Timesheet Submission in Academica TRIO Upward Bound Summer Program June 25, 2018 Room 1700

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1 Timesheet Submission in Academica TRIO Upward Bound Summer Program June 25, 2018 Room 1700 Presentation created by Brittany Thomas

2 *BEFORE WE BEGIN. If you have not already, you will need to call Computing and Information Technology (C&IT; IT department here on campus) in order to set up a temporary login password to access Academica. You will need your Banner ID and you must call them at

3 The Basics Wayne State University pays its staff on a biweekly (every two weeks) basis. Timesheets are due in Academica every other Monday. If you have any issues completing and submitting your timesheet on Monday, it should be reported that day to either myself or Marc Smith. If you do not submit your time by 5pm on the Monday timesheets are due, you will not be able to access the timecard and you will be payed late. You will need to search for and download the Duo Mobile Secondary Authentication App from your mobile device s app store. Duo Mobile serves to add a second layer of security to access of your online accounts. This prevents someone other than you from logging in with your credentials!

4 Logging into Academica If you have not received your temporary password from C&IT yet, you will not be able to access Academica. Once you sign in for the first time, you will be able to change your password to something you will remember (will demonstrate by request later). You will need your WSU Access ID and a password in order to log in.

5 Logging into Academica Enter your WSU Access ID and password into the specified fields.

6 Navigating to the Time Sheet Once logged in, click the Employee Resources link to reveal the dropdown list.

7 Navigating to the Time Sheet (Cont d) Click on the Employee Self-Service link to reveal another drop-down list. Select Time Sheet to navigate to the Duo Mobile Authentication page.

8 Setting up Duo Mobile *You will need to select your preference between mobile phone, tablet, and landline options (U2F token not available). I suggest using a mobile phone, because it is on you all the time! Duo will prompt you to enter the phone number to which authentication attempts will be transmitted.

9 Duo Mobile Authentication Now that you ve set up Duo Security on your mobile device, you should be able to select either a push, a call or a passcode to transmit to your mobile phone.

10 Duo Mobile Authentication (Cont d) Regardless of what you choose, Duo should now be sending some kind of authentication to your mobile device. (If you sent a code, type that code into the open space that populates by Passcode ; if you called, listen to the automated message and follow the single, simple step; if you sent a push, approve the request that should transmit to your mobile device).

11 Entering Time Sheet If you followed these steps correctly, this is the screen you should see. Make sure your title, department, and pay period are correct, and then click the Time Sheet button to view timecard (circled).

12 Completing Time Sheet Your time sheet should appear as below (**you may only see one line for Web Regular ).

13 Completing Time Sheet (Cont d) Once you click the Enter Hours field in the Web Regular box for your specified day, it will turn purple and the shift and hours fields will appear empty above (circled).

14 Completing Time Sheet (Cont d) Type the number of hours worked into the hours field. Do NOT make any changes to the shift box above. Once you are ready to submit your sheet, or move onto filling in hours for your next day(s), click the save button to ensure all entries get saved!!! (You will repeat this process until the entire 1 st week is complete. Remember, you are only to input time for days worked!) Click SAVE again once the entire 1 st week is filled out. *The key to successfully completing your time sheet..? SAVE, SAVE, AND SAVE AGAIN!

15 Completing Time Sheet (Cont d) Because we get paid every two weeks, you will need to log two weeks of work per pay period! When you are ready to move on to your 2 nd week, click the Next button at the bottom of the screen (circled below). You will repeat the same enter and save method, saving again once all entries have been made. Once the 2 nd week is complete you will be ready to submit your time for approval!

16 Submitting Time Sheet PLEASE DO NOT ACTUALLY SUBMIT YOUR TIMESHEETS! As you can see, I have successfully logged my hours for a full two-week pay period ( = 75). Now I am ready to submit my time sheet to my time sheet approver. Marc Smith or Wendy Weaver are the only individuals who will ever be able to approve your time sheets. So once you submit your sheet, by (figuratively) clicking the Submit for Approval button circled below

17 Time Sheet Submitted You will see messages confirming that you submitted your time sheet on X day and that it is currently waiting on approval from Marc. Congratulations, you have successfully completed your timesheet!

18 Additional Tidbits Please utilize all handouts given today as you go forward. You should have picked up a pay calendar with pay period service dates and pay dates, a list of Monday time sheet due dates, as well as a copy of this presentation. Although your time sheet is no longer in your hands, I recommend that you log into Academica periodically to check the status of your time sheet to ensure it has not been kicked back to you for errors and that (after Tuesday approval deadline) it states that it has been approved by Marc (or Wendy) on X day. If you have Academica access today, and you would like help with changing your password, I will come around the room and show you individually. Remember, if you ever have any questions or concerns regarding your time sheet during completion, before submitting or before approval, please reach out to myself or Marc to ensure any problems are resolved allowing you to receive payment on time!!!

19 Thank you for your time!! Brittany A. Thomas, Program Secretary (313) Marc Smith, Program Director (313)

URI Online Time Cards

URI Online Time Cards Some facts to know 1. Time cards are due to be approved by 12 noon on the last Friday of a pay period. Employees who have a job with scheduled weekend hours have until 10am on Monday