Time Reporting

Report
Time Reporting: Time Sheets
and Absence Requests
TIMEKEEPER
1
Welcome to Training!
• Why PeopleSoft?
– PeopleSoft will help UTEP to grow.
• What’s Your Part?
– We need your skills and expertise in order to utilize
PeopleSoft. It’s a vehicle and you’re the driver!
– Over time you will build your own history with
PeopleSoft.
• What to Know About Training?
– Training is an investment in your professional growth.
– Be open to change
2
Setting Expectations
• Only core functionality will be available at go-live.
• We’re starting with limited workflow—we’ll be using
processes outside of PeopleSoft for certain HR &
Financial transactions.
• We’ll have to work through the kinks—some
functionality may not work smoothly right at
implementation.
• We’ll have to be patient—we’ll need additional time to
process and enter transactions in the beginning.
• We will be using a PeopleSoft simulation environment
during training.
3
What Can You Do?
• Feel free to ask questions and take notes.
• Contact the Help Desk if you encounter a glitch or
forget how to complete a transaction.
• Revisit the training webpage to review training
materials and videos.
• Become your office’s “Go-To” person. Be willing
to offer your help.
• Attend our Go-Live Work Sessions—open lab time
you can use to process live
documents/transactions.
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Timekeeper
• Roles and Responsibilities:
– Timekeepers on campus will have the ability to enter,
correct and submit Time Sheet and Absence entries
for their respective departments.
– Timekeepers can modify timesheets within the past
90 days.
– Adjustments after 90 days of an event will be handled
by the Payroll Office.
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What IS Changing?
• Timesheet submission
– The PeopleSoft system automatically generates a
timesheet for all salary classified exempt and nonexempt employees.
– Classified employee exceptions need to submit a
paper timesheet to report overtime, and comp time.
– Employees working under a grant, please check with
PI to determine if the grant requires additional paper
timesheet tracking.
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What is NOT changing?
• Current campus leave policies and procedures will
apply.
• Pre-approval for overtime and comp time.
• Overtime hours will be banked and the
department will decide on the approval of
scheduled payouts.
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Time Reporting Entries
• Timekeepers will be able to enter and submit timesheets for the
following employee types:
Employees
Timesheet
Hourly Employees
Yes
Hourly Students
Yes
Faculty
No
A&P
No*
Classified Exempt
No*
Classified Non Exempt
No*
*Note: Timekeeper will only need to submit timesheet to enter comp time, overtime
and/or any other special circumstances as determined by the University policy.
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Hourly Employee Timesheet
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Entering Time in Define
1.
2.
3.
Pay period is automatically
selected for you.
Press enter to view the list.
Enter the approved hours for the
employees.
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Entering Time in PeopleSoft
Look up an individual using one of the
search characters or use % for Empl ID
to look for all the employees in your
department.
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Navigation In PeopleSoft
Main Menu> Manager Self Service> Time Management> Report Time> Timesheet
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Timesheet Process
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2
3
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1. Look up the individual using one of the search
characters or use % for Empl ID to look for all the
employees in your department.
2. Click on Get Employees.
3. Select the desired work week and click the Refresh
icon on the right.
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4. Select the employee.
Timesheet Process
5. Enter the hours worked under Quantity.
6. Or Enter the work schedule for the employee.
7. Click on Submit to complete the time entry.
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6
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Time Reporting Code (TRC)
• Available Time reporting Codes:
– OCP – Overtime Comp Payout
– STCTS – State Comp Taken Salaried
– STADJ – State Comp Adjusted (Admin)
– UPDS – Unpaid Salary
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Timesheet Process
Once submitted the Timesheet is auto-approved. Click
OK to complete the process.
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Timesheet Query
Main Menu> HCM Reporting Tools> Query> Query Viewer
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Timesheet Query
1. Enter the Query name. Ex. Timesheets.
2. Click Search.
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1
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Timesheet Query
3. Query results are displayed on the bottom
of the screen.
4. You can view the hourly employees in your
department in HTML, Excel or XML
formats.
5. Example of the hourly employees as HTML
format.
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HTML format
3
5
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Timesheet Scenarios
• Examples
– Scenario 1: Entering Hours for a Part-time
employee.
– Scenario 2: Entering Over-time Hours.
– Scenario 3: Entering Comp Time.
– Scenario 4: Payout Over-time/comp time.
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Leave Request and Report Form
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Terminology in Absence
• Absence Event (Leave Request): The period of time that a
payee is absent for the same reason. For example, if a payee is
out sick Monday through Wednesday, the three-day absence
is referred to as an absence event.
• Entitlement: This defines rules for granting paid time off for
valid absences, such as sick time and vacation. An absence
entitlement defines the entitlement amount, frequency, and
entitlement period (Monthly Accrual).
• Cascading: A feature in the Absence Management module to
automatically deduct employee submitted absence hours
against a prioritized order of an employee’s accrued leave
type balances.
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Timekeeper
• Roles and Responsibilities
– Timekeepers on campus will have the ability to enter, correct
and submit leave request entries for their respective
departments into the PeopleSoft system.
– Departments will still need to maintain and manage preapproved absence request forms.
