Work Tracking System (WTS) Verifying Timesheets. User Guide

Transcription

1 Work Tracking System (WTS) Verifying Timesheets User Guide Revision 2.1 January 25, 2006

2 TABLE OF CONTENTS Chapter 1 Introduction... 1 Training Prerequisites...1 Employee s Timesheets For Which You Are Responsible...1 What is Timesheet Verification?...1 What is Timesheet Review?...1 If You Are Incorrectly Identified as an Employee's Supervisor...2 The Timesheet Approval Process...2 ENERGY and DRA Divisions...2 All Other Divisions...3 WTS Reminders...3 Receiving Help With WTS...4 Chapter 2 - Accessing the Verify Timesheets Module... 5 Sending Custom Reminder Notices...7 Chapter 3 Verifying Basic Timesheet Information... 9 The Basic Timesheet Information Screen...9 Requesting a Correction to a Timesheet s Basic Information...12 Viewing and Retracting Correction Requests...12 Chapter 4 Reviewing and Approving Timesheets When to Review/Approve a Timesheet...14 Energy and DRA Divisions...14 All Other Divisions...14 Selecting the Timesheet to Review...14 Identifying Elements of the Work Line Screen...15 Top of the Screen...15 The Work Lines Middle of the Screen...16 Revision 2.1 January 25, 2006 i

3 The Work Line Bottom of the Screen...17 Bottom of the Screen...17 Navigating within a Timesheet...18 Reviewing a Work Line...18 Showing Work ID Detail...20 Approving and Returning a Timesheet...20 Approving a Timesheet Pending Timekeeper Review...20 Approving a Timesheet Pending Absence Corrections...21 Chapter 5 - Miscellaneous Topics Viewing the Timesheet History...22 Creating an Entry in the Timesheet History...23 Generating the Timesheet Report...23 Reviewing Overtime...23 Approving Future Timesheets...24 The WTS-634 Form...24 Changing the Assigned HRIS Timekeeper...25 Assigning Associated Users...25 ii

4 Chapter 1 Introduction This user guide provides instructions to supervisors for reviewing employee timesheets using the WTS module, VERIFY TIMESHEETS. Training Prerequisites You should have completed the Help_Desk training for UPDATING TIMESHEETS. If you have not completed this training, please contact Help_Desk by or by phone. You must also be a supervisor who is responsible for verifying employee timesheets. Employee s Timesheets For Which You Are Responsible You are responsible for the verification and review of all timesheets if either of the following conditions is true in the employee s basic timesheet information: The employee is not on loan and you are listed as their official supervisor The employee is on loan and you are listed as their loan supervisor WTS Unit Timekeepers maintain all employee basic timesheet information using the TIMEKEEPER TIMESHEET MAINTENANCE (TTM) application. What is Timesheet Verification? Timesheet verification is the process where you determine if the basic information in a timesheet, such as salary, classification, and unit number, is correct. What is Timesheet Review? Timesheet review is the process where you determine if the type of work and their associated hours is correctly reported in the timesheet. If you are in the Energy or DRA division, then the assigned HRIS timekeeper performs a review to determine if attendance (absence and overtime) is correctly reported in the timesheet. The timekeeper performs this review prior to your review. Revision 2.1 January 25,

5 If You Are Incorrectly Identified as an Employee's Supervisor If you are incorrectly identified as an employee's supervisor, the system will incorrectly send WTS notices to you, requesting that you either verify the employee's basic information or review their timesheet. To have these notices sent to the correct supervisor, you should verify the employee's basic information (see Chapter 3). On the BASIC TIMESHEET INFORMATION screen, click the Information is Incorrect button, and then enter a note to the timekeeper asking the timekeeper to reassign the employee to another supervisor. If you know who the correct supervisor is, you should also enter that information. You will continue to receive notices for this employee until the timekeeper acts on your request. The Timesheet Approval Process The timesheet approval process consists of either two or three distinct steps depending on the employee's division. ENERGY and DRA Divisions 1. Verification of Basic Timesheet Information - Performed by Supervisor You are required to verify basic timesheet information for each of your assigned employees. This information includes the employee division, unit number, classification, salary, supervisor, loan information, etc. 2. Review of Attendance - Performed by HRIS Timekeeper When your employees submit their timesheet, the timesheet will first go to the employee's HRIS timekeeper so that they may review the attendance on the timesheet. The timekeeper can either reject or accept the attendance appearing in the timesheet. If the timekeeper rejects it, the employee must resubmit their timesheet for review for the HRIS timekeeper. When the timekeeper reviews the timesheet and verifies that the attendance is correct, the timekeeper accepts the timesheet and it becomes available to the supervisor for their review. 3. Review of Work - Performed by Supervisor You are required to approve timesheets for each of your assigned employees. Revision 2.1 January 25,

