Self Service - Time Reporting CUPE 3904 Unit 3 - TAs, GAs ... · 14. Click the Save button. eHR...

Self Service - Time Reporting TAs, GAs, INV, LAB

Guide for Users Updated on 24 February 2021

eHR Self Service - Time Reporting

TAs, GAs, INV, LAB Guide for Users

ii

Contents

Getting Help ..................................................................................................................... iii

Supported Browsers ......................................................................................................... iii

Get started ....................................................................................................................... 1

Activate your my.ryerson username .................................................................................... 1

Use eHR's homepages........................................................................................................ 2

Navigate eHR with the Navbar ............................................................................................ 3

Enter your direct deposit & emergency contact info in eHR ..................................................... 3

Login to tutorials ............................................................................................................. 17

Time Reporting ............................................................................................................... 24

Report payable time ........................................................................................................ 24

Find the correct time sheet ............................................................................................... 31

Report time by day .......................................................................................................... 32

Rapid time entry ............................................................................................................. 35

Report personal emergency leave ...................................................................................... 39

Adjust hours ................................................................................................................... 45

Glossary ......................................................................................................................... 49

eHR

Self Service - Time Reporting


iii

Getting Help

eHR Tutorials You will find a collection of tutorials and user guides for eHR systems at: http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html. Check out the Getting

Started topic before you start browsing the online content.

HR Client Services Contact HR Client Services if you experience difficulties logging into eHR or online tutorials.

416-979-5000 ext. 5075

[email protected]

Technical Help Activate your my.ryerson username first, before you access any Ryerson system. Contact the CCS

Help Desk if you experience difficulties logging into eHR in the Ryerson portal using your Ryerson

online identity.

416-979-5000 ext. 6806

[email protected]

Supported Browsers

Firefox

OSx + WIN 7/10

Safari

OSx

Chrome

OSx +WIN 7/10

IE WIN 7/10

24.x, 35.x 17.x, 24.x, 30.x 7.x 11.x Compatibility Off

Disclaimer This document is intended as a reference for employees of Ryerson University. Every effort has

been made to ensure the content of this document is correct. If any conflict of information is found

between this document and any official documents related to the content, the applicable

policy/collective agreement information in the official documents will prevail. The information

contained in this document can change without notice and is not guaranteed to be error-free. If

you find any errors, contact HR Client Services at (416) 979-5075 or [email protected].

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

http://www.ryerson.ca/hrelearning/gs/index.html

mailto:[email protected]

https://www.ryerson.ca/accounts/



eHR



1

Get started

Your active my.ryerson username gives you access to systems available in the my.ryerson.ca

portal and eHR's tutorials. It's a requirement that your computer be connected with VPN.

To set-up your eHR self service, complete these tasks:

1. Activate your employee/staff role or my.ryerson username - only for new employees. For

returning employees, eHR self service is assigned on the start date of your contract.

2. Enter your direct deposit, emergency contact in eHR, and consent to electronic T4 slips.

3. Update your eHR security access (if needed) to get access to administrative applications.

To view demonstrations about using eHR, use the See It! or Try It! tutorials. Choose a topic on

the left to begin a tutorial.

Activate your my.ryerson username

Don't know your employee number?

Contact the HR Client Services team at: (416) 979-5075 or [email protected]

(mailto:[email protected]) or the administrator assigned to help you get started at Ryerson.

You will need the following information to activate your my.ryerson username:

1. First and last name you supplied to Ryerson University (use the correct spelling/version of

name).

2. Date of birth.

3. Employee number.

To get started with your my.ryerson username, visit the 'Accounts

(https://www.ryerson.ca/ccs/services/accounts/)' page.


https://www.ryerson.ca/ccs/services/accounts/



2

Use eHR's homepages

There are multiple ways to navigate eHR's interface. Homepages are the starting point for

navigation in eHR. Employees have one homepage that is displayed after login, although might

have access to other homepages depending on their role in the university. eHR supports the

following browsers on your desktop and phone:

Chrome 69

Edge 42+

Firefox 62 and ESR 60

Internet Explorer 11 (Compatibility off)

Safari 12

Homepages

The navigation launch point to other homepages is at the top middle of a screen on all devices.

