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Web Time Entry for Student Employees Students enter and submit their hours worked on Web4 Supervisors verify and approve students hours on Web4 Simple.

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Presentation on theme: "Web Time Entry for Student Employees Students enter and submit their hours worked on Web4 Supervisors verify and approve students hours on Web4 Simple."— Presentation transcript:

1 Web Time Entry for Student Employees Students enter and submit their hours worked on Web4 Supervisors verify and approve students hours on Web4 Simple to use Easy to following Status driven process

2 Student enter hours worked Student needs to enter and submit their hours Use internet to log onto Web4 from CCSF homepage Secure entry using their individual ID and password Allow multiple job time entries for each pay period Enter IN and OUT time worked (down to 15 minutes interval) Review and complete all hours during pay period Submit timesheet for approval

3 Students supervisor review & approve timesheets Supervisor responsible to use student time log and verify students work hours on Web4 Supervisor log into Web4 with personal ID and password Display student list for the appropriate pay period Verify work hours, make corrections if necessary for each student timesheet Review, approve and submit student timesheets for process Perform approval process before deadline (Following noon after the pay period ends, unless otherwise notified by Payroll)

4 Status driven process – Timesheets moves from status sequence of: 1. Not started – initial status at beginning of a pay period 2. In Progress – in student queue for entry of their hours worked 3. Pending – in supervisor queue for review and able to make changes to students time entry 4. Approved – supervisor has completed review and approved student time entry 5. Completed – Payroll has extracted time and completed payroll processing for the time entry

5 Ilustrations and sample: For student Open a browser for access to WWW Change View option size to smallest on browser menu bar Change URL and put City College of San Francisco homepage in address line: Click on Online Registration or Online Admissions icon on upper right-hand corner of the page Enter ID and password in Student/Employee Login Click on Employee Services Click on Time Sheet Check the My Choice button associates to the Title and Department and Pay Period and Status, and click on Time Sheet button. This will put timesheet from Not Started status into In Progress status Click on the appropriate day to enter IN and OUT times for hours worked Review all time entry (should be in In Progress status)

6 Ilustration: - Open a browser - Enter in URL address box - Click on Online Registration icon on CCSF homepage Click on Online Registration icon Enter:

7 - Enter Student/Supervisor ID and Password - Enter ID and password

8 - Click on Employee Services - Click on Time Sheet - Click on Time Sheet

9 - Click Proxy Set Up to setup proxies - Else, click Submit button to proceed to student timesheet list - Click Proxy Set Up to setup proxy / proxies - Click Submit button to proceed

10 Student Timesheet Entry - select the department choice and pay period to start time entry process - this will move status from Not Started to In Progress - Select choice of job title and department work -Select pay period from drop-down list -Click Time Sheet button to proceed

11 Supervisor Timesheet Review and Approval - can monitor student progress on their timesheet -list of Not Started, In Progress, Pending timesheets

12 Supervisor Timesheet Review and Approval - On Pending for approval timesheets, review by clicking student name and can make necessary corrections to student timesheet - To approve student timesheet, check Approve or FYI box and click Save button - Click student name to review timesheet - Make corrections to student timesheet using hyperlink Change Time Record Check Approve or FYI box and Save button to approve student timesheet

13 Web Time Entry for Student Employees F.A.Q.s Q. When is the submission deadline? A. In general, following noon after the pay period closed, unless deadline moved up due to holidays or school breaks. Payroll will notify supervisors of any deadline changes. Q. After my student submitted their timesheets for approval (timesheet in Pending status), can I make more changes to it? A. Yes. You can make corrections to student timesheet by clicking the Change Time Record link associated to the student on your student list. It will open up the student detail timesheet. You can make the appropriate changes there. Q. I do not see my student list. Why? A.Check with your student to see if they started their timesheet for this pay period. If not, tell them to do so. If they had, call student payroll department and inquire if the student is setup correctly. Q. What do I do if I forgot my password? A. Contact Human Resource to have your Web4 login password reset. Go to City College of San Francisco website and get the appropriate contact phone number by doing a search for Human Resource


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