Time Entry and Approval

Datatel/Colleague HR and PayrollPortal
 

1. Access On the Web - from Office or using VPN at Home

  • Using Internet Explorer go to St. Lawrence University home page -www.stlawu.edu
  • Click on Faculty and Staff tab


2. Click on St. Lawrence Portal


3.  Enter Network User Name and Password (if accessed using Firefox)


4. St. Lawrence University -Portal

  • Access to Datatel/Colleague functions that you are authorized for will show in the Colleague Web Access tab


5.  Approving Time Entry

  • Click on Time Entry and Approval
  • Click on Time Approval (for supervisors)
  • Click the Review Entry box to review the employee’s timesheet and hit submit.
  • If you are approving time for another supervisor, select their position from the drop down box. Only positions that you are authorized to approve on behalf of will be listed.

 

6.  Time Entry Record

  • Each Employee will have a record with benefit bank balances listed
  • The deadline by which the timesheet must be approved is indicated in the “Approve By Date” column
  • Annual Leave = vacation


7.  Employee Timesheet

  • “Regular Hours” column will be prefilled with the scheduled hours for most employees
  • If hours are not worked, the total in the other columns should total this amount
  • Leave (vacation), and sick time have unique columns
  • If a Holiday is worked, hours should be entered in “Hours Worked” column and “Other Time Type” should be Holiday; otherwise, Holiday hours should be entered in “Other Time” column
  • Other types of leave should be reported in the “Other Time” column and the appropriate Type selected (e.g. bereavement, holiday)
  • Approved Overtime hours should be entered in the Other Time column on the appropriate date and Daily Overtime selected in the “Other Time Type” column/If total weekly hours exceed 40, OT pay will be automatically calculated
  • Shift Hours and Type should be used only by employees who work an evening or weekend shift
  • These fields show time when employees have more than one job and will show supervisors there is other time worked and paid in addition to their job
  • Note: There will be no data for exempt employees, as they do not enter time worked

 

8.  Supervisor Decision

  • Indicate Approve/Reject in the Supervisor Decision box
  • If Rejected, send instructions to the employee via email by completing the E-mail, subject, comments and employee address boxes
  • When Time sheet is resubmitted, review again
  • Press submit to affect your action; you will receive a confirmation message –approval is final/subsequent changes made @ Business Office


9.  Virtual Private Network (VPN)

  • You must be on campus or connected via the VPN to access Datatel/Colleague
  • To install it on your home computer, go to Off Campus Access from the IT web page or http://infotech.stlawu.edu/node/71
  • Follow instructions for your hardware and operating system
  • The IT Help Desk can assist you (x5770)
     

10.  Supervisor’s Summary

  • Access Colleague portal on campus or via VPN at https://saints.stlawu.edu/. Use your Network Username and password.
  • Install VPN using instructions on IT’s web page at https://infotech.stlawu.edu/node/71
  • If you’re using a home computer enter your user ID preceded by stlawu\(e.g. stlawu\kmul)
  • Click on Employee Profile/Pay Advices to see your pay stub
  • Click on Time Entry and Approval/Time Approval to review and approve timesheets