TBR Service Center€¦ · TBR Service Center Service Center Training – Leave and Attendance Reporting Process Manual Page 4 of 14 D. Available Leave Balances Leave is earned after

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Service Center Training – Leave and Attendance Reporting Process Manual Page 1 of 14

LEAVE AND ATTENDANCE REPORTING

Description: All employee time and leave entry will occur in Banner Self-Service. Supervisor approvals will also

be provided in Banner Self-Service. TBR Service Center Payroll will receive all payroll submissions directly from

the Banner system.

Table of Contents

Step 1. Leave & Attendance Reporting (LR) Terms and Definitions ...................................................................................... 2

A. User Role Definitions ................................................................................................................................................. 2

B. Transaction Statuses ................................................................................................................................................. 2

Step 2. LR Overview ............................................................................................................................................................... 3

A. Log into My TCAT Portal ............................................................................................................................................ 3

B. Leave Report Selection and Use ............................................................................................................................... 3

C. Leave Report Guidelines ............................................................................................................................................ 3

D. Available Leave Balances .......................................................................................................................................... 4

Step 3. Leave Reporting for Exempt Employees ................................................................................................................... 5

A. Enter Leave Taken ..................................................................................................................................................... 5

B. Enter Comments ........................................................................................................................................................ 6

C. Previewing (Printing) the Leave Report ..................................................................................................................... 6

D. Submit for Approval .................................................................................................................................................... 7

E. Restarting the Leave Report ...................................................................................................................................... 7

Step 4. Time and Leave Reporting for Non-Exempt Employees ........................................................................................... 8

A. Enter Time and Leave Taken ..................................................................................................................................... 8

B. Copying Time ............................................................................................................................................................. 9

C. Enter Comments ...................................................................................................................................................... 10

D. Previewing (Printing) the Leave Report ................................................................................................................... 11

E. Submit for Approval .................................................................................................................................................. 11

F. Restarting the Leave Report .................................................................................................................................... 12

Step 5. Leave Reporting for 9 / 10 Month Faculty ................................................................................................................ 12

Step 6. Approve Web Time Entry ......................................................................................................................................... 13

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Step 1. Leave & Attendance Reporting (LR) Terms and Definitions

The implementation of LR enables Clerical and Support Staff (Non-Exempt Personnel) to report their hours worked

and exempt and non-exempt staff to report their leave taken on Web-based reports via Banner Self-Service. Banner

Self-Service is available 24 hours a day, seven days a week, and 365 days a year. The LR system is used to report

hours worked and approved leave taken each month to Payroll Services. The departments’ internal procedures for

requesting and approving leave should remain in place.

A. User Role Definitions

There are several user roles used in the LR module. Users may be assigned more than one role in the Leave &

Attendance Reporting Process.

User Role Definition

Originator The originator is the employee and the creator of the report. Once an originator opens a leave and attendance report the status changes from Not Started to In Progress. Only the originator can enter time and leave and submit the In Progress report for approval.

If the originator is unable to complete their leave and attendance report, they should notify their supervisor. The supervisor will contact Payroll for guidance and assistance in order to complete the time and leave process for the employee. The originator can make changes to the leave and attendance report while the report is in an In Progress, Returned for Correction, or Error status. The originator may not make changes after the report has been submitted for approval.

Approver Approvers are typically the head of a department. Approvers have the ability to modify, return, and/or approve leave and attendance reports submitted by the originator. An approver’s action is required for the leave report to be processed through the system. Should an approver return or modify an employee’s report, the approver must promptly notify the employee of those changes.

Proxy A proxy is someone who can act on another person’s behalf to approve or access a leave and attendance report. All approvers will set up their immediate supervisor as a proxy. This will be who approves your time and leave. Users with a proxy role in Leave Reporting have the ability to act and assume all privileges for another person for approval of leave.

FYI / Acknowledge

An FYI/Acknowledge role is usually for one that monitors a group of employees to ensure leave is reported correctly and appropriate leave forms are submitted.

B. Transaction Statuses

A leave and attendance report is assigned a status as it progresses through the LR process. Possible statuses

are:

User Role Definition

Not Started The report has not been opened for the reporting period

In Progress The report has been opened for the reporting period

Pending The report has been submitted for approval

Error / Warning The leave and attendance report will show a warning message for the following reasons:

• Hours entered, or hours listed under earnings codes that do not accrue leave (i.e. jury leave, bereavement, other paid leave, etc.)

