Novatime Employee Training Manual 1

LOS ANGELES COUNTY OFFICE OF EDUCATION
ACCOUNTING AND BUDGET DEVELOPMENT INTERNAL SYSTEMS SUPPORT
Time and Attendance System

EMPLOYEE USER
MANUAL
Financials
Internal Systems Support
TIME & ATTENDANCE

EMPLOYEE USER MANUAL
Los Angeles County Office of Education

Leading Educators Supporting Students Serving Communities
9300 Imperial Highway
Downey, CA 90242
Internal Systems Support (ISS)
12830 Columbia Way ECW 166
Fax 562.401.5570
InternalSystemsSupport@lacoe.edu
January 2015
Table of Contents
Introduction ............................................................................. 1
How to Use This Manual ........................................................... 1
Accessing the MyID and NOVAtime Websites ............................ 2
Requesting Time-Off using NOVAtime ....................................... 9
Employee Web Services .......................................................... 16

Accounting and Budget Development Internal Systems Support
TIME & ATTENDANCEEMPLOYEE USER MANUAL

Introduction
This manual will provide step-by-step instructions on how to access and use the NOVAtime
system in order to accomplish tasks related to time and attendance. Some of these tasks
include requesting time-off, checking your leave time balances and punching-in/out.
This manual is organized both for your initial training and as a quick reference for future use. If
after reviewing the information in this manual you still need assistance or have questions on
how to use the NOVAtime time and attendance system, please contact
InternalSystemsSupport@lacoe.edu.
How to Use This Manual

We encourage you to read through the entire manual and understand its content. The
organization of content in this manual allows you to find help with daily tasks quickly and easily
by using the table of contents.
Categories
There are sections in this manual that refer to corresponding categories in the NOVAtime
website. A category in the NOVAtime website refers to a series of links located along the top of
your browser window visible when you login to the system:
Attendance & Scheduler

are each considered a
category in NOVAtime
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For assistance, email InternalSystemsSupport@lacoe.edu


Accessing the MyID and NOVAtime Websites
To access the NOVAtime website, you will need a standard internet browser. We recommend
that you use Internet Explorer or Mozilla Firefox. However, NOVAtime will function using other
browsers such as Google Chrome or Safari. You are also able to access the NOVAtime system
using mobile devices such as smart phones and tablets.
To access the NOVAtime website, you will first need to login to the LACOE MyID system. To
access the MyID webpage, go to the following URL: http://myid.lacoe.edu
This is what the MyID page will look like when you access it.
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In the login window, enter the following:
1. Enter your ID: this will be your unique

LACOE UPIN (FirstName.LastName.###) also
referred to as MyID.
2. Password: Enter your password
3. Click the Login button
Once you select the Login button, your screen will look similar to the screenshot below. Select
the My Applications icon.
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If you are a salary employee, you will have access to the NOVAtime Employee Web Services
link on your list of applications. If you are an hourly employee, you will have access to both the
NOVAtime Hourly Employee Punch link and the NOVAtime Employee Web Services link:
SALARY EMPLOYEE
HOURLY EMPLOYEE
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Hourly Employees
1. If you are an hourly employee and want to punch-in or punch-out, select the NOVAtime
Hourly Employee Punch link from the My Applications menu in MyID:
Once you select the link from

MyID, your punch will
automatically be recorded on
the NOVAtime website. You
should see a screen similar to
this one.
You will also see a quick
message acknowledging your
successful punch.
No further action is required
for punching at this point.
Notes: (1) NOVAtime records only one Punch within a 10 minute period.
(2) Once you have successfully recorded a punch, please make sure to close your
browser window (for security purposes).
(3) Punches only recorded for primary position
(4) Additional position time reporting is handled in Employee Web Services
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2. If you are an hourly employee and want to view your schedule, view your history of
punches or submit your timesheet, then select the NOVAtime Employee Web Services
link from the My Applications menu in MyID:
Once you select the NOVAtime Employee Web Services, you will automatically be logged
into NOVAtime and taken to the Attendance > Timesheets section of the Employee Web
Services page.
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3. Alternatively, if you are an hourly employee and will be using a Kiosk system in order to
record a punch, you will login by inputting your MyID username and password on the
NOVAtime login screen at the Kiosk terminal.
Note: DO NOT use this

