HR Guides & Trainings
Employee Self Service
Leave Reports (Permanent Employees)
How to Submit your Monthly Leave Report
- A step-by-step guide on submitting your monthly leave report
How to Use the Delete, Edit, and Copy Features in Self-Service
- Instructions on utilizing the Delete, Edit, and Copy features in Self-Service to update your leave entries.
How to Enter Leave for Multiple Leave Categories on the Same Day in Self-Service
- A guide on entering multiple types of leave (e.g., vacation, sick leave) for the same day in Self-Service.
- Review the leave report, ensure accuracy, and approve or return for corrections as needed.
For more details on leave categories and their rules, please visit our leave of absence website.
Enter & Submit Leave Report (by the 5th of the Following Month)
- Access Employee Self Service.
- Click Enter Leave Report.
- Select the appropriate month/leave reporting period.
- Complete the report:
a. To report leave taken:
- Click on the date the leave was taken.
- Select the earn code from the drop-down menu.
- Enter the number of hours in the “Hours” box.
- Click Save.
Once all leave time is entered for the month:
- Click Preview.
- Scroll to the bottom of the Preview window.
- (Optional) Add any comments for your supervisor.
- Check the box to certify.
- Click Submit.
b. To report no leave taken:
- Click Preview.
- Add any comments for your supervisor.
- Check the box to certify.
- Click Submit.
Approve Leave Report (By the 7th of the Month)
- Access Employee Self Service.
- Click Approve Leave Report.
- Locate the employee to be reviewed.
- Click Details to review the reported leave time for accuracy.
- If you find errors:
- Scroll to the bottom of the Preview window.
- Add a comment (e.g., "Forgot to record leave on [date]").
- Click Return for correction.
- To approve the report:
- Scroll to the bottom of the Preview window.
- Add comments if desired.
Time Entry (Hourly Employees)
How to Submit your Monthly Timesheet
- A guide that walks you through the process of submitting your monthly timesheet.
How to Approve Monthly Timesheets
- A guide for supervisors to approve their employees' timesheets
Quick Guide: Timesheet Entry
- Log in to your account and click on the Self-Serve Banner icon.
- Click Enter Time and Start Timesheet to access your current pay period timesheet.
- Navigate your timecard using the arrows and click on a date to select it. The selected day will be highlighted in blue.
- Choose your Earn Code from the drop-down menu.
- Enter your hours worked on each day.
- To add additional earn codes on each day, click on + add earn code.
- Once the pay period is complete, click Preview to review your entries in the Timesheet Detail Summary.
- Click Submit to send your timecard to your supervisor for approval.
Quick Guide: Timesheet Approvers
- Log in to your account and click on the Self-Serve Banner icon.
- Click Approve Time and adjust the Department, Pay Period, and Status as needed.
- Select employees in Pending status by clicking on their names to view timesheet details.
- Approve or correct the timesheet:
- If correct, click Approve to finalize the timecard for payroll.
- If corrections are needed:
- Click Return for Correction (if before the deadline) for the employee to fix.
- To make changes yourself, click Details, select the date in question, and edit the entry.
Click Return to go back to the previous menu and review the next employee’s timesheet.
Timesheet FAQs
Please refer to the pay schedule on the San Mateo County Community College District
payroll website for specific due dates and times.
Yes, if the supervisor has not yet finalized the timesheet and approval has not been
given, employees can make corrections. Select "Return for Correction" and ask the
employee to update the necessary information. As a supervisor, you can also make changes
to the timesheet before approval by clicking on "Detail" and editing the required
fields. After approval, corrections must be manually made by the campus business office.
If you are unavailable to approve timesheets, it’s crucial to set up a proxy for approvals.
You are responsible for selecting 1-2 proxies and informing your employees about who
will be handling their timesheet approvals in your absence.
Yes, you can view available time periods by selecting them from the drop-down menu
located on the "Approve Time" screen.
If you notice an error after approval, please email the campus business office with
details of the mistake. A team member will respond with information on how the correction
will be processed.
There are several reasons an employee may not receive their expected paycheck. Check
with your employee to determine if any of the following occurred:
- No supervisor approval by the deadline
- Employee entered hours but did not submit their timesheet
- Employee did not enter hours in Self-Service Banner
- Employee cannot see their position in Self-Service Banner
- Employee entered hours under the wrong position
- Employee submitted their timesheet before entering all hours worked
Helpful Links
ePAF Guides:
- A comprehensive guide covering the Electronic Personnel Action Form (ePAF) process, including an overview of system navigation, form submission, approval workflows, and common troubleshooting tips.
EPAF Instructions (SUB RE-HIRE)
- Step-by-step instructions for processing ePAFs for substitute re-hires, ensuring compliance with hiring policies and efficient submission of employment records.
- A detailed list of frequent errors encountered when submitting ePAFs, along with explanations and solutions to help users avoid processing delays.
- Guidance on how to correctly update an employee’s step placement within the ePAF system, including eligibility criteria and submission requirements.
Specific Transaction Videos:
- A walkthrough of the labor distribution process within ePAF, detailing how to allocate payroll expenses correctly across multiple funding sources.
- Step-by-step guidance on submitting an ePAF for a new student hire, ensuring accurate entry of employment details and compliance with institutional policies.
Re-Hire Student (Same Position) ePAF
- Instructions on processing a student re-hire for the same position, streamlining the process while maintaining accurate employment records.
Re-Hire Student (New Position) ePAF
-
Guidance on submitting an ePAF for a student re-hire in a different position, covering key considerations such as new job codes and funding sources.
Additional Training Videos:
Skyline College - EPAF Training