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Transcripts - MSS 007-315

 

 

MS007.01: How Do I Approve or Deny an Absence Request?

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How Do I Approve or Deny an Absence Request?

In OneUSG Connect, managers are able to view and work absence requests that employees submit. In this video, we will walk you through how to work those transactions by either approving them, denying them, or pushing them back.

After launching OneUSG Connect, select the top drop down, and select Manager Self Service.

There are a couple of ways to approve absence requests. If your employee submitted the absence request through the Request Absence page, reachable through the Time and Absence tile, you will have an indicator on the Approvals tab that you have transactions to be worked. If your employee submitted the absence request through their time card, you will have to use the Team Time tile to approve those requests. In this video, we'll walk you through approving absence requests through the team tile since all absence requests will be found there.

First, let's select the Team Time tile.

Then select Absence Requests.

All absence requests, regardless of how they are entered, will appear here for your approval.

Pull up a request by clicking the employee name link.

You can see the dates requested and total hours request.

If the employee entered any comments, they will be listed here. And there is space for you to enter comments as well.

Then, you can approve, deny or push the request back. If you deny the request, please be sure to include why in the comments field. Also, if you are pushing the request back for clarification or more information, please use the comments field to be specific in what information is needed.

For this example, we'll approve the request.

And we'll confirm that we want to approve.

And we can click OK to the success notification.

And back on our Absence Requests list, the approved absence has been removed.

Be sure to check your Absence Requests list through the Team Time tile. This way, you will be sure to approve any absence requests from your employees in a timely fashion, regardless of how the request was entered. When you are finished working in the system, remember to Sign out.

And that is how you approve, deny or push back any absence request, regardless of how it was submitted in the application.

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MS007.02: How Do I Process Multiple Absence Requests?

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How Do I Process Multiple Absence Requests?

When your employees submit their absence requests through the Request Absence page through the Team Time tile, you can process multiple requests at the same time. This feature is not available for absence requests entered via time sheets.

After launching OneUSG Connect, select the drop down and choose Manager Self Service.

Select the Team Time tile.

And choose Multiple Absence Requests.

Notice the absence requests that are pending your approval are listed. Remember, this does not include absences submitted via the employee's time sheet.

You can pull up specific information about the request by clicking the employee name.

After reviewing the information in the absence request, click OK to close the pop-up.

To process multiple requests at the same time, select them individually with a check mark. Or, if you want to process all of them at once, click the Select All link.

If you want to enter comments regarding this action, please note that the comments will be the exact same for each request.

After selecting the requests you want to process, click Approve, Deny or Push Back. For this example, we'll select Approve.

And we'll confirm our action by clicking Yes.

Click Ok to the success message.

And our absence requests are removed from this list.

Remember, this feature is available only for absence requests that your employees submit through the Request Absence page and not the time sheet. When you are finished working in the system, remember to sign out.

And that is how you process multiple absence requests in OneUSG connect.

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MS007.04: How Do I Request a Regular Absence for an Employee?

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How do I request a regular absence for an employee?

As a manager, there may be times when you have to enter an absence for one of your team members because they are unable to. In OneUSG Connect, you can enter an absence for one of your team members and have it automatically approved.

After launching OneUSG Connect, select the Navigator icon. You can do this from either Employee or Manager Self Service.

Choose Navigator.

And select Manager Self Service.

Select Time Management.

And choose Report Time.

Finally, select Absence Request.

All of your employees should be listed. Click the select button for the one you wish to record the absence.

To view the various absence balances for this employee, select the View Absence Balances link.

All balances for this employee are listed. Note that the balances are current as of the last processing for payroll and may not reflect unprocessed absences. To return, close the box.

For our example, this employee notified us that that they were out sick with the flu this past Thursday and Friday. And they asked us to go ahead and record the leave in the system for those days since they didn't have internet access.

For the start date, either enter the date directly or choose the calendar icon. We'll choose the calendar icon and select May 18th.

And then, we'll open the Absence Name drop down.

And we'll choose Sick Leave.

Now, we can choose the calendar icon for the End date.

And we'll select May 19th.

This employee took all of Thursday and Friday off so we'll leave the partial days selection as none.

Next, we can click the Calculate Duration button.

In the Workflow Request As selection, you can choose Employee or Manager.

If you leave the selection as employee, the employee will show up as the request and any comments you enter will show up as the requestor comments. If you select manager, you will appear as both the requester and approver.

