Timesheet Information

Time Sheet Deadlines
CNAV Timesheet Training Manuals

Editing a Time Sheet Instance
FAQ for Supervisors

Sample Time Sheets

Time Sheet Deadlines

Timesheets are due the Monday following the pay period's end (see pay schedules for specific dates).  Employees have until 10 a.m. the Monday following the pay period's end to submit timesheets.  (Note: Employees must enter hours within the pay period or they will not have access to edit their time sheet after Friday at midnight and their supervisor will be required to enter the hours).  Supervisors have until noon the Monday following the pay period's end to approve timesheets.  Manual timesheets are due in the Payroll office by noon the Monday following the pay period's end.

 


CNAV Time Sheet Training Manuals

Students

CNAV Time Sheets Training Manual for Students(printable version)

 

General Overview:

Employees access the CNAV time sheet system after they have been hired into PeopleSoft, given access to CNAV and their timesheet set up by their supervisor.  Until a CNAV time sheet has been created, a paper time sheet should be completed.  Employees are responsible for recording worked hours daily and reviewing and approving the time sheet by the user deadline each period. 

Student employee responsibilities include:

  • Recording daily hours.  It is of the utmost importance that you record your hours daily and submit them in a timely manner.  If a time sheet is submitted late it not only delays your paycheck but it also impacts your federal taxes and Department of Labor compliance.  Completing your time sheet is part of your job responsibilities. 
  • Hours must be entered in the specified format, entering times using a colon and then am or pm without spaces (i.e., 10:00am).
  • Confirm with supervisor the deadline for submitting your time sheet for their review and approval (This must be done by 10:00am on the Monday following the end of the pay period).
  • Review and approve your time sheet.
  • Confirm your supervisor has approved your time sheet. You can do this by selecting the correct pay period (located in the drop down directly above your name) and clicking on the "Preview Time Sheet" link (on the far right side). If you scroll to the bottom of the page and do NOT see one of your supervisor's names behind the "Signature of Supervisor" this means the time sheet has NOT been approved and you may want to remind him/her.

Employee Data Entry of Hours:

  1. Log into CNAV (https://cnav.gettysburg.edu)
  2. Under My Place, select My Time Sheet.
  3. Select the appropriate time sheet and pay period to record your hours. 
  4. Click on Edit Time Sheet.
  5. Record your hours on the appropriate days with am or pm noted.
    • If you are required to work on a holiday you must select CHW in the drop down box behind the OUT time.
  6. Click submit to save.

Verifying and Approving your Time Sheet:

  1. Scroll down to the bottom of the page and click the print preview button.
  2. If your hours are represented correctly, click on the browser's back button.
  3. Scroll down to the bottom of the page and click on the user status button.  Click Approved.
  4. Click submit to save
  5. This must be done by 10:00am on the Monday following the end of the pay period.

 


    Support Staff

    CNAV Time Sheets Training Manual for Support Staff(printable version)

     

    General Overview:

    Employees access the CNAV time sheet system after they have been hired into PeopleSoft, given access to CNAV and their timesheet set up by their supervisor.  Until a CNAV time sheet has been created, a paper time sheet should be completed.  Employees are responsible for recording worked hours daily and reviewing and approving the time sheet by the user deadline each period. 

    Employee responsibilities include:

    • Recording daily hours.  It is of the utmost importance that you record your hours daily and submit them in a timely manner.  If a time sheet is submitted late it not only delays your paycheck but it also impacts your federal taxes and Department of Labor compliance.  Completing your time sheet is part of your job responsibilities. 
    • Hours must be entered in the specified format, entering times using a colon and then am or pm without spaces (i.e., 10:00am).
    • Confirm with your supervisor the deadline for submitting your time sheet for their review and approval (This must be done by 10:00am on the Monday following the end of the pay period).
    • Review and approve your time sheet.
    • Confirm your supervisor has approved your time sheet. You can do this by selecting the correct pay period (located in the drop down directly above your name) and clicking on the "Preview Time Sheet" link (on the far right side). If you scroll to the bottom of the page and do NOT see one of your supervisor's names behind the "Signature of Supervisor" this means the time sheet has NOT been approved and you may want to remind him/her.

    Employee Data Entry of Hours:

    1.       Log into CNAV

    2.       Under My Place, select My Time Sheet.

    3.       Select the appropriate time sheet and pay period to record your hours. 

    4.       Click on Edit Time Sheet.

    5.       Record your hours on the appropriate days with am or pm noted.

    • CHW = casual employee holiday worked
    • FH = floating holiday
    • HOL FULL = an entire day off for the holiday
    • HOL HALF = a half day off for the holiday
    • OTH = other (jury duty, funeral leave, conference, etc.)
    • SCK = sick
    • SHW = full-time or part-time staff with benefits holiday worked
    • VAC = vacation

    6.       Click submit to save.

    Verifying and Approving your Time Sheet:

    1.       Scroll down to the bottom of the page and click the print preview button. 

    2.       If your hours are represented correctly, click on the browser's back button.

    3.       Scroll down to the bottom of the page and click on the user status button.  Click Approved.

    4.       Submit to save

    5.       This must be done by 10:00am on the Monday following the end of the pay period.

    Printing your Time Sheet:(Only required if a correction is needed on the time sheet)