For more information, refer to the how to use eHR (https://www.ryerson.ca/hr/learning-

workshops/how-to-eHR/) page for each eHR application.

https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/

https://www.ryerson.ca/hr/learning-workshops/how-to-eHR/

eHR



3

Navigate eHR with the Navbar

The NavBar is the starting point for navigation to other menus not available on a homepage. Once

you click the NavBar, the system always displays the Recent Places, My Favorites, and

Navigator tiles. Use these quick access tiles to return to recently used places or your favorite

pages.

NavBar

The navigation launch point for the NavBar is the diamond icon at the top right of a screen on

any homepage on all devices.

Enter your direct deposit & emergency contact info in eHR

Direct deposits are a safe, secure and easy way to receive payments, like having your pay cheque

deposited directly into your bank account. As a new employee, if you didn't give your banking

details to Human Resources at the start of your employment, you should add these to your eHR

self service before the payroll deadline. For information about pay schedules and deadlines, visit

your employee resources (http://ryerson.ca/hr/employee-resources/index.html) page.

You can change your banking information at any time using eHR self service. Any changes to your

direct deposit information must be done before the pay deadline and you are limited to one direct

deposit change per day.

Do not enter your Interac debit card or credit card as a direct deposit account. If you

don't have a cheque or if you need help, contact your financial institution. Let them know you're

signing up for direct deposits and they'll give you the information you need.

You must provide the Branch ID, Bank ID and Account Number which can be found at the

bottom of your cheque:

1. Branch ID: Your bank assigns each branch with a unique five-digit number.

2. Bank ID: Your bank is assigned a unique three-digit number.

3. Account Number: Your bank assigns each account a unique number.

http://ryerson.ca/hr/employee-resources/index.html



4

Procedure This topic demonstrates how to enter your direct deposit information and emergency contact

information into eHR.

Step Action

1. On the employee self service page, click the Payroll tile.

eHR



5

Step Action

2. Click the Direct Deposit menu.



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Step Action

3. To enter new direct deposit information, click the Add Account button.

4. Enter a label for the account into the Nickname field. In this example,

enter "Cheque account ".

5. Click the View Cheque Example link to see a sample of a personal cheque if you are

not sure about your bank account numbers.

6. Your bank information is always printed at the bottom of a cheque. Do not enter

your Interac debit card or credit card as a direct deposit account.

7. Click the Close (Esc) button.

8. Enter the unique three-digit number into the Bank ID field. In this example,

enter "123".

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Step Action

9. Enter the unique five-digit number into the Branch ID field. In this example,

enter "12345".

10. Enter your unique account number into the Account Number field. In this example,

enter "1234567".

11. You will need to verify your account number.

Re-enter the example number, enter "1234567" into the Retype Account

Number field.

12. Select the account type.

Click the Account Type list.

Step Action

13. Click the Checking list item.



8

Step Action

14. Click the Save button.

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Step Action

15. To make changes to your direct deposit information, click the Active Account row.

Changes to your direct deposit information must be done before the pay deadline,

and you are limited to one direct deposit change per day.

16. Click the Edit button.



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Step Action

17. Enter the new bank ID, branch ID, account number, and account type.

Click the Save button.

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Step Action

18. Click the Home button.



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Step Action

19. You must update your emergency contact information.

Click the Personal Details tile.

Step Action

20. Click the Emergency Contacts menu.

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Step Action

21. Click the Add Emergency Contact button.

22. Enter the desired information into the Contact Name field. Enter "Joe Burr".

23. Click the Relationship list.



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Step Action

24. Click the Sibling list item.

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Step Action

25. Click the Add Address button.

26. You can check this box if your emergency contact has the same address as yourself.

For this example, click the Same as mine option.

27. Click the Done button.

28. Click the Add Phone Number button.

29. Click the Type list.

Step Action

30. Click the Business list item.



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Step Action

31. Enter the desired information into the Number field. Enter "4169795000".

32. Enter the desired information into the Extension field. Enter "1234".

33. Click the Done button.

34. Click the Save button.

35. When you are finished, the general information of your emergency contacts will be

generated on this summary page.

If needed, click the "+" button to add more contacts.

36. End of topic.

End of Procedure.

eHR



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Login to tutorials

Your active My.ryerson username gives you access to eHR's tutorials and other resources available

in the my.ryerson.ca portal. A collection of training for all eHR applications is available at:

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/ (http://www.ryerson.ca/hr/learning-

workshops/how-to-eHR/).

Requirement: eHR tutorials support WIFI connections with VPN on and on-campus wired

connections with VPN on if its required.

