Time and Labour Training Participant Manual

PeopleSoft HRMS v8.9 Time and Labour Training Participant Manual Updated Wednesday, September 20, 2006

Table of Contents Content Page Part 1. Learning Objectives 3 Part 2. Time Entry Process 4 Part 3. Navigation Paths Job Aid 6 Part 4. Changing / Setting Your Password 7 Part 5. Procedures in PeopleSoft v8.9 8 i. HHS Sign In Sheet 8 ii. Time Entry: Time Sheet 14 (Weekly Elapsed Time Entry) iii. Default Schedules 20 iv. On line Rules/Entering Sick Time 21 v. Manage Exceptions 24 vi. Prior Period Adjustments 29 Part 6. Basic Troubleshooting 31 Part 7. Other Time & Labour Resources 32 Part 8. PeopleSoft Tips 33 2

1. Learning Objectives: By the end of today s class, you will be able to: 1. Set / Change Your Password. 2. Run and print the HHS Sign in Sheet. 3. Run the HHS Compensatory Time Report. 4. Enter time in PeopleSoft v8.9 using Time Reporting Codes. 5. Charge time to a specific department. 6. Run the HHS Time Validation Report to validate your time entry. 7. Understand and manage Time Entry Exceptions. 8. Problem Solve and correct time entry errors or omissions. 3

2. PeopleSoft v8.9: Time Entry Process 1. Schedule Time (refer to Scheduling Guidelines binder & Collective Agreement) 2. Run Sign In Sheet When: Every Wednesday for the next week. The sign in sheet is the standard document from which time is entered into the system. 3. Run Compensatory Bank Report When: Wednesday of pay end for the next week 4. Enter Reported Time (Formerly Weekly Elapsed Time) When: As frequently as possible throughout the pay period. Enter time for employees in your home department, including time worked on other units. TIME Administration Each night at 5 o clock, a process called time administration is run by payroll. This process applies the rules to the time entry you input during the day. It creates both the exceptions referred to in Part 5 of this document, as well as the items your manager sees on the Approve Time Pages. Therefore, any items entered after 5 p.m. (1700) will not be processed until Time Administration Runs the following evening. 5. Manage Exceptions When: The day following Time Entry, after Time Admin has run at night. When an exception appears on the Exception Page, make sure to either allow it or correct reported time. Unmanaged Exceptions will not pay. 6. Validate Your Work Run report HHS Time Validation to check accuracy of the entry. When: When all time entry is complete, prior to 11 am of pay close. 4

7. Approval Let your manager know if you have entered any time requiring approval. You manager must approve any entries of Meal Allowance, Overtime, DPB, or Banked time prior to 11 a.m on pay close Thursday. Cutoff (Formerly Blackout) Time entry will continue as in 8.3 until 12:00 noon on the Thursday of Pay close. 8. Problem Solving When an employee identifies a possible pay problem, first, check to see that you have resolved any exceptions on the Manage Exceptions pages. Confirm that the correct time entry appears on the Validation report run at the end of the previous pay. If the question is regarding overtime, banked time or DPB, the employee should inquire with the manager to see if these entries were approved. Unapproved overtime and unresolved exceptions will remain until dealt with. Once the exception is resolved, or the item is approved, they will be processed for the next pay deposit. If you identify an error in time entry, refer to the prior period adjustment section in Part 5 of this manual to correct the entry. If you are unable to identify any error, contact the HR Central Resource Line at 905 393 2700. 9. Sign Off / Records Retention HHS Payable Time Sign Off report is run on the Monday following pay close, checked and signed off by department head. It is retained, along with the sign in sheet for two years. The HHS Time Validation report should be retained as long as possible, and at least for a few pay periods. This will give you an easily accessible record to validate time entry and to assist in the problem solving of pay errors or questions. 5

3. PeopleSoft v8.9 Time and Labour Navigation Paths Job Aid The following examples display the full navigation to an item. You may also select it from your Time and Labour Resource Center. Change Password Home>Change My Password Sign In Sheet Home>Time & Labour Resource Center> Time and Labour Reports > HHS Sign In Sheet Compensatory Time Report Home>Time & Labour Resource Center> Time and Labour Reports > HHS Compensatory Time Report Process Monitor (To Open a Report already run) Home>PeopleTools>Process Scheduler>Process Monitor Time Sheet (For Time Entry) Home>Manager Self Service>Time Management>Report Time>Timesheet Manage Exceptions (By Employee and Group) Home>Time and Labor>View Exceptions and Attendance>Exceptions 6

