HBS Bi-Weekly Approver Job Aid

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1 HBS Bi-Weekly Approver Job Aid This Job Aid is a supplement to the HBS Bi-Weekly Approver Training course (available online at UC Learning Center or through your department HR Admin). Contact your HR Admin with questions on Bi-Weekly pay cycles, pay rules, or timesheets. Questions addressed in this Job Aid: Where do I go for help? How do I access HBS? When do I approve timesheets? How do I approve timesheets? What are Leave Requests? How are leave accruals calculated? WHERE DO I GO FOR HELP? 1. Your Management Group Owner or HR Admin is your starting point for questions about pay rules, policies, and HBS timesheets. In HBS, navigate to your Message Menu for contact information on your Management Group Owner. 2. Customer Support is an additional resource for questions about how to use HBS. Call Customer Support at , Option 2, Option 2 or create a help ticket online at: HOW DO I ACCESS HBS? When is HBS available? HBS is available 24/7/365 except for planned downtimes, beginning September 1, What are the computer requirements? HBS can be directly accessed from computers within the UCSF network. To access HBS remotely, you must use VPN. For a VPN account, go to and click Request a VPN Account. For optimum performance and support, ensure the recommended browser is installed on your computer: o PCs with Windows XP or Windows 2000: Internet Explorer (version 6.0 or higher) o MACs with OS X and higher: Firefox (version 3.0 or higher) Other technical requirements: o Pop-Ups: enabled o Cookies: enabled o HTTP ports and HTTPS ports: OPEN if using SSL How do I log on? Go to: To log on for the first time: 1. Enter your Last Name in Help I Forgot My Login ID field and click Find. 2. In User List pop-up window, select your User ID. This populates your Logon ID. 3. Leave password blank and click Log On. 4. Follow prompts to set your new password. Important: Employees are directed to contact their Approver or HR Admin to reset their passwords. See HBS Bi-Weekly Approver Training for instructions to reset your Employees passwords. Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 1 of 6

2 WHEN DO I APPROVE TIMESHEETS? How often do I go into HBS? Bi-Weekly pay periods cover 14 days, Sunday to Saturday. You must approve your Employees BI-WEEKLY timesheets for each pay period, logging into HBS at least once every two weeks. Important: If you approve timesheets for employees on a MONTHLY timesheet, you may need to go into HBS an additional one time per month to approve those timesheets since the schedules may not overlap. When do Employees complete timesheets? Bi-Weekly timesheets CLOSE from editing by Employees at Monday Midnight following the pay period. BEST PRACTICE: Employees complete timesheets before leaving work on the last day of the pay period either Friday or Saturday. What is the deadline to approve timesheets? Timesheets CLOSE from editing by Approvers at Tuesday Midnight following the pay period (see exceptions below). BEST PRACTICE: Approvers should approve ONLY completed timesheets (after Employee has certified accuracy) on Tuesday following the pay period. Sep-10 Oct-10 Nov-10 S M T W TH F S S M T W TH F S S M T W TH F S PPE 1 PPE 1 A A A PPE PPE PPE A A A PPE PPE A 31 Dec-10 Jan-10 Feb-10 S M T W TH F S S M T W TH F S S M T W TH F S PPE PPE PPE 6 7 A A PPE PPE PPE A A PPE Pay Period End PPE These pay periods have a short close cycle with early system lockouts. When you log in to HBS, your Message Menu will notify you of the lockout dates for each pay period. A Approver deadline (Midnight) to edit and approve bi-weekly timesheets. What if the deadlines are missed? Important: Your Employee s PAYCHECK is calculated on the HOURS ON TIMESHEET. Missing a timesheet deadline could result in inaccurate or NO PAY. If hours on the timesheet need to be added or edited AFTER the timesheet deadlines, you and/or Employee must submit a Timesheet Change Request Form to your department HR Admin. Tip: Add a reminder on your calendar to approve timesheets every other Tuesday! Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 2 of 6