6 After the HRIS timekeeper accepts the timesheet, you should review all nonabsence work lines appearing in the timesheet. You should still review all lines containing overtime information. If the timesheet is correct, you should approve the timesheet. If the timesheet is incorrect, you should return the timesheet to your employee who will then be required to correct and resubmit it. All Other Divisions 1. Verification of Basic Timesheet Information - Performed by Supervisor You are required to verify basic timesheet information for each of your assigned employees. This information includes the employee division, unit number, classification, salary, supervisor, loan information, etc. 2. Review of Attendance and Work - Performed by Supervisor You are required to approve timesheets for each of your assigned employees. When an employee submits a timesheet, you should review all of the timesheet's work lines. If the timesheet is correct, you should approve the timesheet. If the timesheet is incorrect, you should return the timesheet to your employee who will then be required to correct and resubmit it. WTS Reminders WTS automatically sends the following reminders: Timesheets Requiring Your Verification of Basic Information Starting on the 15 th of the timesheet s pay period, you will receive a daily reminder whenever you have timesheets with unverified basic information. For example, if you have not verified the basic information for a September 2004 timesheet, you will receive a daily reminder starting on September 15. This daily reminder will list all timesheets where your verification of basic information is still pending. Timesheets Pending Your Approval You will receive a daily reminder whenever you have one or more submitted timesheets that are pending your approval. Revision 2.1 January 25,

7 Submitted Timesheets You will receive a reminder whenever an employee submits a timesheet that you should review. If you are in the Energy or DRA division, the reminder goes to the assigned HRIS timekeeper instead. Timesheets Accepted by Timekeepers If you are in the Energy or DRA division, you will receive a reminder when the timekeeper reviews the timesheet's attendance and accepts the timesheet. Retracted Timesheets You will receive a reminder whenever your employee retracts a timesheet previously submitted for your review. Unsubmitted Timesheets Requiring Your Approval You will receive a reminder on the 6 th and 9 th working day of the following pay period for each employee timesheet that is pending submittal. Timesheets Pending Your Approval - Division Reminder You will receive a reminder on the 10 th working day of the following pay period if you have any timesheets that have not been approved. This reminder is sent to the Executive Director, your Division Director, the WTS Team, and all supervisors having at least one timesheet pending their approval. Your timekeeper can reroute your reminders to your associated user if that associated user has been granted supervisory privileges. This should only be done if you are absent from work and unable to perform your WTS functions. In the future, the WTS reminder system may be revised to conform to the timeline required for updating information in the CALSTARS system. Receiving Help With WTS If you are unable to run the WTS application or have a question concerning WTS, please Help_Desk or phone Revision 2.1 January 25,

8 Chapter 2 - Accessing the Verify Timesheets Module From the WTS MAIN MENU, click the Verify Timesheets button. The first of two screens will appear. The first screen is called the TIMESHEETS screen. It should be similar to the one below: This screen displays only timesheets for which you are responsible. You may change which timesheets are displayed by clicking on the appropriate button at the bottom of the screen: Pending Basic Information Verification Display all timesheets with basic timesheet information that you have not yet verified Pending Employee Submittal Display all timesheets that have not yet been submitted for your approval. Revision 2.1 January 25,

9 Pending Supervisor Approval Display all submitted timesheets that you require your approval Pending Timekeeper Review Energy and DRA Divisions Only: Display all submitted timesheets that require HRIS Timekeeper review of attendance before you are required to review the timesheet By Pay Period Display all timesheets belonging to a specified pay period By Employee Display all timesheets belonging to a specified employee When you first enter the TIMESHEETS screen, the screen will display timesheets according to the following rule: If there are any timesheets "Pending Basic Information Verification", they are displayed. If there aren't any, then timesheets "Pending Employee Submittal" are displayed. If there still aren't any, then timesheets "Pending Supervisor Approval" are displayed. If you click the By Pay Period button, an additional screen will appear where you may enter the pay period. If you want to include all employees that you indirectly supervise, check-mark the box in the middle of the screen. Revision 2.1 January 25,

