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Accessing NOVAtime

You can access NOVAtime from any computer. You will however need a standard

Internet browser (preferably Windows® Internet Explorer® or Mozilla Firefox®).

Log into my JPSO and sign in as you would normally sign on to view pay stubs, etc.

Username: last name _ first initial then middle initial it is in lowercase letters. Your Username is

assigned by the IT DEPT, so if you have any questions, contact them for assistance. Help Desk 363-5563

EXAMPLE: smith_je

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Select NOVAtime.

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Select EWS – Employee Web Services Link.

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Figure 2.1 – EWS Login

This is the EWS main screen and you are able to do several

different things on from this screen.

1. You can Punch In or Punch Out

2. You can access your individual Employee information; View

your Timesheets; and Request Time Off. You are also able

to look back at “history” records of your timesheets and

usage of your Sick, Annual and Military usage, if you are

eligible for Military Leave.

3. You can use this to Transfer to specific Grants or Parades

you are authorized to use.

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Logging In

Your ID is your Payroll #

Your Temporary Password is “Password1” Note this is with a Capital “P”

The system should prompt you to reset your password. After setting your password, you

will still need to punch in.

Punching In or Out

Enter your employee ID in the box labeled ‘ID’

Enter your password in the box labeled ‘Password’.

Click ‘Punch' to punch in/out. The system will display a confirmation message.

Toll- free Log in number: 1-888-661-4251

NOTE: Not all locations allow their employees to use the Toll

Free phone number to punch in/out. Please check with your

Supervisor about this. If you are allowed to use the toll-free

number, then when you call, just follow the prompts and

make sure your entry is accepted.

Note: The remainder of this manual covers ‘Employee Web Services which is

reached by clicking the ‘Employee Web Services’ button instead of ‘Punch’.

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Employee Web Services In The Employee Web Services screens, you will see 2 Tabs located right under the

Novatime Anywhere logo.

The Attendance Tab

Scheduler Tab

Under each Tab, there are “drop-down” items and those are mentioned in the following

section

NOVAtime allows employees to view their current timesheet, their schedule, their

accruals, and to make requests for time off through Employee Web Services (EWS). The

main category for employees in the NOVAtime system is the ‘Attendance’ category.

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Timesheet The most important page in NOVAtime for employees is Timesheet. An employee can view

their timesheets from this tab.

Selecting a Pay Period

NOVAtime will default to the current pay period. If you wish to view your timesheet from a

previous pay period, click the calendar icon (see Fig. 3.1) and select a date from the

desired pay period.

Timesheet Status and Submitting a Timesheet

The current pay period will display an ‘OPEN’ status until the timesheet is submitted by

your timekeeper for approval. Employees DO NOT change the Status of their Timesheets.

Verifying Punches

After punching in or out, the system displays a confirmation message. Punches can be

reviewed in the Timesheet tab once logged into Employee Web Services. In the example

above, the employee punched in at 2:59 PM and has not yet punched out.

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Accruals

Quickly find your available hours for vacation, sick, and other totals under the

Attendance>Accrual History

In the example above, the Employee “Used” 6 hours of Annual leave, leaving this employee

with an “Available” balance of .75 hours for Annual.

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Accrual History

The Accrual History view contains both current and historical totals of accruals. To view your

totals, expand the details by clicking on the + or – sign (in the small box). The details

display each entry for each pay code

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Schedules

NOVAtime allows employees to quickly view their upcoming schedule through the

Attendance>Schedule tab.

Viewing Upcoming Schedules

The Schedule tab is a read-only tab that allows employees to view upcoming work

days. Like the Timesheet tab, view upcoming pay periods by clicking the calendar icon

and selecting a date in a future pay period. Additionally, scheduler allows you to view

upcoming months by clicking the up and down arrows directly the right of the month.

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Scheduler>Requests

Requesting Time-off

Requesting time-off in the NOVAtime system takes place through the

Scheduler>Request tab.

Making the Request

You will click on “template” at the top, which contains all of the “reasons” for the time you are going to request. Click one time on reason for taking time off, the field will then be highlighted. Click one time on the day of the week below and a box will open up so that you can put your Start and End times and the Number of Hours you are requesting. It is not necessary to enter AM, but it is required to enter PM after the time or you can put it in Military time. Ex: 8:00 to 4pm or 8:00 to 16:00

Select the appropriate week through the calendar icon.

Click the appropriate time-off category (see Fig 4.1).

Click inside the box of your desired date off .

A box will appear to indicate the time off that is being requested. Enter the start time. Enter the end time. Enter the number of hours. Click Confirm.

If you wish to add a note to your supervisor, click the yellow ‘+’ icon after this screen.

NOTE: Requested leave time must be for quarter of an hour increments. In other words, .00, .25, .50, .75, 1.00, etc. only. Ex: 10:15 not 10:10; 1:00pm not 1:05pm

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Click ‘Save’ to finalize your request.

You will be unable to make additional requests once your accrual balance

reaches zero unless allowed by your company policy.

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Request Approval Process

Once you’ve clicked ‘Save’, NOVAtime begins the approval process.

What Happens After Your Leave Request is Submitted?

Your supervisor will receive a notice that you have made a request.

He or she will then approve or decline the requests that you have made.

The next time you punch or enter Employee Web Services, NOVAtime will alert

you that your request has been approved or declined by your supervisor. Any

additional notes added by your supervisor will appear in the notification.

Additionally, you will receive confirmation through JPSO e-mail, if your address

has been entered into the system.

Cancelling a Leave Request once it has been approved

Sign into EWS

Go to the Scheduler>Requests tab

Go to date of request and find approved leave request

You will see a red X. Click on the red X, then hit “SAVE”. This will remove

the request.

Your supervisor will receive a notice that you have deleted/cancelled your

leave request.

Request is then removed from timesheet.

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Timesheet Notes and Reason Codes

If you earn ANY Overtime, it is mandatory that you enter a Note with the explanation

of why the OT is earned. If you are going to be out for any reason, then you can also

use the Notes feature to have that documented on your timesheet. Reason Codes

should be added to your timesheet when you earn overtime or just for personal

reference. A drop-down list of generic reason codes has been developed to

categorize the reasons overtime, special pay coding, or any particular reason your

organization has the need to categorize timesheet events.

How to add “Notes” to your timesheet

Click in the grayed-out area to the left of the “Notes” column on your timesheet

A box will open which will allow you to enter a note.

Note Example: Waited for relief at accident coverage, 97 Westbank Exp-“type your name”

After typing your note, make sure you put your name so if note is viewed by

someone else so they will know who put the note.

Click “OK” before exiting “Notes” field.

Click “SAVE” before exiting your timesheet. After note is saved, you will see

an envelope in the “Notes” column. This indicates there is a Note on this day.

How to add a “Reason Code” to your timesheet

Click in the “Reason” column on the date you want to add a reason code to.

Click on the drop-down arrow to display the list of generic codes.

Click on the wanted reason code. Code will be added to timesheet.

Click “SAVE” before exiting your timesheet.

Forgot to Punch in or Punch Out If you forgot to punch in or punch out, then make sure your Supervisor is notified, as soon as possible, so your time can be corrected for that same day. You should also add a Note on the Timesheet for that day stating that you forgot to Punch.

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