Banner Employee Traininglibs.morainepark.edu/docs/hr/hr/employee-self...The purpose of this course is for new supervisors to learn how to utilize Banner Employee Self-Service to review

2014

Banner Employee Training

Moraine Park Technical College

• Supervisor Time & Leave

Approval

• 999-404

• 20 minutes

• Prerequisites

o Employee Self-Service

o Leave Report for Faculty

& Management/

Confidential Staff

• Content Contributors

o Jennifer Holz

• Trainer

o Jennifer Holz ORGANIZATIONAL DEVELOPMENT

Supervisor Time & Leave Approval 2014

Table of Contents BANNER PROCESS FLOW ......................................................................................................................................................... 2

COURSE DESCRIPTION ............................................................................................................................................................. 2

LEARNING OBJECTIVES ............................................................................................................................................................ 3

LEARNING PLANS .................................................................................................................................................................... 3

PERFORMANCE ASSESSMENT TASKS .................................................................................................................................... 16

APPENDIX .............................................................................................................................................................................. 16

Banner Forms ................................................................................................................................................................. 20

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BANNER PROCESS FLOW Supervisor approval of time sheets and leave reports

• Banner Inputs – An employee assigned to a supervisor (in INB) as a direct report must have entered and submitted a time sheet or leave report.

• Banner Outputs – Approval of a time sheet from an hourly employee prepares the time sheet to begin the payroll process. Approval of a leave report submitted by a faculty member or management/confidential staff member, updates the employee’s leave balance.

COURSE DESCRIPTION The purpose of this course is for new supervisors to learn how to utilize Banner Employee Self-Service to review and approve time sheets and leave reports to maintain proper employee records and accuracy of payroll, and to view the leave balances of direct reports.

SECURITY ROLE(S) Not Applicable

Employee enters time and/or leave for corresponding dates

within the pay period

Employee submits time sheet or leave report to supervisor

Supervisor approves time sheet or leave

report

Supervisor returns time sheet or leave

report for correction

Supervisor corrects time sheet or leave

report, then approves

Faculty & Mgmt/Conf leave balance is updated or Support Prof. time ready for payroll to

process

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LEARNING OBJECTIVES

In This Banner Training, You will Learn How To: • Review and approve Support Professional time sheets. • Review and approve Faculty and Management/Confidential exception time/leave report. • View staff’s leave balances.

LEARNING PLANS Supervisor Time Sheet & Leave Report Process Notes

• Supervisors verify or correct accurate entry of hours worked and leave taken. • Supervisors approve accurate entry of hours worked and leave taken by the end of the day on Tuesday after the

end of the pay period. • “Leave” includes any vacation, income protection or time away from work. • For Faculty and Management/Confidential staff, if no leave has been taken (no exception time), the employee

does not submit a record for approval. • Faculty and Mangement/Confidential staff leave balances are updated when the leave is approved by the

supervisor. • Support Professionals leave balalnces are updated by Wednesday of a pay week through the payroll process. • All leave taken requires advance approval by the supervisor.

Navigation Notes

• Always click ‘Save’ or ‘Submit’ when making any changes to be saved. • Generally, when ‘Save’ or ‘Submit’ is selected, a message appears that states the change was successful. • Use the tabs across the top, the Return to Menu or the browser’s BACK button to navigate to a previous menu. • Definitions of status

o Not Started – The employee has not viewed/opened the time sheet or leave report for that pay period. o In Progress – The employee has viewed/opened the pay period, and may have made an entry, but has

not yet submitted his/her time/leave. o Pending – The employee has submitted the time sheet or leave report for the pay period for approval. o Completed – The supervisor has approved the pay period.

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Signing In Go to www.morainepark.edu website. Click myMPTC.

Log on to myMPTC using your network username and password.

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http://www.morainepark.edu/


Click on the Employee tab, then Self-Service on the right in the Employee Tools channel or through the Employment Details channel then Time Reporting.

