detroit lakes public schools targeted services staff true-time system time keeping (payroll)...

Detroit Lakes Public SchoolsTargeted Services Staff

True-Time System Time Keeping (Payroll) Training

December 2010

(to begin the slideshow, click the tool bar above on ‘view’ then ‘slide show’. Press the ‘enter’ key to advance slides.

Questions regarding True Time may be directed to the following at (218) 847-9271 (or at the extensions / e-mail addresses listed below):

***Kathy Boelter, Business Office Secretary – ext. 1110 (kboelter@detlakes.k12.mn.us)

Kathy Owens, Payroll Coordinator – ext.1108 (kowens@detlakes.k12.mn.us)

Sue Eidenschink, Fiscal Affairs Coordinator– ext. 1107 (seidenschink@detlakes.k12.mn.us)

Nancy Olson, Human Resources – ext. 1101 (nolson@detlakes.k12.mn.us)

What is True Time?

• True Time is a Skyward product that is an electronic time clock system that fully integrates into Skyward, the district’s payroll/finance/student system.

• Effective 1/1/11, Targeted Services staff will no longer complete paper timecards or vouchers as timeclock recordkeeping will be electronic, saving valuable time for approvals; no need for faxing or mailing vouchers, and time entries will automatically flow thru to payroll eliminating the need for redundant data entry each payroll. In addition, time records will be saved electronically eliminating the need for record retention of thousands of time cards and vouchers each year which takes up considerable space and retrieval time.

Today’s Training Objective

• The objective of this training is to show Targeted Services staff how to enter their work hours into the True Time System.

• Due to the nature of Targeted Services, staff will not be required to ‘clock in’ or ‘clock out’ on the timeclocks. Instead, they will enter their work hours onto their electronic timesheet on a daily or weekly basis.

• (there are a total of 20 slides for this presentation)

Let’s Begin

Detroit Lakes District Staff at Rossman, Roosvelt & MS sites: Access the Employee Management (ERMA) site:

Log on to the Detroit Lakes Public Schools intranet: isd22

Click on Erma/True Time (these staff may skip the next 3 slides)

Frazee, Pelican Rapids, LPA, Morris & Detroit Lakes DLCCC, Boys/Girls Club staff: Access the Employee Management (ERMA) site by way of the Detroit Lakes Public Schools website: www.dlschools.net

Click on Staff Resources

Frazee, Pelican Rapids, LPA, Morris & Detroit Lakes DLCCC, Boys/Girls Club staff:

Click on ‘Links to Staff Websites’

Frazee, Pelican Rapids, LPA, Morris & Detroit Lakes DLCCC, Boys/Girls Club staff:

Click on Employee Access / ERMA

This slide and all following slides apply to all Targeted Services staff regardless of their location

Enter your Employee Management ‘ERMA’ Login and Password (this information will be sent to the lead teacher or principal of each

location. Detroit Lakes staff have this information already)

Click on the True Time Icon

Click on the True Time Quick Entry Icon

The system will display the current day. Select the day you wish to enter time for by clicking on the ‘Prev Day / Next Day’ arrows. Then click on ‘Add a Missing

Record’. (Note: you may not enter data for any future dates)

Enter the start and end time (i.e. 3:30 pm – 5:15 pm). Include daily prep time. Click the ‘save’ button.

The next screen will look like the following – which includes the data you entered. If you are entering time for more than one day, click on the previous/next day arrows and repeat the process. If you are done entering time, click on the ‘back’ button and then ‘exit’ to log out of the system.

If you are entering extra hours over and above your contracted time, be sure to enter information in the Note box so Lisa Weber knows why there are extra hours and can determine if the hours can be approved. Any extra hours worked must be approved in advance, by Lisa. If you are entering separate time for the initial program start-up prep time, enter ‘PREP TIME’ in the notes box. Click on the ‘Save’ button

IMPORTANT: At the end of each work-week, all staff must electronically ‘submit’ their timesheet for approval. Click on ‘View/Submit Time Sheet’

Click on ‘Submit Time Sheet’

The screen will display the entire week of entries including a summary of the total hours worked. Review your time entries and if all appear correct, click on the ‘Submit Time Sheet’ button. If you missed a day of work, do not enter any data on that day.

• Your timesheet is now ready for electronic approval and submission to payroll for processing.

• Be sure to submit your timesheet at the end of every week (regardless of when the 15th and 30th fall) ***(Payroll will process payment for hours worked from the 1 – 15th and from the 16th – 30/31st accordingly each pay-period. The system will pull the correct hours automatically even if the 15th or 30th occur during the middle of the week)

• Paydays are the 15th and 30th of each month

• Timesheets not received in time for a payroll may be held until the next subsequent payroll causing a delay in payment. Submit your timesheet weekly to avoid this issue.

Questions regarding True Time may be directed to the following at (218) 847-9271 (or at the extensions / e-mail addresses listed below):

***Kathy Boelter, Business Office Secretary – ext. 1110 (kboelter@detlakes.k12.mn.us)

Kathy Owens, Payroll Coordinator – ext.1108 (kowens@detlakes.k12.mn.us)

Sue Eidenschink, Fiscal Affairs Coordinator– ext. 1107 (seidenschink@detlakes.k12.mn.us)

Nancy Olson, Human Resources – ext. 1101 (nolson@detlakes.k12.mn.us)