ENG Quick guide TimeManagement Online Servicesf3c92315-5d82-4201-80c1... · 2020. 6. 8. ·...

Available under: https://www.unibas.ch/de/Mitarbeitendenportal/Anstellung/Arbeitszeit-Ferien/Timemanagement.html

Quick Start Guide TimeManagement Online Services

Version 0.6 / 06.04.2020

More information can be found in the user manual on TimeManagement Online Services

1 Log in at Online Services

You can access the Online Services via the following link: https://services.unibas.ch. To log in to the Online Services, enter your e-mail address or your username and password.

External access to the Online Services

Please be particularly careful when accessing the Online Services from outside the university net-work and avoid using other computers. The recording of working time (tile "My Time Events") is also possible without VPN connection. For security reasons, all other HR processes are not easily accessible from outside. To use the full functionality of the Online Services, you must access the Online Services from external devices with VPN.

1.2 Recording of working time and absences via Self Services in the Online Ser-vices

Under "Self Services" the start screen below appears. The "My Time Events" and "My Attend-ance/Leave Request" tiles are important for time recording. The "My Time Sheet" and "Team Calendar" functions are also described in this Quick Start Guide.


Recording of working time and absences via recording app

Call up the Online Services in the browser of your smartphone (https://services.uni-bas.ch or QR-code) and take the opportunity to “add this website to the home screen”. Instructions to add a webpage to your home screen:

• Instruction Android Firefox, Android Chrome, IPhone

2 My Time Events

With this tile the time bookings "Clock-in" and "Clock-out" can be recorded. Entries and corrections are possible for a maximum of 90 days in the past. If entries and/or Clock-in/out corrections are made that are more than 4 days in the past, the supervisor is informed by e-mail about these retroactive time entries and/or Clock-in/out corrections.

The stamps are automatically released within the permitted daily working time program (Mon-Sat 06.00-20.00).

Note for multiple employment contracts / personal numbers After clicking on the "My Time Events" tile, the upper status bar shows for which employment you are currently recording time entries.

If you have several active employments, time entries must be done for each active employment. At the bottom right you can choose for which of your employments you want to record time events:

Time Events, Quick Entry After opening the "My Time Events" application, you first access the quick entry function. Here you can enter the time events "Clock-in" and "Clock-out" based on the current time. All you need to do is click on one of the "Clock-in" or "Clock-out" buttons.

Then click on “OK” to confirm the booking of the time event.


• Daily working time program The daily working time program runs from Monday-Saturday from 06.00-20.00 hours. Time events recorded during this time are automatically approved. Time events outside the daily working time program must be recorded in the Attendances/Leave Request application.

• Working time The time between “Clock-in” and “Clock-out”

If no break of at least 30 minutes is taken between 11.00-14.00, an automatic break deduc-

tion is made (if daily working time is recorded ≥ 7h). A maximum of 12 hours can be recorded in one day. Hours worked in excess of this are not

counted.

Time Events, Detailed Entry

Here stamps with time specifications (“Clock-in” and “Clock-out”) for the present and past can be recorded. Enter date or select from the calendar. Enter the time (or select it using the icon). You can also enter a text in the comment field.

When all information has been entered, click on “Save” at the bottom right.

Then the following message appears. Confirm this message with “OK”. The en-try is now complete.

Time Events, Time Event List

You can navigate in the calendar with the arrows. The days high-lighted in green contain entries. If you click on any day, the cor-responding entries and their sta-tus appear on the right. Existing entries can be deleted with the icon .

Corrections can be made a maximum of 90 days in the past! As soon as you delete an en-try, the deletion must be confirmed. Afterwards the entry has to be re-entered under "De-tailed Entry".


Time Events, Messages

Any error messages can be viewed via "Messages" (bottom right). If there is no "Clock-out" for a "Clock-in" or vice versa, a message is displayed in the bottom right corner. “Unauthorised time events" are also indicated.

Entries are only updated after the page has been reloaded.

Time Events, Timesheet

By clicking on the «Download Time Statement” icon, you can display and download the time state-ment (journal):

The "current week", "current month" or "any period" can be selected as the period. For the latter, please note that the period can be selected from 01.01.2020 at the earliest.

