JCPS Time and Attendance. Revised 5/8/2015

Transcription

1 JCPS Time and Attendance Revised 5/8/2015 1

2 Overview 2 The security of Payroll Time & Attendance is role based, which means that you need to be in the appropriate role in order to utilize the system. If you cannot login to the system, or if you are unable to see some of the options presented in training, you may not be in the correct role group. Contact 3552 or submit a heat ticket.

3 Login 3 Launch Internet Explorer. Click Employees. Select Time & Attendance from the Quick Clicks drop down menu. Before entering your Username and Password, make sure the Caps Lock key is off. Enter the same username and password that you use when logging into the network. If you are unable to login to the Payroll Time & Attendance system, please contact 3552 or submit a Heat Ticket.

4 Home 4 The first page of Time & Attendance is the Home screen. The announcement section will contain information regarding location deadlines and payroll processing information, including information on special processes such as Start-Up Pay and Parent Teacher Conference Pay. The Quick Links section contains valuable and helpful resources such as the Payroll Correction Memo template, Direct Deposit Form, and MUNIS Extra Service Forms, etc.

5 Quick Links 5 To see Employee Calendars or a particular School Calendar, click on either of the Calendar links. Click on the Direct Deposit Form, Kentucky Tax Withholding, Indiana Tax Withholding, or Federal Tax Withholding link to view and print the form.

6 Important 6 It is important that time is reported based on the employee s actual work schedule. Carefully review the employee s base days and hours per day for accuracy on the Regular Full Day screen. If you need to make adjustments to their actual base days or hours per day, you must contact the Human Resources Department immediately, so the change can be made in MUNIS. Marking an employee as present when he/she does not report to work is falsification of payroll time reporting.

7 Time & Attendance Employee Inquiry 7 In the upper right hand corner of each screen is a small button that looks like a set of eyeglasses. This is the Search Employees button. It allows you to navigate to the Employee Inquiry Screen. To look up information on an employee, click the Search Employees button. Enter the employee s last name in the Last Name field, and click the Search button to bring up all of the employee active and inactive positions. If you are searching a common name (i.e. John Smith), either use the employee number or make sure that you know the last four of the digits of the employee s SSN because the search is likely to bring back pages of John Smith. The only way you can identify your John Smith will be by the last for of SSN, job class, location, etc. One you have identified your John Smith, click on the name (hyper link) to navigate to that employee s inquiry screen.

8 Time & Attendance Employee Inquiry The name hyperlink to take you to the following page. It will display all of the employee s active and inactive positions with JCPS. Start and End dates are displayed on the main inquiry screen along with Location, Bargaining Unit, Job Class, and Job Description. Click on the hyperlink for the position that you want the detailed information on to navigate to the Detailed Employee Inquiry Screen. 8 Exercise: Using the Search Employee, Find Yourself and View Your Employee Inquiry Screen in T&A. TIP: Never use the Back button in the browser while in Time & Attendance.

9 Regular 9 All payroll reporting with the exception of Extra Service is prepared through the Regular Menu. Full Day tab is used to assign regular employee attendance codes for a pay period. The codes available depend upon the employee s position. All employees must be assigned ten days of attendance for a pay period.

10 Full Day 10 The dates in the pay period are listed above the reporting area. If an escrow or a paid holiday is part of a pay period, it will appear automatically in the correct date fields. Employees may have days marked as Escrow (non-scheduled) within the two week payroll period. These codes appear in light gray. You cannot add or delete pre-populated attendance. If you find Escrow days have been assigned or omitted in error, the employee calendar assignment needs to be changed in MUNIS. Please contact your Payroll clerk to report the problem.

11 Full Day 11 Assign all non-present attendance codes (sick, personal, emergency ) prior to using the Present button. Depending upon which calendar the employee is assigned, the following could be choices in the attendance drop down box:

12 Full Day 12 After all other codes have been entered, click the Present button to populate all remaining days as present. The Present button does not overwrite any code already assigned. The Present button allows you to assign an employee present for every day in the selected pay period. Remember to save after every change.

13 Full Day 13 The Comments Button on the Full Day Screen should be used to add comments for all Dock and Excused days. Click on the button and add the date and reason associated with the Dock or Excused day. Comments can be added for any day that needs additional information.

