SD inSITE Training
Mount Aloysius College
Topics
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Introduction
How to get connected
Logging in for the first time
Viewing pay stubs and attendance summary information
Entering time
Reviewing time
Requesting time off
Miscellaneous
For supervisors
– Approving time
– Approving time off requests
How to get connected
http://mtaloy.sdinsite.net
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Of note
– There is no “www” in the address
– You can get to this site from anywhere if necessary
Logging in the first time
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Username
– The first part of your E-Mail address
– [email protected]– Username is
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“bdoe”
Password
– Last name + last 4 of your Social Security Number
– Omit any non-alpha characters or spaces
– “doe1234”
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Passwords in inSITE are caSe SenSItIve, usernames are not
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The first time you log in you will be asked to set your password.
– Enter your current password “doe1234”
– Enter your desired password twice
• Cannot be doe1234
• Cannot be your username
• Must be more than 8 characters in length
What you can do in the system
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View pay stub and attendance summary information
Enter time
Review entered time for a pay period (past, present or future)
Make requests for time off
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Additionally, Supervisors can
– Review & approve time and labor allocation details
– Review and approve time off requests
Pay stubs and Attendance detail
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This is the default page when you log into the system
To view pay stubs:
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Login
Click the “Pay stubs & Attendance” menu item
The “Attendance” tab will default
To view pay stubs, click on the “Pay stubs” tab
The button at the top of the tab will open the most recent pay stub
Click the document icon in the “Pay stub” column below to view the pay stub for the pay
date for which you are searching
– You can search for pay stubs using the search box or page to older pay stubs using the
buttons in the bottom right corner
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To view attendance details
– Click the “Attendance” tab
– Your current attendance balances will be visible on this tab
Non-Exempt (Hourly) - Time Entry
• Click on “Enter Time” in the menu bar
• Select the week you need to enter time for and click “Enter Time”
– Pay period weeks start on a Sunday – Pick the week for which you wish to enter time
– Left & Right arrow buttons move you back and forward in weeks
– Default is to enter one week at a time not showing weekends
• Change to two weeks at a time or display weekends using the Additional Options
section
• This can be done
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Daily
End of the week
Start of following week
• Needs completed by the following MONDAY at 9:00 AM - NO
EXCEPTIONS!
• If a holiday falls on a Monday that electronic time sheets are due, they
must be completed by 9:00 AM on the previous FRIDAY
• This will ensure timely processing by the payroll department
Non-Exempt (Hourly) - Time Entry
• In the time sheet
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Enter work code, in & out time for morning
Enter work code, in & out time for afternoon
Enter comments (optional)
Add two additional lines for each day of the week using the
button
Quick options
• Enter Monday then use the
button to fill out remaining days
• If schedules are loaded, use the
button to fill based on schedule
• (This option is only available to a limited number of departments)
• Make edits as needed
• Click the “+ Add these entries” button to save
Work Codes
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Regular
– Regular hours worked
– Overtime will be calculated automatically if applicable
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Unpaid
– Time worked that is unpaid
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Other
– Snow delays, cancellations
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Holiday PTO
– Paid time off (PTO) holidays
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Special
– Only used by Maintenance and Security
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Work Comp
Non-Exempt (Hourly) - Time Entry
• Entered time will appear at the top of the screen for the week
– Can be reviewed
– Can be deleted
• (Hint: Delete and re-enter! Do not just change numbers!)
• Can view the status of the entry
– Entered: You have made the entry
– Approved: Your supervisor has reviewed and approved the entry. At this point, you can
view but not make any changes.
– Rejected: Your supervisor has reviewed and rejected the entry
• You should get a notice as to why but you need to communicate with your
supervisor to find out details
– Exported: Sent to payroll for processing. Again, you can view but not make any changes.
