Manager Self Service - Time Management Guide for Users Updated on 28 August 2015

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Manager Self Service - Time Management

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To access any of Ryerson's systems, you must first activate your Ryerson ID by completing the web form available at: http://www.ryerson.ca/accounts/. If you experience difficulties logging into eHR via Blackboard using your RyersonID, call or email the CCS Help Desk: Call: 416-979-5000 ext. 6806 or Email: [email protected]

Ask a Question: http://www.ryerson.ca/ccs/helpdesk/ask/index.html

Supported Browsers

eHR can be accessed with an internet connection using:

 Internet Explorer version 8, 9, 10 (Compatibility on)

 Safari 3.x. or higher

 Firefox

Check out the Getting Started topic to learn how to set-up and configure your browser before you begin using eHR.

eHR should NOT be accessed using the following browsers:

 Opera

 Chrome

Disclaimer

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Manager Self Service - Time Management

This content will assist all managers, alternate approvers and inputters with using

manager self-service within eHR. It provides managers and administrators with complete control over employee time and absences online.

By the end of the section you will be able to:

 Approve reported time, exceptions, and absence requests

 Report payable time or absences, and view absence request history and balances

 Delegate transactions to a peer to act on your behalf

 Print reports for contract audits, reported time and absences This section applies to:

 Managers and supervisors responsible for approving payable time

 Alternate time approvers

Approve & Report Employee Time

Managers and administrators share responsibility for payroll. This includes completing, processing and approving hiring documentation and changes that will be reflected in pay. In addition, you are responsible for ensuring that electronic time reporting is completed and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html).

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Approve Reported Time

All reported time will appear under your reported time summary within 'Manager Self Service'. Managers and approvers can approve reported time for current, past (up to 90 days) and future pay periods. Each bi-weekly payroll process will only include approved transactions from the current pay period and those modified and/or approved in a prior pay period.

Procedure

In this topic you will learn how to approve reported timesheet entries. Step Action

1. Navigate to the 'Reported Time' menu.

Click the Main Menu button.

2. Click the Manager Self Service menu.

3. Click the Time Management menu.

4. Click the Approve Time and Exceptions menu.

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Step Action

6. The initial display of the 'Timesheet Summary' page will default the 'View By' field to All Time Before. This allows you to display all time sheets submitted before the day specified in the Date field.

Click the View By list to view more options.

7. By changing each of the 'View By' options, you are able to display different data. Review each option listed:

All Time After All Time Before Day

Week

8. Click the Get Employees button to display a list of recently reported time. 9. If you choose to change the value in the 'Date' field, click the Refresh button

to update the page.

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Page 4 Step Action

14. 'Last Assignment End Date': indicates the end date of the position or job. If the field is blank, no end has been defined on the job record. For example: Full-time positions do not have end dates.

15. 'Cost Centre': a financial account number associated with a department to track costs. Departments are not limited to only one cost centre. There may be several cost centres within a department.

16. Decision: eHR provides two methods for approving time sheets. Choose an option listed below:

 Time Sheet Approval by Individual Go to step 17

 Time Sheet Approval by Batch Go to step 32

17. Each employee shown in the data list has information related to their time sheets:

'Hour to be Approved': submitted hours by the employee

CTO - compensating time off submitted in lieu of paid compensation 'OT/On Call/Call In': overtime submitted

18. To access an employee's timesheet, click the Jane Doe link.

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Step Action

20. To change the display to a bi-weekly pay period, choose Calendar Period from the View By list.

Click the View By list.

21. Click the Calendar Period list item.

22. Notice how the timesheet now displays the bi-weekly pay period.

Review each timesheet entry to check: the amount of hours, day of the week, time reporting code and comments.

23. To approve all transactions on the timesheet, click the Select All link.

24. You can also deny or push back reported time. In each case, email notifications are sent to the employee. Employees must re-submit any denied/push back time.

Click the Approve button. 25. Click the Yes button.

26. Click the Refresh Timesheet button.

27. Notice the Reported Status field is updated.

28. You can navigate through the pay periods week using the Previous Period and

Next Period links.

29. Click the Return to Select Employee link to continue approving time on the timesheet summary page.

30. Notice the data list displays fewer rows. Continue approving time sheets until

all time is approved with no remaining employees in the data list.

31. End of topic.

For more information on bi-weekly pay periods

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32. Each employee shown in the data list has information related to their time sheets:

'Hour to be Approved': submitted hours by the employee

CTO - compensating time off submitted in lieu of paid compensation 'OT/On Call/Call In': - overtime submitted

33. Review each time sheet entry to check: the amount of hours to be approved, and the type of time reported.

Step Action

34. To approve all transactions on the 'Timesheet Summary' page, click the Select All link.

35. You can also deny or push back reported time. In each case, email notifications are sent to the employee. Employees must re-submit any denied/push back time.