3 HOW DO I APPROVE TIMESHEETS? Important: Employees pay is based on hours recorded on HBS timesheet. No hours on timesheet = No pay. Wrong hours on timesheet = Wrong pay. Payment is processed even if a timesheet is not approved, so it is the Approver s responsibility to review timesheets for accuracy before the deadline. What timesheets do I approve? Employees are divided into Management Groups based on Home Department, and then subdivided into Timesheet Groups and assigned Approvers. Unless you have a business process with additional Approvers for the Timesheet Group, you are responsible for reviewing and approving timesheets of all Employees in the Timesheet Group. See your HR Admin with questions on appropriate Approvers. What is the difference between Monthly and Bi-Weekly timesheets? Important: Your Timesheet Group may contain Employees on Monthly and Bi-Weekly pay cycles. Monthly timesheets require approval once every month. One type of timesheet and Employees record leave only (i.e., no daily hours recorded) Bi-Weekly timesheets require approval every two weeks. Two types - Non-Exempt or Exempt: Non-Exempt Employees record Time In, Time Out and Meal Breaks in ¼ hour increments. Exempt Employees record daily hours in full day increments. How do I review and approve timesheets? Go to Hours Summary screen to review timesheets for ALL of your Bi-Weekly Employees at a single glance. 1. In HBS, navigate to Manager Tasks>Timesheet Group. 2. Select Timesheet Group from dropdown. 3. Select Bi-Weekly Pay Period from dropdown and click Go. An alpha list of all Bi-Weekly Employees will display. To review and approve ALL timesheets from the Hours Summary: 1. Ensure hours accurately reflect Employee s activity for the pay period. 2. Ensure overtime hours are accurately recorded for Non-Exempt Employees. 3. Review timesheet errors and warnings (i.e., Messages) that could result in UNPAID HOURS for Employee. Take action as needed. 4. Approve only COMPLETED timesheets (after Employee certifies accuracy). To review INDIVIDUAL timesheets from the Hours Summary: 1. Click Employee s Name to open individual timesheet for detailed review. 2. Click Pay Period Details link to display an overview of Employee s Time In/Time Out, number of hours (duration), Title Code, Pay Code, funding sources, etc. for each day of the pay period. Refer to HBS Bi-Weekly Approver Training for details on editing individual timesheets. How do I edit timesheets? You or your Employee can edit any of the information (e.g., hours, pay codes, etc.) on the timesheet. If you edit a timesheet already completed by the Employee, the status of the timesheet becomes uncompleted. Refer to HBS Bi-Weekly Approver Training for details on editing individual timesheets. Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 3 of 6

4 What Pay Codes should be used? Pay Codes indicate how to charge hours. Important: Normal Hours Work is used to record hours worked and HBS computes any overtime. Each Bargaining Unit has a unique set of Pay Codes, so will vary by Employee. Below is a list of ALL Pay Codes available on Bi-Weekly timesheets. Bi-Weekly Pay Code Authorized Unpaid Leave Break Relief RN Call-In/Back In Charge/Lead Call In/Call Back Worked CTO Comped Overtime CTU Comped Holiday Furlough Furlough FMLA* In Charge/Lead Jury Duty Late Unpaid Military Duty Normal Hours Work Other Paid Leave/Absence Sick Bereavement Sick Family Member Sick FMLA* Sick Intermittent FMLA* Sick Personal Sick Supplemental FMLA* Supplemental Holiday Time TIME ON START Unauthorized Unpaid Leave Unpaid FMLA* Unpaid Supplemental FMLA* Vacation Vacation FMLA* Vacation Intermittent FMLA* Vacation Supplemental FMLA* When to Use Pay Code in HBS Personal time off without pay, e.g., unpaid LOA, Worker s Comp. Applies to nurses only: When Employee fills in during another nurse s break. When Employee is called in beyond normal shift to work in a lead capacity. When Employee is called in to work after the end of regular shift. When Employee uses accrued Comp Time for personal time off. When Employee has comped a holiday and now wants to record the day off using those holiday hours. When Employee uses accrued furlough hours for personal time off. When Employee works regular shift in a lead capacity. When Employee is summoned for jury duty. When Employee arrives late and cannot make up the time, so it is unpaid. Military service. Hours of work. Used to attend legal proceedings or for administrative leave. Requires an explanatory note on the timesheet. Absent due to the death of a family member. Sick time used to care for family member(s). Sick time off taken for self. When you need to record supplementing holiday hours to alternate work schedule (e.g., 4-10). START hours used. Absent from work without authorization. Regular vacation day(s). What are timesheet Messages? HBS triggers Messages on timesheets to flag errors and warnings of potential issues that require prompt attention. The following chart lists messages that will most likely require correction when they appear on a timesheet. Timesheets with errors cannot be completed or approved. Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 4 of 6