– You will only report absences for
•
•
•
•
•
Vacation leave
Sick time
Bereavement
Jury Duty
Educational Activity Conference
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Absence Reporting Entries
• Timekeepers will be able to enter and submit leave for the
following leave eligible employees:
Employees
Absences
Classified
Yes
Faculty
Yes (sick leave only)
A&P
Yes
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What IS Changing?
• Introduction of a Cascading.
• Absence Events will now be handled by absence
management in HR.
• Leave requests will be impacted by work schedule.
• View balances format is different.
• Balances will not be updated upon submission.
• Comp/OT request will be entered through
Timesheet.
• Absence events will have two monthly hard
deadlines for processing.
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What is NOT Changing?
• All employees eligible for leave must continue to
submit a leave request form.
• Your leave request paper based approvals.
• Leave will be processed by the department in a leave
system.
• Current campus leave policies and procedures will
apply.
• FMLA and sick leave pool processing will be
maintained by HR.
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Cascading
• Cascading is a new concept used in PeopleSoft to
automatically deduct leave hours from various
leave balance types.
• Cascading Acronyms:
–
–
–
–
–
VAC –Vacation
Unpaid Abs – Unpaid absence
EA – Educational Activities
COMP- Comp time
O/T-FLSA – Overtime-Fair Labor Standards Act
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Cascading Order
Leave Type
(Element)
Order of Deduction against Leave Types
Vacation
Vacation
Comp Time
Overtime/FLSA
*Floating
Holiday
Unpaid Absence
Sick
Sick
Comp Time
Overtime/FLSA
*Floating
Holiday
Educational
Activities
Educational
Activities
Educational
Activities/Sick
Comp Time
Overtime/FLSA
*Floating
Holiday
Vacation
*Floating
Holiday
Floating Holiday
Comp Time
Overtime/FLSA
Vacation
Unpaid Absence
Vacation
Unpaid
Absence
Unpaid
Absence
*Floating Holiday: UTEP does not have Floating Holiday. This will be visible because other participating
institutions have Floating Holiday.
Note: If Floating Holiday is accidentally selected, the system will automatically cascade.
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Cascading Example
• An employee has the following available leave balances:
– 20 hours of vacation
– 36 hours of sick
– 16 hours of comp time
• The employee submits 40 hours of vacation. The time is
approved by their reports-to manager.
• What will happen?
– 20 hours will be pulled from their available vacation hours
– Their available sick hours will be skipped (because it is not in the
vacation cascading order)
– 16 hours will be pulled from their available comp time hours
– 4 hours will go unpaid.
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Leave Request Adjustments
• Timekeeper have a 90 day pay window from
the absence event to enter or make any
adjustments.
• Adjustments after 90 days of an event will
need to be reported to the Absence
Management in HR.
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Current Leave Requests:
Paper/Electronic
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Define Leave Request Screen
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PeopleSoft Leave Request Screen
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DEFINE ET3 Screen
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Navigation to Enter an Absence
Main Menu> Manager Self Service> Time Management> Report Time> Timesheet
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Enter a Full Day Absence Event
1. Enter the search criteria for the employee.
2. Click on Get Employees.
3. Select the desired work week and click the
Refresh icon on the right.
4. Select the employee.
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Enter a Full Day Absence Event
5. Click on Absence Event to View leave
Balances.
6. Click on Add Absence Event to enter
details for the leave.
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Enter a Full Day Absence Event
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7. Enter corresponding absence event
information.
8. Click on the Submit to submit the
absence.
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Submit an Absence Event
Click OK to complete the absence event.
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Submit an Absence Event
If done correctly, your Leave should be shown in
your timesheet.
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Enter a Partial Day Absence Event
1. Enter the search criteria for the employee.
2. Click on Get Employees.
3. Select the desired work week and click the
Refresh icon on the right.
4. Select the employee.
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Enter a Partial Day Absence Event
5. Click on Absence Event to View leave
Balances.
6. Click on Add Absence Event to enter
details for the leave.
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Enter a Partial Day Absence Event
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7. Enter the corresponding absence
event information.
8. Click on the Details link to enter the
absence hours for partial days.
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Enter a Partial Day Absence Event
Auto-populated from the
previous screen.
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9. For a basic partial work day off, select All Days.
10. Enter the hours in the All Days hours field.
11. Click on Calculate End Date or Duration to calculate
the hours deducted from your leave balance.
12. Click OK to return to the previous screen to submit.
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Enter a Partial Day Absence Event
Click on the Submit to submit the absence.
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Submit an Absence Event
Click OK to complete the transaction.
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Verify Absence Event
If done correctly, your Leave should be shown in
your timesheet.
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Absence Scenarios
• Taking “Full” Day(s) Off Examples:
– Scenario 1: Request a week off (40 hours).
– Scenario 2: Request a day off (8 hours).
• Taking “Partial” Day(s) Off Examples
– Scenario 3: Request a half-day off (or a few hours).
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References
• Additional information and resources can be
found on the PeopleSoft website.
Job Aids
Power Point slides
Key Terms/Glossary
Quick Guides
Crosswalk
Links to UPK
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Classroom Summary
•
•
•
•
•
•
Topic summary.
Web page location. (Peoplesoft.utep.edu)
Training materials and UPK’s available.
Help Desk support available.
Drop in sessions available May 5th.
FAQ’s will be posted on the web site.
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Questions?
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Thank You!
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