EMPLOYEE USER GUIDE
Contents
1. v available View a list of Pay Codes Daily Totals Saturday JOB Aug 11 32345678 888777 00 Lab coordinator v P Daily Totals 0 00 Timesheet Summary Pay Code Reg Hrs TA alienum pete ea GOO a ar 4D d Ite A mt e II Tm ml atm ro dn a dn 2s Anat n am me Pam NOV Atime Staff Employee User Guide 10 http novatime wfu edu 2 You may also select a different pay CNOVAtimeAnywhere cK MvicaTor period by clicking AS aint the drop down arrow under the Date Selection field E Save u Undo Em Recalculate 2 Date Selection 1i Current Pay Period i Last Pay Period Next Pay Periad This Week View Only Last Week View Only User Defined Date Range View Only User ee SEX ES By default your pr imary job will display CNOVAtimeAnywhere f QUICK NAVIGATOR in the JOB field If you Attendance Scheduler esheets Schedules X History Profile have more than one job that you perform you j Save V Undo Recalculate Date Selection From To Inay select the Current Pay Period v 08 04 2012 08 17 2012 Week1 08 04 2012 08 10 2012 Timesheet Status oPEN amp Y Submit appropriate JOB by Saturday PayCode Aug 4 Sd O 32345678 888777 00 Lab coordinator 7 V arrow m m Does clicking the down Week I08 11 2012 08 12. Date Selection From To s Submit Curreril Pay Period y 08 18 2012 0831 2012 sana gt Werkt 08 18 2012 08 24 2017 Saturday Sunday Monday Tuesday Wednesday Thutsdisy Friday PayCode JOB Aug 18 Aug 19 Aug 20 Aug 21 Aug 22 Aug 23 Aug 24 Total MONREGULAR gt 32245878 888777 00 Lab coordmalo gt F F 150 47 150 9 150 97 P F 22 50 o Daily Totals 000 000 750 750 750 000 000 Week2 08 25 2012 08 31 2012 Saturday Sunday Monday Tuesday Wednesday Thursday Friday PayCode JOB Aug 25 Aug 26 Aug 27 Aug 28 Aug 29 Aug 30 Aug 1 Total i LL i ih i ES RA E xo i dec rst lt Select E 32345676 808777 00 Lad coordinator Ld P d p p F s Day Totals 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Timesheet Summary Group By Paycode iy Pay Code Rag Hrs ovt l HWP Total Hrs TOU REGULAK 22 50 0 00 0 00 2250 Totals 22 50 0 00 0 00 22 50 Accrual Summary Pay Code Code Last Post Date Post Type Accrued Used Available Notes 0 00 090 To update the timesheet 1 Select the appr Opr iate Pay lt NO VAtimeA nywhere QUICK NAVIGATOR EMPLOYEE WEB SERVICES Code by clicking attendance AMENN the down arrow on mwehoc MEM the drop down box Ej Save undo Recatcutate Date Selection From To Only pay codes Current Pay Period 08 04 2012 08 17 2012 Timesheet Status OPEN Y Submit applicable to your job will be 32345678 888777 00 Lab coordinator
3. Select l 32345678 888777 00 Lab coordinator Daily Totals Week2 08 11 2012 08 17 2012 PayCode JOB Select 32345678 888777 00 Lab coordinator v NOV Atime Staff Employee User Guide 7 http novatime wfu edu Swiping the Time Clock Time clock users should follow these steps to swipe the time clock or punch in or out Place your thumb over the Wait Chapel image and swipe the WAKE FOREST Wake Forest Deacon UNIVERSITE 1 OneCard at the time BR T Ze N A clock to punch in To punch out swipe the card in the same manner If you forget your ID card contact your Supervisor so that he or she can add your punch A successful swipe or punch will be indicated by an audible beep and text on the screen that will read Punch Accepted NOV Atime Staff Employee User Guide 8 http novatime wfu edu Section 3 Attendance Timesheet The employee timesheet is what Payroll uses to prepare your pay statement for each pay period Time clock users and web time entry users will complete their timesheets using different methods Time Clock Users As employees swipe in and out using the time clock the timesheet will automatically populate the information Thu Aug 23 2012 03 27 20 PM N OVA ti m eA nywh en e QUICK NAVIGATOR 4000 SaaS EMPLOYEE WEB SERVICES Attendance Scheduler Timesheets Schedules History Profile Recalculate Paycode
4. WAKE FOREST UNIVERSITY NOVA time FEEL THE POWER EMPLOYEE USER GUIDE Rev 7 18 12 TABLE OF CONTENTS Welcome 3 NOVAtime Support 3 Section 1 Employee User Types 4 Section 2 Accessing NOVAtime 5 Accessing the NOV Atime Launch Site 5 Accessing NOV Atime application 6 Swiping the Time Clock 8 Section 3 Attendance 9 Timesheets 9 NOV Atime Pay Codes 13 Schedules 14 Accruals and History 14 Profile 17 Section 4 Scheduler 18 Requests 18 Add Maintain Schedule Templates 21 Calendar 23 NOV Atime Staff Employee User Guide 2 http novatime wfu edu Welcome The purpose of this guide is to inform employees on how to use the NOVAtime time and attendance application at Wake Forest NOVAtime provides 1 A single web based application for both employees and supervisors to manage all activities related to time and attendance Access 24 hours a day from any computer tablet or mobile device that has internet access 3 Better visibility into work schedules More accurate and easier management of leave balances and PTO requests This guide has been designed to offer comprehensive knowledge for utilizing the NOV Atime application If additional information or assistance is needed after reviewing this guide please note the contact information in the following table NOV Atime Support Launch Page http novatime wfu edu Email novatime2wfu edu Phone 336 758 2960 NOV Atime Staff Employee User Guide 3 http
5. My Schedule Template will display New S Edit E Delete E Save gt Undo SA Exit Template lt _ Select gt or PayCode lt 5el NOV Atime Staff Employee User Guide 21 http novatime wfu edu Click the drop down beside the Pay Code field and EWS My Schedule Template select the appropriate Pay New of Edit EXxDelete Save gt Undo Af Exit Code e g 120 PTO for paid time off Template lt Select gt Enter the number of daily hours needed for this PTO EWS My Schedule Template template New S Edit EDelete E Save 2 Undo Ml Exit NOV Atime Staff Employee User Guide 22 http novatime wfu edu Click Save to create this template and then exit EWS My Schedule Template The new template will display in the template 7 Multiple f Add Maintain Templates selection area To use the e OS D newly created template ennes mmm y y Week Of 07 07 2012 Sat 07 20 2012 Fri Requesting Paid Time Off saturday section follow the steps in the Calendar The Calendar screen under the Scheduler tab offers a view of Pending Approved and Declined Paid Time Off requests for the current year Click Edit to the left of any week to be taken to the Requests tab EINE T g UE E Aun Mon lui Neg inu Lg ES um Mon ius Neg inu i A sn Mon lut Neg inu Hu 1 z 3 E 5 6 Egt 1 z i Edit 4
6. Salary Detail Tax Forms Electronic W 2 Consent W 2 Year End Earnings Statement Personal Information Social Security Number Information View Address es and Phone s View and Update Email Address es View and Update Emergency Contacts WF Work Help Information WFE Work Help WF Work User Guide NOV Atime Staff Employee User Guide 14 http novatime wfu edu To view your attendance history in NOVAtime click the History tab N OVA timeA n ywher S T QUICK NAVIGATOR 4000 SaaS EMPLOYEE WEB SERVICES Attendance Scheduler Timesheets Schedules Accruals History Calendar 4 2012 P T pur un c i M MT c bd m DM o N e a m o E A twelve month calendar view will display with a color coded legend for each Pay Code As you accumulate attendance history the calendar will be color coded by Pay Codes used The year can be changed using the left and right arrows on either side of the year in the top left corner NOVAtime will not include any history on leave usage for years employees worked prior to NOV Atime implementation WF Work will remain available for viewing leave usage history prior to NOV Atime BOE cente RAVIATOS lusu TRISTI 204 8 i WELCOME DEACON IME CLOCK USEM OMe BEF Loot NOVA timeA nywhere Lis ped Te ARIE FOREST Uem Ea Tr pecu GERD CAER PLENIMPF Vw Pe Atiendamce Tumesheets Schedules Aconauis Hey Profile tr mn mmo mm 25 gem 140 TG mm ExcmpikWis
