MANAGER Time & Labor Training Training Title Training Description Page Number Approving Timesheets Overview: How to Approve Timesheets 2 Approving Semi-Monthly Timesheets 3 Approving Monthly Exempt Timesheets 5 Approving Monthly Non-Exempt Timesheets 6 Exceptions and How to Resolve 7 Manager Employee Review Payroll Time Reporting Codes 9 Delegation Initiation and Review 10 Accept/Reject Delegation Request 12 Approving Overtime Requests 13 Reviewing Absence Request History 14 Reviewing Employee Timesheets 15 Reviewing Monthly Time Calendar 16 Reviewing Employee Payable Time Detail 17 Reviewing Overtime Requests History 18 Any Additional Questions? payroll@utdallas.edu 972-883-2611 1
Manager: Approving Timesheets 1. Sign in to Galaxy from www.utdallas.edu 2. Access Approve Timesheet link under Time and Absence folder 3. Select a. Get Employees will return all direct reports with any time to approve BEFORE today s date i. Timesheet will open to the oldest date to approve b. Update View By to All Time After to return employees with time to approve AFTER today s date i. Timesheet will open to earliest date needing approval after today s date c. NOTE: Saved time will affect who is returned in your list i. If you expected to see someone you do not, go to UTD Timesheet to review 4. Select the employee name to approve. 5. Manager rights to Employee Timesheet a. Save and submit on behalf of employee b. Modify and delete time on behalf of employee a. Editing i. Managers can enter/edit/save/submit on behalf of the employee ii. Managers edit previously approved time as needed 6. Deadline for Approval a. Manager deadline is always two days after the employee deadline or next business day i. Semi-monthly Manager Deadline: 3 rd and 18 th ii. Monthly Manager Deadline: 3 7. How to check if all time is approved a. The Approve Timesheet page will only return employees with time to be approved. Once you are complete with approvals, go back, click Get Employees to make sure no one returns for approval b. If you would rather see all timesheet, no matter if time needs approval, got to Report Time. Report Time will return all employees timesheets 2
Semi-Monthly Employee Approvals 1. Semi-monthly Employees a. Only report IN/OUT per shift b. Comments i. Click on comment bubble icon to save a comment ii. Comment bubbles are shaded blue when a comment has been saved c. Status i. Alerts you of where the time is in the workflow 1. Saved- Cannot be approved, employee has not submitted the time for approval 2. Needs Approval- ready for review and action by the Manager 3. Approval in Process- You were not named as the Manager for that time, check Approval Monitor to see what Manager can approve d. Approval Monitor i. View available approvers or who completed an approval action 2. Semi-monthly- Benefits Eligible Employees a. Report IN/OUT per shift b. ALSO report sick and vacation used. For instructions on approving Sick/Vacation, review Monthly Approvals section c. Timesheet will reformat with Sick/Vacation is reported 3. Web Clock Users a. Users punch IN/OUT from Galaxy. The system collects their punches and feeds into the Timesheet for approval b. Review punches for accuracy i. Web Clock users cannot modify their punches, DO NOT use Push Back ii. Managers will correct and add comments for missed or tardy punches c. Check the box next to each segment of time and Approve or Deny i. APPROVE: Punches are accurate and time was worked by the employee ii. DENY: Not aware the employee worked this shift, you suspect the punches are fraudulent 1. If time was worked: a. Delete punches and Submit b. Re-enter punches and Submit. Approve 4. Timesheet Users a. Users self-report their working hours in the Timesheet for approval b. Review reported time for accuracy i. Timesheet users can modify their reported time ii. Managers are able to modify reported time as needed 3
1. Add a comment when modifying employee reported time c. Check the box next to each segment of time and Approve, Deny, Push Back i. APPROVE: Reported time is accurate and time was worked by the employee ii. DENY: Not aware the employee worked this shift, you suspect the reported time is fraudulent iii. PUSH BACK: The reported time is not correct, employee needs to modify and resubmit for approval 4
