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Very Important Procedures.
Written by Mamie Hixon, Betty Burleson, and Rustian Phelps, PPt by Rustian Phelps , May 2011
V . I . P . V . I . P .
Time Clock & Time Sheets
Time Clock
The Writing Lab has a dedicated computer for time keeping. Please don’t use this
computer for any other purpose.
Upon beginning your employment in the
Writing Lab, you will be assigned a two-digit employee
number. You will use this number to clock in and out each time you work.
If you forget your number,
employee numbers are listed in a Word document entitled
“Employee Numbers” on the time clock computer’s desktop.
Always arrive ten to fifteenminutes early on days you’rescheduled to
work. Remember – if you’re early, you’re on time; if you’re on time, you’re late.
Go ahead and clock in when
you arrive. Don’t stand
around the time clock waiting for
your shift to start.
To clock in, simply click on your two-digit number on the Time ClockManager screen; then click on the Clock In button. You will see amessage confirming that you have successfully clocked in. Now, click OK to reset the time clock for the next user.
To clock out, click on your two-digit number and the Clock Out button. You will receive a confirmation message. Click OK.
There is a Word document marked “Notes” on the time clock computer’s desktop. Please use this space to make note of anything unusual concerning your time: late arrivals, early departures, planned absences, times you forget to clock in or out.
Be sure to include your name and the date and time of the incident in the notation.
Time Sheets
Always enter the day’s hours into the time
sheet at the end ofeach work day.
Never wait to enter all your hours at the end of the pay period; you will forget the details and end up submitting a sloppy time sheet that does not match up with the time clock’s record of the hours you actually worked.
Submitting a time sheet that does not matchthe time clock record will result in your beingin deep doo doo.
Okay, maybe not, but you will receive a somewhat embarrassing reminder to pay closer attention to your time sheet.
To enter your hours into the time sheet,
first go to the My Info tab in Argus.
Then, click on “Access my Time Sheet.”
Content/Layout
Welcome Stu Dent You are currently logged in.
groups
guide
Ask us!
logout
Welcome
My Campus
My Info
Directory
My Office
Classmate
Software
I T Help
My Tab
My ArgoNet
May 11, 2011
Banner Self-Service
View all services
Access my Time Sheet
Access my Leave Report
View my Pay Stub
Request my Employee Tuition Waiver
Access my W2 Year End Earnings Statement
Sign Up to Receive My W-2 Electronically
Access my Performance Eval and Job Questionnaire
Review Nautilus Card User Services
Update Race and Ethnicity
Now, choose the correct Writing Lab account, and click the Time Sheet button.
If you have several options and don’t know which one to choose, ask the Lab’s payroll manager or call Karen
Haworth in the English Department.
Time Sheet Selection
Make a selection from My Choice. Choose a Time Sheet period from the pull-down list. Click Time Sheet button.
Title and Department My Choice Pay Period and Status Graduate Assistant, XXXXXX-00 Writing Improvement Lab, XXXX
May 16, 2010 to May 29, 2010 In Progress
Graduate Assistant, XXXXXX-01 Writing Improvement Lab, XXXX
Apr 17, 2011 to Apr 30, 2011 Completed
Time Sheet
Click on Enter Hours under the date on which you worked.
Time Sheet
Title and Number: Graduate Assistant – XXXXXX-XX
Department and Number: Writing Improvement Lab -- XXXX
Time Sheet Period: May 01, 2011 to May 14, 2011
Submit By Date: May 16, 2011 by 10:00 A.M.
Earning Shift Default Hours or Units
Total Hours
Total Units
Sunday May 01, 2011
Monday May 02, 2011
Tuesday May 03, 2011
Wednesday May 04, 2011
Thursday May 05, 2011
Friday May 06, 2011
Saturday May 07, 2011
Regular Earnings
1 0 0 Enter Hours Enter Hours
Enter Hours Enter Hours Enter Hours Enter Hours
Enter Hours
Total Hours: 0 0 0 0 0 0 0 0
Total Units: 0 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Submit for Approval
Restart
Next
Enter your hours into the time
sheet in quarter-hour increments.
For example, if you work four hours and fifteen minutes, enter 4.25 hours, not 4.15; if you work three and a half hours, enter 3.5 hours, not 3.30.
.75
.0 hours.75 hours
.5 hours .25 hours
Always round up to the nearest fifteen minutes.
For instance, if you arrive at ten minutes after the hour, you should not claim time until the fifteen-minute mark.
Be sure to click the Save button after you enter your hours for the day.
