Welcome

FOR 10-MONTH AND ADJUNCT FACULTY

Human Resources Revised March 21, 2012

Welcome Electronic Time and Attendance Training Module1Module InstructionsWHAT YOULL NEED TO GET STARTEDYour PODs user name and password, and Your current time record.IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORDYou may reset it at: https://password.binghamton.edu/index/html OR,Contact the HELP DESK at 607-777-6420 for assistance.

TRAINING INSTRUCTIONSPlease read through this brief, on-line training module before signing-in to the SUNY system.

Once complete, CONGRATULATONS! You are officially LIVE and will no longer need to submit hardcopy time records from this point forward.

2Overview of the Monthly Process for 10-MONTH AND ADJUNCT FACULTY

Electronic Time and Attendance Overview of the Basic ProcessMonthly 10-MONTH AND ADJUNCT FACULTY410-MONTH AND ADJUNCT FACULTYSTEP-BY-STEPElectronic Time and Attendance

Access to SUNY HR will be found at:http://www.suny.edu/timeFirst, you will encounter aSign-on ScreenNext, you will come to aOne-time Security Screen6Suggested Bookmark

PODS User ID and PWFor security reasons your sign-in will be different the first time you enter the Time and Attendance System - use the SUNY ID provided by HR for the third question.

To Enter, Click on theTime and Attendance Tab

7Bonus FeatureYour pay stub can be viewed through the View Paycheck feature as of the Monday preceding any payday.

In addition, a two-year payroll history has been loaded for your information.

Faculty-Only View All others will have the view displayed on the next slide. 8

Click on CHARGE if you have SICK LEAVE to record. Click on SUBMIT if you have NO SICK LEAVE to record.FACULTY: If you have no Sick Leave to record, simply click on SUBMIT for the month you are signing-off on and you are done.

If you do have Sick Leave to record, click on CHARGE and continue to the next slides for more instruction.If you have Sick Leave to Record:Select Month(Accrual Period)

Current Month (or Accrual Period) Comes Up Automatically9The status of any given month is reflected here in the above drop-down:

Working: Open for you to make entries

Pending: Submitted to your supervisor

Approved: Reflected once Supervisor has signed-off

A Few Notes About Accrual Balances 1030 days contractualFamily Sick LeaveTracked Here, Deducted from Sick. Family Sick charges relate to the medical care of a direct family member.Non-Chargeable Time ( Such as conferences, jury duty, off-site meetings, etc.)Tracked Here, Not DeductedEnter Charges for any Sick Leave used. THEN SAVE!

2 )Then Save1) Enter Charges for Sick Time Used11

A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates Single-Day Entries

Click Here to Change to MULTI-DAY ViewSINGLE DAYView12Single Day Entry: Best used for absences of 1 day or less (.25, .50, or .75)

Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates Multiple Day Entries, Same Reason Code

Click Here to change to SINGLE DAY ViewMULTI-DAYView13Single Day Entry: Best used for absences of 1 day or less (.25, .50, or .75)

Multi-Day Entry: Best used for absences of two or more days, for the same reason code and within the same month.

LAST STEPS: Review Entries for Accuracy, Certify (Sign), and lastly, Submit to Supervisor.3) Submit2) Certify141) Review Your Entries for Accuracy 14Sign out of the SUNY browser AND close. CURRENT USER STAYS LOGGED-IN FOR UP TO 20 MINUTES. To ensure your privacy and system security, in addition to Logging Off, you will also need to X out of the SUNY browser. (You can do this by clicking on the box in the upper right hand corner of your screen).

Step1:Log-Off

Step 2:Close Browser15NOTE: E-MAIL NOTIFICATIONSTime record submission is now officially a MONTHLY process.

System-generated e-mail reminders will be available via e-mail once the majority of our campus is trained and transitioned right now that feature is turned off.

E-mail reminders are currently being sent manually.

16Supervisors

IF YOU DO NOT A SUPERVISE AN MC, NON-HOURLY UUP, OR 12-MONTH FACULTY MEMBER, YOU MAY CONTINUE DIRECTLY TO SLIDE #24.Electronic Time and AttendanceThe Basic ProcessMonthly SUPERVISORS18Step-by-StepSupervisorsOF MC, NON-HOURLY UUP, AND 12-MONTH FACULTY

Supervisors will have a Work Roster selection to view and approve the electronic record status of direct reports. 20

Employee List Contact HR for any revisions.

For PENDING TIME APPROVALS OR LEAVE REQUESTS Supervisors should select an action: APPROVE, DENY, OR IGNORE. THEN SUBMIT.Enter HereSUBMIT when COMPLETEOPTIONAL FEATUREThis is a feature that Supervisors of MC, non-hourly UUP, and 12-month Faculty may encounter. Its use is completely at the discretion of individual supervisors.

SUPERVISORS OPTION:Electronically Requesting Time Off22 REQUEST TIME OFFSelection Click on TIME RECORD to return to the MAIN SCREEN

When using this Optional Feature,Remember to SUBMIT Your Request 23Remember to SUBMIT your requestOnce an employee has submitted a request to their supervisor, it will reflect on their calendar with a P for pending.

Once the supervisor has approved the request, it automatically populates on the employees screen without the P, without the need to re-enter the time.

Changes, additions, deletions can be made at any point, this isnt a contract.

Be aware that unresolved requests can prevent your successful monthly-time record submittal.

Your Turn! BEFORE YOU SIGN-IN AND BEGIN ENTERING, IT WILL BE HELPFUL TO HAVE:

YOUR SUNY ID, AS PROVIDED BY HUMAN RESOURCESThis is for use on the one-time security screen and is not a number you will need to remember or use again for this purpose.

YOUR PODS USER ID and PASSWORDPODS USER ID is generally the same as your e-mail account name often (but not always) the first letter of your first name, followed by your last name, without a space. For example: LSMITH. PODS PASSWORD is generally the same as your B-mail sign-in password, but again, not always.

IF YOU ARE UNSURE OF YOUR PODS USER ID AND/OR PASSWORD, YOU MAY:Reset it at: https://password.binghamton.edu/index/html OR,Contact the HELP DESK at 607-777-6420 for assistance.

WHEN YOU ARE READY TO BEGIN, RETURN TO SLIDE #6 AND WORK FORWARD. Congratulations on your transition to the paperless environment!

Contact Information

HR Time and Attendance Implementation Team:

25Lisa Havturlhavtur@binghamton.eduX7-3734Vicki Metritikasvmetriti@binghamton.eduX7-4463Jeff Hadleyjhadley@binghamton.eduX7-2187On the HR site there is also an online form to report any system problems you may encounter: http://www2.binghamton.edu/human-resources/time-attendance/tas-issue.html