Mount Aloysius College SD inSITE Training Mount Aloysius College

Topics Introduction How to get connected Logging in for the first time Viewing pay stubs and attendance summary information Entering time Reviewing time Requesting time off Miscellaneous For supervisors Approving time Approving time off requests

How to get connected http://mtaloy.sdinsite.net Of note There is no “www” in the address You can get to this site from anywhere if necessary

Logging in the first time Username The first part of your E-Mail address bdoe@mtaloy.edu– Username is “bdoe” Password Last name + last 4 of your Social Security Number Omit any non-alpha characters or spaces “doe1234” Passwords in inSITE are caSe SenSItIve, usernames are not The first time you log in you will be asked to set your password. Enter your current password “doe1234” Enter your desired password twice Cannot be doe1234 Cannot be your username Must be more than 8 characters in length

What you can do in the system View pay stub and attendance summary information Enter time Review entered time for a pay period (past, present or future) Make requests for time off Additionally, Supervisors can Review & approve time and labor allocation details Review and approve time off requests

Pay stubs and Attendance detail This is the default page when you log into the system To view pay stubs: Login Click the “Pay stubs & Attendance” menu item The “Attendance” tab will default To view pay stubs, click on the “Pay stubs” tab The button at the top of the tab will open the most recent pay stub Click the document icon in the “Pay stub” column below to view the pay stub for the pay date for which you are searching You can search for pay stubs using the search box or page to older pay stubs using the buttons in the bottom right corner To view attendance details Click the “Attendance” tab Your current attendance balances will be visible on this tab

Non-Exempt (Hourly) - Time Entry Click on “Enter Time” in the menu bar Select the week you need to enter time for and click “Enter Time” Pay period weeks start on a Sunday – Pick the week for which you wish to enter time Left & Right arrow buttons move you back and forward in weeks Default is to enter one week at a time not showing weekends Change to two weeks at a time or display weekends using the Additional Options section This can be done Daily End of the week Start of following week Needs completed by the following MONDAY at 9:00 AM - NO EXCEPTIONS! If a holiday falls on a Monday that electronic time sheets are due, they must be completed by 9:00 AM on the previous FRIDAY This will ensure timely processing by the payroll department

Non-Exempt (Hourly) - Time Entry In the time sheet Enter work code, in & out time for morning Enter work code, in & out time for afternoon Enter comments (optional) Add two additional lines for each day of the week using the button Quick options Enter Monday then use the button to fill out remaining days If schedules are loaded, use the button to fill based on schedule (This option is only available to a limited number of departments) Make edits as needed Click the “+ Add these entries” button to save

Work Codes Regular Unpaid Other Holiday PTO Special Work Comp Regular hours worked Overtime will be calculated automatically if applicable Unpaid Time worked that is unpaid Other Snow delays, cancellations Holiday PTO Paid time off (PTO) holidays Special Only used by Maintenance and Security Work Comp

Non-Exempt (Hourly) - Time Entry Entered time will appear at the top of the screen for the week Can be reviewed Can be deleted (Hint: Delete and re-enter! Do not just change numbers!) Can view the status of the entry Entered: You have made the entry Approved: Your supervisor has reviewed and approved the entry. At this point, you can view but not make any changes. Rejected: Your supervisor has reviewed and rejected the entry You should get a notice as to why but you need to communicate with your supervisor to find out details Exported: Sent to payroll for processing. Again, you can view but not make any changes.