14 Using Attendance Codes Properly 14 Please remember that when selecting any of the EXCUSED or DOCK options that you should enter the date and reason in the comment section (please see example below). The comment section is for the entire two week pay period, and therefore the date and reason is required for each date on which an excused or dock attendance code is selected. For example, if an employee is marked dock two days in the pay period, the person entering payroll must mark those days with the appropriate dock attendance type and they must type the dates of the dock and the detailed reason in the comments section (for example religious holiday for one day and court for another day). When using dock because someone is sick and out of sick time, please note the dates and the reason as out of sick days. These comments enable Human Resources to track exactly what occurred and whether follow-up documentation is needed.

15 Using Attendance Codes Properly 15 Part-time employees assigned to your location should only be marked present for the days on which they are actually working. The other days should be marked as Dock Other. If an employee loads out to your location who no longer works at your location, you must mark them Dock New/Transfer. If an employee resigns, on the days they do not work, you must mark them as Dock Separation.

16 School Based Codes for Excused 57 Workshop 16 The following codes are available in Time and Attendance to pay substitutes for teachers that are reported absent 57 Excused- Workshop or are extra help in the building. These are to be used when a school based budget is responsible for payment. You will only see these codes if they are appropriate for your cost center. If there are other school based codes that are needed for other grant funds please contact denise.dewitt@jefferson.kyschools.us or kim.wolfe@jefferson.kyschools.us them to be added. Other options for specific workshops that are paid by Non-School Based Budgets are set up and available to the applicable cost centers per approval from Grant and/or Central Office Directors. Information on the Description for these codes will come from the Grant /Central Offices. The sub center will no longer arrange your sub and pay for sub. The school will make all arrangements.

17 Full Day 17 Additional information about an employee (i.e., calendar days, accrued sick/personal days, etc.), appears in a pop up box when you roll your mouse over the employee s name. Some employees listed on the Full Day screen are underlined and appear in blue. This indicates that the employee is eligible for Overtime, Extra time, and Dock time. HOLLOWAY, MARY

18 Full Day 18 If you click on a blue underlined employee name, you will be navigated to the 14 Day screen where you can assign or edit attendance information. If an employee is eligible for these pay types but is not listed, contact Human Resources.

19 14 Day 19 The 14 Day screen is only available for employees eligible for Extra time, Overtime, and Dock time. If you need to return to the Full Day screen, click the To Full Day tab. The 14 Day tab has two purposes: to enter extra, over, and dock time for the current pay period. to enter extra, over, and dock for the previous pay period. Remember

20 14 Day 20 Employees do not qualify for Overtime until they have worked 40 hours per week. For example, the employee below, whose Base Pay is 6 hours per day, worked 4 additional hours every day. Report as 10 hours of extra time until 40 hours are reached and then 10 hours of overtime.

21 14 Day 21 You can only adjust the previous pay period. Extra/Over/Dock time are the only adjustments allowed. Dock time cannot be entered for days that have Dock codes used on the Full Day attendance screen. If you click on the 14 Day tab, you must select the employee whose payroll will be adjusted. Scroll through the names, locate the employee, highlight the name, and click the Submit button. This will open the employee s 14 Day screen for adjustments.

22 Adjust Previous Pay 14 Day Screen 22 The screen shot below shows Pay Period Ending: 09/17/2010 (Adjusting). To make an adjustment to the previous pay period in the 14 day screen, enter the time that should have been reported. For example, if the employee should have had 3 hours of extra time reported on 9/16/11, but only had 1 hour reported on 9/16/11, enter the full 3 hours that should have been reported. Time & Attendance will check to see what has already been reported previously for this date and subtract the 1 hour from the 3 hours to give the employee 2 additional hours due for this date on the current pay period. In other words, the system does all of the subtraction and addition for you. If you enter 2 hours on the 14 day screen instead of 3, the employee will only be paid for 1 additional hour. The Previous Pay Period Adjustment Report must be printed, signed in blue ink by the Principal/Department Head and included with your payroll reports. See page 37 for Adjustment Report instructions. If you need to make adjustments to the Base Time, contact Human Resources. If you need to adjust an attendance code (i.e., Personal to Sick) or time reported, use the Payroll Correction Memo found under Quick Links on the home page of Time & Attendance. Complete this form and send to your Payroll Clerk.

23 Special Pays: Start Up Day & Parent Teacher Conference Start Up Pay and Parent Teacher Conference Day Pay will be reported as part of regular payroll during certain times of the year. There will be a small check box under the second row of attendance for each certified employee who is eligible to be paid this special pay. It will look similar to the following screen. 23

24 Special Pay Box on Regular Pay Screen 24 The check box will only appear under the second row of attendance for those certified employees eligible to be paid. If the employee worked the special day, then click the check box for them to be paid for this day.