4. Changing / Setting Your Password When your account is initially created, your password will be set to a default password. You will receive this either in training, or in an email from the password administrator. The first time you log onto PeopleSoft, you will receive a message that your password has expired. Click on Click here to change your password. to change your password. 1. Navigate to the Change My Password page. Home> Change My Password 2. Enter current password 3. Enter desired password. 4. Enter desired password again to confirm. 5. Click Change Password to Accept. 6. Save. Do not give your password out, or access the system using someone else s password. Your password must be a minimum of 6 characters, and it will expire every 90 days. 7

5. Procedures in PeopleSoft v8.9 i. HHS Sign In Sheet Purpose of the Process The Time Entry person runs and prints a Sign In Sheet for employees in their department in order for the employees to record and sign in for hours worked. The Sign in Sheet is the standard document from which time is entered into PeopleSoft and is a required process. Need to Know Sign In Sheets should be run every Wednesday for the following week. The Time Entry person is responsible for recording sick, vacation and other nonworked codes. Report type: PSNT. Additional Information Required Value Information Required Run Control ID The naming convention for a Run Control ID is: Name all in one word No punctuation No spaces Group ID Department ID Run a HHS Sign In Sheet in PeopleSoft v8.9 Step 1: Follow the navigation path to the Reports menu and click on HHS Sign In Sheet hyperlink. Navigation Path: Time and Labour Resource Center >Reports > HHS Sign In Sheet The HHS Sign In Sheet will appear. 8

Step 2: Click on Add a New Value (first time only). Choose a name for the Run Control ID by typing your initials in the Run Control ID field.. Click on Add Step 2: Subsequent Run If you have already created a Run Control ID using Add a New Value, you do not have to do this again. At the run control ID prompt, type your initials and click Search. Step 3: Enter 5 digit Group ID and Week Beginning Date. Click Run 9

Step 4: The Process Scheduler Request will appear. Using the drop down menu set Server Name to PSNT. Step 5: Make sure the PDF is selected in the *Format field. Step 6: Click OK 10

Step 7: At the following screen, click on Process Monitor hyperlink Step 8: The Process Monitor will appear. Step 9: Click the Refresh button periodically until the Run Status changes from Queued to Initiated to Processing to Success. New to 8.9: Continue to click refresh until Distribution Status changes to Posted. Step 10: Once the Distribution status changes to posted, click on Details hyperlink. 11

Go to the bottom of the Process Detail page and click on View Log/Trace hyperlink. Step 11: When Report/Log Viewer appears, click on HHSSIGN.pdf hyperlink. *Note: If you do not see the.pdf link, then the report has returned no results. Check the values you set in Step 7. Step 12: The Sign In Sheet will be displayed. From the menu, choose File/Print or click on the Print Icon on the Toolbar. 12

*Note: If your report prints inconsistently, appears cut off or does not fit on the page, check to see if you selected PDF in step 5 above. 13

ii. Time Entry: Time Sheet (Formerly Weekly Elapsed Time) Purpose of the Process Weekly Elapsed Time is the process by which a user inputs Time and Labour data to be processed by payroll at the end of the 2 week pay period. This includes all time for employees who do not have a default schedule, or exceptions to the schedule for those who do. Need to Know Time should be entered frequently throughout the pay period. The Sign In Sheet displays whether someone has a default schedule or not. Each row of data reflects the hours under one time reporting or reason code. Additional Information Required Value Time Reporting Codes Information Required Time Reporting Codes are the same as the codes in the current system with the following exceptions: MEDAP is no longer used DPB (Day Paid Benefit) is used for any paid time leave. For example: medical appointments, time paid with manager s approval SCN, SICF used for ONA PT employees that have been grand fathered. These will only appear for the appropriate group Time Entry in PeopleSoft v8.9 Step 1: Follow the navigation path to the Tasks menu and click Weekly Elapsed Time link. Full Navigation Path: Home>Manager Self Service>Time Management>Report Time>Timesheet Resource Center Navigation: Time and Labour Resource Center>Timesheet 14