• Employee does not have enough annual or sick leave to cover the hours entered

• Leave report is submitted for approval with zero hours entered

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Any reports in error or warning status should be carefully reviewed to ensure that time has been entered correctly

Returned for Correction

The report has been returned for correction by the approver to the originator. The necessary corrections must be made and the report must be resubmitted and rerouted through all approvers before the Submit by Date that appears on the leave report

Approved The department/unit head has approved the report. It will be submitted to Payroll Services for final processing

Completed The report has been successfully approved by all approvers and Payroll and any reported leave usage has been deducted from appropriate leave balances. The employee’s leave record has been updated

Step 2. LR Overview

A. Log into My TCAT Portal

All leave and attendance reporting activities will occur in Banner Self-Service. Banner Self-Service is accessible

through the My TCAT Portal.

1. Go to Banner Self-Service, accessible within the My TCAT Portal 2. Enter your Banner username and password. If you have not received your Banner username or

password, contact your supervisor

B. Leave Report Selection and Use

Once you open your leave report, even if you do not make entries, its status changes from Not Started to In

Progress. Once you start your leave report, only you can complete and submit it for approval.

You may access your leave report as many times as you like during the reporting period; all time does not have to

be entered at once. However, once you have submitted your leave report for approval, you cannot make any

changes.

We recommend you use the copy feature if you work the same number of hours and days each week. The copy

instructions can be found in Step 4C.

C. Leave Report Guidelines

Employees are strongly encouraged to enter their time and leave throughout the month. Employees should

have their report completed and submitted for approval no later than the morning of the next business

day following the end of the reporting period. The approver(s) have two additional business days after the

submission deadline to review, return for correction, and approve their employee’s leave report.

The leave report is organized in a grid format. Days of the week are displayed across the top of the grid; possible

types of leave earnings are listed along the left of the grid; and hyperlinks titled Enter Hours are displayed for

each date and leave earnings type.

Time and Leave must be entered for each appropriate day of the reporting period and can be copied to multiple

days.

The leave report displays one week at a time. To advance to the next week of the leave period, click on the Next

button. Click the Previous button to return to the previous week of the leave period.

http://www.portal.tbr.edu/

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D. Available Leave Balances

Leave is earned after working half of the month, but it is not available for use until the next pay period. For

example, if your pay period lasts from the 1st of the month to the end of the month, you will earn leave around the

16th, but it will not be accrued and available for utilization until the 1st of the following month.

To view additional information regarding available leave balance and accrual policies, please review the Annual

Leave : 5:01:01:01 policy on the TBR Policy and Guidelines website.

https://policies.tbr.edu/policies/annual-leave

https://policies.tbr.edu/policies/annual-leave

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Step 3. Leave Reporting for Exempt Employees

Exempt employees will not report hours worked, only leave taken. The employee’s Leave Report will be available on

the first workday of each pay period or later if the first work day (employment date) is after the start of the pay period.

A. Enter Leave Taken

Employees should report leave, throughout the pay period. Waiting until the end of the period could jeopardize

pay if you are out unexpectedly during the week the Leave Report is due.

Follow the instructions in Step 2 to access the Leave Report. Once the Leave Report is open you will:

1. Click the Enter Hours hyperlink for the appropriate date and leave earning code 2. After the screen refreshes, enter the number of hours of leave taken (e.g., annual, sick, bereavement, jury

duty) in the Hours field

3. Time must be reported in whole hours and tenths of an hour (e.g., 7.3 = 7 hours & 15 minutes). a. The chart below provides the tenth of an hour breakdown by number of minutes:

Tenths of an Hour # of Minutes

.1 hour 1 – 6 minutes









Note: You may only apply leave that is available within the Web-Time Entry system. Please see Step 2D

for additional details.

4. After entering leave into the Hours field, Save your entry and click Enter Hours on the next day to complete additional entries

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B. Enter Comments

You may add comments to your leave and attendance report. Comments can be edited or deleted before a leave

report has been submitted for approval. Once your leave report has been submitted for approval, your comments

become a permanent record. Comments are not confidential; approvers can view these comments when

reviewing the leave report.

