uhr employee development - university of virginia responsibility you can enter time and/or leave,...
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Created May 19, 2014
Employee Self-Service
UHR Employee Development
Training Guide
Page ii
Table of Contents Employee Self-Service ...................................................................................................... 1
Resetting Your Password .......................................................................................................... 1 Resetting Your Integrated System Password ......................................................................................... 1
Self-Service Time and Leave ..................................................................................................... 7 Accessing Employee Self-Service Time and Leave ............................................................................... 8 Exempt Employee: Submitting a Blank Timecard (No Leave Taken) ................................................. 11 Exempt Employee: Entering Leave Taken ........................................................................................... 14 Exempt Employee: Holiday Hours Worked ......................................................................................... 19 Non-Exempt Employee: Entering Hours Worked and Leave Taken ................................................... 26 Non-Exempt Employee: Holiday Hours .............................................................................................. 35 Non-Exempt Employee: Using Last Timecard Template .................................................................... 41 Wage Employee: Entering Hours Worked ........................................................................................... 46 Multiple Assignments: Entering Hours Worked .................................................................................. 55 Shift Differential: Entering Start and Stop Times ................................................................................ 63 Reviewing Timecards .......................................................................................................................... 71 Resubmitting Timecards ...................................................................................................................... 73
Payslip ....................................................................................................................................... 79 Viewing Your Payslip .......................................................................................................................... 80
Veterans Status & Disability Information ............................................................................. 82 Updating Veterans Status ..................................................................................................................... 83 Entering Disability Self-ID .................................................................................................................. 90
Banking ..................................................................................................................................... 96 Setting up Direct Deposit ..................................................................................................................... 97
Training .................................................................................................................................. 102 Navigating the Learner Home page ................................................................................................... 102 Enrolling in a class ............................................................................................................................. 104 Enrolling in a Learning Certification ................................................................................................. 108 Enrolling in a Learning Path .............................................................................................................. 117 Canceling out of a Class ..................................................................................................................... 127 Accessing Your Grounds for Success eLearning Modules ................................................................ 132
COPYRIGHT & TRADEMARKS
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Reverse engineering, disassembly, or de-compilation of this software, unless required by law for
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Training Guide
UHR Employee Development
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The information contained herein is subject to change without notice and is not warranted to be error-free.
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Training Guide
UHR Employee Development
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Employee Self-Service UVA Employee Self-Service is an Integrated System responsibility given to all employees. With
this responsibility you can enter time and/or leave, view your payslip, change some personal
information, change your banking information, change your W-4, update Veterans Status, enter
Disability, view and print your W-2, and register for most training classes.
To start a simulation:
1. Double-click on “Employee Self-Service”.
2. Double-click on the lesson.
3. Click on the topic for which you want to view the simulation.
4. Click on “See It” in upper right-hand corner to see the simulation or “Try It” to interact with
the simulation.
Resetting Your Password Employees who need their password reset in the Integrated System are encouraged to use the self-
password reset option located beneath the password field.
Resetting Your Integrated System Password
Procedure
In this simulation you will reset your Integrated System password.
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Step Action
1. Begin by navigating to the Integrated System home page.
Click the Launch Finance/HR and Self/Service button.
Step Action
2. Enter your Integrated System Username (your Computing ID).
Enter "wss2d".
3. Click the Click HERE to re-set your password. link.
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Step Action
4. Click in the User Name field.
5. Enter your Integrated System Username (your Computing ID).
Enter "wss2d".
6. Click the Forgot Password button.
7. Note the system notification.
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Step Action
8. Click the OK button.
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Step Action
9. Next open your e-mail application.
Once your e-mail arrives, double-click the UVa Integrated System FYI: Password
Reset list item.
Step Action
10. Click the Reset your password link.
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Step Action
11. The Integrated System Reset Password window displays.
Click in the User Name field.
12. Enter your Integrated System Username (your Computing ID).
Enter "wss2d".
13. Press [Tab].
14. Note the criteria for the new password.
15. Enter your new password into the Password field.
Enter "pasSword7".
16. Confirm your new password into the Confirm Your Password field.
Enter "pasSword7".
17. Click the Confirm Password button.
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Step Action
18. Enter your Integrated System Username (your Computing ID).
Enter "wss2d".
19. Enter your new password into the Password field.
Enter "pasSword7".
20. Click the Login button.
21. You may continue to your desired destination in the Integrated System.
Note: If you use Discoverer, you will not be able to use your new password in
Discoverer for 24 hours.
22. Congratulations! You have completed the simulation on Resetting Your Integrated
System Password.
End of Procedure.
Self-Service Time and Leave Self-Service Time and Leave (SSTL) is an application in the Integrated System; employees will
enter their time and/or leave. All employees -- exempt, non-exempt, and wage -- will enter time
and leave online in the system. The timecard, as it is called in the system, will be created, saved,
and submitted by the employee, and then routed to the employee's manager for approval. The
manager has the option to approve or reject the timecard. If rejected, the timecard will be
available to the employee to make changes and resubmit.
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Accessing Employee Self-Service Time and Leave
Procedure
In this simulation you will access UVA Employee Self-Service to create a timecard.
Step Action
1. Begin by navigating to the Integrated System home page.
Click the Launch Finance/HR and Self/Service button.
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Step Action
2. Enter your Integrated System Username (your Computing ID) and password.
Click the Login button.
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Step Action
3. Click the UVA Employee Self-Service link.
4. Click the Time Entry link.
5. A list of your previous timecards display with a timecard status.
•Rejected: A timecard the supervisor rejected so you can make changes and
resubmit
•Working: A timecard you have created and saved, but have not submitted for
approval
•Submitted: A timecard you have created, saved, and submitted and is waiting for
supervisory approval.