7. Schedule Summary on the upper portion of CNOVAtimeAnywhere Que MATS the screen shows set se tendance Schacter scheduled hours versus actual hours worked m E LI Current Pay Period H DAARNA OARD Monih Homeri are grouped by Actual Viork Gale during each week of the Seat summary DAP Sear selected pay period gree The calendar view on the lower portion of the T Groundskeeper B TS Gro T Grounds scree n will show you 1 Choate nese 25 0 Flexible B 3 rraren ei permet 1 E ELA J err ctl Flexible 0090255 your work schedule per S Groundskeeper Flexible 00 00 23 59 day for the selected pay period July 2012 Monday Tuesday Wednesday Thursday E 3 E 4 5 5 E e S Groundskeeper e S Groundskeeper e S Groundskeeper S Groundskeeper e S Groundskeeper Flexible 00 00 23 58 Flexible 00 00 23 59 Flexible 00 00 23 59 Flexible 00 00 23 58 Flexible 00 00 23 59 Accruals and History Viewing Leave Accruals in NOV Atime is a feature that will be made available beginning January 1 2013 Until that time users may view accruals using WF Work found in WIN To view accruals click Time Off Current Balances and History under the Leave category WFOWork Leave Time Off Current Balances and History Beneit ante Current Benefits Statement Taxes and Miscellaneous Deductions Pay Information Deductions History Direct Deposit Information Earnings History Pay Statement
8. carat gt at the 4 00 hours 1 00PM 05 00AT PC 120 bottom of the day To A Paid Time OF copy a PTO request to all days prior or remaining in the week click the double carat gt gt To remove requested PTO from a date click the red minus sign After selecting the appropriate dates click Save This will automatically generate an email to your supervisor with your request so that it can be reviewed Once action is taken on your request a system The page at https dev novatime wit edu says email will be sent back to You have new messages Click OK to read them now you indicating whether or not the request has been approved Also a new message pop up will display upon logging in to NOV Atime 7NOVA timeAnywhere Any approved PTO will be reflected on your timesheet automatically NOV Atime Staff Employee User Guide 20 http novatime wfu edu Add Maintain Schedule Templates Before a non standard time off request can be made a PTO template must be added To add or edit a PTO template Click Add Maintain NOVAtimeAnywhere mono eestor Templates to create a new NOVAtimeAnywhere template Please m i bemplabe Week OF 07 07 2012 Sat 07 20 2012 Fri E oraret Ble e eT n Se Laici s ln HG a E umo Lt mr ee al da hd d mom d m 4 dm SE m Lom unco m ih amm ee i ab mmi The EWS My Schedule Template pop up screen EWS
9. 01012012 73 e Summary Displays attendance summary information for a particular date range selected by the user Select the date range by clicking the calendar icon beside Start Date and End Date Messed Punch x z NOV Atime Staff Employee User Guide 16 http novatime wfu edu Profile Click the Profile tab to view basic user information This information is derived from your employee record with Human Resources If you need to make changes to your profile information please contact Human Resources at 758 4700 or AskHR wfu edu Attendance Scheduler Timesheets Schedules Accruals History Profile Employee Class NOV Atime Staff Employee User Guide Relationship FCS Essential 17 http novatime wfu edu Section 4 Scheduler Requests Navigate to the requests tab of the Scheduler category to make a leave request Begin by clicking the Scheduler category at the top of the screen NOTE PTO requests can only be made through NOVAtime for your primary job To request PTO for a different job Web Time Entry Users Add the time off directly to your timesheet once the time is used Time Clock Users Inform your Supervisor who will edit your timesheet to