10 If you click the By Employee button, an additional screen will appear where you may enter the employee s 3-character ID. You may press the F4 key or double-click to display a list of employees. Only timesheets where you directly or indirectly supervised the employee will be displayed. Sending Custom Reminder Notices You may send your own reminder notice to your employees if they have timesheets pending submittal. To do this: 1. Click the Send Submit Reminder button. If it is grayed out, then there are no timesheets pending submittals. 2. After you click the button, a pop-up similar to the following screen should appear: 3. Use the SEND TO pull-down list to determine who to send the reminder to. You may choose ALL to send it to all of your employees who have not submitted their timesheets, or you may send it to an employee for a specific timesheet. Revision 2.1 January 25,

11 4. In the MESSAGE box, enter any optional message that you would like to include in the reminder. 5. Click the OK button to send out the reminder. Revision 2.1 January 25,

12 Chapter 3 Verifying Basic Timesheet Information This chapter outlines the procedure for verifying basic timesheet information, how to submit a timesheet correction request, and how to track the request. You should verify basic timesheet information as soon as the timesheet becomes available. This allows changes by the timekeepers to be made in a timely manner. If you fail to verify basic timesheet information by the 15 th of the pay period, you will receive a daily reminder. You are required to verify an employee s basic timesheet information before you can approve the timesheet. The Basic Timesheet Information Screen You must access the BASIC TIMESHEET INFORMATION screen to verify basic timesheet information before an employee can submit a timesheet. To access this screen: If you are at the TIMESHEET screen, click in the VERIFY BASIC INFO column for the timesheet that you want to verify. If you are at the WORK LINES screen, click the Verify Basic Info button. The BASIC TIMESHEET INFORMATION screen will appear: Revision 2.1 January 25,

13 If all of the information is the same as the employee's last timesheet, a pop-up indicating this will be displayed. If any of the information is different from the employee's last timesheet, a pop-up will be displayed indicating that information has changed. The changed information will be highlighted in pink. Moving the mouse over these fields will display the information from the employee's last timesheet. The ATTENDANCE VERIFIED BY field is not included in the comparison. This information is not actually part of the timesheet's basic information. If the field contains 'NO TIMEKEEPER FOUND', then neither the employee nor the supervisor may click the Information is Correct button. Instead, a correction request should be submitted to assign the supervisor or a timekeeper to perform the attendance verification. You should review the following information for the timesheet indicated on the screen: Employee Status Salary Time base Official Information Revision 2.1 January 25,

14 o Division o Unit Number o Classification o Organization o Supervisor Loan Information o Division o Unit Number o Organization o Supervisor Exempt Reason Partial Month Reason Attendance Verified By If the employee is on loan, then all loan information should be entered accurately. If the employee is not on loan, then all loan information should be blank. If the employee is exempt from completing their timesheet, then there should be a reason entered in the exempt field. Note, the employee is still required to enter absence hours. If the timesheet has been split, then a partial month reason will appear on the screen. You should verify that the reason is correct. If the employee is in the Energy or DRA division, The ATTENDANCE VERIFIED BY field should contain the ID of the timekeepers(s) responsible for verifying the attendance on the timesheet, otherwise, it should contain 'Supervisor'. If the field contains 'TIMEKEEPER NOT FOUND', then the employee will not be able to submit the timesheet. This condition should be corrected as soon as possible. If the timesheet s basic information is correct, you should click the Information is Correct button. Note, you cannot click the Information is Correct button if there are pending correction requests. Revision 2.1 January 25,

