Self Service - Time Reporting Updated on 8 August 2018
Contents Getting Help... iii Supported Browsers... iii Time Reporting... 1 Report your exception time: OT, CTO, on-call, shifts... 1 Report unpaid absences... 6 Report your on call, call in & call out hours... 9 Submit an absence request... 14 Submit a partial day absence (half day)... 19 Edit or view absence requests... 23 Cancel an absence request... 28 Check your leave & absence balances... 32 Create a delegation request... 37 Accept a delegation request... 46 Glossary... 52 ii
Getting Help ehr Tutorials You will find a collection of tutorials and user guides for ehr systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-ehr/index.html. Check out the Getting Started topic before you start browsing the online content. HR Client Services Contact HR Client Services if you experience difficulties logging into ehr or online tutorials. 416-979-5000 ext. 5075 hr@ryerson.ca Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS Help Desk if you experience difficulties logging into ehr in the Ryerson portal using your Ryerson online identity. 416-979-5000 ext. 6806 help@ryerson.ca Supported Browsers Firefox OSx + WIN 7/10 Safari OSx Chrome OSx +WIN 7/10 IE WIN 7/10 24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has been made to ensure the content of this document is correct. If any conflict of information is found between this document and any official documents related to the content, the applicable policy/collective agreement information in the official documents will prevail. The information contained in this document can change without notice and is not guaranteed to be error-free. If you find any errors, contact HR Client Services at (416) 979-5075 or hr@ryerson.ca. iii
Time Reporting This content will assist you with using ehr. All Full Time Career Employees greater than four months are required to report exception time, shift premiums and absences online. By the end of the section you will be able to: Report your exception time and payable time Submit absence requests Edit saved absence requests Check your absence request history and balances This section applies to: MAC Full Time Career Employees MAC Term greater than 4 months Report your exception time: OT, CTO, on-call, shifts As a MAC Full Time Career Employee or Term greater than 4 months, you are only required to enter exception hours that exceed the weekly 36.25 standard hours. The hours entered must reflect the actual hours worked. Use your time sheet to report: Overtime - payable overtime hours in excess of your normal working hours. Compensating time off (CTO) - banked time off instead of receiving overtime pay for any hours worked beyond normal working hours; or use your banked CTO time by entering the hours you want to take on your timesheet. On call & call in hours - on-call hours outside of your normal scheduled hours. Shift premiums - eligible hours worked outside of normal working hours. Your exception time balances are updated with approved transactions on each scheduled pay date (http://www.ryerson.ca/hr/manager-resources/pay-schedules-deadlines/). For more information on exception time, please refer to university policies on the HR web site (http://www.ryerson.ca/hr/index.html). 1
Procedure This topic demonstrates how to fill out and submit your exception hours on the Time page. 1. On the employee self service home page, click the Time tile. 2. Use the Report Time page to report exception time for a day. To report time for a week, use the Weekly Time menu. In this example, click the Report Time menu. 3. By default, the page will display the current day within the pay period. If required, you can change the view using the Previous Date and Next Date arrows. 2
4. In this example, you will report CTO and overtime hours. Ensure your time is entered on the correct day of the week. Click the Time Reporting Code list. 5. Depending on the type of exception time you're entering, choose the correct code. Listed here are the definitions: CTO Actual OT Hrs @ 1.0 CTO Actual OT Hrs @ 1.5 CTO Actual OT Hrs @ 2.0 CTO Take in hours Call Out Remote 1.0 1.5, 2.0 MAC Call In Actual Hours MAC On Call Actual Hrs MACFT Overtime @ 1.0 MACFT Overtime @ 1.5 MACFT Overtime @ 2.0 Unpaid Hrs 3
6. Click the CTO Actual OT Hrs @ 1.5-99001 list item. Note: To use your earned CTO time, check your recorded balance first, then submit the time off using the CTO Take in hours code. 7. Enter "2" into the Quantity field. 8. Click the Submit button. 9. Next, you will report overtime hours. Click the Time Reporting Code list. 10. Click the MACFT Overtime @ 1.5-12900 list item. 11. Enter the desired information into the Quantity field. Enter "1". 12. Click the Submit button. 13. Notice that the page has been updated with the total number of hours reported. 4