Monthly Exempt Employee Approvals 1. Monthly Exempt Employees a. Only report exceptions to their schedule i. Exceptions = Sick, Vacation, Jury Duty, etc (when they are not working) b. Comments i. Click on comment bubble icon to save a comment ii. Comment bubbles are shaded blue when a comment has been saved c. Status i. Alerts you of where the time is in the workflow 1. Saved- Cannot be approved, employee has not submitted the time for approval 2. Needs Approval- ready for review and action by the Manager 3. Approval in Process- You were not named as the Manager for that time, check Approval Monitor to see what Manager can approve d. Approval Monitor i. View available approvers or who completed an approval action 2. Approving Sick/Vacation and other Leaves a. Review past used and future requests for Sick/Vacation b. Check box i. Notice the check boxes in the screenshot pointed out by the arrows 1. Sick and Vacation are separated in approvals from the top half of the timesheet c. Approval Options i. APPROVE- Employee can use or did use the reported amount of Sick/Vacation ii. DENY- Employee cannot use the requested leave or the employee reported a fraudulent request iii. PUSH BACK- Employee needs to modify the request 5
Monthly Nonexempt Employee Approvals 1. Monthly Nonexempt Employees a. Report working hours and leave b. Comments i. Click on comment bubble icon to save a comment ii. Comment bubbles are shaded blue when a comment has been saved c. Status i. Alerts you of where the time is in the workflow 1. Saved- Cannot be approved, employee has not submitted the time for approval 2. Needs Approval- ready for review and action by the Manager 3. Approval in Process- You were not named as the Manager for that time, check Approval Monitor to see what Manager can approve d. Approval Monitor i. View available approvers or who completed an approval action 2. Approving Working Hours, Sick/Vacation, and Leave a. Review i. Reported working hours for accurate time reporting ii. Sick/Vacation requests for past used and future time iii. Leaves for accurate time reporting b. Check box i. Notice the check boxes in the screenshot pointed out by the arrows 1. Sick and Vacation are separated in approvals from the top half of the timesheet c. Approval Options i. APPROVE- Employee can use or did use the reported amount of Sick/Vacation ii. DENY- Employee cannot use the requested leave or the employee reported a fraudulent request iii. PUSH BACK- Employee needs to modify the request 6
Exceptions 1. Exceptions are alerts to the Manager that hours reported requires additional attention a. Designed to help a Manager spot common issues in time reporting 2. Exceptions will appear on Timesheet while approving time as a clock with red exclamation point on the date in question 3. Select the clock icon to open the exception to review and clear 4. Review description or select the Details tab to view more information 5. Low and Medium Severity Exceptions a. Can be allowed b. System will activate check box 6. If the alert is OK and nothing is wrong, check the box and then 7. High Severity Exceptions a. Cannot be allowed b. Check box will not activate c. Hard stop of time. Until exceptions is resolved, time will not be sent to Payroll d. Reported time must be corrected before system will clear exception and allow time to process 7
Exceptions and How to Resolve Exception ID Description Severity How to Resolve TLX00450 Quantity exceeds TRC limits Low Allowable Verify quantity and Allow Do not Allow and correct timesheet TLX01770 Reported time in Prior Period Medium Allowable Verify quantity and Allow Do not Allow and correct timesheet TLX01780 Reported time in Future Period Medium Allowable Verify quantity and Allow Do not Allow and correct timesheet TLX01790 Reported time in Prior Year Medium Allowable Verify quantity and Allow Do not Allow and correct timesheet TLX01540 More than 24 hours reported Medium Allowable Review Timesheet for date specified. If entry is correct, allow or correct timesheet TLX01710 Partial Absence &Punch Time Medium Allowable Verify time reported does not exceed daily