Student Worker Supervisor Self Service Time Approval Guide For student worker supervisors to approve their employee’s time entry.

What’s new on Self-Service? Self-Service is our new user interface for entering and approving time for student employees. In addition to the facelift, there are also some changes with the functionality. Please note some major points: Self-Service is for student employees only. It does not support staff time entry at this time. Timecards are broken down by week. Students must ensure that each week is submitted, and supervisors must ensure that each week has been approved. Alternate Supervisors are not supported at this time. Please take the time to check with the Payroll office that the alternate supervisor on file is up to date. In the event you anticipate being out during the approval period, we can temporarily swap the approving supervisor. If out unexpectedly, the Payroll Office will need to reach out directly to the alternate for approval. You will now have the ability to unapprove time if it had been approved accidentally. A ‘chat’ style comment function is also available to leave messages regarding the timecard. Self Service Supervisor 08/15/2018

Accessing Self-Service Self service can be accessed through WebHopper (www.austincollege.edu/webhopper) as seen below: Self Service Supervisor 08/15/2018

Accessing Time Approval on Self-Service This is the “Home” screen for the Self-Service platform. To view and approve your student’s time, you will need to enter the “Employee” category, accessible by either circled tab. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Accessing Time Entry on Self-Service Once in the “Employee Overview”, you will click on the “Time Approval” tabs. *You may also view your earnings statements (pay advices) or tax forms (W2 and W2 consent status) on this page. Both will still be available on WebHopper Self Service Supervisor 08/15/2018

Viewing your student’s timecards When viewing the main “Time Approval” screen, you will see a list of the students with timecards sorted by pay period. Normally you should only see one or two pay periods. In this screen you have the option to do a quick approval/rejection, or you can detail by clicking on the pay period for the desired employee. Click here to detail Quick Actions Self Service Supervisor 08/15/2018

Multiple students supervised If you have more than one student working for you, you will see all available students grouped by pay period. Enter their timecard by clicking the pay period for the student of interest. Also notice that each student has a status next to their name. A status of “Not Complete” indicates there are hours entered in the timecard, but have not been submitted. These will need approval (regardless of submission by the student) to be paid. Student 1 Student 2 Student 3 Student 1 Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Timecard statuses When an employee has submitted their time, there will be a status flag next to name and date range that indicates that it has been “submitted”. This indicates that a student is ready to have their time approved. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Reviewing Timecards When the timecard is opened, you will see a week by week view of the time entry completed by the student. If the student has worked multiple shifts during a day, they (or you) can add shifts by clicking the plus/minus button. Only the dates within the selected pay period will be available for entry. Dates outside this period will be greyed out and unavailable. Each week will need to be reviewed and approved individually. Scroll through the weeks by clicking the arrow left or right of the Pay Period dates. Student 1 To change weeks Add/remove shifts Self Service Supervisor 08/15/2018

Entering time on employee’s behalf Supervisors are able, and encouraged, to manually enter their employee’s time on their behalf if the student has forgotten to enter their time or made an error they are unable to correct. Simply type or select from the dropdown box the time in and out. Pay careful attention to the AM/PM. This is a frequent error that requires verification during payroll processing. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Reviewing Timecards Clicking the drop down box will give you several options: Cancel Changes – clears any changes made on the timecard Approve – Approves the time for the week (each week must be approved individually) Reject – Rejects the timecard (student will not be paid for any rejected hours) Comments – Opens a dialogue box to leave or respond to a message for the student. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Leaving Comments You can leave multiple comments and view yours and the employee’s response by coming back to the “Comments” button. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Rejecting Timecards Rejecting a timecard will notify the student and prevent the student from being paid any hours entered in it. This should typically be used if you have accidentally approved time (there is also an “unapproved” option which would be more appropriate), the student has entered time into an incorrect timecard, or if the student has incorrect hours listed on their timecard that require further questions or attention. Please note: Rejected hours are not paid and are not re-confirmed by the payroll office. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Confirming Approvals Once approved, you can return to the time approval summary page to review the timecards. You should see an “Approved” flag if you were successful in approving the time entry. On this screen, there is also an “unapproved” button. This is useful if you accidentally approve the student’s time too early. REMINDER – the approval is not complete until all weeks have been reviewed and approved. Triple check that this has been completed. Self Service Supervisor 08/15/2018

Hours Due- Self-Service Time Entry Deadlines Please note the student time entry deadlines: Pay Period Starts Pay Period Ends Hours Due- Self-Service Approvals Due Pay Day 4th of the month 19th of the month 22nd 25th Last day of month 20th of the month 3rd of the month 6th 9th 15th of month **If the 15th or last day (30th/31st) of the month lands on a weekend or a holiday, payday will be the Friday before. Best practice is for students to enter their hours each day when they clock in and out of work. Encourage them not to enter future hours that have not been worked. Any hours that are not received by the deadline should be submitted to the supervisor for approval and then forwarded to the payroll office. Self Service Supervisor 08/15/2018

Self Service Supervisor 08/15/2018 Contact and Questions The supervisor should be the first line of contact for any missed hours or entry mistakes. You have the ability to enter and correct time on the employee’s behalf, and all hours will need to be approved by the supervisor prior to payment. Students should not submit their hours directly to the Payroll office unless they are accompanied by a supervisor signature or email approval. If you have any questions or are having technical difficulty accessing Self-Service or accessing time, you can contact the Payroll office in Human Resources at any of the following: 903-813-2434 (AC extension x2434) payroll@austincollege.edu Admin 211 In the event that your employee is unable to access Self-Service or forget to enter their time before the deadline, please have the student track their hours manually on paper or via spreadsheet and submit to you for approval. It is preferred that the supervisor then submit the hours to the payroll office. Self Service Supervisor 08/15/2018