Supervisor Instructions for Electronic Time Sheets

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Instructions to access Banner Web Self Service:

  1. Go to CSB/SJU homepage:  http://www.csbsju.edu
  2. Choose A-Z index
  3. Choose B – Banner Web Self Service
  4. Enter secure area
  5. Enter Banner ID
  6. Enter password

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To approve time sheets:

  1. After accessing Banner Self Service
  2. Access “Employee”
  3. Choose “Time Sheet”
  4. Choose “Approve or Acknowledge Time”  and click “Select”
  5. Choose the department and month you are approving time for and how you want the names to be sorted and click “Select”
    • Please Note:  When you choose the pay period you will see the option for either “JS” (Saint John’s Students) or “BS” (St. Ben’s Student).  If you supervise students on both campuses you will need to choose the pay period associated with each of them. 
    • The current pay period will only become an option after at least one student from the department has viewed his/her timesheet

  6. Timesheets can be in 5 different statuses; they need to be in the “Pending” status before they can be approved:
      • Not Started – student has not done anything with the timesheet
      • In Progress – student has not yet submitted timesheet for approval
      • Pending – student has submitted timesheet for approval and is ready for the supervisor to approve
      • Approved – student has submitted timesheet and supervisor has approved the time; the timesheet is waiting to be brought into the payroll syste
      • Complete – timesheet has been submitted approved and brought into the payroll system
  • If you would like to see the details of the timesheet or need to change the hours see the instructions below. 
  • If you do not need to change the hours or want to see the details check the box under “Approve or FYI” for the timesheet(s) you want to approve.
  • Click “Save”

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    To view the details of the timesheet or to change the hours:

    1. To view the complete timesheet click on the students name
    2. If you need to change hours click “Change Record” and see instructions below.
    3. Click “Enter Hours”  next to “Regular Earnings” on a day that you want to record hours
    4. Enter the number of hours the student worked that day and click “Save”
    5. Click “Next” to progress through the weeks
    6. Important: Do not use the internet explorer forward and back buttons when using web time entry; this causes errors.  Instead use the menu options in Banner Self Service.
    7. When hours are correct click “Approve”

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    Setting up a Proxy

    By setting up a proxy you are giving someone else permission to see your student employees and approve time for them.  If you are sick or out of the office the proxy could approve time for you.    

    Before setting up a proxy:

    1. Send Angie Mareck ([email protected]) the name of the person who you will set up as a proxy.  She needs to get security set up for the person before you can select them as a proxy.
    2. Angie will send you an email letting you know that you can set the person up as a proxy. 
    3. Then follow the steps below:

    To set up a proxy:

    1. After accessing Banner Self Service
    2. Access “Employee”
    3. Choose “Time Sheet”
    4. Choose “Proxy Set Up” at the bottom of the page.
    5. Choose the name of the person who you would like to set up as a proxy from the drop down list. 
    6. Check the box under “Add”
    7. Click “Save”

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    Frequently Asked Questions

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        Why isn't my students timesheet available?

        There are four reasons that your student's timesheet may not be available to enter hours:

        1. The CSB/SJU Student Employment Office has not received an approved Notification of Hiring (NOH) form for the position.  If your student has not completed an NOH please have him/her do so as soon as possible. 
        2. The student has recently completed the NOH form.  It will take a few days for the student employment office to get the position set up. 
        3. The student is missing required payroll forms.  The student employment office must have the following payroll forms on file before students timesheets will be set up:
          • I-9 Employment Eligibility Verification Form
          • Student Employment Contract
          • W-4 Tax Withholding Form
          • Direct Deposit Form
        4. Your department does not use web time entry.  There are a handful of departments on campus who do not use web time entry; most of these departments use punch cards instead.  If your students use a punch card to record time they will not have an electronic timesheet. 

        If none of these reasons pertain to your student employee, please contact the student employment office and we will check into why the timesheet is not yet available.

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        Do students need to enter hours on each day?

        No, students should only enter hours on the days that they worked.  They should not enter zeros on the days that they did not work. 