schedule Allow or correct timesheet TLX01700 Full Absence & Reported time High Must be corrected Full day Absence and Full day time reported Correct Timesheet Cannot be allowed Only REG is available to use for the IN/OUT fields TLX01650 TRC not valid for Punch Time High Must be corrected in Timesheet. Correct TRC on timesheet Cannot be allowed TLX00440 TRC is not in TRC Program High Must be corrected Verify timesheet and correct or Contact Time Admin Cannot be allowed TLX00030 Inactive Time Reporter Status High Must be corrected Employee is not active Contact Time Admin Cannot be allowed TLX01600 Invalid Time Reporter High Must be corrected Time Reporter is not valid Contact Time Admin Cannot be allowed 8
Payroll Time Reporting Codes (TRCs) TRC DESCRIPTION NOTES HOW MUCH TO REPORT AES Admin Leave for Exemplary Service Awarded by President or nominated for and awarded hours through HR Up to 32 hours per fiscal year BRV Bereavement Leave Paid leave for funeral attendance of covered family members Up to 3 days, more as needed CWK Closure Worked Required by Manager to work during a campus closure. Prior approval required As many hours as worked DOC Dock Pay Manager or department will alert employee to use As many as department instructs EMG Emergency Leave Emergency closure of campus operations Daily scheduled hours HCP Holiday/Closure Comp Paid Initiate a payment of accrued Holiday or Closure Comp Time As many as VP of Division authorizes HCT Holiday/Closure Comp Taken Use of accrued Holiday or Closure Comp Time hours As many as needed, no more than balance HOL Holiday Paid Holiday hours Up to 8 hours HWK Holiday Hours Worked Required by Manager to work during UTD holiday. Prior approval required Up to amount of actual holiday hours FOC Field Officer in Charge Police Only As many as department instructs JUR Jury Duty/Subpoena Paid Leave for Jury Duty or Subpoena Time required by summons LOP Admin Leave Without Pay Contact HR before using As many as HR instructs LWP Admin Leave With Pay Contact HR before using As many as HR instructs MIL Military Leave Paid leave for authorized training or duties Up to 15 days per federal year NTG National Guard Leave Paid leave for authorized training or duties As many as required by summons NTR Nothing to Report Exempts with nothing to report during that month 0.0 hours on last working day of month OIC Officer in Charge Police Only As many as department instructs PAR Parental Leave Unpaid leave when FMLA is not applicable. Contact HR before using As many as HR Instructs PCP Premium Comp Paid Nonexempt Only. Payment of accrued Premium Comp Time As many as department instructs PCT Premium Comp Taken Nonexempt Only. Use of accrued Premium Comp Time As many as needed, no more than balance REG Nonexempt Hours Worked Working hours of a Monthly Nonexempt Staff Report IN/OUT for system to calculate REX Exempt Hours Worked Non-mandatory reporting of working hours for use by employee or Manager As many as worked SCP Straight Comp Paid Payment of accrued Straight Comp Time As many as VP authorizes SCT Straight Comp Taken Use of accrued Straight Comp Time As many as needed, no more than balance VOT Voting Leave Used strictly for time spent voting during working hours As many as Manager approves UTD Leave Programs: http://www.utdallas.edu/hrm/benefits/leave.php5 UTD Employee Notice of Comp Time: http://www.utdallas.edu/hrm/fac-staff/eenoticecomptime.php5 9
1. Sign in to Galaxy from www.utdallas.edu Delegation Initiation and Review 2. Access Manage Delegation link under Time and Absence folder 3. Select Create Delegation Request 4. Select Date Range 5. Choose all Manager related transactions and select Next a. DO NOT choose employee related transactions 6. Search for manager to delegate to by typing in last name or first name and select Search. a. Name will populate under Choose Delegate b. Select button next to their name and select Next. 7. Review screen will appear. Review delegation request and Submit a. Use Previous to change dates or Proxy 8. To review delegation requests a. From top page, select Review My Proxies 10
9. Change Show Requests by Status to Submitted and Refresh 10. To Revoke delegation request a. Check boxes next to transaction and select Revoke 11
