Payroll and Time & Labor Training Manual

Transcription

1 Payroll and Time & Labor Training Manual School District of Palm Beach County Accounting Services/Payroll 3300 Forest Hill Blvd, Suite A323 West Palm Beach, FL /29/14 1 of 81

2 Table of Contents A. Introduction and Integration between Budget, Human Resources, Time & Labor & Payroll pages Work Groups 2. Work Schedules/Flexible Schedules 3. Groups B. Time & Labor Overview pages Entering and Processing Time 2. Ways of Entering Time C. Methods of Reporting Time Who, What, Where, When and How?- pages Timesheet a) Elapsed b) Punch c) Reporting for other activities d) Additional Time Reporting Tips 2. Rapid Time 3. Time Collection Device/TCD 4. Reviewing and Validating Your Time Entry 5. Changing Your Timesheet View 6. Reporting through Omniform D. Managing Exceptions (Errors) and Time Recorded via the TCD pages Managing Exceptions 2. Lunch Breaks 3. Workshop Reporting 4. Missed Punch Report form E. Adjusting Time pages Compensatory Time 2. Prior Period Adjustments F. Special Reporting pages Substitutes 2. Internal Accounts - Leases 3. Applying Schedules/Extra Activities Time G. Approving Time pages Regular approval process 2. Post approval process H. Time Collection Device (TCD) Enrollment pages /29/14 2 of 81

3 I. Miscellaneous pages Paycheck review/paycheck Explained/View Print Pay Stub 2. General Benefits Information 3. Leave Balances/How is Leave Accrued 4. Payroll Combo Codes 5. Merit Pay 6. Deferred Pay 7. Salary vs Clocks and Not Exempt vs Exempt 8. Fair Labor Standards Act FLSA 9. Jury Duty 10. Helpful Office Procedures 11. Banking/Direct Deposit questions J. Reports & Queries pages General Payroll queries/time & Labor queries Employee Info 2. TCD queries TCD 3. Gross & Fringe Report K. Job Aids & PeopleSoft Portal page /29/14 3 of 81

4 Section A Introduction The purpose of this manual is to present and detail all activities related to Payroll and Time & Labor that you would carry out on a daily and/or weekly basis. The majority of your payroll and timekeeping activities are managed through PeopleSoft. Other activities are procedural in nature. Integration between Budget, Human Resources, Time & Labor & Payroll in PeopleSoft The District uses several PeopleSoft modules, such as Payroll, Time & Labor, Benefits, Budget, Workforce Administration, etc. These modules are separately processing sections of PeopleSoft which, when integrated with each other, provide a relational system that produces all of the human resources, benefits, payroll and financial data necessary to run the business operations of the District. Payroll cannot run for an employee if he or she does not have a job entered in PeopleSoft. We also cannot provide an employee with Benefits if they do not have a job. Therefore, it all begins with an employee being hired into a position created by Budget. Once hired, the employee is placed in a job, given Benefits, set up in Time & Labor and then processed through Payroll to receive a paycheck. Before an employee can be placed into a job, there must be an active and approved Position in Budget. All regular jobs have positions and most temporary jobs do as well. If you are unsure if a position is required to enable you to report time, please contact Payroll or Budget and assistance will be provided. The HR related data entered in the Job Data pages at the time of Hire, Rehire, Transfer, Promotion, Demotion, and Termination, among other Job Actions, play a critical role in the Time and Labor module. The information entered in the Job Data pages controls the following: 1. The first day an employee can be paid through Time & Labor 2. Time & Labor Enrollment Workgroup (how an employee gets compensated) 3. Duty Day Schedule 4. Groups for Time & Labor security and processing For example, Calvin Custodian was hired on 7/15/2013 as a School Custodian as you can note from the screenshot on the following page of the Job Data page (specifically the Work Location page): Navigation: Workforce Administration > Job Information > Job Data > Work Location 9/29/14 4 of 81

5 1. Effective Date, Sequence, HR Status and Payroll Status fields: 1. HR Status: this field denotes whether an Employee is Active, On Leave, on Leave with Pay, Suspended, Terminated, Retired, etc. It is the status of the current Job record. 2. Payroll Status: this field denotes the payroll status of the current job record. Changes to this field trigger Retro Pay or Final Check processing. 3. Effective Date: the Date an Action takes effect. For example, in the screenshot above, the Effective Date of the Hire is 07/15/ Sequence: if various Actions take place on the same date, the Sequence number will indicate in which order the Actions need to take place. 2. Job Indicator, Action, Reason: 1. Job Indicator: this field indicates whether this job is an employee s Primary or Secondary job. 2. Action/Reason: these fields denote what type of changes are taking place for the employee s Job record. For example, in the screenshot above, the Action is Hire, and the Reason is First Job 3. Position Number, Company, Department, Location: 1. Position Number: this field denotes the Position to which the employee is assigned. For example, in the screenshot above, the employee Time Polgano is assigned to Position Number ( Custodian ). 2. Company: this field denotes to which Company the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Company PBC ( School District of Palm Beach County ). 3. Department: this field denotes which Department the employee is assigned. For example, in the screenshot above, the employee Calvin Custodian works for Department 0421 ( Palm Beach Public ). 4. Location: this field denotes which Department Location. For example, in the screenshot above, the employee Calvin Custodian s Location is 0421 (Palm Beach Public ). 9/29/14 5 of 81

