DETR TIMEKEEPING. address: And

DETR

TIMEKEEPING

By

Training and Security Manager

Dept. of Personnel, Information Technology Services Work: (775) 687-9090 Fax: (775) 687-9097

Email address: [email protected]

And

Richard F. Thomas, Ed.D.

Employee Development Manager

Department of Employment, Training and Rehabilitation 2800 E. St., Louis St., Las Vegas, NV 89109 (702) 486-6451

Table of Contents

MODULE 1 - NAVIGATION... 2

MODULE 2 – LEAVE REQUESTS ... 9

MODULE 3 – OVERTIME REQUESTS ... 20

MODULE 4 – LEAVE/OT APPROVAL... 28

MODULE 5 – APPROVING LEAVE REQUESTS ... 42

MODULE 6 – APPROVING OVERTIME REQUESTS... 47

MODULE 7 – LEAVE/OT APPROVAL... 52

MODULE 8 – LEAVE/OT APPROVAL... 56

FAQ’S... 58

NOTE – Some of the screen shots in this handout

may be small and difficult to read. To enlarged

the screen shot select the View option in the

DETR

TIMEKEEPING

MODULE 1 - NAVIGATION

NEVADA EMPLOYEE ACTION AND

TIMEKEEPING SYSTEM (NEATS)

NAVIGATING IN NEATS

Module 1 - Navigation

Nevada Employee Action and

Timekeeping System (NEATS)

following Internet address:

https://neats.state.nv.us/NEATS

Or from home at:

http://nvapps.state.nv.us/NEATS

Login by Entering your

Employee ID and Password

*Use your Employee ID number to log in.

NEATS

Home Page

NEATS

Home Page

User Information

When you first login,

you will be required

to change your Password…

*Passwords must be a minimum of 8 complex characters. This includes at least one upper case letter and one lower case letter, one number and one meta character (i.e., #, $, *, %, etc.).

NEATS

Home Page

Update My Password Hint

NEATS

Home Page

Reference Information & Links

Links will not be available through the NVAPPS website

NEATS

Home Page

Messages

NEATS

Home Page

Training

NEATS

Home Page

Header and Tabs

NEATS

“Employee” Tab

NEATS

“Training” Tab

MODULE 2 – LEAVE REQUESTS

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for entering a Leave Request in

NEATS EMPLOYEE TIMEKEEPING

Module 2

Nevada Employee Action

and Timekeeping System

(NEATS)

From your browser, enter the following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Login by Entering your

Employee ID

and

Password

NEATS

Home Page

Personal Timesheets and

TimeTask Bar

To edit your schedule, click on Edit

Employee Timesheet Preferences

Current

Default View

of Preferences

Highlight and Change Preferences,

Check Days Off

Enter the amount of hours you are

requesting leave for

Choose Pay Period from dropdown,

then click

Create New Request

Enter notes in Preapproval Note, then

click

Save

To add another event type, click on

Add new rows

, then click on drop down

arrow then on event type

After the link to the file appears, click

on

Attach file

The Attachment (s) will now appear.

You can delete attachment by clicking

on the

Red X

Click on

Validate

to edit

for Errors

Messages will be displayed in the

Messages and Errors Box

Action Taken will be logged on the

Preapproval Audit Log

Your

Draft Request

and

Draft

Timesheet

are included on your Home

Page

To

Submit

, click on

Submit

and

apply the Electronic Signature by

clicking on

OK

Your Preapproval Request has been

Submitted

Your Leave Request is

Your Leave Request can be Modified,

Approved or Rejected by the

Supervisor

You can review your requests by

clicking on the link under My Leave

Requests

The Preapproval Audit Log will indicate the

date, time and supervisor if the request

MODULE 3 – OVERTIME REQUESTS

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for entering

an Overtime Request in

NEATS EMPLOYEE TIMEKEEPING

Module 3

Nevada Employee Action

and Timekeeping System

(NEATS)

From your browser, enter the

following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

http://nvapps.state.nv.us/NEATS Department of Personnel Information Technology Services 727 Fairview Carson City NV 89701 ifs.intranet.state.nv.us

Login by Entering your

NEATS

Home Page

To request overtime, click on

Request Overtime link under My

Tasks

Enter the amount of hours you are

requesting overtime for and OT Rsn code

Enter notes in Preapproval Note, then

click Save

Click here to open note

To attach a file, click on Browse,

locate file, click Open

After the link to the file appears,

click on Attach file

The Attachment (s) will now appear.

You can delete attachment by

To add additional information, write

in the Additional Description Box

Click on

Validate

to edit

for Errors

Click on “Save” and Your Preapproval

Request will be

Saved

Action Taken will be logged on the

Preapproval Audit Log

View of the

Draft

you

Created Previously

To

Submit

, click on

Submit

and

apply the Electronic Signature by

clicking on

OK

Your Preapproval Request has

MODULE 4 – LEAVE/OT

APPROVAL

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for entering

a Timesheet with LEAVE/OT

Approval in

NEATS EMPLOYEE TIMEKEEPING

Module 4

Nevada Employee Action

and Timekeeping System

(NEATS)

From your browser, enter the

following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Login by Entering your

Employee ID

and

Password

NEATS

Home Page

Personal Timesheets and

TimeTask Bar

To edit your schedule, click on Edit

Employee Timesheet Preferences

Current

Default View

Highlight and Change Preferences,

Check Days Off

Employee Preferences

Updated

To enter a timesheet that had no prior

leave/ot approval, Click on

Missing

. If

timesheet had prior approvals, Status will be

Draft

A Timesheet

has been created

for

the Time Period Requested

Enter

Positive or Exception

Reporting Information

Add another event type by clicking on Add a new row, Add a new Leave row or Add a new OT row.