14. To check your CTO balance, click the Leave Balances menu. 15. Click the Leave Type row to view the details. 16. Use Leave Balances page to view detailed information about your CTO balance, the minimum/maximum balances you can accrue, and the as-of date you accrued your hours. In this example, the employee accrued 4.50 CTO hours on November 29, 2015, and has not taken any since then. 17. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 5
Report unpaid absences All unpaid absences must be reported on your time sheet in order to deduct unpaid time from your pay. Unpaid absences should be reported when: Any time you require unpaid time off. For example: You do not have any banked vacation time and need to take a vacation day Procedure This topic demonstrates how to report unpaid absences. 1. On the employee self service home page, click the Time tile. 6
2. Use the Report Time page to report exception time for a day. To report time for a week, use the Weekly Time menu. In this example, click the Report Time menu. 3. Use the Report Time page to report exception time for a day. To report time for a week, use the Weekly Time menu. 4. By default, the page will display the current day within the pay period. If required, you can change the view using the Previous Date and Next Date arrows. In this example, you will enter an unpaid absence on a future date. Click the Next Date button. 7
5. Click the Time Reporting Code list. 6. Click the Unpaid Hrs - 19102 list item. This example shows the list of time reporting codes for a MAC employee. Refer to the glossary in the user guide (http://www.ryerson.ca/hr/ehr/time_reporting.html) for your employee group for a complete list of time reporting codes and definitions. 7. For each unpaid day, enter the applicable hours into the Quantity field. In this example, you will report one day of unpaid absence. Enter "-7.25". 8. Click the Submit button. Your unpaid absence entry will be submitted to your approver. These entries will adjust your pay in the applicable pay period. 9. Notice that the page has been updated with the total number of unpaid hours reported. 10. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 8
Report your on call, call in & call out hours Any employee who is entitled to work on-call hours (outside of scheduled hours) should report payable time for the day using the time reporting code for: On Call, Call In, and Call Out hours associated with the work completed. Procedure This topic demonstrates how to fill out and submit your on call, call in and call out hours. 1. On the employee self service home page, click the Time tile. 9
2. Click the Weekly Time menu. 10
3. In this example, you will report on call, call in and call out hours on a Saturday. Click the scrollbar. 4. Click the Saturday, April 7 row. 5. For employees who are entitled to work on call hours, report the actual hours worked for the day using the On Call - Actual Hrs code. The system will calculate the correct pay rate for the day. In this example, the employee was on call for 8 hours on Saturday. The system will calculate: worked hours/standard hours to determine the on call hours which are payable. 8/8 = 1, the employee will be paid for 1 hour of work at the regular rate of pay for each day. 11
6. First, you will report the on call hours. Click the Time Reporting Code list. 7. Review the list of codes for definitions: Call Out - Remote MAC Call In MAC On Call - Actual Hrs Click the MAC On Call - Actual Hrs - 24200 list item. 8. Enter "8" into the Quantity field. 9. Click the Submit button. 12
10. Next, you will report the call out hours. Click the Time Reporting Code list. 11. Click the Call Out - Remote 1.5x - 24202 list item. 12. Enter "1" into the Quantity field. 13. Click the Submit button. 14. Lastly, you will report the call in hours. Click the Time Reporting Code list. 15. Click the MAC Call In - 24300 list item. 16. Enter "2" into the Quantity field. 17. Click the Submit button. 18. Notice that the page has been updated with the total number of hours reported. When finished, the Report Time page lists out all the time reporting codes and hours. If needed, you may click on these rows to make changes, such as revise reporting code or number of hours. 19. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 13
Submit an absence request You can edit any of your absence requests that have been saved or those requests that have been pushed back or cancelled by your manager. Procedure This topic demonstrates how to submit your full day and multi-day absence requests. 1. On the employee self service home page, click the Time tile. 14
2. Click the Request Absence menu. 15
3. Click the Absence Name list. 4. Review the absence names: Political Leave Sick Leave Vacation Bereavement Jury Duty Personal Care Partner Leave Union WSIB In this example, click the Vacation list item. 5. You may view more details of current balance and past requests using the following options: View Balances: provides number of days accumulated as of the current date (may be subject to change). View Requests: view past/present requests and their process statuses. 16