Since our employee has asked us to do this on their behalf, we'll leave the Request As set to employee.

And whenever you are entering an absence on behalf of an employee, it's always a good idea to provide your reasoning in the comments. For this example, we'll enter "Employee requested I submit absence on his behalf via phone conversation on 5/19/17."

And then we can click the Submit button.

And we'll answer yes when asked if we wish to submit.

And then click OK on the confirmation page.

And now you can see that the employee's name shows up as the requestor since we left employee as the Request As selection. Our comments are here. And the absence is automatically approved. Absences submitted by the manager or designated time approver are automatically approved. You do not need to go to any approval page to further process this absence.

When you are finished working in the system remember to sign out. And that is how you can request an absence for one of your employees in OneUSG Connect.

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MS007.10: How Do I Submit a Request to Adjust Leave Balances for an Employee?

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Welcome to this video on submitting a request to adjust the leave balances for one of your employees.

Imagine one of your employees requested leave, you approved it, and then it was processed at the end of the month. However, they did not actually get to take the leave for whatever reason. You can initiate a request to adjust that employee's leave balances within OneUSG Connect's Manager Self Service. Please remember, you are just initiating this balance adjustment request, not making a permanent change directly in the application.

From Manager Self Service in OneUSG connect, select the My Team tile.

Locate the employee you want to request the balance Adjustment for.

Click their action button, which is this green button next to their name.

Click Time Management.

And then, click Submit Request to Adjust Leave Balance.

For the Transaction Date, we'll leave the current date listed.

For the Reason, we'll input didn't take approved leave.

Now, we can adjust the balance for the applicable type of leave. For this example, Izzie had requested two days of vacation last month, which was approved and processed. However, she was called in to work on both days and ended up not taking leave. We need to request that those 16 hours of vacation leave be put back.

So we'll add 16 hours back to our vacation balance, making it 79.75.

No other balance types are affected, so we can proceed.

Now we can see new and current information.

Here we'll enter comments explaining our request.

If you have documentation supporting this balance adjustment request, add it to the request through the Add Attachment button.

And finally, we can click Submit.

This page details the pending request along with the next approver in the chain.

And that is how you can submit a request to adjust an employee's leave balance in OneUSG Connect.

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MS014.01: How Do I Delegate Approval or Initiation Authority

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Welcome to this video on delegating authority to approve or initiate transactions in OneUSG Connect.
If you are going to be unable to approve or work transactions such as absence requests, reported time or personnel actions, you can delegate authority to a proxy to do this in your place. This is helpful when you are going to be away from work and unable to work transactions in a timely manner.

In OneUSG Connect, from Manager Self Service, select the Delegation tile.

To delegate authority to another person, we'll select the Create Delegation Request link.

First, we need to enter the period we are delegating authority. In the From Date, we can enter or select a date that is the current date or later. You cannot select a date in the past.

Next, in the End Date field, we can enter or select a date that is either the same as the date you entered in the From Date field or later. The day after your selected from date is when the delegation authority is no longer in effect.

Click Next to select the transaction types.

All transactions types that you have ability to approve or initiate are listed here. You can select the transaction types you wish to delegate authority to by clicking in the checkbox. Note that because you can select individual transaction types, you can create multiple delegation requests for the same time frame but for different individuals which you will select on the next page. For example, you can choose one person to approve your time and absence requests, and ask someone else to approve your personnel action requests.

Here, you will see the individuals in your hierarchy that you can select as a proxy. Whoever you select does not need to be a manager and have Manager Self Service. There is a job aid and instructional video for those individuals selected as proxies.

Select the person and click Next.

Here we can review the details of our delegation request. When ready, we can click Submit.

And now our delegation request has been sent to our proxy. This person must accept or reject the request before it takes effect.

If we need to review, revoke or change any current delegations we have in place, we can easily do that through the Delegation tile as well.

This time, we'll select Review My Proxies.

Here, we can see our delegation requests, the dates they are in effect, the request status and the delegation status. If a request status shows submitted, that means our designated proxy has not accepted or rejected the request yet.

To revoke a delegation request, select the line for the transaction types and click Revoke. If you wish to edit the dates of a delegation, you will need to revoke it first and create a new delegation request.

We'll click Yes and continue.

And then click OK.

And that is how you can create a delegation request, review it and revoke it if necessary in OneUSG Connect.

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MS201.01: How Do I View an Employee's Leave Balance?

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Welcome to this video on viewing your employees' leave balances.

