Supervisors: Self-Service Time Approval of Student Employees and/or Graduate Assistants (GAs) User Guide

Description

Self-Service Time Approval of Student Employees and/or Graduate Assistants (GAs) User Guide.

More Information

• Automated email notifications go out to supervisors when a time entry is submitted or unsubmitted. In self-service, an employee can go back in and edit their time entry after submitting if it is still before the cut-off.
• Automated email notifications go out to employees when their supervisor approves/unapproves, rejects/unrejects, and/or edits their time entry.
• Process Help is in top right corner of Self-Service. It may answer a lot of your questions.

Helpful Links 

• selfservice.gannon.edu

Resolution/Troubleshooting

1. Navigate to selfservice.gannon.edu
2. Select 'Employee'
3. Select "Time Approval"
   • For first time Access, you may see this ‘Default view’: 
4. After clicking on ‘Apply Filters’, your employees should appear. If there are no employees set up for your approval, you will see this:
5. If you have several employees to review and approve, select your filters as appropriate. (You can also search for a specific employee.) Then click on ‘Apply Filters’.
   • Note:  be sure to click on the current pay period to approve. (4 prior weeks are available for you to view and check that the status is ‘Paid’).

Instructions for ‘Time Approval’:

1. You will see a summary screen of the students you have to approve. Click on the arrow.
2. This shows you a summary of the student’s bi-weekly time entry, along with status:
   • Status meanings:
     • Submitted – student has entered and submitted their hours for approval
     • Not Complete – student has entered hours, but it is not finished or submitted
     • No Time Entered – student has not entered any hours in the timecard
     • Approved – supervisor has approved the timecards
     • Rejected – supervisor has rejected the timecard, which sends the timecard back to the student (this must be done well before the last day of the 2 week pay period, after which the student no longer has access)
3. You can approve from this summary screen, reject from this summary screen, and add comments for the student here.  When rejecting, you must enter a reason:
4. Clicking on the ‘… View’ will take you to the detailed view of the 2 week pay period.  The detail view is the best place for you to review the submitted time.

• For students, this is where you will see times in and out for each day worked.
• For GA’s, you will see the total hours worked for each day.
  • In this detailed view, you will see 1 week at a time.  Use the forward arrow to go on to the next week.
  • You can approve here, reject here, and add comments here.  Please remember that in the detail screens you need to make sure that each week is approved. 
• You can also make corrections to the student’s entered time, on their behalf, before approving. 

Deadlines are the same as always:

• Students must enter and submit their hours by the last day (Saturday) of the 2 week pay period
• Supervisors have until the following Monday morning, at 11:00am to approve.  As always, approvals can be done as soon as the timecards are submitted.\

Contact info 

For questions, contact:

Other resource:

Process ‘Help’ in the top right corner of the Self-Service screen: