Webtime Entry Training for Supervisors

Webtime Entry Training
for Supervisors
How to Review
Time/Leave
• Select: ‘Log In’
• Enter your CCU ‘User Name’ and ‘Password’ *
• Once logged in, Select: ‘Employees’
* Note: (if you do not
know it, click on link on
this screen to locate it)
How to Review
Time/Leave
• Select: ‘Time approval (for supervisors)’
Terminology



Employee Cut-Off Date – the last day an
employee can enter time and leave for a
specific pay period. The Cut-Off date is the
next workday after payday at 11:59 PM.
Supervisor Cut-Off Date - the last day a
supervisor can review/change time and/or
leave for a specific pay period. The Cut-Off
date is the second workday after payday at
11:59 PM.
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.
EXAMPLE
Pay Day:
• Friday - May 13, 2011
Employee Cut Off:
• Monday - May 16
Supervisor
Cut Off:
• Tuesday – May 17
Employee list
is used to:
Cut-Off
Date
J Doe
M. Goofy
M Mouse
D Duck
M Chip
M Dale
A Smith
M Tuesday
M Copper
M Bell
1. Review time and/or leave reported by an employee.
2. Enter time/leave for an employee.
3. Approve time and/or leave entered by supervisor or employee.
Time Approval
Screen
Cut-Off
Date
J Doe
M. Goofy
M Mouse
D Duck
M Chip
M Dale
A Smith
M Tuesday
M Copper
M Bell
• Supervisor may approve, modify, or reject the time.
• To enter or review time/leave entries for an employee, make
sure the ‘Review Entry’ box is checked.
Reviewing an
Employee’s
Time/Leave Record
Overtime hours entered below are subject to verification by payroll based on prior hours posted. Overtime can only be processed/paid for
hours worked over 40 in a specified work week.
Review the entire screen to confirm accuracy of information entered by
the employee.
Reviewing an
Employee’s
Time/Leave Record
Employee
electronic
signature
will appear
here
If NO changes are needed:
1. Enter Supervisor Decision: ‘Approve’ from the drop down menu.
2. Select: ‘Submit’
Reviewing an
Employee’s
Time/Leave Record
Employee
electronic
signature
will appear
here
If CHANGES
must be made:
1. Enter Supervisor Decision: ‘Reject’ from the drop down menu.
2. Enter ‘Supervisor Comments’
3. Select: ‘Submit’
Important
Notes


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…
-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 11:59 PM.

Leave changes cannot be entered for a prior period. Refer to
Leave Amendment instructions.
Important
Notes (continued)

When an 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 when the payroll is
processed.
Suggestion

Remember, there are 2 different ‘Cut-Off’ dates for
employees and supervisors.
– Hourly Payroll (Bi-Weekly)
– All Others (Semi-Monthly)

You may want to obtain copies of the payroll schedule
and note ‘Cut-Off Dates’ on your calendar.
View Employees Time History
How to Review
Time History
• Select: ‘Employee History (for supervisors)’
How to View Employee
History (for Supervisors)
Choose the applicable year and then select ‘Submit’. The rest of the
process is similar to ‘Time history’ segment of this presentation.
Exception, if you have more than one employee you will need to select
the employee record you would like to review.
Leave Amendment
How to Enter
Leave for a Prior
Pay Period
• Select: ‘Leave Amendment Form’
How to Enter Leave for a
Prior Period
(for your direct reports)
Employee List
M Mouse
D Duck
M Goofy
M Mouse
Remove
Remove
Remove
Remove
Remove


You will be prompted to re-enter your CCU ‘User Name’
and ‘Password’ in order to access the form.
You will then select the name of the employee you want to
edit.
If you need assistance…


Contact your HR/Payroll Liaison
or
Contact your Facilities Liaison
Questions and Answers