15 If a timekeeper changes any of your timesheet s basic information after you verify it, you will receive an asking you to verify the timesheet s basic information again. Requesting a Correction to a Timesheet s Basic Information If the timesheet s basic information is incorrect: Click the Information is Incorrect button A pop-up screen will appear Enter the correction you want made Click the OK button to send your correction. The employee s unit timekeeper will receive the correction request. The timekeeper will review the request and perform one of the following: Accept the request the timekeeper changes the basic information to conform to your request Reject the request the timekeeper rejects the corrections that you requested. You will receive an whenever this occurs. Note, if you requested corrections in more than one field, the timekeeper may correct parts of the basic information before rejecting your request. Viewing and Retracting Correction Requests You must first display the BASIC TIMESHEET INFORMATION screen: If you are at the TIMESHEET screen, click in the VERIFY BASIC INFO column for the timesheet that you want to view corrections. If you are at the WORK LINES screen, click the Verify Basic Info button. Click the Corrections Request button. The UPDATE TIMESHEET CORRECTION REQUEST screen appears. You may also view all corrections that you and your employee requested. Use the Up Arrow and Down Arrow keys to scroll through your correction requests. Use the Return button to return to the BASIC TIMESHEET INFORMATION screen. Only timekeepers may resolve a correction by accepting or rejecting it. If you submitted the request and it has not been resolved, you may retract it by clicking the Retract button. Revision 2.1 January 25,

16 If the employee submitted the request and it has not been resolved, the employee may retract the request by clicking the Retract button. Revision 2.1 January 25,

17 Chapter 4 Reviewing and Approving Timesheets This chapter outlines the procedure for reviewing your employee s timesheets. The process of reviewing a timesheet results in the supervisor approving the timesheet if it is correct, or else, rejecting the timesheet if it is incorrect. When to Review/Approve a Timesheet Your employees should submit their timesheets at the completion of each pay period. After they submit their timesheet, you should follow the procedure for your division. Energy and DRA Divisions The HRIS timekeeper should review the attendance on the timesheet and either accept the attendance if it is correct, or else reject the timesheet. If the timekeeper rejects the attendance, the timesheet will be returned to the employee for correction. You will not receive an when the timekeeper rejects the timesheet. If the timekeeper accepts the timesheet, you will receive a reminder indicating that the timesheet is now available for your review. All Other Divisions You will receive a reminder indicating that the timesheet is available for your review. Selecting the Timesheet to Review On the TIMESHEET screen: 1. Position the cursor on the timesheet you want to review. 2. Click the View button that appears at the beginning of the line. 3. The WORK LINES screen appears. It should be similar to the one below: Revision 2.1 January 25,

18 Identifying Elements of the Work Line Screen If this is your first time using this screen, you should take time to familiarize yourself with the information that appears on it. The following elements of the screen are important for you to identify before you can successfully review the work line in the timesheet: Top of the Screen Date Range The date range for the timesheet. It appears immediately after the words, Verify Timesheet. In this case, the date range is Oct 1, 2004 Nov 1, Revision 2.1 January 25,

19 Status This is the completion status of the timesheet. You may only approve or return timesheets if the completion status is submitted. Employee The person for whom the timesheet is being verified. Week Navigation Bar This is the group of buttons that allow you to navigate to the individual weeks belonging to the timesheets. Each button is labeled with the week of the timesheet and the number of hours the employee entered for that week. The Work Lines Middle of the Screen Budget The budget element abbreviation. The full budget element name will be displayed towards the bottom of the screen. Program The program name. You will only be able to see the first few characters. The full program name will be displayed towards the bottom of the screen. Activity The activity that was performed. Work Type The first of two fields belonging to Work Item. This indicates the type of work. Examples: proceedings, advice letters, complaints, budget, etc. Work ID The second of two fields belonging to Work Item. This indicates an identifier that belongs to the work type above. Examples: proceeding number, advice letter number, complaint number, budget year, etc. B Bilingual Support. This field should be check-marked if the work was performed in a non-english language O Overtime. This field should be check-marked if the work is being charged to overtime. Revision 2.1 January 25,

20 C The field indicates if a comment has been entered for the work line. An x will appear if there is a comment; otherwise, it will be blank. Days The number of hours worked, recorded on a daily-basis. Loan Division If the employee was on-loan only for this work line, then the division s abbreviation should appear in this field. For example, if an employee s designated organization is IMSD but for this work line was assigned to the Telecommunications division, then TELCO should be entered in this field. In almost all instances, this field should be blank. The Work Line Bottom of the Screen Budget Element The full budget element name Program The full program name PCA Code The CALSTARS PCA code that will be charged for the work line Total The daily total hours for all work lines during the week Bottom of the Screen Approve Timesheet This button allows you to approve the employee s timesheet. Approve the timesheet only after you have reviewed it and find that it is correct. Return Timesheet This button allows you to return the employee s timesheet. Return the timesheet only after you have reviewed it and find that it is incorrect. Revision 2.1 January 25,