This topic demonstrates how to login to tutorials.

Procedure This topic demonstrates how to access eHR tutorials with an active my.ryerson username.

Step Action

1. Decision: Which browser do you use? Select your browser listed below:

Firefox, Safari & Chrome

Go to step 2

Internet Explorer

Go to step 10

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/

http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/



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Step Action

2. Once you have activated your my.My.ryerson username (https://rms-

web.ryerson.ca/activation/index.html), you will be able to access any eHR online

learning. Navigate to the Human Resources (https://rms-

web.ryerson.ca/activation/index.html) home page at www.ryerson.ca/hr.

Click the Learning & Workshops link.

3. Click the How to Use eHR link.

4. A variety of online learning is available for Self Service, Manager Self Service and

eAppoint.

In this example, you will learn how to access the online learning module for the topic

'Personal Information.'

Click the Personal Information module.

5. Click the Complete the Personal Information Tutorial Link.

https://rms-web.ryerson.ca/activation/index.html




eHR



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Step Action

6. Enter your My.ryerson username and password information.

Click the Log In button.

7. Once you have logged in, the outline pane will display with topics listed (shown on

left).

8. If you are experiencing problems logging in, reset the password for all of your

resources. This will synchronize your passwords for all your Ryerson accounts.

You can do this by logging in to my.ryerson.ca and using the Self Service option to

reset your password.

9. End of topic.

For more information about using Self Service, refer to the How to Use eHR

(http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html) page on the

HR web site.

End of Procedure. Remaining steps apply to other paths.




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Step Action

10. Once you have activated your my.My.ryerson username (https://rms-

web.ryerson.ca/activation/index.html), you will be able to access any eHR online

learning.

Navigate to the Human Resources (https://rms-web.ryerson.ca/activation/index.html)

home page at www.ryerson.ca/hr.

Click the Learning & Workshops link.




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Step Action

11. Click the How to Use eHR link.



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Step Action

12. A collection of online learning is available for Self Service, Manager Self Service and

eAppoint.

In this example, you will learn how to access the online learning module for the topic

'Personal Information.'

Click the Personal Information link.

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Step Action

13. Click the Complete the Personal Information Tutorial Link.

14. The system will prompt you for your My.ryerson username in the User name field

and password.

Use Firefox, Chrome, or Safari (as your preferred browser), and you will not need to

enter RUAD\.

If using IE, enter your My.ryerson username using the format shown in this

example: "RUAD\john.doe".

Tip : Use RUAD\ (back slash) before your ID, and not RUAD/ (forward slash).

15. Once you have logged in, the outline pane will display with topics listed (shown on

left).

16. If you are experiencing problems logging in, reset the password for all of your

resources. This will synchronize your passwords for all your Ryerson accounts.

You can do this by logging into Blackboard and using the Self Service option to reset

your password.

17. End of topic.

For more information about using Self Service, refer to the How to Use eHR

(http://www.ryerson.ca/hr/learning-workshops/how-to-eHR/index.html) page on the

HR web site.

End of Procedure.




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Time Reporting

This section will assist you with using eHR to report your payable time. All CUPE 3904 Unit 3

employees (positive time/non-averaged hours) employees are required to report payable time and

absences online.

Report payable time

As a CUPE 3904 Unit 3 employee (non-averaged hours), you are required to report actual hours

worked in order to be paid, and report all absences. You are responsible for ensuring your payable

time is submitted and approved prior to the pay deadlines. For more information, refer to the

employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking

the link for your employee group.

Sign Up for Reminders

You can sign up for regular email notifications (http://ryerson.ca/hr/employee-resources/cupe-

3904-3/ta-ga-lab-monitors-invigilators/pay-info/pay-schedule/index.html) for timesheet entry to

ensure that your electronic time reporting is completed and approved prior to the pay deadlines.

Procedure This topic demonstrates how to submit your payable time.

Step Action

1. Decision: There are several ways to report time. Select an option listed:

Timesheet page

Go to step 2

Weekly Time Summary page

Go to step 13

http://www.ryerson.ca/hr/employee-resources/index.html

http://ryerson.ca/hr/employee-resources/cupe-3904-3/ta-ga-lab-monitors-invigilators/pay-info/pay-schedule/index.html

http://ryerson.ca/hr/employee-resources/cupe-3904-3/ta-ga-lab-monitors-invigilators/pay-info/pay-schedule/index.html

eHR



25

Step Action

2. On the employee self service page, click the Time tile.

3. If you have multiple active contracts, use the employee record and cost center listed

in the Select a Job list to enter time for each positive hours contract.