6 Looking at the next page in the Job Data page group, the Job Information page, you will notice that this position is for a Regular employee, with Work Period of 260 Days (Duty Days), a Standard Hours of 40 hours a week, and a FTE (Full Time Equivalency) of 1.0. This means that the employee is working 40 hours a week (Full Time), on a year round Duty Day schedule, and is a Regular employee (not a Temporary employee). Navigation: Workforce Administration > Job Information > Job Data > Job Information 1. Regular/Temporary and Full/Part fields: 1. Regular/Temporary: this field indicates whether an employee is a Regular or a Temporary employee. For example, in the screenshot above, the employee Calvin Custodian is a Regular employee. 2. Full/Part: this field indicates whether an employee works Full-Time or Part-Time for the School District. For example, in the screenshot above, the employee Calvin Custodian works Full-Time. In other words, he works 6.0 or more hours per day. 2. Standard Hours, Work Period, and FTE fields: 1. Standard Hours: this field indicates the Standard Hours an employee works. For example, in the screenshot above, the employee Calvin Custodian works Full-Time. 2. Work Period: this field indicates the time period during which employees must complete their standard hours. For example, in the screenshot above, the employee Calvin Custodian is assigned a 260 Duty Day Work Period. 3. FTE (Full Time Equivalency): this field indicates the percentage of full-time work that an employee should normally work in this job. For example, in the screenshot above, the employee Calvin Custodian has a FTE of 1.0, which means that he works 100% of his standard hours in this job. 3. FLSA Status field: If you click on the arrow next to the small American flag at the bottom of the page, it will open the field. In the FLSA Status field it will show whether the job is Exempt or NonExemptOT. Employees who are exempt do not earn overtime in accordance with Fair Labor Standards rules. This would most typically be 9/29/14 6 of 81

7 teachers, principals, administrators, etc. Employees who are non-exempt are overtime eligible in accordance with Fair Labor Standards rules. This group includes but is not limited to bus drivers, custodians, paraprofessionals, school secretaries, school food service workers, school police officers, and others. In the screenshot below, this information is displayed. For further information, please read the following document Fair Labor Standards Act (FLSA) Things to Know which is housed on the Payroll website at When you click on the Employment Data hyperlink, at the bottom of the Job Information page, staff in Human Resources/Compensation will be taken to the Employment Information page, where they can access a link to view the Time and Labor enrollment. Payroll staff members have access to this page from another menu option since the information is typically owned by the Payroll group. Navigation: Workforce Administration > Job Information > Job Data > Job Information On the following page we have displayed the content of the Time Reporter enrollment page. This section on the employee s Maintain Time Reporter Data is strictly for Information Purposes Only. Current security does not permit access to this page. In the Maintain Time Reporter Data page (on the following page), you will notice that the employee is enrolled in the Workgroup NCF&O-B as of 07/15/2013, is Active and is a Punch Time Reporter. For those using the Time Collection Device (TCD), the only option is Punch. 9/29/14 7 of 81

8 Effective Date, Time Reporter Status, Send Time to Payroll, Time Reporter Type fields: 1. Effective Date: this field indicates as of what date the employee is enrolled in a particular Work Group, or what date any change takes effect, which affects time reporting for the employee. For example, in the screenshot above, the employee Calvin Custodian is enrolled in the NCF&O-B Workgroup and is Active as of 07/15/ Time Reporter Status: this field indicates whether a time reporter is Active or Inactive. For example, in the screenshot above, the employee Calvin Custodian s Time Reporter Status is Active. If status is Inactive you will not see them on your Timesheet summary page. 3. Send Time to Payroll: this field, if checked, sends this time reporter's payable time to Payroll. 4. Time Reporter Type: this field indicates whether a time reporter type is Elapsed or Punch. 5. TCD Group: this field indicates which TCD group the employee is enrolled in (worksite); in this case it is PBP 0421 for Palm Beach Public. 2. Workgroup field: this field identifies the default Time Reporting Code program, time reporting period, holiday schedule, rule program, and other information that the system uses when processing reported time for the employee. When Human Resources hires an employee into a position and creates a job, an automated job runs which enrolls them into Time & Labor. The information in the Maintain Time Reporter Data page is critical to Time and Labor tracking, input and processing. The Effective Date here determines the first day that the employee can be paid through Time & Labor. The Effective Date and the Active Time Reporter Status determines when an employee is able to be processed in T&L (Time and Labor) and the Send Time to Payroll flag allows all payable hours to progress to Payroll. If this flag is not checked, the hours will not transition to Payroll for payment. 9/29/14 8 of 81