Click the Approve button.

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Step Action

37. Click the OK button.

38. Notice that all time is approved and the 'Timesheet Summary' page will not display any reported time submitted before the day specified in the Date field.

39. End of topic.

(http://www.ryerson.ca/hr/payroll/index.html) and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/index.html) page on the HR web site.

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Adjust Hours

All submitted timesheet entries can be adjusted by the manager or the employee. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay date. You would adjust an employee’s time under the following circumstances:

 The employee is overpaid for hours worked in a prior pay period.

 The employee is underpaid for hours worked in a prior pay period.

Ensure that all adjusted time reporting is completed and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html).

Procedure

In this topic you will learn how to adjust an employee's hours for a prior pay period. Step Action

1. Navigate to the 'Timesheet Summary' page.

4. Click the Report Time menu.

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Step Action

6. Click the Get Employees button.

The system will display all employees for the week specified in the 'Date' field. 7. Click the Adam Pelser link.

8. Decision: Overpaid/Underpaid hours are processed differently. Choose an option to learn how to adjust time for each case:

 Overpaid Hours Worked

Go to step 9

 Underpaid Hours Worked

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9. You will adjust reported time in a prior pay period.

Use the Previous Week/Next Week link to navigate to another pay period. Click the Previous Week link.

10. In this example the employee was overpaid by '7.25' hours on Tue 7/10. You will need to adjust this transaction and reduce the reported hours for the week.

Click the Add a new row button.

11. Enter negative hours if the employee was overpaid for hours worked in a prior pay period. This entry will deduct from the employee's pay at the applicable rate.

Enter the desired information into the Tue field. Enter "-7.25". 12. Click the Time Reporting Code list.

13. Click the NUPT Regular Hrs - 10700 list item.

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Step Action

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16. Click the Select option. 17. Click the Approve button. 18. Click the Yes button.

Step Action

20. This entry will deduct from the employee's pay at the applicable rate. Notice the total for the date is 0.00.

21. End of topic.

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Step Action

22. You will adjust reported time in a prior pay period.

Use the Previous Week/Next Week link to navigate to another pay period. Click the Previous Week link.

23. In this example the employee was underpaid (not paid) for '7.25' hours on Wed 6/27.

You will need to adjust this pay period and increase the reported hours for the week.

Click the Add a new row at row 1 button.

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Step Action

27. Click the Submit button, and continue with the approval process.

Step Action

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29. Click the 06/27/2012 option.

30. Click the Approve button.

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Step Action

33. The entry will add to the employee's pay at the applicable rate. Notice the 'Reported Hours' has increased.

34. End of topic.

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Correct Reported Time

All submitted timesheet entries can be adjusted by the manager or the employee. Adjusted time entries that have been paid to the employee will be either deducted from or added to the employee's pay depending on the requirements. Any adjusted time entries that have not yet been paid to the employee will be paid on the next scheduled pay date. You would adjust an employee’s time under the following circumstances:

 The employee is overpaid for hours worked in a prior pay period.

 The employee is underpaid for hours worked in a prior pay period.

Ensure that all adjusted time reporting is completed and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html).

Procedure

In this topic you will learn how to correct time sheet entries. Step Action

5. Click the Timesheet menu.

6. The initial display of the 'Timesheet Summary' page will default the View By

field to Week. This allows you to display all time sheets submitted for the week specified in the Date field.

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Step Action

7. Click the Get Employees button to display a list of employees for the week listed in the View By field.

8. The data list provides a summary of totals for the various categories of reported time:

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9. Click the Pete Zaria link.

10. You would correct an employee’s timesheet if the incorrect amount of time or code was used to report time.

In this example, the employee accrued CTO time and did not get paid the overtime.

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Step Action

12. Click the Add a new row button to create a new line.

13. In this example, the employee reported time using the incorrect time reporting code.

You will correct this transaction and allocate the time to the correct code. Enter the desired information into the Time Reporting field. Enter "-3.00". 14. Enter the desired information into the 6.00 field. Enter "-3.00".

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16. Select the same time reporting code used on the original transaction. This will reverse the original transaction amount.

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Step Action

17. Add another row for the new transaction. Click the Add a new row at row 2 button.

18. Allocate the hours to the correct time reporting code.

Enter the desired information into the Time Reporting field. Enter "3". 19. Enter the desired information into the Time Reporting field. Enter "3". 20. Click the Time Reporting Code list.

Step Action

21. Select the correct time reporting code.

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Step Action

24. Click the scroll bar.

25. Approve the transactions.

Click the Select All link. 26. Click the Approve button.

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Step Action

29. Notice the 'Reported Hours' has been updated. Click the Return to Select Employee link.

30. End of topic.

(http://www.ryerson.ca/hr/payroll/index.html) and deadline dates, refer to the Payroll (http://www.ryerson.ca/hr/payroll/index.html) page on the HR web site.

