NOVAtime 5000 Employee Web Services

NOVAtime 5000 Employee Web Services

Table of Contents Logging In... 2 Accessing Employee Web Services... 3 Using the Dashboard... 3 Viewing Your Timesheet... 4 4.1 Timesheet Summary... 5 Viewing Accrual History... 5 Requesting Time Off... 7 6.1 Requesting Time Off from the Leave Management Gadget... 7 6.2 Requesting Time Off from the Requests page... 8 6.3 Removing a Pending Request... 11 4.1 Approved Requests... 11 Message Center... 12 Changing Your Password... 14 Logging Out... 14 Page 1 of 15

Logging In Access the link provided by your supervisor or administrator. If this is the first time you are accessing NOVAtime follow the steps below. 1. Enter your Employee ID 2. Enter any number or letter in the password box 3. Click on Employee Web Services 4. The system prompts you to enter a password. This password MUST be 8-12 characters long and include at least one number (0-9) and one letter (A-Z). Figure 1 Click Confirm The system may also ask you for to pick a security question and answer for using with the Forgot Password option. Once you have typed in your password, use your mouse or touch pad to click on CONFIRM (Figure 1) or press the Enter button on your keyboard. Page 2 of 15

Accessing Employee Web Services 1. Enter in your Employee ID 2. Enter in your password 3. Click on Employee Web Services Using the Dashboard The Dashboard provides you access to information about timesheet records, time off requests, accrual balances, points, exceptions, and work hours. You can always get back to the Dashboard by clicking on the Home button. 1. The Menu button 5. The Message Center 2. The Home button 6. The Help Guide 3. A saved page 7. The Logout button 4. The Profile page Page 3 of 15

Viewing Your Timesheet Figure 2 Timesheet Gadget If you are a punching employee then your Timesheet gadget shows all the punches you have made for that pay period. To see more detailed information about your timesheet, use the navigational arrow. o Select the navigational arrow next to the header Timesheet to move to an expanded view of your timesheet, Figure 2 Item 1. If you are a salaried employee then your Timesheet gadget may not be the best place to review your hours. Use the navigational arrow to view your full timesheet. o Select the navigational arrow next to the header Timesheet to move to an expanded view of your timesheet, Figure 2 Item 1. Use the arrow to the left of the date column to expand your timesheet records from the gadget, Figure 2 Item 2. Use the arrows next to the pay period dates to move back or forward a pay period, Figure 2 Item 3. Page 4 of 15

4.1 Timesheet Summary After selecting the navigational arrow on the Timesheet gadget the system leads you to the Attendance category Timesheet page. On the bottom of the Timesheet page you can see the Timesheet Summary. The Timesheet Summary breaks down the hours by paycode, Figure 3. You can use the drop down feature to show hours by Pay Code, Pay Code and Job, Date, Week, and Week + Pay Code + Group. Figure 3 - Timesheet Summary Viewing Accrual History The Leave Management gadget shows your current accrual balance. See section Requesting Time Off on page 7 for directions on how to request time off. To see the full history of your earnings and usage for each type of accrual (vacation, personal, sick, etc): 1. Expand the Menu button 2. Hover over the Attendance category 3. Click on the Accruals page You can save this page as a favorite to prevent you from having to always expand the menu button. After you launch the page you can see the Accrual tab on the top of the page. Click on the image next to the title to add a star. The next time you login this page will show on the top of the page so that you can easily access your accrual history page. Page 5 of 15

The Attendance category Accruals page shows a detailed view of the additions and deductions to each accrual rule. Column 1: Post Date This column shows when this Accrual Rule was used. This date can reflect a deduction, such as the employee using hours on the timesheet, or an addition, such as a system accrual. Column 2: Code This column describes the number of the Accrual Rule this information is used for system administrators only. Column 4: Post Type This column shows how the accrual rule was used. S = System Accrual Time was added by the scheduled accrual process T = Timesheet The accrual rule was used on the timesheet * = Reset This appears on the system reset date that is configured in the accrual setup (usually the end of the year) + = Import An accrual import was done U = User Modification A user modified the number of hours Column 5: Hours This column shows how many hours were either accrued or used during this posting Column 6: Carry Hours This column shows the number of hours that were carried over from the previous posting Column 7: Used This column shows how many hours were used, if applicable Column 8: Adjust This column shows how many hours were adjusted. Column 9: Earned This column shows hours that were earned using the Points System, if applicable Column 10: Available This column shows the available hours after the addition or subtraction of hours has taken place Page 6 of 15