In Manager Self-Service, you can easily access and view the leave balances for all of your direct reports.

After logging into OneUSG Connect, go to Manager Self Service.

Click the My Team tile on the Manager Self Service page.

From the My Team page, click the Leave Balances button.

Now you can see the leave balances for your employees.

If an employee does not have any leave balances, it will be indicated as such.

To see additional information about leave balances for an employee, click the View More Balances link for that employee.

This page provides you the balance of each type of leave, as well as the as of date.

Close the box when you are finished.

And that is how you can view your employees' leave balances in OneUSG Connect.

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MS201.02: How Do I View an Employee's Absence Request History?

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Welcome to this video on viewing an employee's absence request history.

As a manager, you can easily view your employees' absence request histories in OneUSG Connect.

In OneUSG Connect and from Manager Self Service, select the Team Time tile.

Then, click Absence Request History.

From your list of direct reports, select the employee you wish to view.

The page now displays the employee's absence request history within the date range selected. The history will also show the Status of the absence request, start and End dates, and duration of the request.

If you wish to change the dates for the absence history, select the calendar icon next to the From and Through fields and click the Refresh button.

Select the Return to Direct Reports link to select another employee.

And that is how you can view an employee's absence request history in OneUSG Connect.

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MS302.01: How Do I View an Employee's Work Schedule?

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Welcome to this video on viewing an employee's work schedule.

In OneUSG Connect, you can easily view an employee's permanent work schedule in Manager Self Service.

After logging into the HCM application under Manager Self Service, select the Team Time tile.

Then, select the Manage Schedules link.

Here, you can input the last name of the employee you wish to view. Or if you want to see all of your employees, leave the search fields blank and click Get Employees.

Also, the schedules returned will start with the current date. If you wish to change this, update the date and click the refresh icon.

The employees are listed along with the hours they are scheduled to work. If there are any planned absences or paid holidays that apply, they will be indicated by the appropriate icon.

To get additional detail about a day, click the hours link for that employee.

Any additional details will be listed on this page.

To return to your list of employees, click Return to Manage Schedules.

And that is how you view your employees' schedules in OneUSG Connect.

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MS302.03: How Do I Change an Employee's Schedule?

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Welcome to this video on changing an employee's schedule.

In OneUSG Connect, you can change an employee's schedule through Manager Self Service. Remember, employee schedules are used as the basis for time and absence reporting.

From Manager Self Service in OneUSG Connect, select the Team Time tile.

Then, click Assign Work Schedule.

You can search for your employee by last name. Or to retrieve a list of all of your employees, leave the search fields blank and click Search.

Then, select the employee you wish to change the schedule for.

To change a schedule, you will add a new row for the date that the schedule change takes affect. This should be the first day of a future pay period.

Click the Add a row button.

Notice that the current date is reflected in the top row. This is where you need to update the date to the first date of a future pay period.

There are numerous predefined schedules in OneUSG Connect. To select a new one, select the look up icon for Schedule ID.

For this employee, we are changing her schedule to an alternate one, where she still works 40 hours, but 10 hours a day between Monday and Thursday.

So we'll select that particular schedule (E4004M).

To see the actual schedule details, click the Show Schedule link.

And you can see that she is now scheduled from Monday through Thursday for 10 hours each day.

Then, click the Save button.

Her new schedule of Monday through Thursday, 10 hours a day will begin at the start of the next pay period.

To see the history of schedule changes, expand that section of the page.

And that is how you change an employee's schedule in OneUSG Connect.

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MS311.01: How Do I Approve Time?

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Welcome to this video on approving time.

As a manager or designated time and absence approver, you are required to approve your non-exempt employees' time each pay period. This can easily be done in OneUSG Connect through Manager Self Service.

As soon as a non-exempt employee records their time by using a time clock, or the OneUSG Connect Web Clock, punch timesheet, or elapsed timesheet, it is ready for your approval. Once you approve your employees' time, it is then available to be processed into Payable time. There is no requirement to approve exempt employees' timesheets, since exempt employees only record time not worked such as absences, which are approved through absence approvals.

From Manager Self Service in OneUSG Connect, select the Team Time tile to approve your employees' reported time.

Then, select Report Time.

On the Timesheet Summary page, click the Get Employees button to retrieve all of your employees.

Here, we can see all of our employees. Remember, we only need to approve timesheets for non-exempt, or hourly employees. If you are unsure which employees are hourly, select the Demographics tab.

