SYSTEM (Huntington Business Systems)

Transcription

1 HBS TIME AND ATTENDANCE SYSTEM (Huntington Business Systems) APPROVER 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 deadline communicated by Payroll ( reminders will be sent to you). Regularly check vacation balance by logging into HBS. Request vacation timefrom supervisor prior to vacation balance reaching the maximum.

5 Manager Responsibilities Review, edit, correct and approve timesheets before the deadline communicated by Payroll. Approve prior pay period corrections as soon as known. Contact your Personnel representative who will work with Employee and Labor Relations for advice on any investigation related to payroll entries.

6 LOGGING INTO HBS

7 DGSOM/FPG HBS TimeSuite at: Accessible inside id and outside of MEDNET network.

8 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.

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

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

11 1 2 To access your timesheet, click on Employee Tasks and then click on Timesheet.

12 NON EXEMPT EMPLOYEE TIMESHEET ENTRY

13 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.

14 Click onthe Dayto enter time.

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

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

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

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

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

20 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.

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

22 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.

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

24 The timesheet now displaysstatusstatus of (Not Approved, Completed). HBS sends the timesheet to the approver to review and approve.

25 EXEMPT EMPLOYEE (MONTHLY) TIMESHEET ENTRY

26 2 1 HBS will display the timesheet for the previous month. To access 1 future pay period cycle (current month), select the pay period. Click GO button.

27 Employee reports non productive time (sick, vacation) usage for the previous month. Example: Employee clicks on Add Row row to enter vacation usage.

28 SAVE Example: Employee reporting 9/10/12 as Vacation. 1. Enter date or select Calendar to populate 2. Use drop down arrow to select Hours type to Vacation 3. Click SAVE button

29 The employee has a list of options when reporting non productive hours.

30 COMPLETE Click on COMPLETE button once all non productive time has been entered for the month.

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

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

33 WEB CLOCK

34 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.

35 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.

36 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.

37 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.

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

39 Click on Manager Tasks, then click on Attendance. The approver will be able to see the Actual Clock in.

40 ENTERING NOTES

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

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

43 LEAVE BALANCES

44 1 2 To access Leave Balances, click on Employee Tasks and then click on Balances.

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

46 After clicking onthe hyperlink, displayed is a history ofhours used and accrued.

47 SUBMITTING LEAVE REQUESTS

48 Leave Requests Department Leadership should determine if employees should submit itleave Requests through h HBS or continue with their current practice. An employee can request time off in advance for various reasons by utilizing the Leave Request Application. Manager s advantagesof using the Leave Request Function on HBS: An employee can only request leave for a future pay period. The system will not allow the employee to request leave in the current pay period. You come to 1 place to view, approve and deny all the Leave Requests you receive from your employees. Once the requested period is in the current pay period, the approved Leave Request automatically auto populates the employee s current Timesheet.

49 1 2 To Access Leave Request, select EMPLOYEE TASKS then select LEAVE REQUESTS.

50 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 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.

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

52 APPROVING LEAVE REQUESTS

53 Click on Manager Tasks and then click on Leave Approvals. Displayed is a list of Leave Requests from employees. Click onthe From/To Dates listed below the employee name to view the details of that specific leave request.

54 Example: Employee requesting Monday off work. Notes may be entered dback kto the employee.

55 Return to the list of Leave Requests to place a check mark in Approve or Deny and then click the Submit button.

56 APPROVING TIMESHEETS

57 1 2 To access timesheets to approve, click on Manager Tasks and then click on Timesheet Group.

58 PROD Total regular hours that the employee entered. NON PROD Total exception hours (sick, vacation, jury duty, etc.) that the employee entered. TOTAL HOURS Total regular hours that the employee entered. TIME ON CALL Total hours on call. OVERTME or PREMIUM Total of overtime hours worked, COMPLETE A blue check mark indicates that the employee s timesheet is ready for approval. NOTES A number indicates that a note has been attached to the Timesheet. # MESSAGES Displays the number oferrors and warnings. Timesheet cannot be approved until errorsarecorrected. APPROVED A blue check mark means that this employee s Timesheet was approved. ACTION Click the approve check box to place a check mark in the Approve column.

59 Click on name to view details of employee s timesheet Displayed is a list of employees timesheets to approve. The blue check mark in the Complete column indicates the employee has completed their timesheet and is now ready to review and approve. Click on the employee s name to view the employee s timesheet.

60 Review the Input Summary and Paid Summary to make sure the entries are accurate. If an edit is required, select the appropriate date to be edited. Example: Approver selects Monday to edit.

61 SAVE Step 4 Step 2 Step 1 Step 3 Example: Approver documents employee was onvacation instead ofat work. 1. Enter correction on 2 nd edit line. 2. Place a check mark in the Delete box for the 1 st edit line 3. Click the Delete button 4. Click SAVE.

62 APPROVE Once the approver has finished reviewing and editing the timesheet, click on the APPROVE button. The timesheet will now show APPROVED.

63 The Timesheet Group you will now display a Blue Check mark under the Approved column. Click on the next employee s name to review and approve.

64 Non exempt biweekly September October 1 September 30 October October 15 Key Dates 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)

65 Key Dates Exempt monthly October 1 10 October Complete your last OTR timesheet (Period September 1 30) Approver approves your last OTR timesheet (Period September 1 30) November 1 First Day you may access your HBS November 1 10 November timesheet Complete your first HBS timesheet (Period October 1 31) Approvers to approve your first HBS timesheet (Period October 1 31)

66 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.

67 ADDENDUM

68 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

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70 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