Web Time Entry for Student Employees (Student version) Students enter and submit their hours worked on Web4 Supervisors verify and approve student’s hours on Web4 Simple to use Easy to following Status driven process

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

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

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)

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

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

- Click on ‘Employee Services’ - Click on ‘Time Sheet’ - Click on Time Sheet

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

Student Timesheet Entry Position Selection - will bring you back to last frame Comments – not use Print / Preview – allow you to preview / print 2 weeks of timesheet entries Restart – allow you to erase all time entries and start over again Next / Previous – allow you to view next or previous week timesheet (only 1 week of the 2 weeks pay period is displayed at a time)

Student Timesheet Entry - enter time worked for each day - click ‘Timesheet’ to return to full timesheet - click ‘Save’ to save entry, ‘Next Day’ or ‘Previous Day’ to enter time for following day or previous day - use ‘Copy’ feature to propagate same time entry to other days - use ‘Delete’ feature to delete entry / entries for the day Time enter in HH:MM AM/PM format only, with 15 minutes interval, e.g. 02:15 PM

Student Timesheet Entry - in Preview / Print mode

Student Timesheet Entry - when all time has been entered, submit timesheet for approval - will prompt student to enter their password again, this acts as an electronic signature that the student has reviewed and signed off on their timesheet - will move status from ‘In Progress’ to ‘Pending’ - Click ‘Submit for Approval’ button to submit timesheet to the Supervisor

Web Time Entry for Student Employees F.A.Q.’s Q. When is the submission deadline for student? A. Your supervisor will tell you. Q. How come I don’t see my department selection, pay period selection, or timesheet after I login? A.Check with your supervisor first, and then student payroll. It is highly likely that you are a new-hire or re-hire, and your papers has not been processed by student payroll department. Q. After I entered my time, can I still make changes to it? A. As long as you have not submitted you timesheet for approval, and your timesheet is still in ‘In Progress’ status, you can change your time whenever you want. Once you have submitted your time for approval and your timesheet is in ‘Pending’ status, you need to contact your supervisor to make further adjustments. 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 look for the appropriate contact phone number by doing a search for Human Resource department.