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Deny/Push Back Reported Time

Managers/Approvers can deny or push back any time reported by an employee. Once a transaction is denied/pushed back, eHR will send an email notification to the employee with details of the transaction. All denied and pushed back transactions will not be processed for pay. Ensure these transactions are re-submitted by the employee or yourself before the payroll deadlines (http://www.ryerson.ca/hr/payroll/index.html).

Procedure

In this topic you will learn how to deny/push back time reported by an employee. Step Action

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Step Action

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9. Click the Select All link.

10. Once you deny or push back reported time, email notifications are sent to the employee. Employees must re-submit any denied/push back time.

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Step Action

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Step Action

13. Notice the Reported Status of the transactions is now updated. Click the Return to Select Employee link.

14. Notice the data list is now refreshed, with no remaining Hours to be Approved.

15. End of topic.

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Enter Unpaid Absences

All unpaid absences must be submitted by the manager or the employee using the timesheet to deduct from the employee’s pay. Unpaid absences are recorded on the employee’s timesheet under the following circumstances:

 For any employee who requires unpaid time off. E.g.: An employee does not have any banked vacation time and needs to take vacation.

Ensure that all unpaid absences are submitted on the time sheet and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html).

Procedure

In this topic you will learn how to report unpaid absences and add a comment to an employee’s time sheet.

Step Action

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Step Action

'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the 'Hours to be Approved'.

In this example, you will report two days of unpaid vacation time for an employee.

8. Click the Amy Smith link.

Step Action

9. A standard work-day is 7.25 hours. Enter unpaid vacation time for an employee as 'negative hours'.

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12. Select the time reporting code Unpaid Hrs applicable for the employee group. Click the OPS Unpaid Hrs - 17001 list item.

13. Once all the unpaid hours have been entered, click the Submit button.

Step Action

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Step Action

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16. Enter the desired information into the Comment field. Enter "Approved

unpaid vacation time".

Step Action

18. The reported status field will update to 'Needs Approval'. To approve the transactions,

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Step Action

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22. Click the Return to Select Employee link.

23. Notice the 'Reported Hours' for the employee has updated to '-14.50' for two days of unpaid vacation.

24. End of topic.

For more information about types of absences refer to the applicable collective agreement/policy (http://www.ryerson.ca/hr/policy/index.html) page on the HR web site.

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Report Exception Time

A standard work-week is 36.25 hours for a full-time salaried MAC/OPSEU employee or Term > 4 months. Any time worked over and above the standard hours may be reported as exception time. Salaried employees are only required to report exception time that exceeds the weekly standard hours. Manager, approvers and inputters can report

exception time for an employee for current, past (up to 90 days) and future pay periods.

Note: The payroll process will only include approved transactions from the current pay period and those modified and approved in a prior pay period.

Procedure

In this topic you will learn how to report exception time, add a comment and approve time sheet entries.

Step Action

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The system will display all employees for the week specified in the Date field. 6. The data list provides a summary of totals for the various categories of reported

time:

'Hours to Be Approved': all time that is pending approval. Refer to each category for details of the 'Hours to be Approved'. 7. Click the Jane Doe link.

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Step Action

9. Enter the desired information into the Mon field. Enter "2". 10. Click the Time Reporting Code list.

11. Time reporting codes are abbreviated differently in each employee group. Review the list of descriptions for an OPSEU employee's time reporting codes: CTO Actual OT Hrs @ 1.0

CTO Actual OT Hrs @ 1.5 CTO Actual OT Hrs @ 2.0 OPS Call In - Actual Hours OPS Call Out - Remote OPS On Call - Actual Hrs OPS OT Hrs @ 1.0 OPS OT Hrs @ 1.5 OPS OT Hrs @ 2.0 OPS Regular Adjustment OPS Unpaid Hrs

Shift Prem Afternoons Shift Prem Nights

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13. Add additional exception hours to a new line on the timesheet as needed. Click the Submit button.

Step Action

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Step Action

15. You will need to approve the transaction. Click the Select option.

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Step Action

19. Exception time entries require an explanation of why time was reported. Regular reported hours entries do not require additional comments. Enter relevant comments about the timesheet entries.

Click the Comments button.

Step Action

20. Enter the desired information into the Comment field. Enter "Assist with

project".

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23. Notice the data list is updated with the Reported Hours.

24. End of topic.

For specific details about overtime and compensating time off refer to the Policies & Agreements (http://www.ryerson.ca/hr/policy/index.html) page on the HR web site.

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Report Positive Time

Managers, approvers and inputters can report payable time for an employee for the current, past (up to 90 days) and future pay periods. It's a requirement that the actual hours worked be reported for each part-time employee before the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html). Absences are also entered on the time sheet for tracking purposes only.

