Manager Self-Service TRAIN - University of Virginia JD Edwards, PeopleSoft, ... Manager Self-Service...
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Manager Self-Service Self-Service Time and Leave and Viewing Employee Information Instructions
Transcript of Manager Self-Service TRAIN - University of Virginia JD Edwards, PeopleSoft, ... Manager Self-Service...
Manager Self-Service
Self-Service Time and Leave and Viewing Employee Information
Instructions
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Table of Contents Manager Self-Service ........................................................................................................ 1
Managing Timecards ................................................................................................................. 1 Approving Timecards ............................................................................................................................. 2 Rejecting Timecards ............................................................................................................................... 4 Entering Time and/or Leave for Employee ............................................................................................. 6 Creating Vacation Rules ....................................................................................................................... 12
Viewing Employees .................................................................................................................. 19 Viewing Employment and Salary Info ................................................................................................. 19
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Manager Self-Service Manager Self-Service is an Integrated System responsibility given to U.Va. managers who supervise employees. With this responsibility you have the ability to view employment and salary information for employees who directly report to you. You will also use this responsibility to approve time and leave entered by employees in Self-Service Time and Leave (SSTL) and enter time and leave for your employees when necessary.
Accessing Manager Self-Service
The URL (web address) for the Integrated System is www.virginia.edu/integratedsystem
Managing Timecards The system will route timecards to whomever the manager is as of the system date that the timecard is sumitted by the employee. Timecards of employees with multiple assignments (and multiple managers) will go to each manager. Managers will get notifications in the system as well as by email for each timecard that has been submitted. You work from the notifications to approve or reject timecards, or you may approve or reject the timecards by email. You also have the option in Manager Self-Service to enter time and/or leave for employees when necessary. Finally, you have the ability in Manager Self-Service to set up "Vacation Rules", which allow you to delegate the authority for timecard approvals to another employee when necessary.
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Approving Timecards
These instructions describe how to approve timecards that have been submitted to you.
Step Action 1. The notifications appear in your Worklist.
Click on the Timecard for Supervisor, Sally.
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Step Action 2. Review the timecard. You can scroll down to see the details for each day.
Click on the Approve button.
End of Procedure.
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Rejecting Timecards
When employees submit timecards to you for approval, a notification for each timecard will appear in your worklist. You will review the timecard and either approve it or if the employee needs to make changes, reject it. If you reject a timecard, remember to contact the employee and tell them you are rejecting the timecard. This is particularly important for employees that may not regularly access email. These instructions describe how to reject an employee's timecard.
Step Action 1. From the list of notifications, click on the Timecard that requires review and
approval.
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Step Action 2. Review the timecard and scroll down to the bottom for the comments field. 3. In the comments field, enter an explanation of why you are rejecting the timecard.
The employee will be able to see these comments. 4. Click the Reject button.
5. You will return to your worklist and notice that the timecard has been removed
from your notifications. Remember to contact the employee and tell him or her that you rejected the timecard. End of Procedure.
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Entering Time and/or Leave for Employee
Occasionally an employee may be unable to enter his or her own time and/or leave. These instructions describe how to enter time and/or leave for an employee.
Step Action 1. Click on the UVA Manager Self-Service link.
2. Click on Time Entry.
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Step Action 3. You will see a list of the employees who report to you.
Click on the Action button for the employee for whom you are entering time and/or leave.
4. You will see the employees timecards.
Click on the Create Timecard button.
5. Click on the arrow for the drop-down list for the Hours Type / Hours Balance field.
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Step Action 6. Select the leave type the employee wishes to take. If you are unsure of what leave
type to select contact the employee. Click on Annual Leave / 53.231.
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Step Action 7. Click on the arrow for the drop-down list for the Assignment/Manager field.
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Step Action 8. Select your name.
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Step Action 9. Enter the desired information into the field. Enter a valid value e.g. "8". 10. Do not submit the timecard, but you do need to save it. Timecards entered and
saved by managers will be processed automatically by the system. Click on the Save button.
11. You will see a confirmation that the timecard has been saved successfully. 12. If you have another employee for whom you must enter time and/or leave, you
need to click on the link for Home which will return you to the Navigator, and repeat the steps for the next employee. End of Procedure.
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Creating Vacation Rules
Vacation Rules help managers plan for times when they will be temporarily out of the office. Creating vacation rules transfers the ownership of the notification to another employee who has the knowledge and authority to approve the employees' timecards. These instructions describe how to transfer the notification for timecard approval to another employee. However, depending on your responsibility for approving notifications, you may see other types of notifications. At this time, the only notification that you may transfer is timecard approval.
Step Action 1. Click the Full List button to see the expanded Worklist.
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Step Action 2. Click on Vacation Rules.
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Step Action 3. Click on the Create Rule button.
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Step Action 4. Select UVA Timecard Approval Workflow from the drop-down list.
5. Click on the Next button.
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Step Action 6. Ensure that the All option is selected.
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Step Action 7. Click on the Next button.
8. Complete the following fields:
Start Date: Defaults with the current date and time. You can change this to a future date if desired by selecting the date from the calendar. End Date: You are not required to specify an end date, but if you do, use the calendar to select the date when you want the vacation rule to end. For an open-ended delegation leave this field blank. Message: Enter a message with a reason for creating the vacation rule.
9. Transfer: Defaults to All Employees and Users. In the field to the right, click on the List of Values icon (flashlight) and select the employee to whom you are transferring the notifications. Note: Please ensure that the individual you select has the knowledge and authority to approve the employees' time and leave. Do not select the Deliver notifications to me regardless of any general rules option.
10. Click on the Apply button.
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Step Action 11. You can update the vacation rule or delete the rule as needed by clicking on the
appropriate icon, Update or Delete. End of Procedure.
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Viewing Employees
Viewing Employment and Salary Info
These instructions describe how to view employees’ information. Employees’ information includes an Employment tab and a Salary tab. In Employment, you will be able to see details of all of an employee's assignments (if they have more than one) including Assignment Number, Start and End Dates for the Assignment, whether or not an assignment is Primary, the Job Title, Organization, Assignment Category, and Email Address. In Salary, you will be able to see the details of an employee's salary for all assignments.
Step Action 1. Click on the Login button.
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Step Action 2. Click on UVA Manager Self-Service.
3. Click on My Employee's Information.
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Step Action 4. You will see the Name, Assignment Number, Assignment Status*, Job Title,
Organization, Assignment Category, and Hire Date for each employee you superivse. As you can see Stan Supervisor has one direct report, Emily Employee. Click on the employee for whom you want to see details. For this simulation, click on Emily Employee.
5. You will see the Assignment Number, Start and End Dates for the Assignment, which is the Primary Assignment, the Job Title, Organization, Assignment Category, and Email Address. Click on Show to show the details of an assignment.
6. You will see the details of the Assignment. 7. Click on Show to see another assignment.
8. Notice that you can see the Assignment Details if your employee has other
assignments. 9. Click on My Employee's Information to go back to your list of employees.
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Step Action 10. Click on the Salary tab.
11. You will see a summary of the salary information for your employees (if Stan
Supervisor had more than employee they would all be listed here). Click on the employee's name to see salary details. Click on Employee, Emily to see the salary information for all assignments for her.
12. Click on Show to see salary details for an assignment.
13. You will be able to see the salary details for all assignments for the employee.
End of Procedure.