•Approved: A timecard approved by your supervisor and ready to process in payroll
or already processed in payroll.
6. The pay period starting and ending dates display with the number of recorded hours
(for exempt this will be the number of leave hours taken, if any) and the date you
submitted the timecard.
7. Click on any of these links for assistance when entering time and/or leave.
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Step Action
8. To create a new timecard, click the Create Timecard button.
9. Congratulations! You have completed the simulation on Accessing Employee Self-
Service Time and Leave.
End of Procedure.
Exempt Employee: Submitting a Blank Timecard (No Leave Taken) If you are an Exempt Employee, you will not record hours worked, but you must record leave
taken. If you do not take any leave in the pay period, you must submit a blank timecard to your
manager for approval.
Procedure
In this exercise you will submit a blank timecard for approval.
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Step Action
1. Begin by entering your Integrated System User Name (your computing ID) and
your Password.
Click the Login button.
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Step Action
2. Your E-Business Suite home page will display.
Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. To create a timecard, click the Create Timecard button.
5. The pay period will default to the current pay period. If needed, select the drop-
down to change the date to a different pay period.
6. If you did not take any leave or you did not work on a holiday during the pay period,
then you must submit your timecard as is.
7. Click the Continue button.
8. You can ignore this warning.
9. A summary of the pay period will display.
Click the Submit button.
10. You will see a confirmation that the timecard has been submitted successfully.
11. Congratulations! You have completed the simulation for submitting a blank
timecard.
End of Procedure.
Exempt Employee: Entering Leave Taken Exempt employee's only record leave taken in the Self-Service Time and Leave timecard.
An exempt employee's timecard does not show hours worked. Holidays are also auto-paid and
cannot be seen in the timecard.
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Exempt employees must use positive confirmation to verify they employee did not use any leave
during the pay period. If no leave was taken, the exempt employee will submit a blank timecard.
(Do not select the manager's name or any other entries in the lower section of the timecard.)
Procedure
In this example you will enter leave taken for an exempt employee.
Step Action
1. Begin by navigating to the Integrated System HR/Finance.
Enter your User Name, Password and click the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click the Create Timecard button.
5. Click the drop-down arrow to display the list for Hours Type.
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Step Action
6. Your eligible leave types will display, followed by your leave balance.
Select the leave type you wish to use from the list.
Click on University Leave / 428.217.
7. Click the drop-down arrow in the Assign/Mgr field.
8. Click your supervisor's name.
If you have more than one assignment and supervisor, select the correct assignment
number and supervisor in which the leave was taken.
9. Find the day/date and enter the number of leave hours you are taking. You can enter
leave for more than one day/date on the same row as long as it is the same type of
leave.
Enter "8" for Mon, Mar 11.
10. To enter a different leave type (for the same day or a different day) you must click
on the Add Another Row button, select the leave type, supervisor's name, and
day/date and enter the number of hours.
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Step Action
11. Click the Continue button.
Note: Continue does not save the timecard. The timecard will not be saved until it
has been submitted. If you wish to save your entries to submit at a later time, click
the Save button.
12. Once all your leave is recorded click the Submit button.
13. Congratulations! You have completed the simulation for Entering Leave Taken (for
Exempt Employees).
End of Procedure.
Exempt Employee: Holiday Hours Worked Exempt employees are not compensated for hours worked in excess of 40 hours in the work
week. (Exempt employees are referred to as being 'auto-paid). However, if an exempt employee
works on a holiday, the employee will be compensated with the leave type Comp Special Holiday
Worked. This provides the employee with comp leave earned and allows the employee to take the
leave at a different time of their choosing.
Important note: For employees who work an Alternate Work Schedule (AWS): It is
recommended that for the holiday week, you work a regular work schedule, as holiday pay will
be calculated based on an 8 hour work day (adjusted for part-time employees.) However, as an
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exempt employee, there is nothing you need to do in the system to accommodate the change in
work schedule.
Procedure
In this exercise you will enter hours worked on a holiday as an exempt employee.
Step Action
1. Begin by entering your user name and password.
Click the Login button.
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Step Action
2. Click the UVA Employee Self Service link.
3. Click the Time Entry link.
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Step Action
4. Click the Create Timecard button.
5. Note the timecard does not automatically include the holiday (which, for this
example, is Mon, Sep 2.) If you did not work the holiday, you will submit a blank
timecard.
If you worked the holiday, follow the next few slides.
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Step Action
6. Click the arrow for the drop-down list for the Hours Type / Hours Balance field.
7. If you worked the holiday, select the Hours Type Comp Special Holiday Worked
from the Hours Type list and enter the number of hours you worked.
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Step Action
8. Exempt Employees only:
Select Comp Special Holiday Worked from the list.
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Step Action
9. Click the drop-down to select your Assignment/Manager.
Step Action
10. Click your assignment number, manager name.
11. In this exercise, the employee worked four (4) hours on the holiday. The hours are
entered for you.
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Step Action
12. Click the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, click the Save button.
13. Click the Submit button.
14. You will see a confirmation that the timecard has been submitted successfully.
15. Congratulations! You have completed the simulation for entering hours worked on
a holiday (for an exempt employee).
End of Procedure.
Non-Exempt Employee: Entering Hours Worked and Leave Taken Non-Exempt Employees, are required to enter hours worked as well as leave taken for the pay
period. The system will automatically calculate overtime hours.
Important Note: If you are full-time, each week must reflect the expected amount of hours each
week (40 hours). If you are part-time each week must equal the amount of hours for each week.