Here under Workgroup ID, you can see HR means hourly, and EX means exempt. Let's go back to Time Summary.

On the Time Summary tab, you can quickly see all of your employees for the time period selected, their scheduled hours, how many hours they have reported so far and how many hours are awaiting your approval.

To approve time, click an employee's last name.

Note the dates you are approving for.

To approve time, you can select each entry with a checkmark. Or if applicable, click the Select All button.

To approve the time entries, click Approve.

Click Yes to confirm.

And click OK.

If you need to deny or push back a time entry back to the employee, you would select the appropriate button and work with that employee to make any corrections.

To go to your next employee, select Next Employee.

And the next employee is displayed.

Again, we would select the entries that we want to approve or click the Select All button.

And then click Approve.

Click Yes and then click OK.

Remember, once an employee records their time, it available immediate for your approval. Non-exempt employees' time must be approved by the manager or designated time approver before it can be processed into payable time, which is the basis for the employee's paycheck.

And that is how you approve time in OneUSG Connect.

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MS314.03: How Do I Manage Time Exceptions for My Employees?

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Welcome to this video on managing time exceptions for your employees.

After you approve a non-exempt employee's submitted time, it is processed into payable time by the Time Admin process. This process will identify if there are any exceptions to the established time and labor rules that you may either need to allow or fix.

Once you are in OneUSG Connect, proceed to Manager Self Service. If your employees have any exceptions, they will be indicated on the Team Time tile.

Here you can see that we have three exceptions. Time exceptions need to either be allowed or fixed before they can be used for payroll.

To manage exceptions, click the Team Time tile.

And choose Manage Exceptions.

At the top, you can see all exceptions that need to be fixed, may be allowed or you can view all.

This page will indicate what rule generated the exception.

For exceptions that need to actually be fixed, you may need to go in and correct your employee's time sheet or work with your HR department to fix the issue. The majority of exceptions that you will see can be allowed.

To allow all exceptions, you can select them and click Allow. However, it is helpful to see more information about it first.
Let's select this one for a long shift by clicking the arrow.

Here's this exception was for December 18th and Mark submitted 18 hours. That generated the long shift exception message. If Mark did not actually work 18 hours, but just inputted the information wrong, you can ask him to fix his timesheet or you can edit it here by clicking on the submitted time line.

For this example, he should have recorded 8 hours, not 18.

So we can update the quantity, submit it, and the correct 8 hours has now been reported.

We still need to clear the exception statement, even though we changed his time for this day to 8 hours. So we'll select it and click Allow.

To work additional exceptions, use the return button or you can use forward and back icons on this page.

For Izzie, she did actually work 15 hours yesterday. We can review the details by selecting the time line.

We're not going to change her reported time, so we'll cancel.

To allow the 15 hours, select the exception. And click Allow.

And here we can see that this was submitted successfully.

And that is how you manage time exceptions for your employees in OneUSG Connect.

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MS314.06: How Do I View an Employee's Weekly Reported and Scheduled Time?

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Welcome to this video on viewing your employees weekly reported and scheduled time.

In OneUSG Connect, you can see your entire team's scheduled time and whether they have recorded time as well.

From OneUSG Connect's Manager Self Service, select the Team Time tile.

Select Monthly Time Calendar.

To see a weekly view, click the Weekly Time Calendar link.

All of your employees will be listed. To change what is showing, scroll back up and notice that you can change the week, whether you want to see reported or payable hours, if you want to see their schedule, any planned absences, or holidays. After making changes, click the Refresh View button.

And you can see the results for your employees. Note the legend detailing what the data indicates. To get details about a particular day, click on reported time link for that day.

And you can see when this person punched in and out for the day.

You can always change what is displayed in the results. Remember to click the Refresh View button though.

And that is how you can view your employees' weekly reported and scheduled time in OneUSG Connect.

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MS314.07: How Do I View an Employee's Daily Reported and Scheduled Time?

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Welcome to this video on viewing your employees' daily reported and scheduled time.

In OneUSG Connect, you can see your entire team's scheduled time and whether they have recorded time as well.

From OneUSG Connect's Manager Self Service, select the Team Time tile.

Select Monthly Time Calendar.

To see a weekly view, click the Daily Time Calendar link. Click Get Employees to see all of your employees.

All of your employees will be listed. To change what is showing, notice that you can change the day, whether you want to see reported or payable hours, if you want to see their schedule, any planned absences, or holidays. After making changes, click the Refresh View button.