Column 11: Notes This column explains what happened during the posting, usually describes the Post Type column Requesting Time Off The Leave Management gadget from the Dashboard shows your current accrual balance, your current and future requests, and allows you to request time off. Figure 4 You can use the navigational arrow next to the Leave Management header to move to the Scheduler category Requests page, Figure 4 Item 1. On the Request page you can see the previously requested time off in a calendar view type setting and also request time off. 6.1 Requesting Time Off from the Leave Management Gadget On the Leave Management gadget select the Request Leave button, Figure 4, Item 2. 1. Select the correct template. 2. Select the Multi-Day option if you are requesting more than one day. 3. Select the date(s). 4. Enter in the number of hours you are requesting. 5. Optional: Add a note to send with your request. 6. Click Submit. Page 7 of 15

You can also use the Send Reminder button, Figure 4 Item 3, to send a message to your approving supervisor through NOVAtime and through email, if configured. 6.2 Requesting Time Off from the Requests page 1. Click on the Menu button 2. Hover over the Scheduler category 3. Click on the Requests page Figure 5 Figure 6 Scheduler category Requests page You can save this page as a favorite to prevent you from having to always expand the menu button before launching the page. After you launch the page you can see the Requests tab on the top of the page. Click on the image to star the page. The next time you login this page shows on the top of the page so that you can easily access your accrual history page. Page 8 of 15

Figure 7 1. Find the Week Of calendar and select the date you wish to request time off 2. Choose the template that meets your needs and click on it. The template shows in blue when clicked on. Figure 8 Unselected Template Figure 9 Selected Template 3. Click on the date you are requesting time off. If you are using a zero-hour template, shown above in Figure 8, then a secondary box appears allowing the employee to enter in the number of hours. No secondary box appears if the template shows a number in the brackets. Page 9 of 15

4. Click on Save 6.2.1 Parts of the Scheduler Box Page 10 of 15

6.3 Removing a Pending Request Navigate to the Scheduler category Requests page either by using the menu option outlined on page 8, by using your saved header shown on page 9, or by using the navigational button on the Time Off gadget. Use the calendar to go to the week of your currently pending requests. Use the minus button on the bottom of the cell for that day. Save the page. 4.1 Approved Requests Once a request is approved you will get a message in NOVAtime and the request will automatically be added to the timesheet and the hours will be deducted from your accrual balance. 4.1.1 View of Approve Requests Once the request is approved it shows in the bottom section of the week. The system may or may not update the rest of the schedule. This will all be determined on if the schedule has populated out for that week yet. Figure 10 Approved Request Page 11 of 15

Message Center When your supervisor approves/declines the time off request you receive a message in the NOVAtime system. You can see this message on the top right hand side of your page and on the Message Center gadget. Figure 11 - Message Center Click on the Message Center envelope to move to your Message Inbox. Click on the Request Type to see the message. Figure 12 - Message Inbox The message detail tells you if your supervisor has approved or declined your request. This area also shows if the supervisor sent you a note. Figure 13 - Message Detail To go back to your Message Center, click on the green arrow at the top of the Message Detail page. Page 12 of 15

Once you have read all the messages, check mark the box in the Action column and select delete. This is not deleting the actual request, it is only deleting the message. Figure 14 - Deleing Messages You can also see your unread messages in the Dashboard gadget called Messages. Click on the Message header navigational arrow to go to your Message Center, Figure 15 Item 1. You can also click on the message itself to go directly to that message in the Message Center, Figure 15 Item 2. Figure 15 Page 13 of 15

Changing Your Password Click on the picture icon. Click on the Profile page Click on the Change Password button The password must be between eight (8) and twelve (12) characters and include at least one number and one letter. Logging Out To log out of NOVAtime click on the Logout button on the top right hand side of the page, next to the Message Center. Page 14 of 15