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Banner Web Time Entry

Supervisors’

Approver Guide

For Students

And

Hourly Employees

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Introduction

Web Time Entry is a web-based time entry system designed to improve accuracy

and eliminate loss or delays in processing paper timesheets. The Web Time Entry

system allows employees to individually log onto a secure website and enter and

submit their own time online from any computer with internet access. The time

is then approved online by the supervisor and sent electronically to the Payroll

Department for processing.

Employees will input their hours worked into the Web Time Entry System.

Supervisors will go online to approve the timesheets.

Timeframes and Deadlines

In order to be paid each pay period, it is critical that timesheets and approvals

are submitted by the established deadline. Employees are responsible for

submitting their electronic timesheets to their supervisor/approver. Without a

timesheet, the supervisor is unable to approve time and without the supervisor’s

or their proxy’s approval, employees will NOT be paid.

Employees must submit timesheets to supervisors for approval by 12 noon on

the Monday following the pay period end date. Supervisors must approve

timesheets by 5 p.m. on the same business day (Monday) following the pay

period end date. SEE ATTACHED SCHEDULE.

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TENTATIVE

2014 Payroll Calendar for Web Time Entry

Hours must be submitted through Web Time Entry by 12:00 noon on

Monday after the end of the pay period.

Approvers have until 5:00 p.m. that same day to approve the hours.

Pay Period Start Date End Date Input Deadline Check date

1 12/15/2013 12/28/2013 12/30/2013 1/10/2014

2 12/29/2013 1/11/2014 1/13/2014 1/24/2014

3 1/12/2014 1/25/2014 1/27/2014 2/7/2014

4 1/26/2014 2/8/2014 2/10/2014 2/21/2014

5 2/9/2014 2/22/2014 2/24/2014 3/7/2014

6 2/23/2014 3/8/2014 3/10/2014 3/21/2014

7 3/9/2014 3/22/2014 3/24/2014 4/4/2014

8 3/23/2014 4/5/2014 4/7/2014 4/18/2014

9 4/6/2014 4/19/2014 4/21/2014 5/2/2014

10 4/20/2014 5/3/2014 5/5/2014 5/16/2014

11 5/4/2014 5/17/2014 5/19/2014 5/30/2014

12 5/18/2014 5/31/2014 6/2/2014 6/13/2014

13 6/1/2014 6/14/2014 6/16/2014 6/27/2014

14 6/15/2014 6/28/2014 6/30/2014 7/11/2014

15 6/29/2014 7/12/2014 7/14/2014 7/25/2014

16 7/13/2014 7/26/2014 7/28/2014 8/8/2014

17 7/27/2014 8/9/2014 8/11/2014 8/22/2014

18 8/10/2014 8/23/2014 8/25/2014 9/5/2014

19 8/24/2014 9/6/2014 9/8/2014 9/19/2014

20 9/7/2014 9/20/2014 9/22/2014 10/3/2014

21 9/21/2014 10/4/2014 10/6/2014 10/17/2014

22 10/5/2014 10/18/2014 10/20/2014 10/31/2014

23 10/19/2014 11/1/2014 11/3/2014 11/14/2014

24 11/2/2014 11/15/2014 11/17/2014 11/28/2014

25 11/16/2014 11/29/2014 12/1/2014 12/12/2014

26 11/30/2014 12/13/2014 12/15/2014 12/26/2014

NOTE: Employee may begin inputting time online the first day of the pay period.

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Signing Onto Employee Self Service Web Time Entry

To approve timesheets, you will access the Web Time Entry from the Employee

Self Service Portal. Your User ID and PIN are needed to log onto this portal, and

your access and authorization within the Web Time Entry system will be driven by

this sign-on. Because of the sensitive nature of payroll information, you should

not share your ID or PIN with anyone. It is also important to log off the system

when you have finished. The following instructions show how to long on to Web

Time Entry.

