Manager Self Service with HR Direct Approval of Time Step-by-step Instructions for Managers Welcome. My name is Martha Streeter, and I am going to present the manager self-service with HR direct approval of time training to you today. Our goal today, is to review the manager self-service system with you. As a manager, you will be able to take the needed steps to approve time for your employees through the manager self-service system.

Approval of Time – Role Definitions Supervisor/Approver – Approve Time A supervisor is responsible for approving their direct reports’ time Delegate – Approve Time Time may be approved by the manager or supervisor or by assigning a delegate to approve time on their behalf The delegate assumes all responsibility and accountability for the compliance of a department’s payroll in accordance with UMMS policy The delegate must be another manager or supervisor with similar rank and authority in managing department approvals Not any employee may approve his or her own time The delegate will have unrestricted access to your employee’s time sheet in order to approve on your behalf The manager or supervisor is ultimately responsible for all of the delegate’s actions Approval of time and the role definitions. First, we have the supervisor approver. A supervisor approver is responsible for approving their direct report’s time. The second role is the delegate. Time may be approved by the manager or by assigning a delegate to approve time on their behalf. The delegate assumes all responsibility and accountability for the compliance of a department’s payroll in accordance with UMass Medical School's policy. The delegate must be another manager or a supervisor with similar rank and authority and managing department approvals. Not any employee may approve his/her own time. The delegate will have unrestricted access to your employee’s timesheet in order to approve on your behalf. The manager is ultimately responsible for all the delegate’s actions.

Approval of Time – Steps Hours reported by all employees will be displayed for each day and in total for the pay period through the Manager Self Service (MSS) section. Click the NavBar, then click the “Time Management” folder, then select “Approve Time and Exceptions,” and “Payable Time” Employees are required to submit their anticipated working hours for the week by Thursday Managers and Supervisors approve their employees’ timesheets on Fridays for the current week For the approval of time, the hours reported by all employees will be displayed for each day and in total for the pay period through the manager self-service section. You will get to the manager self-service section by clicking on the nav bar icon as the arrow points out in the screenshot, then you would click on the time management folder and then select approve time and exceptions and then payable time. Employees are required to submit their anticipated working hours for the week by Thursday. Managers and supervisors approve their employees’ timesheets on Fridays for the current week.

Approval of Time – Steps (Cont’d) The manager and supervisor clicks on the magnifying glass in the time reporter group and clicks “Look Up”. The “Look Up” will show your Group ID. Once you click on your Group ID, scroll to the right of the screen and click “Get Employees”. Change the date range to reflect the current pay period and then click the refresh “two green arrows next to the end date” Next, the supervisor clicks on the magnifying glass in the time reporter group and clicks look up. The look up will show your group ID. Once you click on the group ID, scroll to the right of the screen and click “Get Employees” as the red arrows indicate on the screen. The system default is 31 days back for the begin date, and the end date is the next Sunday. Change the date range to reflect the current pay period and then click the refresh, the two green arrows next to the end date as the red arrow indicates on the screen. Now, if the reported hours are correct, the supervisor can click on “Select All” and click approve, again as the bottom red arrow indicates. If the reported hours are correct, the supervisor can click on “select all” and click “approve”. Employees name

Entering Exception Time – Steps If you want to change the payable time on an employee’s profile then click on the employee name to retrieve the employee “Approval Details” screen. If you wish to make a correction to a particular day, click on the “select” button of the day you wish to change and the “Adjust Reported Time” button. Next, if you want to change the payable time on an employee's profile then click on the employee name to retrieve the employee approval details screen. If you wish to make a correction to a particular day, then you click on the select button of the day you wish to change and the Adjust Reported Time button as the red arrows indicate on the screen. At that time, the timesheet will appear to make any adjustments needed.

Entering Exception Time – Steps (Cont’d) Enter the corrected number of hours on the day you selected and locate the correct Time Reporting Code (TRC) by clicking on the drop down menu, then click Submit. Note: If the employee takes less than a full days’ worth of accrual time, the day must account for the full days’ worth of hours. When the timesheet appears to make any adjustments, you will then enter the corrected number of hours on the day you selected and locate the correct time reporting code by clicking on the drop-down menu as the red arrow indicates on the screen, and then you click “Submit”. The hours entered for the correction will need to be entered into the employees’ timesheet on the day he or she took them. The time reporting code corresponding to the accrual type will need to be reflected as well. If the employee takes less than a full day's worth of accrual time, the day must account for the full days’ worth of hours.

Approval of Time – Steps Changes to the hours are able to be made either by the manager or supervisor, department timekeeper or the employee until Monday prior to noon. Any changes made to an employee timesheet will need to be processed by Time Admin at the 12 pm and 5 pm run times. After the process runs, the Manager or Supervisor will need to approve the new reported time. Any changes to the hours are able to be made either by the supervisor, the department timekeeper or the employee until Monday prior to noon. Any changes made to an employee timesheet will need to be processed by the time admin at the 12 p.m. and 5 p.m. run times. After the process runs, the supervisor will need to approve the new reported time.

Approval of Time – Email Reminder If manager or supervisors have still not approved employees’ timesheets by Monday morning, an email reminder will notify the supervisor that they need to approve one or more of their employees’ timesheets. Any changes made to an employees timesheet will need to be processed by the time administrator prior to 12 pm and 5 pm run times, at which time you may approve the new time. Note: If the employee takes less than a full days’ worth of accrual time, the day must account for the full days’ worth of hours. If supervisors have still not approved employees’ timesheets by Monday morning, an email reminder will notify the supervisor that they need to approve one or more of their employees’ timesheets. An example of the email reminder is on the screen. Now, any changes made to an employee's timesheet will need to be processed by the time admin prior to the 12 p.m. and 5 p.m. run times, at which time you may approve the new time. If the employee takes less than a full days’ worth of accrual time, remember, the day must account for the full days’ worth of hours.

The Payroll Department Contact Information Questions about Approval of Time and/or HR Direct should be referred to: The Payroll Department 508-856-5260, option 4 Payrollumms@umassmed.edu If you have questions about approval of time and/or HR direct, they should be referred to the payroll department at (508) 856-5260, and option four, or email them at payrollumms@umassmed.edu. For further detailed instructions, please refer to the manager self-service training guide on the HR direct website.