Note: The payroll process will only include approved transactions from the current pay period and those modified and approved in a prior pay period.

Procedure

In this topic you will learn how to report and approve positive hours (regular hours) on a part-time employee's time sheet.

Step Action

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The system will display all employees for the week specified in the 'Date' field. 7. The data list provides a summary of totals for the various categories of reported

time. Refer to each category for details.

8. Select the employee you wish to report time for. Click the Adam Pelser link.

9. The timesheet will display the current week in the pay period. Change the View By field as required.

10. Use the Previous Week/Next Week link to navigate to another pay periods. 11. Review the policy that applies to Job Descriptions for Non-Union Casual

Assignments (http://www.ryerson.ca/hr/benefits/rates_by_group/nuc.html). Depending on hours worked during a bi-weekly pay period, the position may meet the requirements for a term position under a collective agreement (http://www.ryerson.ca/hr/policy/index.html).

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Step Action

12. In this example, you will report regular hours for a Non-Union Casual employee. Notice the hours that are reported as 'positive'.

Enter the actual hours worked into the Time Reporting Code field. Enter "7.25".

13. Enter the actual hours worked into the Time Reporting Code field. Enter "7.25".

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15. Click the Time Reporting Code list.

16. Time reporting codes are abbreviated differently in

each employee group. Review the list of descriptions for an non-union casual (part-time) employee's time reporting codes:

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Step Action

17. Click the NUPT Regular Hrs - 10700 list item.

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18. Click the Submit button.

Step Action

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Step Action

21. To approve all the transactions, click the Select All link. 22. Click the Approve button.

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Step Action

26. The data list is updated with details of the reported hours. Notice the Hours to Be Approved column contains no information for time that is pending

approval.

27. End of topic.

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Approve & Report Employee Absences

Managers are required to approve all absence requests submitted by employees for any absences such as: vacation time, family, jury duty or sick time, etc. online. For more information on absence entitlements, please refer to the Policies & Agreements (http://www.ryerson.ca/hr/policy/index.html) page on the HR web site.

Approve, Deny, Push Back Absence Requests

All employees are required to submit absences online for any work absences. In the event that an employee is unable to submit an absence request, the manager/supervisor is responsible for reporting the short term absences online.

Procedure

In this topic you will learn how to approve/deny/push back an absence request from an employee.

Step Action

1. Navigate to the 'Absence Request' page.

5. Click the Absence Requests menu.

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Step Action

7. To access a request, click the George Doe link.

8. Decision: Decide if you will approve, push back or deny the employee’s absence request. Choose an option to learn more:

 Approve Absence

Go to step 9

 Push Back Absence

Go to step 21

 Deny Absence

Go to step 28

9. The system will display the 'Request Details' for the employee.

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Step Action

11. Click the Yes button. 12. Click the OK button.

13. The 'Absence Request' page will refresh and display remaining requests that need approval.

Step Action

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Step Action

16. Click the Refresh button.

17. Click the Show Requests by Status list.

Step Action

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19. Click the Refresh button.

20. End of topic.

End of Procedure. Remaining steps apply to other paths. 21. The system will display the 'Request Details' for the employee.

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Step Action

22. Provide comments for the requestor in the Approver Comments field. Enter "Entered on the incorrect day".

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27. End of topic.

End of Procedure. Remaining steps apply to other paths. 28. The system will display the 'Request Details' for the employee.

Review the details of the request: dates, absence name and any Requestor comments.

Step Action

29. Provide comments for the requestor in the Approver Comments field. Enter "Not enough CTO time".

By denying CTO or sick requests, you do not automatically adjust an

employee's pay. Changes that must be reflected in the pay must be processed in the employee's timesheet.

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Step Action

30. Click the Deny button.

Step Action

34. End of topic.

Refer to the 'Adjust Hours' topic for information on how to adjust an employee's pay.

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Report Absences

Managers and approvers are required to report all employee absences online. Requests can be entered for past, current and future dates. Absence entitlements may vary between employees groups depending on the policy/collective agreements

(http://www.ryerson.ca/hr/policy/index.html) which apply to them. Types of absences include the following:

 Bereavement

 Compassionate leave

 Compensating time off

 Family  Jury, political  MAC Days  Vacation time  Personal care  Sick time  Vacation suspense

Procedure

In this topic you will learn how to report an absence for an employee. Step Action

1. Navigate to the 'Absence Request' page.

5. Click the Absence Request menu.

6. You can specify an 'As of Date' to determine your 'direct reports’ at a point in time.

Change the date as required and click the Refresh button.

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Step Action

8. An employee (who reports to you) may also have 'direct reports' that they manage.

To view these employees, click the Expand button. 9. Click the Collapse button.

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11. By default, the system will display the current business date. Click the Choose a date (Alt+5) button.

