Required for Today’s Session: Pre-tested PODs user name and password Current time record Folks without the necessary information are welcome to stay for the training session, opting to enter their time record into the system at a later time OR they may elect to reschedule for another training date. Either way is fine! Thank you for your assistance in ensuring a timely session for all. Welcome Electronic Time and Attendance Training Human Resources – Revised March 9, 2012

Introductions HR Time and Attendance Implementation Team: 2 Lisa Vicki Jeff On the HR site there is also an online form to report any system problems you may encounter: attendance/tas-issue.html attendance/tas-issue.html

Before we get started... Be sure to sign-in before you leave today. Feel free to take notes, although you will be provided a hard copy “cheat sheet” for future reference. This presentation is available for you on the HR web site, cleverly entitled “Time and Attendance.” 3

Agenda INFORMATION Today, the Time and Attendance System (TAS) implementation team will outline: A brief background on TAS. An overview of our campus training timeline. A high-level and a step-by-step explanation of the TAS Process. USER TOOLS Each attendee will also be provided: A condensed hard-copy “cheat-sheet” and electronic access on the HR web site of this Power Point presentation for your reference. Contact information for any future questions. LIVE ENTRY OF YOUR TIME RECORD Following the above: Each attendee will enter their recent time record live into the SUNY HR TAS system. A brief session for Supervisors will follow the All Employee portion of the training. 4

Background  The new system has been in development at System Administration for the past two years and is part of SUNY's five-year technology plan.  The Binghamton campus was selected as one of two live-pilot campuses and played a key role in the development and testing of the new system.  Features and Benefits:  Completely paperless system - supports our "green" campus initiative and saves paper, printing, and off-site storage costs of time records.  Provides an electronic approval workflow.  Increased efficiencies, accuracy, and up-to-date accrual balances. 5

Campus Training Timeline December President's and Vice President's office staff training. January through June Phased implementation of 1,600 UUP faculty and professional staff, as well as Management/Confidential staff. (There is a link on the HR site with a schedule by department.) Summer / Fall System testing for Classified Service and Hourly UUP professionals (subject to change). Fall 2012 / Winter Implementation for Classified Service staff.* *(excluding those using the Kronos electronic timekeeping system.) 6

All Employees Electronic Time and Attendance

Overview of the Basic Process Monthly – All Employees 8 Credit Your Holidays Be sure to give yourself Credits for Holidays First THEN SAVE Record Time Off Work Any time you did not report to work should be reflected on the Calendar view in quarter day increments (.25,.50,.75 OR 1) THEN SAVE Certify and Submit Certify (Your Electronic Signature) Submit to Supervisor Log-off AND Close Browser

STEP-BY-STEP EXPLANATION 9 NOW WE’LL TALK YOU THROUGH THE PROCESS BEFORE HAVING YOU SIGN-IN

Access to SUNY HR will be found at: First: Sign-in Screen Second: One-time Security Screen 10 Suggested Bookmark PODS User ID and PW For security reasons your sign-in will be different the first time you enter SUNY HR’s Time and Attendance. Here, you will be asked for your SUNY ID (which we have for you) and your DOB.

To Enter, Click on the “Time and Attendance” Tab 11 Bonus Feature

Faculty-Only View All others will have the view displayed on the next slide. 12 Faculty Step 1, Charge” to enter sick time. If none, go directly to Step 2. Faculty Step 2

Next, Select Month(Accrual Period) Current Month (or Accrual Period) Comes Up Automatically 13

A Few Notes About Accrual Balances – Mathless Math! 14 Up to 30 days Family Sick Leave Tracked Here, Subtracted from Sick Floater PLUS Regular EQUALS Your Holiday Total Non- Chargeable Time Tracked, Not Subtracted

Enter Holiday Credits First – Every Month, Every Time. THEN SAVE! 1) Enter Credit Due For Each Eligible Holiday. 2 ) Then Save 15

Enter Charges for Vacation, Sick, or Other. THEN SAVE! 2 )Then Save 1) Enter Charges for Time Used 16 Quarter-day increments ONLY may be used:

