LOGO Monthly Timesheets Employee Training Updated February 14, 2013
Welcome! Welcome to the HBS online training for UCSF Employees paid on a monthly cycle. This training is provided to help you use HBS to report and track your vacation, sick, and other types of leave. UCSF Employees who earn leave are required to use HBS to record leave for each pay period. 2
HBS Timekeeping System is A web-based timekeeping system from Huntington Business Systems (HBS), accessible via the internet A tool to: Record your leave on a monthly basis Request leave in advance, which auto-populates your timesheet if approved View your leave usage, accruals and balances Provide email notifications with reminders and status updates In accordance with current UCSF HR pay and leave rules, policies, and labor contracts Required for UCSF Employees who earn leave 3
Topics HBS Concepts & Terminology Leave Reporting Policy [5] Open vs. Closed Periods [6] HBS Toolbar for Employee [7-8] Leave Types [9] Access HBS [10] Timekeeping Features & Functions No Leave to Report [11] Report Leave [12-14] Timesheet Information [15-17] Add Notes [18] View Messages [19] Submit Leave Requests [20-27] View Balances & Accruals [28-32] View and Submit History Timesheet [33] Notifications [34-35] Log Off [36] 4
Leave Reporting Policy As an exempt monthly employees you will report leave ONLY; not hours worked. Faculty record only vacation and furlough leave according to policy. Non-faculty academics and staff record vacation, sick, furlough and other types of leave. See slide Leave Types Your leave is reported in full-day increments according to policy (unless on intermittent FMLA). If you have no leave to report during a month, you are still required to explicitly report that you are not taking leave for the month. Your timesheet is due by the 5th business day of the following month. Your department may require earlier deadlines. Refer to department practices for internal deadlines. 5
Open vs. Closed Periods Current Timesheets OPEN for completing, editing, and approving 15 calendar days before the month begins. Example: You can edit and complete your April timesheet beginning March 17. Current Timesheets CLOSE from further editing (or recording leave) on the 5 th business day of the following month. Example: You can record leave on your April timesheet until May 7. Note: You can still submit your timesheet after the 5th business day if you have no changes to it. See View and Complete History Timesheets to complete a closed timesheet in history. Employees can Submit but NOT edit timesheets after they CLOSE. Only HR Admins can edit CLOSED timesheets in history. Submit a Timesheet Change Request Form to your HR Administrator to edit a closed timesheet in history. 6
HBS Toolbar for Employee Here is a close-up of the main HBS toolbar. Navigate by selecting a tab on the toolbar: TABS Employee Tasks: Tasks you can do in HBS. Messages: HBS homepage which contains Notifications, messages, and contact information for your Management Group Owner. History: View/Submit your closed timesheets. Log Off: Log off of HBS. Help: Links to HBS Training Materials and Job Aids. Tabs 7
HBS Toolbar > Employee Tasks Under Employee Tasks, you can perform the following: TASKS Timesheet: Review, edit and submit your timesheet. Leave Requests: Submit a leave request. Balances: View your leave accruals, usage and balances. Change Password: Change your HBS password. Tasks 8
Leave Types The following chart lists leave types and directions for use 9
Access HBS You can access HBS three ways: MyAccess, VPN, direct HBS URL for direct HBS: https://hbsweb.ucsfmedicalcenter.org/tpweb/ You will be locked out of HBS after 5 failed logon attempts. To regain access, contact your Approver or HR Administrator to reset your password. First Time Users: 1. Enter your last name and click Find. Re User List pop-up window opens. Select your User ID. This populates your Logon ID for step 2. 2. 2. Leave Password blank and click Log On. Follow prompts to set your password. 1. Returning Users: Use the password you established during your initial logon. 10
No Leave to Report No Leave to Report If timesheet has existing leave entries, the Report Leave calendar (see next slide will automatically be displayed (instead of this menu selection). 11
Report Leave for the Month Report Leave for the Month 12
Report Leave for the Month (continue) Report Leave for the Month 13
Report Leave for the Month (continue) Report Leave for the Month If your timesheet is modified by someone else, you will receive an email alert notifying you to re-complete your timesheet. You will need to review the changes, and then complete and submit the timesheet again. End of Report Leave process 14
Timesheet Information The Timesheet Information section provides display only, detailed information that reflects timesheet activity in the Report Leave calendar A A B B 15
Timesheet Information (continue) C C D If you receive errors and warnings, you must resolve the errors see next slide. D 16
Timesheet Errors and Warnings Errors and Warnings messages are displayed on the timesheet when the reported leave is incorrect or is unusual. Table belows explains the types of messages and how to resolve: 17
Add Notes to Timesheet You and anyone with access to your timesheet can add/create Notes to your timesheet (optional) Your department may have specific procedures regarding timesheet notes. Notes are public record. Once a note has been submitted, it cannot be edited or deleted. Each note is timestamped with the name of the user who submitted the note. 18
View Messages The Messages screen displays important messages and Help contacts. Your Management Group Owner is your starting point for HBS help. 19 Check here for important messages about your timesheet or leave balances.
