SYSTEM (Huntington Business Systems)

Transcription

1 HBS TIME AND ATTENDANCE SYSTEM (Huntington Business Systems) NON EXEMPT EMPLOYEE TRAINING

2 Why are we using a new Time and Attendance System? As part of the University of California UCPath initiative to implement PeopleSoft, each campus has been asked to adopt a time and attendance system that would integrate with UC Path.

3 Why HBS? Currently used for all staff at UCLA Hospital System; staff and academic personnel at UCSF Health System and all staff at UCSD Health System. HBS has pay rules built into the system that automatically calculates overtime and shift differential pay and otherspecial pay for eligible employees.

4 Employee Responsibilities Edit and submit timesheets before the Edit and submit timesheets before the deadline communicated by Payroll ( reminders will be sent to you). Regularly check vacation balance by logging into HBS. Request vacation time from supervisor prior to vacation balance reaching the maximum. Notify your approver on current and prior pay period corrections as soon as known.

5 Logging into HBS DGSOM/FPG HBS TimeSuite at: www mednet ucla edu DGSOM/FPG HBS TimeSuite at: Accessible inside and outside of MEDNET network.

6 Enter your AD logon in the Logon ID field. Enter your AD password in the Password field. The password does not display. In most cases, this is the same logon and password used for MedNet . Click on LOG IN button.

7 Once successfully logged onto HBS, the Message Screen displays.

8 The Message screen displays your current vacation and sick leave balance. Vacation leave maximum warnings aredisplayed here.

9 1 2 To access your timesheet, click on Employee Tasks and then click on Timesheet.

10 2 1 HBS will display the timesheet in the current pay period cycle. To access 1 future pay period cycle, select the pay period. Click GO button.

11 Click onthe Dayto enter time.

12 Enter Worked Hours on the day selected. Click on the drop down arrows to enter Time In and Time Out.

13 Click on the drop down arrow and select Time In. Example: Employeeselecting a Time In of8:00a a.m.

14 Click on the drop down arrow and select Time Out. Example: Employee selecting a Time Out of 17:00 (5:00 p.m.).

15 Employee can select minutes by a quarter of the hour.

16 HBS will calculate Hours and Minutes. Click on Meal Break drop down arrow and select 30, 45, 60, 75 or 90.

17 SAVE 8 60 Example: Employee selected a 60 minute meal break. The system recalculates l Hours and Minutes. Click on the Save button to confirm your entry.

18 Employees are encouraged to submit notes regarding their nonproductive or out of work schedule time reported. Click on ADD/VIEW NOTES button.

19 A new window will appear. Once the note is complete, click on the SAVE button. Once saved, click on the CLOSE WINDOW button.

20 The Input Summary shows the hours entered through Time In and Time Out. The Paid Summary shows how an employee will be paid.

21 COMPLETE Prior to clicking on the Complete button the Timesheet will show Not Completed. After thoroughlyreviewing reviewing the InputSummaryand and Paid Summary, click on the Complete button.

22 HBS displays a confirmation message. Click OK button to proceed.

23 The timesheet now displaysstatus of (Not Approved, The timesheet now displays status of (Not Approved, Completed). HBS sends the timesheet to the approver to review and approve.

24 Web Clock DGSOM/FPG HBS Web Clock at: Sign in in at the start of the work shift and sign out at the end of the work shift.

25 Enter your AD logon in the Logon ID field. Enter your AD password in the Password field. The password does not display. In most cases, this is the same logon and password used for MedNet . Click on LOG IN button.

26 2 1 At the start of the shift, click on the IN button. Then Click on Log Off. *If you miss an IN punch, do so as soon as you remember. Then punch OUT as normal. Notify your approver to edit your timesheet.

27 2 1 At the end of the shift, log in to HBS TP Web Clock Click on the OUT button. Then Click on Log Off.

28 Theweb clockinformationisreflected inthe timesheet. The web clock information is reflected in the timesheet. Example: The clock in of 5:58 am is rounded to 6:00 am.

29 Leave Balances 1 2 To access Leave Balances, click on Employee Tasks and then click on Balances.

30 Displayed is a summary of all leave balances. To review the details of a specific leave balance click on the appropriate hyperlink.

31 After clicking onthe hyperlink displayed is a history ofhours After clicking on the hyperlink, displayed is a history of hours used and accrued.

32 Leave Requests An employee can request time off in advance for various reasons by utilizing the Leave Request Application. Your supervisor will inform you if your department will use the HBS Leave Request Application.

33 1 2 To Access Leave Request, select EMPLOYEE TASKS then select LEAVE REQUESTS.

34 Enter the first day of Requested Leave in the From column by Clicking CALENDAR function, and selecting the appropriate Start Date. Enter the last day of your Requested Leave in the To column by Clicking CALENDAR function and selecting the appropriate End Date. The date can also be entered manually, using the mm/dd/yyyy format. Select the type for the Leave Request using the List box Only leave types for future requests Select the type for the Leave Request using the List box. Only leave types for future requests appear in the box. Up to two types can be charged for each Leave Request. If you are requesting a combination of types, use both list boxes.

35 The employee should enter notes detailing their leave request. After entering notes, the employee clicks on the SUBMIT button to send their leave request. COMPLETE

36 Key Dates September October 1 September 30 October October 15 Complete last OTR timesheet (Period September 16 29) Last day for Approver to approve your OTR timesheet (Period September 16 29) First day you may access your HBS timesheet Complete your first HBS timesheet (Period September 30 October 13) Last day for Approver to approve your first HBS timesheet (Period September 30 October 13)

37 Next Steps 1. Confirm you have an AD log in and password to access HBS. Ask your department IT contact if you do not have this. 2. Confirm you have access to a computer to complete your timesheet or use web clock. 3. Mark your calendars with the Key Dates. 4. Contact your Department Payroll Representative if you have questions once HBS goes live.

38 ADDENDUM Time In and Time Out Reference Chart for Non Exempt Staff STANDARD 24 HOUR STANDARD 24 HOUR 12 MIDNIGHT NOON :15 AM :15 PM :30 AM :30 PM :45 AM :45 PM AM PM AM PM AM PM AM PM AM PM AM PM AM PM AM PM AM PM AM PM AM PM 2300

39 ADDENDUM

40 ADDENDUM SCHEDULE FOR SUBMITTING AND APPROVING BIWEEKLY TIMESHEETS DEAN S OFFICE Pay Period Timesheet Due Date Approval Due date Paydays 09/30/12 TO 10/13/12 SATURDAY 10/13/12 MONDAY 10/15/12 10/24/12 10/14/12 TO 10/27/12 SATURDAY 10/27/12 MONDAY 10/29/12 11/07/12 10/28/12 TO 11/10/12 **EARLY DEADLINE SATURDAY 11/10/12 TUESDAY 11/13/12 **NOON 11/21/12 11/11/12 TO 11/24/12 SATURDAY 11/24/12 MONDAY 11/26/12 12/05/12 11/25/12 TO 12/08/12 SATURDAY 12/08/12 MONDAY 12/12/12 12/19/12 12/09/12 TO 12/22/12 **EARLY DEADLINES MONDAY 12/17/12 **NOON TUESDAY 12/18/12 **NOON 01/02/13 12/23/12 TO 01/05/13 SATURDAY 01/05/13 MONDAY 01/07/12 01/16/13