At the bottom of the Time Sheet Summary, review the reported hours, Scheduled Hours, EMPLID, Dept and Workgroup. Disregard Hours to be Approved, Approved Submitted Hours, and Denied Hours. Step 2: Enter a Group ID or Employee ID number, or search for these values by clicking the magnifying glass. Enter the date of the first Thursday of the week that time is being entered for. Click on Get Employees. The Employees name will appear at the bottom. Click on the employee name. 15

HINT: USING THE ADVANCED SEARCH TO FIND AN EMPLOYEE Click the lookup icon. (magnifying glass) Click Advanced Lookup By changing the Display Name Drop Down from Begins With to Contains, you can enter any portion of the Employees Name, making it Much easier to find them. Step 3: The Timesheet page will appear. Confirm the Correct Name, EMPLID and Job Title. New in 8.9 Confirm hours currently scheduled or reported by referring to the Reported Hours: and Scheduled Hours: fields at the top of the timesheet. Also New in 8.9: Set the Time Sheet to the correct Time Period by entering the first day of the Week you are entering in the Date Field and click Refresh. Set the Date to match the first day on the sign in sheet using the Date: field on the top of the Time Sheet. 16

Step 4: Enter the hours worked under each date. Step 5: Type in the appropriate Time Reporting Code, or Click the magnifying glass icon and choose it from the list. 17

Step 6: Department Over ride (optional) If the time in a row is to be charged to a department other than the employee s home department, enter that department s Group ID into the Department field. When there is a Department Over ride, the corresponding Business Unit is also chosen. Choose the Business Unit from the drop down menu. In most cases it will be HHS01. New in 8.9 Do Not change or over ride the value in the Taskgroup Field. Step 7: Inserting or Deleting a New Row (optional) Insert a row by clicking the add (+) button at the right hand side of the screen. Step 8: Applying a Default Schedule Note: The sign in sheet identifies the employee s schedule, and New in 8.9, the Scheduled hours also appear at the top of the timesheet. A default schedule is a preset schedule, automatically entered by the system, unless over ridden by a manual entry in weekly elapsed time. 18

The Apply Schedule button will bring the hours from the employees default schedule into the timesheet for you. The ideal use of this button is when over riding all hours in a default schedule. If Apply Schedule is not used, simply enter the exceptions, which will over ride the default schedule s hours. Step 9: Deleting a Row (Optional) An entire row of data can be deleted by clicking on Delete located on the extreme right of the screen. Step 10: Click Submit when information entered for one employee is Complete. ( Save in 8.3) Step 11: Click Return to Select Employee to enter time for additional employees. ( Return to Search in 8.3) Repeat Steps 1 to 10. 19

Default Schedules An employee may be set up with a default schedule, depending on their regular scheduled hours. Typically these employees work 7.5 hours, Monday to Friday. An employee s default schedule, while active, will pay the employee unless scheduled days are over ridden by entering time into the Timesheet. Any entry on a scheduled day will over ride the corresponding day of the default. For example, if an employee with a default schedule works one hour of overtime on a scheduled day, you must enter both the overtime portion, and regular earnings portion of the day. If you forget to enter the regular earnings, the scheduled day is over ridden with the entry of overtime. Multiple Records If an employee has multiple records, entry to one record will not override the default schedule on another. This could result in overpayment. Therefore, if an employee does have multiple job records, the default schedule should be removed. To do so, please email HR Workforce Admin with the subject: Remove Default Schedule. Schedule ID Default Schedules will appear on the sign in sheet as a number next to the heading Schedule ID. This is another reason it is vital to run and use the HHS Sign In Sheet. Scheduled Hours Scheduled hours and Reported Hours display on the top of the Timesheet. Stat Holiday Statutory holidays are automatically paid by the default schedule. Terminations Remember if an employee has terminated, you must ensure that their default schedule is not still active. If they are displayed on the sign in sheet as Active, and show a schedule ID, then they are still receiving default hours. Override with DOFF 7.5. 20

iii. On line Rules / Entering Sick Time Purpose of the Process Rules are applied to the time you enter each night when certain payroll processes are run. These processes create the exceptions you see on the Manage Exceptions page. The SICKF and SCON codes are set up with online rules. Online rules are applied by clicking the Apply Rules Button. When you click on Apply Rules, you will know immediately if the entry of a SICKF or SCON has created an exception. This is especially likely with the 21 day rule on SICKF. Apply the rules any time you use SICKF or SCON on Thursday of pay close. Need to Know The rules for SICKF and SCON will be applied each night when time admin runs, regardless of whether you apply rules. Apply Rules will only apply online rules to Sick coding. Process: On line Rules/Entering Sick Time Steps 1 to 3: Follow Steps 1 to 3 from Timesheet Navigation Path: Home>Manager Self Service>Time Management>Report Time>Timesheet Resource Center Navigation: Time and Labour Resource Center>Timesheet Step 4: Adjust hours on day of sick occurrence If changing a default schedule then click Add a New Line. 21