10. 2042 Movember 2012 December 2012 ETC Sun Mon lus Vies Itu Eu E Aun M n iet wreg inu En Sal dun pon Yum Yre ET Eu Week 1 2 3 4 5 TERE 1 2 Webk lar AR am eU d mE m ES daa pu ees x PUR ee omnt ath dicum E Apa N LL WEE R uu rU n eee Pr FEES e Click on an individual date to view the detailed records for that particular day e Click on the word Week to view the detailed records for the week NOV Atime Staff Employee User Guide 15 http novatime wfu edu Other History Views e Monthly Calendar Displays attendance history for a one month period The month can be changed using the left and right arrows on either side of the month in the top left corner Attendance scheduler Timesheets Schedules Accruals History Profile PETE ag car n GD E Bl Exceptions July 2012 Saturday Sunday Monday Tuesday Wednesday Thursday Friday NN 2 B BENE E mE l5 le 7 8 9 10 mn 12 13 14 15 16 H7 18 19 20 21 22 23 124 125 26 27 28 29 30 m 1 i t otc A PPP DB BOM utm AMO om Me mete ONERE Ao von OO 6 dome o I tm ctm cum Ammo MI ot Oe a h ARR a al e m e ato leon a AI Rom on PP cal me umen A qae O A e Detail Displays detailed attendance history for a particular date range selected by the user Select the date range by clicking the calendar icon beside Start Date and End Date Timesheets Schedules Accruals History Profile E ra K start Date
11. EA pADPR eC SEER NERICC CVL eC gg 2000547 EEEH mel ee AT oe agp iso 0M Te eT EDENE SASER O ae ELA ma Eae danmary 232 February 2282 March HH EM Sun Men Tus Wee Thu Fei Epi Bun Mon Wed Thu Fri Sat Sun Tus Thu Fri Week 1 2 3 5 Week 1 2 3 Week 1 2 Weak T g 10 11 12 LE Week a 5 amp i g 10 Weak 3 5 amp a Waak 14 15 15 17 1 18 20 Wank 11 12 43 14 45 46 17 Week 40 11 12 13 14 45 16 Week 21 22 23 24 25 28 27 Week 18 18 20 23 23 24 Weak 17 i 18 20 22 23 Week H 7H 30 11 lett 95 28 27 28 28 Weak Z4 25 ah TN 2i E 30 Week Wenk Weok a1 Apri Si May 2042 June Hl iM 5un Mon Lu ved Thy Eri im Sun Wed Inu i E dun Ius Wed Xhu Eri Weak 1 2 i 4 5 1 Wank 2 3 4 Week 1 Weal T 10 11 12 13 Week 7 amp 7 B 10 11 Weak 2 i 4 amp 7 Waak 14 15 16 1T 18 19 20 Wierk 12 13 44 15 16 47 iR Weak a 1 11 12 13 14 15 z 7 a 23 a 25 2 Wesk 19 20 Fal 3 23 E 25 Week 16 17 18 18 20 oy 22 E week d H 2n an Week 25 27 2H 2 a0 3 WERK 23 24 25 28 22 28 28 TET Week Week a Juy zz August 297 September I2 i Sue Men Tis bin at inu Hh E An Iss pes Inu ta EJ Aun Men lus ed inu tn Weel 1 2 3 4 5 6 Wenk 1 2 Weak Waak T a a 1D 11 12 13 Weak 4 5 T a 10 Weak 1 2 1 E 5 n T Wik 14 15 15 17 18 19 20 Week 11 E 3 14 1 16 17 Week a B 1 11 1 43 I4 Wik i 27 za 24 25 2 27 Wetk 18 1 i 21 22 Exi 324 Weak 14 1h 17 1E TH i i Week 28 28 E 3 Weak 35 2 a 28 an EL Week 22 23 24 25 28 zT 28 Week Week _ Week 23 30 October
12. NOV Atime Staff Employee User Guide 11 http novatime wfu edu For the corresponding days click inside the box and type in the hours spent on that job To enter a comment on a day where you have entered hours click the pencil icon When a comment is present the pencil icon becomes a blinking envelope If you worked another job during the week or need to indicate time using another Pay Code click the green button to add another line After entering any time data be sure to click the save button Once the pay period has closed and all time information has been entered click the Submit link JOB 32345678 777555 00 Circulation Specialis 32345678 888777 00 Lab coordinator v NOVA timeA nywhere QUICK NAVIGATOR 4000 SaaS EMPLOYEE WEB SERVICES Attendance Scheduler Schedules History Profile Undo Recalculate mu ction From To T ET Tom 10 Timesheet Statussopey amp Y Submit Current Pay Period 08 04 2012 08 17 2012 Week1 08 04 2012 08 10 2012 PayCode JOB Seed 32345678 888777 00 Lab coordinator Daily Totals Week2 08 11 2012 08 17 2012 PayCode JOB Seled H 32345678 888777 00 Lab coordinator Daily Totals Date Selection Current Pay Period 08H7 2012 NOV Atime Staff Employee User Guide 12
