time&labor trainingmanual timeapproval · time&labor trainingmanual timeapproval!!!! 9hu...
TRANSCRIPT
1
TIME & LABOR TRAINING MANUAL TIME APPROVAL
Ver. 04/2013
2
TABLE OF CONTENTS
TIME APPROVAL - THINGS TO REMEMBER ..................................................................... 3
TIME APPROVAL - QUICK GUIDE ......................................................................................... 4
TIME APPROVAL – DETAILED GUIDE ................................................................................. 5
PAYROLL PROCESSING TIME FRAME .................................................................................. 15
TIME APPROVAL FAQs ............................................................................................................ 16
TIME REPORTING CODES (TRC’s)…………………………………………………………..17
PAYROLL STAFF ……………………………………………………………………………….. 20
3
TIME APPROVAL - THINGS TO REMEMBER • A process, “Time Administration”, runs multiple times daily. The process takes time
entered and creates “Payable Time”
• As a manager/supervisor you will be responsible for reviewing the time entered by
the employees and approving this time
• You will be able to make your own business decision on the time entry and time
approval process and decide what works best for your department or employees
• Comments entered in the “Comments” bubble become a permanent record in Time
and Labor, these comments are not seen during the payroll processing
• If you approve some of an employee’s time, then make a change, when you go to the
“Supervisor/Manager time approval link, you will only see the time that remains to
be approved. Any time already approved will not be visible
• If an employee reports Jury Duty or Military Leave, the department is responsible for
maintaining the backup documents for audit purposes
• Is changing an employee’s time the right thing to do?
• There is a user ID associated with the actions in Time and Labor
• There is one level of approval
• The deadline for approving time is normally 10:00 am on the Wednesday of a non-
payday week
4
TIME APPROVAL - QUICK GUIDE NAVIGATION:
• Log into my.BoiseState.edu>Faculty/Staff Sign In>PeopleSoft • Manager Self Service • Time Management • Approve Time and Exceptions • Payable Time
• • and then • The List of Employees show up at the Bottom of the Page • Either:
1. and …or 2. Select a particular employee (double click the name) to view their time,
If the time looks correct click and click …or
3. If changes need to be made click , make the changes,
click .
• If a change is made, click on the comment balloon (the right hand side) to make a note regarding the change for audit purposes.
• Time Admin (process behind the scenes that updates information submitted) will have to run again before you will see the corrections. Time Admin runs at 8am, noon and 4pm every day of the week with the exception of approver Tuesday when it runs 8am, 10am, noon, 2pm, 4pm and 6pm. Time admin takes approximately 30 minutes to run.
• To approve the remaining employees click on at the bottom of the screen and continue through the above process
5
TIME APPROVAL – DETAILED GUIDE LOG INTO my.BoiseState.edu
LOG INTO FACULTY/STAFF SIGN IN
6
LOG INTO PEOPLESOFT
LOG IN:
7
CHOOSE HUMAN RESOURCES:
Then MANAGER SELF SERVICE-TIME MANAGEMENT
8
Uses of this screen:
Approve Time and Exceptions-Payable Time: Proceed to this area to approve time entered by your employees. If an employee has entered some time but has not completed his or her timesheet you may use this area to complete the timesheet. If the employee has entered NO time see “Report Time” below
Report Time-Timesheet: Use this area if your employee has entered no time; enter the employee ID number which will take you to his or her timesheet. Once you have entered the time and clicked submit, Time Administration will have to run again before you are able to approve the time you entered.
View Time-Payable Time Detail: Supervisors may use this area to research payable status of their employees. For example, to see if time for the current pay period has been approved or to research time reported for previous pay periods. You may view any 31 day period of
time, from March 2008 to the present.
9
select “Payable Time”
Click on (note: if an employee has terminated prior to the date listed you will need to change that date to a prior date for the employee to show up)
TO APPROVE TIME:
10
A list of the employees you have authority to approve will pop up. If you cannot see all of your employees, click on “View All”. Your choices are to select one employee (click box by name) or “Select All”. Click ‘Continue’
11
12
When you access the employee, you will see the time that was entered by day. You may select a day or multiple days (by checking the box next to the day) or click “Select All” to approve all at one time. If you just click Approve (without checking the boxes) no time will be processed. You
must click a check mark into the box then click to approve the time
If changes need to be made, click on “Adjust Reported Time” (this will take you to employee timesheet) for that day
13
Make the correction on the appropriate day and click
For audit purposes, write a note in the Comments (just double click on the bubble icon) section to say why the change was made
Remember: what is written here is permanent. Once the comment is
completed click
If a correction was made for your employee you will have to wait until Time Administration runs before you can approve that employee’s time.
