Using HRMS Time and Labor For Online Time Tracking

Using HRMS Time and Labor For Online Time Tracking For Department Payroll Administrators Human Resources Office July 1, 2009 Revised: August 5, 2009

Table of Contents Overview...3 Approving Payable Time for Load to Paysheets... Error! Bookmark not defined. Overtime...8 Email Notifications...8 Deadlines & Cutoffs...9 Leave Balances...9 Manager Self Service Menu... 10 Manager Self Service > Time Management > Approve Reported Time... 10 Manager Self Service > Time Management > Employee Leave Accrual Inquiry... 11 Manager Self Service > Time Management > Manage Exceptions... 12 Manager Self Service > Time Management > Report Employee Time... 15 Manager Self Service > Time Management > Setup Time Approvers... 16 Manager Self Service > Time Management > View Payable Time Detail... 17 Manager Self Service > Time Management > View Payable Time Summary... 18 Audit and Monitoring Reports... 19 Queries... 19 Reports... 22 University Time Tracking Policies... 22 Contact Information... 23 Human Resources... 23 Payroll Department... 23 July 1, 2009 Page 2 of 23

Overview All non-exempt employees on the bi-weekly payroll are required to report all time worked as well as scheduled time not worked (e.g., Vacation, Sickness, Jury Duty, Funeral, etc.). Reported time must be reviewed and approved by management. All exempt employees (monthly payroll) are required to report time that is not worked (e.g., Vacation, Sickness, Jury Duty, Funeral Leave, etc.). The University Human Resource Management System (HRMS) is used to report employee time. Below is a simplified view of the overall time reporting process for non-exempt and exempt employees. Logon to HRMS Self Service > Time Reporting Enter Time Worked (BWK) and Time Off (All). View Current Balances (Vacation, Sick, Personal) Submit Time Data at End of Pay Period Department HRMS Administrator Reviews Payable Time and Approves HRMS Time & Labor Processes Time Supervisor Review and Approve/Deny/Change HRMS Time & Labor Loads Approved Payable Time to Employee Paysheets HRMS Process Payroll and Update Leave Balances Paychecks Distributed July 1, 2009 Page 3 of 23

Approving Payable Time for Load to Paysheets When Bi-Weekly Paysheets are available and Reported Time has been approved by the employee s approver, the Department HRMS Administrator will need to approve the payable time for the employee. This approval will take place in the Approve Payable Time function. To approve payable time, follow the steps below: 1. Logon to HRMS 2. Navigate to Manager Self Service > Time Management > Approve Payable Time July 1, 2009 Page 4 of 23

3. In the Employee Search Criteria section, enter a search value in the Department field and click Get Employees to produce a list of employees within that department that need payable time to be approved. Note: The search results will only show employees that have payable time to be approved and only the number of hours that need approval. Employees that have no payable time to be approved will not be displayed. Employees that have payable time that needs to be approved, but have already had other payable time approved will only show a total of hours that need to be approved. July 1, 2009 Page 5 of 23

4. Department Administrators should review the list of employees and the Total Payable Hours for each. Administrators are not approving that these hours were worked or taken as leave, but rather checking for reasonableness. If an employee typically works 80 hours in a Bi-Weekly pay period, then 40 payable hours or 130 payable hours may not be reasonable. In the event the payable hours do not seem reasonable or to view the payable hours in greater detail, click on the employee s name. All payable time during the BWK pay period will be displayed. The time will be summarized by Time Reporting Code (Time Category) and date. Overtime will be calculated and displayed here as well. 5. If the detail of the payable time offers no explanation to the change in hours, administrators should contact the employees supervisor to verify hours are accurate. 6. Once all employees have been reviewed, the Administrator will click the Select All link at the bottom of the list to mark every row as checked. To approve the payable time, click the Approve button. July 1, 2009 Page 6 of 23

7. Within 10 minutes, the Time and Labor Paysheet Load process will pick up the approved payable time and load to the employee s paysheet. Hours loaded from Time and Labor are displayed on a separate pay line as shown below (see TL Records checkbox is selected on line 2): July 1, 2009 Page 7 of 23

