Approver Training Guide - Human Resources

Approver Training Guide

Human Resource Services Learning & Organizational Effectiveness 6054 S. Drexel Ave

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UChicago Time ? Approver Training Guide

Human Resource Services ? Learning & Organizational Effectiveness 6054 S. Drexel Ave Chicago, Illinois 60637

? 2010 The University of Chicago All rights reserved.

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Version 7/9/2010

? 2010 The University of Chicago

UChicago Time ? Approver Training Guide

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Table of Contents

Using this Guide ............................................................................................................................ 7 Notes to Trainer.................................................................................................................................7

Chapter 1: Introduction to UChicago Time................................................................................. 9 Objectives ................................................................................................................................................ 9 What is UChicago Time? ...................................................................................................................... 9 Why is UChicago Time Important? ..................................................................................................11 Benefits to University Administration..........................................................................................11 Benefits to Employees .....................................................................................................................11 Roles and Responsibilities...................................................................................................................12 Employees ......................................................................................................................................... 12 Approvers .........................................................................................................................................13 Backup Approvers (or Delegates)..................................................................................................14 System and Payroll Administrators...............................................................................................15 Logging In and Out..............................................................................................................................15 Practice: Logging In and Out..............................................................................................................18 Summary ............................................................................................................................................... 18

Chapter 2: Exploring the System ................................................................................................ 19 Objectives .............................................................................................................................................. 19 Introduction .........................................................................................................................................19 Using the Selection Area.................................................................................................................20 Shortcuts ...........................................................................................................................................23 Using ID/Name Search and Links .................................................................................................24 Using the Work Area and Dashboard...............................................................................................25 Viewing Employee Information.........................................................................................................26 Practice: Exploring the Screen............................................................................................................28 Summary ............................................................................................................................................... 29

Chapter 3: How Employees Clock Time ..................................................................................... 31 Objectives .............................................................................................................................................. 31 Introduction .........................................................................................................................................31 Using the Web Clock...........................................................................................................................32 Employees with Multiple Jobs........................................................................................................33 Using the Time Clock Device.............................................................................................................34 Viewing Clock Data.............................................................................................................................35 Practice: Viewing Clock Data.............................................................................................................36

? 2010 The University of Chicago

Version 7/9/2010

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UChicago Time ? Approver Training Guide

Summary ............................................................................................................................................... 37

Chapter 4: Editing and Approving Time.................................................................................... 39 Objectives .............................................................................................................................................. 39 Time Interpretation .............................................................................................................................39 Schedules and Shifts ............................................................................................................................40 The Approval Process..........................................................................................................................40 View and Approve Time.....................................................................................................................42 Viewing Multiple Timesheets at One Time..................................................................................46 Viewing Your Own Timesheet.......................................................................................................46 Viewing a Worked Calendar Report .................................................................................................47 Practice: Viewing and Approving Employee Time .........................................................................48 Edit and Approve Time.......................................................................................................................48 New Employees................................................................................................................................53 Other Employees..............................................................................................................................53 Practice: Editing and Approving Time .............................................................................................53 Edit and Approve by Job Assignment ...............................................................................................53 Applying Premiums and Bonuses......................................................................................................58 Full-Day Premiums .........................................................................................................................58 Worked Day Off...............................................................................................................................60 Editing Lunch Break Time..................................................................................................................62 Providing a Lump Sum Payment.......................................................................................................63 Inserting and Deleting Shifts ..............................................................................................................64 Practice: Editing and Approving by Job Assignment......................................................................69 Scheduling a Temporary Shift Change..............................................................................................69 Changing the Scheduled Shift ........................................................................................................70 Adjusting a Scheduled Shift............................................................................................................71 Practice: Scheduling a Temporary Shift Change..............................................................................72 Summary ............................................................................................................................................... 72

Chapter 5: Managing Absences ................................................................................................... 73 Objectives .............................................................................................................................................. 73 Introduction .........................................................................................................................................73 How Past Absences Are Reported .....................................................................................................74 Biweekly-paid Employees ...............................................................................................................74 Accrual Failures ...............................................................................................................................76 Accrual Awards ....................................................................................................................................78 Viewing Accruals .................................................................................................................................78 Practice: Viewing Accruals .................................................................................................................81 How Employees Request Time Off....................................................................................................81

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? 2010 The University of Chicago

UChicago Time ? Approver Training Guide

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Time Limit on Requests ..................................................................................................................83 Viewing Absence Requests .................................................................................................................83

Viewing Pending Absence Requests..............................................................................................83 Viewing the Scheduled Absence Calendar ...................................................................................85 Practice: Viewing Absence Requests .................................................................................................86 Approving Pending Absence Requests .............................................................................................87 Scheduling an Absence for an Employee ..........................................................................................89 Removing a Scheduled Absence.........................................................................................................90 Practice: Approving Absence Requests.............................................................................................91 Summary ............................................................................................................................................... 92

Chapter 6: Using Monthly Absence Reports .............................................................................. 93 Objectives .............................................................................................................................................. 93 Overview ...............................................................................................................................................93 Submitting Your Own Monthly Absence Report ............................................................................93 Approving a Monthly Absence Report .............................................................................................96 Practice: Using Monthly Absence Reports .......................................................................................97 Summary ............................................................................................................................................... 97

Chapter 7: Running Data Reports .............................................................................................. 99 Objectives .............................................................................................................................................. 99 Introduction .........................................................................................................................................99 Accruals Forecast Report ....................................................................................................................99 Daily Attendance Report...................................................................................................................100 Schedule Vs. Worked Report ...........................................................................................................101 FMLA/STD Usage Report.................................................................................................................103 Other Reports .....................................................................................................................................105 Summary .............................................................................................................................................107

Chapter 8: Additional Information .......................................................................................... 109 Super Users .........................................................................................................................................109 Applying a Permanent Schedule Change........................................................................................110 Viewing a Timesheet Audit Report .................................................................................................112 Payroll Data Definitions ...............................................................................................................113 Worked Data Definitions .............................................................................................................114 Reassigning Approvers......................................................................................................................116 Applying a Different Shift to Existing Time...................................................................................118 Requesting and Approving Vacation Advances ............................................................................121 Looking Up Information on Employees .........................................................................................124 Approving Time for Employees with Multiple Jobs......................................................................126

? 2010 The University of Chicago

Version 7/9/2010

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