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Introduction to ITAMS: Time Entry Training for Non-exempt Salaried Employees

This training session will help non-exempt salaried employees fill in their new timesheets for the first time. Topics covered include accessing the web site, logging on to ITAMS, creating a new timesheet, and more.

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Introduction to ITAMS: Time Entry Training for Non-exempt Salaried Employees

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  1. Introduction to ITAMS USC’s Internet-based Time and Attendance Management System. Training for: Time Entry for Non-exempt Salaried Employees The purpose of this training session is to help you fill in your new time sheet for the first time.

  2. What you will learn…. • How to access the web site • How to log on to ITAMS • About the ITAMS home screen • How to access your Leave Balance information • How to open your time sheet • Creating a new time sheet for the first time • How to create a time sheet note • Printing a copy of your timesheet • Sending your time sheet for approval • Time Banking Option for Comp Hours • How to Log out of ITAMS

  3. Accessing the ITAMS Web Site From your web browser, select to open https://ITAMS.CSD.SC.EDU Note: Browser requirements are: Netscape,(* version 5.0 or higher), Internet Explorer (version 5.0 or higher) Cookies must be enabled in order to use the ITAMS features. Check with your department systems administrator if you experience difficulty accessing the “pop-up” boxes in ITAMS

  4. Logging On • When you access the ITAMS web site the log in screen will display. • You will need to: • Enter your User Identification Number (Same as your VIP User ID) • Enter your password (current VIP password) • Click on “Log On” button or click Enter on your keyboard. The Home window will appear. Note: Contact Human Resources at 777-3111 if you have never established a VIP employee account, OR if your VIP password needs to be reset. The default password for new or reset users is MMDD (birth month, day) of the employee.

  5. Home Window • The home window displays: • A Menu Bar across the top • An Employee Identification bar with your name and information • A Home box that contains: • Messages about your timesheet • Color Scheme change

  6. Menu Bar • The Menu Bar at the top right of your time sheet shows on all of your ITAMS screens, and displays the links that you can use to open new windows. • Home always takes you back to the home window. • Time Entry will open your current time sheet. • Leave Summary will display your current leave balance information. • Help opens the help files. • Log Off ends your ITAMS session but does not close your browser.

  7. Leave Summary Information From the ITAMS home page, Click on the Leave Summary function on the menu tool bar (previous slide) to view a summary of your current leave balance (below). To view details about leave hours earned and taken, click on one of the leave category lines displayed below. Details about your leave will be displayed as shown on the right. Accruals are the hours that you have earned as an employee. YTD Taken reflects hours you have taken “Year To Date”. Adjustment History will show any carry forward amounts and/or adjustments made to your leave balance. Please note that if you have recorded future-dated leave hours in advance on ITAMS, that amount will also be deducted from your remaining leave balance. However, should you not use the hours, you can remove them from your timesheet & they will be restored to your leave balance.

  8. Home Screen Messages Clicking the Home Function on the Menu tool bar will take you to the Home screen. Inside the Message Box on the Home Sceen, messages indicate the status of your time sheets. From the home screen, you can determine if your manager approves or rejects your timesheet without having to access your timesheet. To change screen colors, click the Color Scheme drop down box to select from three screen color choices.

  9. Time Entry To open your time sheet, click the Time Entry function shown on the Menu Bar

  10. New Time Sheet If you do not have time codes shown on your time sheet, your time sheet will display the message “No data available”. This is not an error condition. This just means that you have never filled in a time sheet on ITAMS, or your current time sheet does not contain time codes. To fill out your time sheet, you will select time codes from the Time Code drop down box at the top of your screen.

  11. Add Time Code Choose a Time Code from the drop down list. Click on Add Time Code button and a time code row will appear on screen.

  12. Enter Hours Place your cursor in a cell and type in the hours. Enter hours in quarter hour increments (i.e. 7 for 7 hours, 7.25 for 7 hours and 15 minutes, 7.5 for 7 hours and 30 minutes, 7.75 for 7 hours and 45 minutes.) When you are finished entering time, click on the Save button Time will be totaled for the day, the time code and the pay period. Note: You can edit and re-save your time sheet as often as necessary until you send your timesheet for approval. Once you send the timesheet for approval the timesheet is automatically locked, and you can no longer edit the timesheet.

  13. Time Sheet Note To make an important note on your timesheet, double click inside the timesheet cell, or click on the yellow sticky note at the top right of the time entry section of the timesheet. The Time Sheet Note box will appear. Enter your note in the comment section. Click Save to save the comment and return to your timesheet. The time sheet cell will turn yellow (below) to indicate a note is present.

  14. Printing Your Time Sheet To print a copy of your time sheet, click the View Printable Report selection from your time entry screen: A print view of your timesheet will appear. To print, click File located on the command line, and select the print option. Close the window to return to your time sheet.

  15. Send for Approval When you have entered all of your time for the pay period and are ready to submit for approval, click on the Send for Approval option located on your time sheet.

  16. Time Banking A Time Banking window will open. If you did not work overtime during the week, click Proceed to continue. IF you have overtime hours on your timesheet and want to receive comp time for those hours, position your cursor inside the Bank Comp Box, and click to checkmark the box. Click on Proceed to continue. (Note: Always leave the Bank Holiday Comp box empty unless you worked on a paid USC holiday anc choose to comp those hours.) If you want to be paid for overtime hours, do NOT checkmark the box. Click Proceed to continue.

  17. Submit Time for Approval A Submit Time for Approval window will open. Click Send to forward your timesheet for approval. • Your Manager/supervisor is the default approver. If your manager is absent, or if your manager is not assigned, Click on the Approver drop down box and select to send your timesheet to one of the ITAMS approvers in your department.

  18. As soon as you send you time sheet for approval ,the message on the time sheet will say “Time Sheet Waiting for Approval”. • You can now choose to logout of ITAMS.

  19. What happens now? • As soon as you send your time sheet for approval, the message on the time sheet will change to “Time Sheet Waiting for Approval”. Your time sheet is now locked and you cannot make any changes to it. Any changes must be made by your supervisor/manager, or a department ITAMS approver. • There will now be a message on your Home window inside the Home box that says “You have 1 time sheet waiting for approval”. When your time sheet is approved, the message will change to “You have no time sheets waiting for approval”. If your time sheet is rejected, you will see the message “You have 1 rejected timesheet”, and you must access your timesheet to revise and re-submit for approval. If you need help with your new time sheet, visit the Payroll Web Site, at http://busfinance.admin.sc.edu/payroll/ or contact payroll at 777-4227

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