Overtime Bi-weekly employees with Secondary jobs will complete a timesheet for each job with payable time. Overtime hours are automatically calculated by T&L and displayed in the Paysheet Report. If incurred, those hours will be distributed between departments based on each department s share of hours in excess of standard departmental hours. Email Notifications Reminder Emails are automatically sent when these situations occur: Situation Recipient When 1. Bi-Weekly employee with Standard Hours greater than zero who have not reported or submitted time to their Time Approver 1 Employee 9:00 am the day before Bi- Weekly payroll processing (usually Monday) 2. Bi-Weekly employee who submitted reported time and the Time Approver 1 has not yet approved 3. Monthly employees who have not reported any time off for the prior pay period 4. Monthly employees who reported time off but have not yet submitted it for approval 5. Time Approver 1 who have time off reported to them but have not yet approved the hours 6. Time Approver (1, 2, or 3) reviewed the reported time and denied it 7. Time Approver (1,2, or 3) reviewed the reported time, made changes to it, and approved it 8. Employee re-submits reported time after the Time Approver has denied it Time Approver 1 Monthly Employees Monthly Employees Time Approver 1 Employee Employee Time Approver 9:00 am the day of the Bi- Weekly payroll processing (usually Tuesday) 10:00 am the 1 st working day of the next pay period 10:00 am the 4 th working day of the next pay period 10:00 am the 6 th working day of the next pay period Time Approver clicks on Deny Time Time Approver changes time and clicks on Submit for Approval Status is Denied and employee records changes and clicks on Submit for Approval When the individual receives the email, it contains a link to HRMS Time & Labor. When they click on the link, the HRMS logon page is displayed (if they are not already logged on). After correctly entering their WUSTL KEY and Password, the appropriate Time and Labor page will be displayed July 1, 2009 Page 8 of 23

Deadlines & Cutoffs Access for employees to update the Bi-Weekly Timesheet, the Monthly Leave Time page, Paysheet, and for supervisors to review and approve reported time is cutoff when: Group When 1. Bi-Weekly Timesheet 12:00 am midnight the day before payroll is processed 2. Monthly Leave Time 12:00 am midnight on the 5 th business day of the month following the last pay period 3. Time Approver 1 Bi-Weekly Timesheets: 12:00 pm noon the day the payroll is processed 4. Timesheet and Leave Time page (Department Payroll Administrators) 5. Paysheet (Department Payroll Administrators) Monthly Leave Time: 12:00 am midnight on the 10 th business day of the month following the last pay period 6 months 3:00 pm the day the payroll is processed Leave Balances Benefits eligible employees accrue Vacation and Sickness hours based upon the university policy. The accruals are processed for all approved hours after each Pay Period. The bottom of the Timesheet/Leave Time sheet shows the balances for Vacation, Sickness, and Personal Days. The balances are as of the beginning of the current Pay Period. Adjustments to the balances are not made until after the current Pay Period payroll has processed, and will be reflected on the next Timesheet/Leave Time. Note: you can also view current balances by going to Employee Self Service > Time Reporting > View Time > Leave Balances. July 1, 2009 Page 9 of 23

Manager Self Service Menu Users with the HRMS security role Time and Labor Manager or Super User have security access to the Manager Self Service menu. The following explains each page. Manager Self Service > Time Management > Approve Reported Time Used to review and approve employee time. The search page displays the employees (default is Bi-Weekly Payroll for the signed on user) in alphabetical order, beginning with those employees who reported and submitted hours for approval, followed by employees who have not yet submitted hours. Payroll Administrators can act on behalf of the Time Approver and review/approve reported time. Every effort should be made to contact the Supervisor and verify reported time before approving it. The Leave Accrual process is based upon only hours that have been approved. Unapproved regular hours may be paid, but unapproved time off will not be reflected in the Leave Balances until they are approved. Click on the employee name and the Time Sheet/Leave Time page is displayed. The user can approve the reported time, change it and approve it, or deny the reported time. If changed or denied, an email notification is sent to the employee. July 1, 2009 Page 10 of 23

Manager Self Service > Time Management > Employee Leave Accrual Inquiry View a summary of an employee s leave accrual information, including time accrued, time taken, and leave balances. Each Leave Plan Type (50-Sick / 51-Vacation/52 Personal) will be displayed on a separate page. Use the scroll buttons to navigate between plan types. Or, press View All. July 1, 2009 Page 11 of 23

