EMPLOYEE TRACKING SYSTEM (ETS)

Time Card & Leave Reporting

Please Log In …….

Novell Log in and Password ETS – Icon on Desktop

User ID • Use employee ID which can be found on

the back of your ID Badge.

Password • Social Security Number (no dashes) You

may change your password once you have successfully signed in.

Training Agenda Access/Logging In Overview of Time/Leave Process Expectations/Responsibilities Time Sheet Overview Create Practice Time/Leave

Records Follow up Review Closing

Overview of Time/Leave Process

Create an efficient, streamlined process for reporting time

Reduce Data entry error Reduce Processing Time and labor Eventually eliminate the need for

paper leave reporting

Expectations/Responsibilities

Weekly Time Card Weekly Cycle – Any time worked from

Sunday – Saturday. Complete and submit by the end of your shift

on the last day worked each week. Critical that the data submitted is timely and

accurate. Anticipated leave should be requested as

soon needed. Additional time worked must be pre-

approved.

Time Sheet Overview

Access Time Sheets

Update Account: Change Password here

Your Information

Show/Hide: These buttons will open or collapse the detail of each section.

Check your information – let us know if it is incorrect.

Current Timesheet Information – Select Pay Period to be entered.

Indicates whether this time has been submitted.

Assigned Activities: This is where actual time worked is entered - including extra time, if applicable.

Other Time: Any non- work time would be entered in this section. Let us know if categories are missing.

Notes: Any change in your actual work time should include details/explanation in this section.

Save Timesheet: Saves input but does not submit.

Save and Submit: Saves input and submits for approval.

Leave Banks: Shows current balance as of the last posted date.

You can see time posted by selecting “Show Leave Detail”

Default Distribution: This is for information only

After Submission: You will see this screen which will ask you to correct noted issues (edit) or √ check the box verifying the accuracy of your timesheet and then you will submit.

ACCESS

(ETS) can be accessed within the network on any desktop or under Staff Links on the District Web Page.

Will be available to input time from home.

Create Practice Time/Leave Records

Create a No Exceptions Week Under the Current Time Sheet Bar

• Select week beginning 1/16/2011 in the Active Pay Period drop down menu.

Under the Assigned Activities Bar• Enter your regular hours for all 5 days

Save Time Sheet Notice the Totals, verify, Save and Submit.

As administrators of the system, Office Managers/Supv. will be using the Time Cards produced today as part of their training on Friday.

Under the Current Time Sheet Bar• Select week beginning 1/23/2011 in the Active

Pay Period drop down menu. Under the Assigned Activities Bar

• Enter regular hours on 1/24• Enter half your hours on 1/25 • Enter full hours less one hr on 1/27• Enter regular hours + 1 hour on 1/28

Under Other Time Bar• Enter half your hours on 1/25 as Personal Leave• Enter your full hours in Personal Leave on 1/26• Add one hour in in Comp Time on 1/27

Create Practice Time/Leave Records Continued

Create a Week with Exceptions

Save Time Card - Notice the Totals Verify, Save and Submit your Time You will get a Warning Message

Select Edit and adjust your Comp time to 2 hrs on 1/27 & reduce time worked by 1 hr.

Select Save and Submit √ Check the box confirming the time

submitted is accurate Select the Submit button

Create Practice Time/Leave Records Continued

Follow up

Time Card goes to Office Manager and/or the Principal/Supv for Approval

Check your email regularly You may receive an email asking you to

correct any error and re-submit. Office Managers will have a deadline for

approval as well – so help them out by submitting accurate and timely Time Cards.

Payroll will validate and Post in order to meet payroll deadlines – accurate pay is our goal.

Review

Complete and submit by the end of your last day of each week – a new week starts each Sunday.

Critical that the data submitted is timely and accurate. Check your email! Let us know if leave categories are missing, hours per

day are incorrect, etc. (ETS) can be accessed through the desktop or under

Staff Links on the District Web Page. User ID - Use employee ID which can be found on the

back of your ID Badge. Password - Social Security Number (no dashes) You

may change your password once you have successfully signed in.

Closing

You will be notified when to start using the ETS system to report time.

We are available to assist as we transition to this new process.

Additional training will be provided as needed Office Managers are a great resource – access them. Please let us know if you encounter any issues – it is

our job to support your efforts. This Training document will be available for reference

on the District Website under the Human Resources Department / Staff Resources.

NO WORRIES……… and thank you for your time