Approving Time (Manager)


If you have issues logging in to the ADP Portal please contact our Shared Services Center for assistance. 

Email: usgdatahelp@ssc.usg.edu
Phone: (855) 214-2644


 

STEP 1: Logging in to ADP eTIME application

    • Click Start Button 
    • Programs
    • KSU Distributed Applications Note: If you do not see KSU Distributed Applications, please call the Help Desk at (770) 423-6999.
    • ADP for Win7 folder
    • ADP for Win7
  • Mac users point your browser Safari or Chrome to: https://portal.adp.com/public/index.htm

Once you have successfully logged in.

  • Click on the User Sign In button.
  • Enter your User Name (User ID) that was generated during the registration process, and the password you created when you registered.
  • Click OK; the Netsecure Portal will appear.
  • The ADP Portal Welcome page will be displayed.
  • Click on the Manager tab.

 

STEP 2: Viewing employee timecards

  • Select Employee from the drop down list.
  • Click on the Time & Attendance tab.
  • Select Welcome from the drop down list.
  • At the bottom of the screen, click on Managers and Approvers.
  • Click the My QUICKNAVS tab.
  • Select Reconcile Time option.
  • From the Show field (at the top of the screen), select All Home and Transferred-in
  • From the Time Period field, select Current Pay Period.
  • Click on the heading of the Pay Group column to sort your employees. (See listing at the bottom of the instructions for the biweekly pay groups.)
  • To select all of your employees, click on the first employee and while holding down the SHIFT key drag your click to the last employee.
  • Click on TimeCard in the top left corner. All employee time cards are displayed and a toggle button is made available to view each employee.
  • Make sure the timecard is correct and no edits need to be made. Make Edits as needed. Do not approve the timecard until it is correct.
  • Click the Approvals tab, click Approve.
  • A Signoffs tab for this employee appears.
  • Click the right toggle button (at the top of the screen) to advance to the next timecard.
  • Repeat for the remainder of timecards.
  • Supervisors must review and approve their employee timecards by close of business on the last Friday of the pay period. Best practice is for the timecard approver to review employee timecards each day. This would quickly identify any errors such as a missed punch or unexcused absence and would reduce the time required at the end of the pay period to approve all time.

    Things to Remember
    All approvals for biweekly employees (including both employee and manager approval) are due at the close of business on the last Friday of the pay period.

    Biweekly Pay Groups
    43C (Temporary)
    43H (Staff)
    43T (Student Assistant)
    43W (College Work/Study Students)

  • You will receive a copy of the personalized email that is sent to employees when we are notified that you have been successfully set up in more than one active job (multi-assigned).

    In the email, you and they will receive the position number and approver information for each position that you will need when you clock in. Employees are responsible for transferring your time to the correct department EVERY TIME they clock in.

    It is extremely important that the employee select the correct position number and corresponding approver each time they clock in to ensure that payroll funds are allocated correctly.

    Note: It is Kennesaw State University and Board of Regents policy that timekeeping is to be done electronically. After the first pay period in a new position, employee paper timesheets will not be accepted, or may be held, per KSU procedures. Please advise and assist employees to use the eTIME system to correctly record their time.

    If you are the primary approver:
    • All of time the employee reports will default to you unless they choose the alternate position number and approver.
    • Multiassigned employees have the ability to correct their timecards to add transfer information. You can request that they go into their timecard before the end of the pay period and correct the timecard so that you can approve it, or you can make the changes.
    • Please be careful when approving timecards early as this may block access to the timecard for the employee and supervisor in the other position.
    • If this employee no longer works for you or stops working in this position, please let Human Resources know ASAP. This will make recording and charging time much easier for all concerned.
    If  you are the secondary approver:
    • When you are approving time, you will need to change your view to “All Home and Transferred In” since the employee is transferring time to your area.
    • If the employee does not complete the transfer correctly, you will NOT see their time.
    • The common causes of incorrect transfers are:
    • The employee forgot to do a transfer when clocking in.
    • The employee did a transfer when clocking out.
    • The employee chose the wrong combination of position number and approver.
    • Multiassigned employees have the ability to correct their timecards to add transfer information. You can request that they go into their timecard before the end of the pay period and correct the timecard so that you can approve it.
    • You may need to coordinate with the primary supervisor to correct or update the employee’s timecard.
    • Please be careful when approving timecards early as this may block access to the timecard for the employee and supervisor in the other position.
    • If this employee no longer works for you or stops working in this position, please let Human Resources know ASAP. This will make recording and charging time much easier for all concerned.

    Things to Remember
    All approvals for biweekly employees (including both employee and manager approval) are due at the close of business on the last Friday of the pay period.

    Biweekly Pay Groups
    43T (Student Assistant)
    43W (College Work/Study Students)

  • Supervisors must review and approve their employee timecards before the designated deadline of the current month. Managers approve any exception time (vacation, sick, etc) for the current month. 
     
    Things to Remember
    Monthly employees only record exception time; i.e. exceptions to their regular working schedule such as vacation, jury duty, military leave, etc.

    Monthly PayGroups
    43A (Salaried Administrators and Professionals)
    43F (10 Month Faculty)
    43G (Graduate Assistants)
    43L (Temporary Salaried Administrators and Professionals)
    43P (Part Time Faculty)
    43Y (12 Month Faculty)

If you have issues logging in to the ADP Portal please contact our Shared Services Center for assistance. 

Email: usgdatahelp@ssc.usg.edu
Phone: (855) 214-2644


 

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