Manager Self Service > Time Management > Manage Exceptions This component allows Payroll Administrators and Time Approvers to review possible problems with time that has been approved and processed. From this page you can set the Medium or Low Severity exceptions to be Allowed or not. If you choose to fix the problem entry, go to the Report Time component. Once the time has been corrected you can either wait for overnight processing to remove the entry or click on the Allow Check box to allow the entry and press Save. If the problem is a High Severity, the Allow check box will not be available. You will need to make a change to the time entry. To see the results of the change on this page, you will either need to wait for overnight processing or press the Apply Rules button on the time entry page. To navigate, go to the menu path Manager Self Service > Time Management > Manage Exceptions. The search page is displayed. Click on the Get Employees yellow pushbutton for a list of current exceptions. July 1, 2009 Page 12 of 23

Most Common Exceptions: WPTLX001 Vacation Time Exceeds Balance - Definition: When an employee reports more vacation time than is available in their vacation balance, this exception will appear. - What to do: This depends on the departmental policy for this situation. WPTLX002 Sick Time Exceeds Balance - Definition: When an employee reports more sick time than is available in their sick balance, this exception will appear. - What to do: This depends on the departmental policy for this situation. WPTLX003 Personal Time Exceeds Balance - Definition: When an employee reports more personal time than is available in their personal balance, this exception will appear. - What to do: This depends on the departmental policy for this situation. Less Common Exceptions: WPTLX004 Greater than 40 hrs leave time - Definition: When an employee reports more than 40 hours of leave in a given week, this exception will appear when the time is processed. - What to do: An employee should never have to report more than 40 hours of leave in a week. Employees should never report more leave time in a week than their standard hours. This exception on catches the 40 hours. The employee should modify their leave time reported to be a maximum of their standard hours in the week. TLX00030 Inactive Time Reporter Status - Definition: This exception will appear when an time has been processed for an employee that is not active in Time and Labor. This will typically happen when time has been reported for a day that is during a period when the employee is not active and the job change was not approved prior to the entry and approval of the time. July 1, 2009 Page 13 of 23

- What to do: Contact the Helpdesk and ask for time to be deleted manually by member of the IS&T team, TLX00450 Quantity Exceeds TRC Limits - Definition: If the employee reports hours not worked in excess of the maximum quantity for a TRC in a given day (typically 24 hours) and the time is accidentally approved and processed, this exception will appear. - What to do: If this exception appears, the employee must change the quantity of time reported on that given day. There is no scenario where an employee should report more than 24 hours in a given day. TLX00640 Invalid Rule Element 1 - Definition: This exception will appear if some enrollment data is not properly set up for the employee. - What to do: Contact the Helpdesk and ask for enrollment data to be corrected by member of the IS&T team. TLX00650 Invalid Rule Element 2 - Definition: This exception will appear if some enrollment data is not properly set up for the employee. - - What to do: Contact the Helpdesk and ask for enrollment data to be corrected by member of the IS&T team. TLX00660 Invalid Rule Element 3 - Definition: This exception will appear if some enrollment data is not properly set up for the employee. - - What to do: Contact the Helpdesk and ask for enrollment data to be corrected by member of the IS&T team. July 1, 2009 Page 14 of 23

Manager Self Service > Time Management > Report Employee Time Displays the Timesheet (Bi-Weekly) or Leave Time page (Monthly) for the selected employee. Time data can be entered directly on this page. July 1, 2009 Page 15 of 23

Manager Self Service > Time Management > Setup Time Approvers Time Approvers are the employees who are designated to review and approve Bi-Weekly Timesheets and Monthly Leave Time. In order for an employee to submit their reported time, they must have at least 1 Time Approvers. The typical Time Approver setup is: Time Approver 1: Supervisor ID Time Approver 2: Time Approver 3: the person who reviews and approves time submitted by an employee; default is backup for Time Approver 1; default is the department Payroll Administrator backup for Time Approver 1 & 2; default is the department approver for Workflow Time Approvers can be updated by only the department Super Users. Navigate to Manager Self Service > Time Management > Setup Time Approvers. This is an effective-dated page and corrections can t be entered. To make a change, click on the + sign to insert a new row. Enter the appropriate effective date. Then enter the new EMPLID in Time Approver 1, Time Approver 2, or Time Approver 3. Note: the Supervisor ID on Job Data is not automatically copied to the Manager Approver 1 field on the Setup Time Approvers page unless the Manager Approver 1 field is blank. If the Supervisor ID on Job Data is changed, you must also change the Manager Approver 1 field if that person is supposed to be the time approver. An enhancement is planned for the summer 2009 to improve this process. July 1, 2009 Page 16 of 23

