FOR 10-MONTH AND ADJUNCT FACULTY Human Resources – Revised February 2015 Welcome Electronic Time and Attendance Training

About Today’s Session... WHAT YOU’LL NEED  Your PODs user name and password, and optimally,  Your current time record. OUR AGENDA 1. We will talk through this brief presentation first. 2. Next, we will distribute a step-by-step cheat sheet that includes your SUNY ID, which is a number you will need for one-time security entrance to the system. 3. After that, you can sign in and enter your time here OR you can go back to your office and enter your time on-line at your convenience. 4. After this session, CONGRATULATIONS! You are officially live and will no longer need to submit hardcopy time records to your supervisor or to HR. 2

Overview of the Monthly Process for 10-MONTH AND ADJUNCT FACULTY Electronic Time and Attendance

Overview of the Basic Process Monthly – 10-MONTH AND ADJUNCT FACULTY 4 SIGN-IN and SELECT MONTH Sign-in to SUNY HR and select “TIME AND ATTENDANCE” SELECT MONTH RECORD ANY SICK TIME USED, IF NONE... Record any SICK TIME (if used) on the Calendar View THEN SAVE SUBMIT AND LOG-OFF Submit Log-off AND Close Browser

10-MONTH AND ADJUNCT FACULTY STEP-BY-STEP Electronic Time and Attendance

Access to SUNY HR will be found at: First: Sign-in Screen Second: One-time Security Screen 6 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:

To Enter, Click on the “Time and Attendance” Tab 7 Bonus Feature Your pay stub can be viewed through the “View Paycheck” feature as of the Monday preceding any payday. In addition, a two-year payroll history has been loaded for your information.

Faculty-Only View All others enter the system on the screen displayed on the next slide. 8 Faculty Step 1, Charge” to enter sick time. If none, go directly to Step 2. Faculty Step 2 If you have NO Sick Leave to record – you are done after you “Select Month” and “Submit”! If you DO HAVE Sick Leave to record, select “Charge” and proceed to the slides on the next few page.

If you have Sick Leave to Record: Select Month(Accrual Period) Current Month (or Accrual Period) Comes Up Automatically 9 The status of any given month is reflected here in the above drop-down: Working: Open for you to make entries Pending: Submitted to your supervisor Approved: Reflected once Supervisor has signed-off

A Few Notes About Accrual Balances – Mathless Math! days contractual Family Sick Leave Tracked Here, Deducted from Sick. Family Sick charges relate to the medical care of a direct family member. Non-Chargeable Time ( Such as conferences, jury duty, off-site meetings, etc.) Tracked Here, Not Deducted

Enter Charges for any Sick Leave used. THEN SAVE! 2 )Then Save 1) Enter Charges for Sick Time Used 11

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 12

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 13

LAST STEPS: Review Entries for Accuracy, Certify (Sign), and Submit to Supervisor. 3 ) Submit 2) Certify b 14 1) Review Your Entries for Accuracy

Sign out of the SUNY browser AND close. CURRENT USER STAYS LOGGED-IN FOR UP TO 20 MINUTES. 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 15

OPTIONAL FEATURES AND NOTES

SUPERVISOR’S OPTION: Electronically Requesting Time Off 17 REQUEST TIME OFF Selection Click on TIME RECORD to return to the MAIN SCREEN This is a feature that Supervisor’s of MC, non-hourly UUP, and 12-month Faculty may encounter.

When using this Optional Feature, Remember to “SUBMIT” Your Request 18 Remember to “SUBMIT” your request Once your supervisor has approved your request, it automatically populates on your record so you won’t have to enter it. (Will appear with a “P” while the request is pending) Changes, additions, deletions can be made at any point; this is not a “contract.” Be aware that unresolved requests can prevent your successful monthly-time record submittal.

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. 19

ABOUT LEAVE DONATIONS FOR THOSE INTERESTED IN DONATING 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. 20

Supervisors of Employees: MC, Non-hourly UUP, and 12-month Faculty Electronic Time and Attendance

The Basic Process Monthly – SUPERVISORS 22 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 OF MC, NON-HOURLY UUP, AND 12-MONTH FACULTY

Supervisors will have “Work Roster” view for the electronic record status of direct reports. Select “Work Roster ” 24

View of an Actual Work Roster 25 Pending Time Record Approvals Pending Leave Requests Employee List

Your Turn!

Sign-In to SUNY HR at: First: Sign-in Screen Second: One-time Security Screen 27 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:

Contact Information HR Time and Attendance Team: 28 Jonathan Bonnie

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-site/index.html Thank You!