Web Time Entry for Student Employees

1. Web Time Entry for Student Employees Students enter and submit their hours worked on Web4 Supervisors verify and approve student’s hours on Web4 Simple to use Easy to following Status driven process

2. Student enter hours worked • Student needs to enter and submit their hours • Use internet to log onto Web4 from CCSF homepage • Secure entry using their individual ID and password • Allow multiple job time entries for each pay period • Enter ‘IN’ and ‘OUT’ time worked (down to 15 minutes interval) • Review and complete all hours during pay period • Submit timesheet for approval

3. Student’s supervisor review & approve timesheets • Supervisor responsible to use student time log and verify student’s work hours on Web4 • Supervisor log into Web4 with personal ID and password • Display student list for the appropriate pay period • Verify work hours, make corrections if necessary for each student timesheet • Review, approve and submit student timesheets for process • Perform approval process before deadline (Following Monday @ noon after the pay period ends, unless otherwise notified by Payroll)

4. Status driven process • Timesheets moves from status sequence of: • Not started – initial status at beginning of a pay period • In Progress – in student queue for entry of their hours worked • Pending – in supervisor queue for review and able to make changes to students time entry • Approved – supervisor has completed review and approved student time entry • Completed – Payroll has extracted time and completed payroll processing for the time entry

5. Ilustrations and sample:For student • Open a browser for access to WWW • Change View option size to smallest on browser menu bar • Change URL and put City College of San Francisco homepage in address line: http://www.ccsf.edu/ • Click on ‘Online Registration’ or ‘Online Admissions’ icon on upper right-hand corner of the page • Enter ID and password in ‘Student/Employee Login’ • Click on ‘Employee Services’ • Click on ‘Time Sheet’ • Check the ‘My Choice’ button associates to the ‘Title and Department’ and ‘Pay Period and Status’, and click on ‘Time Sheet’ button. This will put timesheet from ‘Not Started’ status into ‘In Progress’ status • Click on the appropriate day to enter ‘IN’ and ‘OUT’ times for hours worked • Review all time entry (should be in ‘In Progress’ status)

6. Ilustration:- Open a browser- Enter ‘www.ccsf.edu’ in URL address box- Click on ‘Online Registration’ icon on CCSF homepage Enter: ‘www.ccsf.edu’ Click on ‘Online Registration’ icon

7. - Enter Student/Supervisor ID and Password • Enter ID and password

8. Click on ‘Employee Services’- Click on ‘Time Sheet’ - Click on Time Sheet

9. Click ‘Proxy Set Up’ to setup proxies- Else, click ‘Submit’ button to proceed to student timesheet list - Click Proxy Set Up to setup proxy / proxies - Click ‘Submit’ button to proceed

10. Student Timesheet Entry- select the department choice and pay period to start time entry process- this will move status from ‘Not Started’ to ‘In Progress’ - Select choice of job title and department work • Select pay period from drop-down list • Click ‘Time Sheet’ button to proceed

11. Supervisor Timesheet Review and Approval- can monitor student progress on their timesheet -list of ‘Not Started’, ‘In Progress’, ‘Pending’ timesheets

12. Supervisor Timesheet Review and Approval- On ‘Pending’ for approval timesheets, review by clicking student name and can make necessary corrections to student timesheet- To approve student timesheet, check ‘Approve or FYI’ box and click ‘Save’ button - Make corrections to student timesheet using hyperlink ‘Change Time Record’ - Click student name to review timesheet Check ‘Approve or FYI’ box and ‘Save’ button to approve student timesheet

13. Web Time Entry for Student Employees F.A.Q.’s • When is the submission deadline? • In general, following Monday @ noon after the pay period closed, unless deadline moved up due to holidays or school breaks. Payroll will notify supervisors of any deadline changes. • After my student submitted their timesheets for approval (timesheet in ‘Pending’ status), can I make more changes to it? • Yes. You can make corrections to student timesheet by clicking the ‘Change Time Record’ link associated to the student on your student list. It will open up the student detail timesheet. You can make the appropriate changes there. • I do not see my student list. Why? A. Check with your student to see if they started their timesheet for this pay period. If not, tell them to do so. If they had, call student payroll department and inquire if the student is setup correctly. • What do I do if I forgot my password? • Contact Human Resource to have your Web4 login password reset. Go to City College of San Francisco website and get the appropriate contact phone number by doing a search for ‘Human Resource’