    1.       Click on the Print Preview Button on the bottom of the screen (DO NOT PRINT).

    2.       At the bottom of the Print Preview screen, click on the Time Sheet button. 

    3.       When that page appears click on File from your tool bar the select Print.

    4.       Scroll to the bottom of the page and click on the Worksheet

    5.       Click on File from your tool bar then select Print.

    6.       Make all necessary corrections, get supervisor signature, staple, and submit to payroll.

     


    Supervisors

    CNAV Time Sheets Training Manual for Supervisors(printable version)

     

    General Overview:

    Employees can be set up in the CNAV time sheet system after they have been hired into PeopleSoft and have been given access to CNAV.  Supervisors are responsible for setting up each of their employee's time sheets within CNAV.  Until the time sheet is created, a paper time sheet should be completed by the employee. 

    Supervisor responsibilities include:

    • Notifying payroll of any additions or deletions to your department's supervisor list (you need to be included in the supervisor group before you can access time sheets).
    • Creating an employee time sheet within CNAV.

    Please note: Setting up your employees within the CNAV System is a one time set up as long as there are no changes to the employee's key information.

    • Set an expectation with employees of the deadline you would like their time sheets completed and approved to allow for you to review and approve.
    • For employees who worked but did not enter hours on their timesheet during the pay period, you will need to enter appropriate hours (and encourage employee to complete hours daily).
    • Review and approve employee(s) time sheet(s) each pay period prior to the payroll deadline. See pay schedules for a list of deadlines. Email reminders are sent out each Monday morning, but it may be helpful to add these deadlines to your calendar as weekly reminders.

    Creating an Employee Time Sheet:

    1.       Log into CNAV

    2.       Under My Place, click on My Time sheet. (You can also get to the CNAV time sheets using Campus Tools, My Time Sheet.)

    3.       On the Time sheet tools screen, click on Time sheet.

    4.       In the Add New Workers section, on the My Workers Panel.

    Select type of time sheet:

    • Support Staff
    • Casual Support Staff
    • Non Work-Study (please note: this is used to create all student time sheets)

    5.       In the name field, type the first initial of the employee's last name.  When the drop down selections become available continue to type the employee's last name to more quickly find the employee's name.

    6.       Click on the appropriate employee name - This will place the employee's name in the name field.

    7.       Click New.  

    8.       Complete or double-check the following key pieces of information for your employee:

    • Department: This is the name of the department in the HR Payroll system. Please select the department name from the pull down menu. Please notify the Payroll office if you cannot locate your department. Once a time sheet has been created please do not edit the instance and change the department.
    • Description: This is a free field for you to complete if you would like.
    • Activation date: This will default to the current pay period.
    • Deactivation date: This defaults to 7 years from the set up date.
    • Limits: Not applicable - DO NOT USE.
    • Employee Record: This defaults as a zero. You may be notified by the payroll office to change this to a different number if your employee has more than one job on campus.
    • Hours per week:
      • Students: 40 hours
      • Casual Support Staff: 40 hours
      • Full time and part time support staff: Enter the employee's budgeted hours per week.
    • Hourly rate: Enter approved rate for students and casual support staff. For all other support staff enter 1.00.
    • Gl number: Select from the pull down menu the appropriate general ledger account number to be charged. Notify the payroll office if the account number is not in the pull down list.
    • Exceed base allowed: This defaults with the box checked. This indicates that the employee can submit hours above their weekly budgeted hours. If this box is unchecked an employee will be prevented from entering hours over their budgeted hours per week.
    • Only payroll & limit editing: If this box is checked only payroll can edit certain fields for this time sheet.
    • Primary supervisor: This is the person ultimately responsible for verifying and approving their employee's time sheet. This will default to the name of the person creating the time sheet. If the primary supervisor should be someone other than the person creating the time sheet following the steps below.
      • Click on the edit button.
      • You will get the following message: To edit the groups your changes to this point must be saved. Would you like to continue? Click on Ok.
      • On the left hand side of the Chooser page, select the range of the supervisor's last name.
      • Highlight their name on the right hand side of the screen.
      • Click on the submit button.
    • Alternate 1 Supervisor: This is the primary supervisor's backup. This field will also default to the person creating the time sheet. Please edit!

    Note:  We recommend having at least one alternate supervisor.

    • Alternate 2 Supervisor: This is the alternate 1 supervisor's backup.
    • Limit Controller: Please do not change this field.
    • Processor: Time Sheet Payroll will default.

    9.       Click on Submit.

    Supervisor Time Sheet Processing:(approving a time sheet)

    1.       Under My Place, click on the My Time sheet option.

    2.       On the Time sheet tools screen click on Time sheet.

    3.       Select the Supervisor Processing option from the My Workers panel.

    4.       Select the appropriate Pay Schedule to process.

    • Student Pay Schedule
    • Support Staff Pay Schedule

    5.       Select the appropriate pay period.

    6.       Click Continue.

    7.       On the Supervisor's Processing Screen you will see a quick overview of your employee's total hours.  Click on the edit time sheet icon (magnifying glass) and REVIEW the actual hours submitted by your employee.

