Arkansas State University Time Tracker for Supervisors

Transcription

1 Arkansas State University Time Tracker for Supervisors Contents Helpful Information... 2 Accessing Time Tracker... 3 Your Dashboard... 4 Approving/Denying Requests... 5 Viewing Hours Worked... 7 Employee Profile... 7 Summary Tab... 8 Cards Tab... 9 Leave Tab... 9 Requests Tab Schedule Tab Log Tab Weekly Summary Report Viewing Timesheet Reports Time Sheet Descriptions Filtering Reports Time Rounding Chart... 14

2 Helpful Information The Time Tracker system is utilized by Full-time Non-Exempt employees to Clock In and Out each day worked for their primary assignments and to submit Leave Requests. Graduate Assistants also use Time Tracker to Clock In and Out. It is your responsibility to monitor your employee(s) hours to ensure their hours are correct. The work week is between Monday and Sunday. Time Tracker will lock the previous week s records every Tuesday at 12:00 p.m. No changes or additions can be made after this time for the previous work week. Chrome is the recommended browser for Time Tracker, but Time Tracker is accessible through other browsers such as Firefox, Internet Explorer and Safari. Please ensure that the browser you use is up-todate. To troubleshoot viewing issues, delete your Internet History. Below are instructions for deleting your internet history through Chrome. Find instructions for other browsers here. 1. Click on the Tools menu 2. Click on History twice 3. Click on Clear browsing data 4. Close the browser and reopen to log in again. Definitions and limitations of Leave Codes: Authorized Leave When campus closes early. For example: before Christmas or Thanksgiving break. Inclement Weather Leave To be utilized by employees for delayed openings due to weather (a maximum of 2 hours). Wellness Release and Education Release - Employees may make use of a three (3) hour per week release time benefit for physical fitness purposes. This program is year round benefit and is available to fulltime, benefited employees. This benefit may not be used in conjunction with the educational benefit. Employees who wish to make use of this benefit should see their supervisor. Contact Payroll Services at for assistance. 2

3 Accessing Time Tracker 1. Log in to my Campus: 2. Click on the Time Tracker icon in the Leave and Timesheet Reporting section 3. The LDAP login screen will appear ask for your username and password. Please re-enter your mycampus credentials on this screen and click on Login. 3

4 The following actions can be submitted by employees: Work Schedule Changes submitted every Monday as their schedule changes Clock In and Out completed each time employee comes in and leaves the office Clock In and Out Time Adjustments completed when employee fails to clock in or out Request Time Card submitted when employee fails to clock out/in for lunch break Request Leave submitted when employee takes off work for vacation, sick, wellness, education, child education, etc Once an employee submits a time or leave request, you will receive an notification. Your Dashboard On the home page of Time Tracker, you will see your name and role granted. In the top right-hand corner, any requests for approval will be noted by the number of requests. Click on the Dashboard square to see an overview of your department and employees time and leave: 4

5 Approving/Denying Requests When your employee submits a request, you will receive an notification. The employee s work week is Monday-Sunday. All requests must be approved/denied on the following Tuesday before 12:00 p.m. 1. In the message, click on the View Leave Request link 2. Log in to mycampus 3. Click on the Time Tracker icon 4. Click on the bell icon in the top right-hand corner of the screen 5. Click on the pending notification 6. Review the request and click on the Thumbs Up button to Approve or the Thumbs Down button to Reject. You can also click on the words Approve or Reject within the request 7. To add a comment, click on the comment button Note: Do NOT approve requests that are in a withdrawn status. The system will notify you of the Successful change. 5

6 Once you have clicked on the notifications, they will automatically disappear. To view all requests, click on View All. The list of notifications will appear. Click on the links to view the requests to ensure you ve taken action on all of them. 6

7 Viewing Hours Worked There are multiple ways to view employees time. The recommended view is the Weekly Summary Report. This shows actual hours clocked, any leave time submitted, the total hours between clocked and leave, and the difference to 40. Employee Profile 1. Go to your Dashboard 2. Select Organization menu and choose Employees 3. Select the employee s name. This will display the employee s profile. 7

8 Summary Tab Displays the weekly summary/comp time report information. Clocked Hours Leave Hours Total Hours Difference between 40 (Any time under 40 will be in red and show a negative) 8

9 Cards Tab This tab displays all time cards (In and Out punches) related to the employee. Leave Tab The leave tab displays all leave requests, pending and approved, related to the employee. You have the option to approve requests from this view by clicking on Pending. 9

10 Requests Tab This tab is for Time Requests and Time Card Modifications. This will display all Pending and Approved requests and you will be able to click on the Status to approve requests. Schedule Tab This tab displays the employee s schedule within Time Tracker. Schedules are shown based on the Monday-Sunday work week. 10

11 Log Tab The Log Tab shows supervisors every action the employee has taken in the system. A log is created each time an employee logs in, clocks in/out and creates time and leave requests. Weekly Summary Report The Weekly Summary Report displays your employees hours and leave. The default filter is set for the previous work week. Click on the X to remove the filter. 1. Click on Reports 2. Click on Comp Time Report 3. Click on the Employee s Name to view the details 4. Click on the Export button (arrows) to download the report into Excel 5. Click on the Calendar button to change the dates 11

12 Viewing Timesheet Reports 1. Go to your Dashboard 2. Click on the Reports menu and select Timesheets 3. Select appropriate view Time Sheet Descriptions Daily: Displays the times clocked in and out each day. Daily Aggregated: Displays the total hours worked each day. Weekly: Displays the total hours worked for the week (Monday through Sunday). 12

13 Filtering Reports 1. Select the calendar icon to filter. 2. To see a specific period of time: 1. Select Custom Range 2. To display specific dates, click the first day you want to view, then click on the last day you want to view. Example: Work week of March 20-26, click on March 20 first, then March 26. The dates between are automatically selected. 3. Select Apply 13

14 Time Rounding Chart The chart below shows how Time Tracker rounds employees time based on the minute that they clock in. Example 8:00-8:07: Rounds to 8:00 8:08-8:22: Rounds to 8:15 8:23-8:37: Rounds to 8:30 8:38-8:52: Rounds to 8:45 8:53-9:00: Rounds to 9:00 14