Manager Self Service > Time Management > View Payable Time Detail For a specific employee, displays the date, status, reason, time reporting code, time reporting description, type, quantity, and comments (if any). July 1, 2009 Page 17 of 23

Manager Self Service > Time Management > View Payable Time Summary For a specific employee, displays the time reporting code and description by date. July 1, 2009 Page 18 of 23

Audit and Monitoring Reports Various reports and queries are available to assist you in auditing and monitoring throughout the Time and Labor process. Queries Navigate to Queries > Query Manager. On the search page, enter the Time and Labor query name. You can save these as a Favorite by clicking on the checkbox next to the query name and selecting Add to Favorites in the Action drop-down box. The report headers for each query are displayed below. 1. WP_TL_APPR_NEEDED Displays all supervisors who have time data submitted for their review, but have not yet approved the reported time. 2. WP_TL_EE_BY_TIME_APPR1 Displays all employees for a Time Approver (default Supervisor ID). This can be used to determine how many employees need to change Time Approvers when a Time Approver is no longer active or approving time. 3. WP_TL_EXCEPTIONS Displays all current exceptions for all departments, based upon the users department security. 4. WP_TL_LEAVE_DTL Displays details associated with all reported time off. Prompts include start date, end date, Leave Time Code, Paygroup, Department ID range, and Reporting Level. July 1, 2009 Page 19 of 23

5. WP_TL_LVE_BAL_LOAD Displays the leave balances for all employees. 6. WP_TL_NEED_SUBMIT Displays all Bi-Weekly non-exempt employees who have Total Standard Hours greater than 0 and who have not yet reported or submitted their time data. It should be run at the end of current open Pay Period. 7. WP_TL_PAY_AUDIT Displays all Bi-Weekly non-exempt employees who had hours on the Paysheet that are not equal to the hours in Time & Labor. 8. WP_TL_PAYSHEET Displays the Paysheet Report in an Excel spreadsheet rather than as a Word document. 9. WP_TL_REMAINING_CARRYOVER Displays carryover still to be taken. July 1, 2009 Page 20 of 23

10. WP_TL_SKDP Displays the Sick Detail Report for each employee. 11. WP_TL_TIME_APPR_BY_EE Displays the Time Approvers for employees. This list can be narrowed down to employees in a Department or a specific EMPLID. 12. WP_TL_TRC_ALL Displays all Leave Types taken by all employees. 13. WP_TL_TRC_EMP Displays all Leave Types taken by a specific EMPLID. 14. WP_TL_VAC_MIN Displays the minimum Vacation Balance for each employee. July 1, 2009 Page 21 of 23

Reports Navigate to Manager Self Service > Reports. The following reports are available: 1. Employee Leave Detail There are 2 report options under Employee Leave Detail. One report is organized by Employee name and displays detail for Sick, Vacation and Personal. The other report option is organized by leave type (Sick, Vacation, Personal) and displays Employee detail by each type. Both reports display all employees the requestor has access to view. The requestor may run the reports for Bi-Weekly, Monthly or both Paygroups and will specify start and end date parameters. 2. Paysheet Report Displays all employees, by department, showing the approved hours to enter on the Paysheet, the Unapproved Hours (if any), and details of the Regular hours worked and Time Off hours. 3. Leave Balances By Group The Leave Balances By Group report displays current balances for all employees the requestor has access to view. The balances are for Sick, Vacation and Personal. The report is organized by department. 4. Sick Detail Report This report will display, in detail, time reported as Sick (Verified or Unverified) for employees. The report will also include, for each employee, a count of Sick Unverified instances that have been reported. The requestor will specify start and end date parameters for the report. University Time Tracking Policies The university Time-Off policies (https://aisweb.wustl.edu/hr/empld.nsf) can be found on the Human Resources web site. Questions should be directed to your department payroll representative or to the HR office. July 1, 2009 Page 22 of 23

Contact Information Human Resources Danforth Campus Georgiann Kegel HRMS Analyst Phone: 935-5949 Email: gkegel@wustl.edu Medical School Apryle Cotton Manager, Employment & Employee Relations Phone: 362-7198 Email: apryle.cotton@wustl.edu Payroll Department Danforth Campus Payroll Representatives Medical School Payroll Representatives July 1, 2009 Page 23 of 23