12. Click the 25 link.

13. The 'Filter by Type' drop-down list field is NOT mandatory. If used, this will filter the display of the codes by category.

Use the 'Absence Name' drop-down list to select an absence type. Click the Absence Name list.

14. Absence types vary by employee group.

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Step Action

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16. Depending on the 'Absence Name' selected, the 'Current Balance' and 'Forecast Balance' button may display.

By default, the system provides a one day absence. Specify an end date as required for the absence.

Click the Choose a date (Alt+5) button. 17. Click the 26 link.

18. Decision: Absences can be taken as partial or full days. Choose an option to learn more:

 Partial Day Absence Go to step 19

 Full Day Absence Go to step 29 19. Click the Partial Days list.

Step Action

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Step Action

21. In this example, you have specified that 'All Days' in the date range are specified as half days.

Click the All Days Are Half Days option. 22. Click the Forecast Balance button.

23. The system will indicate if the employee has sufficient time available to take this absence.

Enter the desired information into the Requestor Comments field. Enter "Submitted on behalf of the employee".

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25. Click the Yes button.

27. The absence will be approved automatically by the approver and an e-mail notification will be sent to the employee notifying them of the request.

28. End of topic.

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Step Action

29. Click the Forecast Balance button.

Enter the desired information into the Requestor Comments field. Enter "Entered on behalf of the employee".

31. Decision: You can submit or save the request. Choose an option to learn more:

 Submit

Go to step 32

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36. End of topic.

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Step Action

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39. Refer to the 'Edit Saved Absence Requests' topic for instructions on how to retrieve and submit a saved absence request.

40. End of topic.

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View Employee Balances & History

Managers and approvers can view current balances (for entitlements) and absence request history for employees. Depending on the employee, these types of entitlements may include: compassionate leave, compensating time off, vacation time, etc. The accrual rates for each of these types of entitlements will vary by employee. For more information on absence entitlements for your employees, please refer to the Policies & Agreements (http://www.ryerson.ca/hr/policy/index.html) page on the HR web site.

Check Employee Balances

Managers and approvers can check balances (entitlements) and forecast balances for a future date for all their employees online.

Procedure

In this topic you will learn how to check the current absence balance for an employee and forecast their balance for a future date.

Step Action

1. Navigate to the 'Absence Balances' page.

4. Click the View Time menu.

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Step Action

7. Click the John Doe option. 8. Click the Continue button.

9. All balances are calculated up to the 'As of Date' of the last processing date. The information displayed for each type of entitlement will vary by employee. Details for vacation balances available includes all vacation time taken. A 'negative' balance indicates that the employee has used all their absence entitlements.

Step Action

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11. Choose a date in the future to determine the available days of vacation for this employee.

Click the Choose a date (Alt+5) button. 12. Click the Next Month button.

13. Click the 31 link.

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Step Action

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16. Depending on the 'Absence Name' selected, the 'Current Balance' may display. Click the Forecast Balance button.

17. In this example, details of the forecast indicate the employee's balance as of 10/31/2011. This balance includes any vacation time taken and accumulated time for the period.

Click the Return to View Absence Balances link.

18. Use the Return to Direct Reports link to select another employee.

19. End of topic.

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Edit Saved Absence Requests

All other absence requests are owned by the Ryerson ID, which created the request. As a manager, you can only retrieve and submit saved absence requests that have been originally saved by your Ryerson ID.

Procedure

In this topic you will learn how to retrieve and submit a saved absence request. Step Action

1. Navigate to the 'Absence Request History' page. Click the Main Menu button.

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Step Action

7. Click the Amy Doe option.

8. Click the Continue button.

Step Action

9. In this saved request,

click the Forecast Balance button.

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14. End of topic.

Refer to the 'Report Absences' topic for instructions on how to submit an absence request.

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View Employee Absence History

Manager can view the absence request history for all their employees online.

Procedure

In this topic you will learn how to view an employee's absence request history. Step Action

1. Navigate to the 'Absence Request History' page. Click the Main Menu button.

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6. By default, the system will display the current business date. Click the Continue button.

Step Action

7. Click the Jane Doe option. 8. Click the Continue button.

9. The 'Through' field displays the current system date. The system will display absence requests for the past 90 days from the current system date.

You can change the 'From and Through' date fields to display the specific time period you wish to review.

If there was an absence you were expecting to see and you do not see it, update the 'From and Through' dates and click Refresh.

10. Access details of each absence request by clicking the active link.

11. To sort the data in ascending or descending order, click the column header.

12. End of topic.

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Delegate Time & Absence Transactions

Managers can delegate self-service transactions such as time reporting and absence approvals to a peer for any period of time. For example: A manager will be away from the office for an extended period of time, and will not be able to approve absence requests for employees. The person who will accept the delegation request must be enrolled as an alternate time approver for a department.

