Supervisor Information

Approver Selection Page

Select Timesheets
COA: W / Worgn
Pay ID/Pay Period
Sort Order: Sort employees’ records by Status then by Name
Click Select

Approver Summary Page
This page has two information blocks.

1. top block identifies the approver and pay period
2. bottom block identifies the payee and pay period

To see employee detailed information, click on the employee’s name.

Employee Detailed Information

To approve time: click on “approve” (a message will display the time the transaction was successfully approved).
To make changes: click on “make change” (make sure you use the earning line that corresponds with the position number).
To return timesheet: click on “return for correction” (e-mail or call the student to inform them of the returned timesheet and to resubmit the timesheet after correction). Keep in mind, students only have until Tuesday 12:00 noon to make changes to the timesheet.

Use the gray buttons to navigate between the previous page and the next student record. Please note the buttons are different depending on when you are accessing the student’s timesheets.

Banner Information Systems Web Time Approval Process

SPU home page

Banner Information System
SPU Username
SPU Password

Main Menu: select Employee Menu
Employee Main Menu: select Timesheet and Time Approvals
Timesheet/Leave Request/Proxy: select Approve/Acknowledge Timesheet or Leave Request. Proxy for: self
Click Select

Approver Selection Page

Select Timesheets
COA: W / Worgn
Pay ID/Pay Period
Sort Order: Sort employees’ records by Status then by Name

Click Select

Approver Summary Page
This page has two information blocks.

1. top block identifies the approver and pay period
2. bottom block identifies the payee and pay period

To see employee detailed information, click on the employee’s name.

Employee Detailed Information
To approve time: click on “approve” (a message will display the time the transaction was successfully approved).
To make changes: click on “make change” (make sure you use the earning line that corresponds with the position number).
To return timesheet: click on “return for correction” (e-mail or call the student to inform them of the returned timesheet and to resubmit the timesheet after correction). Keep in mind, students only have until Tuesday 12:00 noon to make changes to the timesheet.

Use the gray buttons to navigate between the previous page and the next student record. Please note the buttons are different depending on when you are accessing the student’s timesheets.

Internet Native Banner (INB) Approver Proxy Process

On the main page type PHADSUM in the direct access box. Please note that the menu options are now accessed through the toolbar.

User name box: you see your banner login information. 
Proxy for box: type in the use name you are acting as proxy for.

Approval of: “Timesheet” 
COA: “W” 
Enter the worgn you wish to view: “Wxxxx” 
Transaction status: “All Except Not Started” may be the most useful category; however please notice all options. 
Year: “2003”
Pay ID: “BI” 
Pay number: “1-26”: reminder e-mail, Student Payroll Schedule, or you can use the F9 key to search for the appropriate pay period.

Control + page down: students are listed alphabetically. Make sure you place a check mark in the box next to the appropriate action. Options are as follows:

• Appr/Ackn — You can check the box to approve or acknowledge the time transaction for the employee. You apply the action by selecting “Apply All Actions” from the Options menu. If you exit PHADSUM without making this selection, then you have not approved or acknowledged anything.
• Return for Corr — You check the box if you want to return the timesheet to the student to correct. You apply the action by selecting “Apply All Actions” from the Options menu. You will need to e-mail or call the student to inform them of the returned timesheet, and they need to correct and resubmit the timesheet to you. (This has to be done by 12:00 noon on Tuesday.)
• Comments Exist — A check mark appears in the box when a comment exists. To add a comment, select “Comments” from the Options menu.
• Errors Exist — A check mark appears in this field if errors exist for a transaction. To view errors, select “View Errors” from the Options menu.

Select “View/Change Time Detail” on the Options menu to see the hours entered by the employee (this will take you to a form called PHATIME). Use control + q to exit this screen and return to PHADSUM.

Select “Apply All Actions” from the Options menu when you are finished making approvals or corrections or returning timesheets. Important: When you return a timesheet, please NOTIFY the student with a phone call or an e-mail so there is no delay in processing the paycheck.