    • Please note any special occasions and the hours submitted for those days.
    • EDIT/CHANGE(if this is necessary and the employee has already approved their time sheet you will need to unapprove the employee portion, click submit, then make the necessary changes.)

    8.       At the bottom of the page, click on the print preview button and double check that the hours in each column are correct (i.e. holiday, sick, vacation, etc).

    9.       Click the back button on the browser

    10.   At the bottom of the page, click on the Supervisor Status: approved

    11.   Click submit to save.

    Printing the Time Sheet:(only necessary if notified by Payroll)

    1.       Click on the Print Preview Button on the bottom of the screen (this is only a preview of the time sheet DO NOT PRINT)

    2.       At the bottom of the Print Preview screen, click on the Time Sheet button. 

    3.       When that page appears click on File, from your tool bar, then select Print.

    4.       Sign and submit to payroll.

     


    Editing a Timesheet Instance 

    (click here for printable directions)

    1.       Under My Place, click on My Timesheet

    2.       Click once on the employee's name

    3.       Click the edit button below

    4.       Click "edit instance" link on the right

    5.       Row ID:  This defaults to 0.  The Payroll Office may notify you that the number has been changed depending on the number of jobs an individual has on campus.

    6.       Exceed base allowed: This defaults with the box checked.  This indicates that the employee can submit hours above their weekly budgeted hours. If this box is unchecked an employee will be prevented from entering hours over their budgeted hours per week.

    7.       Gl number:  Select from the pull down menu the appropriate general ledger account number to be charged.  (If the gl number is not listed please notify the Payroll Office.)

    8.       Deactivation date: Select date from the pull down menu (only change the deactivation date after the final time sheet has been approved)

    9.       Supervisor change:

    a.       Beside the supervisor name click on the edit button.

    b.      You will get the following message:  To edit the groups your changes to this point must be saved.  Would you like to continue? Click on Ok.

    c.       On the left hand side of the Chooser page, select the range of the supervisor's last name.

    d.      Highlight their name on the right hand side of the screen.

    e.      Click on the submit button.

    10.   Click on the submit button at the bottom of the page to save any changes made to the instance.

     


    FAQ for Supervisors

    FAQ for Supervisors(printable version)

    1.       I've just created a time sheet, why can't I see it and why can't my employee see it?

    When setting up a time sheet instance, the effective date will default to the current pay period, but may take about 5 minutes to appear.

    2.       I am trying to create a time sheet but can't see the employee's name in the employee list, why?

    Employees can be set up in the CNAV time sheet system after they have been hired into PeopleSoft and have been given access to CNAV.  Until the time sheet is created, a paper time sheet will need to be completed by the employee and submitted on the appropriate due date.

    3.       Why aren't all my employees showing in the supervisor processing list?

    This list can be found in CNAV/Campus Tools/Time Sheet/My Workers Screen - Supervisor Processing.   If an employee has not entered data or even viewed their time sheet for the pay period, they will NOT appear in the supervisor processing list until after 10:15 a.m.

    If an employee has not entered data or even viewed their time sheet for the pay period, the employee will lose access to this time sheet.  For example, if your employee waits until the day the time sheet is due to the Payroll Office to enter their time, they will not see that time sheet in their list.   It will be unavailable to them until after 10:15 a.m.  At that time, they will only be able to view it, not enter any data.  Also at that time, it will appear in your supervisor processing list and you will be responsible for filling out the time sheet and approving it.  To prevent this, you may want to gently remind them to enter time into their time sheet on a daily basis.

    4.       Do I need to approve a time sheet with zero hours?

    If your employee is a student or casual employee not working over the summer or winter breaks and you can recognize this, no action is necessary.  This is the same with full time employees on short-term disability or workers comp, no action is necessary.  However, if you do see a zero hour time sheet and it is an employee who is on vacation or sick leave, you must modify the time sheet to display this and approve it.

    5.       How do I deactivate a time sheet?

    Timing is very important in this matter.  You will need to go to CNAV/Campus Tools/Time Sheet/My Workers Screen, click on the individual's time sheet you want to deactivate and then click the edit button at the bottom of the box.   You will now be in that particular individual's time sheet, click on the blue link "edit instance" and change the deactivation date to the next beginning pay period, which, if you're doing this on the last day of a pay period, will be the next day.  When the date rolls over to the next pay period, the time sheet will have an inactive status, thereby locking everyone from it.  Therefore, it is important that you and the employee approve the last time sheet before it is deactivated. 

    Some other items to note:

    When creating a new time sheet and you do not see your department or your account number in the pull down menu, please email payroll@gettysburg.edu with the department name and/or full account number. 

     


    Sample Timesheets

     

    The following are examples of timesheets for periods with various types of leave time:

    Support Staff Sample Time Sheet with Vacation, Sick and Floating Holiday

    Support Staff Sample Time Sheet for Funerals, Jury Duty or Conferences

    Support Staff Sample Time Sheet with Holiday Worked and Not Worked

    Casual Support Staff Sample Time Sheet with Holiday Work Required and Not Required