly payroll will be paid on July 25, 2008. Hours worked for the weeks ending July
5 and July 12 will be paid on July 25th.
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34
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- Hourly employees will be responsible for entering actual work hours
themselves. They should update
their hours in the Webtime system daily. Time should be entered in a time in/out
manner.
- Hourly employees must report their hours worked before the ‘Cut-Off’
date. If they do not submit their
hours timely, their hours will not be processed on the next scheduled
payroll.
- Hourly employees have been instructed to notify their supervisors if
they did not report their hours before the ‘Cut-Off’ date. They should notify their supervisors
via e-mail. They should provide
their supervisors with the
following information: dates and time in/time out data for each day
worked. THIS METHOD SHOULD ONLY
BE USED FOR RARE EXCEPTIONS.
- The system will allow hourly employees to enter overtime from a prior
period.
- Cut-Off Date – The last day an employee can enter time and leave for a
specific pay period. The Cut-Off date for hourly employees is on the
Monday following the completion of the bi-weekly time entry form at
12:30 p.m. Your ‘Cut-Off’ date as
a supervisor or authorized processor will be a different date. Refer to Bi-Weekly payroll schedule.
- If you reject time for an employee, the hourly employee is expected to
correct any changes you request
unless the ‘Cut-Off’ date has passed.
- Hourly employees will be able to enter their time worked remotely.
- Hourly employees will not record overtime separately. Instead, the employee will enter all
hours worked in the specified format.
The system will automatically calculate the overtime amount once
the employee closes out of the session.
- Paper timesheets will NOT be accepted after June 28, 2008 for hourly
personnel.
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35
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36
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37
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- Training for employee users (non-supervisory) has been added to the
Web-time Entry training
schedule. Attendance is
voluntary.
- If employees do not attend the training, they can view the tutorials and
“Frequently Asked Questions” document posted to the Payroll website as
well as “HREO Workplace” for information on reporting time and/or leave
in the system.
- Employees will be required to begin entering time worked and leave (if
applicable) in the new web-based time keeping system beginning on June
29, 2008 for hourly employees and July 1, 2008 for salaried exempt and
non-exempt employees. Paper time
sheets will no longer be accepted as of that date. For exempt
employees, leave must be reported using Web-time Entry instead of the
current leave reporting system.
- Employees should contact you (as supervisor) should they require
assistance.
- To register for training:
http://www.coastal.edu/hreo/workplace/traininganddevelopment/events.html?mon=06&year=2008. If employees are not certain which
session to attend, they should refer to the column labeled “Session
Description” for clarification.
- Please note that all training sessions will be held in WALL 108.
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38
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- Problems with accessing WebAdvisor:
- E-Mail: webadvisor@coastal.edu
- Questions regarding Webtime Entry System:
- E-Mail: webtime@coastal.edu
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39
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Notes