6. By default, the system displays today's date as the start of the absence. You may change to a past/future date. If you don't select a start/end date, the system defaults to a single day absence. NOTE: Weekends and holidays do not count as part of your absence request. Click the Calendar Start Date (Alt+5) button. 7. Click the 24 link. 8. Depending on the start date and end date you enter, the system will calculate the duration (in days) that you will be absent. You may also use the Duration field to determine the number of days you will be off for the request. 9. Click the Check Eligibility button to see if you have sufficient time available to submit the request. 10. ELIGIBLE indicates that you have sufficient time available for the date(s) requested. Your request can be submitted for approval. NOT ELIGIBLE indicates that you do not have time available for the dates requested. Your request must be saved and submitted at another time. Click the OK button. 11. If needed, you can enter any comments to attach with the request. 12. Click the Submit button. 13. Click the Yes button. 17
14. The request has been submitted successfully. You may view more details of the absence request using the following options: Request History: provides current status of the request, the requestor, and the date of the absence. Approval Chain: review information about all approvers for the transaction, including alternate approvers. 15. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 18
Submit a partial day absence (half day) You can also submit planned or unplanned partial day (half day) absences in ehr. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employeeresources/index.html) page by clicking the link for your employee group. Procedure This topic demonstrates how to complete and submit partial day absence requests. 1. Click the Absence Name list. 2. Click the Calendar Start Date (Alt+5) button. 3. Click the 16 link. 4. Click the Calendar End Date (Alt+5) button. 19
5. Click the 18 link. 6. The system calculates the number of days you will be absent in the Duration field based on the start and end dates. If needed, you may change the values in the duration, start date, or end date fields. NOTE: Weekends and holidays do not count as part of your absence request. 7. Click the Partial Days row. 8. Partial Days are half of a regular work day and not specific to mornings or afternoons. If you selected a range of dates, choose the option that best describes your multi-day absence. Click the Partial Days list. 20
9. Review the definitions of each option below: All Days End Day Only None Start Day Only Start and End Days For this example, click the All Days list item. 10. By default, the All Days Are Half Days option is automatically set to 'Yes', meaning that all days requested in this absence will be half (0.5) days. Click the Done button. 11. The duration field has been updated to 1.50 days to reflect three half days (0.5 each) will be taken. Click the Check Eligibility button. 21
12. ELIGIBLE indicates that you have sufficient time available for the date(s) requested. Your request can be submitted for approval. NOT ELIGIBLE indicates that you do not have time available for the dates requested. Your request must be saved and submitted at another time. Click the OK button. 13. If needed, you can enter any comments to attach with the request. 14. Click the Submit button. 15. Click the Yes button. 16. The request has been submitted successfully. You may view more details of the absence request using the following options: Request History: provides current status of the request, the requestor, and the date of the absence. Approval Chain: review information about all approvers for the transaction, including alternate approvers. 17. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 22
Edit or view absence requests You can edit any absence request you have saved for a later, or those that have been pushed back or denied. You can also view your absence request history via the View Requests page. Procedure This topic demonstrates how to edit or view absence requests. 1. On the employee self service page, click the Time tile. 23
2. Click the View Requests menu. 3. Use the View Requests page to view all past, present, and future-dated absence requests you have submitted. Each request shows a processing status of saved, approved, denied, or pushed back. The page also specifies the date(s) of your request, and whether or not you are eligible to take the absence. 24
4. To edit your absence request, the approver needs to deny/push back your original request. In this example, the approver has pushed back the request. Click the Absence Request row. 25