1. Log onto http://desu.edu

2. Click on MyDESU

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3. Click login (If you already have a PIN)

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4. If first time logging in click on Create/Reset Pin

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5. Follow instructions to create your PIN

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6. Enter your User ID (University D #) and PIN then click login

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7. Click on Employee Menu

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Reviewing and Approving Employee Time Sheets

8. Click on TIME SHEET

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9. Click on Approve or Acknowledge Time then Click Select

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10. Click on the Department and Description drop down box to display the time

period needed to be approved and click SELECT.

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11. Approver Selection (see below)

1) Select the department and pay period for which you are going to approve

2) You can sort by status then by name or by name

3) Click Select

NOTE(S):

1. If you have more than one department to approve, they will be listed

separately.

2. Past pay cycles that have been processed in Banner Web Time Entry will

remain viewable for one year; however, it will not be possible to make any

changes to them.

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Department Summary Page

The Department Summary page shows the status of the timesheets in the

selected department in a “scroll down” format.

Department Summary will show you which timesheets are pending, not started,

and/or completed.

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TIME SHEET STATUSES

STATUS DESCRIPTION NOT STARTED You have not started your time sheet. It

can be opened/started. IN PROGRESS You are in the process of entering your

time for the pay period. It can be opened/edited.

PENDING You submitted your time sheet and it is awaiting approval from your supervisor. It cannot be edited by you.

RETURNED FOR CORRECTION Your timesheet is being returned to you for correction. You are required to make corrections and to resubmit.

APPROVED Your time sheet has been approved and is ready for Payroll to process. It cannot be edited by you or your approver.

COMPLETED Payroll received and processed your timesheet.

Important: You can only approve Pending records.

NOTE: Employees who have not submitted their time sheet for approval will

either appear as “In Progress” (time sheet has been started) or “Not Started”

(time sheet has not been initiated).

Employee Detail Page

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To view the detail of hours worked by day and the earnings type for each

employee, click on the Employee’s name as indicated above. This will take you to

the Employee Detail page.

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Use the scroll bar at the bottom of the screen to display additional days in the pay

cycle. After reviewing the time submitted, you may:

1. Approve: Approves the time

2. Return for Correction: Return if you want corrections to be made.

3. Change Record: If necessary, you as the approver can change the time that

has been entered by the employee, before approving it. You must notify

the employee if you do this.

4. Add Comment: The approver can add a comment to the record. This

comment can be viewed by you and the employee. It will not be viewed by

Payroll.

5. Delete: Pressing this button will irretrievably delete the timesheet. If you

accidentally press this button, a box will pop up asking you to confirm you

want to delete the transaction.

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6. Before exiting, be sure to verify that the status of the employee you approved has

been changed from Pending to Approved.

Setting Up an Approval Proxy

Approvers must be set up in the Banner system by Payroll. However, approvers

are responsible for setting up their own proxies within the Banner Web Time

Entry. Each supervisor must have one or more proxies who can approve time

sheets in his/her absence. A proxy cannot be a student employee or an employee

from another department. The proxy should be able to verify that the employee

has worked the hours submitted.

It is important that your proxy(s) know they have been authorized to be your

proxy in the event you are absent the day that timesheets must be approved. It

would also be good to advise your employees of who your proxy is to assure them

that their timesheets will be approved in a timely manner even in your absence.

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From the Employee Self Service Page, click the Proxy Setup link found in the Time

Approval Screen.

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1. On the Proxy Set Up screen, use the drop down menu to choose the name

of the person who will be your proxy. If you do not see the person listed,

contact Human Resources/Payroll.

2. Click the Add check box next to the name

3. Click Save

4. Repeat these steps to add an additional proxy.

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Approver’s Quick Reference

Approving Timesheets

1. Access Web Time Entry by logging onto www.desu.edu

2. Click on MYDESU

3. Click on Login

4. Enter User name and PIN

5. Employee Menu

6. Time Sheet

7. Click on pay cycle link found in the Time Approval Page

8. Click on employee names in Pending status to view hours by day.

9. To Approve, click on Approve or FYI button for each employee.

10. Click on Save button