History Timesheet Adjustment and Approval

Transcription

1 Business Process Timesheets are moved to history after the current pay period closes. If a timesheet in a closed pay period needs to be changed, an HR Admin can open and edit the history timesheet. Functionality and features of a history timesheet are the same as those used in a current pay period. Process history timesheet adjustments in HBS for these timesheet edits: Changes to Time In / Time Out, Leave Codes, and other non-funding timesheet changes Submit Payroll Expense Transfers (PETs) as you do today for: ALL funding changes in Closed periods Remember: o For bi-weekly employees: there will be more lines to reflect bi-weekly pay periods o HBS receives nightly updates from OLPPS Only HR Admins can open and edit a history timesheet. The act of approving a re-opened history timesheet is one of several triggers that can result in a retro transaction. To learn more about retros, refer to the HBS Retros Job Aid. Procedures Following are steps to edit/change the history timesheet, as needed. This section describes procedures to: Search for Employee Change time entries Add notes Save and approve edited timesheet HR Admin Tasks: History Timesheet Adjustment and Approval Page 1 of 7

2 Search for Employee 1. Select History tab, then click Timesheet Group task 1 2. The system will display a) the default for Timesheet Group, which is the Management Group (no suffix after the dash) and b) Pay Period. 2 HR Admin Tasks: History Timesheet Adjustment and Approval Page 2 of 7

3 3. In the Timesheet Group field, select All (TIP: If there are many timesheet groups, you may need to scroll up to the top to access All) and select the pay period for which you want to adjust the timesheet. In this example, the pay period is 10/1/ /31/2008. NOTE: All pay periods that are closed will be listed in the pay period dropdown list, including bi-weekly pay periods. Notice that the status of the October 2008 pay period says (History - Adjustments Allowed) M1 [M1=monthly pay period] Type the employee s name in the Last Name field. The format is last,first (no spaces). Then click GO. 4 HR Admin Tasks: History Timesheet Adjustment and Approval Page 3 of 7

4 5. The Hours Summary screen appears with the Employee s name. Click on the Employee s name Click Create Adjustments on the right side. Change Time Entries 6 7. The process for adding/deleting entries on an adjustment timesheet is the same as the process of editing a current pay period timesheet. In this example, we will add a day of vacation by clicking Add a Row. 7 HR Admin Tasks: History Timesheet Adjustment and Approval Page 4 of 7

5 8. Select Vacation leave from the Hours Type drop down list. 8 Add Note 9. After making the new entry, the best practice is to use Notes to explain the adjustment so that the HBS Central Processor has adequate information to process the retro correctly. Click the Notes action button in toolbar The Notes popup window will display. Add a detailed explanation about the adjustment in the top section of the window. Click Submit Note. 10 HR Admin Tasks: History Timesheet Adjustment and Approval Page 5 of 7

6 11. After clicking Submit, the note entered will be date stamped and displayed with your name in the lower section of the window. Click Close Window The adjusted timesheet now has the additional day(s) with notes attached, and needs to be saved. Click the Save button in the toolbar in the upper right hand corner of the screen. 12 HR Admin Tasks: History Timesheet Adjustment and Approval Page 6 of 7

7 Approve Adjustment 13. The additional day(s) will display in the Adjustment Pay Period Summary screen. Notice the current timesheet status is Not Approved. Click the Approve action button. NOTE: This is a very important step. You must approve the adjustment or it will not trigger a retro After clicking the Approve action button, the timesheet status changes to Approved, Not Processed, Not Completed. The action of approving an adjusted timesheet triggers a retro for review by the HBS Central Processor. 14 After the retro has been processed by HBS Processing Center, the Adjustments Status will read Approved, Processed, Not Completed. The employee will receive an notification that the timesheet status has changed and requires re-completion. The MGO will receive an notification when the Retro has been processed, and can view the Retro status in HBS. See the HBS Retros Job Aid for further information. HR Admin Tasks: History Timesheet Adjustment and Approval Page 7 of 7