5. On the Request Details page, you can make any changes to the request as if you were submitting a new absence, including absence name and type. Click the Calendar Start Date (Alt+5) button. 6. Click the 6 link. 7. Notice the warning in red text (above). The warning will be removed once you select an end date that is greater than the start date. Click the Calendar End Date (Alt+5) button. 8. Click the 6 link. 9. Click the Check Eligibility button to make sure you have sufficient time available to re-submit the request. 26
10. ELIGIBLE indicates that you have sufficient time available for the date(s) requested. Your request can be submitted for approval. NOT ELIGIBLE indicates that you do not have time available for the dates requested. Your request must be saved and submitted at another time. Click the OK button. 11. If needed, you can enter any comments to attach with the request. 12. Click the Submit button. 13. Click the Yes button. 14. The request has been re-submitted successfully. You may view more details of the absence request using the following options: Request History: provides current status of the request, the requestor, and the date of the absence. Approval Chain: review information about all approvers for the transaction, including alternate approvers. 15. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 27
Cancel an absence request You can cancel an absence request that has been pushed back for revision or denied by your manager, or saved by yourself. Procedure This topic will demonstrate how to cancel an absence request. 1. On the employee self service home page, click the Time tile. 28
2. Click the Cancel Absences menu. 29
3. You can cancel absences that have a status of Submitted, Denied, or Push Back. In this example, you will cancel a submitted request. Click the Absence Request row. Note: If an absence has been approved, only the approver can cancel the request. 4. Enter any comments to attach with the request, such as the reason for cancellation. For this example, enter "No longer need half days" into the Comments field. 5. Click the Cancel Absence button. 6. Click the Yes button. 30
7. The absence request has been cancelled successfully. The page will display the details of your request and no longer requires any action from your manager. 8. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 31
Check your leave & absence balances This tutorial will show you how to view current and future balances for vacation and other absence types. You will also learn how to view your accumulated CTO balance. Procedure This topic demonstrates how to check your leave and absence balances. 1. On the employee self service home page, click the Time tile. 32
2. Click the Absence Balances menu. 3. The system displays the current balances for absences that accumulate time. For example, vacation or any other entitlement. Your balances are updated semi-monthly. However, the balance does not include requests that have not been processed from the current pay period, as specified in the Disclaimer. 33
4. You can also check your current and future balances for a specific type of absence. Click the Forecast Balance link. 5. For this example, you will forecast the vacation balance for a future date. Click the Calendar As of Date (Alt+5) button. 6. Click the Next Month button. 7. Click the 31 link. 8. Click the Filter by Type list. 9. Click the Vacation list item. 10. Click the Absence Name list. 34
11. Click the Vacation list item. 12. Click the Forecast Balance button. 13. The Forecast Details dialog box will show your vacation balance as of May 31, 2018. As a reminder, the balance does not reflect absences that have not been processed for the current pay period. Click the Close button. 14. To view your compensating time off (CTO), click the Leave Balances menu. 35
15. To view details of the CTO balance, click the Leave Type row. 16. The Leave Balances page shows the minimum/maximum CTO balances you are allowed to accumulate, and when you accrued CTO. When you use/accrue CTO, it will record the details under the Leave Balance Details grid. 17. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 36
Create a delegation request Manager self-service transactions (such as time and absence transactions) can be delegated to others, so that they can report and/or approve transactions on your behalf. To do this, create a delegation request and allow others to gain access to your employee's time sheets or absence requests. Your 'back-up' approver will not have access to your employees' information. You will need to delegate your time and absence transactions to your back-up when you are unable to perform your ehr transactions. Alternate Approvers of time (for example, administrative staff who currently approve time) keep their time approving role should you delegate to a peer. You cannot delegate to a peer who in turn delegates to another person. Procedure This topic demonstrates how to create a delegation request. 1. Navigate to the Manage Delegation page. Click the NavBar button. 37