In this example, employee record [2] and cost center [11941].

4. Click the Enter Time tile.

5. The time sheet displays for the current week in the pay period. Use the calendar

widget or navigation icons to switch between weeks.



26

Step Action

6. Click the Time Reporting Code List list.

7. Depending on the type of time you will report select the correct time reporting code

for your hours. Descriptions for each code are listed below:

Bereavement Unpaid

CUPE3 PT Regular

CUPE3 Personal (Paid)

CUPE3 Stat Worked

CUPE3 TAGA Orientation

Jury Duty Unpaid

Paid Absence

Paid Sick

Unpaid Sick

WCB Unpaid

8. Select the CUPE3 PT Regular - 11000 list item to report regular hours worked.

9. Enter "4" into the Quantity field.

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27

Step Action


11. Click the Submit button.

12. End of topic.

To learn how to edit your reported hours, please see the Adjust hours topic.




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Step Action





15. Click the Weekly Time Summary tile.

16. The Weekly Time page lists all days of the current week by row. It also shows the

total number of hours reported for the week.

Use the calendar widget or navigation icons to switch between weeks.

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Step Action

17. For this example, you'll report payable hours. Click the Date row.

Step Action

18. Click the Time Reporting Code list.

19. Depending on the type of time you will report select the correct time reporting code

for your hours. Descriptions for each code are listed below:

Bereavement Unpaid

CUPE3 PT Regular

CUPE3 Personal (Paid)

CUPE3 Stat Worked

CUPE3 TAGA Orientation

Jury Duty Unpaid

Paid Absence

Paid Sick

Unpaid Sick

WCB Unpaid

20. Select the CUPE3 PT Regular - 11000 list item to report regular hours worked.



30

Step Action



23. To view the hours reported, navigate to the previous page, click the Weekly

Time button.

24. The hours you reported are listed in the active row.

Each date row displays the time reporting code used, number reported, and approval

status. Click each date row to report hours, view, edit, or delete current hours

reported.

25. End of topic.

To learn how to edit your reported hours, please see the Adjust hours topic.

End of Procedure.

eHR



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Find the correct time sheet

If you have multiple active contracts, use the employee record, cost center, or supervisor

indicators to identify the correct timesheet to report time on.

1. Use the NavBar > Navigator > Self Service > Time Reporting > Timesheet.

2. Select the first timesheet in list for supervisor one. Within the timesheet, notice the Empl

Record #(top right) is linked to supervisor one. Return to previous page.

3. Select the second timesheet, the Empl Record # (top right) is linked to supervisor two

4. Enter time on either the time sheet you are curently on or switch back to employee self

service home page to use the enter time tile and switch between Empl Records.

On the employee self service home page, use the 'Select a Job' list to switch the employee record

[#] listed in the 'Select a Job' list to enter time for each positive hours contract.

Contact HR Client Services at [email protected] (mailto:[email protected]) if you are still unsure of which

contract to enter time on.




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Report time by day

Use the Report Time tile to enter payable time by day if your contract has a mid-period change to

another contract. Report time in the remaining days for the current contract timesheet and then

switch to report time by day.

Procedure

Step Action





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Step Action

3. Click the Report Time button.


5. Select the CUPE3 PT Regular - 11000 list item.

6. Enter "4" hours into the Quantity field.


8. Change the date and repeat time entry for other days.

Click the Next Date button.




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Step Action


11. Enter "4" hours into the Quantity field.


13. End of topic.

End of Procedure.

eHR



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Rapid time entry

Use the Weekly Time tile to enter time rapidly if your payable hours are the same for each

scheduled work day.

Procedure

Step Action







36

Step Action

3. Click the Weekly Time tile.

4. Use the calendar widget or the navigation icons to change the week of the timesheet.

Step Action

5. Click the MON button.

6. Click the TUE button.

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37

Step Action

7. Click the WED button.



10. Enter the scheduled hours for each day into the Quantity field. Enter "4".

11. Click the Review button.

Step Action

12. Review your entered time, then click the Submit button.



38

Step Action

13. End of topic.

End of Procedure.

eHR



39

Report personal emergency leave

All Ontario employers are required to give two paid Personal Emergency Leave (PEL) days to part-

time employees. You can record up to ten PEL days, only the first two of which is paid. PEL days

cannot be carried forward and are either used in the current calendar year or not used at all. PEL

days can be used for:

A personal illness, injury or medical emergency

The death, illness, injury or medical emergency of a family member or person the employee

considers a family member

An urgent matter concerning a family member or person an employee considers a family

member

Reporting your personal emergency leave differs depending on if you have a positive hours

or averaged hours contract.

