My Time. Time Tracking. C&T Employees

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1 My Time Time Tracking C&T Employees

2 Welcome!! We re glad you re here! 2

3 Course Schedule Overview Time Tracking Time Off Requests Questions 3

4 Time Capture Overview My Time is accessed through the My University Time portal is the at: University s To see the My Time link, click Login to the Time portal, & then Attendance log in with your System NetID and Password Why does Yale have a Time & Attendance System? To have a single point of entry for all Time and Attendance information To provide a single system of record for paid time off accruals and Leave Management requests To ensure payroll is processed accurately 4

5 My Time Navigation Overview After clicking on the My Time link, employees will see their My Time home page Users can navigate through My Time from this page By clicking My Timecard, the employee will be taken to their timecard where they may view their hours worked and make any necessary adjustments The My Time Inbox will display any notifications or messages the employee has received My Reports will allow employees to view Timecard Details and Accrual Balances & Projections My Actions will navigate employees to links for requesting time off, cancelling a time off request, and requesting a leave of absence 5

6 My Timecard Timecard Overview Time is pre-populated for each day on the timecard Home will navigate you back to the My Time homepage ^ will hide your top menu. Click it a second time to unhide the menu Click the X to delete a row of data Click the arrow to add a new line Employees will be able to see any adjustments made to their timecard on the Audits tab The Totals & Schedules tab displays the total hours worked and the related pay codes Employees will be able to see their time off balances on the Accruals tab 6

7 Course Schedule Overview Time Tracking Time Off Requests Questions 7

8 Time Capture Module Objectives After completing this module, you will be able to: Understand My Time roles and responsibilities Identify when your time needs to be entered and submitted Capture your hours worked Recognize what happens to your time once it is submitted 8

9 Roles & Responsibilities Employee Role Supervisor / Designated Approver Business Office Support Central Support (Payroll / Employee Services) Responsibility Complete and approve timecard in My Time on a weekly (C&T) or monthly (M&P) basis Request time off in My Time Review and approve timecards in My Time on a weekly basis Review and approve or reject time off requests in My Time Review reports for auditing purposes Monitor submissions and approvals Review reports for auditing purposes Lock pay period Schedule change and creation Other management activities 9

10 Working a Second Job Second Job If you are working a second job in another department, that department will use the Casual Time Entry Application to enter your hours. You should also fill out a Casual Payment Request Form. 10

11 Entering and Approving Time Entering Time My Time can be accessed from any computer on campus Timecards are pre-populated with scheduled hours per day Only exceptions (overtime, sick time, etc...) will need to be entered weekly Time is entered in 15 minute increments Ex: 0.25 hours; 0.50 hours; 0.75 hours Submitting Time You should submit time to supervisors by Approving your timecards You should approve your time by End of Day each Friday, or by End of Day Saturday if you work on Saturday If you are unable to approve your timecard by the deadline, your supervisor can adjust and approve your timecard There are no automatic reminders for C&T employees who have not approved their own timecards 11

12 Time Entry The following scenario guides employees through basic time entry and approval 1. Access My Time through the portal with your NetID and Password. 12

13 Time Entry 2. Click My Timecard. 13

14 Time Entry If you update your time on a daily basis and do not want to approve it be sure to click Save in the top left corner of the timecard Review the timecard. If no changes are required, click Approvals, then click Approve. 3. The Time Period automatically defaults to the current pay period (current week). Each pay period begins on a Sunday and ends on a Saturday. Review the Week Starting date to ensure you are editing or approving the appropriate pay period. (You may have to select Previous Pay Period) The labor account number listed here is not a PTAEO number. My Time uses this number to link you to your supervisor. 14

15 Time Entry Approval by Employee will display in the Sign-Offs, Requests & Approvals tab when you have approved your time

16 Time Entry Notifications Approval by Manager will display in the Sign-Offs, Requests & Approvals tab when your supervisor has approved your time

17 Timecard Adjustments Adjusting a timecard If you have already approved your timecard, and you need to make an adjustment, you must remove your approval before you can edit your timecard If your supervisor has also approved your timecard, they will need to remove their approval before you can remove your approval. Adjustments can only be made to timecards prior to payroll processing. If payroll has already been processed, contact your supervisor or business office to submit any changes. 17

