Web Time Entry
Employee
Training Manual & User’s Guide
Banner Web Time Entry System
Table of Contents
Introduction to Web Time Entry (WTE) 2
Timeframes and Deadlines 2
2008 Payroll Calendar 3
Logging-on 4
Overtime Eligible Employee Time sheets 6
Student Employees Timesheets 8
Submitting Timesheets for Approval 9
Overtime Exempt and Faculty ‘Exception Time Reporting’ 9
Submitting Exception Time Reports for Approval 11
Other Functions and Definitions Associated with WTE 13
Requesting Leave (all employees) 14
Printing Records 15
Logging Off the System 16
Answers to Frequently Asked Questions
Web Time Entry 17
Comp Time/Overtime 18
Quick References
Web Time Entry 19
Leave Requests 20
Printing 20
Introduction
Web Time Entry
Self Service Web Time Entry is a web-based time entry system designed to improve accuracy and eliminate loss or delays in paper processing of physical timesheets and leave requests. The Web Time Entry system allows you to log into a secure website and enter the hours and leave online from any computer with access to the Internet. Your time and/or leave is then approved online by your supervisor and sent electronically to Payroll for processing.
Overtime Eligible Employees
Overtime eligible employees will input their hours worked and leave taken into this automated system. You will also use this system for submitting leave requests. Student employees will also report their hours using Web Time Keeping.
Overtime Exempt Employees
Overtime exempt employees will utilize this system for “Exception Time Reporting” where you will record any leave taken in eight hour increments or verify that no leave was taken during the pay period. You will also use this automated system for submitting leave requests.
Faculty
Faculty employees will only record 'exception time'. There are two ways in which exception time can be reported for faculty, Web Time Entry and Department Time Entry (covered ina separatetraining manual). Web Time Entry iswhere you will record anyleave taken in eight hour increments or verify that no leave was taken during the pay period. You will also use this automated system for submitting leave requests.Pleasecontact your Human Resources Director to inquire which way your campus will be submitting exception time for faculty.
Timeframes and Deadlines
In order to be paid each month, it is critical that you submit your timesheet by the deadline. You are responsible for submitting your electronic timesheets to your supervisor. Without a timesheet, the supervisor is unable to approve your time and/or leave and without the supervisor’s or their proxy’s approval, you will NOT be paid until the following pay period.
The pay period for all institutions within the South Dakota Board of Regents is the 22nd of the month through the 21st of the following month.
Timesheets must be submitted by 10 a.m. on the first business day after the pay period ends. The SNAP portal will indicate when electronic timesheets are due. It is important to watch these due dates as they WILL fluctuate when holidays and weekends fall on the 22nd of the month. The payroll department will also send reminders each month when timesheets will be due. Pay day is the last working day of each month.
TENTATIVE2008 Payroll Calendar for Web Time Entry
Hours must be submitted through Web Time Entry by 10:00 a.m. one business day after the end of the pay period.
Approvers have until 5:00 p.m. that same day to approve the hours.
Pay Period / Start date / End date / Input deadline: Employee – 10 am
Approver – 5 pm / Check date
1 / Dec. 22, 2007 / Jan. 21, 2008 / Jan. 22, 2008 / Last Working Day of January
2 / Jan. 22, 2008 / Feb. 21, 2008 / Feb. 22, 2008 / Last Working Day of February
3 / Feb. 22, 2008 / Mar. 21, 2008 / Mar. 24, 2008 / Last Working Day of March
4 / Mar. 22, 2008 / Apr. 21, 2008 / Apr. 22 2008 / Last Working Day of April
5 / Apr. 22, 2008 / May 21, 2008 / May. 22, 2008 / Last Working Day of May
6 / May 22, 2008 / Jun. 21, 2007 / Jun. 23, 2008 / Last Working Day of June
7 / Jun. 22, 2008 / Jul. 21, 2008 / Jul. 22, 2008 / Last Working Day of July
8 / Jul. 22, 2008 / Aug. 21, 2008 / Aug. 22, 2008 / Last Working Day of August
9 / Aug. 22, 2008 / Sep. 21, 2008 / Sep. 22, 2008 / Last Working Day of Sept
10 / Sep. 22, 2008 / Oct. 21, 2008 / Oct. 22, 2008 / Last Working Day of October
11 / Oct. 22, 2008 / Nov. 21, 2008 / Nov. 21, 2008 / Last Working Day of Nov
12 / Nov. 22, 2008 / Dec. 21, 2008 / Dec. 22 2008 / Last Working Day of Dec
Note: Employees may begin inputting time online the first day of the pay period.
Logging On
You will access the Web Time Entry System through the SNAP employee portal which is accessible from any computer with access to the Internet. You will be issued a User Name and Password to log on to the portal and your access and authorizations within the Web Time Entry system will be driven by this sign-on. Because of the sensitive nature of payroll information, you should not share your ID or password with anyone. It is also important to log off of the system when you have finished.
1. Using the internet, access the employee portal using one of the following web links:
a. When in training access the portal at http://testportal.sdbor.edu
b. To access the “live” portal following training use http://snap.sdbor.edu
2. Enter your employee portal user name and password
3. Click on the employee tab
4. On the employee page, in the Time Reporting channel, click on the pay period link located under your title to access the timesheet for the pay period listed. If you have multiple positions, they will be listed separately and you will need to record your hours and/or leave separately for each position.