Example: A part-time employee, who works 25 hours per week, must reflect 25 hours for each
Monday through Sunday in the bi-weekly timecard.
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You may not take off a day in one week and add it to the next week.
Procedure
In this exercise, you will enter hours worked and leave taken for a non-exempt employee.
Step Action
1. Begin by logging into the Integrated System.
Enter your Integrated System Username (your computing ID) and your Password.
Click on the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. To create a timecard for the current pay period, click the Create Timecard button.
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Step Action
5. Click the arrow for the drop down menu in the Assign/Mgr field.
Step Action
6. Click your assignment number/manager to confirm.
7. Notice your regular work schedule will be pre-populated for you.
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Step Action
8. Enter all hours worked. Overtime hours are entered by changing the number of
hours you actually worked on the day/date. The system will automatically calculate
the hours worked as overtime pay or straight pay.
Enter the number of hours worked into the Hrs field.
Enter "8" for Sat, Oct 12. a
9. In this exercise, you worked 4 hours on Oct 13th. Enter the number of hours worked
into the Hrs field.
Enter "4" for Sun, Oct 13 a.
10. To enter leave taken, click the arrow for the drop down menu for Hours
Type/Hours Balance.
You will see the leave types you are eligible followed by your leave balance.
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Step Action
11. Click the leave type you wish to use.
In this exercise, you will use University Leave.
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Step Action
12. Click the arrow for the drop down menu for the Assign/Mgr field.
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Step Action
13. Click the assignment number/manager to confirm.
Step Action
14. Scroll to the right to see the second week in the pay period.
15. To enter leave, remember to change the number of hours worked.
Enter the desired information into the Hrs field. In this exercise, you did not work
on Oct 17th. Enter "0" for Thu, Oct 17.You may also leave the field blank.
16. Enter the number of hours of leave you are taking into the Hrs field.
Enter "8" for Thu, Oct 17.
17. If you need to add another leave type, or you need to enter a combination of hours
worked and leave taken for a given day, you will click on the Add Another Row
button, and continue with the steps to enter the leave taken.
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Step Action
18. Click the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, you must click the Save button.
19. A summary of the hours worked and leave taken will display. Scroll down to see the
time detail which displays the calculation of overtime.
20. Click the Submit button.
Note: Do not submit the timecard until all of the hours have been entered. Once you
submit a timecard, you cannot make changes to it. Confirm that you have submitted
at least the required hours for each week.
21. You will see a confirmation that the timecard has been submitted successfully.
22. Congratulations! You have completed the simulation for entering hours worked and
leave taken (for non-exempt employee).
End of Procedure.
Non-Exempt Employee: Holiday Hours Note: Employees who work an Alternate Work Schedule (AWS): It is recommended that for the
holiday week, you work a regular work schedule, as holiday pay will be calculated based on an 8
hour work day (adjusted for part-time employees.) If you work your AWS for the week,
recognize that you may end up in a situation where you either need to take leave (to reach 40
hours in the week) or where you will be entitled to overtime pay (straight pay).
Procedure
In this exercise you will enter hours worked on a holiday as a non-exempt, regular schedule,
Monday-Friday employee.
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Step Action
1. Begin by entering your Integrated System User Name (your computing ID) and
your Password.
Click on the Login button.
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Step Action
2. Click the UVA Employee Self Service link.
3. Click the Time Entry link.
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Step Action
4. To create a timecard, click the Create Timecard button.
5. Notice the timecard includes the holiday. You do not have to enter the holiday
hours.
The holiday hours pre-populated on the timesheet is what pays you for the holiday,
whether or not you worked on the holiday.
Important: Deleting or removing the pre-populated holiday hours will reduce the
amount of your paycheck.
6. Click the drop-down arrow in the Assign/Mgr field.
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Step Action
7. Click the assignment number, manager name to select your manager.
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Step Action
8. Enter the number of hours you worked on the holiday in the Hrs field.
In this example you worked 4 hours.
Enter "4".
Step Action
9. Click the drop-down arrow in the Assign/Mgr field, and click on the assignment
number, manager name to select your manager.
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Step Action
10. Click the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, you must click on the Save button.
11. Scroll down the page to see the Time Detail information.
12. Notice that the time was captured as Comp Special Holiday Worked.
13. Click the Submit button.
14. You will see a confirmation that the timecard has been submitted successfully.
15. Congratulations! You have completed the simulation for entering hours worked on
a holiday (for non-exempt employees).
End of Procedure.
Non-Exempt Employee: Using Last Timecard Template Non-exempt employees, who do not have a standard schedule, may choose to use the last
timecard template. This allows you to simply change the default hours to the hours that were
submitted on your last timecard.
Procedure
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In this exercise you will change the default hours on a non-exempt timecard by using the last
timecard template.
Step Action
1. Begin by logging into the Integrated System.
Enter your User Name and Password.
Click the Login button.
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Step Action
2. Click the UVa Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click the Create Timecard button.
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Step Action
5. The timecard template will default to Work Schedule, which is the schedule set up
on the assignment.
Click on the arrow for the drop-down list for the Template field.
Step Action
6. Select Last Timecard from the list.
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Step Action
7. Click the Apply Template button.
8. The hours will change to the hours submitted on your last timecard.
9. Congratulations! You have completed the simulation for using the Last Timecard
template (for non-exempt employees).
End of Procedure.