9 A1 - Work Groups What is a Workgroup and why is it important? A workgroup drives how the employee will be compensated. ** Note: This does not include Pay Rate. ** In the previous screen shot example, the employee Calvin Custodian is assigned to Workgroup NCF&)-B. The District generally groups employees in workgroups associated with their Bargaining Unit, since contract language frequently determines how they are paid. Employees who work in multiple jobs of which one of more are overtime eligible will be grouped into the same workgroup as their primary job for the purposes of calculating overtime. For instance, if you have a School Treasurer in a regular job that also has a clerical job with an After School program, both jobs will have AESOP as the workgroup. This allows proper overtime processing when the employee works more than 40 hours combined in both jobs in one week. For instance, for members of the Bargaining Unit FPSU (NCF&O), they are the only group that allows overtime to be paid if employees use Paid Leave during the 40 hour work week. The Workgroup determines the following: 1. Comp Time Eligibility 2. Overtime Calculation (which hours make up the 40 hours to reach Overtime) 3. Holiday Schedule 4. Work Schedule Default (All Schedules will be assigned at the employee level) 5. Rounding Rules 6. Defaulted Time Reporting Codes (TRCs) for the Time Clock Data REG vs. RGR (when implemented) 7. Other Time and Labor Rules 8. Defaulted Time Reporting Codes (TRCs) displayed on the Elapsed Timesheet A2 - Work Schedules This section on the employee s Work Schedule is strictly for Information Purposes Only. Current security does not permit access to this page. On the Job Information page, from the Job Data page group, the employee Calvin Custodian s Work period was 260 (year round) Duty Days, and he was assigned a Full Time position. For instructional purposes we will navigate to the Assign Work Schedule page. 9/29/14 9 of 81

10 In the Assign Work Schedule page, the duty day schedule for the employee Calvin Custodian is 260 duty days, and he works 8 hours per day (Standard Hours = 40). He is also a non-exempt (overtime eligble) employee. The Effective Date here is the beginning of his schedule for the current year shown. PeopleSoft automatically assigns the employee his/her Work Schedule. Although the Duty Day Schedule does not determine if the employee gets paid (this comes from JOB DATA), it is extremely important that Scheduled hours appear in Time and Labor on an employee s Timesheet. These hours are used for reporting purposes (to report absences) and also to calculate Overtime / Comp time for non-exempt employees. If you see an employee is missing a schedule (ZERO hours of scheduled time on the Timesheet), or is on the wrong schedule (daily hours do not match what you expect the employee to be working), it is important to notify Payroll immediately. Flexible Schedules EMPLOYEES SHOULD NOT BE ASSIGNED TO ALTERNATE WORK SCHEDULES WITHOUT APPROVAL. For instance, an employee is hired into a 20 hour per week, 5 day per week, and 4 hour per day position. This employee s schedule will reflect 4 hours per day for Monday through Friday. During the periods when year round employees are subject to the Four Day Work Week schedule, this employee s schedule will change automatically to 4 days at 5 hours per day for a total of 20 hours. Schools and departments who wish to provide an employee with an alternate work schedule or a flexible schedule will be required to have this approved through a process designed for this purpose. Please see bulletin P CAO/COO-Flexible Work Schedule Request for full instructions in this matter. Once approved, the form will be routed to Payroll to set the employee up on an alternate schedule. This will avoid any undue overtime or extra straight time to be paid to the employee. Should you fail to follow procedures, the school or department will be responsible to cover any funding shortages. 9/29/14 10 of 81

11 A3 - Groups Employees are dynamically added/subtracted into and from groups based on their Department (DEPTID). In the Job Data page group, under the Work Location page, the employee Calvin Custodian is assigned to Department ID 0421 (Palm Beach Public). Therefore, the employee will be assigned to Time Reporter Group ID 0421 (Palm Beach Public) for Time & Labor purposes. Employees are grouped together based on the Department ID and their Status in Time & Labor. At the School sites, the Principal is the only employee excluded from the group list. In the Departments, Directors and Chiefs are excluded. They will appear in the Area Superintendents group, or higher level in the Department Tree. 9/29/14 11 of 81

12 Section B Time & Labor Overview Please refer to the diagram below which details an Overview of the Time & Labor Process: Time and Labor Overview 1. Time Reporting Sources: TCD (Time Collection Device) external with 10 minute updates in PeopleSoft Rapid Time (original/adjustments in PeopleSoft Timesheet (original/adjustments in PeopleSoft Employee Schedule (based on Job Data) Successful processing through Time Admin creates Payable Time 5. Timesheet Approval Completing a timesheet generates Reported Time 3. Time Administration (TA) 6. Payroll Processing 2. and 4. Exception: Review exceptions immediately following initial time entry Resolve Errors from prior Time Administration processing Review/add hours worked beyond schedule. Make adjustments or accept for TA processing Make adjustments related to TRC classification General Steps 1. Employees report work hours via various methods of entry. 2. Timekeepers will review the Exceptions page. 3. Time Administration (TA) runs periodically processing all reported activities. 4. The next day Exceptions from the Time Administration will be reviewed, corrected and submitted a second time for TA processing. This step will be reported until the transaction is successfully processed by TA. 5. Approvers review and approve employee time. 6. Approved time information is sent to Payroll for payment processing. B1 Entering and Processing Time Please refer below to the steps involved in Entering and Processing Time: 1. Time Administration Process: Payroll runs the Time Administration process every two (2) hours. The Time Administration process analyzes all data entered or captured, and creates Payable Time and Exceptions (i.e. Errors). 2. Reviewing Reported Data: Each day, the Payroll Contact should review time worked and reported absences previously entered or generated through the Time Collection Device (TCD). This can be done with online reports or developed queries. 9/29/14 12 of 81

