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workjournal
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WorkJournal
EmployeePortal > WorkJournal
This page is used to create and submit timesheet entries for time (hours) worked on a specific day. If applicable, employees can select from their available job codes and pay frequencies.
If this page is not enabled, check with your EmployeePortal administrator as the LEA may have opted to not allow access.
If a message is available from your LEA, it is displayed in red at the top of the page.
View WorkJournal data:
| Pay Frequency | Click  to select the payroll frequency for which you want to add timesheet entries. If you only have one pay frequency, it is automatically populated. |
|---|---|
| Work Week Start Date | Type the starting date of the work week in the MM-DD-YYYY format for which you want to enter or view timesheet data or click  to select the date. |
❏ Click Retrieve. A grid with the work week days and dates is displayed.
The following is displayed for each day of the work week:
At any point, you can click Time Conversion Table to view the clock conversion table up to minutes and percent of hour data as set up in ASCENDER Personnel.
- Calendar Info - Displays the workday calendar description (e.g., Workday, Weekend, etc.) for each day according to the assigned school calendar.
- In/Out
- Total Time
- Leave Total
- Daily Total - Total Time + Leave Total for each day.
At the bottom of the grid, the following totals are displayed for the week:
- Weekly Totals
- Time
- Leave
- Total Hours
Create a WorkJournal request:
You have two options to create a WorkJournal entry.
Option 1: After you have selected your Work Week Start Date, Pay Frequency, and clicked Retrieve:
- Click
on the WorkJournal page. An In/Out entry is added to the grid. - Click the day in the grid for which you want to add an entry. The Add/Edit Clock time pop-up window opens allowing you to enter the details of your request.
Option 2: From the EmployeePortal homepage calendar, you will notice that the current day is highlighted in yellow.
TIP: If you have any existing approved, pending, or saved requests, the entry is displayed for that day on the calendar. You can click the entry to open the details of the request.
- Click the day for which you want to create a WorkJournal entry. The Add Request Type pop-up window opens allowing you select the type of request you want to enter.
- Click WorkJournal. The Add/Edit Clock time pop-up window opens allowing you to enter the details of your request.
❏ Complete the following information for the entry:
| From Date | This field is automatically populated with the date you selected from the calendar. You can type a different date for which you want to create an entry in the MM/DD/YYYY format. Or, click  to select a date from the calendar. |
|---|---|
| Job Code | Click to select the job code/frequency for the entry. If you only have one job code, it is automatically populated. If you are not assigned to a job code for the date that you are creating an entry, a message is displayed indicating so and you are unable to create the entry for the selected date. |
| Time In | Type your start time for the entry in the HH MM format and click to select AM or PM. |
| Time Out | Type your end time for the entry in the HH MM format and click to select AM or PM. |
| Comment | Type any comments related to your entry. The comments are available to all approvers. |
❏ Click Save and Add New to save the entry and remain on the Add/Edit Clock time pop-up window to continue adding additional entries.
❏ Click Save and Close to save the entry and close the Add/Edit Clock time pop-up window. Otherwise, click X or Cancel to close the pop-up window without saving your changes.
After saving an entry, the entry is added to the calendar and can be viewed on the WorkJournal page. If an entry is more than five hours for a job code that has an automatic lunch set up in Personnel, the amount of time (in minutes) for lunch is automatically deducted from the total time worked for that job code on that work day.
❏ Click Submit to submit your WorkJournal request. An automatic email message is sent to your work email address or home email address if you do not have a work email on file confirming submission of your request.
- Your supervisor will receive an email message notifying them of your pending request.
- You will receive an email when a supervisor approves or returns your request.
Edit or delete a WorkJournal request:
❏ From the EmployeePortal homepage calendar, click the entry to open the details of the request. The Add/Edit Clock time pop-up window opens.
❏ You can edit the entry by typing over the existing data and clicking one of the save buttons.
- An entry cannot be edited if it has been imported or processed.
- An entry that has been submitted for approval must be returned by the approver before it can be edited and resubmitted.
Note: If the job code is modified, a new entry is created instead of updating the existing entry.
- Click Save and Add New to save the entry and remain on the Add/Edit Clock time pop-up window to continue adding additional entries.
- Click Save and Close to save the entry and close the Add/Edit Clock time pop-up window. Otherwise, click X or Cancel to close the pop-up window without saving your changes.
- Click Delete to delete the entry. A warning message is displayed prompting you to confirm that you want to delete the entry.
- An entry cannot be deleted if it has been imported or processed.
- An entry that has been submitted for approval must be returned by the approver before it can be deleted.
- Click OK to continue. The entry is removed from the calendar. Otherwise, click Cancel.
workjournal.1630595446.txt.gz · Last modified: 2021/09/02 10:10 (external edit)