Wage Employee: Entering Hours Worked If you are a wage employee, the timecard will be blank and display all of your active assignments
(jobs). The assignment is represented by a six-digit number to the left of your manager's name. If
you have multiple assignments the six-digit number will have a suffix for each additional
assignment. You must enter your actual hours worked for each day/date and assignment not
clicking the submit button until you enter all hours for all assignments.
Procedure
In this exercise you will enter hours worked on your timecard.
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Step Action
1. Begin by entering your Integrated System Username (your computing ID) and your
Password.
Click on the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click the Create Timecard button.
5. Click the arrow for the drop-down list for the Hours Type / Hours Balance
6. Since wage employees are eligible for Overtime Time and a Half Pay, you will see
this in the Hours Type list. However, you will not choose it since the system will
automatically calculate overtime based on the number of hours you enter in the
timecard.
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Step Action
7. Select Hours Worked from the list.
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Step Action
8. Click the arrow for the drop-down list for the Assign/Mgr field.
Step Action
9. If you have more than one assignment and manager, you will see them listed here. In
this example, Matthew has three assignments, each with a different manager.
Employees are responsible for knowing their assignment number, particularly when
they have multiple assignments.
Select the assignment number and manager for the hours worked.
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Step Action
10. Enter the number of hours worked.
Enter "4" for Mon, Oct 07
11. Enter the number of hours worked.
Enter "2" for Tues, Oct 08
12. Enter the number of hours worked.
Enter "4" for Wed, Oct 09
13. Enter the number of hours worked.
Enter "2" for Thu, Jul 09
14. Enter the number of hours worked.
Enter "4" for Fri, Oct 11
15. If you worked hours for a different assignment, click on the Add Another Row
button, select the other assignment/manager, and enter the hours in that row.
Click on the Add Another Row button.
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Step Action
16. Click the arrow for the drop-down list and select Hours Worked.
17. Click the arrow for the drop-down list and select the assignment
number/manager.
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Step Action
18. Enter the number of hours worked.
Enter "4" for Mon, Oct 07
19. Enter the number of hours worked.
Enter "4" for Wed, Oct 09
20. Enter the number of hours worked.
Enter "4" for Fri, Oct 11
21. Click the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, you must click on the Save button.
22. Review the hours you entered on the timecard and click on the Submit button.
Note: Do not submit the timecard until all of the hours have been entered. Once you
submit a timecard, you cannot make changes to it.
23. You will see a confirmation that the timecard has been submitted successfully.
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Step Action
24. Congratulations! You have finished the simulation for entering hours worked (for
wage employee).
End of Procedure.
Multiple Assignments: Entering Hours Worked If you are a non-exempt employee and have an additional wage assignment, you must enter your
hours on the same timecard. If you have multiple managers for your assignments, the hours for
all assignments will be reported to all of the managers.
Procedure
In this exercise you will enter hours worked on multiple assignments.
Step Action
1. Begin by entering your Integrated System Username (your computing ID) and your
Password.
Click on the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click the Create Timecard button.
5. If you are a salaried employee and there are any holidays in the pay period, the
hours will default to the first line.
Click the arrow for the drop-down list for the Hours Type / Hours Balance
6. If you are eligible for Overtime Time and a Half Pay, you will see this in the Hours
Type list. However, you will not choose it since the system will automatically
calculate overtime based on the number of hours you enter in the timecard.
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Step Action
7. Select Hours Worked from the list.
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Step Action
8. Click the arrow for the drop-down list for the Assignment/Manager field.
Step Action
9. If you have more than one assignment and manager, you will see them listed here. In
this example, Samuel has two assignments, but the same manager for both.
Select the assignment number and manager for the hours worked.
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Step Action
10. Enter the number of hours worked.
Enter "4" for Mon, Oct 21
11. Enter the number of hours worked.
Enter "2" for Tues, Oct 22
12. Enter the number of hours worked.
Enter "4" for Wed, Oct 23
13. Enter the number of hours worked.
Enter "2" for Thu, Oct 24
14. Enter the number of hours worked.
Enter "4" for Fri, Oct 25
15. If you worked hours for a different assignment, click on the Add Another Row
button, select the other assignment/manager, and enter the hours in that row.
Click on the Add Another Row button.
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Step Action
16. Click the arrow for the drop-down list and select Hours Worked.
17. Click the arrow for the drop-down list and select the assignment
number/manager.
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Step Action
18. Enter the number of hours worked.
Enter "4" for Mon, Oct 21
19. Enter the number of hours worked.
Enter "4" for Wed, Oct 23
20. Enter the number of hours worked.
Enter "4" for Fri, Oct 25
21. Click the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, you must click on the Save button.
22. Review the hours you entered on the timecard and click on the Submit button.
Note: Do not submit the timecard until all of the hours have been entered. Once you
submit a timecard, you cannot make changes to it.
23. You will see a confirmation that the timecard has been submitted successfully.
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Step Action
24. Congratulations! You have finished the simulation for entering hours worked (for
wage employee).
End of Procedure.
Shift Differential: Entering Start and Stop Times If you are eligible for shift pay, you must record your hours worked on a given day by entering
your start and stop times.
Procedure
In this exercise you will enter start and stop times as a shift employee to record your hours.
Step Action
1. You will enter your Integrated System Username (your computing ID) and
Password.
Click on the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click on the Create Timecard button.
5. If there are any holidays in the pay period, the hours will default to the first line.
Click on the arrow for the drop-down list for the Hours Type / Hours Balance
field.
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Step Action
6. Select Hours worked from the list.
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Step Action
7. Click on the arrow for the drop-down list for the Assignment/Manager field.
Step Action
8. If you have more than one assignment and manager, you will see them listed here.
Select the assignment number and manager for the hours worked.