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        How should students round hours when they enter them on their timesheet?

        Students should round their hours to the nearest quarter hour.  Examples: 

        • 1 hour and 15 minutes = 1.25; 1 hour and 30 minutes = 1.5; 1 hour and 45 minutes = 1.75
        • Record 1 hour and 10 minutes as 1.25 and record 1 hour and 5 minutes as 1.

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        Why can my student view his/her timesheet, but not edit the hours?

        There are two reasons that students may not be able to edit the hours:

        1. The student has already submitted his/her timesheet for approval.  If the students timesheet is in Pending status, then the timesheet has already been submitted to you for approval.  If this is the case you can either change the time for the student, or you can return the timesheet for correction. 
        2. It is past the Submit By Date for the timesheet.  After the Submit By Date on the top of the students timesheet has passed they will no longer be able to edit their timesheets.  At this point the student employment office is too far in the payroll process to accept any changes.  Timesheets must be submitted before the Submit By Date date to have the hours paid with the correct payroll.

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        How can I edit time on my students timesheets?

        You will only be able to edit time for timesheet that are in Pending status.  First, you will need to click on the name of the student you want to edit time for; this will bring up a detail of the students timesheet.  Next you need to click Change Record; you will now be able to edit time.  Click the blue number of Enter Hours on the day that you want to change time.  This will open a box where you can change the hours; click Save to save your changes. 

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        How can I return a timesheet to my student employee for correction?

        First, you will need to click on the name of the student you want to edit time for; this will bring up a detail of the students timesheet.  Next you need to click Return for Correction; the student will now be able to edit the timesheet.  If you return a timesheet to a student for correction keep the following things in mind:

        • Students do not receive notice if you return their timesheet for correction; you will want to send them an email if you choose to do this.
        • Students will not be able to edit time after the timesheet due date; do not return a timesheet for correction after the due date. 

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        Will I receive emails when students time is ready to approve?

        The student employment office will send a general email reminding you to approve timesheets, but you will not receive an email when each student submits their time.  

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        Why should I view the details of my students timesheets when I can approve time without viewing the details?

        It is recommended that you view the details of your students timesheets before approving to make sure that everything was recorded correctly.  Sometimes students accidentally record regular time as overtime, etc.  By looking at the timesheet detail you will be able to correct these types of mistakes. 

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        When I go to approve time I can see all of the timesheets for CSB students, but not SJU students (or vise versa).  Why?

        Because CSB students and SJU students are paid in separate payrolls you will need to approve their time separately.  Banner Self Service automatically keeps people who are paid in different payrolls separate.  When you choose the pay period you will notice that it has JS or BS before the dates.  JS stands for "St. John's Students" and BS stands for "St. Ben's Students."  You will need to go back to the Approver Selection screen (see below) and choose the appropriate payroll.     

          

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        Why can I approve time for some students, but for others the approve option is not available?

        You can only approve time if the timesheet is in Pending status.  The other timesheets probably have not yet been submitted to your for approval.  Below is information about all of the different statuses that a timesheet can be in:

        • Not Started – student has not done anything with the timesheet
        • In Progress – student has not yet submitted timesheet for approval
        • Pending – student has submitted timesheet for approval and is ready for the supervisor to approve
        • Approved – student has submitted timesheet and supervisor has approved the time; the timesheet is waiting to be brought into the payroll syste
        • Complete – timesheet has been submitted approved and brought into the payroll system

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        Why can't I use the internet explorer forward and back buttons?

        Using the forward and back buttons on internet explorer can put your timecard in an "Error" status.  Using the forward and back buttons seem to confuse the program because it is unsure of whether you want to undo what you just did (enter time, etc.) of if you want to go back to the previous screen.  It is best to use the menu options in Banner Web Self Service to navigate. 

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        Why should I set up a proxy?

        By setting up a proxy you are giving someone else permission to see your student employees time sheets and approve time for them.  If you are sick or out of the office the proxy could approve time for you. 

        Back to FAQs