13 3. Daily Reported Absences and Substitute Hours: The Payroll Contact continues entering daily reported absences as needed and reports hours worked by Substitutes. 4. Managing Exceptions (i.e. Errors): View and manage Exceptions (i.e. errors) created through Time Collection Device (TCD) transactions. 5. Repeating Process (Steps #1 through #4): Process repeats daily until end of Time Reporting Period. 6. Timesheet Approval: Timesheet Approval completed at the end of the Pay Period. 7. Payroll Processing: Time loaded to Payroll for processing. Regarding Exception Time, Payroll Contacts will oversee the input and collection of all employees regular attendance exceptions and additional time worked for biweekly periods. B2 Ways of Entering Time Time will be entered and/or collected in a variety of ways. 1. Timesheet Elapsed: 1.1. When employees are absent during the current time reporting period, you must record time exceptions for employees that report in sick, on annual leave, jury duty, etc The Elapsed Timesheet applies generally to Exempt employees. 2. Rapid Time: 2.1. This allows you to quickly enter time for an individual or multiple employees, specifically Substitute teachers. Enter data as accurately as possible as there are limited validations and edits. During the validation process, the system will check all the time reporting data entered. This should be validated by you on the Timesheet which is where this data is fed. 3. Time Collection Device (TCD): 3.1. Hours reported for non-exempt and certain hourly employees are captured through the District s Time Collection devices. The data is then loaded to the Punch Timesheet page The Time Collection Device is used by non-exempt employees (those level 16 and below and other hourly workers, such as tutors, afterschool workers, adult/community education teachers, etc.) 4. Omniform: 4.1. Time & Attendance and other infrequent payments that cannot be recorded in PeopleSoft must be submitted to Payroll for processing using Omniform PBSD1767 and PBSD0121, available through the District Main Home Page by clicking on the Forms & Records section, then clicking on the Forms button, and entering the Form Number (i.e. 1767) in the field from the Search Page. Please refer below to the screenshots of Omniforms PBSD1767 and PBSD Form PBSD1767 Miscellaneous Employee Payment this form is used to report payments that cannot otherwise be reported in PeopleSoft. Refer to the Payment Processing Guidelines job aid for how to report. 9/29/14 13 of 81

14 4.3. Important It is critical that before you have any employee work in a capacity that is outside a job set up by Human Resources that you contact Payroll or Human Resources. Schools and Departments should never negotiate a flat rate of pay or an hourly rate of pay PRIOR to work being performed. The Division of Human Resources provides compensation rates for several temporary jobs on their website. Rule of thumb refer to the Payment Processing Guidelines job aid. If you do not find the work activity on the list OR you are not sure, contact your Payroll Analyst BEFORE the work is performed. You may also call HR/Compensation and they can assist with the rate. Once approved, be sure you include this information on the form when you request payment Form PBSD1767 must be signed by the principal or the area office if a principal is not assigned Form PBSD0121 Payroll Time and Attendance Correction(s) Report worksites have access to the current period and one prior period. Time not reported or time that needs to be adjusted prior to this four week period must be submitted on a time and attendance correction form. Please be aware that we may also request this form in situations in which hours are not reported timely and on demand checks are requested. This is for audit reasons. 9/29/14 14 of 81

15 The purpose of the upper section of the form as shown below, is to report absences not previously reported or to adjust previously reported time: The lower section of the form is for reporting of hours on temporary jobs and for signature: 9/29/14 15 of 81

16 Section C Methods of Reporting Time Who, What, Where, When and How? C1 - Entering Time and Labor Timesheet Summary This page displays all active jobs for any employee who is assigned to your work location/department. The automatic default on the page is by last name, descending. Employees who have multiple job records at your work location will have as many timesheet records as they have job records. You may sort this page on any field where an arrow is next to the description. Site Secretaries will not be able to report their own time and therefore will not see themselves on the group summary list. The backup Timekeeper for that School/Department or the Area Office secretary will enter his/her time. The Site Administrator will approve the time. Additionally, the principal or department head that approves your location s records will not appear on this group summary list. He or she will report their absences to their immediate supervisor for data entry and subsequent approval. For instance, in a school center, this would be reported to the Area Office/Superintendent. In order to ensure proper segregation of duties for audit purposes, timekeepers/payroll contacts are not authorized to approve time. Principals and department heads approve time and they are not permitted access to enter time or attendance. If Human Resources has just created a job for an employee, an automatic process must be run to place them on your timesheet summary page. This was previously discussed in the first section of the manual. This process is on a schedule. If HR has advised that they have set up a job, you will need to wait at least one hour before you are able to report time on their timesheet as the job record will not be displayed on the summary list. Once the scheduled job has run, you may select the record for reporting or time management. ** Note: If you or your Principal see an employee who is no longer at your location on your Timesheet list, that indicates they are still active in Job Data in Human Resources. If you have sent the appropriate paperwork/job action to Human Resources, it will more than likely take time to process, so until the job is actually terminated they will continue to get paid. Please enter hours on the timesheet as WOP (without pay) to prevent undue paychecks AND contact your Payroll Analyst to have the check turned off. If amounts are due the employee as a result of a mid period termination, it is always easier to issue a supplemental check than it is to collect an overpayment. We appreciate your attention to this situation as it helps prevent overpayments to employees. ** Navigation: Manager Self Service > Time Management > Report Time > Timesheet The above navigation will bring you to the Report Time Timesheet Summary page shown on the following page: 9/29/14 16 of 81