13. Timesheet Status OPEN http novatime wfu edu The following dialog box will display asking i Icertifythatthis you to certify that your L timesheet is correct timesheet is correct Click OK to submit your timesheet to your supervisor Timesheet and Accruals Summary As time information is added for both Time Clock users and Web Time Entry users the Timesheet Summary area below the timesheet will populate the total amounts of regular hours Reg Hrs overtime hours OVT and holiday hours HWP worked These hours are grouped by Pay Code Regular hours include leave time such as paid time off civil leave etc The Accrual Summary section will be active after January 1 2013 This section will provide a summary of the leave time accrued during the pay period any hours used and the hours available For information on how to view your Leave balances and history prior to January 1 2013 see the section of this guide entitled Viewing Leave Accruals and Attendance History NOVAtime Pay Codes These are the Pay Codes that are available for recording your time Numeric Code Abbreviation Description 0 MAT 0 RED 60 TVL NL Call Back Time 661 No Lunch only supervisors can select this code 10 12 1 18 4 52 60 64 6 NOV Atime Staff Employee User Guide 13 http novatime wfu edu Schedules View work schedules by clicking the schedules tab By default the current pay period will display The
14. ade secret and trademark law NOVATIME retains all rights not expressly granted Use and disclosure of this software is restricted and governed by the License Agreement and the Legal Agreement Access and use is restricted to NOVAtime authorized business partners and users for NOVAtime business only This system may be monitored for administrative and security reasons 61999 2012 NOVAtime Technology Inc Legs Statement Privacy Statement NOVAtime and NOVAtime logo are registered trademarks of NOVAtime Technology Inc http novatime wfu edu By default your timesheet will display for the current pay period under the Attendance category aq Time Clock User timesheet EN Web Time Entry user timesheet NOTE Users will not see both types of timesheets but only the one associated with their user type N OVA timeA ywhere quick NAVIGATOR 2 SaaS EMPLOYEE WEB SERVICES Timesheets Schedules History Profile Recalculate Paycode entry is limited to the paycode s available to this employee Date Selection From _ To Timesheet Status OPEN Submit Current Pay Period v 08 04 2012 08 17 2012 Timesheet Summary Group By Paycode x ROvAtime Anywhere 2 Eg seve 1f undo I Recatcutate Date Selection From To f Submit Timesheet Status OPEN Current Pay Period s 08 04 2012 08 17 2012 Week 08 04 2012 08 10 2012 PayCode JOB
15. entry is limited to the paycode s available to this employee Date Selection _ From To TimesheetStatus OPEN 4 Submit Current Pay Period 08 18 2012 08 31 2012 X Tue 08 21 2012 22345678 555444 00 Groundskeeper 100 REGULAR 08 30AM 05 30PM 850 0 00 0 00 8 50 L L _ l Timesheet Summary Group By Paycode Iz Pay Code RegHrs OVT HWP Total Hrs 100 REGULAR 8 50 0 00 000 850 Totals 8 50 000 000 8 50 on the timesheet If you forget to swipe your card either to indicate time in or time out therefore missing your punch please alert your Supervisor so that your timesheet can be adjusted Transferring Jobs At this time if you need to transfer from one job to another your supervisor will complete this for you and update your timesheet accordingly NOV Atime Staff Employee User Guide 9 http novatime wfu edu Web Time Entry Users To complete your timesheet you will need to access NOVAtime to update your hours worked for each day and job if you have more than one By default the current pay period will display CNOVAtimeAnywhere f QUICK HAVIGATOR Thu sag RAMZ Ero PM WELCOME DEACON WEN Tu wTWY padasan wELP LOGOUT BB 4000 SaaS fue ovt Wes seMces Licet te WARE FOREST LIVE WSITY TT NI if OM PT Attendance scheduler Timesheets Schedules History Profile fl save M unao M recourse
