Barbara Dedo San Mateo Community College District

What is Leave Report? Banner set up Web Tailor set up User experience - for employee and approver

A way for employees to enter their own leave taken on the web via Employee Self Service A way for approvers to approve electronically No more paper A replacement for Department Time Entry

Web Time Entry Department Time Entry Leave Request Part of payroll

Since implementation of Banner Payroll, we have kept leave accounting independent of payroll We like having time period being first to last of month Payroll is not responsible for it (they’re happy) Human Resources owns it

Most administrators and classified staff are on Leave Report Project being rolled out in groups (in progress) Training being provided for each group Some will stay on Department Time Entry No computer access Fear of technology

As employee, I can enter my time electronically in WebSMART any time during the open period, one day at a time or all at once. I can do it from any place with Web access. I can communicate with my approver via Comment screen to explain any unusual hours. As soon as my approver approves, my leave balances are adjusted. Afterwards, I can see leave history online.

Not really Requires a few items in Banner forms Needs one step in Web Tailor to turn it on Have to train the users (easy-peasy) and approvers (a bit of hand-holding) We did it in a couple of months

PTRECLS – defaults for new jobs PTRLCAT – accrual rules PTRPICT – payroll id PTRCALN – dates for time entry (important one) NBAJOBS – leave entry method to ‘W’ NTRRQUE or NBAJQUE – set up approver

Time Entry Rules tab - select Leave Report on the Web for Leave Report Entry Method and Pay ID

PTRECLS Eligible Earnings tab - arrange earn codes in order desired on time sheet.

PTRCALN For both payroll calendar and leave calendar, enter dates and time for: Employee Leave Entry Start and End Date Employee Time Entry Start and End Date Approver End Date Employee Web Access Until date Approver Web Access Until date Important to do this. Otherwise you’ll get an error.

Create local version of Report Leave in Pmenu.P_MainMnu Customize a Web Menu or Procedure Check enable box See Leave Report on Employee Menu

NBAJOBS On Payroll Default tab, set Leave Report Method to Leave Report on the Web.

NTRRQUE organization level approval

NBAJQUE One to one emp to approver Overrides NTRRQUE

Old way : New way:

Log into Employee Self Service Click on Employee tab Click on Leave Report Select Access My Leave Report Select a position and pay period Enter time – either daily or all at the end Submit for approval

Like employee, approving is done via Employee Self Service. Can be done anywhere there is web access.

Log into Employee Self Service Click on Employee tab Click on Leave Report First time only, Establish a proxy Select Approve or Acknowledge Time Select your organization View your employees time sheets

If none of your employees has opened his Leave Report, you will get this message.

Sorted according to status (Pending, In Progress or Not Started) Click on one person to open his timesheet There may be a comment Approve or return for correction (send employee and ) Can approve all at once time

Not Started – employee has not even looked In Progress – time sheet has been opened (may or may not have hours) Pending – time sheet has been submitted by employee and is waiting for approvel Approved – approver has approved

In the Queue – time sheet opened, not submitted Pending – time submitted, waiting for appoval Approved – approved by approver or proxy Overridden – approved by Superuser None(Superuser) – what Superuser sees if time is pending

That’s it for baseline. San Mateo has added a few bells and whistles s to prompt users and approvers Banner program – check list for approver Web download – spreadsheet of all emps and statuses; for selected users only Local documentation

Entering Leave Using WebSMART Approving Leave Using WebSMART Available on the downloads page of our portal

Employee can not see his timesheet Something wrong with approval queue or NBAJOBS Time sheet goes into error status Employee submitted with no hours entered Hours entered in fractions less than.25 Approver can not see any timesheets None of his employees has started yet

Banner Human Resources User Guide Banner Web Tailor User Guide Banner Employee Self-Service User Guide Banner Time Entry Handbook (best; the nitty- gritty of how to do it all)

San Mateo implemented Leave Report on the Web The project required Set up in Banner Set up in Web Tailor Training of users The module allows employees to enter leave hours on Web It allows approvers to approve on Web

Barbara Dedo