LOGO. HBS Bi-Weekly Exempt Employee Training. Bi-Weekly Exempt Timesheets. Updated

Transcription

1 LOGO Bi-Weekly Exempt s HBS Bi-Weekly Exempt Employee Training Updated

2 Welcome to HBS Training! Welcome to the HBS online training for UCSF Exempt Employees paid on a Bi-Weekly pay cycle. This training is provided to help you use HBS to: Enter work hours and complete your Bi-Weekly timesheet Report and track your vacation, sick, and other types of leave Submit Leave Requests for time off in future pay periods Refer to the HBS Bi-Weekly Exempt Employee Job Aid at for details on: HBS Access and System Requirements Pay Periods and Deadlines Leave Requests Toolbar Buttons Pay Codes Warnings and Errors Leave Accrual Factors 2

3 Guide to Training TOPIC FUNCTION / TASK SLIDE NUMBER OVERVIEW USING HBS FINDING, EDITING AND COMPLETING YOUR TIMESHEET IN HBS ADDITIONAL HBS FEATURES DON T FORGET! HBS Process Flow HBS Timekeeping Process For Employees Log On View Messages Where To Go In HBS 8 Find Your Current Review Your START Hours Add Work Hours to Add Leave Hours to Overused Leave Warning Add Notes to Complete Your Find, View And Complete History s Find and View Leave Balances Submit Leave Request CompleteYour 29 Log Off 30 3

4 HBS Process Flow Below is the HBS process flow which involves YOU completing your timesheet, your Approver approving your timesheet, and your HR Admin reviewing timesheet exceptions across your department. Current Opens Employee Completes Approver Approves HR Admin Reviews Current Closes and Moves to History Paycheck Processed from Hours on Leave Accruals Post and Balances Update (every 4 weeks) Important: Hours on your HBS timesheet determine how much you get paid. Hours NOT on your timesheet will NOT be paid to you. Therefore, it is critical that your bi-weekly timesheets always be accurate and timely! Best Practice: Employees are to edit and complete Bi-Weekly timesheets before they leave work at the end of the Pay Period (e.g., every other Friday). 4

5 HBS Timekeeping Process for Employees Step 1 Log On STEP 2 View Messages STEP 3 Complete Step 4 Log Off This is the timekeeping process for everything you need to do in HBS. This training will walk you through each of these Steps and Features. View and Complete History s View Leave Balances Submit Leave Requests Additional HBS Features 5

6 Step 1 Log On Log On to HBS To access HBS (after 9/01/10), go to YOU CAN ACCESS HBS ONLY THROUGH THE UCSF NETWORK OR REMOTELY USING VPN First Time Users: 1. Enter your last name in Help I Forgot My Login ID field and click Find. User List pop-up window opens. Select your User ID. This populates your Logon ID for step Leave Password blank and click Log On. Follow prompts to set your password Returning Users: Use the password you established during your initial logon. If you forget your password or get locked out of HBS, contact your Approver or an HR Admin within your department to reset your password. 6

7 STEP 2 View Messages View Messages Upon successful logon, you will see the Messages screen with important messages, notifications and Help contacts. Important Messages about HBS downtime, timesheet deadlines, etc. display here. Your Management Group Owner is your starting point for HBS help. Check here for Notifications about your timesheet, leave requests, etc. 7

8 Where to Go in HBS Select Tab on Toolbar: Employee Tasks (see below) Messages History Log Off Help Select Employee Tasks: Leave Requests Balances Change Password Cost Center Favorites To do this: Perform most of your timekeeping tasks (details below). Find your Management Group Owner s contact information for HBS help, and view important messages and notifications. View and complete your timesheets for closed pay periods. Log off of HBS. Link to online HBS Training Materials and Job Aids. To do this: Edit and complete your current timesheet. Submit a leave request for time off in future pay periods. View your leave accruals, usage, and balances. Change your HBS password. Manage your DPA-Fund favorites. See your HR Admin for details. Do not use browser buttons (e.g., back or forward arrows) while in HBS. Use system links or tabs to navigate. 8

9 STEP 3 Complete Find Your Current 1. Navigate to Employee Tasks and click on 2. Select pay period 3. Click GO Two pay periods are ALWAYS open in HBS so ALWAYS select the pay period of the timesheet you want to complete. s for closed pay periods are under the History tab. 9

10 STEP 3 Complete Review Your Your timesheet pre-populates* with your routine work schedule for the 14-day pay period, and you edit hours as needed. 1. Review hours on timesheet 2. Add or edit work hours and leave taken in full-day increments *If you do not have a pre-populated schedule (i.e., your timesheet is BLANK), you MUST add all work hours in order to get paid. 3. Select appropriate Pay Code for hours recorded in the row. All hours in the same row are charged to the same Pay Code. Add additional rows for additional Pay Codes. 10