18 Time Entry The following scenario guides employees through removing an approval in order to adjust their timecard 1. Access My Time through the portal with your NetID and Password. 18

19 Time Entry Remove Employee Approval 2. Click My Timecard. 19

20 Time Entry Remove Employee Approval 3. Click Approvals. 20

21 Time Entry Remove Employee Approval 4. Click Remove Approval. You will not be able to remove your approval if your supervisor has already approved your timecard. In this case, you would need to ask your supervisor to remove their approval before you can remove your approval. 21

22 Time Entry Remove Employee Approval 5. Your timecard can now be edited. 22

23 Time Entry The following scenario guides employees through adjusting a timecard prior to approval 1. Access My Time through the portal with your NetID and Password. 23

24 Time Entry Timecard Adjustments 2. Click My Timecard. 24

25 Time Entry Timecard Adjustments 3. Click the +/ to add a new line. 25

26 Time Entry Timecard Adjustments 4. Select the appropriate Pay Code. 26

27 Time Entry Timecard Adjustments Enter the hours related to the chosen pay code

28 Time Entry Timecard Adjustments 6. Delete the hours originally charged to Hours Worked. 28

29 Time Entry Timecard Adjustments 7. Click Approvals, then click Approve. 29

30 Time Entry Timecard Adjustments Approval by Employee will display in the Sign-Offs, Requests & Approvals tab when you have approved your time

31 Time Entry Employees who are out of the office during their probationary period, or do not have enough paid time off balance accrued, will need to reduce the amount of hours worked on their timecard. 1. Access My Time through the portal with your NetID and Password. 31

32 Time Entry Time Adjustment No Accrual Balance 2. Click My Timecard. 32

33 Time Entry Time Adjustment No Accrual Balance 3. Delete the hours prepopulated on the timecard. 33

34 Time Entry Time Adjustment No Accrual Balance 4. Enter the decreased amount of hours worked that day. 5. Click Save. 34

35 Time Entry Time Adjustment No Accrual Balance 6. Click Approvals, then click Approve. 35

36 Time Entry Time Adjustment No Accrual Balance 7. Approval by Employee will display in the Sign-Offs, Requests & Approvals tab when you have approved your time. 36

37 Compensatory Time Compensatory Time If you are scheduled for 37.5 hours per week, and are asked to work more than 37.5 hours, you are eligible for up to 2.5 hours of compensatory time per pay period for work performed over 37.5 hours. Anything over 40 hours is overtime. 37

38 Overtime Overtime If you are asked to work Overtime, add the additional hours to the Hours Worked pay code Time over 37.5 hours is defaulted to Overtime If you would like to select compensatory time in lieu of Overtime, you can move the time to the Comp Time Earned pay code If you work more than 40 hours, you must get paid Overtime for any hours over 40 Supervisors will have the opportunity to approve the extra hours worked 38

39 Time Entry Compensatory Time and Overtime The following scenario guides employees through adjusting their timecard for Compensatory Time and Overtime 1. Click My Timecard. 39

40 Time Entry Compensatory Time and Overtime 2. Click the day on which you worked Overtime. 40

41 Time Entry Compensatory Time and Overtime 3. Enter your total hours worked that day. 41

42 Time Entry Compensatory Time and Overtime 5. Click Save. 4. Enter the total hours worked that day. 42

43 Time Entry Compensatory Time and Overtime In this scenario, the employee has indicated they worked 5 extra hours that week. Hours above 37.5 are automatically defaulted to Overtime Hours worked between 37.5 and 40 are eligible for Compensatory Time 6. OT or COMP Eligible will denote hours that are eligible for Compensatory time Right click OT or COMP Eligible to move the hours to Compensatory time. Click Move. 43

44 Time Entry Compensatory Time and Overtime The transfer account listed below is the account number shown on your timecard that defines your approver. You do not need to edit this number here. Enter the Amount in hours. 8. Select COMP TIME EARNED in the Pay Code field Click Ok. 44

45 Time Entry Compensatory Time and Overtime The Totals & Schedules time on the timecard is now updated to display the amount of hours the employee has chosen as Compensatory Time, as well as the amount of Overtime earned. 45