16. ime Home What is NOVAtime NOVAtime is the new time keeping and leave management application the University is implementing to support improved efficient services to employees This new application will unify all time and attendance activities for bi weekly paid staff and students replacing Stromberg and the time keeping applications within WIN The new application rollout will begin during the summer of 2012 and continue on a phased approach through September 2012 NOV Atime Staff Employee User Guide 5 http novatime wfu edu Accessing the NOVAtime Application On the left side menu click Staff Employees under the Access NOVAtime heading 1 Client ID Users will not need to edit this field ID Type your network user name into this field the name you use to login to your computer Password Type your network password into this field the password you use to login to your computer Click Employee Web Services NOV Atime Staff Employee User Guide NOV Atime Home Access NOV Atime News and Announcements Contact Us n P ac M Software as a Service IR y T NOVA timeAnywhere 4000 SaaS EMPLOYEE WEB SERVICES ae a Monday 06 18 2012 15 31 23 Ready Client ID ID Password EMPLOYEE WEB SERVICES Back The software on this Site contains unpublished confidential and proprietary information of NOVATIME Technology Inc and is protected by copyright tr
17. novatime wfu edu Section 1 Employee User Types NOV Atime is a web based application that will collect time and attendance information for all campus employees Beginning January 1 2013 NOVAtime will also be the system of record for all employees including exempt staff employees to use for leave management For the purposes of this guide the two types of staff employees that access NOVAtime are defined as follows Collect time information b Collect time shits il y information by vus leere ok worked on the swiping a time clock NOVAtime timesheet Utilize the Utilize the NOVAtime web NOVAtime web application to view application to view work schedules work schedules PTO usage and PTO usage and request PTO request PTO NOV Atime Staff Employee User Guide 4 http novatime wfu edu Section 2 Accessing NOVAtime Accessing the NOVAtime launch site To log in to NOVAtime navigate to the launch site using one of the following supported web browsers Google Chrome 18 0 x and higher Internet Explorer 7 0 and higher Mozilla Firefox 3 x and higher Safari 4 0 5 Safari 5 0 3 on Mac OS X 10 6 6 EE ae C a To access the launch site type ACADEMICS NEWS CALENDAR DIRECTORIES ATHLETICS VISITING GIVING http novatime wfu edu w WAKE FOREST NOVAtime Time and Attendance application UNIVERSITY into the address bar of your web browser NOVAtime Home o Access NOV Atime News and Announcements Contact Us NOV At
18. reflect the request A calendar indicating the dates within the current pay period will display To select a date other than those for the current pay period click the calendar icon and select the appropriate date NOV Atime Staff Employee User Guide CHOVAtime Anywhere 7er 4000 Saas EMPLOYEE WEB SERVICES Attendance Scheduler 7NOVAtimeAnywhere 9 2 Requests Calendar 6 7 8 wig 33 1 13 14 15 16 17 18 20 21 22 23 24 25 27 28 29 30 31 Today is Tue 10 Jul 2012 pi are 18 Wk Sun Mon Tue Wed Thu Fri t 31 1 2 3 http novatime wfu edu Click on the Paid Time Off 0 00Hours Template Requests See once to highlight it n Ei Add Maintain Templates i sert temp ilo Week Of 08 04 2012 Sat 08 17 2012 Fri Es Saturday Tuesday 08 04 2012 08 07 2012 A aget Peau 7 iod t ag ne Ru Xe Adeo b Ide Pending Request Werl rg Click on the calendar date for which PTO is requested to drop the template on that date nd 05 00AM 4 Confirm 07 00PM The dialog box to the right will display Enter the start and end times of the request as well as the total number of hours for that day Once these fields are complete click Confirm NOV Atime Staff Employee User Guide 19 http novatime wfu edu To add a note to the request click the yellow symbol To copy a PTO request to one previous or next day in the week click the single
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