Accept/Reject Delegation Request 1. Sign in to Galaxy from www.utdallas.edu 2. Access Manage Delegation link under Time and Absence folder 3. Select Review My Delegated Authorities 4. Review request. Select the check box next to Multiple Transactions and Accept or Reject 5. On confirmation page, select OK 6. During the date range of the delegation, when you access Manager pages in Galaxy, you will be prompted to select whether you are processing your own direct reports or you are processing your delegated employees 12
Approving Overtime Requests 1. Sign in to Galaxy from www.utdallas.edu 2. Access Manager link under Time and Absence folder 3. Select Approve Overtime Requests 4. Select Get Employees a. Returns: your direct reports with pending overtime requests 5. Select Comptime date to view request details 6. Review details. Approve or Deny Request a. Hours submitted will be estimates only. Actual hours worked will be reported on timesheet for your approval b. Add a comment as needed 7. Shortcut Approval a. Check the box beside their name and Approve or Deny without reviewing details 13
1. Sign in to Galaxy from www.utdallas.edu 2. Access Manager link under Time and Absence folder Review Absence Request History 3. Select Empl Absence Request History 4. All direct reports will display upon opening the page 5. Select Employee by clicking next to their name 6. Enter date range as needed 7. Refresh 8. Select link for Absence Name to review details 9. To change a request- access timesheet to edit 10. NOTE: Pay special attention to Status 14
1. Sign in to Galaxy from www.utdallas.edu Review Employee Timesheet 2. Access UTD Timesheet link under Time and Absence folder 3. You are able to REVIEW from UTD Timesheet as well as APPROVE a. UTD Timesheet shows all direct reports regardless of time to approve b. Approve Timesheet will only return your direct reports WITH time needing approval 4. Manager & Backup Approver Combination a. View all department timesheets from here 5. Select 6. Select Employee Name to review Timesheet or view Absence & Comp balances 7. Timesheet opens to current week, use View By and Previous/Next links to view other timesheets 8. Enter time, edit time, and approve time as needed 15
1. Sign in to Galaxy from www.utdallas.edu 2. Access Manager link under Time and Absence folder 3. Select Monthly Time Calendar Review Monthly Time Calendar 4. Select Get Employees a. Returns: all of your direct reports, Monthly and Semi-monthly 5. Page will default to current month a. Modify your calendar view by updating the View Criteria i. Click on Weekly Calendar to see a week at a time ii. Change Month/Year or move to Previous/Next Month using links 6. Reading the Calendar: a. Use Legend to decipher symbols b. Scroll to the right to see the rest of the month c. Select the individual boxes on the calendar to review details 16
1. Sign in to Galaxy from www.utdallas.edu 2. Access Manager link under Time and Absence folder 3. Select Employee Payable Time Detail Review Employee Payable Time Detail 4. Select Get Employees a. Returns: all of your direct reports 5. Select Employee 6. Enter Start and End Date in 31 day range and Get Rows 7. What information is displayed a. Rounded time from Timesheet b. Calculations of Overtime c. What time has been included on a paycheck d. Payable Status i. Closed- Sent to Payroll/Posted on Paycheck ii. Estimated- Waiting for Payroll iii. Needs Approval 1. If TRC is SCP, PCP, or HCP (Comp Paid Codes) a. Waiting for approval by Dept Payable Time Approver 2. If TRC is REW (Hours Worked by Work/Study) a. Waiting for approval by Career Center e. Reason Code- IGNORE f. Approval Monitor- IGNORE g. Time Reporting Code h. Description i. Quantity- Rounded or calculated amount 17
1. Sign in to Galaxy from www.utdallas.edu 2. Access Manager link under Time and Absence folder 3. Select Employee Overtime Request Hist Reviewing Overtime Requests History 4. Select Get Employees a. Returns: your direct reports who have ever had an overtime request 5. Select the name of the employee to review 6. All Overtime Requests will display. Select Comptime Date to review details of request and comments 18