Unit 11: HRMS Time Entry & Summary Reporting

Unit 11 is a series of educational tutorials available for those with the SIU HRMS Fiscal Officer Time Entry responsibility. 

If you are NEITHER a Fiscal Officer nor a Temporary Fiscal Officer Delegate, you can be a Timekeeper/ Delegate for any Budget Purpose on campus.

Fiscal Officers and Temporary Fiscal Officer Delegates can be Timekeeper/ Delegates, but only on their own Budget Purpose/s and the Time Entry must be done against that Budget Purpose.

Fiscal Officers and Temporary Fiscal Officer Delegates

In order for someone to enter staff and student time into AIS Production for your area, they must first be set up as a Timekeeper/ Delegate in the AIS Production System.  The Fiscal Officer or Temporary Fiscal Officer Delegate are the only ones that can set up the Timekeeper Delegate.  In order to do this, you must have the AIS responsibility SIU HRMS Fiscal Officer Time Entry.  To request the responsibility, click the link: AIS New User form.  Download the form as instructed at the site and complete it according to the directions provided.

Once the responsibility has been assigned to you, you will be required to attend a session at the AIS Training Lab where you will "set" your Timekeeper/ Delegates in the AIS Production System.  Several sessions are planned for the first week in November; you will be asked to register for one of these sessions when they become available.

In the meantime, please review the tutorial found at the link:  Introduction & Sign On.  In addition, please review Module 1:  Selecting a Timekeeper Delegate Overview along with the associated Learning Cycles.  Those links can be found below.  If you are not going to enter time, you do not have to complete any of the other modules.

Please Note:  If the Fiscal Officer or the Temporary Fiscal Office Delegate is also going to be the Timekeeper Delegate, no set-up is required.

Timekeeper/ Delegates

In order to enter time into the AIS Production system, you must first be set-up in AIS by your Fiscal Officer or Temporary Fiscal Officer Delegate, as a Timekeeper/ Delegate.  In addition, you must have the AIS responsibility SIU HRMS Fiscal Officer Time Entry, To request the responsibility, click the link:  AIS New User form.  Download the form as instructed at the site and complete it according to the directions provided.

If you do not have any other AIS responsibilities, it is recommended that you review the eLearning tutorials Unit 1:  AIS Overview & Chart of Accounts and Unit 2:  Navigation.  They can be found at the AIS eLearning web-site.

Hands-on, data entry of time, with Payroll staff assisting, is planned for December 8, 2008 at the AIS Training Lab.  Prior to attending one of these sessions, please review the tutorials below.  It is recommended that you view  the tutorials in the order listed.  They may be repeated as often as necessary.  At the end of each tutorial is a "Printable Version" of the information contained in the tutorial.

Begin by clicking on the link: Introduction & Sign On.  After completing the introduction, depending on whether you are going to enter staff or student time, complete the appropriate Module Overview below and then each of  the Learning Cycle links within the Module. All Timekeepers/ Delegates should complete Module 4:  Reporting.

Module 1:  Selecting a Timekeeper Delegate Overview

• Learning Cycle 1:  Entering Timekeeper Delegate Information
• Learning Cycle 2:  Changing Time Entry Delegation Information
• Learning Cycle 3:  Quick Tips  (PDF)

Module 2:  SIU Staff Time Entry Overview

• Learning Cycle 1:  Querying using the SIU Staff Time Entry Form
• Learning Cycle 2:  Entering Hours
• Learning Cycle 3:  Adding New Staff to the Time Entry Form
• Learning Cycle 4:  Entering Additional Elements

Module 3:  Student Time Entry Overview

• Learning Cycle 1:  Querying using the Student Time Entry Form
• Learning Cycle 2:  Entering Hours
• Learning Cycle 3:  Adding New Student Employees to the Time Entry Form
• Learning Cycle 4:  Entering Terminated or Inactive Status for Students  (PDF)

Module 4:  Reporting Overview

• Learning Cycle 1:  Submit Request
• Learning Cycle 2:  View Reports

Glossary

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