number pad when logging
into NOVAtime. It is used
by other NOVAtime
clients, but not LACOE.
Kiosks are public computers or

terminals that can be found at
the following locations:
Break Rooms
Entrances to Ed Center &
Ed Center West Buildings
Kiosk functionality is restricted

to NOVAtime use only.
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Salary Employees
1. If you are a salary employee, select the NOVAtime Employee Web Services link from the
My Applications menu in MyID.
Once you select the link, you will then be

taken to the Employee Web Services
(EWS) page of the NOVAtime system. By
default, you will be taken to the
Attendance > Timesheets section of the
EWS page. Your page should look like
this:
Once logged into NOVAtime, you will be able to request time-off and view your accrual
balances, timesheet and schedule.
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Requesting Time-Off using NOVAtime
You will be using NOVAtime to make requests for time-off. Requests will be done while logged
into EWS. To request time-off, go to the Scheduler category of the NOVAtime website, then
select Requests:
Accessing the Requests page will display the following screen:
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While in the Scheduler > Requests area, do the following (in this order):
1. Under Step 1, provide a name to your request and also select the request type. Then, select
the appropriate start/end dates using the calendar icons:
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2. This is what the Step 1 screen will look like after you input start/end dates. You can also add
an optional Note to provide further information about your request:
3. Once you have inputted the requested time-off day(s), click on the
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button


After you click on the
button, Step 2 populates with the date(s) requested:
If you want to request a partial day off instead, deselect the Edit Hrs checkbox next to each
day and input start and end times in the Start and End time fields. Make sure that you
indicate p for PM or a for AM when inputting start and end times.
In this example, a full day time off request will be submitted.
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4. Once you are done with Step 2, continue to Step 3. In Step 3, you can view your selected
time-off balances as either hours or days. The system by default will show the balances in
hours:
Time-off
in Days
Time-off
in Hours
5. To complete your time-off request, while still in Step 3, select the
After selecting the
button:
button, the Step 2 section will now look like this:
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The Status column in Step 2 refers to the approval status of your request. Once you submit
your request, your supervisor will then have the following actions to choose from in relation
to your request:
Status
Pending
Approved
Declined
Remove
Status Description
Request is pending your supervisors approval
Request has been approved by your supervisor
Request has been denied/declined by your supervisor
Request has been deleted/removed by you
The Time-Off History section at the bottom of the screen will show your request status (in
addition to the status on any other of your requests):
6. Once your supervisor approves your request, next time you log into EWS you will see a popup window indicating that you have new messages. Select OK to view them:
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The Messages window will open. New messages will be in bold:
Once you click on a message, the status of the request will be at the bottom of the message.
In this case, the time-off request has been approved:
If you then navigate to Scheduler > Requests (in the Time-Off History section) you will then
see your Request Status as Approved as well as your Supervisors name and the date that
your request was approved:
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Employee Web Services
As mentioned in the previous sections, the Employee Web Services (EWS) area of the
NOVAtime website is the primary area where all time and attendance requests are processed.
Once again, EWS is accessed at the login screen using the NOVAtime Employee Web Services
link (for both hourly and salary employees):
NAVIGATION: Attendance > Timesheets