Verify that all your active positions are listed here; if they are not, notify your supervisor and/or human resources. You may not be able to see all your positions within the time reporting channel. To see all your positions, click on one of your positions, then scroll down and click on Position Selection. You will then be able to see all your open positions. Click on the one on which you need to enter time.
The Leave Request More link will allow you to access future pay cycles.
Please proceed to the section specific to your employee classification for further direction on how you will utilize the Web Time Entry system to ensure your payroll is processed each month.
§ Overtime Eligible Employees turn to page 6
§ Student Employees turn to page 8
§ Overtime Exempt and Faculty Employees turn to page 9
Overtime Eligible and Student Employee Time Sheets
Overtime Eligible Employees
1. To enter time, click on the Enter Hours link under the day you worked and on the row for the earnings type (hours worked, leave, holiday, etc.) for which you are reporting hours.
The following definitions apply:
· Hours Worked - Employee’s hourly pay
· Holiday Pay – Regular pay for legal holidays
· Comp Time Taken (CTT)/OT Paid Out (OTP)– A combination of dollars and time for compensating for hours physically worked in excess of 40 hours within a work week. (Only Supervisors, Superusers, and HR will enter the total hrs worked, by the employee, in the OT Paid Out row.)
· Annual Leave Taken – Vacation leave or a supplemental leave for other absences
· Sick Leave Taken – Leave granted for personal illness, pregnancy and related disabilities, medical appointments, counseling and/or treatment for alcohol, drug, psychiatric or counseling care
· Personal Leave Taken – Leave granted for personal emergency reasons: death in the immediate family, temporary care of immediate family, birth or adoption of a child, volunteer police or rescue work, call to state active duty
· Administrative Leave Paid – Leave granted that allows an employee to receive compensation for the hours the employee would normally have been scheduled to work with no loss of leave
· Educational Leave (3hrs/wk) – Three clock hours per week of class work, without being required to make up the time
· Military Leave Paid – Military training leave up to 15 days per calendar year
· Court and Jury Leave Paid – Leave taken for time spent testifying in court or serving on a jury
· Leave w/o Pay Excused – Approved absence from duty for which the employee is not paid
· Inconvenience Pay – Minimum of three hours paid regardless of the actual hours worked: Completed the normal shift and left the workplace, and is unexpectedly required to return to work prior to the beginning of the next scheduled shift and does not continue working into the scheduled shift
· Flexible Schedule – Alternative work schedules enable managers and supervisors to meet their program goals while at the same time, allowing employees to be more flexible in scheduling personal activities
Insert the number of hours worked in the box that will appear.
Hours must be entered for each day working day or holiday within the pay cycle (repeat steps 1 and 2). Click on the Next or Previous buttons at the bottom of the screen to see additional dates within the pay cycle.
2. Click Save.
3. If you have not completed entering your hours for the entire pay period, click Logout on the upper right of the screen or return to the employee self service page on the SNAP portal by clicking on the link labeled Back to Employee Tab. You can return to enter additional hours at a later date.
4. DO NOT click Submit for Approval until you have finished entering all your hours for the entire pay period (22nd of the month to the 21st of the following month). If you mistakenly click Submit for Approval prior to entering all your hours for a specific pay period, you must contact your supervisor.
Student Employees
1. Student employees will record their hours by entering time-in and time-out for each day they work. Time should be entered in 15 minute increments (9:00, 9:15, 9:30, or 9:45, for example). If you work a split shift or take a lunch break, you will enter each work period or shift separately.
2. When you have entered your hours, click Save and your total hours for the day will be automatically calculated. You must click save for your hours to be recorded.
3. You can then select Next Day or go back to Time Sheet. Either option will prompt you to continue entering until all hours worked for the pay period have been recorded.
4. If you have not completed entering your hours for the entire pay period, logout of the system. You can return to enter additional hours at a later date.
5. DO NOT click Submit for Approval until you have finished entering all your hours for the entire pay period (22nd to the 21st of the next month). If you mistakenly click Submit for Approval prior to entering all your hours for a specific pay period, you must contact your supervisor.
Submitting Your Time Sheet for Approval
After you have entered hours for the entire pay period (22nd of the month through the 21st of the next month) and you are ready to submit your time sheet to your supervisor for approval:
1. Click Submit for Approval.
2. After you click Submit for Approval, the screen will indicate that your time sheet was submitted successfully. The bottom of the screen will display the date that the time sheet was submitted. It also indicates that the time sheet is waiting for approval by your supervisor. When your supervisor has approved the time, it will be noted in the Approved By box.
3.
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If you wish, you may log in again before the payroll approval deadline to verify that your supervisor (or their proxy) has approved your time sheet.
Turn to page 13 for additional information on the web time entry system.
Overtime Exempt and Faculty Employees
As overtime exempt or faculty employees you will not record the hours worked, however in order for your payroll to be processed each month, you will need to report if any leave was taken or not – this is referred to as exception time reporting.
Because you are overtime exempt, you are not required to report leave if it is less than 8 hours on any given day. However, when you do report leave, if you have multiple roles specifically outlined in a contract, you will need to split the reporting of leave by the same percentage as your roles are allocated in your contract. So, for example, if you take 8 hours of leave and you have two roles each comprising 50% of your time, you will report 4 hours of leave for one position and use the second link to report the remaining 4 hours of leave under the other position.