Submit Leave Request A Leave Request is a formal request for time off in a current or future period that can be submitted and approved online in HBS. Once a Leave Request has been created, it can be viewed, cancelled, or edited. Once a Leave Request has been approved, HBS automatically populates the timesheet with your leave, which makes completing your timesheet quick and easy. 20
Submit Leave Request (continue) Navigate to Leave Requests on the Employee Tasks toolbar. Leave can be submitted for current or future pay periods 21
Submit Leave Request (continue) Enter the dates of requested leave in the From and To fields OR Select the dropdown calendar and click on the dates You can check your balances in advance to ensure your leave availability. See the next section on how to View Balances. 22
Submit Leave Request (continue) 2. Click Submit 1. Select type of leave FMLA leave requires prior approval through your HR administrator. 23
Submit Leave Request (continue) You will be taken to the Leave Request Details screen to review your request. Delete any weekend dates within range that should not be counted as leave. Remember that you request and report leave in full-day increments. If you see a (*) Timesheet Data Exists warning, hours may not populate onto the timesheet. Review timesheet hours and update as needed. Delete weekend hours if necessary 24
Submit Leave Request (continue) To add a note regarding your leave request: 1. Type note 2. Click Submit Notes are public record. Once a note has been submitted, it cannot be edited or deleted. All notes on a leave request are displayed with a timestamp and name of the user who submitted the note. 25
Submit Leave Request (continue) You will see the Current Leave Requests screen, which displays the status of each current request. An automatic notification will be emailed to your Approver when you request leave. Click to Delete your leave request Status will display as Pending and you can change/delete it until your Approver has approved or denied the request Once the leave request is reviewed, you will receive an automatic email notification. When you receive the email, check your leave request screen for any errors that may prevent the leave hours from automatically populating on your timesheet (refer to next slide for errors). 26
Leave Request Not Populating to Timesheet There are situations when approved Leave Request Hours will NOT automatically populate to your timesheet. Review details and add hours to timesheet manually. Click to review leave request details Code Description Action E D A L Data has not been posted: timesheet data exists Data has not been posted: invalid doecode Data has not been posted: timesheet is approved Data has not been posted: pay period is locked. Manually add hours to timesheet. 27
View Balances There are 2 ways to view your leave balances. OPTION 1: Employee Tasks > Timesheet Go to Timesheet Information section, click Leave Balance Summary OPTION 2: Employee Tasks > Balances Click Balances link under Employee Tasks 28
Employee Tasks > Balances The Balances screen displays information about your current leave. Look for key information in the Current Balance column. Click on a link in the Category column for more detail. Click for detail 29
Details of your leave will display, including each date of leave recorded and each monthly accrual. Monthly Accruals are posted as factors around the 11 th business Time Off Balances reflect balances on file as of the date your record entered HBS and any leave earned and taken since that time Employee Tasks > Balances (continue) day of the following month. To view other balances, click Return to Summary Screen 30