11 STEP 3 Complete START Hours If you are on START, you must record TIME ON START hours on every timesheet so your leave accrues accurately! START time is unpaid! TIME ON START must be selected from Pay Code dropdown Do not edit Title Code, DPA-Fund, Program, Project or Shift! Time on START must always be added to your when applicable! Review HBS Non-Exempt Employee Job Aid or see your HR Admin for guidance on Pay Codes. START refers to the Staff and Academic Reduction in Time program. 11

12 STEP 3 Complete Add Work Hours to Edit hours on timesheet to represent actual hours worked during pay period. 3. Click Save button. 1. Record daily work hours in full day increments. 2. Select Normal Hours Work for Pay Code. NOTE: Do not edit Title Code, DPA-Fund, Program, Project or Shift. See your HR Admin for edits to these fields. 12

13 STEP 3 Complete Add Leave Hours to Edit hours on timesheet to represent leave taken during pay period. Record all hours with the same Pay Code on the same row. Example: All work hours are recorded on the same row, all vacation leave hours on another row, and all sick leave hours on a separate row. Leave hours are recorded in full day increments. 1. If needed, delete hours from Normal Hours Work row. 4. Click Save button in upper right toolbar 2. Record leave hours in separate row. 3. Select Vacation or appropriate Pay Code. NOTE: Do not edit Title Code, DPA-Fund, Program, Project or Shift. See your HR Admin for edits to these fields. 13

14 STEP 3 Complete Overused Leave Warning A warning message displays when reported leave exceeds your leave balance. Overused leave is considered unpaid leave. 14

15 STEP 3 Complete Add Notes to (Optional) You have the option to add Notes to your timesheet. All Notes in HBS are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is timestamped with the name of the user who submitted the note. Your department may have specific procedures regarding timesheet notes. Click the Notes button in the upper right toolbar. A Notes box will pop up in a separate window. 1. Type note. 2. Click Submit Note. 15

16 STEP 3 Complete Complete your When all hours are accurately recorded on timesheet, simply Complete and certify your timesheet. 1. Click Complete button in upper right toolbar. 2. Click OK in pop up box to certify information is accurate. WARNING: If no hours are added or pre-populated on your timesheet, you will not be paid. What Happens Next: 1. Your timesheet status updates to Completed so your Approver knows it is ready for approval. 2. Your Approver approves your timesheet in HBS. 3. HBS s you when your has been approved. 16

17 Additional HBS Features Now let s look at additional HBS features. History s Go here to view and complete timesheets in history (i.e., after the current period). You CANNOT edit history timesheets. Contact your HR Admin to edit a history timesheet. View and Complete History s Leave Balances Go here to view your leave accruals, usage and balances. You can also view your UC months of service credits. Leave Requests Go here to request time off from your Approver. Approved leave requests in HBS will automatically populate your timesheet. View Leave Balances Submit Leave Requests Additional HBS Features 17

18 View and Complete History s Find Your History 1. Navigate to History and click on 2. Select the History Pay Period 3. Click GO s move to history and remain available in HBS for future viewing and completing/certifying. You CANNOT change Pay Codes, add work hours or make ANY History edits. Only your HR Admin can edit your History. 18

19 View and Complete History s View and Complete History If you miss the deadline to complete your current timesheet, you should complete your timesheet in history. 1. Click link to review timesheet details 2. Click Complete and follow prompts to certify 19

20 View Leave Balances Find Your Leave Balances There are 2 ways to access your leave balances in HBS. OPTION 1 From Toolbar Navigate to Employee Tasks and click on Balances OPTION 2 From Click View Balances button in toolbar from your current timesheet 20

21 View Leave Balances View Leave Balance Summary The Balances View screen Leave displays Balance summary leave Summary information from the date your leave records entered HBS. Time Off 1. Review your available balance here 2. Click link to review detail Time Off Column Check here for your: Starting Balance Starting balance on the date your leave records entered HBS (e.g., 4/01/2010) Earned Taken/Paid Overused/Disallowed Current Balance Approved Leave Cumulative leave earned in HBS (Note: leave accruals posted in factors every 4 weeks) Cumulative leave taken in HBS (Note: includes leave recorded on current timesheet, NOT leave requested in future pay periods) Cumulative leave overused in HBS Available Balance (Starting Balance + Earned - Taken/Paid) Approved leave requested not yet taken for future pay periods 21