Time and Leave Reporting
Select the link under a date to enter hours or days. Click Next or Previous button to navigate through the dates within the period.
Enter minutes as: 15 min. = .25, 30 min. = .50, 45 min. = .75
Time Sheet
Title and Number: Graduate Assistant – XXXXXX-XX
Department and Number: Writing Improvement Lab -- 7021
Time Sheet Period: May 01, 2011 to May 14, 2011
Submit By Date: May 16, 2011 by 10:00 A.M.
Earning: Regular Earnings Date: May 03, 2011 Shift: 1
Hours: 5
Save
Copy
Account Distribution
Earning Shift Default Hours or Units
Total Hours
Total Units
Sunday May 01, 2011
Monday May 02, 2011
Tuesday May 03, 2011
Wednesday May 04, 2011
Thursday May 05, 2011
Friday May 06, 2011
Saturday May 07, 2011
Regular Earnings
1 0 0 Enter Hours 5
Enter Hours Enter Hours Enter Hours Enter Hours
Enter Hours
Total Hours: 0 0 0 0 0 0 0 0
Total Units: 0 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Submit for Approval
Restart
Next
The pay period is two weeks long, so click Next at the end of week one to advance to the second week.
Time and Leave Reporting
Select the link under a date to enter hours or days. Click Next or Previous button to navigate through the dates within the period.
Enter minutes as: 15 min. = .25, 30 min. = .50, 45 min. = .75
Time Sheet
Title and Number: Graduate Assistant – XXXXXX-XX
Department and Number: Writing Improvement Lab -- 7021
Time Sheet Period: May 01, 2011 to May 14, 2011
Submit By Date: May 16, 2011 by 10:00 A.M.
Earning: Regular Earnings Date: May 03, 2011 Shift: 1
Hours: 5
Save
Copy
Account Distribution
Earning Shift Default Hours or Units
Total Hours
Total Units
Sunday May 01, 2011
Monday May 02, 2011
Tuesday May 03, 2011
Wednesday May 04, 2011
Thursday May 05, 2011
Friday May 06, 2011
Saturday May 07, 2011
Regular Earnings
1 0 0 Enter Hours 5
Enter Hours Enter Hours Enter Hours Enter Hours
Enter Hours
Total Hours: 0 0 0 0 0 0 0 0
Total Units: 0 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Submit for Approval
Restart
Next
The payroll manager will usually call for time sheets on Wednesday or Thursday before the time period ends. Therefore, employees must project the number of hours they will work for
the remainder of week two.
TWO-WEEK PAY PERIODSUN MON TUE WED THU FRI SAT SUN MON TUE WED THU FRI SAT
Hours Worked
Hours Worked
Hours Worked
Hours Worked
Hours Worked
Hours Worked
Hours Worked
Submit Time Sheet
Projected Hours
Projected Hours
Before submitting your time sheet for approval, double check to ensure that your information is correct. Employees sometimes mistakenly claim hours for holidays when the Lab is closed, especially if the holiday falls on a Thursday or Friday after time sheets have already been submitted or if (shame on them) they have waited till the end of the time period to
enter their hours and have forgotten that they didn’t work on a particular day when they would ordinarily be scheduled to work.
The Sunday after you turn in your time sheet begins the new pay period. Payday occurs every other Friday with time-sheet days and paydays
taking place in alternating weeks.
Sun Mon Tue Wed Thu Fri Sat
Time Sheet
Sun Mon Tue Wed Thu Fri Sat
New Pay Period
Pay Day
Sun Mon Tue Wed Thu Fri Sat
Time Sheet
Sun Mon Tue Wed Thu Fri Sat
New Pay Period
Pay Day
Once you have entered your hours for the entire pay period, click the Submit for Approval button to send your electronic
time sheet to Karen in the English Department.
Time and Leave Reporting
Select the link under a date to enter hours or days. Click Next or Previous button to navigate through the dates within the period.
Enter minutes as: 15 min. = .25, 30 min. = .50, 45 min. = .75
Time Sheet
Title and Number: Graduate Assistant – XXXXXX-XX
Department and Number: Writing Improvement Lab -- 7021
Time Sheet Period: May 01, 2011 to May 14, 2011
Submit By Date: May 16, 2011 by 10:00 A.M.