Leave Accruals in HBS Academic leave accruals display in full hour rates* Faculty accrue 16 hours vacation leave per month and do not accrue or record sick leave. Non-Faculty Academics accrue 16 hours vacation leave and 8 hours sick leave per month. Staff leave accruals display in factors. Staff accrue vacation leave based on years of service and accrue 8 hours sick leave per month. Leave accrual factors are based on total working hours in a pay period. Factors vary for Monthly timesheets because working hours vary from month to month. Overall annual leave accruals will not change. Note: Above rates based on eligible Employees on full-time status. * Furlough accruals display in factors for Staff and all Academics. 31
Example Leave Accruals For a full-time staff Employee with a monthly leave accrual rate of 10 hours, the monthly leave accrual factors look like this: MONTH (2008) WORKING HOURS IN MONTH LEAVE ACCRUAL RATE LEAVE ACCRUAL FACTOR SEPTEMBER 176 10 hrs 10.150 OCTOBER 184 10 hrs 10.620 NOVEMBER 160 10 hrs 9.230 TOTAL Accruals 30 hrs over 3 months 30 hrs over 3 months 32
View and Submit History Timesheet If you missed the deadline to complete the timesheet during the open period, you can still Submit a history timesheet after the period closes. Need to edit your history timesheet? Submit a Timesheet Change Request form to your Approver. 33
Notifications HBS provides email notifications with reminders and status updates for timesheets and leave requests. Select alerts and notifications are also posted to the Message Menu Timesheet Status Notifications NOTIFICATION MODE RECIPIENT WHY IT HAPPENS & WHEN WHAT TO DO TIMESHEET REMINDERS HBS Alert: Reminder to Complete Timesheet HBS Alert: Reminder to Complete Timesheet HBS Alert: Final Reminder to Approve Timesheets HBS Notice: Your Timesheet was Approved Email Employee Timesheet Has Not Been Completed -- 6 Calendar Days before Pay Period End Date Email Employee Timesheet Has Not Been Completed -- 3 Calendar Days after Pay Period End Date Email Approver Timesheets Have Not Been Approved -- 4 Calendar Days after Pay Period End Date TIMESHEET CHANGES Employee needs to complete leave reporting timesheet. Employee needs to complete leave reporting timesheet. Approver needs to approve all unapproved timesheets. Email Employee Timesheet Was Approved No action required. 34
Notifications (continue) Leave Request Notifications NOTIFICATION MODE RECIPIENT WHY IT HAPPENS & WHEN WHAT TO DO LEAVE REQUESTS HBS Alert: Review Pending Leave Request MM Approver Employee Submits Leave Request Approver needs to review and approve leave request. Note: MGO receives email, but does not need to take action. HBS Alert: Final Reminder to Review Leave Requests HBS Notice: Your Leave Request was Reviewed Email Approver Leave Requests Have Not Been Reviewed -- 4 Calendar Days before new Period Opens Email / MM Employee Leave Request was Approved or Denied Approver needs to review and approve leave request. No action required. Employee can submit new leave request to replace denied leave request. 35
Log Off HBS If you browse away from HBS without logging off, your timesheet records are exposed to anyone with access to your computer. Remember to Log Off! Click Log Off in the toolbar to end your session 36
Congratulations! Congratulations, you have completed the basic HBS training for monthly Employees! Go to the next slide to test your access. You may want to print this document for future reference, and refer to the HBS Employee Quick Start guide available at http://controller.ucsf.edu/fin_systems/files/hbs_employee_quicksta rt.pdf If you approve monthly timesheets, see HBS Monthly Approver Training: http://controller.ucsf.edu/fin_systems/files/hbs_approver_training.p df Need help? Contact the Administrator listed on your Timesheet. 37