Approving Time Sheets for Hourly Employees (Support Professionals) Moraine Park Technical College hourly employees are required to record weekly hours worked. Supervisors are required to monitor and approve employee’s bi-weekly hours and submit them to payroll. Hourly staff are also required to accurately provide any leave time taken, if applicable, based on their employee class/category. Leave time is defined as vacation, income protection, or other leave as defined by the employee’s category and the Employee Handbook. Leave time is also defined in Banner as an “Earnings” code or type. All time worked is to be entered into the system and is recorded and paid to the closest one-quarter hour such as 8:00 a.m., 8:15 a.m., 8:30 a.m., 8:45 a.m. and so on. Hourly employees are required to receive advance approval from their supervisor if they need to work other than their regular schedule during a particular week. After the employee records/enters their time via Banner Self-Service, they will submit their time to their supervisor.

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From the Banner Self-Service Menu, select Employee to view the following screen, then select Leave Report for Faculty and Managmenet/Confidential Staff.

Be sure that the Approve or Acknowledge radio button is checked. Act as Proxy should be ‘Self.’ Click ‘Select.’

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If you supervise more than one organization, each will be listed separately. Select the appropriate bi-weekly pay period. Select the Sort Order choice or leave as defaulted. Click ‘Select.’

Click on the employee name hyperlink to view the employee details. Click ‘Leave Balances’ to view the employee’s leave balances by type of leave.

An employee who has submitted time will remain in a Pending status until their time is approved. Be sure to view a pending employee’s comments if they exist.

Click ‘Previous Menu’ to return to the Department Summary screen. The top portion of the screen will show the employee’s ID and Name, Department and Descripiton, Title, and Status of the time sheet. Note the options to return to a Previous Menu, Approve, Return for Correction, Change, Delete or Add.

N0202202 Jones, Susan N00012223

Jane Doe

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Review the hours before approving the time submitted by the employee, as the supervisor is responsible for the accuracy of the time sheet. The descriptions at the far left of the time sheet are the earnings and leave types. The Time Sheet is in the center portion of the screen. Use the scroll bar at the bottom of the page to view the entire pay period. Note the Regular Pay total hours for the two-week pay period in this example is 75. The employee has submitted 75 hours of Regular Pay for a total of 75 hours in the pay period. .

The next portion of the screen (above) shows the actual Time In and Out that the employee has recorded for each day. Use the scroll bar at the far right to view the entire Time In and Out portion of the screen and verify that the hours are correct.

Doe, Jane

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The bottom portion of this panel displays the employee comments, the routing of the employee’s time entry submission and the status of the time sheet. This panel also shows the default Account Distribution that the employee’s time will be charged to.

After all of the data provided on this panel has been reviewed for accuracy, take one of the following actions: Approve hours as submitted. Return for Correction - the time sheet will be returned to the employee for correction and re-submission to the supervisor. The employee will be required to make any changes and re-submit the record to the supervisor. In the Department Summary the person now appears under the Returned for Correction portion of the screen. Please notify your employee if you return their time sheet/leave report as the system does not notify the employee that his/her time sheet/leave report has been returned to them. Change Record – this allows the supervisor to correct the record. This should only be used if the employee is not available to correct the record his/herself via Return for Correction. Inform the employee of the correction if this must be used.

To change the record, select ‘Change Record.’ Click on the daily entry to be changed and edit the Time In and Out. Click ‘Save.’ Verify that the change is correct. Click ‘Previous Menu.’ To delete a daily entry, select ‘Change Record’ and then click on the daily hours you would like to delete. Click ‘Delete.’ Click ‘OK,’ click ‘Save,’ then click ‘Previous Menu.’ Review the record to assure the hours are not shown on the time sheet.

Jones, Bob Jones, Bob

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Delete – this will delete the entire bi-weekly time sheet.

CAUTION: DO NOT DELETE (circled on next page) FROM THE EMPLOYEE DETAILS SCREEN UNLESS YOU WANT TO DELETE THE ENTIRE TIME SHEET.

