1. Time Sheet Training
Press the F5 Key to view the Presentation. It may be helpful to have a printed copy of this slide presentation for the practice sessions.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 1

2. Overview of Training
There are 25 slides and six opportunities for hands on practice in this training. Here’s a brief overview so you can see where you’re headed:
Intro
Overview of training
First things first – are you a “newbie” or an “oldie”?
Why change?
What’s new?
Automatic Pay Period Set-Up
Hands On
Automatic Leave Allocation
Special events and non-routine assignments
Overtime
Time Out for a Tip – deleting previous period’s hours
Time Out for a Tip – using the Zoom feature
Hand On
Hands On – taking the timesheet for a test drive
Printing
Print – Page Break Preview
Printing – How to tell if you need to set the Print Area and Margins
Printing – Selecting the Print Area
Printing – Setting the Print Area
Printing – Page Set Up
Time Out for a Tip – Freezing the Pane
A few friendly Reminders
Now It’s up to you.
It may be helpful to have a printed copy of this slide presentation for the practice sessions.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 2

3. First things first … Are you a golden “oldie” or a shining “newbie”?
If you have never used a previous timesheet, click here to start learning about this time sheet’s features.
If you are switching from a previous timesheet, click here to see what’s new and what’s changed.
Slide 3

4. Why Change? to enhance ease of use,
to streamline payroll data entry, and
to reduce chance of error.
But that part will be up to you.
You must use the timesheet thoughtfully and recognize what you can and cannot do with an excel timesheet.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 4

5. What’s New? Automatic Pay Period Set-up Automatic Leave Allocation
Overtime Designation Column
Special Events and Non-routine Assignments Column
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 5

6. Automatic Pay Period Set-up
All you do is select the start date from a drop down box.
The time sheet will fill in the rest of the dates and also color in the time period.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 6

7. Hands On Try it! Here’s a simplified version of the time sheet
Click on the button below to try out the start date feature.
For this exercise and for the rest of this training session you may find it useful to have printed copies of these slides.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 7

8. Automatic Leave Allocation
Designate your home center(s) by entering a percent allocation.
Your leave will automatically be added to your home center totals at the bottom. For you previous time sheet users, please note that this is a change. You will no longer mingle your leave hours and work hours on the right side of the sheet. Enter your leave hours on the left side as usual. Allocate only your hours worked on the right side. Your leave hours will be automatically added to your work totals at the bottom of the sheet based on your home center allocation percent.
You’ll get to try this later.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 8

9. Special Events and Non-Routine Assignments
Along with your usual programs there will be a couple of columns for other programs and events you may work from time to time. You may designate these by using the drop down box for each column header. We’ll try this one later.

10. Overtime
If you work over time on any day, enter your hours under columns worked, but use the over time column to designate which program should be charged for overtime. We’ll try this later.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 10

11. Time Out for a tip
When you start a new pay period, highlight each of the areas contained within the dashes and hit the delete key to get rid of last period’s hours. Set your new start date and you’re ready to go. It’s as simple as that!

12. Hands On Try it! Here’s a simplified version of the time sheet.
Click on the button below to practice getting rid of the previous period’s hours.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 12

13. Time Out for another tip
If you think about it, different tasks call for different screen sizes. Sometimes you need to see the detail. Sometimes you need to see the whole picture. Use the zoom feature on the View menu on the menu bar to manage the screen size.

14. Hands On Try it! Here’s a simplified version of the time sheet
Click on the button below to try out the zoom feature.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 14

15. Ready to try it out? Hands On
Click on the button above to take it for a spin!
Set the start date
Assign your home department(s).
Take some leave.
Work some over time.
Work a special event.
A red triangle in the worksheet indicates a helpful comment. Point to it to see what it says.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 15

16. Printing
Normally your timesheet comes to you ready to print. This section of the training covers what to do if you lose your print settings.
Excel allows you to work in two views under the View Menu on the Menu bar:
Normal View (see right)
Page Break Preview (see right)
In Page Break Preview the print area is outlined in blue and the rest of the sheet is grayed out.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 16

17. Printing
Since you will only be working in the print area, it makes sense to just keep your time sheet in Page Break Preview – and use the zoom and the other tips we’ve covered to manage the screen size.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 17

18. Printing
How do I tell if I need to set the print area and the margins?
If your work sheet looks like this in Page Break Preview with the white background extending beyond the time sheet and multiple blue lines running through out, then you need to set the print area and margins.

19. Printing – Selecting the Print Area
To set the Print Area:
In Page Break Preview View, highlight just the area of the time sheet that you need to print. (recommend that you zoom down to 25% or so to do this.)

20. Printing – Setting the Print Area
Choose Set Print Area from the File Menu on the Menu Bar

21. Choose Page Setup from the File menu on the menu bar
Printing – Page Setup
Choose Page Setup from the File menu on the menu bar
You will work in the Page tab and the Margins tab. Use the settings in these two screen shots
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 21

22. Printing
Now your timesheet is ready to print!
Click on the button to practice printing:

23. Time out for a third tip – Freezing the Pane
To always keep your column and row headers in view, you can freeze the pane.
To do this, select the cell that’s one column over and one row down from the areas you want to always keep on the screen. (usually these are the column and row headers).
Then select Freeze Pane from the Window Menu.

24. Hands On Freezing the Pane
Now you’ll be able to go anywhere on the time sheet, and the column and row headers will always be in view!
To unfreeze the frame go back to the Window Menu on the task bar and select Unfreeze Panes.
Click on the button and slide the window bars to see how this works. Close Excel to come back to this slide.
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 24

25. A few friendly reminders
There is a technical support number and addy in the upper right hand corner of the sheet:
If your time sheet breaks, please contact Payroll or Jeanne Winstead at They can send you a new one.
Remember little red triangles in the worksheet indicate the presence of a helpful comment – point to them to see what they say.
And finally …
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 25

26. Now it’s up to you
Remember the time sheet is not fool proof. It is just a tool. As with any tool, correct use and optimal results will depend a lot on your decisions, choices, and good judgment as you apply what you know. Remember that many people depend on you to enter your hours correctly while you keep the timesheet intact. Thanks, and remember to close PowerPoint when you’re through!
To navigate in Full Screen Mode, simply click or right click with your mouse. Press Escape to exit. Printed copies of these slides may be helpful for the practice sessions Slide 26