After Time Administration runs and the time is correct click
and
The next screen will be the Save Confirmation, click
14
This completes the approval process
Supervisors will have access to make changes and approve until 10am the Wednesday after pay day unless otherwise notified
Additional Information about Direct & Indirect Reports
The 'Org Chart' icon that optionally appears in the list of employees below indicates that other employees report to this employee. You may drill-down into the organization to select employees who indirectly report to you by clicking on these 'Org Chart' icons. You may also navigate back up the organization after drilling-down by clicking on the 'Drill-Up' icon above the list of employees
15
PAYROLL PROCESSING TIME FRAME: MONDAY (after pay day):
Employees enter time (if they have not already done so)
Access to the employee Time Reporting page is deactivated at 5pm
TUESDAY:
Supervisor may enter time for employee who did not get time entered by
5pm on Monday
Supervisor approval e-mail is sent around 1pm (goes to any Supervisor with
employee time left to approve)
WEDNESDAY:
Supervisor approval e-mail is sent around 8am (goes to any Supervisor with
employee time left to approve)
10AM, Approve Time and Exceptions-Payable Time page is deactivated to
everyone for processing to begin. This page and the Time Reporting page
will be reactivated in the afternoon
THURSDAY:
Payroll processing
FRIDAY:
Payroll processing
MONDAY:
Payroll processing
TUESDAY:
Checks should be visible to employee by close of business
FRIDAY: Payday
16
TO MAKE IT CLEARER…FAQ:
APPROVING TIME I CANNOT SEE MY EMPLOYEES TO APPROVE THEIR TIME:
There can be a few reasons for this:
a. Employee is not hired (hint…if an employee starts mid pay period sometimes changing the beginning date to the employees start date will cause the employee to appear. This will work for both the employee and the supervisor)
b. Employee has been terminated prior to the pay period end date c. Employee has not entered any time d. Funding source change will blank out the time sheet (whenever possible
make changes at the beginning of a pay period) e. If some but not all are visible, you may need to click the “View All” button
I MADE A CHANGE TO MY EMPLOYEE’S TIME BUT CANNOT SEE THE CHANGE TO APPROVE.
Once a change has been made it is necessary for time admin to run before those changes can be seen. Every day, time admin runs at 8am,Noon and 4pm but on approver Tuesday (the Tuesday after payday) the process run at 8am, 10am, Noon, 2pm, 4pm and 6pm. This process takes approximately 30 minutes to run.
17
TIME REPORTING CODES (TRC’S) BSU BSU work study
CPH Comp time taken-‐Temporary employee
CPT Comp time taken
DNO Organ Donation-‐Temp-‐Salary
DNR Organ Donor-‐Regular
DNA Organ Donor-‐Salary
DNT Organ Donor-‐Temp
FHS FMLA Sick-‐Temp-‐Salary
FLS FMLA W/O pay-‐Salary
FMH FMLA Sick-‐Temp
FML FMLA W/O pay
FMS FMLA Sick
FMV FMLA vacation
FSI FMLA-‐Sick-‐Salary
FSL Service Member Leave (LWO)
FSM Service Member Leave (LWO-‐Salary
FSN Service Member Leave (Sick)-‐Salary
FSO Service Member Leave (Leave Vacation)-‐Salary
FSS Service Member Leave (Sick)
FSV Service Member Leave (Vacation)
FVA FMLA-‐Vacation-‐Salary
FVH FMLA-‐Vacation-‐Temp
FVS FMLA-‐Vacation-‐Temp-‐Salary
FWS Federal Work study
HHS Holiday Pay-‐Temp-‐Salary
18
HLS Holiday Pay-‐Salary
HOA Holiday Worked-‐Accrued toward Comp time
HOH Holiday Pay-‐Temp
HOL Holiday Pay
HOS Holiday-‐Worked-‐Accrued –Straight time
HOW Holiday Worked-‐Paid-‐ 1.5
IWS Idaho work study
JAH Job Injury-‐Sick-‐Temp
JAT Job Injury-‐Sick taken
JHS Jury Injury-‐Sick-‐Temp-‐Salary
JRS Jury Duty-‐Salary
JTS Job Injury-‐Sick taken-‐Salary
JUH Jury Duty-‐Temp
JUR Jury Duty
JUS Jury Duty-‐Temp-‐Salary
LAS LWOP-‐Job Injury-‐Salary
LWA LWOP-‐Job Injury
MLS Military Leave-‐Salary
MLT Military Leave
MTH Military Leave-‐Temp
MTS Military Leave-‐Temp-‐Salary
OCE On Call Earned
OCH On Call Hours-‐Paid
OCT On Call Hours-‐Taken
OTA Overtime hours-‐accrued toward comp time-‐1.5
OTP Overtime hours-‐paid-‐1.5
19
OTS Overtime accrued @ 1
REG Regular
RET Regular-‐Temp
RST Regular-‐Student-‐Hourly
RSU Regular-‐Student-‐Per Unit
SBH Sick-‐Bereavement-‐Temp
SBR Sick-‐Bereavement
SCS Sick Leave Taken-‐Salary
SFH Sick Leave-‐Family-‐Temp
SFM Sick Leave-‐Family
SFS Sick Leave-‐Family-‐Temp-‐Salary
SFT Shift Differential
SHS Sick-‐Bereavement-‐Temp-‐Salary
SIC Sick Taken
SIH Sick Taken-‐Temp
SIS Sick Taken-‐Temp-‐Salary
SMS Sick Taken-‐Family-‐Salary
SOT Student Overtime
SRS Sick-‐Bereavement-‐Salary
VAC Vacation taken
VAH Vacation taken-‐Temp
VCS Vacation Taken-‐Salary
VHS Vacation Taken-‐Temp-‐Salary
20
PAYROLL STAFF: Catherine Weitz ~~~~~~Manager~~~~~~~~~~~~~ 426-3192
Regan Walker-Taxes/Int’l Students/W2~~~~~~~~~~ 426-3435
Rex Hadley~~~Processor (Garnishments) ~~~~~~~~~~ 426-1812
Denise Ooley~~~~Processor~~~~~~~~~~~~~~~~~ 426-3435
Crystal Pidjeon~~~Processor~~~~~~~~~~~~~~~~~ 426-3739