INSTRUCTIONS FOR USING MONTHLY ELECTRONIC TIME SHEETS
Introduction
Entering information into an electronic time sheet is the same as entering information onto a paper time sheet.  The main difference is that information is entered into an electronic time sheet by using a computer keyboard and mouse instead of a pen.

Location of Electronic Time Sheets:
http://business.lib.uci.edu/timesheet/index.htm

This page may be reached from the Libraries Human Resources page: http://hr.lib.uci.edu/
or from the Libraries Business Office page:
http://business.lib.uci.edu

To make a link to the Electronic Time Sheet page on your desktop
Copy a Netscape icon:
To copy a Netscape icon, right click on the icon and select "Copy" (or hold down the 'ctrl' key and press the 'c' key)
In an empty place on your desktop (the main screen on the computer with the program icons), right click and select "Paste" (or hold down 'ctrl' key and press the 'v' key)
Right click on copied icon and select Properties
On Shortcut tab, in Target box AFTER:
"C:\Program Files\NETSCAPE\Communicator\Program\netscape.exe" -P"Staff"
Enter: http://business.lib.uci.edu/timesheet/tsm.htm
(By entering this address, the browser will automatically open to the monthly time sheet location)
Click OK
Right click again on the copied icon and select Rename
Type "Electronic Time Sheet" under the copied icon and press enter
Double click on the copied icon and make sure this goes to the Time Sheet Page

Completing an Electronic Time Sheet
For most people completing an Electronic Time Sheet will be like this:
1) Enter Employee ID
2) Add SL and VAC hours
3) Press "GET TIME SHEET"
4) Print the time sheet from Word

Locating your monthly time sheet
On the main Electronic Time Sheet page you have two choices.  You may select "Monthly (Career)" or "Biweekly (Limited Appointment, Student, Workstudy)" time sheets.  Select the "Monthly (Career)" time sheets. Monthly time sheets are completed at the end of each month by people employed as career staff. After you click on the "Monthly (Career)" text you will see a page with links for each month of the current year.

Click on the link that lists the current month, for example "January 2001".  This will take you to the electronic time sheet for January 2001.  You will see a place for entering your Employee ID number. Enter your Employee ID number (you can find this number on your pay check, you can also get this number from Human Resources). Click on the "Continue" button. If you see "Employee ID number not found." then you may have not entered the correct number or your name has not been entered into the employee database. You may want to make sure that you are employed as "career" and not "limited appointment", "student", or "workstudy". If you are sure that the number you entered is correct and you are employed as "career", then contact somebody in Human Resources to get your name added to the employee database.

If your employee number is found in the employee database, all of your information will be entered into the time sheet automatically. You may change any of this information, although you should not have to. To change information click on the text box after the text, for example "Name:".   After clicking on the text box you can start typing.

Now you are ready to enter your hours into the monthly part of the electronic time sheet.  

Entering hours
Entering this information is the same as before with the hand written time sheet, only now you will be typing the hours and clicking and selecting codes from the code box. 

For Exempt
People that have "exempt" employment will only need to select a pay code if there is any time code other than HW (hours worked). All hours (8) and codes (HW and HOL) will be automatically included for exempt employees.

For Non Exempt
People that have "nonexempt" employment will also have 8 (full time), 4 (half time), or 6 (75% time) HW in each week day (or HOL for holidays). If these hours need to be changed, you may click on the text box with the number of hours that need to be changed and enter the correct number of hours. You can add up to 3 codes for 1 day. For example if you have "6 HW" and "2 SL", change the "8" to a "6". In the box below the "6" enter the number "2" and select "SL" from the code box. The pull-down selector box next to the hours text box is for a code that describes the hours you entered. If you get compensatory time (CTA) on a holiday, add the "CTA" hours in the second box for the day (under the HOL hours), because you get the HOL hours and the CTA hours. If you have a different regular schedule (for example 9 hours Mo-Th and 4 hours Fr) you can send an emesg to thunting@uci.edu to have these hours on your default time sheet.

For Both Exempt and Non Exempt
You may notice that there is no totals box on the time sheet you complete.  This is because your total hours are automatically calculated and shown when you are done.

After you make sure that all your hours and codes are accurate, go to the bottom of the sheet where you see a separate table for "Vacation Hours", "Sick Leave Hours" and "Comp Time Hours".  You should see your vacation, sick leave, and compensatory hours (if non exempt) already entered here. You may change any of the values in these boxes, although you should not have to.

If you have more than one employment
If you have more than one employment in the UCI Libraries, you will see a column with the title "Add hours from different account". If you have any vacation, sick leave, or compensatory hours from a different account you should enter the number of those hours here.

Saving a time sheet to update each day or week
You may want to save a time sheet to keep track of your hours on a weekly or daily basis. If you want to save the information you have entered press the "SAVE TIME SHEET" button.  In the file dialog box that opens the file name should be the year and month followed by your name.  You may save the file to any available disk.

Clicking on the "SAVE TIME SHEET" button will save the time sheet in an .htm file format that can be edited and processed later by the web time sheet program. ***Important: remember that if you save your time sheet before the SL and VAC hours used from last month have been updated on the web, you will need to copy and paste these "previous balance" numbers before getting a printed time sheet signed.

Getting a time sheet to print
When you are done entering all of your time sheet hours and the hours you accrued, you should click the button with the text "GET TIME SHEET".  A window will open with the option to "Open" or "Save" the time sheet. Select the "Open" option and click "OK". This will open the time sheet in the "Word" word processing program. Note: In Internet Explorer you may need to click "open" 3 times to open the timesheet in Word. Look at the time sheet and make sure all of the information looks accurate.  You can always change information and then click the "GET TIME SHEET" button again.  

After pressing the "GET TIME SHEET" button, go to the file menu in the top left corner of the program that opened the time sheet (Word) and select print to print the time sheet to paper.  You can also save the completed time sheet by selecting "Save" from the file menu.   Sign the completed time sheet and give the time sheet to your supervisor for signature and forwarding to Human Resources.
 


Electronic Time Sheet Questions
Thank you for using the electronic time sheet system.  Please feel free to contact Library Human Resources at x47115 or x42627.