For frequently asked questions, see the Ministry of Labour’s web site.

(https://www.labour.gov.on.ca/english/es/faqs/fair-workplaces-changes/personal-emergency.php)

Procedure This topic demonstrates how to report personal emergency leave.

https://www.labour.gov.on.ca/english/es/faqs/fair-workplaces-changes/personal-emergency.php



40

Step Action


2. Decision: Select the type of contract for your current job from the options listed

below.

Positive hours contract

Go to step 3

Average hours contract

Go to step 10




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Step Action


Step Action


6. Select the CUPE3 Personal (Paid) -23100 list item.



42

Step Action

7. Enter your scheduled hours to record for the PEL into the Day field.

In this example, enter "5" hours. Repeat for any remaining days.

Step Action


9. End of topic.

To learn how to report personal emergency leave for an average hours contract,

restart this topic and select the 'average hours contract' option in this topic.


eHR



43

Step Action


in the Job Title list to switsch time sheets to enter time for each contract.

In this example, employee record [0] and cost center [11941] is averaged hours.

Note: If you only have an CUPE 3 averaged hours contract, your supervisor or

administrator will need report your PEL days.

Step Action

11. On an averaged hours contract, payable time is automatically entered on the

timesheet for each pay. To report PEL days, re-allocate existing hours to the

applicable day.

First add a new time row, click the Add button.


13. Select the CUPE3 Personal (Paid) - 23100 list item.



44

Step Action

14. Remove the existing hours from the days field for each PEL entry.

Step Action

15. Enter the same hours into the applicable day field for the PEL. In this example,

Tuesday is PEL day.

Enter "1.76" hours into the Day field.


17. End of topic.

End of Procedure.

eHR



45

Adjust hours

All submitted hours can be adjusted by a manager or yourself. Adjusted time entries that have

been paid to the employee will be either deducted from or added to the employee's pay depending

on the requirements. Any adjusted time entries that have not yet been paid to the employee will be

paid on the next scheduled pay day.

You would adjust your time under the following circumstances:

Overpaid for hours worked in a prior pay period.

Underpaid for hours worked in a prior pay period.

Adjustments to pay (positive or averaged hours time sheets) must be entered and approved before

the pay deadline in order to be processed for the next pay date. For more information, refer to the

employee resources (http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking

the link for your employee group.

Procedure This topic demonstrates how to adjust reported hours.




46

Step Action

1. On the employee self service home page, click the Time tile.


3. Decision: There are two ways to adjust reported time. Select an option listed below:

Overpaid for hours worked

Go to step 4

Underpaid for hours worked

Go to step 9

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47

Step Action

4. Click the Previous Period button to navigate to a prior week.

5. In this example, remove the 4.00 hours reported that were overpaid.

Enter "0" in the Tuesday field.

Step Action


7. The 0 hours are submitted to an approver, and will be deducted from the next

processed pay. If needed, add more rows for other types of type reporting hours.

8. End of topic.

For more information, refer to the employee resources

(http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link

for your employee group.





48

Step Action

9. Click the Previous Period button to navigate to a prior week.

10. Enter positive hours if you were underpaid for hours worked in a prior pay period. The

entry will add to your pay at the applicable rate.

Enter "4" in the Wednesday 8 field.


12. The 4 hours are submitted to an approver, and will be added to the next processed

pay.

If needed, add more rows for other types of type reporting hours.

13. End of topic.

For more information, refer to the employee resources

(http://www.ryerson.ca/hr/employee-resources/index.html) page by clicking the link

for your employee group.

End of Procedure.


eHR



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Glossary CUPE3 PT

Regular CUPE 3 Part Time Regular Hours is the amount of payable time an

employee works during normal working hours.

Positive Hours Positive Hours - the actual hours worked that are reported on time sheet, for

each day or part thereof. This time will be used to process a part-time

employee's payable work time based on their hourly pay rate.

Self Service - Time Reporting CUPE 3904 Unit 3 - TAs, GAs ... · 14. Click the Save button. eHR...

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