My Time: Running Reports

Transcription

1 My Time: Running Reports 1. From the My Time homepage, click Reports in the General box.. Click on the + sign next to All in the white window on the left side of the screen. 3. Click on the report you d like to run. Here are some of the most useful reports: Report Name Accrual Detail Employee Transactions and Totals (Excel) Timecards Pending Approval [Business Offices access is required] Report Purpose Shows when an employee accrues and uses time off; how much is accrued or used; their balance after each accrual or use; and how (timecard edit or approved paid time off request), when, and by whom it was entered into My Time. Shows each instance of an employee being paid for overtime*, using paid time off, or having any other pay code added to their timecard. It also shows a total by employee for each pay code, and a grand total for all employees on the report for each pay code. The Excel version is particularly useful for two reasons: it shows only the pay codes that were used (whereas the PDF version of the report shows all pay codes, even if they did not appear on the timecards in question), and the data can be manipulated in Excel. Be sure to read the instructions for running reports in Excel, starting at step 6. Shows the timecards that are missing employee approval, manager approval, or both. NOTE: Does not work for more than one fiscal year at a time. For example, if you want to see data from January to December, run one report for 1/1 to Saturday 6/30, and a second report for Sunday 7/1 to 1/31. When the end of one fiscal year and the start of the next happen in the same calendar week, you must exclude that week report on, for example, 1/1 through Saturday 6/9, and Sunday 7/7 through 1/31.. Use the People and Time Period fields to choose the employees and time frame on which to report. 5. Some reports allow you to specify the pay codes to report on. To only report on certain pay codes, click << to remove all pay codes from the Selected field, click on each pay code you d like to add, then click >. 6. If you are running a report with (Excel) in the title, choose Microsoft Excel Document(.xls) as your Output Format. Skip to step Click Run Report, then skip to step Click , type your address in the Recipients: field, then click OK. 9. You ll see that you re now viewing the CHECK REPORT STATUS tab. Click Refresh Status. 10. Once the Status column says Complete, the report is available for you to view. If your output format was Adobe (PDF), click View Report. If your output format was Excel, check your inbox. *NOTE ON OVERTIME: For a quicker way to see overtime (OT) hours, use one of the Genies available on the My Time homepage, such as Approval Overview or Pay Period Close. Use the Show and Time Period fields to focus on the employees and time frame on which to report. Once the data appears, click on the OT column heading to sort by that column, then click on it again to bring the largest OT numbers to the top. ILLUSTRATED INSTRUCTIONS BEGIN ON THE NEXT PAGE Revision 5/013 1

2 1 From the My Time homepage, click Reports in the General box. 1 Click on the + sign next to All in the white window on the left side of the screen. 3 Click on the report you d like to run. Descriptions of three of the most useful reports can be found on page one of this guide. 3 Use the People and Time Period fields to choose the employees and time frame on which to report. Revision 5/013

3 5 Some reports allow you to specify the pay codes to report on. To only report on certain pay codes, click << to remove all pay codes from the Selected field, click on each pay code you d like to add, then click >. 5 6 For reports with (Excel) in the title, choose Microsoft Excel Document(.xls) as your Output Format. Skip to step Click Run Report, then skip to step Click , type your address in the Recipients: field in the window that appears, then click OK. 8 Revision 5/013 3

4 9 You ll see that you re now viewing the CHECK REPORT STATUS tab. Click Refresh Status. 9 Once the Status column says Complete, you can view the report. If your output format was Adobe (PDF), click View Report. If your output format was Excel, check your inbox On the following pages, you ll find examples of the reports mentioned above, as well as tips on how to get the information you need from those reports. CONTINUED Revision 5/013

5 Employee name Day of the week and day of the year that the time off was taken or earned 3 Amount of time off taken or earned that day New time off balance including the amount taken or earned 5 How the time off was added: a. Schedule Editor: a time off request was submitted by the employee in My Time, and then approved by their timecard approver b. External API: data was loaded centrally (such as during the fiscal year carryover on July 1) c. Timecard Editor: time off was added directly to the timecard as an edit 6 Date that the time off was added 7 The party responsible for adding the time off here, because the PTO was requested and approved, Schedule Editor is listed as the source, and the supervisor s NetID appears as the editor. Meanwhile, Sick time was added directly to the timecard, so Timecard Editor is listed as the source, and the employee s NetID shows that he was the one who entered the Sick time on the timecard. Revision 5/013 5

6 Pay period (one calendar week for C&Ts, one calendar month for M&Ps) The assigned timecard approver (can be the supervisor or a designated approver) 3 Employee name N = missing employee approval 5 N = missing manager approval NOTE: This report is great for looking at approval patterns over time. Keep in mind when running this report that it s a good idea to avoid including the current pay period in your range of dates. Use one of the Genies (Approval Overview, Pay Period Close, etc.) if you want to look for timecards that are missing approvals in the current pay period, or if you just want to look at approvals for any one pay period. Revision 5/013 6

7 1 3 1 The pay codes you are reporting on Section that details each use of the pay codes you chose, by the employees you chose, during the time period you chose 3 Section that details the total use per employee of each pay code Section that details the total use of each pay code for all chosen employees NOTE: If one or more of the pay codes you chose do not appear in any of the three sections of data (in this example, PTO and COMP TIME TAKEN), it means that the pay code was not used by any of the employees you chose during the time period you chose. Revision 5/013 7