A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Single-Day Entries Click Here to Change to MULTI- DAY View SINGLE DAY View 17

B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Multiple Day Entries, Same Reason Code Click Here to change to SINGLE DAY View MULTI-DAY View 18

About “TIME RECORD COMMENTS” Part timers: Use this box to indicate your set schedule. (Mandatory for calculation of holidays earned.) All Employees: Use this box to indicate any items you’d like noted on your record for your supervisor or for audit purposes. 19

LAST STEPS: Review Entries for Accuracy, Certify (Sign), and lastly, Submit to Supervisor. 3) Submit 2) Certify b 20 1) Review Your Entries for Accuracy

Sign out of the SUNY browser AND close. To ensure your privacy and system security, in addition to “Logging Off,” you will also need to “X” out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen). Step1: Log-Off Step 2: Close Browser 21

OPTIONAL FEATURES AND NOTES

SUPERVISOR’S OPTION: Electronically Requesting Time Off 23 REQUEST TIME OFF Selection Click on TIME RECORD to return to the MAIN SCREEN

When using this Optional Feature, Remember to “SUBMIT” Your Request 24 Remember to “SUBMIT” your request

ABOUT FLOATERS NEW WAY OF THINKING: “Y” and “N” indicators ARE NOT ASKING IF YOU DID OR DID NOT WORK. 25 No Action Needed for Floaters “Y” or “N” Be sure to enter “Earned Amount” and SAVE

ABOUT LEAVE DONATIONS FOR THOSE WITH OVER 40 VACATION DAYS: Your generous Leave Donations will continue to be administrated through Human Resources, following the current process. Upon receipt of your Leave Donation Form, a member of the TAS Team will make the necessary electronic transactions. 26

ABOUT NOTIFICATIONS Time record submission is now officially a MONTHLY process. System-generated reminders will be available via once the majority of our campus is trained and transitioned – right now that feature is turned off. reminders are currently being sent manually. 27

Supervisors Electronic Time and Attendance

The Basic Process Monthly – SUPERVISORS 29 View Work Roster View Time Information of your Direct Reports using the “Work Roster” Review and Approve Select “Approve,” “Deny,” or even “Ignore” Submit Submit, Log-off, and Close Browser

Step-by-Step Supervisors

Supervisors will have “Work Roster” view for the electronic record status of direct reports. Select “Work Roster ” 31

View of an Actual Work Roster 32 Pending Time Record Approvals Pending Leave Requests Employee List, Favorites First

1) View Employee’s Electronic Time Record 2) Determine an Action 3) Then, “Submit” 1)View Details or History of Time Record 3) Submit 2) Select Action 33

Sign out of the SUNY browser AND close. To ensure your privacy and system security, in addition to “Logging Off,” you will also need to “X” out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen). Step1: Log-Off Step 2: Close Browser 34

35 ALMOST THERE, QUICK REVIEW...

The Basic Process – All Employees 36 Credit Your Holidays Be sure to give yourself Credits for Holidays First THEN SAVE Record Time Off Work Any time you did not report to work should be reflected on the Calendar view in quarter day increments (.25,.50,.75 OR 1) THEN SAVE Certify and Submit Certify (Your Electronic Signature) Submit to Supervisor Log-off AND Close Browser

Your Turn!

Sign-In to SUNY HR at: First: Sign-in Screen Second: One-time Security Screen 38 Suggested Bookmark PODS User ID and PW For security reasons your sign-in will be different the first time you enter SUNY HR’s Time and Attendance. Here, you will be asked for your SUNY ID (which we have for you) and your DOB.

ONE LAST TIME: The Basic Process – All Employees 39 Credit Your Holidays Be sure to give yourself Credits for Holidays First THEN SAVE Record Time Off Work Any time you did not report to work should be reflected on the Calendar view in quarter day increments (.25,.50,.75 OR 1) THEN SAVE Certify and Submit Certify (Your Electronic Signature) Submit to Supervisor Log-off AND Close Browser

Your time and consideration is appreciated. Please contact any member of the HR Time and Attendance implementation team if we can be of further assistance. For more information, visit the HR site at: attendance/tas.html Thank You!