17 1 2 Step Action 1. Enter Time Reporter Group ID (i.e. Location #) or EMPL ID # 2. Click on the Get Employees button 3. Select an employee from the summary list by clicking on the name (hyperlink). This will take you to the employee s elapsed or punch timesheet. C1.a Elapsed Timesheet The elapsed timesheet page provides a means to report hours in total. Elapsed time reporters are typically exempt (do not earn overtime) employees. For example, an employee is absent for 7.5 hours due to illness. You will enter 7.5 hours of sick leave in total for a date. It also allows the reporting of total hours worked, again, for example, a substitute reports to your school and you report 6.5 hours of time worked. On the contrary, employees who are punch time reporters will have their time managed on a punch timesheet rather than the elapsed timesheet. 9/29/14 17 of 81

18 When you select an employee, these actions will bring you to the Timesheet page. This page defaults based on the Time Reporter Type Elapsed or Punch. If Punch displays, you may click on the blue hyperlink to access the Elapsed Timesheet page as shown in the example below. 9/29/14 18 of 81

19 The elapsed timesheet page will display as shown below. For employees who do not use the TCD to report their time, the elapsed timesheet page will automatically display. For instance, teachers will default to the elapsed timesheet page. To report absences, please follow the steps on the next page: Step Action 1. Click on the Leave and Compensatory Time Balances link to view available Sick/Annual/Comp Time leave balances. (After reviewing balances, you may click the small down arrow to hide the details.) ** Note: Employee leave balances displayed on the timesheet page are shown in real time. ** 2. The current date will default in the date field. Select the first date of the reporting work week to be updated/corrected. This will always be a Saturday. (if you selected by Calendar Period for your view, it will display the full calendar/time period.) 3. Click the small circular arrows to refresh the dates on the Timesheet. 4. Click the apply schedule button. The hours by schedule date will default. 9/29/14 19 of 81

20 To Enter the Jury Duty and Sick Leave Absences as noted in the screenshot on the previous page, please take the following actions: Step Action 1. Click to add a new row at row 1 using the add button. Click the Time Reporting Code list and select the code REG Regular Earnings. NOTE: Most employees will have three rows for time entry. If additional rows are needed, click the plus button. Additionally, if the user clicks the Apply Schedule button before adding all the time details, they must click the plus button for more row(s). 2. Click in the Tuesday field in the added row and enter "7.5" in the new row. 3. Click the Time Reporting Code list and click an entry in the list. For this example we will select JUR Jury Duty. In row 1, REG Regular Earnings, space out the hours on Tuesday. 4. Click to add a new row at row 2 using the add button again. 5. Click in the Friday field in the added row and enter "3.75" in the new row. 6. Click the Time Reporting Code list and click an entry in the list. For this example we will select SCK Sick Leave. 7. Click in the Friday field for row 1, REG Regular Earnings and change 7.5 hours to 3.75 to balance the scheduled hours for the day. 8. Click the Submit button., and then on the OK button. Employees are allowed to use portions of days as absences. Employees may use time in no less than quarter hour increments. For instance, Teacher Jones needs to take half a day of sick leave for a doctor s appointment. You will: Step Action Click apply schedule button. Click the Add a new row at row 1 button. In new row enter Attendance Exceptions in hours. In this example, employee was reported SCK for 3.75 hours on Wednesday. 3. Select correct TRC for Attendance Exception (listing of eligible attendance exceptions is included in Section J) SCK. 4. Edit Regular hours ( REG row ) for date of attendance exception to 3.75 from Click the Submit button. 9/29/14 20 of 81

21 The page below, Timesheet, appears after exceptions entered: C1.b Punch Timesheet Time collected through the Time Collection Devices (TCD s) will be displayed on the punch timesheet page. Procedures to manage the time collected through the TCD s are included in section D of the manual. To enter absences for employees who are Punch time reporters you may do so using one of the following two methods: A. Access the employee s timesheet. If the employee is a punch time reporter, remain on the punch timesheet page. If the absence is for the full day you may enter the absence in the field by day of week. You do not need to add a row; use the one for the date of absence. For instance, the employee did not punch in and out for one day and reported Sick Sick Leave - you would enter 8.00 hours in the quantity field and click the Time Reporting Code list; select SCK Sick Leave; click submit to save B. Use the hyperlink at the bottom of the page to go the elapsed timesheet page. DO NOT CLICK APPLY SCHEDULE BUTTON. Enter absence data for the date of the week employee did not report following the steps for an elapsed time reporter. Punch timesheet employees may also need to have time reported for partial days. Once payable time for the day has been generated you will add a row to the date using the add row button and enter the absence type in the TRC drop down field. Then enter quantity of hours in the quantity field. It is important to note that payable time will be discussed in a later section. 9/29/14 21 of 81

22 Employees who have requested an absence for any purpose should complete Form PBSD0032 Leaves/TDE. Forms should be signed by the employee and the Principal/Director. Such forms are available either through Omniform or Liquid Office on the District website under Forms. Original forms should be maintained at the worksite location for a period no less than three (3) years in accordance with District Records Retention requirements. For additional information please access information on the District website at: C1.c - Entering Additional Activities Employees may perform other work activities from time to time and are paid per contract. This time is reported on the primary job and does not require a position or job. For example, you have a teacher who attends a mandatory workshop on a Saturday and is paid from special funding. Other types of activities or assignments include work outside the classroom, extra duty days, planning periods, etc. Step Action 1. Click the Apply Schedule button (this is critical, see section C1.d. Click the Add a new row at row 1 button. In new row enter the TRC for Workshop for instructional employee WSH and the hours entered on the date attended. You will be required to enter REG as the TRC on row Select the correct Combo Code for payment (see reference document on Payroll Combo Codes). 3. Click the Submit button. The page below, Timesheet, is displayed after additional work activities are submitted with combo code information shown below: 9/29/14 22 of 81

