Southeastern Louisiana University PeopleSoft Time and Labor Training

Transcription

1 Southeastern Louisiana University PeopleSoft Time and Labor Training Southeastern Louisiana University will utilize Time & Labor, a component of PeopleSoft, to handle our timekeeping needs. The first group to begin using Time & Labor will be students, either through the new clocks provided by TimeLink or through the Web based clock for Time and Labor that is delivered by PeopleSoft. The instructions below include details on how to use the Web clock; however, you will receive separate instructions on how to use the TimeLink clocks if it is available in your area. It is important for everyone to be familiar with the new vocabulary words in Time & Labor. Learning these words/phrases will help in understanding the timekeeping process: Time Reporter=employee/student worker Timesheet/Raw data=reported time that is either clocked on the web or at the wall clock without any rules applied. Combo Code=Budget Unit Time Admin=process which applies rules on the raw data to generate payable time and/or exceptions. Payable Time=is the result of reported time that has been processed through Time Admin. Payable time that has been approved will move to payroll. Reporter Status=shows you if reported time has been processed through Time Admin. Exceptions=are issues with the time reported that must be corrected before the time can get to Payable time. Time Reporting Methods: There are two ways to enter time for an employee. The employee will either use the wall clock or the web clock. Below is the view of the new Web Clock that will be used. When an employee logs in to PeopleSoft the link for the Web Clock will appear as seen below. 1

2 When you click on Web Clock the following will appear: By clicking in the drop down for Punch Type you will see the options available. 2

3 To punch in, click on In and then click Enter Punch. The next screen will appear: By pressing OK the punch will be accepted. The same process is done for an out punch. Working In Another Budget Unit (Combo Code): If switching between departments during the day, the employee will choose Transfer as the Punch Type and then enter the Combo Code of the other Budget Unit. If starting out the day in another department, the employee would select the Punch Type of In and then enter the Combo Code of the other Budget Unit. Once the Combo Code is entered, the employee will click Enter Punch. 3

4 Timekeepers - Viewing And Adjusting Time: To view the time that has been punched by your employees, you must log into PeopleSoft using your W# and then go to Manager Self Service. Once you click on Manager Self Service, the following will appear: Navigate to Time Management > Report Time > Timesheet. 4

5 From the following screen you can view the punches and select your employee s ID number. After you put the employee s ID in, you will click on Get Employees. The employee s name will display as shown in the example below. You can access the student s timesheet by clicking on the student s name. The first time you use the screen, you will see the timesheet as delivered by PeopleSoft. You can customize this screen to make it easier to use. 5

6 In order to customize it, click on the word Customize in the green tab. The list below will come up for you to hide columns you will not be use. Click on the ones that are marked Hidden in the list below and then click the button that says Hidden. 6

7 Click OK. The timesheet will be condensed down making it easier to work with. This only has to be done once the first time you use Time & Labor. It will save your customized settings. The red arrows below show you the period you are viewing, along with the date of the period. This can be changed by clicking in the box for the View By and changing it to Day, Week, or Time Period. Also the Date can be changed based on the View By method chosen. 7

8 You are now seeing the employee s actual time that was clocked. You will notice the Punch Total column amounts are not rounding. This is due to the fact that Time Admin has not yet been run on this employee. Also you can use the <<Previous Week and Next Week>> areas to help you navigate through the timesheet. 8

9 Adding Missing Time For A Day: In this example, you will notice there is no time on 9/9. To add time for this day, type the in and out times in the appropriate columns. Click Submit below the timesheet to save the entry. 9

10 After you click Submit, the confirmation screen will appear. Click OK to complete the entry. You will not see the change in Payable Time until Time Admin is run. Add Additional Time For A Day: To add additional time to a day that already has time, click on the plus sign for that day. Add the in and out time in the appropriate blank fields, as seen previously for a missing day. After the time is added, click Submit and then Ok on the confirmation page. Delete A Row For A Day: To delete a row of time for a day, click on the minus sign next to the day to be deleted: 10

11 Once the minus sign is pressed the following screen will appear: Click Yes Delete. The line will be removed and you will be returned the timesheet. Lunches: Employees should all be clocking out for lunch and then back in from lunch. There is no auto lunch. If an employee forgets to punch for lunch, a new row will need to be added and the time corrected as indicated below: Click + to add a row. An additional row will appear. Copy the original out time to the new row. Update the out time in the original row to the out time for lunch. Add the return time to the new row. After corrections are made, it will need to be submitted and confirmed as previously noted above. 11

12 Viewing Timesheet On Employee Punching In A Different Budget Unit: As you can see below, the employee has a blank Combo Code on 9/14 at 8 a.m. which means the employee worked in the normally assigned Budget Unit. At 10:27 a.m. on the same day you will notice the Combo Code now shows which is not the normal Budget Unit for the employee. As a Timekeeper, the Combo Code can be changed on the Timesheet by keying the number in the Combo Code column. Checking On The Exceptions: To view the exceptions, click on Approve Time and Exceptions. Then click on Exceptions. 12

13 The following screen will appear: Click on Get Employees and this will bring up all the exceptions in your Group ID. A list of exceptions will be displayed. These must be corrected in order for the time to convert to Payable Time after Time Admin is run. All exceptions should be worked prior to supervisor signoff. 13

14 Time Admin: Go to Time Reporter Status to see if Time Admin has been run to reflect in Payable Time. Navigate to Time and Labor > View Time > Time Reporter Status. Enter your Home Department in the Group ID box and click Get Rows. This can also be run by just entering an Employee ID. Your home department is the main department for your area in which all other budget units report. The following screen will appear: This displays whether or not Time Admin has been run to update Payable Time for the employee. Status of Y = Time Admin needs to be run and the earliest date of time it will process. Status of N = Time Admin has been run Status of X =Time Admin is processing 14

15 Viewing Payable Time: To view an employee s time that is ready for signoff by the supervisor, select View Time. There will be several ways to look at an employee s time. Choose Payable Time Detail. Then click on Get Employees. This will display the employees you have. Click on the name to look at the time for the pay period. 15

16 Above, you can see the employee s time for the week of 9/8 to 9/14. The dates can be changed by going in to the Start Date range and selecting another time and pressing refresh. In the Quantity column, you will see the total hours for that day. In the above screen shot the employee has time for 9/9 through 9/12. If you notice there is something that is not correct, you can go back to the timesheet and correct it. For a different view of Payable Time, go to Payable Time Summary to review the same person. This page of time shows the total time the employee will be paid for the period selected. 16

17 Steps for an Employee to Certify Time: Have the employee go to Self Service>Time Reporting> View Time and then Payable Time Detail. The following screen will appear: Once the employee is satisfied the time is correct, click Go To Southeastern Certify Time. 17

18 Selecting the Period to Certify and then clicking I performed my duty for the selected pay period will complete the process. This will take the employee back to payable time detail. The employee is now finished. Supervisor Sign Off: Navigate to Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time. 18

19 Click Get Employees to see all the employees under the supervisor. You will need to change the dates to the pay period which you need to sign off on. Then click Refresh. You can then choose the employee you want to sign off on. 19

20 Click on Select ALL or individual dates to approve the time shown. If everything is correct, click Approve. The message below will appear, click OK. 20

21 To save the Confirmation click OK. Now you can see there is no Payable Time to approve. A supervisor can sign off on all the employees at once if preferred by clicking on Select All. Should you have any questions, please feel free to call the Payroll Office at (985)