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Step Action
9. Enter the time you started work into the Start field. Enter "11:00 pm" for Mon, Oct
07.
Time must be entered in this format. a
10. Enter the time you took your break in the Stop field for the same day.
Enter "03:00 am".
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Step Action
11. Click on the arrow for the drop-down list for the Hours Type / Hours Balance
field and select Hours Worked from the list.
12. Click on the arrow for the drop-down list for the Assignment/Manager field and
select your assignment number/manager.
13. Notice that even though these hours actually cover Monday night, through Tuesday
morning, all of the hours will show up for Monday.
The pay period runs from 12:00 am Monday through 11:59 Sunday. However,
hours entered on the last Sunday of the pay period, even if they go into Monday
morning, will be entered on Sunday.
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Step Action
14. Enter the time you started again after your break in the Start field.
Enter "03:30 am".
15. Enter the time you're finished for the day in the Stop field, and then continue to enter
your start and stop times in the other days. (The times have been entered for you for
this simulation.)
If you enter your time on a daily basis, you must Save the timecard rather than
submit it.
16. Do not enter the total number of hours. The system will calculate the number of
hours based on your start and stop times.
17. Optional: Add additional information for your manager in the Comments field.
18. Click on the Continue button.
Please note: Continue does not save the timecard. The timecard will not be saved
until it has been submitted. If you wish to save your entries and submit at a later
time, you must click on the Save button.
19. Click on the Submit button when you are ready to submit your timecard to your
manager for approval.
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Step Action
20. To see the timecard detail which shows the shift differential calculated, you must
scroll down to see the time detail (before you submit.)
21. You will see a confirmation that the timecard has been submitted successfully.
22. Congratulations! You have completed the simulation on entering start and stop
times for hours worked.
End of Procedure.
Reviewing Timecards Click on “See It” to see the simulation or “Try It” to interact with the simulation.
Procedure
In this exercise you will review your timecards that were previously submitted and approved.
Step Action
1. Begin by logging in to the Integrated System using your Username and Password.
Click the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Time Entry link.
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Step Action
4. Click on the Details of Timecard button.
5. The details of the timecard display.
Current pay period only: If you realize you entered wrong information and need to
correct the timecard, contact your manager and have him/her reject your timecard.
The timecard will then be available for you to correct and resubmit.
6. Congratulations! You have completed the simulation for Reviewing Timecards.
End of Procedure.
Resubmitting Timecards If your manager sees anything questionable on your timecard, the manager has the option to reject
(send back to you) your timecard. You will receive a notification in your work list if your
timecard is rejected by your supervisor. The manager will enter the question in the comment
section.
Procedure
In this exercise you will find the notification from the manager who rejected your timecard.
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Step Action
1. The notification that the timecard was rejected by your manager, will display in your
work list. You can click on the notification to see the comments.
You will also receive an e-mail that your timecard was rejected, and the comments
will display in the e-mail.
Step Action
2. This step is optional, but if you want to see the comments, you can click on the
notification.
Click on the notification.
3. Any comments written by your manager will display.
4. Click on the OK button.
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Step Action
5. Return to the Navigator to edit and resubmit your timecard.
Click the UVA Employee Self-Service link.
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Step Action
6. Click the Time Entry link.
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Step Action
7. Click the Update button.
8. In this exercise the manager did not see an entry for one of your days off.
Click the arrow for the drop-down list for the Hours Type / Hours Balance field.
Step Action
9. Select the appropriate leave type from the list.
Click on University Leave/161.
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Step Action
10. Click the arrow for the drop-down list for the Assign/Mgr field.
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Step Action
11. Click the assignment number, manager name to select your manager.
Step Action
12. Enter the number of hours in the field.
Enter "8".
13. Click the Continue button.
14. Click the Submit button.
15. You will see a confirmation that the timecard has been submitted successfully.
16. Congratulations! You have completed the simulation for resubmitting timecards.
End of Procedure.
Payslip UVa employees may view their pay statements online only-pay statements will not be mailed.
Employees view their online payslip through Employee Self-Service.
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Viewing Your Payslip
Procedure
In this exercise you will view your payslip in the Integrated System.
Note: The amount and personal information for this example employee is hidden.
Step Action
1. Begin by entering your Integrated System User Name (your computing ID) and
your Password.
Click the Login button.
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Step Action
2. Click the UVA Employee Self-Service link.
3. Click the Payslip link.
4. Your most recent payslip will display.
Note: Some of the personal information in the fields is hidden.
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Step Action
5. To view a prior payslip, click on the down arrow button to the right of the Choose a
Payslip field.
6. A list of your previous payslips will display.
Click on a payslip to select it from the list.
7. Click the Go button.
8. If you want to print your payslip, use the browser's printer icon.
9. Click on Logout to exit from your payslip and the system, or on Home to exit from
your payslip but stay in the system.
10. Congratulations! You have completed the simulation on Viewing Your Payslip.
End of Procedure.
Veterans Status & Disability Information The University of Virginia is an equal opportunity/affirmative action employer. In an effort to
meet its affirmative action, nondiscrimination objectives, and in order to comply with federal and
state laws, regulations and guidelines, you are urged to complete the Veteran Status and
Disability Self-ID forms providing the information requested. Please note that provision of this
information is voluntary. If provided, this information will be handled confidentially except that
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supervisors and managers may be informed regarding restrictions on the work or duties of
disabled persons and regarding restrictions on the work or duties of disabled persons and
regarding necessary accommodations. First aid personnel may be informed, when and to the
extent appropriate, if the condition might require emergency treatment. Failure to provide this
information will not subject you to any adverse treatment.
