WEB TIME ENTRY 101 (FOR COLLEAGUE) Josh Gittel North Idaho College July 31, 2015 Human Resources Track Coeur d’Alene, Idaho

SESSION RULES OF ETIQUETTE  Please turn off you cell phone/pager  If you must leave the session early, please do so as discreetly as possible  Please avoid side conversation during the session Thank you for your cooperation! Coeur d’Alene, Idaho

INTRODUCTION  Web Time Entry 101  Learn the benefits Colleague’s Web Time Entry can have for payroll processing  See what Web Time Entry looks like for employees, supervisors, and HR/Payroll  Understand the implementation process and decisions that need to be made prior to implementation Coeur d’Alene, Idaho

SESSION AGENDA 1. Why Web Time Entry? 2. What does Web Time Entry look like for an employee? 3. What does Web Time Entry look like for a supervisor? 4. How to implement Web Time Entry 5. How are HR/payroll impacted by Web Time Entry? Coeur d’Alene, Idaho

WHY WEB TIME ENTRY? Coeur d’Alene, Idaho

WHY WEB TIME ENTRY?  No more paper timesheets!!!  Daily time tracking in Colleague  System-based approval process  Increased employee & supervisor accountability  Decreased payroll processing time (hopefully)  Sick, vacation, and other leave tracking through Colleague Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE? Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?  Accessed through the Portal  Available with internet access  Available on mobile devices Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE? Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?  Leave balances displayed at the top  Ability to enter time in/out information  Report annual/sick/other leave Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?  Can set up pre-set schedules  Salaried employees can enter leave Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR AN EMPLOYEE?  Employees can save their time each day by clicking submit  At the end of the pay period, employees check the electronic signature Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR? Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?  Supervisors can view a summary of all employees  Can select one or multiple employees to review Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?  Supervisors can see daily time entry totals  Can also see their employee’s leave balances Coeur d’Alene, Idaho

WHAT DOES WEB TIME ENTRY LOOK LIKE FOR A SUPERVISOR?  Supervisors can approve or reject the employee’s time  Comments entered will be instantly ed to the employee after submitting Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Identify key personnel involved  Human Resources  Business/Finance Office  Information Technology  Administration  Identify timeline  Consulting (recommended)  System setup and decisions made  System Testing  Campus training and communication  Go-live date Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Make important decisions  Time entry and approval deadlines  Payroll processing deadlines  Employee data entry deadlines  Rules for managing unapproved time  Individuals’ roles for maintaining Web Time Entry  How to communicate/train employees and supervisors Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Verify payroll parameter setup  Time recording method must be ‘Daily’ Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Set up time entry/approval parameters  Detail to set cutoff dates and times  Create rules for unapproved time Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Set default cutoff times for:  Employee  Supervisor  Cutoff dates and times can be overwritten on PPPR Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Code your leave plans to the correct Web Time Entry columns  1=Annual leave  2=Sick leave Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY POSD – Enter the supervisor position ID & alternate supervisor position ID Coeur d’Alene, Idaho PPOS – Override to POSD. Enter the supervisor and alternate supervisor name

HOW TO IMPLEMENT WEB TIME ENTRY  Select the time recording type for each position  Exception – salaried positions that will default set wages  Positive – Hourly positions that do not have a default schedule in Web Time Entry  Scheduled Positive – Hourly positions that have a default schedule  Select summary or detail Web Time Entry Form Coeur d’Alene, Idaho

HOW TO IMPLEMENT WEB TIME ENTRY  Create earnings type groups  To be displayed on Web Time Entry under ‘Other Time Types’  ETGR can be adjusted as necessary  Can batch assign positions with earnings type groups Coeur d’Alene, Idaho

HOW ARE HR/PAYROLL IMPACTED BY WEB TIME ENTRY? Coeur d’Alene, Idaho

HOW ARE HR/PAYROLL IMPACTED BY WEB TIME ENTRY?  Additional position setup/management  Decrease in manual time entry  Changes to the payroll process  New reports  Manual check process changes  Increased accountability for employees and supervisors  Increased employee/supervisor training  Change in type of questions/assistance to employees and supervisors Coeur d’Alene, Idaho

WHAT DID YOU LEARN?  Basics of Web Time Entry  How it works for employees and supervisors  How to set up Colleague for Web Time Entry  Planning and decisions to be made in advance  Changes you can expect in transitioning to Web Time Entry Coeur d’Alene, Idaho

QUESTIONS? Coeur d’Alene, Idaho

THANK YOU! Josh Gittel – Accountant, North Idaho College Coeur d’Alene, Idaho