Making Regular Time Off Requests Click “Request Time Off” in the menu bar Review available Benefits on the “Current” tab To make a request Click the “Requests” tab Enter the date or range of dates the request covers & click “Next step >” Select the benefit you want to use for this request & click “Next step >” Enter the number of hours you are requesting & click “Next step >” If this request is for multiple days enter the number of hours per day you are requesting, not the number of hours for the entire request If the request is for multiple days which crosses weeks, weekends auto populate Enter comments that get sent to your supervisor & click “Submit request >” To delete a request that has not been approved Click the “Current” tab Click the “Delete” button for the request you want to delete in the Open Requests To edit a request that has already been approved Click on “Enter Time” tab Select the week for which you have requested the time by using the Left and Right arrow buttons Click “Enter Time >” This will bring up your Existing Entries at the top of the screen To submit a change request to your supervisor, click the edit button to the left of the entry, make changes and hit “Submit >”

Review Time Off History Click “Request Time Off” in the menu bar Click “History Tab” Click “Benefits dated 2014” section Lists all previous time off requests and their status

Requests for Special Time Off Upon login, select “Request Time Off” in the menu bar To make a request Click the “Requests” tab Enter the date or range of dates the request covers & click “Next step >” Select the benefit you want to use for this request & click “Next step >” Jury Duty or Bereavement Enter the number of hours you are requesting & click “Next step >” If this request is for multiple days enter the number of hours per day you are requesting, not the number of hours for the entire request Enter comments that get sent to your supervisor & click “Submit request >” Note: Comments required for some work codes

Reviewing entered time Only specific users will have this screen Click “Review Time” in the menu bar The Review Time screen defaults to the current pay period Move through pay periods with the left and right arrow buttons The Review Time screen lists Entry status Date Amount/Hours Work code Entries can be edited using the button Entries can be deleted using the button To see/edit/add comments click the button Use the Legend at the bottom to understand the status symbols

Supervisors: Approving Time Click “Approve Time” in the menu bar Select the pay period to review time in & Click “Select this pay period >” Review the overview list then click “Start approvals >” You can also pick a single user if necessary For each user you supervise Review the details for each user Reject entries by checking off the Reject checkbox All rejected entries require comments back to the user Edit any entry by clicking the Edit All edits require comments back to the user A message is sent back to the user of all rejections and edits Switch the Action toggle to Approve and Click Process to Approve and return to the Overview Process and Next to Approve and move to the next person in your list Cancel to return to the overview list (and not approve) Recommendation: Approve Time Weekly, not Daily Time needs to be approved by MONDAY at 9:00 AM NO EXCEPTIONS! When a holiday falls on a Monday that electronic time sheets are due, time must be approved by 9:00 AM on the previous FRIDAY

Supervisors: Approving Time Off Click “Approve Time Off” in the menu bar Review the list of supervised users For any user with an open request click the user to get to the details Review the request details Check the date, requested hours and type of request Hover over Type of request for comments Click the date of the request to see a list of other users that have requested the same date off To Hold the request switch the Action toggle to Hold and enter comments Requests put on hold are saved and can be approved at a later time To Approve the request switch the Action toggle to Approve Approved requests are automatically entered on the user’s time sheet To Reject the request switch the Action toggle to Reject and enter comments To complete the process click the “Process request >“ button

Supervisors: Entering Student Time Click “Student Time” in the menu bar Select a student from the drop down list to enter time for Select a date to enter time for Click the “Enter Student Time >” button For the student/date selected pick a Department Location Work code Enter the number of hours worked 1 hour = 1, 2 hours 30 minutes = 2.50 Total time for day & week should increment Click “Save and Submit >” View entered time – click “Enter time for next day” if necessary

Supervisors: Entering Student Time If entered time needs edited Select a student from the drop down list to edit time for Select a date to edit time for Click the “Enter Student Time >” button Make the necessary edits making sure to click the green check button after each edit has been made

Supervisors: Entering Student Time Students will be responsible for reviewing time They will see all time entered for them regardless of who entered Will need to be done prior to payroll, after the end of the pay period

Miscellaneous Click “Logout” in the menu bar when you are finished in inSITE The system will automatically log you out if you are inactive for more than 20 minutes You can save the site as a favorite/bookmark To get help Contact your Supervisor Contact Payroll Contact Human Resources with questions regarding supervisor and alternate supervisor lists