Updating Veterans Status
Procedure
In this exercise you will update your Veterans Status in UVA Employee Self-Service.
Step Action
1. Begin by logging in to the Integrated System using your Username and Password.
Click the Login button.
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Step Action
2. After clicking UVa Employee Self-Service, click the Personal Information link.
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Step Action
3. In the "Basic Details" section, click the Update button.
Step Action
4. Select the radio button for the type of change you need to make. In this example
enter new information.
Click the Next button.
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Step Action
5. Select the Help icon to determine the appropriate status to select.
Click the Long Tip button.
6. Click the vertical scrollbar.
7. Click the OK button.
8. In this example enter "Not a Veteran" in the Veteran Status (VETS100A) to satisfy
the regulation.
View tip for more information about the regulations.
9. Click the Search for Veteran Status (VETS100A) button.
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Step Action
10. Click the Go button.
11. Click the vertical scrollbar.
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Step Action
12. Click the Quick Select button next to the appropriate veteran status.
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Step Action
13. Once the information is updated, click the Next button.
14. To receive access to your W-2 information earlier than waiting for the paper version
to arrive in the mail, use this page to opt-out of receiving a paper W-2.
Also, you may update your US Ethnic Origin if incorrect.
Step Action
15. In this exercise, you will not request a change in your W-2 delivery or your US
Ethnic Origin status.
Click the Next button.
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Step Action
16. Confirm the Changed Items.
Click the Submit button.
17. Note: You will be notified by e-mail with this update.
18. Congratulations, you have completed the simulation for updating Veterans Status.
End of Procedure.
Entering Disability Self-ID The University is subject to the Vietnam Era Readjustment Assistance Act of 1974, Section 503
of the Rehabilitation Act of 1973, and the Americans with Disabilities Act Amendments Act of
2008 (ADAAA). Our commitment to equal opportunity requires that we work to eliminate
barriers that may exist for our employees with disabilities. We also have an affirmative
responsibility to employ and advance in employment individuals with disabilities and/or
protected veterans.
Procedure
In this exercise you will enter your Disability in Employee Self-Service.
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Step Action
1. Begin by logging in to the Integrated System using your Username and Password.
Click the Login button.
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Step Action
2. After clicking the UVa Employee Self Service link, click the Disability Self-
ID link.
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Step Action
3. The Disability Self-ID: Special Information page displays.
Click the Add button to add a new disability OR click the Update button to update
an existing disability.
In this exercise you will add a new disability.
Click the Add button.
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Step Action
4. Next, select the search icon to identify your impairment.
Click the Search button.
5. Click the Go button.
6. The list of options display. Click the Quick Select button next to the appropriate
value.
7. The Start Date defaults to today's date unless it is updated to reflect the actual start
date by selecting the calendar button. If the impairment is temporary in nature you
can identify the End Date.
8. Click the Apply button.
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Step Action
9. Note: The system will document only one disability. If you have more than one, you
must select the value "Multiple disabilities" instead of adding multiple types.
Click the Next button.
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Step Action
10. Review your changes. If incorrect, click the Back button.
In this example the changes are correct.
Click the Submit button.
11. The changes have been applied and no notification is sent.
12. Congratulations you have completed the simulation for entering a disability in Self
Service.
End of Procedure.
Banking All employees are required to enroll in direct deposit. Employees may add a maximum of two
accounts, which allows the employee to allocate a portion of their paycheck to a different
account.
Direct deposit benefits both the employee and the University. Benefits to the employee include:
1. No lost or stolen checks;
2. No unclaimed or un-cashed checks;
3. Elimination of long payroll and banking lines and wasted time cashing checks; and
4. Assurance that payments will be automatically deposited while on vacation, sick,
University leave or out of town.
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All employees have access to initiate and update direct deposit information online once they
receive a computing ID.
Setting up Direct Deposit
Procedure
In this exercise you will enter direct deposit information.
Step Action
1. Begin by logging in to UVa Employee Self-Service.
Click the Banking Information link.
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Step Action
2. Click the Add Deposit Payment button.
3. Press [Tab].
4. Enter the desired account name into the Account Name field.
Enter "Personal Checking".
5. Click the Account Type button.
6. In this exercise you will enter a checking account.
Click the Checking Account list item.
7. Enter the Account Number.
Enter "123456789".
8. Click in the Transit Code field.
9. Click the Search for Transit Code button.
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Step Action
10. Enter the desired information into the Search By field.
Enter "%".
11. Click the Go button.
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Step Action
12. In this exercise your bank and transit code is 'Bank of America' and '011000138'.
Click the Quick Select button.
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Step Action
13. Enter the Bank Name.
Enter "Bank of America".
14. Enter the Bank Branch.
Enter "Barracks Rd".
15. Click the Apply button.
16. If you choose, you may add one other account. To add an additional account, select
the Add Deposit Payment button.
In this exercise, you not add another deposit account.
17. Click the Continue button.
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Step Action
18. Review your banking information.
Click the Submit button.
19. Note: You will be notified by e-mail with this update.
20. Congratulations! You have completed the simulation on Setting up Direct Deposit.
End of Procedure.
Training Employees enroll in training and access their Grounds for Success learning modules via their
Learner>Learner Home.
Navigating the Learner Home page
Procedure
In this simulation you will navigate to an example Learner Home page where you can enroll in
courses, learning paths, learning certifications and take online classes.
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Step Action
1. Begin by logging into your UVa Employee Self-Service responsibility.
Click the UVA Employee Self-Service link.