Step 5: Type in the appropriate Time Reporting Code, or Click Search and choose it from the list. Step 6: Click on Apply Rules. Step 7: When the Rules have been applied, you will be transferred to the Payable Time Detail page where you can review the time for this day. Click OK at the following prompt. 22

Step 8: Review data and close window by clicking the Return to Previous Page link.. Step 9: If your entry created an exception, you will see the exception icon next to the Reported Time Status. Click on the icon to manage the exception. 23

iv. Manage Exceptions Purpose of the Process An Exception is how PeopleSoft lets you know there may be a problem with some of your entry. When an exception exists, and remains unresolved, none of the time entered on that particular day will process. Exceptions are created when Time Reporting Codes are used in an incorrect or questionable manner, such as two 7.5 hours regular earnings entries on the same date. Prior to the pay period end date, the Time Entry person must allow, or investigate and correct time entry exceptions. Need to Know Un Managed Exceptions will not pay. Time Entry person allows the exception in the Manage Exceptions screen or changes the TRC or hours on the weekly elapsed page. Exceptions can be created by different situations including: Statutory Holiday greater than 7.5 hours Hours entered are greater than 11.25 in a day SICKF within 21 days*(see Online Rules, previous chapter) New in 8.9: Exceptions appear on the Reported Time Status view on the Timesheet Manage Exceptions in PeopleSoft v8.9 Step 1: Navigation Path: Follow the navigation path to Exceptions. Home>Time and Labor>View Exceptions and Attendance> Exceptions Resource Center Navigation: Time and Labour Resource Center>Manage Exceptions 24

Step 2: Enter an Employee ID#, or a Department ID. (or click the magnify glass to search for these values) Click Get Employees New in 8.9 Manage Group Exceptions and Manage Exceptions are combined in one simple process. 25

Step 3: Review the Exception for each Employee. To assist you in this process, you can print the screen, or run the HHS Time Exception Report. Click on Exception in More column for additional detail. Step 4: If time entry is appropriate, check the Allow box. Click on Save button Step 5: If all entries are appropriate, you may also click on Allow All Step 6: If entries are in question, leave Allow unchecked and investigate or refer for adjustment. 26

Possible Exceptions Daily Regular Hours Exceeded Examples: Day 750 hours instead of 7.5 Days 7.5 and Evenings 7.5 on one day. This means that the employee has exceeded either 7.5 or 11.25 (Depending on their workgroup) on a single date. The system expects to see Overtime here and creates an exception to bring it to your attention. Possible resolutions: Change the coding to overtime, allow the exception, or correct the number of hours. Holiday Hours Exceeds 7.5 hrs This rule is invoked if the employee has received more than 7.5 hours of a particular stat holiday in the last 8 months. There are 3 reasons this will occur. 1. The employee has been coded more than 7.5 hours for a stat on one day. (e.g. H3 11.25) 2. The employee has already been paid for a particular stat and is entered again. 3. The employee did not take this particular stat within the allowable time frame (refer to collective agreement) and therefore has greater than 7.5 hours for that stat in the last 8 months. Possible resolutions: Change the TRC to reflect the appropriate stat (or unpaid, vacation, or lieu time as appropriate) adjust the number of hours, or allow the exception if doing so does not result in over payment. TRC is not in TRC Program This indicates that the employee has hours entered under a code for which they are not eligible. This will occur most frequently when an employee is coded for days, then placed on a leave. SICKF Coded Within 21 days This rule creates an exception if your entry of SICKF is within 21 days of a previous SICKF entry. Possible resolutions: If the entry is truly a first full day sick of a new incident, you would allow the exception. If not, you will need to change the Time Reporting Code to SCON. 27