25 Lockdown for Special Pay 25 A separate lockdown page for Start Up Pay and Parent Teacher Conference Day is available if your location is eligible for this payroll type. After locking down Regular Payroll, select the Special Payroll Type and Location. Print the Signature Report to be signed in blue ink by your cost center head.

26 Payroll Correction Memo 26 FAX Correction Memo to your payroll clerk as soon as prepared. Once faxed, retain the original at your location. All corrections other than Leave Day and Time Corrections must be in memo form, signed by the Principal/Department Head and faxed to your payroll clerk as soon as prepared.

27 Absent 27 To view employees reported as absent, click the Absent tab. The Absent and Substitute tabs are tied together for those employees who are entitled to substitutes. Employee s name will show here Only employees marked absent will appear on this list. You can assign a Substitute by clicking the Assign Substitute link associated with the absent employee. Important: Never attach a sub to an employee who is marked dock or leave. The time will not calculate correctly in MUNIS. The sub for this employee should be reported through Extra Service in Time & Attendance. The Payroll Type will be dependent upon the funding (Title I, Small Grant, GF) used to pay for the sub.

28 Absent 28 The Assign Substitute link opens the Substitute tab with pre-populated information. To assign a sub to the employee, enter the Sub Employee ID number and press Tab. If the sub employee ID number is unknown, click the Search button next to the Sub. Employee ID and enter part or all of the substitute s last name. Click the Search button to generate a list of substitutes. When the search returns, click on the select tool substitute s name to assign. in front of the

29 Absent 29 Once the substitute has been assigned, verify the default account code and description. You must select the account code before you can Save. If multiple account codes display, select the appropriate one. To assign another sub day for the selected employee, click the Save & Add button. Click the Save button when you are finished.

30 Absent If the substitute wants a printout, click the printer icon in front of the Sub Employee Name. 30 Sub and absent Employee name will appear here. Tip: For subs who work multiple days at your location, when you click on the printer icon you will have the option of printing a single day receipt or a receipt for All Days for Subs.

31 Substitute Tab 31 The Substitute Tab is view only for viewing the subs you have linked to absent employees on the Absent Tab. You may also print a sub receipt from this page.

32 Write In 32 Sometimes when working in Time & Attendance, you may find an employee who has recently been assigned to your location is not listed on your regular full day screen. The Write In screen allows you to enter the employee so the employee will appear on the Full Day screen. To search for an employee, click on the Search all JCPS Employees link. Enter the last name and first name of the employee and click the Search button. If you cannot find the employee, contact Human Resources to add the employee to MUNIS. Select the appropriate reason from the Comments drop down list. If you are writing them in for a reason not specified, you will need to contact Payroll to get a new comment added.

33 Write In 33 If you need to delete a write-in, select the delete check box and click the Save Changes button. Warning! If you delete a write-in, you will also delete all attendance for the employee.

34 Lockdown No one will be paid until payroll is locked down. Regular payroll is locked down twice; once for Regular and once for Regular Substitutes. Select the Payroll Type, Location, and Pay Period to be locked down. If the payroll type selected is already locked, then you will see a locked symbol. 34

35 Lockdown 35 The lockdown process is done in five steps by selecting the buttons below: The Error Report shows problems with your payroll. Errors must be fixed in order for payroll to be locked down. You can view a copy of all attendance reported by selecting Entire Report. Run and verify this report prior to Lockdown. When your payroll is complete and accurate, lock it down. Remember to lockdown both Regular and Regular Substitutes. Adjustments Report for adjustments to a previous pay period must be printed, signed in blue ink, and sent to the Payroll Department. See Adjustment Report comment will appear on the Final report if an adjustment has been made to a previous pay period. The control number will match your final reports. Final Report shows all attendance reported, a control number is assigned and signature lines appear. It must be signed in blue ink by the Principal/Department Head and sent to the Payroll department. Keep a copy of all reports for your records, as well as supporting documentation including, but not limited to, leave cards, employee time documentation, etc. Remember that emergency cards must be submitted to the Payroll Dept. for review and when returned, kept on file at the location.

36 Extra Service 36 The Extra Service tab of Time & Attendance replaces the pink sheets. When the Extra Service tab is opened, the Extra Service dialog box appears. If you have one location, it will already be populated. If you enter payroll for multiple locations, you will have the option to select a different location. Select the Pay Period and Payroll Type before you click on the Add New Pay for This Location. Individual security is assigned for each payroll type listed. If you don t see the Extra Service payroll type you need, contact your Payroll clerk to have it added.