Add Comment - allows a comment to be added to the time sheet. To add a comment as the supervisor, click ‘Add Comment.’ Type the comment and click ‘Save.’ Click ‘Previous Menu’ to return to the Employee Details.

Previous Menu - return to the previous menu without taking any action.

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Once the hours are approved a message appears at the top of the page that the time was successfully approved.

Return to the Department Summary panel by selecting ‘Previous Menu.’ These hours are now listed as Approved, and only the total hours are displayed without a detail of the time sheet. Continue reviewing and processing each employee’s time sheet until all have an Approved status. This will allow the employee’s time sheet to be processed by Payroll. Additional Time Entry Notes to Remember:

• Hours should be entered each week in the pay period by the employee to provide accuracy. Hours and leave time are submitted bi-weekly for approval.

• All time must be approved by the Tuesday after the closing of the pay period. • Hours are to be entered in 15-minute intervals for hourly employees. • Be sure to verify the correct leave/earning type on the time sheet. Note that earning types listed may differ

from one employee to another because of the employee’s classification. See Appendix or the Employee Handbook for eligibility.

• Be sure the hours submitted were for the employee’s correct position. • Double check the dates of the pay period being approved. • If the time sheet has been returned to the employee for corrections, follow up to make sure that the corrections

were made and resubmitted by the employee. • Once time is approved by the supervisor, only payroll can make additional changes/updates.

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Approving Leave Reports for Full-time Faculty & Management/Confidential Staff Moraine Park Technical College salaried employees are required to enter their exception time (vacation and/or income protection) through Banner Self-Service. Supervisors are required to monitor and approve employee’s bi-weekly leave times and submit them to payroll. Leave time is defined as vacation, income protection, and other leave time outlined by the employee’s group and category in the Employee Handbook. Leave time is also referred to as an ‘Earning’ type. Once the employee enters their exception (leave) time via Banner Self-Service, they will submit it to their supervisor. From the Banner Self-Service Menu, select the Employee tab to view the following screen, and select ‘Leave Report for Fauclty and Management/Confidential Staff.’

Select ‘Approve or Acknowledge Time.’ Act as Proxy: Self should be selected. Click ‘Select.’

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Select the appropriate bi-weekly pay period from the drop down menu. Select the desired Sort Order choice or leave as defaulted. Click ‘Select.’

The Department Summary appears. Use the Select New Department button to view a different department. The Department Summary sorts the employees by the time entry status.

Options:

• Click on the name and view the detail before approving the leave. • Change the leave record that was submitted. • View comments to the leave record that was submitted. • Check the employee’s leave balance.

Jones, Susan N0505050

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Click on the employee’s name to view detail.

On the screen print above note that one personal illness day was taken in this pay period. All management/confidential and full-time faculty leaves are reported in either one-half (.5) or one-day (1) increments. Under the Leave Balance section the current balances that remain for Income Protection and Vacation are displayed. Be sure the employee has sufficient leave to use prior to approving the leave report.

After the data on this panel has been reviewed for accuracy, take one of the following actions: Approve the days as submitted after reviewing the leave report for accuracy.

Return for Correction - the leave report will be returned to the employee for correction. The employee will be required to make any changes and re-submit the record to you. Once returned for correction, the employee’s Department Summary will now indicate Returned for Correction.

Change Record – this allows the supervisor to correct the record. This should only be done if the employee is not available to correct the record his/herself via Return for Correction. Inform the employee of the correction if this must be used.

To Change the record, select ‘Change Record.’ Click on the daily entry to be changed and edit Days. Click ‘Save.’ Verify that the change is correct . Click ‘Previous Menu.’ To delete a daily entry, select ‘Change Record’ and then click on the Day to be deleted. Delete the .5 or 1 Days, click ‘Save,’ then click ‘Previous Menu.’ Review the record to assure that the day(s) is not shown on the leave report.

Suzie Smith Suzie Smith Bob Jones

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Delete – this will delete the entire bi-weekly leave report.