Refer to the 'Security Access Requests' (

http://www.ryerson.ca/hr/eHR/security-access.html) online learning for more information on how to set-up your security access.

Accept a Delegation Request

The person who will accept the delegation request must be enrolled as an alternate time approver for a department. Administrative staff who currently approve time (who are alternate time approvers) will retain their time approving role should you delegate to them. Cascading delegation is not allowed (for example, you cannot delegate to a peer who in turn delegates to another person).

Procedure

In this topic you will learn how to accept a delegation request from another person. Step Action

1. Navigate to the 'Manage Delegation' page.

Click the Main Menu button. 2. Click the Self Service menu.

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4. A list of transactions delegated to you is found under the 'Review My Delegated Authorities' link.

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Step Action

5. By default, all submitted transactions will display. You can view the details of the transactions using the 'Multiple Transactions' link.

Click the Multiple Transactions link.

6. In this instance, a manager has delegated all time and absence type transactions.

Click the Return button.

7. You can either accept or reject the transaction. In this instance, you will accept the delegated transaction.

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10. No remaining delegation transactions require action.

11. End of topic.

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Create a Delegation Request

Manager self-service transactions (such as time and absence transactions) can be

delegated to others, so that they can report and/or approve transactions on your behalf. To do this, create a delegation request and allow others to gain access to your

employee's time sheets or absence requests.

Your 'Back-Up' Approver will not have access to your employees' information. You will need to delegate your time and absence transactions to your back-up when you are unable to perform your eHR transactions.

Alternate Approvers of time (for example, administrative staff who currently approve time) will retain their time approving role should you delegate to a peer. Cascading delegation is not allowed (for example, you cannot delegate to a peer who in turn delegates to another person).

Procedure

In this topic you will learn how to delegate your manager self-service transactions to another person.

Step Action

1. Navigate to the 'Manage Delegation' page.

Click the Main Menu button. 2. Click the Self Service menu.

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Step Action

5. Specify the start and end dates for the delegation request. Click the Choose a date (Alt+5) button.

6. Click the desired date.

7. Click the Choose a date (Alt+5) button.

8. Click the desired date.

9. Click the Next button.

10. You can delegate the responsibility of your eHR transactions in four ways: 'Manage Approve Reported Time': Approve payable time only

'Manage Reported Time': Report time for your direct reports, for example: input payable time.

'Manager Absence Approve': Approve employee absences only

'Manager Absence Request': Submit absences on behalf of employees

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11. Click the Select All link. 12. Click the Next button.

Step Action

13. You can submit a delegation request to any person. This could be a person within your department or a peer in another department. Ensure they have access to approving time sheets/absences in order to accept the delegation. Click the Bob Jones option.

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Step Action

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16. An email notification will be sent to the delegatee with instructions on how to accept the delegation request.

Click the OK button.

17. The 'My Proxies' page allows you to view details of each delegation request. You can revoke (reverse) the delegation request at any time. Use the 'Revoke' button to reject the transaction.

Note: The delegation status will remain as 'inactive' until the delegatee accepts the request.

18. End of topic.

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Report & Approve Time - CUPE 233

CUPE 233 FTCE / Term employees will be automatically be paid their regular hours (for example: 40 hours). As a supervisor/manager, you are responsible for ensuring that any adjustments to time reporting are completed and approved prior to the pay deadlines (http://www.ryerson.ca/hr/payroll/index.html).

This section applies to:

 Managers, supervisors and approvers of time for CUPE 233 employees

Report Regular Hours & Shift Premiums

Managers/supervisors are required to report regular hours and shift premiums for CUPE 233 employees who have worked 'scheduled shifts' and are entitled to shift premiums or overtime. When the employee has not worked overtime or shift premiums in a pay period, managers will not need to report regular hours as the system will automatically pay the employee their regular hours (for example, 40 hours).

For more information about pay rates please refer to the Salary & Benefits

(http://www.ryerson.ca/hr/benefits/rates_by_group/index.html) page on the HR web site.

Procedure

In this topic you will learn how to report and approve regular hours, shift premiums and exception time for a CUPE233 employee.

Step Action

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The system will display all employees for the week specified in the Date field. 7. The data list provides a summary of totals for the various categories of reported

time. Refer to each category for details of the 'Reported Hours'. 8. Click the Jane Smith link.

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Step Action

10. Click the Apply Schedule button to enter the employee's regular working schedule.

12. Detailed descriptions for each time reporting code is listed here, click each link: CTO Actual OT Hrs

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Step Action

14. Add additional hours to a new line on the timesheet as needed. Click the Add a new row at row 1 button.

15. Enter the shift premiums for the week.

Enter the desired information into the Time Reporting Code field. Enter "8". 16. Enter the desired information into the Time Reporting Code field. Enter "8". 17. Enter the desired information into the Time Reporting Code field. Enter "8". 18. Enter the desired information into the Time Reporting Code field. Enter "8". 19. Enter the desired information into the Time Reporting Code field. Enter "8". 20. Click the Time Reporting Code list.

