Supervisor Information
Table of Contents
Approver Selection Page
Department and Description: Make sure box is checked for your WORG (position number).
Select Pay Period you are approving.
NOTE: If you approve time sheets for multiple payrolls (SM: Semi-monthly and BI: Bi-weekly)
Open drop-down menu to choose the correct payroll.
Sort Order: Sort employees’ records by Status then by Name.
Click Select
Approver Summary Page
This page has two information blocks.
top block identifies the approver and pay period
bottom block identifies the payee and pay period
To see employee detailed information, click on the employee’s name.
If the Time Sheet has been submitted, you will see the following:
Verify hours have been entered on correct line (matches POSN) and time entered is correct.
Approve: If no corrections required, click on “Approve” (a message will display the time the transaction was successfully approved).
Return for Correction: If time entered incorrectly or on incorrect line, return for student to correct and re-submit. (e-mail or call the student to inform them of the returned timesheet and to re-submit the timesheet after correction has been made). Keep in mind, students only have until Tuesday 12:00 noon to make changes to the timesheet.
Change Record: As a supervisor you have the ability to make the corrections yourself. (make sure you use the earning line that corresponds with the position number).
Delete: NEVER use this process!
Add Comment: Use this to enter a comment whenever you have made any changes to a time sheet.
Time Sheets “In Process” or “In the Queue”
After Tuesday 12:00 noon, approvers have the ability to pull the timesheet into the approval queue. A new button, “submit,” has appeared with the white navigation buttons. Click on “submit” and the timesheet status will change from “in progress” or “in the queue” to “pending.” You are now able to approve the timesheet as normal.
Administrative Banner Approver Proxy Process
On the Welcome page type PHADSUM in the search box. Please note that the menu options are now accessed through the toolbar.
User ID: You should see your banner login information.
Proxy For: Open drop-down and search who you are acting as proxy for.
Approval of: “Timesheet”
COA: “W”
Organization: Enter the WORGN you are proxy for (Ex. POSN 150584 WORGN is W50854)
Transaction status: “All Except Not Started” may be the most useful; however please notice all options.
Year: Enter the current year.
Payroll ID: “BI” for student payroll of “SM” for semi-monthly payroll
Payroll No: “1-26”: reminder e-mail, Student Payroll Schedule, or you can use the F9 key to search for the appropriate pay period.
Alt + page down: students are listed alphabetically. Make sure you place a check mark in the box under the appropriate action. Options are as follows:
Approve or Acknowledge: 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 TOOLS menu. If you exit PHADSUM without making this selection, then you have not approved or acknowledged anything.
Return for Correction: 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 TOOLS 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 “Apply All Actions” from the TOOLS 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.
SAVE:
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 (proxy): In PHADSUM select the student's record that is “in progress” by highlighting the student's name. Use the RELATED menu and select “view/change/time detail.” You will be taken to the form PHATIME. Alt page down to the earnings block. Use the TOOLS 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.