CAUTION: DO NOT DELETE FROM THE EMPLOYEE DETAILS SCREEN UNLESS YOU WANT TO DELETE THE ENTIRE LEAVE REPORT.

Add Comment - allows a comment to be added to the leave report. To add a comment as the supervisor, click the Add Comment button. Type the comment and click ‘Save.’ Click ‘Previous Menu’ to return.

Previous Menu - return to the previous menu without taking any action. Once the days are approved a message appears at the top of the page that the leave was successfully approved. Return to the Department Summary panel by selecting ‘Previous Menu.’ These days are now listed as Approved. Continue reviewing and processing each employee’s leave report until all have an Approved status. This will allow the employee’s leave report to be processed by Payroll. Additional leave time notes to remember:

• Leave time should be entered each week in the pay period by the employee. Leave time is submitted bi-weekly for approval.

• Leave can be submitted by the employee ahead of the pay period. If employee will be gone for two weeks, the leave can be entered and submitted to the supervisor in advance.

• All leave time must be approved by the Tuesday after the closing of the pay period. • Faculty/Management leave time is reported in one-half or full-day increments ONLY. • Validate the correct leave/earning type for the day entered. The leave type listed may differ from one

employee to another because of the employee group and category. (Example – faculty do not receive vacation so vacation will not be listed as an leave/earning type for them.) See Appendix or the Employee Handbook for eligibility.

• Be sure the days submitted were for the employee’s correct position if the employee is working in more than one position at a particular time.

• Double check the dates of the pay period being approved. If the leave report has been returned to the employee for corrections, follow up to make sure that the corrections were made and re-submitted by the employee.

• Once leave is approved by the supervisor, only payroll can make additional changes/updates.

Exit Self-Service Close the self-service window to return to myMPTC. NEED HELP? Call

• The Payroll Office • Human Resources

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PERFORMANCE ASSESSMENT TASKS Where do you find how many personal days a Level 1 Support Professional is eligible for?

o Appendix of Employee Self-service for Supervisors manual or the Employee Handbook.

What do you do if you notice one of your staff has submitted a time sheet or leave report that is inaccurate? o A. Approve it o B. Return it to him/her for correction o C. Correct if for him/her o B or C

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APPENDIX Time Sheet and Leave Report Eligibility by category of employee Faculty - Level 1 & 2

Earning Code Leave Used Leave Allowed Moraine Park Resource

Personal Day – Salaried Income Protection 2 per fiscal year Employee Handbook Personal Illness Income Protection Balance of income protection Employee Handbook FMLA – WI Income Protection Must be eligible under the WI Family &

Medical Leave Act; Code per HR Employee Handbook

FMLA – Federal Income Protection Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Bereavementl Pay – Family Income Protection 5 days per occurrence Employee Handbook Bereavementl Pay - Non Familiy

Income Protection 1 day per occurrence Employee Handbook

Emergency Income Protection 3 days per fiscal year Employee Handbook School Closing Income Protection Balance of income protection Employee Handbook Temp Medical Disability Income Protection 5 consecutive days requires a doctor’s

certification and possibly FMLA; Balance of income protection

Employee Handbook

FMLA – WI – Non Paid Sal Non Paid Must be eligible under the WI Family & Medical Leave Act; Code per HR

Employee Handbook

FMLA – Federal – Non Paid Sal Non Paid Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Non Paid Leav Sal Non Paid Non Paid Leave request must be submitted and approved

Employee Handbook

Jury Duty The employee should accept the per diem provided by the Clerk of Courts and submit a copy of the check to the Payroll Manager. Payroll will deduct this amount from the employee’s next paycheck, preventing a disruption in the employee’s pay.