Earning: Regular Earnings Date: May 03, 2011 Shift: 1
Hours: 5
Save
Copy
Account Distribution
Earning Shift Default Hours or Units
Total Hours
Total Units
Sunday May 01, 2011
Monday May 02, 2011
Tuesday May 03, 2011
Wednesday May 04, 2011
Thursday May 05, 2011
Friday May 06, 2011
Saturday May 07, 2011
Regular Earnings
1 0 0 Enter Hours 5
Enter Hours Enter Hours Enter Hours Enter Hours
Enter Hours
Total Hours: 0 0 0 0 0 0 0 0
Total Units: 0 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Submit for Approval
Restart
Next
You must submit your time sheet twice: once electronically to Karen and once in a hard copy to the Lab’s payroll manager. Before submitting your time sheet to the payroll manager, click on the Preview button to show both weeks in the
same window.
The payroll manager will usually want you to place a hard copy of your time sheet in the wire basket in the Lab office. Please do not put hard copies in the
payroll manager’s mailbox.
Time and Leave Reporting
Select the link under a date to enter hours or days. Click Next or Previous button to navigate through the dates within the period.
Enter minutes as: 15 min. = .25, 30 min. = .50, 45 min. = .75
Time Sheet
Title and Number: Graduate Assistant – XXXXXX-XX
Department and Number: Writing Improvement Lab -- 7021
Time Sheet Period: May 15, 2011 to May 28, 2011
Submit By Date: May 27, 2011 by 10:00 A.M.
Earning Shift Default Hours or Units
Total Hours
Total Units
Sunday May 22, 2011
Monday May 23, 2011
Tuesday May 24, 2011
Wednesday May 25, 2011
Thursday May 26, 2011
Friday May 27, 2011
Saturday May 28, 2011
Regular Earnings
1 0 0 Enter Hours Enter Hours Enter Hours Enter Hours Enter Hours Enter Hours
Enter Hours
Total Hours: 0 0 0 0 0 0 0 0
Total Units: 0 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Submit for Approval
Restart
Previous
To print a time sheet, ensure that the screen is in preview mode and, if necessary, change the document’s orientation from Portrait to Landscape. Preview the document, and resize it to 80% if it doesn’t all show up on the
page. Click the Print button. If the Friday of the second week still gets cut off in the printing process, just write your hours for that day in ink on the hard
copy. Check to be sure your name is on the hard copy before you put the hard copy into the basket.
Stu Dent Graduate Assistant, XXXXXX-XX
Writing Improvement Lab, 7021
Time Sheet Earning Code
Shift
Total Hours
Total Units
Sunday , Aug 08, 2010
Monday , Aug 09, 2010
Tuesday , Aug 10, 2010
Wednesday, Aug 11, 2010
Thursday , Aug 12, 2010
Friday , Aug 13, 2010
Saturday , Aug 14, 2010
Sunday , Aug 15, 2010
Monday , Aug 16, 2010
Tuesday , Aug 17, 2010
Wednesday, Aug 18, 2010
Thursday , Aug 19, 2010
Friday , Aug 20, 2010
Saturday , Aug 21, 2010
Regular Earnings
1 55.5 7 6 7 8 4.5 8 8 7
Total Hours:
55.5 7 6 7 8 4.5 8 8 7
Total Units:
0
Previous Menu
Sometimes, it may be necessary to e-mail a time sheet instead of putting a hard copy in the basket. E-mail your time sheet if you’re not working on the day time sheets are due or if you must make a correction after Lab hours. Additionally, the payroll manager may ask for all time sheets to be sent electronically if time sheet day falls on a holiday when the Lab is closed.
To e-mail a time sheet, click the Preview button to show both weeks on the same screen. Next, copy the entire
screen and paste it into a Word document. Finally, send the Word document as an attachment in an e-mail. Be
sure to label the e-mail “Time Sheet” in the subject line.
To make corrections on a time sheet that has already been electronically submitted, click the Return Time button and enter the
corrections. You will be able to make corrections as long as the time sheet is “Waiting for Approval” from Karen. Once Karen approves the time sheet, you will have to ask her to return it for corrections. Keep in mind that any
corrections not made before Karen sends the payroll to HR may have to be made as adjustments on the next pay period’s time sheet.
Earning Shift Default Hours or Units
Total Hours
Total Units
Monday May 09, 2011
Tuesday May 10, 2011
Wednesday May 11, 2011
Thursday May 12, 2011
Friday May 13, 2011
Saturday May 14, 2011
Regular Earnings
1 0 21 Enter Hours 7 7 7
Enter Hours Enter Hours
Total Hours: 21 0 7 7 7 0 0
Total Units: 0 0 0 0 0 0 0
Position Selection
Comments
Preview
Return Time
Submitted for Approval By: You on May 12, 2011
Approved By:
Waiting for Approval From: Karen Haworth
If you have any questions, feel free to ask the
payroll manager or any senior
Labbie.
