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Guideline: Employee Self-Service for Staff Paid by Timesheet or Lump Sum

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Human Resources – Pay & Allowances

Guideline: Employee Self-Service

for Staff Paid by Timesheet or Lump Sum

Introduction

The University of Canterbury’s HR and Payroll System, UCPeople, has many features and benefits including easy 24/7 web-based access and use, and streamlined and automated processes.

One of its Employee Self Service features includes an online timesheet and payslip.

This guideline is designed to provide just the basics on how to access the Employee Self Service, submit and view timesheets as well as view payslips.

Login

Access to Employee Self Service

You will need a staff User ID (code) and password to access the Employee Self Service of the Human Resources System (UCPeople) in order to submit online timesheets and view your payslips.

If… then …

you already have a valid staff User ID and password

login to the Employee Self Service Section of UCPeople:

If you are a current UC student who has been

offered employment with UC, you will be issued with a separate staff User ID and password in addition to your student User ID and password. You will need to use your staff User ID code and password to log onto UCPeople Employee Self Service and submit timesheets and/or view your payslip.

Note: If you have not used UCPeople before, you will need to change your UC password first . 1. Log into RAS: https://ras.canterbury.ac.nz/ and

then click on "Change Password". You need to wait 20 minutes before going into UC People Employee Self Service. This process initiates a

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Human Resources – pa_gdl07 Page 2 of 6 Date issued: 14-July-14 You do not have a

Staff User ID and/or password

 Return your signed contract.

 Your Departmental/School Administrator will be in touch as soon as your contract details are entered into the Human Resources System with your staff access details.

Payslips

Payslip How to view online payslips:

1 Log in to UCPeople (i.e. Oracle’s PeopleSoft) Self Service (http://ucpeople.canterbury.ac.nz).

2

From the Main Menu go to Self Service>View Payslip summary.

Result: A table listing your payslips by pay periods, gross earning, tax and net

earnings displays.

3 Click on the pay slip you want to view in the Pay End Date column.

Result: The payslip for this individual pay period displays.

Print a payslip How to print your payslip from different browsers:

Internet Explorer Firefox

Select File > Print Preview. If you change the print size from “Shrink to Fit” to 90% and move the left margin a bit further left it prints in a readable size.

Click on the payslip itself. Right click with your mouse and select “This Frame”. In that menu is an option to print which will print the entire payslip.

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Timesh

Online Tim sheets

heets

me- Ho 1 2 3 ow to subm Log in to From the Time>Tim Note: If will recei your time departme Departm Click Add Result: T Note: If t submissio data after being ente mit an onl UCPeople Se Main Menu mesheets. you hold m ve a list of e for. Ensu ent. If you ent/School Payment t The Timeshee the timeshee on, the follow r the closing ered will be ine Times elf Service (h u go to Self more than o f current job re that you unsure wh l Administra to create a n et screen dis et is entered wing messag time for the processed in sheet: http://ucpeo Service>Ti one current bs. Select t u select the ich job to s ator or Pay new timeshee splays. after the cu ge appears: “ e current pay n the next pa ople.canterbu me Reporti t job at the the job you

correct job select, plea

& HR.

et.

urrent payro “You are ent y period. The ay period”. ury.ac.nz). ing>Report University u want to re b and se contact

ll cut off tim tering times e timesheet t , you ecord your me for heet data

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Human Resources – pa_gdl07 Page 4 of 6 Date issued: 14-July-14

4

Enter time worked using 24hr clock for each day worked. Example:

Note: Your department may give you more specific instructions on

completing the timesheet, or other processes as they apply to that area.

5

Click Add in the comments column to enter additional comments or notes. Note: Only complete the comments section if you are specifically asked to record additional information.

6 Determine if you need to record time which is paid at a different hourly

rate or charged against a different GL Oracle code from what is detailed on the top of the timesheet page.

Note: If you are unsure to whether you need to complete this section, please talk to your Department/School Administrator.

If... then...

yes  scroll to the bottom of the timesheet and complete Additional Payment -

at other pay rates and/or GL code section.

 enter Total Hours and Rate section only. DO NOT put a total in the Amount field.

 go to step 7.

no go to step 7.

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8

Click either Save for Later or Save and Submit.

If... then...

Save for Later your timesheet will not be submitted, it will be held until you edit and submit it. Use ‘save for later’ if you need to check something or add something later but be aware you are not paid until the timesheet is submitted and approved by your

manager.

When ready to submit, go to step 9 to edit & submit a saved timesheet.

Save and Submit  you can no longer make

amendments to your timesheet. The timesheet will now be available for your Manager/Supervisor to approve. Once approved it will be processed in the next available pay run.

 end of procedure.

9 To edit a saved timesheet go from the Main Menu go to Self Service

>Time Reporting>Report Time>Timesheets.

10

Click Select to open the previously ‘Saved – Not Submitted’ timesheet.

11

Check the timesheet details: If you wish to... then... submit the timesheet go to step 4.

edit the timesheet  amend the details as required  overtype existing entry and/or

click (+) to add a new row

and enter additional timesheet hours

 go to step 12.

delete timesheet  click delete timesheet.

Result: A Deletion confirmation message

displays.

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Human Resources – pa_gdl07 Page 6 of 6 Date issued: 14-July-14

12

Click Save and Submit.

Result: the Timesheet Detail screen displays and shows the timesheet as submitted.

Timesheet Approval

Once you have clicked the ‘Save and Submit’ button the timesheet will be available for your Manager to approve; once approved it will be processed in the next available pay run. Pays are run fortnightly.

Note:

It is important to submit your timesheet for approval by 11.00am on the Friday

before Pay Day the latest.

Pay Dates can be found on the HR Intranet

(https://intranet.canterbury.ac.nz/hr/payroll/pay_dates.shtml). If you do not have access to the HR Intranet, please contact your Department/School/Pay & HR Administrator for a copy of the pay dates.

UCPeople will display a message telling you if the current pay run is closed and that your timesheet will be processed in the next fortnight if you have submitted

your timesheet too late.

If you Manager is going to be away, talk to them before they leave about who will approve your timesheets.

As timesheet approvers are not advised of submitted timesheets, you may wish to send an email advising of your completed timesheet.

Further Information

Timesheets Please refer to Complete and Approve a Timesheet

(https://intranet.canterbury.ac.nz/hr/toolkit/04_pay_allowances/timesheets/ index.shtml ), in the Pay & Allowances drawer of the HR Toolkit.

Please refer to the Guideline: Timesheets in the Pay & Allowances drawer of the HR Toolkit for rules and accountability around timesheets at the

University of Canterbury.

Payslips Please refer to View and Print a Payslip

(https://intranet.canterbury.ac.nz/hr/toolkit/04_pay_allowances/payslip/inde x.shtm), in the Pay & Allowances drawer of the HR Toolkit.

Password

problems If you encounter any problems with changing your password or any access problems, please contact the IT Service Desk on ext. 6060 or on (03) 364 2060 or via the self-service portal http://assist.canterbury.ac.nz/.

If you have any further queries, please contact your Senior/HR Advisor or Pay & HR Administrator or your Departmental Administrator directly.

References

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