21 Verify Basic Info This button allows you to view and verify the basic timesheet information. It also allows you to view timesheet correction requests. More Options This button displays additional options that may be useful for reviewing the timesheet. Display Error This button displays information that may be useful to the ISB programmer if a programming error occurs. Exit this Timesheet This button returns you to the SELECT TIMESHEET screen. Navigating within a Timesheet To navigate within a timesheet: Click on the field or line you want to move the cursor to Use the Down Arrow key to move to the next record Use the Up Arrow key to move to the previous record Navigate to another week in the timesheet by clicking on the appropriate week button in the Week Navigation Bar. Reviewing a Work Line WTS allows you to review a work line by displaying the work line with detailed information in a separate screen. This is useful whenever you want to confirm that an employee entered hours into the correct work line. To review a work line: 1. Position the cursor on the work line that you want to review. 2. Press the F5 key. You can also perform this by clicking the More Options button and then clicking the Review Work Line button. 3. The REVIEW WORK LINE screen appears: Revision 2.1 January 25,

22 4. If the Work ID has a description, it will be displayed in the description field. The description may contain the name of a company or utility. 5. You can use the work line definition to confirm that your employee entered hours in the correct line. 6. Use the following buttons to navigate through the work week: First shows detail for the first work line Last shows detail for the last work line Up shows detail for the previous work line Down shows detail for the next work line 7. Yes will appear in the comment field if a comment is available for the work line. Click on the word, Yes, to display the comment. 8. Click the Return button to return to the UPDATE TIMESHEET screen. Revision 2.1 January 25,

23 Showing Work ID Detail Some work types that appear in your work line such as proceedings, advice letters, proposals and informal complaints have additional detail screens available. If a work ID is entered in these work lines, then you may display work detail by pressing the F6 key. You can also perform this by clicking the More Options button and then clicking the Show Work ID Detail button. Approving and Returning a Timesheet You must review each timesheet that an employee submits. If you are in the ENERGY or DRA division, you should allow the assigned HRIS timekeeper to review the attendance before reviewing the timesheet. When reviewing a timesheet, you should review each work line belonging to each week of the timesheet. This may be a tedious process. You may decide to generate a report of the timesheet (see GENERATING A TIMESHEET REPORT) to simplify the review. You should also refer to the section, REVIEWING A WORK LINE) to ensure that you accurately review each work line. After thoroughly reviewing the timesheet you should perform one of the following: If no errors were found, click the Approve Timesheet button. If errors where found, click the Return Timesheet button. A pop-up box will appear. Enter the reason why you are returning the timesheet. An will be sent to the employee. The employee should then correct and resubmit the timesheet. You may review a timesheet at any time. You may approve a timesheet only if all of the following are true: 1. The timesheet s status is Submitted or "Accepted by Timekeeper" 2. You have verified the timesheet s basic information 3. The current date is not earlier than seven days before the last date covered by the timesheet Approving a Timesheet Pending Timekeeper Review If you are in the Energy or DRA divisions, you should normally wait until the assigned timekeeper reviews and accepts the timesheet before you review it. However, there may Revision 2.1 January 25,

24 be circumstance when you may desire to bypass the timekeeper and review the timesheet. To do this, simply display the timesheet on the TIMESHEETS screen and click on the View button. Approving a Timesheet Pending Absence Corrections There may be instances when you can review all work in an employee's timesheet except for their absences. In these instances, WTS allows you to conditionally approve the timesheet. When you approve a timesheet using this method, the timesheet will be considered approved and will not appear "unapproved" in any reminders or reports. However, you will receive a reminder at the beginning of each month that corrections to the timesheet's attendance are still pending. To approve the timesheet so that you can correct the attendance at a later date: In the VERIFY TIMESHEET module, display the work lines of the timesheet that you want to approve Click the More Options button The MORE TIMESHEET OPTIONS screen will appear Click the Approve Pending Corrections button A pop-up will appear. Click the Yes button if the conditions indicated in the pop-up are true The timesheet's status will be changed to APPROVED PENDING CORRECTION When you determine the correct attendance, you should return the timesheet so that the employee (or their associated user) can make the necessary corrections. The employee should then resubmit the timesheet for your review. Revision 2.1 January 25,

