TIME (Time Information Management Environment) TRAINING

TIME (Time Information Management Environment) TRAINING IUPUI Office of Financial Services www.ofs.iupui.edu INDIANA UNIVERSITY-PURDUE UNIVERSITY INDIANAPOLIS

2 Overview User Role Navigation OneStart Timesheet Policies & Layout Approver Role Find User Timesheet(s) Clock-in/out Management Approvals Payroll Manager Role Reports Maintenance E-Docs

3 Navigation - OneStart https://onestart.iu.edu Services Administrative Systems TIME

4 Navigation - OneStart Administration Approvers & Payroll Processors IT Service Center Bloomington Only

5 IU Policies Recording Hours Worked (Handbook/p22,sec6; 4.1:A2,4.2:B2) User is responsible for recording all hours worked Supervisor must approve timesheet before submitting to payroll Illegal Services/Ghost Employment (Handbook/p22,sec7) No non-university related work assignments; assigned or conducted during IU Time Rest Periods [ Breaks ]/Lunch Periods (Handbook/p22,sec8; 4.1:C1/D1) 15 Minutes per half work day; not used to make-up time missed (i.e. late arrival), extend lunch, or accumulate Work 6 consecutive hours - strongly encouraged- 30 minute lunch break Overtime (Handbook/p22,sec9; 4.2:A4/A3) Supervisor MUST authorize all overtime (OT) before user actually works time; user may NOT authorize own OT. Hours worked over 40 in a week are paid at one and one half times regular pay

Timesheet - Layout 6

7 Timesheet - Actual Time Rounded Time Begin Rounded Time End Rounding Table

Timesheet - Editing 8

9 Timesheet - Editing Note: Timesheet is locked when editing Do not close browser when editing

Timesheet Add Hours 10

11 Timesheet - Copy Check days to copy to* *Don t check day copying from

Timesheet Layout 12

13 Snapshot Final Thoughts DocID use this when contacting anyone* about your timesheet (*Time Approver, Payroll Processor) Edit Button Do NOT close browser when in edit mode; this will lock your timesheet 8 hrs. Use edit to use benefit time (e.g. vacation) Leave Balances Be aware of the accrual process date when calculating available balances TIME Testing You may test TIME now First Live Pay-Period track time via TIME system AND paper/current method during first live pay period

14 TIME - Approver Role Overview Find User Timesheets Clock-in/out Management Approvals (Approve; Corrections)

Find User Timesheets 15

16 Find User Timesheets 2696 *Capital Letters Only (e.g. IN-PAY)

17 Find User Timesheets Open employees timesheet by clicking the Document ID Click to see route log

Timesheet Route Log 18

19 Clock-in/out To clock-in/out, open timesheet, enter clock data in the Clock Time section, then click the clock-in/out button Approvers and Payroll Processors may clock employees inor-out *Note: Do not click the Edit button to clock-in/out an employee. Edit is used to modify blocks of time

20 Approvals Approve timesheets Timesheets are ready to approve when the following conditions are met: No overlapping time blocks No hours charged to invalid job assignments Expected hours (40) must be met (biweekly only) No hours charged to unallocated (TUH) earn codes (Payroll Processors only) Hours charged to ABS must not exceed Standard Hours (Payroll Processors reduce hrs; biweekly only)

21 Approvals Approve timesheets All timesheets are automatically routed to the Approvers at the end of the Pay Period. Timesheets will appear in the OneStart Action List.

22 Approvals Approve timesheets To correct and approve a timesheet: Click Document Id Click Edit Make Corrections Click Save or Approve Correction Needed

23 Approvals Hours Summary Summary information about each timesheet may be viewed using a show/hide button in the action list.

24 Snapshot Final Thoughts Initiator Network ID Network or User ID DocID Quickly find a timesheet with the docid number Clock in/out Used to clock in or out an employee; current day Edit Button Used to adjust existing hours worked/blocks of time Action List Where to approve timesheets in OneStart

25 Payroll Manager Role Overview ***DO NOT APPROVE PRACTICE TIMESHEETS*** Reports Maintenance E-Docs Note: Use Safeword Card when you login to OneStart.

26 Timesheet - Payroll Report Use the Find Timesheets link in OneStart to build a Payroll Report and find unapproved timesheets. *Note: The screenshot below is using the detailed search option

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28 Department Maintenance Click Department Work Area link in TIME Portal Enter Department org-code (e.g. IN-PAY) Click Search Select Work Areas for modification - or - Enter number of rows to add new work areas Click Continue to add or modify work area

Department Maintenance 29

30 Department Maintenance New Work Areas Must Include: 1 Approver and 1 Payroll Processor Time Approver Time Approver

31 User-Role Maintenance View and manage roles by person Edit department role permissions or add new roles

32 E-Docs Maintain Funding is used to remove all TIME assignments associated with an employee s job and establish regular, non-time funding. Maintain TIME Assignment is used to create TIME assignments for employees and modify existing assignments. TIME assignments may be setup on other job action documents, such as Hire edocs or Maintain Pay Rate documents.

33 Contact Information Office of Financial Services (317) 274-3919 ofshelp@iupui.edu Cindy Arend Lead Training & Technology Consultant (317) 274-4383 carend@iupui.edu Ty Parrish Manager of Training & Computer Support (317) 274-2192 tpparris@iupui.edu