GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Dora Sanchez, Payroll Supervisor

Payroll Training

September 9, 2015

Administrative Services

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Agenda

Staff Dates & Deadlines Earn Types Time Card Entry Differential Codes Time Card Errors Negative Leaves Comments Questions

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Data Entry

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Department: Who reports to me?

Create a list of staff that reports to your area. Use this list each month so no one is left off payroll.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry Dates and Deadlines (example)

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Earn Type Codes

Earnings Type Earning Type Description

Overtim e For Pay

Sick Leave Used*See

Note

Vacation Hours Used

Com p Tim e Used

W ell Days Used

Jury Duty Absence

Bereavem ent Absence

W orker's Com p Absence

Long Term Disability

NML Normal Earnings OVT SICK VACA CTO WELL JURY BRV KWC DSBL02.5 Longevity Differential - 10 yrs R2.5 S2.5 V2.5 T2.5 W2.5 J2.5 B2.5 K2.5 D2.505.0 CSEA Swing/L39 Split Shift Diff R5.0 S5.0 V5.0 T5.0 W5.0 J5.0 B5.0 K5.0 D5.005.0 L39 Nite Shift Differential R5.0 S5.0 V5.0 T5.0 W5.0 J5.0 B5.0 K5.0 D5.0

07.5 L39 Swing/CSEA Nite+ 2.5% Lngv R7.5 S7.5 V7.5 T7.5 W7.5 J7.5 B7.5 K7.5 D7.510.0 LNiteSplit/Swing-CNite+5%Lngv R10 S10 V10 T10 W10 J10 B10 K10 D1012.5 L39 Nite Shift + 7.5% Longevity R125 S125 V125 T125 W125 J125 B125 K125 D125

BCP Back Pay When using these earn types and employee has Longevity/Shift DiffCNWP Contract Non Work DaysLAB Laboratory RateLEC Lecture RateOTHR Confdntl/Suprvsr OtherLeavePHOL CSEA/L39 Personal HolidayUNPD Unpaid AbsencesWOC Work Out of Class

Earning Types - Quick Reference

*SICK-For Full Time "F" positions Faculty Members sick days are entered in ¼ day increments. All other employees are tracked in hours

total hours and earn type.Earn Type UNPD, Work Hours 8, "Earning Differential" Time = 8 Code 02.5 (only if it applies)

you must remember to use the differential boxes to include

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

Monthly Cycle: Classified, Hourly, & Student employees 1. Enter “TCDE” into the Quick Access box. (You must be in the HR module.)

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

2. Pay Cycle (enter either M for monthly or A for Academic). Press ok. You can also enter “…” then select a cycle.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

3. Enter period end date. Always the 10th of the month (except for June 30th).

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

4. Enter “N” unless you are entering back-pay (BCP). (as a rule easier to say “Y” than starting over)

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

5. 3 ways to lookup employee: Colleague ID (easiest), Social Security #, or Last Name.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

6. Enter “…”. If the employee has more than 1 position open it will allow you to select it.If the employee has only 1 position open, skip step #7.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

7. Enter the Number that corresponds with the position in box below and press “Enter”

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

8. Make Changes to Time Card and Approve. Press “F10” to save and move on to next employee.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

9. Things To Remember

The “Sched Hours” total should match the “Work Hours” total for Permanent Classified Employees unless you enter Over-Time.

Non Academic Employees’ time is recorded in Hours, Faculty in Days, Adjunct in Hours.

 Hourly and Student employees do not use the UNPD code, just enter “0” for scheduled days not worked.

Never ZERO out hours for Permanent Staff. Use CNWP for Non-Academic (CSEA, L-39).

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

10. Differential Codes, Certain “Earn Types” require manual input of thedifferential code (PHOL, UNPD, & CNWP).

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

11. If you are having to insert dates prior to the first day or after the last day in TCDE, check WAGS dates.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

13. If you see this pop up on the screen do not update. Go to LEVS to review leaves.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

14. Check LEVS, Determine balance of Leave type that is negative and contact employee with options (UNPD, or other leave type).

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

15. Comment Screen, Place comments for Over-Time, Substitutes, Saturday work for Students or other Hourly Staff.

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

Examples of Time Card Entry

Student Non Academic Academic

All training materials and forms can be found here,Website: http://www.hartnell.edu/business-officeOr http://www.hartnell.edu/payroll

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

Contact Information:

Tracey Richardson, Controller 831-755-6752Dora Sanchez, Payroll Supervisor 831-755-6951Abel Del Real, Payroll Technician 831-755-6993

GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Time Card Entry

Questions?