Time statements Page 1 All individual events are listed in detail on the first page. Time statements Page 2/3 • All balances are listed in detail under “monthly totals” (including any balances from previous years). • Existing balances from previous years are always reduced first. • Vacation and anniversaries are always shown seperately in hours (decimal) and days. • For part-time employees, the conversion to days is based on the average target hours.

• In the section «Time wage types”, the allowances accuring in the respective month are listed in “Number” and “CHF”. These can be seen in payroll accounting in the following month.

On the time statement, time events that lie in the past are updated immediately. The ap-

proved attendances/absences and the current day are updated during automatic overnight processing and are therefore time-shifted.


4 My Attendance and Leave Request

If you click on this tile, absences and special attendances can be recorded. These include work events outside the daily working time program.

Note for multiple employment contracts / personal numbers After clicking on the "My Attendance and Leave Request" tile, the upper status bar shows the em-ployment for which you are currently recording time.

If you have several active employments, time recording must be carried out for each active em-ployment. At the bottom right, you can choose for which of your employments you want to record attendance and leave requests:

The screen is divided into two areas (Items and Request overview). Use the arrows on the left to show or hide the elements of the view. All balances are listed under “Items”. Please note: Vacation is listed in hours (decimal). In the “Request overview” area, all the requests for leave that have been submitted are displayed. The status shows whether a request has been "approved", "rejected", or not yet processed ("sent"). In addition to listing the items, you can also choose to display them in the calendar.

Calendar view: The status of the re-quests is marked with a coloured line according to the legend.

One click on an event takes you directly to the team calendar.


Attendance and Leave requests, Create request A new attendance/leave request can be created with the blue button at the bottom right.

Select the appropriate attendance/leave re-quest. For details on the individual attend-ances and absences, see the Time Manage-ment Online Services user manual.

Select whether the leave is for a maximum of one day or several days. Enter date or select from the calendar. Based on the target hours stored per day, the system automatically recognizes how many vacation hours are required. Holidays are au-tomatically taken into account. When everything has been entered, click on «Save» in the lower right corner. If the at-tendance or leave type requires approval, the

supervisor receives a message that a leave request has been submitted for approval.

Attendance/absences requiring approval are not posted in the system until the supervisor has approved them!

With a click on “Cancel” and subsequent confirmation with “OK” the entry is finished (data already entered is reset) and you return to the initial overview of the “Attend-ance/leave requests”.


4.2 Time events outside the daily working time program (night work, work on public holidays or Sundays) and recordings in hourly wages

The daily working time program (DWTP) describes the period from Monday-Saturday from 06.00-20.00. During this time, stamps can be recorded without the need for au-thorization.

Time events outside the daily working time program

Attendances outside the daily working time program can be recorded using the appli-cation to request attendance/leave. For details on recording time events outside the daily working time program, see the user manual Time Management Online Services.

Time recording of employees on hourly wages Details on time recording for hourly paid employees can be found in the user manual Time Manage-ment Online Services.


5 My Timesheet

Time statements can be viewed with this tile.

selected employ-ment

switching between employments

selection of period download time statement

filter options


6 Team Calendar

The “Team Calendar” tile is available to both employees and supervisors.

In the team calendar, the recorded absences of all team members can be seen in the overview. The reason for the team member’s leave is made anonymous in the team calendar. Under the tab «Colleagues» you can see the members of the team (Employees level). In the case of supervisors, you can see the colleagues on the same hierarchy level in the corresponding busi-ness area. You can navigate in the calendar with the arrows.

filter atten-dances/leaves

own leave with de-tails

leaves of team members anonymized

one week or one month

work-free days are shown in grey


7 Questions and Support

You have the possibility to send a request directly to our portal. To do so, select the speech bubble symbol and then the desired area.

Enter the problem description here and click “Submit support request”.

You also have the opportunity to contact HR Services directly, who are responsible for time man-agement. ([email protected] , Tel. +41 61 207 00 14, Steinengraben 5, Postfach, 4001 Basel)

ENG Quick guide TimeManagement Online Servicesf3c92315-5d82-4201-80c1... · 2020. 6. 8. ·...

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