Making Regular Time Off Requests
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Click “Request Time Off” in the menu bar
Review available Benefits on the “Current” tab
To make a request
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Click the “Requests” tab
Enter the date or range of dates the request covers & click “Next step >”
Select the benefit you want to use for this request & click “Next step >”
Enter the number of hours you are requesting & click “Next step >”
• If this request is for multiple days enter the number of hours per day you are requesting,
not the number of hours for the entire request
• If the request is for multiple days which crosses weeks, weekends auto populate
– Enter comments that get sent to your supervisor & click “Submit request >”
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To delete a request that has not been approved
– Click the “Current” tab
– Click the “Delete” button for the request you want to delete in the Open Requests
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To edit a request that has already been approved
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Click on “Enter Time” tab
Select the week for which you have requested the time by using the Left and Right arrow buttons
Click “Enter Time >”
This will bring up your Existing Entries at the top of the screen
To submit a change request to your supervisor, click the edit button
to the left of the entry,
make changes and hit “Submit >”
Review Time Off History
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Click “Request Time Off” in the menu bar
Click “History Tab”
Click “Benefits dated 2014” section
– Lists all previous time off requests and their status
Requests for Special Time Off
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Upon login, select “Request Time Off” in the menu bar
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To make a request
– Click the “Requests” tab
– Enter the date or range of dates the request covers & click “Next step >”
– Select the benefit you want to use for this request & click “Next step >”
• Jury Duty or Bereavement
– Enter the number of hours you are requesting & click “Next step >”
• If this request is for multiple days enter the number of hours per day you are
requesting, not the number of hours for the entire request
– Enter comments that get sent to your supervisor & click “Submit request >”
• Note: Comments required for some work codes
Reviewing entered time
• Only specific users will have this screen
• Click “Review Time” in the menu bar
• The Review Time screen defaults to the current pay period
– Move through pay periods with the left and right arrow buttons
• The Review Time screen lists
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Entry status
Date
Amount/Hours
Work code
Entries can be edited using the button
Entries can be deleted using the
button
To see/edit/add comments click the button
Use the Legend at the bottom to understand the status symbols
Supervisors: Approving Time
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Click “Approve Time” in the menu bar
Select the pay period to review time in & Click “Select this pay period >”
Review the overview list then click “Start approvals >”
– You can also pick a single user if necessary
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For each user you supervise
– Review the details for each user
– Reject entries by checking off the Reject checkbox
• All rejected entries require comments back to the user
– Edit any entry by clicking the Edit
• All edits require comments back to the user
– A message is sent back to the user of all rejections and edits
– Switch the Action toggle to Approve and Click
• Process to Approve and return to the Overview
• Process and Next to Approve and move to the next person in your list
• Cancel to return to the overview list (and not approve)
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Recommendation: Approve Time Weekly, not Daily
Time needs to be approved by MONDAY at 9:00 AM NO EXCEPTIONS!
When a holiday falls on a Monday that electronic time sheets are due, time must be
approved by 9:00 AM on the previous FRIDAY
Supervisors: Approving Time Off
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Click “Approve Time Off” in the menu bar
Review the list of supervised users
For any user with an open request click the user to get to the details
Review the request details
– Check the date, requested hours and type of request
– Hover over Type of request for comments
– Click the date of the request to see a list of other users that have requested the same
date off
• To Hold the request switch the Action toggle to Hold and enter comments
– Requests put on hold are saved and can be approved at a later time
• To Approve the request switch the Action toggle to Approve
– Approved requests are automatically entered on the user’s time sheet
• To Reject the request switch the Action toggle to Reject and enter
comments
• To complete the process click the “Process request >“ button
Supervisors: Entering Student Time
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Click “Student Time” in the menu bar
Select a student from the drop down list to enter time for
Select a date to enter time for
Click the “Enter Student Time >” button
For the student/date selected pick a
– Department
– Location
– Work code
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Enter the number of hours worked
– 1 hour = 1,
– 2 hours 30 minutes = 2.50
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Total time for day & week should increment
Click “Save and Submit >”
View entered time – click “Enter time for next day” if necessary
Supervisors: Entering Student Time
If entered time needs edited
• Select a student from the drop down list to edit time for
• Select a date to edit time for
• Click the “Enter Student Time >” button
• Make the necessary edits making sure to click the green check button
after each edit has been made
Supervisors: Entering Student Time
Students will be responsible for reviewing time
• They will see all time entered for them regardless of who entered
• Will need to be done prior to payroll, after the end of the pay period
Miscellaneous
• Click “Logout” in the menu bar when you are finished in inSITE
• The system will automatically log you out if you are inactive for more than
20 minutes
• You can save the site as a favorite/bookmark
• To get help
1. Contact your Supervisor
2. Contact Payroll
3. Contact Human Resources with questions regarding supervisor and alternate supervisor
lists