2. Click the Learning link.
3. Click the Learner Home link.
4. The Learner Management Home tab lists all current and requested learning (see
Enrollments); as well as access to forums and chats.
Further down the screen there are Learning Paths and Learning Certifications. If
you are enrolled in either there will be additional information about each.
Learning Paths are suggested courses for a career development plan. Learners and
managers can create learning paths through Self Service.
Learning Certifications are a grouping of required courses needed for completion.
Learners can subscribe to and complete one-time and renewable certifications,
including regulatory certifications such as compliance training.
5. Search for courses, learning paths, and learning certifications using the Catalog tab.
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Step Action
6. The Browse Categories section may be used to drill down to view the
subcategories, courses, learning paths and learning certifications within that
category.
7. Another way to search for a course if you know the course name, is by typing the
course name in the search box. Use the drop-down button to change the search from
course, to learning path, learning certification, etc. or select the 'All' option in the
search box.
8. This page is an example of the search results found when browsing the category
titled "Certifications & Licenses".
You can click on the course name to view the course details and enroll into the class.
9. The Learning History tab displays the list of your completed learning.
10. The Enrollments section has detailed information for past enrollments. The 'Play'
button stays available to allow you to play completed online courses over and over
again.
11. For more specific information on each class, (e.g., date and time attended), click on
the Course Name link.
12. The Completion Date column is only available for online training.
13. The Learner Certifications section displays information about your subscribed
certifications with a status of completed and expired.
14. The Learner History section displays information about your previously subscribed
courses, classes, etc. that you moved to the Learning History tab.
15. Congratulations! You have completed this simulation on navigating the Learner
Home page.
End of Procedure.
Enrolling in a class
Procedure
In this example you will search for and enroll in a class.
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Step Action
1. Begin by logging into your UVa Employee Self-Service resonsibility.
Click the UVA Employee Self-Service link.
2. Click the Learning link.
3. Click the Learner Home link.
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Step Action
4. Enter a keyword into the Search field.
Enter "PO2".
5. Click the Go button.
6. Note: If the class you searched for does not display, contact
[email protected] for assistance.
In this example, the course (PO2) is available.
7. There are two options to enroll in a course.
If you need to view the course details (objectives and description) before enrolling
in the course, then click on the Course Name link.
8. If you are ready to enroll in the course and do not need additional information, click
the Choose or Enroll in class icon.
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Step Action
9. In this example, you are ready to enroll in the course.
Click the Choose or Enroll in class icon.
10. Enter a PTAO in the Enrollment Details section only if there is a fee associated
with the course.
Otherwise, proceed to the next step.
Note: Most courses currently do not charge a fee!
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Step Action
11. Click the Apply button.
12. An enrollment Confirmation displays.
13. The course is listed in the Current Learning tab until you attend the class or
complete the online course.
14. Congratulations! You have completed the simulation on how to enroll in a class.
End of Procedure.
Enrolling in a Learning Certification Learning Certifications provide learners the opportunity to subscribe to and complete one-time
and renewable certifications.
Procedure
In this example you will subscribe to a Learning Certification.
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Step Action
1. Click the UVA Employee Self-Service link.
2. Click the Learning link.
3. Click the Learner Home link.
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Step Action
4. Select Learning Certification in the Search box.
5. If you are unsure of the certificate name, use the Browse Catalog option to select
Certifications & Licenses to view a list of all certificates.
6. Enter the name of the certificate you would like to subscribe to in the Search field.
In this example, you will search for the "Grounds for Success" certification.
Enter "Grounds for Success".
7. Click the Go button.
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Step Action
8. Select the certificate you would like to subscribe.
Click the Grounds for Success link.
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Step Action
9. Click the Subscribe button.
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Step Action
10. Click the Finish button.
11. Component Status Meanings:
Active: Learner has enrolled in the course and may have started the training.
Planned: Learner has not enrolled in the course.
Completed: Learner has completed the course.
Step Action
12. Click the Choose or Enroll in class button.
Note: You will need to enroll in each component (course) listed in the certification.
If you are already enrolled in one of the courses you will have Active listed in the
Component Status field.
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Step Action
13. Click the Apply button.
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Step Action
14. Click the Play button.
Step Action
15. Click the Start button to begin the training.
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Step Action
16. Once you have completed the training click the Return to Home button to return to
the certificate.
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Step Action
17. Click the Play button for the remainder of the courses to complete the certification.
After completion of all the required courses click the Learning Management
Home tab to return to your Learner Home page.
18. On your Learning Management Home page at the bottom under Learning
Certifications you will see your certification status has been updated to certified and
your progress as completed.
If you have not completed the certificate you can click on the certification name to
see what components still need completing.
19. Congratulations! You have completed this simulation on enrolling in a Learning
Certification.
End of Procedure.
Enrolling in a Learning Path Learning Paths provide learners the opportunity to subscribe to a series of classes required to
receive a responsiblity or complete a program.
Procedure
In this exercise you will enroll in a Learning Path.
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Step Action
1. Begin by logging into your UVa Employee Self-Service responsibility.
Click the UVA Employee Self-Service link.
2. Click the Learning link.
3. Click the Learner Home link.
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Step Action
4. Click the Search Arrow button to see the list of values.
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Step Action
5. Select Learning Path from the list of values.
Step Action
6. Enter a keyword into the Search field.
Enter "HR".
7. Click the Go button.
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Step Action
8. In this example, you will enroll in the HRMS: Student & Faculty Wage Approver
Learning Path.
Click the HRMS: Student & Faculty Wage Approver link.
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Step Action
9. Click the Subscribe button.
10. Note: The previously completed courses in this Learning Path say "Already
Enrolled."