SCON Coded when SICK F > 15 weeks (*or 10 WEEKS) * Dependent on employee s sick plan. Indicates that greater than 15 or 10 weeks have elapsed between the last recorded SICKF and this SCON. As this indicates the employee has used up all their sick time, whether the exception is allowed or not, the day will not pay. Possible resolutions: Check to ensure that you have not omitted a SICKF related to this entry of SCON. 28

v. Prior Period Adjustments Purpose of the Process When an error is identified in a prior period, the Time Entry person now has the ability to enter adjustments in a previous pay period. Need to Know Reason codes are required for any adjustment. Adjustments are displayed in the HHS Payable Time Sign Off Report If an adjustment does not meet the following criteria, it is submitted on a Time Entry Adjustment form. The form is available on the intranet in the forms library. The Time Entry Person can enter adjustments only under the following guidelines: If the adjustment is within the previous 42 days from the beginning of the pay period If the adjustment will be reflected on one pay (recovery is not over multiple pays.) A cheque is not required for the amount owing or owed by the employee. Navigation Path: Home>Manager Self Service>Time Management>Report Time>Timesheet Process If an adjustment meets the above conditions, and can be reflected on the next pay: 1. Navigate to Timesheet; enter the date of the first Thursday of the week containing the original entry. 2. Change the time entry for the day to be adjusted from what it originally displayed to what it should have been. 3. Reason Codes are used to identify the reason for the adjustment. Select the Appropriate reason Code from the Drop Down Menu whenever you adjust time from a prior period. 29

OVER RIDE REASON CODES Value Information Required Reason Codes Reason Code Short Desc. Description SIC Sick Error Sick Coding Error VAC Vac Error Vacation Coding Error OVR Overpaid Overpaid Hours UND Underpaid Underpaid Hours HIR New Hire New Hire Missed Hours TRC Wrong TRC Wrong Time Reporting Code Reported OT Overtime Overtime Hours Missed MIS Misc Error Miscellaneous Error SIN Sign In Employee Sign In error CLK Clerical Time entry clerical error HIR New Hire Hours missed for a new hire. 4. Click Save 5. Click OK on Save Confirmation. 30

6. Basic Trouble Shooting Difficulty with PeopleSoft application. After confirming you are navigating correctly, email HR Applications Assistance. I tried to enter/change time for an employee but there is no box, just the hours, and I can t edit the hours. This is usually a result of choosing the incorrect date. Make sure you use a Thursday. This could also be the result of a change of status during the pay period. If you know the employee has changed, try using the date of the change. I am trying to search for a dept on the Timesheet. No matter what I try I can t find it. What am I doing wrong? Did you enter a Business unit first? You must enter a business unit before searching for or entering a dept. ID. Try typing % on each side of what you are looking for. This means you are looking for items containing the text between the percent signs. Example %Hend% will find any departments whose description contains HEND. I entered time requiring approval, but when my manger goes in, it s not there. Why? When did you enter the time? Remember Time Administration runs each night, so items you enter today will not be there until tomorrow. I ran a report/sign in sheet, but when I click on the.pdf to open it, instead of the report, I get a message asking me what I want to do with the file. When you click on the link ending in.pdf, the sign in sheet or report should open in Adobe Acrobat. This is a standard install, but the prompt asking whether you want to save it or open it usually means Acrobat is missing. Call the helpdesk at 43000. 31

7. Other Time and Labour Resources Complete list of Time Reporting Codes in version 8.9 Human Resources Intranet: Human Resource Services > Payroll > Time and Labour Information (Click HERE) List of Frequently Asked Questions Human Resources Intranet: Human Resource Services > Payroll > T&L knowledge Base (Click HERE) Time and Labour Reports Documentation Human Resources Intranet: Human Resource Services > Payroll > Time and Labour Information > TL Reports (Click HERE) Forms (Including Adjustment and Change of Status) Corporate Intranet, Forms Library. Also, HR Forms and Policies on the HR Intranet Page. (Click HERE) 32

8. PeopleSoft Tips Version 8.9 is based on Internet architecture and will be accessed through an Internet (Web) browser. Opening Version 8.9 will be similar to opening a page on the Internet and you can save it as your favorite. The navigational header remains constant, containing links to Home, Help and Sign Out. Use the PeopleSoft buttons to move between pages, move back or forward or sign out. Don t use the Internet browser functions. While waiting for reports to process, open a new window to go on with other tasks. Hit the Sign Out link to disconnect. If you use the X on the browser it still leaves the session running. ALWAYS CHECK FOR EXCEPTIONS ON THURSDAY OF PAY CLOSE! 33