23 C1.d - Additional Time Entry Tips 1. Hours entered for a day must equal an employee s Scheduled Hours. 2. Do not enter in increments less than.25 (quarter) of an hour; enter in quarter hour increments only. For example, 6.30 is NOT 6 ½ hours, this should be entered as 6.50 hours. 3. Do not enter zeros blank out all fields or delete rows using - (minus sign) button if no hours are to be reported. 4. When entering partial day absences, you must add a row and enter REG as the time reporting code. For instance, a 7.5 hour teacher went home sick half day, enter 3.75 hours SCK Sick Leave and 3.75 hours on the new row as REG Regular Earnings. If they are a punch time reporter and they have partial day absences, DO NOT enter the REG hours. 5. Make sure that what you have entered on the Timesheet is what you intended to enter. Use Payable Time Summary or queries in the Timekeeper s or TCD Checklist Make sure that you have entered the proper funding payroll combo code; any additional activity such as workshop, work outside the classroom, extra duty days must be offset to an alternate payroll combo code or it will result in charges to the incorrect funding source Ensure the Time Reporting Code (TRC) is what you intended otherwise the rate of pay could be incorrect. 6. Please check the Empl Rcd Nbr (Employee Record Number) and use the one associated with the employee s job for which you are entering hours or absences. If an employee accidentally reports at the TCD on the wrong job, contact your Payroll Analyst before any action is taken. They will assist in the moving of punches from the incorrect job to the correct one. 7. When entering Rapid Time, the Empl Rcd Nbr (Employee Record Number) defaults to record 0 (zero), but it may not always be the employee s job for which you wish to enter Time or Exceptions. Substitute entries should be validated on the timesheet page as discussed later in Substitute Tips. 8. Make sure you are using the Apply Schedule button on the Timesheet when paying additional hours to those employees who are NOT using the Time Collection device (TCD). This is extremely important to ensure accurate leave accrual. 9. If you have a year round employee who works on a holiday, they should punch in and out. In order for the payable time to be correctly generated, you will need to enter the employee s scheduled hours for the holiday worked. For instance, you have an 8.00 hour custodian who worked 6.00 hours Labor Day. You will access the punch time sheet and add a row for the date hours were reported. Select TRC REG and enter 8.00 hours quantity and submit. 10. We are frequently asked Why are days in the timesheet blued out? or Why is there a different job description? when an employee starts in the middle of the time period. To open up these fields, change your view to By the Day in the view by field and put in the start date of the job in the date field. Click the Refresh button. The fields will open up and you will be able to enter the hours. 11. When in doubt, follow the document Payment Processing Guidelines to ensure you are using the correct format to submit time or payment requests. This document is available on the District portal page to PeopleSoft under Job Aid section. If you have payments to be made that are not addressed, contact Payroll BEFORE employees begin to work. You should make sure that work performed is paid at a rate appropriate for the work performed. For example, teachers should not be paid their teaching hourly rate if they work as a custodian for a lease. HR/Compensation provides direction on compensation rates. Rates for typical jobs are posted on their website and should be consulted before work is performed. If you do not find what you may be looking for on their website, please contact their offices. 9/29/14 23 of 81

24 C2 Time and Labor Rapid Time The Rapid Time page enables you to quickly enter time for an individual or multiple employees. Enter data as accurately as possible. Online edits or rules will be applied during data entry, however, such edits or rules are limited. We suggest the use of the regular timesheet page to report substitutes but for those who prefer to use the rapid timesheet page, it remains an option. During the validation process, the system will check all the time reporting data entered and timekeepers are strongly encouraged to validate all data on the Timesheet which is where this data is fed. To enter time for Substitutes using Rapid Time (you may choose to enter Substitutes on the Elapsed Timesheet if you wish) Navigation: Time and Labor > Report Time > Rapid Time The above navigation will bring you to the page below: 1 9/29/14 24 of 81

25 1. Click on the Add a New Session tab. The Report Rapid Time page below will appear: 2 * * Note: The system initially displays the session number until the page is saved. Then the system automatically assigns a unique session number. ** Step Action 2. Click in the Description field and enter an identifying description See steps on following page. 9/29/14 25 of 81

26 Step Action 3. Click in the EmplID field and enter the Employee ID number for the employee you are entering time. 4. Select the correct EMPL Rcd Nbr (Employee Record Number). 5. Click the Date field and enter the date in which you are entering time. 6. Click in the TRC (Time Reporting Code) field and enter REG for Regular work hours. 7. Click in the Quantity field and enter the number of hours the employee worked. 8. Click on the Look up Combo Code button (magnifying glass). The Look Up Combo Code page will appear: 9 Step Action 9. Enter the location number in the Combination Code: begins with field and a list of location specific combo codes will be listed. Click on the appropriate combo code link and the system will automatically populate the field and take you back to the Rapid Time page. 10. In the Rapid Time page, click on the Submit button. The system will give you a Session Number. Always write down this number for future reference. Click on OK. ***Note If you use the Save button, you may continue to do so but this will only save your work. You must click the Submit button to send it to the timesheet for processing. 9/29/14 26 of 81