Step Action

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22. If applicable, enter any overtime hours, adjustments (for example, absent without pay) for the employee on a new line.

Click the Add a new row at row 2 button.

23. Enter the desired information into the Time Reporting Code field. Enter "2". 24. Include any other paid overtime as applicable for the scheduled shifts.

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Step Action

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26. Click the Submit button.

27. Read any warnings. In this example, time was submitted on a scheduled public holiday or university closure.

Click the OK button.

Step Action

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Step Action

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35. Ensure the employee's time is entered correctly.

36. End of topic.

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Report Time in a Previous Pay Period

In the event that Managers may need to enter time (for example, overtime shift premium for a previous pay period), the system requires both current and prior period time entries in order to process payroll correctly. This will ensure that the employee is paid the time for the previous pay period, and also the regular hours (along with any exceptions) for the current pay period.

For more information about pay rates please refer to the Salary Rates by Group (http://www.ryerson.ca/hr/benefits/rates_by_group/index.html) page on the HR web site.

Procedure

In this topic you will learn how to report exception time in prior pay period for a CUPE 233 employee.

Step Action

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time. Refer to each category for details of the 'Reported Hours'.

8. Click the Henk van Der Merwe link.

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Step Action

10. Navigate to a prior week. Click the Previous Week link.

11. Add adjusted hours to a new line on the timesheet as needed. Click the Add a new row at row 2 button.

12. In this example, overtime was not submitted and approved in a prior pay period.

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Step Action

15. Double-click the Submit button.

Step Action

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17. Approve the time and continue to enter the regular hours and shift premiums. Navigate to the current pay period.

Click the Next Week link.

18. Enter the regular hours along with any exceptions for the current pay period. Click the Submit button.

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Step Action

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22. Approve all the submitted time. Click the Select All link.

23. Click the Approve button. 24. Click the Yes button. 25. Click the OK button.

Step Action

27. Both current and prior pay period time entries have been entered correctly.

28. End of topic.

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Report Time for Part Time Employees

Part-time employees working less than half of the normally scheduled hours in a normal work week are required to have payable time reported in the time sheet each pay period.

 Managers, supervisors and approvers of time for 'CUPE233 Part-Time' ONLY

Procedure

In this topic you will learn how to report and approve positive hours (regular hours) on a CUPE233 part-time employee's time sheet.

Step Action

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The system will display all employees for the week specified in the Date field.

7. The data list provides a summary of totals for the various categories of reported time. Review the 'Reported Hours' column for time that is pending approval. 8. Click the Jane Doe link.

9. The timesheet will display the current weekly in the pay period. Change the 'View By' field as required.

10. Use the Previous Week/Next Week link to navigate to a other pay periods. 11. Part-time employees work less than half of the normally scheduled hours in a

normal work schedule.

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Step Action

12. In this example the employee worked 16 hours in a pay period. This includes a statutory holiday.

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16. Click the MT STT Regular - 11100 list item.

Step Action

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Step Action

The rate of pay is determined by the compensation rate on the employee's contract.

Step Action

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Step Action

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Step Action

27. End of topic.

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Report & Approve Time - Food Services

OPSEU Term employees (Food Services) will automatically be paid their regular hours i.e.: 36.25 hours, unless you make an adjustment to the regular hours based on the scheduled hours worked during the shift.

As a supervisor/manager, you are responsible for ensuring that any adjustments to time reporting are completed and approved prior to the pay deadlines

(http://www.ryerson.ca/hr/payroll/index.html).

 Managers, supervisors and approvers of time for 'Food Services' ONLY

Calculate Actual Hours

Actual payable hours are calculated by subtracting the hours worked from standard bi-weekly hours (72.50 hours from job record). Variances are entered into the employee's timesheet as:

 Negative hours to adjust the regular bi-weekly hours

 Positive hours (as overtime hours) if the employee has worked more that 72.50 hours during the bi-weekly pay period

Procedure

In this topic you will learn how to run the standard hours report and calculate the adjusted hours for an employee.

Step Action

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Step Action

2. The report requires the Department ID for Food Services. Enter "D14001".

3. Enter the start date for the pay period in the As of Date field. In this example, you will select a pay period in July.

Click the Choose a date (Alt+5) button. 4. Click the desired date.

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7. The dialog box that appears on your screen may differ from the example shown, depending on which browser you use in eHR. In this instance, Internet Explorer (IE 9) is used.

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Step Action

8. Follow the on-screen prompts and save the file to your location. In this instance, you will save the file to the desktop.

Click the Desktop icon. If prompted by IE 9, click the Open button. The report will open in Excel.