1. Upon logging into EWS, you will be taken to the Timesheets tab of the Attendance category
by default.
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2. The Timesheets tab provides summaries of your time and attendance requests & balances.
This is what the Timesheets tab looks like once you access it.
Depending on your Bargaining Unit, you will be able to input additional work hours into the
timesheet that will automatically be calculated as overtime, overload minutes, etc. In this
example, an SEIU employee has inputted additional work hours for 9/2/14 (system
calculated it as 1 hour of OVT).
NOTE: For all salary employees (and again depending on your bargaining unit), an
employee timesheet will only show time-off from work (not actual work hours)
Since this day is a holiday, it will appear on this timesheet since it is

time-off from work. This is only the case for salary employees.
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If you are an hourly employee, your actual WORK HOURS will populate on the timesheet
similar to this screenshot.
3. When entering the Timesheets tab, NOVAtime will default to the current pay period. The
timesheet status will also show a status of OPEN:
4. Below the timesheet summary/history of punches (if applicable), will be sections containing
a Weekly Summary, Timesheet Summary, and Accrual Summary (in that order).
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NOTE: At month end, except for bargaining units EE, ER & ET, your timesheet will be
submitted for you by your Timekeeper. Your timesheet will then be routed through
workflow in order to reach the Payroll department for processing.
For bargaining units EE, ER & ET, you will have to manually submit your timesheet. To
manually submit your timesheet, select the
icon near the Timesheet Status field.
After selecting the

icon, the timesheet status changes to Submit and a message
appears indicating that you have successfully submitted your timesheet.
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NAVIGATION: Attendance > Schedules
1. To the right of the Timesheets tab (still under the Attendance category), is the Schedules
tab. This is the area where you can see your current and upcoming scheduled work hours:
2. Again, NOVAtime defaults to the current pay period. This is what the Schedules tab looks
like once you access it (the Schedule Summary):
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3. Directly below the Schedule Summary is a monthly view of your work schedule:
4. You can also view upcoming pay periods by clicking the forward arrow icon in order to view
a future pay period (viewing one month at a time). Subsequently, clicking the back arrow
icon will take you one pay period into the past:
Select this icon to
move one month
forward in time
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NAVIGATION: Attendance > Accruals
1. To the right of the Schedules tab (still under the Attendance category), is the Accruals tab.
This is the area where you can view your accrual (absence code) balances:
2. Again, NOVAtime defaults to the current pay period. This is what the Accruals tab looks like
once you access it (Accrual History):
The History section (under Accruals) will show both current and historical totals. Detailed
information for accrual balances by pay code is available in this section.
The Carry Hours column in the screenshot above refers to the original amount of hours in
an accrual bucket, prior to actual usage in a time-off request.
The Available column is the actual balance available if all submitted requests are approved.
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NAVIGATION: Attendance > History
1. To the right of the Accruals tab (still under the Attendance category) is the History tab. This
is the area where you can see different views of your time and attendance calendar,
including both detailed and summarized views :
2. When you access the History tab, the page will default to the Annual Calendar section. The
Annual calendar section begins with the calendar year:
NOTE: You can click through the Monthly Calendar, Calendar Detail & Calendar Summary
tabs (all within History) to see different views/details of your time and attendance calendar.
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LOS ANGELES COUNTY OFFICE OF EDUCATION

ACCOUNTING AND BUDGET DEVELOPMENT INTERNAL SYSTEMS SUPPORT

Time and Attendance System

Internal Systems Support

TIME & ATTENDANCE

Los Angeles County Office of Education

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

How to Use This Manual

Attendance & Scheduler

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

1. Enter your ID: this will be your unique

3. Click the Login button

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Once you select the link from

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Note: DO NOT use this

Kiosks are public computers or

Kiosk functionality is restricted

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Once you select the link, you will then be

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Accessing the Requests page will display the following screen:

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

button, Step 2 populates with the date(s) requested:

In this example, a full day time off request will be submitted.

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

5. To complete your time-off request, while still in Step 3, select the

After selecting the

button, the Step 2 section will now look like this:

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

NAVIGATION: Attendance > Timesheets

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Since this day is a holiday, it will appear on this timesheet since it is

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

Los Angeles County Office of Education

TIME & ATTENDANCEEMPLOYEE USER MANUAL

After selecting the