37 Extra Service All extra service payments will be keyed in as one of the payroll types listed below. Activity Bus Driver Adult Education District Office Approved Early Childhood ESL\ESY Extended School Services Human Resource Location Approved Extra Service Nutrition Services Professional Development Region Approved Extra Service State Agency Sub Extra Help Certified Daily, Certified Hourly, Classified Hourly Title I and Title II Transportation 37

38 Extra Service Payroll Type Descriptions Almost all extra service MUST be reported through Time & Attendance. The categories for reporting online extra service are: 38 Activity Bus Driver Extra service for bus drivers for activities and athletics. Adult Education Used by Adult Ed Dept only to report adult education extra service. District Office Approved Extra Service A payroll type only for central office users that allows them to report extra service in Time and Attendance for employees from any location and using central office budgets. Early Childhood Used to report extra service for services provided for the early childhood program by the location for which the service is provided. The signed lockdown report must be sent to the Early Childhood office for review and approval.

39 Extra Service Payroll Type Descriptions 39 ESL/ESY Used by the ESL Dept only to report extra service for PD, extended day and extended school year. Extended School Services (ESS) Used to report extra service for ESS. The signed copy of the lockdown report must be sent to the ESS/Title I Office for review and approval. Human Resource Used by the Human Resource Dept only to report KTIP, EPSB, Teacher Induction, etc. Location Approved Extra Service Used to process extra service for a multitude of extra service payments from various fund sources including general fund and small grants. Some of these grants require grant director approval. Therefore, when this extra service pay type is locked down, it will generate reports by extra service pay type indicating which type requires approval. Hard copies of the signed lockdown report requiring grant director approval must be sent to the appropriate grant director for review and approval.

40 Extra Service Payroll Type Descriptions Nutrition Services 40 Used by the Central Nutrition Services Center only to process payments for nutrition services floaters, substitutes and student workers at school locations. (Extended time and OT for nutrition service workers assigned to your location should be reported through the regular payroll 14-day screen.) Professional Development Used to process extra service payments for the state flex focus PD grant. Hard copies of the signed locked down report should be faxed to Gheens Academy, attention Karen Moore, with the PD proposal attached or session code noted. The sign-in sheet should also be attached. Region Approved Extra Service Used by Elementary and Middle Schools to report principal extended days worked. After locking down, the school will send the signed signature report to the Regional Assistant Superintendent s Office for final review and approval.

41 Extra Service Payroll Type Descriptions State Agency Used by State Agency Schools only to pay teachers, classified instructional staff, and administrators for extended time. 41 Substitute Extra Help Used to process payments for extra certified and classified subs Title I and Title II Used to process extra service payments for the Title I grants including the School Improvement Grant. The signed locked down report must be sent to the ESS/Title I Office for review and approval. Transportation Used by the Transportation Department only to pay extra service for bus monitors during the school year and to pay bus drivers during the summer.

42 Extra Service 42 Click the Add Pay for This Location link at the bottom of the dialog box. The Search Employees dialog box appears. Enter the employee s ID or last name; then click Search. If multiple employees match the search criteria, a list of names is displayed. Click the hand symbol next to the employee s name to select the individual.

43 Extra Service The Add Location Approved Extra Service Pay dialog box will display account code(s) available for the employee. Select the Account. If you don t see the appropriate account, click the link called, Don t see the account you are looking for? Click here to request it 43

44 Extra Service The Request Account screen appears. Enter a valid MUNIS extra service Org, Object, and Project code. Click Check to confirm it s a valid MUNIS code; or click Cancel to return to the Extra Service screen 44

45 Extra Service If the account you entered is valid a green message will appear. The green message indicates that the account number was found. Click Submit to send a request to Financial Services to provide the account for your use. Your request will be routed to the appropriate person who will approve or deny the request. Once approved, you will receive an notification and the code will be added to Time & Attendance. Click Cancel to return to the Extra Service screen. 45

46 Extra Service If the account you entered is not valid, a red message will appear. The red message indicates that the account number was not found. Contact Financial Planning and Management at to receive assistance. Click Cancel to return to the Extra Service screen. 46

47 Extra Service Select the Pay Type from the list. Enter the date of service or select the date by clicking on the calendar. 47

48 Extra Service Extra Service payment types have an Enter Time link for hourly paid employees. Click the link, then type the time in the appropriate fields or click the clock numbers to select the hour and minutes. Please review the entries times to ensure A.M. and P.M. are correct. When the time is correct, click the Submit button. The Comment field is required for Extra Service. 48 Review the information to make sure it is correct. Once you are finished adding the employee s information, you have two options: click the Save button to go back to the Extra Service screen or click the Save and Add button to add another Extra Service entry for this employee on a different day.

