T IME ADMIN Time & Labor Training

T IME ADMIN Time & Labor Training Training Title Training Description Page Number Duties of a Time Admin Overview of Duties 2 Enrolling Employee Approvers How to Assign a Manager/Approver 3 Reported Time Audit Viewing Reported Time 5 Review Active Employees Reviewing Active Employees in a Department 6 Running Queries How to Run and Save Queries 7 Deadlines and Suggested Reports Calendar of Payroll Deadlines and Reports 8 Requesting Security How to Request T&L/Absence Security 9 Any Additional Questions? payroll@utdallas.edu 972-883-2611

Duties of a Time Admin Coordinate and ensure training for new employees Department knowledge base for policy and procedures Maintain manager designation and Optional Job Titles in Enroll Employee Approver Coordinating employee security with Payroll office after training Check for Saved/Unapproved Time before deadlines Support department with report needs Run reports to monitor time reported and compare against policies and procedures Liaison between Payroll/HR and department for updates and other communications 2

Enrolling Employee Approvers 1. Sign in to Galaxy from www.utdallas.edu 2. Access Time Administrator link under Time and Absence folder 3. Select Enroll Employee Manager 4. Enter Dept ID. Search. 5. Tabs a. TL Employee Approvers i. Add/Update: Approving Managers b. TL Dept Approver i. View: Dept Time Admins, Back Ups, and Payable Approvers 6. To add a new Employee: a. Add a row using and enter the EMPLID b. If EMPLID unknown-use look up icon and select employee. i. List shown contains all active employees in department c. Message will require you to select correct Empl Rcd. Select OK d. Select the for Employee Record i. Choose Active record in department e. Once the correct employee and record is showing, enter Manager EMPLID f. If EMPLID unknown-use look up icon and select employee. i. List shown contains all active employees in department g. Save. 3

7. To update the Manager a. Remove and enter or look up new EMPLID. Save 8. To delete an Employee from Department a. Remove the row from the grid using. Save 9. To review the other department Roles, select TL Dept Approvers tab. a. To update: complete Request for Security form for Payroll to update. 10. To add an Optional Job Title to an employee s record a. Enter Optional Job Title. Save. i. This is helpful when employees have multiple records in a department due to different pay rates, job codes, managers, etc. ii. Helpful information would be a functional job title, Approving Manager, or how much that job pays Managers in other departments If Manager is in another department, complete the Request for T&L Security form and send form to Payroll to enroll the Manager. Effective Date of Updating a Manager A Manager will receive access to approve a timesheet AS OF the date of enrollment or update o The Manager can approve anything ENTERED by the employee on or after the date this page is updated o The actual date that the employee reports time on does not factor o Employees may back report and the new Manager is responsible This is where Needs Approval and Approval in Process in Approval Monitor is most helpful Back Up Approver can fill the gap between Managers 4

Reported Time Audit 1. Sign in to Galaxy from www.utdallas.edu 2. Access Time Administrator link under Time and Absence folder 3. Select Reported Time Audit 4. Enter EMPLID. a. No Look Up here. Go to Active Employees in Groups page to get EMPLID 5. Enter in Date Range and select Get Rows 6. What this page tells you: a. Action i. Add- Time has been entered and submitted ii. Change- Time has been modified in some way iii. Delete- Time or row was deleted b. Audit User ID i. NetID of employee that completed the Action c. Audit Date/Time i. When that employee completed the Action d. Date i. The date on the Timesheet. e. Time Reporting Code i. Semimonthly employees will be blank ii. Shows code of time reported (JUR, EMG, etc) f. Punch Type i. If the employee is nonexempt, the audit will display on each IN and OUT g. Punch Date Time i. The time that was punched in from Web Clock or reported by employee h. Reported Status i. Status from Timesheet i. Taskgroup i. Disregard 5

Review Active Employees 1. Sign in to Galaxy from www.utdallas.edu 2. Access Time Administrator link under Time and Absence folder 3. Select Active Employees in Groups 4. Select Search to automatically return all departments you have access to 5. Select group 6. Information from this page: a. Time Reporter Group i. ID and Description b. As of Date & Last Refresh Date/Time i. When this active group of employees was last refreshed c. Employee ID, Record, and Name d. Priority i. Do not modify 6

Running Reports and Queries 1. Sign in to Galaxy from www.utdallas.edu 2. Access Time Administrator link under Time and Absence folder 3. Select Query Viewer 4. Search for the report name. a. All Time & Labor and Absence Management reports begin with TL_ b. All Department reports begin with TL#_ i. Check to make sure the report title is the same from the spreadsheet 5. Save report to favorites. Favorites will show when you access the page next time. 6. Choose a. HTML to see data in browser b. Excel for the data to open in Excel c. Do not use XML or Schedule d. Even when you choose HTML, you still have the option to open in Excel 7. Follow prompt a. Common prompts: Empl ID, Date Range, Dept ID i. Hint: to quickly find Empl ID, use Time Reporters in Groups under Time Administrator 8. Review data. Use spreadsheet to help you read data 7

1 SEMI-MONTHLY PAYDAY MONTHLY PAYDAY DEADLINES Semi DL for 16-30/31 Monthly DL for Prev. Month 2 SUGGESTED REPORTS TL2_RPT_TIME (details of timesheet for prev. month) TL3_RPTD_SUM (sums all reported time) TL3_ABS_REQUESTS (details of absences for prev. mo.) TL3_ABS_SUM (sums all absence requests) 3 DEADLINES Manager Deadline Deadlines and Suggested Reports 4 SUGGESTED REPORTS TL3_RPTD_UNAPPROVED (timesheet unapproved & saved) TL2_ABS_UNAPPROVED (sick & vacation unapproved & saved) TL11_DEPT_COMP_REPORT (details of earned/taken comp time) TL14_EXCEPTIONS_DEPT (exceptions on timesheet to resolve) 5 6 7 8 9 10 11 12 13 14 PAYROLL BEGINS SEMI CHECK FOR 15 TH 15 SEMI-MONTHLY PAYDAY SUGGESTED REPORTS TL5_PYBL_TIME (hours & pay for semi 15 th check) 16 DEADLINES Semi Deadline for 1-15 17 18 DEADLINES Semi Manager Deadline 19 SUGGESTED REPORTS TL3_RPTD_UNAPPROVED (timesheet unapproved & saved) TL5_PYBL_UNAPPROVED (unapproved comp time payments for monthly check on 1 st ) 20 PAYROLL BEGINS MONTHLY & SEMI- MONTHLY CHECK FOR 1 ST 21 22 23 24 25 26 27 28 29 30/31

How to Request Time & Labor/Absence Security Instructions: Using email, include the following information of the employee needing security Include Email approval chain from department before forwarding to Payroll inbox Employee Information Name: EMPL (UTD ID): Dept ID(s): Web Clock User: Role (see below): Yes/No Role Name Description Approvals Needed Manager Timesheet Approver working outside of employee s Back-Up Approver Payable Time Approver Time Admin Dept Dept Back-Up Timesheet Approver. Can approve anyone in Dept Dept Payable Time Approver. Approves Comp Time Payments. Dept Time and Absence Administrator. Monitors Dept activity in T&L. Manager, Dept Head of Employee, Dept Head of Manager Manager, Dept Head Manager, Dept Head Manager, Dept Head 9