Only the required courses that are not complete will have the radio button selected in
the Select column.
Click the Enroll button.
Clicking the Enroll button does not enroll you in the individual class dates for
each course.
11. Note that two of the four components (courses) for this Learning Path are complete.
You must enroll in the other two courses.
Click the Find Offerings button.
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Step Action
12. The available offerings display.
Click the HR: Hiring Employees-IS link.
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Step Action
13. The available class displays.
Click the Enroll button.
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Step Action
14. In this example, there is no fee to take this class.
Click the Apply button.
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Step Action
15. The course displays in your Learning Management Home screen. To take the course,
click the Play button.
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Step Action
16. After completion of the course, click the Return to Home button.
17. Congratulations! You have completed the simulation on Enrolling in a Learning
Path.
End of Procedure.
Canceling out of a Class If your plans change and you cannot attend your scheduled class, you must cancel your
enrollment to allow another student to enroll in the class.
Procedure
In this exercise you will cancel out of a class.
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Step Action
1. Begin by logging into your UVa Employee Self-Service responsibility.
Click the UVA Employee Self-Service link.
2. Click the Learning link.
3. Click the Learner Home link.
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Step Action
4. Navigate, via Learner Home, to the Learning Management Home page and the
Current Learning tab.
Locate the course (Enrollments) you wish to cancel.
For this example, you wish to cancel the course called "Paper Pieced Quilting
Techniques".
Click the Unenroll icon.
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Step Action
5. Click the drop down arrow to view the New Status item list.
6. Click the Cancelled list item.
7. Click the drop down arrow list for the Reason field.
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Step Action
8. Click the Self cancellation list item.
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Step Action
9. Click the Finish button.
10. The Confirmation page displays. The course is no longer listed on the Current
Learning tab.
11. Congratulations! You have completed the simulation on canceling out of a class.
End of Procedure.
Accessing Your Grounds for Success eLearning Modules
Accessing Your Grounds for Success eLearning Modules
WHEN
You will have access to your eLearning modules the day after you attend the Grounds for
Success in-person class. You should complete these modules within your first two weeks of
employment.
Take them at your own pace. You do not have to complete them in one sitting. In fact, if you need
to exit in the middle of a module, the system will remember where you left off and you can
resume at that same point later.
WHAT
Grounds for Success eLearning includes:
Getting Paid (15 minutes)
The module provides information about important Payroll concepts, including when you are paid,
how to record your time for payroll purposes, and how to read your payslip. It also introduces you
to other actions that you must take, such as completing your tax forms and setting up direct
deposit.
Benefits & Leave (45 minutes)
The goal of this module is to introduce you to some of the most popular benefits available to you
as an employee of the University of Virginia. We want you to make the best benefit choices for
you and your family. This module provides information about the options available for the
benefits, questions you should consider as you select your benefits, instructions for enrolling in
your benefits, and the timetable required for you to take action.
Policies & Practices (15 minutes)
The purpose of this module is to introduce you to important policies and practices that all
employees at the University of Virginia observe. You’ll learn more about standard employment
policies at U.Va., Virginia state laws and policies, as well as university-specific policies and
practices.
Safety & Security (15 minutes)
We all play a part in keeping our university community safe and secure. Learn more about safety
at U.Va. and the role you play in maintaining a safe and secure community. Designed for new
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employees, this module focuses on physical safety and security, workplace violence, emergency
preparedness, and workplace health and safety.
In addition, you should complete two other elearning modules required for new hires: Emergency
Preparedness and Hoos Making a Safer Community . These have all been assigned to your
learning plan.
HOW
In order to access your elearning modules, you need to know two things:
1. Your computing ID . This is also the first part of your U.Va. e-mail address
( jw2ga @virginia.edu (mailto:[email protected]) ). You can get this from your manager or
your local service provider (LSP).
2. Your Self-Service password . Your password is mailed to your home address. If you have
not yet received your password, contact the HR Service Center at 434-982-0123 or
[email protected] (mailto:[email protected]) to request a password reset so that you can
access your eLearning modules without waiting to receive your password in the mail.
We also suggest that you get the following items together before you begin your elearning
modules:
· Know your employee type. Selecting the correct employee type ensures that you receive the
right information in some of the elearning modules. Your employee type is included in your offer
letter. If you don’t know your employee type, ask your manager or talk to your HR
representative.
· The folder you received in your Grounds for Success in-person class. This has some helpful
documents to review as you are completing the elearning modules.
Procedure
In this exercise you will access your Grounds for Success eLearning modules in the Integrated
System.
Go to www.hr.virginia.edu to log into the Integrated System.
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Step Action
1. Begin by logging into the Human Resources website.
Click the SSTL link.
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Step Action
2. Enter your computing ID into the User Name field.
3. Enter your Self-Service password into the Password field.
4. Click the Login button.
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Step Action
5. Click the UVA Employee Self-Service link.
6. Click the Learning link.
7. Click the Learner Home link.
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Step Action
8. Click the Grounds for Success link.
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Step Action
9. You must enroll in each module separately. Click the Choose or Enroll in class
button for the first module.
Step Action
10. Click the Apply button.
Repeat steps 10 and 11 for each of the other modules.
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Step Action
11. Click the Play button to launch a module.
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Step Action
12. Click the Start button to begin the training.
If you need to exit in the middle of a module, your place will be saved and you can
pick up where you left off.
Step Action
13. When you have completed the module, click the Return to Learner Home button
to go back to your learning certification and access another module.
14. Congratulations! You have completed the simulation on Accessing Your Grounds
for Success eLearning Modules.
End of Procedure.