49 Extra Service The previous information remains when you click Save and Add. This allows you to easily enter Extra Service payroll for the same employee over multiple days. 49 When you return to the Extra Service screen, you will see a list of the Extra Service payroll entered for the pay period. Here you have the options to edit, delete, or print the Extra Service.

50 Lockdown 50 Extra Service payroll is locked down separately from Regular payroll. No one will be paid extra pay until the Extra Service payroll is locked down, so it is very important to complete this section. Like Regular Payroll, Extra Service payroll is locked down for each payroll type. Select what you are locking down by using the Payroll Type drop down. You also need to choose the location and pay period that you are locking down. The lockdown process for Extra Service is done by selecting the buttons below. Final reports, signed in blue ink, as well as supporting documentation including but not limited to, leave cards, employee time documentation, etc., must be kept on file at the location.

51 Lockdown Approval 51 Some Extra Service Payroll Types require approval. If approval is required, you will see the Approve button as part of your lockdown procedure. You will print your Signature Report and fax to the appropriate approver. Your online Extra Service Payroll will be routed to the appropriate cost center for approval. Title I funding is an example of an extra service payroll type that requires grant director approval.

52 Exceptions to Reporting in Time & Attendance 52 For the following exceptions, you will need to prepare a Pink MUNIS Extra Service Form and route them to the appropriate department(s). These payments will be processed by the Payroll Department or Grants & Awards. Extra service for employees not assigned to your location; This does not apply to Activity Bus Drivers or District Offices. You will report these employees under Activity Bus Driver or District Office Approved Extra Service. Extra service for school paid coaches All Extra Service must be locked down by 12:00 noon on the Monday following Payroll Friday unless the approver office, i.e., Title I or ESS specifies otherwise!

53 Reports Tab The Reports tab is located on your Time and Attendance screen. 53 The following three leave reports are available: Leave Account Balance by Location: This report provides the leave balances as of the last pay period processed as reflected in the header of the report. Locations may run this report as needed via Time & Attendance.

54 Reports Tab 54 Paid Leave Detail Report: This report provides an individual employee s leave usage details. Locations can select the location, a specific employee id number and the specific date ranges needed. Please note this report does not include dock time and may not contain all leave usage due to pending payroll processing. Unpaid Leave Detail Report: This report provides an individual employee s unpaid dock days. It only contains full dock days and does not reflect any corrections submitted via a memo or communication to the payroll department.

55 Reporting Extended Time for ARC Meeting 55 Locations must report time for pay related to ARC meeting attendance outside of regular work days on the MUNIS Hours Worked Extra Service Form located on the Time and Attendance site. Select Pay Type 550-ARC from the drop down box. Complete the form and print on pink paper. The teacher s hourly rate, carried out to the fourth decimal place, must be used. This rate and the MUNIS employee ID number can be found on the employee inquiry screen in Time and Attendance. Fax the completed form to the ECE Department at no later than 12:00 noon on the Friday of the pay period ending. The ECE Department will enter the extra service for the ARC meeting in Time and Attendance. For questions regarding the pay procedures for ARC meetings, please contact Todd Elder at or Todd.Elder@jefferson.kyschools.us.

56 Internet Explorer 9 and above Reminder Time & Attendance is a web-based system. This application must be supported on Internet Explorer 9 and above. If a user has issues with using another browser such as Firefox, Safari, Chrome, etc. then he/she MUST switch to using Internet Explorer 9 or above before contacting support. 56 In order to reduce the risk of errors while using the web based time entry system with Internet Explorer, it is imperative that all users follow district policy and NOT INSTALL ANY UNSUPPORTED SOFTWARE. This includes any add-ons to the internet browser (Internet Explorer) such as toolbars, not limited to, but including, Bing, Google, Yahoo, etc. ALL software installed on the machine should be installed by an MIS technician or through their assistance. If these procedures are not followed, it may affect the user s ability to process time reporting for your location. It may also require a complete rebuild of the user s computer to remove unnecessary software. If you have questions regarding software installed on your computer, please contact the help desk at

57 Time & Attendance Support: Who To Call If you need help: Logging on? Call With user rights and access? Submit A Heat Ticket. Entering data in the system? Call Your Payroll Clerk With Regular Payroll? Substitute Payroll? or Extra Service payroll types? Call Your Payroll Clerk