Welcome Electronic Time and Attendance Training

1. Welcome Electronic Time and Attendance Training FOR 10-MONTH AND ADJUNCT FACULTY Human Resources – Revised March 14, 2012

2. About Today’s Session . . . WHAT YOU’LL NEED Your PODs user name and password, and optimally, Your current time record. OUR AGENDA We will talk through this brief presentation first. Next, we will distribute a step-by-step cheat sheet that includes your SUNY ID, which is a number you will need for one-time security entrance to the system. After that, you can sign in and enter your time here OR you can go back to your office and enter your time on-line at your convenience. After this session, CONGRATULATIONS! You are officially live and will no longer need to submit hardcopy time records to your supervisor or to HR.

3. Electronic Time and Attendance Overview of the Monthly Process for 10-MONTH AND ADJUNCT FACULTY

4. Overview of the Basic ProcessMonthly – 10-MONTH AND ADJUNCT FACULTY

5. Electronic Time and Attendance 10-MONTH AND ADJUNCT FACULTY STEP-BY-STEP

6. Access to SUNY HR will be found at:http://www.suny.edu/time Suggested Bookmark First: Sign-in Screen Second: One-time Security Screen For security reasons your sign-in will be different the first time you enter SUNY HR’s Time and Attendance: PODS User ID and PW

7. To Enter, Click on the“Time and Attendance” Tab • Your 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. Bonus Feature

8. Faculty-Only View All others enter the system on the screen displayed on the next slide. • If you have NOSick Leave to record – you are done after you “Select Month” and “Submit”! • If you DO HAVE Sick Leave to record, select “Charge” and proceed to the slides on the next few page. Faculty Step 1, Charge” to enter sick time. If none, go directly to Step 2. Faculty Step 2

9. If you have Sick Leave to Record:Select Month(Accrual Period) Current Month (or Accrual Period) Comes Up Automatically The 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

10. A Few Notes About Accrual Balances – Mathless Math! 30 days contractual Family Sick Leave Tracked 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 Deducted

11. Enter Charges for any Sick Leave used.THEN SAVE! 1) Enter Charges for Sick Time Used 2 )Then Save

12. A) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Single-Day Entries Click Here to Change to MULTI-DAY View SINGLE DAY View

13. B) View of Sub-Menu Produced by Clicking on Individual Calendar Dates – Multiple Day Entries, Same Reason Code MULTI-DAY View Click Here to change to SINGLE DAY View

14. LAST STEPS:Review Entries for Accuracy, Certify (Sign), andSubmit to Supervisor. 1) Review Your Entries for Accuracy 2) Certify 3) Submit b

15. Sign 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). Step 2: Close Browser Step1: Log-Off

16. OPTIONAL FEATURES AND NOTES

17. SUPERVISOR’S OPTION:Electronically Requesting Time Off REQUEST TIME OFF Selection Click on TIME RECORD to return to the MAIN SCREEN This is a feature that Supervisor’s of MC, non-hourly UUP, and 12-month Faculty may encounter.

18. When using this Optional Feature,Remember to“SUBMIT” Your Request • Once your supervisor has approved your request, it automatically populates on your record so you won’t have to enter it. (Will appear with a “P” while the request is pending) • Changes, additions, deletions can be made at any point; this is not a “contract.” • Be aware that unresolved requests can prevent your successful monthly-time record submittal. Remember to “SUBMIT” your request

19. ABOUT E-MAIL NOTIFICATIONS Time 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.

20. ABOUT LEAVE DONATIONS FOR THOSE INTERESTED IN DONATING VACATION DAYS: Your generous Leave Donations will continue to be administrated through Human Resources, following the current process. Upon receipt of your Leave Donation Form, a member of the TAS Team will make the necessary electronic transactions.

21. Electronic Time and Attendance Supervisors of Employees: MC, Non-hourly UUP, and 12-month Faculty

22. The Basic ProcessMonthly – SUPERVISORS

23. SupervisorsOF MC, NON-HOURLY UUP, AND 12-MONTH FACULTY Step-by-Step

24. Supervisors will have “Work Roster” view for the electronic record status of direct reports. Select “Work Roster”

25. View of an Actual Work Roster Pending Time Record Approvals Pending Leave Requests Employee List

26. Your Turn!

27. Sign-In to SUNY HR at:http://www.suny.edu/time Suggested Bookmark First: Sign-in Screen Second: One-time Security Screen For security reasons your sign-in will be different the first time you enter SUNY HR’s Time and Attendance: PODS User ID and PW

28. Contact Information • HR Time and Attendance Implementation Team: • On 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

29. Thank You! Your time and consideration is appreciated. Please contact any member of the HR Time and Attendance implementation team if we can be of further assistance. For more information, visit the HR site at: http://www2.binghamton.edu/human-resources/time-attendance/tas.html