Welcome

1. Welcome Electronic Time and Attendance ONLINE TRAINING FOR ALL EMPLOYEES AND SUPERVISORS INCLUDED WITHIN: MANAGEMENT CONFIDENTIAL UUP EMPLOYEES (PROFESSIONALS AND FACULTY) Office of Human Resources 1

2. Background • Features and Benefits: • Completely paperless system - supports our "green" campus initiative and saves paper and printing of time records. • Provides an electronic approval workflow. • Increased efficiencies, accuracy, and up-to-date accrual balances. • Phase 1 will include implementation of UUP and M/C employees • Phase 2 will include implementation of CSEA employees (once System Admin. has completed development of this portion)

3. Access to SUNY HR will be found at:http://www.suny.edu/time First, you will encounter a Sign-on Screen

4. To Enter, Click on the “Time and Attendance” Tab Bonus Feature • Your pay stub can be viewed through the “View Paycheck” feature as of the Monday preceding pay day. • A two-year payroll history has been loaded for your information.

5. Next, 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

6. A Few Notes About Accrual Balances Family Sick Leave Tracked Here, Deducted from Sick. Family Sick charges relate to the medical care of a direct family member. 30 days for UUP 15 Days for M/C Floater PLUS Regular holidays worked (if applicable) EQUALS Your Holiday Total Non-Chargeable Time ( Such as jury duty, conferences, mammograms, etc.) Tracked Here, Not Deducted

7. Enter Holiday Credits First – Every Month, Every Time.You only enter credits if you worked on a holiday. THEN SAVE! The system does not automatically enter Holiday credits, please enter them and then ‘SAVE.” (As a rule: Full-time enters“1”, Part-time is dependent on work schedule and/or percentage of time worked.) 1) Enter Credit Due For Each Eligible Holiday. 2) Then Save

8. Enter Charges for Vacation, Sick, or Other. THEN SAVE! 1) Enter Charges for Time Used Quarter-day increments ONLY may be used: .25 .50 .75 2 )Then Save

9. ENTERING TIME OFF - Single Day Entry Click Here to Change to MULTI-DAY View SINGLE DAY View • Remember to click submit after entering requested time off

10. ENTERING TIME OFF - Multiple Day Entry Click Here to change to SINGLE DAY View MULTI-DAY View

11. “TIME RECORD COMMENTS” All Employees: Use this box to indicate any items you’d like noted on your record for your supervisor or for audit purposes. (Examples might be Jury Duty, Conferences, Dental Appointments, etc.)

12. LAST STEPS:Review Entries for Accuracy, Certify (Sign), and Submitto Supervisor. 1) Review Your Entries for Accuracy 2) Certify NOTE: THE SYSTEM WILL NOT ALLOW SUBMISSION OF A MONTH UNTIL YOUR SUPERVISOR HAS APPROVED THE PREVIOUS MONTH. 3) Submit

13. Sign out of SUNY browser AND close. Step 2: Close Browser Step1: Log-Off 13 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).

14. ADDITIONAL FEATURES AND NOTES 14

15. Electronically Requesting Time Off ADDITIONAL FEATURES AND NOTES Click on TIME RECORD to return to the MAIN SCREEN REQUEST TIME OFF Selection 15

16. Time Off Request Click for Multiple Day Requests • Enter request in appropriate categories • Click Submit 16 Single and Multi Day Request

17. When using this Optional Feature,Remember to “SUBMIT” Your Request • Once 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 employee’s screen without the “P,” without the need to re-enter the time. • Changes, additions, deletions can be made at any point, this isn’t a “contract.” • Be aware that unresolved requests can prevent your successful monthly-time record submittal. 17

18. FLOATING HOLIDAYS Be sure to enter “Earned Amount” and SAVE No Action Needed for Floaters “Y” or “N” 18 NEW WAY OF THINKING: “Y” and “N” indicators ARE NOT ASKING IF YOU DID OR DID NOT WORK and no action is required on your part, other than entering your earned Holiday credits.

19. EMAIL NOTIFICATIONS • Attendance Record submission is a monthly process. • Records are to be received by OHR within 10 days of the following month. • System-generated e-mail reminders regarding missing records will occur via email. • When you submit your record to your supervisor and/or submit a request for time off, an email notification will be sent to your supervisor. 19

20. Leave Donation • FOR THOSE 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. Supervisors Electronic Time and Attendance 21

22. View Time Information of your Direct Reports using the “Work Roster” Overview of the Monthly Process - SUPERVISORS View Work Roster • Review Employee’s Time Record - then select “Approve,” “Deny,” or even “Ignore” Review and Approve • Submit, Log-off, and Close Browser Submit 22

23. Supervisors Step-by-Step Instructions 23

24. Supervisors Responsibilities 24

25. Supervisors will have a “Work Roster” selection to view and approve the electronic record status of their employees. Select “Work Roster” 25

26. View of Employee Work Roster Pending Time Record Approvals Pending Leave Requests Employee List Contac HR if Incorrect 26

27. Employee Time Record • View Details or History of Time Record 2) Select Action 1) View Employee’s Time Record2) Determine an Action 3) Then “Submit” 3) Submit 27

28. Contact Information 28 OHR Time and Attendance Implementation Team: 518-587-2100 x 2240

29. Thank You! Your support and cooperation is appreciated. 29