Faculty Departmental Leave Reporting

Please Note:  These instructions are intended to provide departmental timekeepers with basic information required to enter and submit their department’s faculty leave report each pay period.  The screen shots are provided for general reference purposes only.  Your computer screens may look slightly different; however, the steps contained below are the same.  If you have any problems entering or submitting your departmental leave report, please contact the Payroll Department at payroll@drexel.edu.

 

Step 1.             Access the Banner System

Use your internet browser to access the Banner logon page at https://banner.drexel.edu.  On this page, click on the “Start DUPROD Banner” icon.  Enter your Username, Password and the Database name “DUPROD” in the fields provided in the Logon pop-up window and click “Connect”

 


Step 2.             Access the Time Entry Screen

Access the Electronic Approvals of Time Entry screen by typing “PHATIME” in the “Go To…” box at the top of the Banner Main Menu and hit the “Enter” key.

 


Step 3.             Complete the PHATIME Selection Criteria

Complete the top section of the PHATIME screen as described below and click on the “Next Block” button.

Field  Selection
User ID:   Defaults to your user ID
Proxy For: Approvers - Leave blank
  Proxies – Select Approver’s Name
Superuser:   Leave box un-checked
Entry by:    “Time Sheet”
Time Entry Method:       “Department”
COA:    “M”
Organization:  Enter the numeric Org No being reported
Transaction Status: “Not Started”
Year:   Enter the year being reported
Payroll ID:    “MM”
Payroll Number:  Enter month number, for example
  Jan = “1”, Dec = “12”

 


Step 4.             Extract (Create) Timesheets

You will be prompted with a message asking if you want to begin the extraction process to create timesheets.  Verify that the selection criteria entered in the top section of the PHATIME screen is correct and click “Yes”.  If you need to correct the selection criteria, click “No” and return to step 3.

 

 


Step 5.             Review for Errors

If there are any errors during the extraction process, you will receive a pop-up notification.  If so, click on “View Errors” and contact the Payroll Department for corrections.

If there are no errors, you will receive a pop-up message indicating the number of timesheets created for the pay period.  Click “Continue”.

 


Step 6.             View Employee List

Click the drop-down arrow next to the “ID” field to display a list of all of the timesheets created.

 

Step 7.             Select Employee

Select the employee for whom you would like to enter time from the list by double-clicking on that employee’s ID number.

 

Note: This screen allows you to view all employees in the Org, their timesheet status and the number of hours reported.  This should be used to ensure that your departmental leave reporting is complete and accurate.

 


Step 8.             Select (Enter) Leave Code

Use the drop-down arrow under the “Time Entry Earn” field to being up a list of eligible leave codes.  Select the proper leave code from the pop-up window and click “OK”.

If you already know the code for the type of leave you would like to record you may type it directly into the “Time Entry Earn” field.

 

Step 9.             Enter the Hours Used

Enter the number of hours used in the field under the date the time off was taken.  You will need to use the scroll bar at the bottom of the time entry grid to view dates later in the month.

Time off must be reported in full or half-day increments.  Regular full-time employees who work the usual 8:00AM to 5:00PM schedule would report 8 hours for a full day absence or 4 hours for a half-day absence.

To enter another type of leave, click on the “Time Entry Earn” field in the next (blank) row of the time entry grid and return to step 8.

Once you are finished entering hours for the employee, click on the “Save” icon at the top left of the screen.

Note:  If you receive a warning message indicating that the employee may possibly have an insufficient leave balance available, continue.  Employees who are actually over their leave balance will automatically be docked when their pay check is calculated.

 

           

Step 10.           Submit Timesheet for Approval

When you have finished entering the employee’s time off for the month, review the record to make sure it is complete and accurate.

Once you are sure the timesheet is recorded properly, select “Options” from the menu bar.  Then select “Submit for Approval” from the Options list.

The Status field will change from “In Progress” to “Pending”.

 

Alternate Procedure:  If, after entering the employee’s hours and verifying that the timesheet is correct, you click back into the “ID” field next to the employee’s name, you may select “Options” from the menu bar and then select “Submit for Approvals” from the Options list.  This will take the timesheet directly from an “In Progress” status to an “Approved” status and you may skip step 11.  Be careful: by skipping a step you have one less opportunity to make any changes before approval.

 


Step 11.           Approve Timesheet

Approve the timesheet by selecting “Options” from the menu bar.  Then select “Approve Time” from the Options list.

The Status field will change from “Pending” to “Approved”.

 

Note:  Once you have approved the timesheet, no changes can be made to the record.  Please make sure that all information on the timesheet is complete and accurate before approving the timesheet.

 

 


Step 12.           Complete Remaining Timesheets

Return to Step 6 and select the next employee.  If you have no time off to report for a particular employee, skip steps 8 and 9 and simply submit and approve a blank timesheet.  Do not enter any leave codes and do not report zero (0) hours for any leave type on any day.

When you have finished entering and approving timesheets for all employees, use the “Rollback” button in the top left corner to return to the Selection section of the screen.

Change “Transaction Status” to “All (Except not Started)” and click the “Next Block” button.

 

Use the drop-down arrow next to the “ID” field to display a list of all timesheets and their status’.

 


Step 13.           Review All Timesheets

Review the list of timesheets to make sure that they have all been entered with the correct number of hours and that they are all approved.  All timesheets must be completed and approved before the deadline.

If you have any problems using the system, please contact Payroll immediately, making sure to allow enough time for your problem to be investigated and resolved before the deadline.

When you are finished, exit PHATIME by clicking the “X” button at the top-right of the screen.  If you are finished using Banner, log out from the main menu using the same button.  Be sure to close your browser once you have logged out of Banner.