Manager Workbench FAQ
Frequently Asked Questions
No. You may type all characters in either upper case or lowercase letters.
The individual default password is supposed to be the first four letters of my last name plus the last four digits of my social security number, but my last name is less than four letters long. What is my password?
If your last name is less than four characters long, then your default password will be then your entire last name plus the last four digits of your social security number. For example, Jane Doe’s last name is Doe and her social security number is 123-45-6789. Therefore, her default password would be doe6789.
Yes. The initial default password uses personal information. If someone knows your personal information and you do not change your password, then someone could easily figure out your password and access all of your personnel information. Also, do NOT give your password to anyone for any reason. Giving someone your password to login as you gives him/her access to all of your personal information.
Why did I see a funny looking screen when I tried to login or when I clicked on a link in HR e-Service?
It's called a “split screen.” It means that there is a specific error that is occurring, which is preventing you from completing the function you intended. If you scroll down, you will see text below the screen portion. Copy all of the text and paste it into an email to email@example.com. We will then have the error corrected and inform you when you can try again.
Do student hires and work study students have to submit timesheets electronically? If so, is an IT accounts form needed?
Yes. Student hires and work study students must also submit timesheets electronically. Student hires and work study students already have login ids created for them within the system. They can email firstname.lastname@example.org or call 703.323.3110 for their login id and initial default password sequence.
In addition, student employees will need a college employee email address. This email address is entirely separate from their current student email address. The new email address is needed so that the HR e-Service system can send you email notifications. For example, if your supervisor returns your timesheet to you for correction, you would receive a notification provided that you have a valid active email address listed in HR e-Service.
To obtain a college employee email address, complete a 105-45 form (available at www.nvcc.edu/forms, click on “Forms for Faculty and Staff”), and forward the completed form to Pamela McCray in IT Services. Once you have obtained the new email address, inform HR by emailing email@example.com. Please note that the IT Accounts Request form should not be used to request access to the HR e-Service system. Access to the HR e-Service system is automatically granted upon employment at the College. If you have questions about your access to the e-Service system, contact Human Resources at firstname.lastname@example.org or 703.323.3110.
Leave balances are updated approximately one week after the end of the pay period. If you think that those balances are incorrect then email email@example.com.
Please refer to the instructions provided on the HR website at www.nvcc.edu/hr/eservice.htm under the Tutorial heading. These instructions can also be found in the document library (from your home page) when you login to the HR e-Service system. The name of the document you will need is “Entering Faculty and Classified Timesheets.” Refer to pages 6 through 10.
You will receive an email notification and you will be able to view the request on the actual timesheet for the pay period the request was submitted. Your employee will know whether or not you have acted upon the leave request via email notification.
Contact HR by emailing firstname.lastname@example.org or by calling Human Resources at 703.32333110.
Once you have logged in to HR e-Service, go to your “Employee Self Service” section. This is located in the middle section of your home page towards the bottom of the screen.
- Click on “Time Entry”
- Click on “Enter Time for this Position”
- Click “Retrieve Timesheet” button for the appropriate pay period.
- Enter your hours in the appropriate boxes
- Click on “Save”
Also, refer to the instructions provided on the HR website and HR e-Service. The instructions are provided on the HR website at www.nvcc.edu/hr/eservice.htm under the Tutorial heading; and in the document library (from your home page) when you login to the HR e-Service system. The bulleted items above are brief and provided only to get you started with completing your timesheet.
Why does the system say that I do not have privileges to view this page when I go to approve my employee(s) timesheet(s)?
This has to do with your level of user access in the system. Contact Human Resources at email@example.com for assistance.
My job information and timesheet in the system say something completely different. Does this matter?
Contact Human Resources at firstname.lastname@example.org so that we may review the information within the system. Having the incorrect information listed for your department or division will not affect how your timesheet is processed or what budget code is charged.
Why is the system still showing old personal information (e.g. address, phone number) after I've made corrections? Also, I cannot make any additional changes.
When a request to modify your information is submitted, the information must be processed by Human Resources and Payroll so that it will reflect in PMIS (the state personnel management information system) and CIPPS (the state payroll system). This takes a few days. Once the change is processed, a task will appear in the Message Center on your home page. To complete the change in personal information, click on the task and review. Then, the changes that you requested will appear. NOTE, additional requests to modify information are prohibited so that they are not confused with the current one in progress.
I submitted a leave request for a specific day, then realized I selected the wrong earnings code. I tried to correct/delete the original request but cannot. Why does it continue to show on my timesheet?
This is perfectly normal. Any leave request made will remain part of the timesheet permanently and cannot be deleted; and will show at the bottom of the timesheet. Only an approved leave request will automatically populate within the timesheet with the hours and type of leave requested, whereas a leave request that was deleted, denied, or not acted upon by the supervisor will not (it will only display at the bottom of the timesheet).
All earnings codes that you are eligible to use will be displayed in the drop-down menu that appears when you select the earnings code within your timesheet. However, there are exceptions for the following earnings codes:
- SC – School Leave
- D6 – STD60
- D8 – STD80
- D1 – STD100
- Short-Term Dis
- Civil/Work-Related Leave
- ML – Military Leave
The above codes require documentation to be sent in to Human Resources before they can be used. Meanwhile, on your timesheet, select the earnings code “Unresolved Time.” After the documentation has been received and processed by HR, HR will then modify your timesheet to reflect the appropriate code.
Please note: If you do see any of these earnings codes in the drop-down menu, then that means that you have used that type of leave prior (with approval). Even though it may still display, you should still select the “Unresolved Time” earnings code and submit the appropriate documentation to HR.
How do I make a correction to my timesheet after I've submitted it to my supervisor? How do I make a change to my employee's timesheet once it has been submitted?
Once a timesheet has been submitted to the supervisor, it cannot be modified by the employee. In order to modify, the supervisor must return the timesheet to the employee.
To do this, click on “Manager Workbench” from your home page. Then click on “Approve Time.” This link will appear underneath the bold headings “Direct Reports” and “Hourly Direct Reports.” You may click on either link.
Scroll to the appropriate pay period under the appropriate employee category. At this point, if the timesheet has already been approved, a small white circle will appear underneath the “Remove Approval” column. Click on the small white circle underneath “Remove Approval” and click “Save Changes...” A small white circle will now appear underneath the “Return to Employee” column. Click on the small white circle underneath “Return to Employee” and click “Save Changes...” If the timesheet has not already been approved, then you do not have to remove the approval; you only have to return the timesheet to the employee.
Final Note: If the timesheet needs to be modified after all of the deadlines have been exceeded for submitting and approving the timesheet, then you must speak with the appropriate person in order to modify the timesheet. Please see below for the appropriate persons to speak with regarding timesheets:
- Classified/Faculty Timesheets: Erin Couch, Human Resources, 703.323.4276 or Choie Wong 703.323.2330
- P14 Timesheets: Mina Anane, Payroll, 703.323.3075
- Work Study/Student Hire Timesheets: Anita Bryant, Payroll, 703.323.3364