1. Click on the Comments button

2. Enter your message 3. Click Save 4. Return to the Leave Report 5. Comments are required for:

a. Bereavement Leave: List your relationship to the deceased relative in the comments with the dates of absence (example 04/07/09-04/09/09 bereavement leave for mother)

b. Other Paid Leave: List the reason you were absent and receiving pay for that day (example: Administrative Closing)

C. Previewing (Printing) the Leave Report

You may preview your leave and attendance report by following the instructions below:

1. Click the Preview button 2. The preview feature displays the leave period horizontally across the Web page 3. Use the horizontal scroll bar to view days not displayed in the initial view

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Note: The Leave Reporting System is designed as a “paperless” system. If you must print a copy of your

electronic leave report, the Preview screen is the recommended screen for printing. Ensure your print setting

is set for landscape printing. As Banner is a paperless system, and not designed for printer friendly purposes,

it is unlikely that your leave report will print on one page.

D. Submit for Approval

Even if you do not take leave for a given period, you will still need to submit the leave report.

The submit button should only be used after all leave has been entered, previewed, and is ready for approval.

Once the leave report has been submitted for approval, the originator can no longer make changes.

Do not submit your leave report before the last day of the leave period unless you know you will be absent on that

day. In that case, the absence may be recorded, and the report may be submitted early.

1. Before submitting your leave report for approval, click the Preview button (see Step 3C) to review your entries CAUTION: Be careful when entering leave, as very few error checks take place upon submission. For

example, if you enter 75 hours instead of 7.5 hours in a single day, the system will NOT reject the entry.

2. If no corrections are needed, click on the Submit for Approval button

3. The Submit by Date on the Leave Report is the date the Approver must have the report to payroll 4. The employee must submit their Leave Report to their approver by the end of business on the day after

the reporting period ends Note: Time is reported in arrearage. Using the month of February as an example, if payroll is reported

mid-month, the reporting period would be from 2/16/18 to 3/15/18 and the Leave Report would be

submitted by 3/16/18. If payroll is submitted at the end of the month, the payroll period would be from

2/1/18 to 2/28/18 and the Leave Report would be submitted by 3/1/18.

5. After the leave report is submitted, the status will change from In Progress to Pending 6. The report will remain in a Pending status until the designated approver takes an action 7. At this point you may review the leave report, but you may not make any changes unless your approver

requests a correction

E. Restarting the Leave Report

If you make errors while entering your leave, you can clear the entire leave report while it is in an In Progress,

Returned for Correction, and Error status by clicking on the Restart button. Restarting a leave report will clear

all entries and return the report status to In Progress.

1. Click on the Restart button

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2. A confirmation screen will appear 3. Click on the Submit button to confirm the restart 4. The leave report will reappear with no time entered in any fields 5. Begin entering leave

Step 4. Time and Leave Reporting for Non-Exempt Employees

Non-Exempt employees report hours worked, as well as any leave taken, throughout the month, by submitting the

Leave Report on the day after the reporting period ends (or the last business day after the reporting period ends).

A. Enter Time and Leave Taken

Employees should report time and leave, throughout the pay period. Waiting until the end of the period could

jeopardize pay if you are out unexpectedly during the week the Leave Report is due.

Follow the instructions in Step 2 to access the Leave Report. Once the Leave Report is open you will:

1. Click the Enter Hours hyperlink for the appropriate date and leave earning code 2. After the screen refreshes, enter the number of hours worked (regular work hours) or leave taken (e.g.,

annual, sick, bereavement, jury duty) in the Hours field

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3. Time must be reported in whole hours and tenths of an hour (e.g., 7.3 = 7 hours & 15 minutes). a. The chart below provides the tenth of an hour breakdown by number of minutes:

Tenths of an Hour # of Minutes










Note: You may only apply leave that is available within the Web-Time Entry system. Please see Step 2D

for additional details.

4. After entering leave into the Hours field, you can either Save your entry and click Enter Hours on the next day to complete additional entries or Copy your entry to other days. See Step 4C for instructions regarding copying time.

B. Copying Time

The copy feature of Leave Reporting is useful when you wish to enter the same number of hours for multiple

days. This is recommended for non-exempt regular staff. Hours must be entered in the Hours field (see Step

4A) prior to copying time.

1. Click the Copy button 2. The Copy screen will display a checkbox for each day of the pay period. You can either:

a. Click on the checkbox for each day to which you would like to copy hours b. Click on the single checkbox Copy from date displayed to end of the pay period to copy hours

from the date that was selected to the end of the leave period i. Ensure the Include Saturdays and Include Sundays checkboxes are not checked

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Note: Use caution when selecting this option to ensure that the system has not included days which you

did not work (I.e. Saturday & Sundays).