46 Time Entry Compensatory Time and Overtime The Accruals tab will display the Compensatory time balance. 46

47 Time Entry Compensatory Time and Overtime The Moved Amounts tab will display the amount of hours moved from the OT or Comp Eligible pay code to the Comp Time Earned pay code. 47

48 Compensatory Time Compensatory Time To use compensatory time previously earned, submit a time off request with the Request Type as: Comp Time 48

49 Course Schedule Overview Time Tracking Time Off Requests Questions 49

50 Time Off Requests Module Objectives After completing this module, you will be able to: Recognize the types of paid time off Understand the paid time off policies Request time off Cancel time off requests View paid time off balances 50

51 Types of Paid Time Off Vacation Time Sick Time Personal Time Bonus Vacation Time University Holiday University Recess Death in Family Jury Duty Union Business Compensatory Time Department Paid Workers Compensation 51

52 Requesting Time Off Time Off Requests You should request time off as far in advance as possible, following departmental guidelines My Time can accommodate requests up to almost one year in advance A new employee may not take paid vacation during the first six months of their employment; however, if a prior agreement has been made at time of hire, unpaid time may be taken The same rule applies for sick and personal time during the 90 day probationary period Time off requests that span over a holiday (i.e. December 21 through January 6) should be made as two separate requests: one for the time before the holiday / recess day, and one for the time after Adjusting or Cancelling Time Off Requests Previously submitted time off requests cannot be adjusted You must cancel the original request and submit another Cancelled time off requests will also be sent to the supervisor for approval 52

53 Time Off Request Approvals Time Off Request Approval Notifications Supervisors will review your paid time off requests before approving to ensure the time off does not conflict with deadlines and business needs You will receive a notification of the approval or rejection to your Yale and My Time inbox 53

54 My Actions The following actions can be performed by clicking on My Actions from the home page: New Leave Case Request: Used to request a Leave of Absence such as Medical Leave or Military Leave Cancel Time Off Request: Used to cancel previously requested time off Leave Time Request: Used to request intermittent leave of absence (A leave case must already have been opened and approved to use this link) Cancel Leave Time Request: Used to cancel an intermittent leave of absence request Cancel Leave Case Request: Used to cancel a leave of absence request Time Off Request: Used to request time off 54

55 Time Off Request The following scenario guides employees through requesting time off 1. Click Time Off Request. 55

56 Time Off Request Time Off Balances will display on the top of the screen Should you decide not to submit the form, be sure to use the Cancel button on the bottom of the form and not the internet browser X button. Select the Request Type. 2. Enter a Start Date and End Date. Enter a Message if desired. Select the hours you would like to request off. You may request Specific Hours or the Same Hours as Scheduled Shifts (for less than a full day). If you want to Specify Hours, enter the Start Time and Hours Per day. Click Next. 56

57 Time Off Request Click Save & Close

58 Time Off Request Cancel Time Off Request The following scenario guides employees through cancelling a time off request Time Off requests cannot be cancelled unless they have been approved by the supervisor 1. Click Cancel Time Off Request. 58

59 Time Off Request Cancel Time Off Request 2. Enter the type of request and start and end date you previously requested. Click Save & Close. Note: If your time off request crossed more than one calendar week, you will need to submit a different cancel request for each calendar week. 59

60 Time Off Request Cancel Time Off Request 3. Click Save & Close. 60

61 Time Off Request Notifications Employees can view the approval and rejection notifications in two locations: 1. The My Time inbox 2. Yale Click Inbox

62 Time Off Request Notifications Click Messages Message subject displays that the time off request has been approved or rejected. The message can also be opened by clicking Open or double clicking on the message. We recommend you do not delete these time off request messages as they can be used as a reference for dates and paid time off type selected should you need to cancel your request. 62

63 Time Off Request Notifications Approval Message displays with request details 63

64 Support Support To reset your NetID password, please visit or contact the ITS Help Desk at For all other My Time questions, please call the Employee Service Center at