22 View Leave Balances View Leave Balance Details The Details screen displays details of your usage and accruals. Accruals post in factors every fourth Thursday after the accrual process runs. See HBS Bi-Weekly Exempt Employee Job Aid for details on Factors. Time Off reflects your starting balance on the date your leave records entered HBS, and cumulative leave since that date. Click link to return and view other balances Contact your HR Admin with questions about your Leave Balances 22

23 View Leave Balances Bi-Weekly Leave Earnings (Accrual) Earn vacation/sick leave in factors (out to 3 decimal points) Accruals are based on 2 bi-weekly pay periods (4 weeks) Earned hours are available every fourth Thursday on the weeks without paychecks Annually there are 13 bi-weekly accrual cycles Bi-Weekly Cycle Hours Accrued Accrual Period Accrual Period Accrual Period 3 etc Accrual Period TOTAL HOURS Example is for a full-time employee who works 80 hrs. per bi-weekly pay cycle (160 hrs. each 4-week accrual period). 23

24 Submit Leave Request Submit Leave Request 1. Navigate to Employee Tasks and click on Leave Requests 2. Enter dates of requested leave or select calendar and click on dates. HBS Leave Requests can be submitted for current or future pay periods ONLY. 4. Click Submit Tip: Always use the top box for Type when selecting Pay Code. 3. Select type of leave from list of Pay Codes 24

25 Submit Leave Request Submit Leave Request The Leave Request Details screen allows you to indicate hours of requested leave and submit an optional note. 1. Ensure leave hours display in full day increments. 02/01/ /02/ Type note (optional step not required) 3. Click Submit If you see a (*) Data Exists warning, hours may not populate onto the timesheet. Review timesheet hours and update as needed. 25

26 26 Submit Leave Request Submit Leave Request The Current Leave Requests screen displays the status of each current request and allows you to delete a pending request. If Status = Pending, click Delete to delete request What Happens Next: 1. Status displays as Pending until Leave Request is approved or denied by your Approver. You can Delete a Leave Request as long as Status is Pending (see below). 2. HBS notifies your Approver via that you have submitted a Leave Request. 3. Your Approver approves or denies your Leave Request in HBS. 4. Leave Request status updates to Approved or Denied. 5. HBS notifies you via when your Approver approves or denies your Leave Request. When you receive the , check your leave request screen for any errors that may prevent the approved leave hours from automatically populating on your timesheet (refer to next slide for errors). 6. Approved leave in HBS automatically populates your timesheet. This will expedite your timesheet completion for that period! You CANNOT delete or edit an Approved or Denied Leave Request but you CAN do one of the following: Ask your Approver to Pend your original Leave Request and then you can submit a new Leave Request. Edit or delete the pre-populated leave on your timesheet to reflect your actual usage.

27 27 Submit Leave Request Hours Not Populating to There are situations when approved Leave Request Hours will NOT automatically populate to your timesheet. Review details and add hours to timesheet manually. Click to review leave request details Code Description Action E D A L Data has not been posted: timesheet data exists Data has not been posted: invalid doecode Data has not been posted: timesheet is approved Data has not been posted: pay period is locked. Manually add hours to timesheet.

28 HBS Timekeeping Process Step 1 Log On STEP 2 View Messages STEP 3 Complete Step 4 Log Off We have walked through all of the Steps and Features available to you in HBS. View and Complete History s View Leave Balances Submit Leave Requests Additional HBS Features 28

29 Reminder! Complete Your 4. Click Complete 1. Review hours on timesheet 2. Add or edit work hours and leave taken in full-day increments 3. Select appropriate Pay Code for hours recorded in the row. All hours in the same row are charged to the same Pay Code. Add additional rows for additional Pay Codes. If you do not have a pre-populated schedule (i.e., your timesheet is BLANK), you MUST add all work hours in order to get paid. 29

30 Step 4 Log Off Log Off Important: HBS maintains an audit trail of all timesheet activity. You can review all actions taken on your timesheet by clicking Action Audit button in the timesheet toolbar. Audit trail details the action taken with user s name and timestamp. Remember to Log Off to maintain security of timesheet information. Click Log Off in the toolbar to end your session 30

31 Congratulations! You have completed the HBS online training for UCSF Exempt Employees paid on a Bi-Weekly pay cycle. See your HR Admin or Management Group Owner for any related questions. Print this training as a step-by-step guide to: Enter work hours and complete your Bi-Weekly timesheet Report and track your vacation, sick, and other types of leave Submit Leave Requests for time off in future pay periods Print the HBS Bi-Weekly Exempt Employee Job Aid at for details on: HBS Access and System Requirements Pay Periods and Deadlines Leave Requests Toolbar Buttons Pay Codes Warnings and Errors Leave Accrual Factors 31