25 Chapter 5 - Miscellaneous Topics Viewing the Timesheet History The TIMESHEET HISTORY screen displays when the timesheet was created (opened), and all instances when the timesheet was submitted, returned, retracted or approved. To view the TIMESHEET HISTORY screen: 1. Click the More Options button. 2. The MORE TIMESHEET OPTIONS screen appears. 3. Click the View Timesheet History button. 4. The TIMESHEET HISTORY screen appears. Revision 2.1 January 25,

26 Creating an Entry in the Timesheet History To create a custom entry into the timesheet history: 1. Click the Add Notation button from the WORK LINES screen. 2. The ADD NOTATION pop-up screen will appear. 3. Enter the notation. It may be up to 500 characters in length. 4. Click the OK button. Generating the Timesheet Report The TIMESHEET REPORT will display all of the information entered into the timesheet's work line. To generate the TIMESHEET REPORT for the pay period displayed: 1. Click the More Options button. 2. The MORE TIMESHEET OPTIONS screen appears. 3. Click the Generate Report button. 4. The report is submitted. 5. You may view the report by returning to the MORE TIMESHEET OPTIONS screen and then by clicking the View Reports button. Follow the instructions of the screen to display your timesheet. Reviewing Overtime You should review the overtime lines in your employee s timesheet carefully to determine if entered work should be recorded at a premium rate (time and a half) or as straight time. Only pre-authorized overtime should be entered. You should confer with HR if you are unsure how overtime should be recorded. Employees are still required to complete the AUTHORIZATION FOR EXTRA HOURS form (STD 682). Revision 2.1 January 25,

27 Approving Future Timesheets WTS allows employees who will be absent for the entire or latter part of a timesheet to submit those timesheets in advance. When you receive these timesheets, you should review them as soon as possible, even though you may not be able to approve them. If you find any errors, you should return the timesheet to your employee. This allows the employee to make any corrections and resubmit their timesheet before taking their absence. You may not approve a timesheet submitted in advance if the current date is earlier than seven days before the last date covered by the timesheet. The WTS-634 Form WTS can generate a WTS-634 Form. This form lists all absences and overtime appearing on a timesheet using codes that are recognized by HRIS. This form displays the date the WTS 634 Form was created and the status of the timesheet. Your division can use the WTS 634 form as a formal document that both the supervisor and employee sign. To generate the WTS-634 Form: 1. From the WORK LINES screen, click the More Options button. 2. Another screen will appear. Click the View Absence and Overtime button. 3. Another screen, displaying the absences and overtime on the timesheet will appear. 4. Click the Generate WTS Attendance Summary button. 5. The WTS-634 Form will appear. You may proceed to print it or save it. To automatically generate the WTS-634 Form whenever you approve a timesheet: 1. From the WORK LINES screen, click the More Options button. 2. Another screen will appear. Click the Update User Settings button. 3. The USER SETTINGS screen will appear. 4. In the WTS ABSENCE 634 REPORT section, select the appropriate choice. 5. Click the OK button. Revision 2.1 January 25,

28 Changing the Assigned HRIS Timekeeper You may request that a timesheet for which you are responsible be sent to a different HRIS timekeeper for attendance review. You may also request that the timesheet bypass all attendance review and go directly to you for a complete review of the attendance and work appearing on the timesheet. Contact the appropriate WTS timekeeper to make these changes. Assigning Associated Users An employee may have an associated user only if that employee does not have access to the WTS application. An employee may have an associated user only when absolutely necessary, and not as a matter of convenience. A supervisor may also assign an associated user to verify an employee s timesheet. This should only be done when the supervisor is unable to verify the timesheets because the supervisor does not have access to the WTS application. To create an associated user, the supervisor must contact their unit timekeeper. Do not contact Help Desk or the Oracle team. Revision 2.1 January 25,