And you can see the results for your employees. Note the legend detailing what the data indicates. For employees that are monthly or that are hourly who record their time on the elapsed time sheet, that information is shown in color under the elapsed column. If your employee uses a time clock, web clock or punch timesheet, you can see their in and out punches for that particular day by scrolling to the right.

You can always change what is displayed in the results. Remember to click the Refresh View button though.

And that is how you can view your employees' daily reported and scheduled time in OneUSG Connect.

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MS314.10: How Do I Enter Time for My Employees?

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Welcome to this video on entering time for one of your employees.

In OneUSG Connect, you may have to enter time for one of your employees. This may happen if they forget and need it entered before the end of the pay period, or if they miss a punch during the day. Through Manager Self Service, you can make those entries if needed.

After launching OneUSG Connect, select the Team Time tile from Manager Self Service.

And select Report Time.

Enter your employee's last name or leave all fields blank and click Get Employees for a list of all of your employees.

Let's imagine that Sam forgot to punch out today and asked you if you could punched out as of noon.

So we'll select Sam from the list. Notice that the entire pay period is displayed. And we can see is in punch for today, but his out punch is missing. We can enter 12:00 in the out field.

You can select the Add Comments icon to indicate you performed this on his behalf.

And then click Submit.

And you can see the punch recorded.

Let's see what it looks like to record time for an hourly employee who uses the elapsed timesheet.

For this example, let's record time for Carla.

We are going to record 8 hours for Wednesday.

And click Submit. For the elapsed timesheet, you will submit first and enter comments second.

We can select the comment bubble and indicate she asked us to record time on her behalf.

Once time is recorded, it is then available for approval.

And this is how you can enter time for one of your employees in OneUSG Connect.

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MS315.02: How Do I View the Details of an Employee's Payable Time?

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Welcome to this video on viewing your employee's payable time.

In OneUSG Connect, after you approve employees' reported time, it is then available to be processed into payable time. This is what is used for the employee's paycheck. This video walks you through viewing your employee's payable time details.

From Manager Self Service, select the Team Time tile.

And click Payable Time Detail.

To see all employees, click the Get Employees button.

And select the employee you wish to view.

The system returns the payable time details for the date range listed.

We can expand the Payable Status Filter to select just certain payable statuses.

Here, we can see that Izzie's time has been approved, but has not been sent to payroll yet.

The different tabs all show slightly different information. Click through them to see the various details.

And that is how you can view the details of your employees' payable time in OneUSG Connect.

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MS315.10: How Do I View a Summary of Employees' Payable Time?

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Welcome to this video on viewing your employee's payable time.

In OneUSG Connect, after you approve employees' reported time, it is then available to be processed into payable time. This is what is used for the employee's paycheck. This video walks you through viewing your employee's payable time summary.

From Manager Self Service, select the Team Time tile.

And click Payable Time Summary.

To see all employees, click the Get Employees button.

And select the employee you wish to view.

The system returns the payable time summary for the date range listed. You can update the start and end dates, or use the Previous Week or Next Week links.

The Payable time summary will list the number of hours each day for the employee.

To see additional information, you can select the Detail Page link.

This brings you to the Payable Time Detail page, which can also be accessed from the Time menu.

And that is how you can view the summary of your employees' payable time in OneUSG Connect.

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MS315.20: How Do I Submit a Request to Change an Employee's Time and Absence Approver?

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Welcome to this video on submitting a request to change an employee's time and absence approver.

There may be times when you wish to change an employee's time and absence approver. You can initiate this request within OneUSG Connect's Manager Self Service. Please remember, you are just initiating this request to change approvers, not making a permanent change directly in the application.

From Manager Self Service in OneUSG connect, select the My Team tile.

Locate the employee you want to request the change in time and absence approver for.

Click their action button, which is this green button next to their name.

Click Time Management.

And then, click Submit Request to Change Time and Absence Approver.

For the Transaction Date, this needs to be the first date of a future pay period. We'll select 12/17/17.

Select the look up icon for Time & Absence Approver.

Expand the search criteria.

And enter the Employee ID or name of the new approver.

And select that new approver from the results.

Here we'll enter comments explaining our request.

If you have documentation supporting this balance adjustment request, add it to the request through the Add Attachment button.

And finally, we can click Submit.

This page details the pending request along with the next approver in the chain.

And that is how you can submit a request to change an employee's time and absence approver in OneUSG Connect.

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