65 Appendix Time Off Eligibility Information 65

66 C&T Paid Time Off Eligibility and Allowance C&T hired prior to 7/1/2009 Vacation Eligible for vacation at their normal rates of pay after completing six months of continuous service Vacation days are earned at a rate of 2 days per month, up to a maximum of 22 per fiscal year Part-time C&T employees earn prorated hours based on FTE Years of Service Completed Allowable Carryover > or more 64 66

67 C&T Paid Time Off Eligibility and Allowance C&T hired prior to 7/1/2009 Bonus Vacation Eligibility C&T employees are eligible for Bonus Vacation the day required cumulative years of service are completed Unused days may be carried over, as long as the total accrual does not exceed permitted levels Years of Total Service Completed One-Time Bonus Vacation Days

68 C&T Paid Time Off Eligibility and Allowance C&T hired prior to 7/1/2009 Sick C&T employees who have completed three months of continuous employment, and who are required to be absent from work because of illness or injury, are eligible for sick time with pay Sick Time Allowance The annual sick time allowance for eligible employees is 12 days and is an advance entitlement available for use at the beginning of the fiscal year Any unused sick days in a fiscal year are carried forward to the next fiscal year and succeeding fiscal years The maximum carryover of sick days is 204 days Part-year employees will be credited at the beginning of the fiscal year with one sick day for each month in which the employee is scheduled to work at least 15 days 68

69 C&T Paid Time Off Eligibility and Allowance C&T hired prior to 7/1/2009 Personal Days A full-time regular employee may use up to 4 days per fiscal year for personal business Part-time regular employees who are scheduled to work 20 hours or more per week are entitled to personal days on a prorated basis Full-time part-year employees receive 3 personal days; these are prorated if they have a part-time schedule of more than 20 hours Personal days do not accumulate from year to year Employees are eligible for paid personal days after 3 months of continuous employment Personal days cannot be used to extend a vacation except by mutual agreement of the employee and supervisor 69

70 C&T Paid Time Off Eligibility and Allowance C&T hired prior to 7/1/2009 Bereavement Full-time C&T employees are allowed 3 days without loss of pay Must be for immediate family (Parent, Parent-in-law, Brother, Sister, Spouse, Child, Grandparent, Domestic partner, Grandchild) Compensatory Full-time C&T employees are entitled to compensatory time if they work a Holiday or Recess Day They receive 1.5 hours of comp time for each hour worked Compensatory time does not accumulate from year to year 70

71 C&T Paid Time Off Eligibility and Allowance C&T hired on or after 7/1/2009 Vacation Eligible for Vacation days after 6 months of continuous employment at a 2 week prorated amount Vacation days are given as an advance entitlement at the beginning of the fiscal year Maximum carryover is 2 years worth of vacation days Years of Service Completed Allowable Carryover weeks weeks weeks 20 or more 5 weeks 71

72 C&T Paid Time Off Eligibility and Allowance Sick C&T hired on or after 7/1/2009 Full-time C&T employees who have completed three months of continuous employment, and who are required to be absent from work because of illness or injury, are eligible for sick time with pay Sick Time Allowance The annual sick time allowance for eligible employees is 12 days and is an advance entitlement available for use at the beginning of the fiscal year Any unused sick days in a fiscal year are carried forward to the next fiscal year and succeeding fiscal years The maximum carryover of sick time is 2,752 hours Part-year employees will be credited at the beginning of the fiscal year with one sick day for each month in which the employee is scheduled to work at least 15 days 72

73 C&T Paid Time Off Eligibility and Allowance C&T hired on or after 7/1/2009 Bereavement Full-time C&T employees are allowed 3 days without loss of pay Must be for immediate family (Parent, Parent-in-law, Brother, Sister, Spouse, Child, Grandparent, Domestic partner, Grandchild) Compensatory Departments may designate any recess day as a normal work day with at least 30 days advance notice to the employee The employee will then receive an equivalent floating holiday that can be used at a time mutually agreeable within the same fiscal year Compensatory time does not accumulate across fiscal years 73

74 Holiday / Recess Days Holiday / Recess Days There are 8 University holidays and 6 recess days: New Years Day Martin Luther King Jr Day Good Friday Memorial Day Independence Day Labor Day Thanksgiving Day 1 Recess Day Christmas Day 5 Recess Days 74

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