These lines have been preapproved

Exceptions should be noted

on the

Timesheet Note

These notes copied over from approved ot/leave request

Your Timesheet Header provides

Leave Balances and Hash and Time Totals

Click on

Save

and Your

Action Taken will be logged on the

Timesheet Audit Log

Your

Draft Timesheet

is updated

and included on your Home Page

Click on

Validate

to edit

for Errors

Any Errors will be detailed under

Messages and Errors

To

Submit

, click on

Submit

and

apply the Electronic Signature by

Your Timesheet has been

Submitted

Your Timesheet is

Pending Approval

A

Second Way

to Create a New

Click on

“Create New…”

Select the pay period for which

you wish to

Create a Timesheet

Click here

To

Submit

, click on

Submit

and

apply the Electronic Signature by

clicking on

OK

Your Timesheet has been

Submitted

Click on

NEATS Home Tab

to

return to

My Tasks

A

Third Way

to Create a New

Timesheet from your Home Page

Select the

Pay Period

under

New Timesheet Options

A Timesheet

already exists

You can create a timesheet

for same pay period

If you create a timesheet for the same pay period, only enter the events/hours that were not included in the original timesheet

To

Submit

, click on

Submit

and

apply the Electronic Signature by

clicking on

OK

The

Timesheet Audit Log

will

MODULE 5 – APPROVING

LEAVE REQUESTS

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for approving a

Leave Request in

NEATS SUPERVISOR TIMEKEEPING Module 5

Nevada Employee Action

and Timekeeping System

(NEATS)

From your browser, enter the

following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Login by Entering your

Employee ID

and

Password

NEATS

Home Page

To view pending leave requests

click on

Requests Pending

Preapproval requests requiring

Supervisor’s approval are displayed

Click here

The Preapproval Request is displayed

The Supervisor can

Modify

the request

on behalf of the employee

Click on

Approve

to begin the

approval process. Click

OK

to

certify the document is correct

Click

Reject

to reject back to

employee. Fill in Rejection Reason

then Click

Reject

The employee does not receive email notification.

After the request has been

approved, Preapproval Audit Log will

Click

Done

to return you to the Pending

Approval Request list or

NEATS Home tab

to return to the NEATS Home Page

NEATS Home Page

shows no

requests pending approval under

MODULE 6 – APPROVING

OVERTIME REQUESTS

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for approving an

Overtime Request in

NEATS OT SUPERVISOR TIMEKEEPING Module 6

Nevada Employee Action

and Timekeeping System

(NEATS)

From your browser, enter the

following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Login by Entering your

Employee ID

and

Password

NEATS

Home Page

To view pending overtime requests

click on

Requests Pending Approval

Preapproval requests requiring OT

Supervisor’s approval are displayed

Click here

The Preapproval Request is displayed

The OT Supervisor can

Modify

the

request on behalf of the employee

Click on

Approve

to begin the

approval process. Click

OK

to

certify the document is correct

Click

Reject

to reject back to

employee. Fill in Rejection Reason

then Click

Reject

The employee does not receive email notification.

After the request has been

approved, Preapproval Audit Log will

Click

Done

to return you to the Pending

Approval Request list or

NEATS Home tab

to return to the NEATS Home Page

NEATS Home Page shows no

requests pending approval under OT

MODULE 7 – LEAVE/OT

APPROVAL

NEVADA EMPLOYEE ACTION

AND TIMEKEEPING SYSTEM

(NEATS)

The process for approving a Timesheet

using Leave/OT approval in NEATS

SUPERVISOR TIMEKEEPING

Module 7

Nevada Employee Action and

Timekeeping System

(NEATS)

From your browser, enter the following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Supervisor’s

Home Page

Timesheets

Requiring Approval

are Displayed for Supervisor

Click here

The Supervisor can

Modify

the

request on behalf of the employee

Click on

Approve

to begin the

approval process. Click

OK

to

certify the document is correct

Yellow lines indicate no preapprovals were submitted or time entry was changed from original request

Click

Reject

to reject back to

employee. Fill in Rejection Reason

then Click

Reject

The employee does not receive email notification.