27 C3 Collecting Time through Time Collection Device/TCD For full information and guidelines regarding the Time Collection Reimplementation effort please read bulletin: P CAO/COO Automated Time Collection Devices (TCD s) Certain employees who are working in non-exempt/overtime eligible will report their time through the use of a Time Collection Device or TCD. Time reported through the TCD will be captured on the Punch Timesheet. For employees whose jobs are designated as Punch time reporters, their Timesheet page will automatically default to the punch time format. Once time is reported and processed through Time Administration, Exceptions or errors may occur. These will require resolution. You will find the steps to resolve in Section E Managing Exceptions (Errors!). Below you will see three screenshots of an example of a Punch Timesheet for a time reporter. The page is a wide page which requires using the scroll bar at the bottom of your screen. Also, when the page is displayed in calendar period mode, the page may also scroll within itself. Make sure that you note this when you are viewing this page. Various fields include: Date In and Out Punch Fields TRC Time Reporting Codes Billable Indicator used to bill for lease agreement work TCD location where the employee punched in or out (TCD ID) Source of punch whether the employee recorded or the timekeeper entered data or corrected Combo Code field to direct funding if needed Notes field (comments) the cloud area to document any transactions entered for audit purposes Absence reporting is included in section C1.b and all other management procedures related to time collected through the TCD s are in Section D. 9/29/14 27 of 81

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29 C4 - Reviewing and Validating Your Time Entry Reviewing what you have entered and what has been captured through TCD s is essential to produce accurate paychecks. For example, if you have accidentally entered 1.00 hour and intended to enter hours, and an employee is underpaid, you must correct it or Payroll must be notified. If you enter the incorrect Combo Code (i.e. Funding), it will later result in Budget and Financial data transactions that will need to be researched and resolved. Employees may fail to punch in or punch out, and time doesn t process for them. You will view the time that processes after Time Administration runs. As discussed briefly in the Introduction and the Time & Labor Overview Sections, Time Administration is the major process that runs every two hours to collect all the data entered to produce payable time. When they occur, Exceptions (or errors) are also produced during this process, and must be resolved for employee time to be paid. To ensure you have not missed anything, we have created a Timekeeper s Checklist and a TCD Checklist. These checklists are quick reference tools that walk you through all the steps needed to perform your timekeeping activities in PeopleSoft. These are located on the PeopleSoft Portal page. In referencing the checklists, after you have completed Steps 1 through 8, you are in the Validation Stage. Validation requires that you run certain on-line reports or developed queries or you will view time in Payable Time Summary. Steps to run queries and viewing Payable Time Summary will be discussed later in the manual. Once you have completed entering all data and have validated what was input, you are ready to have your time approved by your Principal or Director. Timekeeper s Checklist This checklist is a quick reference tool that walks you through all the steps needed to perform your timekeeping activities in PeopleSoft. TCD Checklist Quick reference guide to managing time collected through the TCD. Please note: The Time and Labor pages will be unavailable while Payroll is processing District checks. Time entry will become available for the next time period on Wednesday morning of payroll week. 9/29/14 29 of 81

30 C5 Changing Your Timesheet View To change your Time Reporting Preferences, please navigate to the Time Reporting Preferences page. Please note that this is a one-time setup change. Navigation: Self Service> Time Reporting> User Preferences 1 2 Step Action 1. Change the Default Timesheet Display from Weekly to Time Reporting Period. 2. Change the Start Day of Week from 1-Monday to 6-Saturday. The screenshot below is what your page will look like after completing the above steps. 3 9/29/14 30 of 81

31 Step Action 3. Click the Save button. Your timesheet default view will now be for the entire current calendar period, as you can notice from the screenshot above. However, you can always change your view temporarily to Week or Day by changing the View By field and clicking on the Refresh arrows. For information, the District s workweek begins on Saturday of each week at 12:00 midnight and ends the following Friday at 11:59PM. 9/29/14 31 of 81

32 C6 Reporting through Omniform Not all time worked can be reported through Time & Labor in PeopleSoft. Flat amounts cannot be reported on line. Time that cannot be reported through Time & Labor must be reported using one of two forms in OmniForm Miscellaneous Employee Payment (PBSD1767), or for Time & Attendance corrections, use Payroll Time & Attendance Correction (PBSD0121). Screenshots of these forms are presented in Section B2 Ways of Entering Time, in this manual. The list of time that cannot be reported through Time & Labor is as follows: 1. Game: internal account activities reported with flat amounts. 2. Bonuses: generally paid through departments, but may include other bonues 3. Planning Periods: Elementary Schools only 4. Workshops: Non-Instructional 5. Substitutes who work at your location but are funded through other sources ESE or Labor Relations (information is sent to these departments for their approval to be entered) The Payment Processing Guidelines quick reference guide (located on the PeopleSoft Portal), includes every type of payment and how to process them. The form is continuously updated as rates are changed or new codes are added. Extra Tips for reporting through Omniform 1) Please do not submit requests to Payroll for lump sum payments for stipends. Contract language precludes the payment of lump sums. Payments are based on hourly rates determined by the nature of the work. For instance, the mandatory workshop rate paid to teachers is $23.50 per hour by contract. For example, do not submit a request to pay a flat sum of $1, to Teacher Jones for a workshop she attended. Workshop payments should be entered on timesheet by date using the appropriate TRC WSH in this case. Enter combo code information to ensure accurate funding charges. When in doubt, reference the Payroll Processing Guidelines document or call your Payroll Analyst BEFORE the workshop takes place if you have questions. 2) Hours should be entered by day on Form PBSD1767; enter appropriate combo code. 3) Please enter the correct Employee Record # in the field titled Job # on Form PBSD0121; comments or reasons should ALWAYS be included. Do not leave blank. 4) Use Form PBSD0121 for corrections to Time & Attendance only when it is previous to one prior period. You have access to one prior period. (see Section E on Adjusting Time Prior Period) 5) Do not hold payments to employees covering a wide span of dates. We realize that employees occasionally want to receive a large lump sum for additional work for personal reasons, but this is a violation of labor laws. Hours or payment amounts should be paid as employees work. This can also impact your budget if you wait to pay hours worked that occurred in a previous Fiscal Year. You could now encounter a closed budget line and need to move money from another source that you may not have. Should this payment require setting up a position and a job, this must be done first to avoid delaying payment to the employee. 9/29/14 32 of 81