* Income Protection 12 days per year up to 140, based on FTE%

Employee Handbook

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Management Level - 1 & 2

Earning Leave Used Leave Allowed Moraine Park Resource Vacation Pay Salaried Vacation Hired prior to 7/1/14 20 days per fiscal

year; 25 days for 20+ years of service; After 7/1/14 see Employee Handbook for schedule based on years of service

Employee Handbook

Personal Day – Salaried Income Protection 2 per fiscal year Employee Handbook Personal Illness Income Protection Balance of income protection Employee Handbook FMLA – WI Income Protection Must be eligible under the WI Family &


FMLA – Federal Income Protection Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Bereavement Pay – Family

Income Protection 5 days per occurrence Employee Handbook

Bereavement Pay – Non Family

Income Protection 1 day per occurrence Employee Handbook

Emergency Income Protection 3 days Employee Handbook School Closing Income Protection Income Protection Balance Employee Handbook FMLA – WI – Vacation Vacation Must be eligible under the WI Family &


FMLA – Federal – Vacation

Vacation Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Temp Medical Disability Income Protection 5 consecutive days requires a doctor’s certification and possibly FMLA; Balance of income protection

Employee Handbook

FMLA – WI – Non Paid Sal

Non Paid Must be eligible under the WI Family & Medical Leave Act; Code per HR

Employee Handbook

FMLA – Federal – Non Paid Sal

Non Paid Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Non Paid Leav Sal Non Paid Non Paid Leave Request must be submitted and approved

Employee Handbook

Jury Duty None The employee should accept the per diem provided by the Clerk of Courts and submit a copy of the check to the Payroll Manager. Payroll will deduct this amount from the employee’s next paycheck, preventing a disruption in the employee’s pay.

* Income Protection 12 days per year up to 140, based on FTE%

Employee Handbook

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Support Professionals - Level 1 & 2

Earning Leave Used Leave Allowed Moraine Park Resource Vacation Pay Hourly Vacation Accrual based on number of accumulated hours worked Employee Handbook Personal Illness Income

Protection Balance of income protection Employee Handbook

FMLA – WI Income Protection

Must be eligible under the WI Family & Medical Leave Act; Code per HR

Employee Handbook

FMLA – Federal Income Protection

Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Bereavement Pay – Family Income Protection

5 days per occurrence Employee Handbook

Bereavement Pay – Non Family

Income Protection

1 day per occurrence Employee Handbook

Emergency Day Income Protection

3 days per fiscal year Employee Handbook

Temp Medical Disability Income Protection

5 consecutive days requires a doctor’s certification and possibly FMLA; Balance of income protection

Employee Handbook

School Closing Income Protection

Balance of income protection Employee Handbook

Personal Day – Hourly Income Protection

2 day per fiscal year Employee Handbook

FMLA – WI – Vacation Vacation Must be eligible under the WI Family & Medical Leave Act; Code per HR

Employee Handbook

FMLA – Federal – Vacation

Vacation Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

Building Check None Employee Handbook

Jury Duty Pay None The employee should accept the per diem provided by the Clerk of Courts and submit a copy of the check to the Payroll Manager. Payroll will deduct this amount from the employee’s next paycheck, preventing a disruption in the employee’s pay.

Employee Handbook

Military Leave Non Paid Employee Handbook Non Scheduled Day Non Paid To be used for non-scheduled weeks Employee Handbook Non-Paid Hours Non Paid Do not use for non-scheduled weeks; Non Paid Leave

Request must be submitted and approved Employee Handbook

FMLA – WI – Non Paid Non Paid Must be eligible under the WI Family & Medical Leave Act; Code per HR

Employee Handbook

FMLA – Federal – Non Paid

Non Paid Must be eligible under the Federal Family & Medical Leave Act; Code per HR

Employee Handbook

*Income Protection 12 days per year up to 140, based on FTE Employee Handbook

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Banner Forms Not applicable for self-service

Acronyms INB Internet Native Banner

MPTC Moraine Park Technical College

SSB Self-Service Banner

20

Documents

Banner Employee Traininglibs.morainepark.edu/docs/hr/hr/employee-self...The purpose of this course is for new supervisors to learn how to utilize Banner Employee Self-Service to review