After the timesheet has been

approved,

Timesheet Audit Log

will

Click

Done

to return you to the Pending

Approval Request list or

NEATS Home tab

to return to the NEATS Home Page

NEATS Home Page

shows no

MODULE 8 – LEAVE/OT

APPROVAL

NEVADA EMPLOYEE ACTION AND

TIMEKEEPING SYSTEM

(NEATS)

The process for approving a Timesheet using Leave/OT approval in NEATS

OVERTIME SUPERVISOR TIMEKEEPING

Module 8

Nevada Employee Action and

Timekeeping System

(NEATS)

From your browser, enter the following Internet address:

https://neats.state.nv.us/NEATS Or from home at:

Overtime Supervisor

must log in

and approve timesheet

If OT Request was already approved by OT Supervisor, timesheet doesn’t require another OT Timesheet approval, only if changes were made to original request, or OT time added

OT Supervisor

clicks on

timesheet for approval

OT Supervisor clicks on

OK

to

apply

Electronic Signature

NEATS Home Page

shows the

number of timesheets pending

approval

Using NEATS: An FAQ

Event Codes

What is an “event” on a NEATS timesheet?

In NEATS, for reporting purposes, time is broken down into many different categories, or

events. Typically, there is one row on a NEATS timesheet for each “event code” you

As an extended example, two common events include Paid Regular Time (PRT) and Annual Leave (UAL): If you work a regular day, you typically report your time for that day under the Paid Regular Time event code, PRT. If you take approved annual leave for a day or two in a pay period, you record this time under the UAL event code (used

annual leave).

What are the three high-level event types on a NEATS timesheet and what do they represent?

NEATS timesheet events are visibly grouped into three, higher-level categories: Standard

What is the default event for each event type and what do they mean?

Event Type Default Event Code

When you enter a new row on a NEATS timesheet, the row’s event code column is automatically filled-in. Depending on the event group, NEATS uses different “default” event codes.

It’s perfectly OK to select a code different from the one NEATS enters. For Standard Events, you can do so by adding a new row and selecting from the event code dropdown. For all other event types, use the existing dropdown.

Where can I find NEATS event codes that I can use on a timesheet?

Each screen in NEATS has a Page Help label in the upper right hand corner.

If you click on Page Help, you are directed to the NEATS help system. Once in the help system, click Time Tab, then General Tasks, then Event Codes. DETR employees also have a special event code help page.

As a DETR employee, what event can I assign my time to? Will NEATS prevent me from using any particular event codes?

The NEATS system does not restrict you from using any particular event code on your timesheet. But DETR-HR and DETR-FM prefer you not use certain event codes since they don’t apply to DETR. Please see this page for guidelines on which event codes DETR employees should use.

Job Numbers and Activities

What is a job number? What does it represent?

A job number represents a funding source, such as a special grant or the State’s general fund. For reporting purposes, as a DETR employee you are required to assign Standard and OT events to a job number in NEATS. On the NEATS timesheet, enter a job number under the Project/Job column.

What is an activity code? What does it represent?

The activity code provides additional detail within a certain job number. Think of it as a sub-category of a job number. On your NEATS timesheet, enter an activity code under the Activity column. On our old paper timesheets, activities were called functions and were entered under the Project/Function column.

Why must DETR employees assign their time to activities and job numbers on the NEATS timesheet? How does this compare to our paper timesheets?

combination. That is, the practice of assigning time to a funding source (job number) and activity is not new at DETR. It will just work a bit differently under NEATS. Job

numbers were called “project codes” on DETR’s paper timesheets. And activities were called function codes. The old project and function codes are found under the

Project/Function column on the paper timesheet.

Who is responsible for making sure employees assign their time to appropriate activities and job numbers in NEATS?

Both you and the supervisor approving your timesheet are ultimately responsible for ensuring that time is assigned to the proper activity and job number, representing the work that you are doing for the department. NEATS itself, using information maintained by DETR’s Financial Management department, will also check to make sure that you use valid job number-activity combinations on your timesheet.

How do I determine what activity and job numbers I should use?

FM will be sharing a document that a document that will include and explain how to map from your old project-function codes to our new job-activity codes.

Also, from within NEATS, IDP will provide a mapping page available from the DETR Help link. The page will show various job-activity combinations that apply to you. Ultimately, your supervisor will need to tell you which of the job-activity combinations you should use. Note: for the DETR Help page to work properly, you must go to the page from NEATS, not from a bookmark or your favorites folder.

I can’t assign my leave time to an activity and job. Is that OK?

Yes, it’s OK. DETR employees are not required to assign job-activity codes for leave events. Instead, behind the scenes, the system will determine how to assign job number(s) to leave events for each position.

Does NEATS “know” whether an activity and job number are valid for a particular DETR employee?

Yes. In NEATS valid combinations of budget accounts, organization codes (formerly known as cost centers), job numbers and activities—which collectively comprise DETR-specific rules—will limit the activity and job number coding allowed for DETR

employees.

NEATS won’t allow me to enter an activity and job number. Now what?

Refer to the DETR Help screen—click the DETR Help label in NEATS to get there—for valid combinations of job-activity coding. If the help page does not help, request

assistance from your supervisor or manager. Contact Financial Management if there is a need to set up job number-activity coding.

I went to the DETR-NEATS help page and it says the activity and job number that was rejected in NEATS should be OK. Who can help me with this?

Other

What is the deadline for submitting my timesheet?

Noon on the Monday following the close of the pay period. Note: Using NEATS we will only be submitting our timesheets once every two weeks.