3. Click on the Leave Report button to return to your leave report Note: You do not need to click the Copy button again when copying hours. Once you enter a check in the

checkbox, the system understands you want to copy hours to that day or period.

C. Enter Comments

You may add comments to your leave and attendance report. Comments can be edited or deleted before a leave

report has been submitted for approval. Once your leave report has been submitted for approval, your comments

become a permanent record. Comments are not confidential; approvers can view these comments when

reviewing the leave report.

1. Click on the Comments button

2. Enter your message 3. Click Save 4. Return to the Leave Report 5. Comments are required for:

a. Bereavement Leave: List your relationship to the deceased relative in the comments with the dates of absence (example 04/07/09-04/09/09 bereavement leave for mother)

b. Other Paid Leave: List the reason you were absent and receiving pay for that day (example: Administrative Closing)

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D. Previewing (Printing) the Leave Report

You may preview your leave and attendance report by following the instructions below:

1. Click the Preview button 2. The preview feature displays the leave period horizontally across the Web page 3. Use the horizontal scroll bar to view days not displayed in the initial view

Note: The Leave Reporting System is designed as a “paperless” system. If you must print a copy of your

electronic leave report, the Preview screen is the recommended screen for printing. Ensure your print setting

is set for landscape printing. As Banner is a paperless system, and not designed for printer friendly purposes,

it is unlikely that your leave report will print on one page.

E. Submit for Approval

The submit button should only be used after all time and leave has been entered, previewed, and is ready for

approval. Once the leave report has been submitted for approval, the originator can no longer make changes.

Do not submit your leave report before the last day of the leave period unless you know you will be absent on that

day. In that case, the absence may be recorded and the report may be submitted early.

1. Before submitting your leave report for approval, click the Preview button (see Step 4D) to review your entries CAUTION: Be careful when entering leave, as very few error checks take place upon submission. For

example, if you enter 75 hours instead of 7.5 hours in a single day, the system will NOT reject the entry.

2. If no corrections are needed, click on the Submit for Approval button

3. The Submit by Date on the Leave Report is the date the Approver must have the report to payroll 4. The employee must submit their Leave Report to their approver by the end of business on the day after

the reporting period ends

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Note: Time is reported in arrearage. Using the month of February as an example, if payroll is reported

mid-month, the reporting period would be from 2/16/18 to 3/15/18 and the Leave Report would be

submitted by 3/16/18. If payroll is submitted at the end of the month, the payroll period would be from

2/1/18 to 2/28/18 and the Leave Report would be submitted by 3/1/18.

5. After the leave report is submitted, the status will change from In Progress to Pending 6. The report will remain in a Pending status until the designated approver takes an action 7. At this point you may review the leave report, but you may not make any changes unless your approver

requests a correction

F. Restarting the Leave Report

If you make errors while entering your leave and hours worked, you can clear the entire leave report while it is in

an In Progress, Returned for Correction, or Error status by clicking on the Restart button. Restarting a leave

report will clear all entries and return the report status to In Progress.

1. Click on the Restart button

2. A confirmation screen will appear 3. Click on the Submit button to confirm the restart 4. The leave report will reappear with no time entered in any fields 5. Begin entering time and leave

Step 5. Leave Reporting for 9 / 10 Month Faculty

9 / 10 Month Faculty should follow the Time and Leave reporting process noted in Step 3A – 3E; but should note that

the only earned time to be entered in Sick Leave.

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Step 6. Approve Web Time Entry

Leave Reports must be submitted the day after the reporting period ends. Approvals will be due two days after the

Leave Report deadline. These due dates are adjusted based on weekends and Holidays when necessary.

1. Log into Banner Self-Service, accessible on the My TCAT Portal 2. Click on Time Sheet or Leave Report under Employee Menu

3. Select Approve or Acknowledge Time if Approver. a. If Proxy, use dropdown by Act as Proxy and select person for which you are proxy

4. Click Select

5. Be sure to select the correct department if you have multiple departments 6. Select the correct pay period by using dropdown menu

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7. Click on the employee’s name to view timesheet a. Timesheets may only be approved when in Pending Status, but supervisors may view

timesheets when they have an In Progress status

8. Review the time submitted for the entire pay period a. Use the slide bar at bottom to slide frame from right to left to view entire period b. Use slide bar on right to slide frame up and down to view entire frame

9. If time is correct select Approve to approve and submit to payroll for processing 10. If time is not correct select Return for Correction

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