33 Section D Managing Exceptions (Errors) and Time Recorded via the TCD D1 Managing Exceptions A critical component of the Time Collection Device (TCD) Implementation is the management/resolution of Exceptions. Exceptions are classified into one of the three severities: Low, Medium, and High. The Payroll Contact/Timekeeper will be responsible for resolving the following three Exceptions: TLX01540, PB_ORDER and PB_HOURS. Please refer to the table below for a brief description of these Punch Time Exceptions: Exception Severity Allowable Description TLX01540 High No More than 24 hours reported. Example: Employee Clocked In and Didn t Clock out for the Job/Day. PB_ORDER High No Invalid Punch Order. Example: Employee has two consecutive IN or OUT Punches per day per Job (Employee Record). PB_HOURS High Yes Excessive Hours Reported (between 14 and 24 hours). Example: Employee has more than 14 hours per Job/Day (this is an exception which can be Allowed). High Severity Exceptions that remain un-resolved will prevent payment for the employee for the Date Under Report (DUR). Low Severity Exceptions are considered alerts/notifications, which can be Allowed. Low Severity Exceptions will NOT prevent payment. Note: Extra care should be taken when correcting punches on the timesheet page. When punches are moved from out to in or vice versa, make sure duplicate punches do not remain in any of the fields. This frequently occurs when timekeepers use copy and paste. Punches left result in failed instances of Time Administration which must be resolved and a restart of the process is required. Manage Exceptions by Group When managing Exceptions by Group, there are Dynamic Group IDs that have been created. For example, Food Service Group IDs have an F preceding the Department ID (i.e. F0021 ). After School Programs have Group IDs with an S preceding the Department ID (i.e. S0561 ). Effective 7/1/2010, employees who work in the School Food Service program will have their absences entered and time managed by the central School Food Service Department. Please see bulletins P COS/COO Food Service Staff Time Reporting and P COO-SFS Payroll/HR Functions for School Food Service Employees for additional details. 9/29/14 33 of 81

34 Please refer to the two screenshots below of the Food Service and SACC Group IDs: 9/29/14 34 of 81

35 In order to Manage Exceptions, please find below the navigation to Exceptions page: Navigation: Manager Self-Service > Time Management > Approve Time and Exceptions > Exceptions Enter Time Reporter Group # High Severity Exceptions, which are Allowable Time Reporting Scenarios, can be checked as Allow(able). Step Action 1. Enter the Time Reporter Group # for which you would like to review/resolve exceptions. 2. Press the Get Employees button to review the exceptions for the employee. 3. Get Employee Exception and identify Root Cause. 4. The following are Punch Time Exceptions: 1. TLX01540: More than 24 hours reported 2. PB_HOURS: Excessive Hours Reported (between 14 and 24 hours) - Allowable 3. PB_ORDER: Invalid Punch Order 9/29/14 35 of 81

36 Manage Exceptions By Group More Details Click on Details Tab In order to review greater details about an Employee Exception(s), you can click on the Details tab in the Exceptions page, as shown in the screenshot above. IMPORTANT - Punch time cannot be corrected on the manage exceptions page and must be managed on the punch timesheet itself. Therefore, you may work in one of two ways: 1) open two windows and copy and paste employee ID# s from the exception page to the timesheet page or 2) print the exceptions and work from the printed page to the timesheet. Because this page is considered to be a scroll within a scroll page, it is not easy to use screen print. Instead, you may download the page to Microsoft Excel. Go to the blue bar titled: Exceptions and find the small square that looks like a graph sign. format which can then be printed and used to work from.. The data will open into Excel Adjusting Punch Time This sub-section will detail how to adjust Punch Times for the following Exceptions: More than 24 hours Reported, Excessive Hours Reported, and Invalid Punch Order. ** Note 1: You cannot delete punch times generated by the TCDs; however, you can re-adjust Punch Times; this can be done by moving an in punch to the out field or vice versa or from one job to another if employee punches in incorrectly on the wrong job. You can only remove a Punch if the employee has two consecutive In Punches in the same day (ie. 8:00 AM and 8:01 AM, and you can delete the 8:01 AM punch). This would indicate the employee clearly made a mistake and did not hear the beep or see the display message of a positive recording of the punch. ** 9/29/14 36 of 81