2. Click the Navigator button. 3. Click the Self Service menu. 4. Click the Manage Delegation menu. 38
5. Click the Create Delegation Request link. 39
6. Specify the start and end dates for the delegation request. In this example, you will specify a month-long delegation. Click the Calendar From Date (Alt+5) button. Note: Leave the 'To Date' blank for an open-ended delegation request. These requests can be revoked at any time. 7. Click the Next Month button. 8. Click the 4 link. 9. Click the Calendar To Date (Alt+5) button. 10. Click the Next Month button. 11. Click the 30 link. 12. Click the Next button. 13. You can delegate the responsibility of your ehr transactions in the following ways: Manage Approve Reported Time: Approve payable time only Manage Reported Time: Report time for your direct reports, for example: input payable time. Manager Absence Approve: Approve employee absences only Manager Absence Balance: View absence balances only Manager Absence History: View absence request history only Manager Absence Request: Submit absences on behalf of employees Mgr Cancel Absence Approval: Approve employee absence cancellations Depending on your requirements, assign one or all transaction types to another person. 40
14. In this example, you will assign all transaction types to a person. Click the Select All link. 15. Click the Next button. 41
16. Click the Name option. Note: Use the 'Search by Name' option to find a person not listed in the grid. 17. Click the Next button. 42
18. Click the Submit button. 43
19. Click the OK button. 20. Click the Review My Proxies link. 21. The My Proxies page allows you to view details of each delegation request. You can revoke (reverse) the delegation request at any time. Use the 'Revoke' button to reject the transaction. Note: The delegation status will remain as 'inactive' until the proxy accepts the request. 44
22. Click the Return to Manage Delegation link. 23. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 45
Accept a delegation request The person who will accept the delegation request must be enrolled as an alternate time approver for a department. Administrative staff who currently approve time (who are alternate time approvers) will retain their time approving role should you delegate to them. Cascading delegation is not allowed (for example, you cannot delegate to a peer who in turn delegates to another person). Procedure This topic demonstrates how to accept a delegation request. 1. Navigate to the Manage Delegation page. Click the NavBar button. 46
2. Click the Navigator button. 3. Click the Self Service menu. 4. Click the Manage Delegation menu. 47
5. Click the Review My Delegated Authorities link to view a list of transactions delegated to you. 48
6. The My Delegated Authorities page will show all transactions that are waiting for your response. Click the Multiple Transactions link to view the details. 7. Click the Return button. 49
8. The From Date and To Date determines the period that you will act as the person responsible for all transactions delegated to you. In this example, accept the delegated transactions. Click the Checkbox. 9. Click the Accept button. 50
10. Click the OK button. 11. End of topic. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. End of Procedure. 51
Glossary All Days All Days Indicates that every day of absence is a partial day. For example, 3 half day vacation days. Department Department description defined in ehr. For example: TRSM Accounting. For a full list of active department codes, visit the list of departments and codes (https://hr.cf.ryerson.ca/tools/department_list.cfm) on the HR web site (http://www.ryerson.ca/hr/). None None Indicates that all days are full days at your regularly scheduled hours. For example, 4 full vacation days. Political Leave Political Leave is unpaid time off for an employee for up to one (1) month if the employee is a candidate for parliament or legislature, and for up to five (5) working days if a candidate for a municipal council, commission, board or the like. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. Sick Sick - is paid time off for eligible employees who are unable to attend work during temporary sickness. Employees may be required to provide a reason for any absence. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. Unpaid Hours Unpaid Hrs is used to report unpaid time off for an employee. For example, enter -7.25 (or part thereof) for each day/part day which is unpaid. Vacation Vacation - is paid time off for employees. For more information, refer to the employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link for your employee group. 52