9. The report provides the following information: 'Name'

'Empl Record': the active employee record number

'Bi-Weekly Hours': the standard hours from job data reported as a bi-weekly amount (36.25 x 2).

Adjustments are calculated by subtracting the actual hours worked from standard bi-weekly hours (from job data).

10. Two additional columns are added to the report to calculate the adjusted hours. In this instance, the additional columns have been labelled as 'Actual Hours Worked' and 'Adjusted Hours'.

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12. End of topic.

Once you have calculated the adjusted hours, you are required to enter the adjusted time in the employee's timesheet.

For information on how to 'Report Hours for an OPSEU Term', complete the next topic.

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Report Hours OPSEU Term

Managers/supervisors of Food Services are required to report adjusted hours and overtime for those OPSEU Term employees who have worked scheduled shifts.

Procedure

In this topic you will learn how to report and approve hours for a Food Services OPSEU Term employee.

Step Action

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time. Refer to each category for details of the 'Reported Hours'. 8. Click the Jane Smith link.

9. The timesheet will display the current week in the pay period.

You will need to switch the current window to the Excel sheet that contains the adjusted time calculations.

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Step Action

11. Enter "-4.50" into the Tue field of the applicable week. The employee’s hours will be adjusted by the entered hours. 12. Click the Time Reporting Code list.

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Step Action

16. Click the Select option. 17. Click the Approve button. 18. Click the Yes button.

Step Action

20. End of topic.

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Reporting for Managers with Direct Reports

eHR includes a reporting tool which you can use to analyze your employee reported time and absences. This data includes confidential information about vacation accrual rates, absences, etc. Typically, you would use this information to identify patterns in absences, manage budgets or plan/manage employee vacation time. All report data extracted from eHR can be saved to Excel to sort/filter data or create pivot tables for easy analysis.

As a manager/supervisor with direct reports, you are automatically enrolled into manager self service reporting. If other access is needed, complete the security access form as an alternate reporter for as required. You will find security access request forms under: Main Menu > Self Service > System Access > Security Access Requests > Create eHR Time Sheet Security Access Request.

Time and Absence Reporting

Time and Absence Reporting menu provides detailed reports about your employees’ reported hours, absences, and other related information – all in one menu. This allows you to conveniently access several reports on one screen without having to navigate to another part of eHR.

Procedure

In this topic you will learn how to view and download time and absence reports. Step Action

1. Once you have accessed eHR, navigate to the Reporting menu and click the Time and Absence Reporting menu.

Note: You must be enrolled in Manager Self Service

Manager Self Service - Time Management Guide for Users Updated on 28 August 2015

Manager Self Service - Time Management

Contents

Getting Help ... iv

Supported Browsers ... iv

Manager Self Service - Time Management ... 1

Approve & Report Employee Time ... 1

Approve Reported Time ... 2

Adjust Hours ... 8

Correct Reported Time ... 18

Deny/Push Back Reported Time ... 28

Enter Unpaid Absences ... 33

Report Exception Time ... 41

Report Positive Time ... 49

Approve & Report Employee Absences ... 58

Approve, Deny, Push Back Absence Requests ... 58

Report Absences ... 68

View Employee Balances & History ... 79

Check Employee Balances ... 79

Edit Saved Absence Requests ... 85

View Employee Absence History ... 89

Delegate Time & Absence Transactions ... 91

Accept a Delegation Request ... 91

Create a Delegation Request ... 95

Report & Approve Time - CUPE 233 ... 101

Report Regular Hours & Shift Premiums ... 101

Report Time in a Previous Pay Period ... 111

Report Time for Part Time Employees ... 119

Report & Approve Time - Food Services ... 128

Calculate Actual Hours ... 128

Report Hours OPSEU Term ... 133

Reporting for Managers with Direct Reports ... 138

Time and Absence Reporting ... 138

Absence Type Descriptions ... 150

Contract Hours Audit Report ... 153

Employee Reported Time ... 162

Reported Overtime and CTO ... 171

Getting Help

eHR Online Learning

HR Client Services

Technical Help

Supported Browsers

Disclaimer

Manager Self Service - Time Management

Approve & Report Employee Time

Approve Reported Time

Procedure

Adjust Hours

Procedure

Correct Reported Time

Procedure

Deny/Push Back Reported Time

Procedure

Enter Unpaid Absences

Procedure

Report Exception Time

Procedure

Report Positive Time

Procedure

Approve & Report Employee Absences

Approve, Deny, Push Back Absence Requests

Procedure

Report Absences

Procedure

View Employee Balances & History

Check Employee Balances

Procedure

Edit Saved Absence Requests

Procedure

View Employee Absence History

Procedure

Delegate Time & Absence Transactions

Accept a Delegation Request

Procedure

Create a Delegation Request

Procedure

Report & Approve Time - CUPE 233

Report Regular Hours & Shift Premiums

Procedure

Report Time in a Previous Pay Period