5 Code Timesheet Message 3 Leave Code <> Shift 4 Multiple Leave Codes Same Day 5 Work and Leave Code Same Day C Paid Leave Greater than Shift D Hire Date, Sep. Date, LOA When You ll See It What to Do Type Exempt staff must take leave in whole day increments. Entry may be correct if on intermittent FMLA or if working different hours on different days. Time entered exceeds scheduled shift length, will be disallowed and unpaid. Paid time entered on an invalid day. F Total Hours > 24 hours/day Time entered in a single day exceeds 24 hours. H Paid Leave > Leave hours exceed 40 hours 40/80 for the week or 80 hours for the pay period. I Notes Required Required notes were NOT entered for Other Paid Leave/Absence Pay Code. L Invalid Alt Dept HBS does not recognize the information on the O P S Insufficient Vacation Insufficient Sick Insufficient CTO timesheet. Hours entered exceed available balance and will not be paid. Only the portion that exceeds the balance will be unpaid. Correct timesheet entry: leave length cannot exceed normal shift length. Correct timesheet entry or contact your HR Admin if day is valid. Correct timesheet entry. Correct timesheet entry: total leave hours must be less than 40/80. Employee should add explanatory note during open period. No action needed if Employee agrees to unpaid leave. Error Error 8 Insufficient CTU- Comp Holiday T U Invalid Title Code Pay Code not on HBS does not recognize the information on the timesheet. File Error Important: Hours displaying this error message in HBS will not be paid! Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 5 of 6

6 WHAT ARE LEAVE REQUESTS? Refer to HBS Bi-Weekly Approver Training for details on approving and managing Leave Requests. Employees submit Leave Requests in HBS to request time off in current or future pay periods. Leave Requests can be submitted in HBS up to 12 months in advance (for long-term appointments). Approved leave hours automatically populate onto timesheet. Populated leave hours can be edited and deleted on timesheet if needed. IMPORTANT: Approvers MUST approve Leave Requests before the Approvers Lock Out in order for hours to populate onto timesheet. HOW ARE LEAVE ACCRUALS CALCULATED? Leave accruals calculate and post every four weeks (13 times a year) in HBS for Bi-Weekly employees Accrued leave is available for use on Monday following the accrual period, and viewable in HBS balances on Thursday. Leave accruals display in factors in HBS, and are based on (1) hours on the timesheet over the previous two pay periods (4 weeks), and (2) UC months of service credits. 4-Week Factor Accruals appear lower than monthly accruals because there are 13 accrual cycles (one every 4 weeks) instead of 12 accrual cycles (one every month). Over a calendar year, 4-week factor accruals and monthly accruals total to the same amount. The following chart provides 4-Week Factor Accrual equivalents, based on full-time 100% employment. Example: A full-time Employee used to seeing 10 hours accrued vacation per month will see hours accrued vacation every 4 weeks. Vacation Leave Monthly Accruals (12/yr) 4-Week Factor Accruals (13/yr) 10 hrs/mo 120 hrs/yr hrs/cycle 120 hrs/yr 12 hrs/mo 144 hrs/yr hrs/cycle 144 hrs/yr 14 hrs/mo 168 hrs/yr hrs/cycle 168 hrs/yr 16 hrs/mo 192 hrs/yr hrs/cycle 192 hrs/yr Sick Leave Monthly Accruals (12/yr) 4-Week Factor Accruals (13/yr) 8 hrs/mo 96 hrs/yr hrs/cycle 96 hrs/yr Updated January 27, 2011 HBS Bi-Weekly Approver Job Aid -- Page 6 of 6

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