Online Time Entry Directions

Timesheets are located on the web through the Banner Information Systems.

SPU home page

Select Banner Information Systems
SPU Username
SPU Password

Main Menu: Select Employee Menu
Employee Main Menu: Select Timesheet & Time Approvals
Position Selection: Select appropriate job and work period (use arrow at end of Timesheet Period box to get list of pay periods).

*Notice that the “status” changes depending on where you are in the time-entry process—ranging from “not started” to “in process” to “pending”, etc.

Enter the hours worked by clicking the lines on the appropriate day to enter time

*Be sure to select the appropriate earning code:

“170xxx” positions use non-work study (NWS).
“270xxx” positions use college work study (CWS).

**Overtime is only used when hours worked exceed 40 in a single week (Sunday to Saturday)

***Notice the “Total Hrs/Units” box refers to total hours worked in the pay period—not just the single week that is displayed.
Enter time into Hours/Units box and save. Leave the “Shift” at “1.”

Follow these steps each day you work until the end of the two-week pay period.

****Notice the “Submit By: Jul 16, 2002 by 12:00 P.M.” date located under the current timesheet heading.

These buttons are located at the bottom of your timesheet.

Position Selection: Displays the selection page
Comments: Displays comments page. The employee can enter freeform comments on this page. Comments that have been made by people in the approval queue and have not been marked confidential are also displayed on this page.
Preview: Displays the Preview page. This page shows all time entered for the pay period.
Submit: Saves the data to the time entry tables, sets the status to pending, and places the date into the approval queue.
Restart: Re-initializes the timesheet. All saved data is deleted. You will get the Restart Confirmation page to confirm this action.
Next/Previous: Displays the information for the following or preceding weeks of the pay period.

IMPORTANT!
“Submit” your timesheet for approval when all hours are entered for the entire two-week pay period. You will get a prompt, which asks you to re type your pin. This is your electronic signature—you certify that the hours you reported are correct.

This information will be completed once you have “Submitted” your timesheet.

You will see your name in the “Submitted for Approval By” box.
You will see your supervisor’s name in the “Waiting for Approval From:” box. Please pay close attention to make sure your supervisor’s name is in this box.
Once Payroll is complete, you will see your supervisor’s name in the “Approved By” box.

Timesheets should be completed every day you work. When completing your timesheet, record only the time that you actually worked. Many students will arrange their work schedule so that they leave work and go directly to their classes. For example, if the work schedule is for 8:00am—11:00am and you leave at 10:50 to go to an 11:00 o’clock class, you must record your time accurately and honestly as leaving at 10:50 (please use the conversion chart below). Be sure to submit your completed timesheet to your supervisor at the end of the pay period.

Decimal Time Conversion

Submitting Student Timesheets with "In Progress" Status

Following the student timesheet noon deadline on Tuesday, you as the supervisor will have the option to submit the “in progress” timesheets for approval.

Banner Information Systems Select the student's record that is “in progress” by clicking on the name. This action will take you to a new form that displays the student's two week pay period. Above the student's name on the top of the form you will see a new button that has appeared: “submit.” Hitting the “submit” button will pull the timesheet from “in progress” to “pending.” At this time you can make any changes to the timesheet for the student, or you can approve the timesheet as is and request that the student email you any additional hours that he/she did not include on the original timesheet. When you receive the student's email, please forward it to student payroll, and the hours will be manually entered.

Internet Native Banner In PHADSUM select the student's record that is “in progress” by highlighting the student's name. Use the Option menu and select “view/change/time detail.” You will be taken to the form PHATIME. Control page down to the earnings block. Use the Option menu and select “submit.” You have now pulled the timesheet from “in progress” to “pending.” At this time you can make changes to the timesheet for the student, or you can approve the timesheet as is and request that the student email you any additional hours that he/she did not include on the original timesheet. When you receive the student email, please forward it to student payroll, and the hours will be manually entered.

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