Kuali Time for Supervisors

Transcription

1 Kuali Time for Supervisors Photo by Tracey Mui, 2012

2 Training Outcomes Manage accurate timekeeping records for your employees Approve timesheets for every pay period, per university policy and procedure Provide support to your employees to resolve timesheet issues

3 Kuali Time: Basics What is it? Web-based system that tracks time, attendance and leave balances Includes time punch history and earnings types (regular time, overtime, sick, vacation, FMLA, etc.) Who uses it? Biweekly-paid staff and temporary (hourly) employees, as time recorders Supervisors and payroll processors, as reviewers/approvers Department administrators as system administrators for their organizations

4 Kuali Time: Basics What else does it do? Handles the following administrative functions: Creates audit record for time approvals Interfaces with HRMS edocs, which create jobs and assignments Interfaces with HRMS Payroll, which calculates net pay, deductions, and tax Exports data to IUIE for institutional reporting Where do you access it? Within OneStart Administrative Systems tab, or Timekeeping Kiosk, by Swiping employee ID card, or Logging in with IU credentials URL: time.iu.edu

5 Kuali Time Responsibilities Employee: Record regular time in Kuali Time the same day it is worked Record benefit time in Kuali Time when it is known Approver: Review employee timesheets during pay period for accuracy Work with employee to make any timesheet corrections Add special earn codes and time blocks to employee s timesheet as necessary Funeral, Court Duty, Weather, etc. Review and approve timesheets after timesheets route Payroll Processor: Review employee timesheet during pay period for policy compliance Work with Approver and employee to resolve timesheet issues Review and add special earn codes and time blocks on employee s timesheet as necessary Review and approve timesheets after Approver review and approval

6 Recording Time Each bi-weekly paid employee will use one of two methods to record time: Clock Entry (synchronous) Manual Entry (asynchronous)

7 Recording Time: Clock Entry Clock Entry (synchronous): employees enter time by clocking in and out in real time on the Clock tab Ensure correct work area and task is selected if multiple are available Any leave time used must be entered on the Time Detail tab

8 Recording Time: Clock Rounding Clock action times are rounded to the nearest tenth of an hour (to the nearest 6-minute interval)

9 Recording Time: Missed Punch John Q Public

10 Recording Time Manual Entry

11 Recording Time: Manual Entry Manual Entry (asynchronous) employees enter time daily through the Time Detail tab Ensure correct earn code is used for the correct work area Ensure time blocks are entered daily, per policy FIN-PAY-IV-270

12 Recording Time: Paygroups Paygroups classify employees by the type of position they have at IU. Examples of paygroups that use Kuali Time: Paygroup HRR HRW BW1 BWP Description Temporary Temporary Workstudy Biweekly Staff Biweekly Professional Staff See a complete list of paygroups on the FMS website

13 Recording Time: Earn Codes Earn Codes categorize the type of pay that an employee is earning. Some common examples: Earn Code RGH RGW RGN Description OVT Overtime 1.5X SCK VAC Regular Pay Temporary (Hourly) Employee Regular Pay Temporary Workstudy Regular Pay Biweekly Staff Sick Nonexempt (BW1, BWP) Vacation (BW1) See FMS Payroll website: HRMS General Payroll Earn Types for a complete list of available earn codes

14 Recording Time: Work Areas Work Areas identify groups of timekeeping employees within a department Employee time Assignments are associated with Work Areas Tasks are optional sub-divisions of Work Areas Approvers are assigned by Work Area Each Work Area can have one or more Time Approvers (Supervisors) assigned to it

15 Timekeeping Life Cycle

16 Kuali Time Interface - Tabs Depending on your role, you may have access to different tabs within Kuali Time. Everyone has access to: Help Tab Easy access to Kuali Time documentation Person Info Tab Find and review employee specific information

17 Help Tab

18 Person Info Tab Expandable sections providing all detail about the employee s timesheet that is being viewed.

19 Person Info Tab Your Person Details jqpublic John Q Public

20 Person Info Tab Your Jobs

21 Person Info Tab Your Job Assignments

22 Person Info Tab Your Roles

23 Kuali Time Interface - Tabs Depending on your role in Kuali Time, you may have access to additional tabs: Clock Tab used by clock entry employees to record hours worked. Time Detail Tab used by all non-exempt employees to manage benefit time. Also used by manual entry employees to enter regular time. Payroll Processor Tab used by payroll processors to approve timesheets. Approval Tab used by supervisors/approvers to approve timesheets. Leave Accrual Tab used by all non-exempt employees to track benefit time accruals and usage. Admin Tab used by department administrators to maintain departmental work areas, tasks, payroll processor assignments etc. System Admin Limited to Kuali Time system administrators.

24 Approvals Tab

25 Approver/Payroll Processor Tab - Filters Choose the timesheets you want to review Can filter by dept, work area, paygroup (see Pay Type ), and approval status Can search by last name, university ID Can review previously approved timesheets

26 Approver/Payroll Processor Tab - Results List of all employees satisfying your filter, and a summary of hours recorded for the two-week pay period.

27 Approver/Payroll Processor Tab Information at a glance: Employee name blocks in red Last clock action (clocking employees only) Timesheet notes icon Timesheet warning icon Expandable summary for earn code usage Weekly subtotals Pay period total Employee name link Doc ID link

28 Approver/Payroll Processor Tab - Results Employee Name Blocks in Red

29 Approver/Payroll Processor Tab - Results Last clock action

30 Approver/Payroll Processor Tab - Results Timesheet notes and warnings icons

31 Timesheet Warnings Affordable Care Act (ACA) Warning: Week 1 - Total hours recorded in the timesheet equal/ exceed 22 hours. Hours are approaching 29. NEP and NEC warning Warning: RGN (DATE)- The overtime calculation has awarded NEP/NEC. Consider modifying your benefit hrs recorded. Restricted earn code usage Warning: SFL (DATE) - This earn code requires authorization and must comply with FMLA policies. Ensure auth is on file. Clock location rule Warning: Action 'Clock In' taken at (DATE) (TIME) was from an unapproved IP address (IP ADDRESS) Leave accrual over usage Warning: Total hours entered (#) for (EARN CODE NAME)" have exceeded balance (#). Problem Time Blocks are: Earn code: (EARN CODE) Hours: (#) on Date (DATE)

32 Approver/Payroll Processor Tab - Results Expandable summary of earn codes used

33 Approver/Payroll Processor Tab Expand employee line to view employee earn code usage

34 Approver/Payroll Processor Tab - Results Weekly and pay period totals

35 Approver/Payroll Processor Tab - Results Employee name and Doc ID are links to access employee s timesheet

36 Employee Timesheet Click employee s name on the your Approver tab Access employee s Person Info tab Click employee s timesheet Doc ID on your Approver tab Access employee s Time Detail tab Screen header reminds you whose timesheet you are viewing You see what the employee sees, plus: Access to additional earn codes Add regular time blocks on Time Detail tab for clocking employees Click Return button to leave employee timesheet and return to Approval tab

37 Correcting Timesheet Errors Timesheet responsibilities are defined by policy: Policy FIN-PAY-IV-1 and policies.iu.edu Employees are responsible for accurately recording their own time: Correct errors when possible Enter benefit time when possible Contact supervisor or payroll processor to make corrections they cannot Employees can make modifications to their timesheets until the first approvals are made.

38 Correcting Timesheet Errors Approvers monitor timesheets for accuracy, ensuring that: Regular time blocks are consistent with observed time worked Benefit time blocks are used per department and university policy Joint responsibility with payroll processor Timesheet warnings are resolved as necessary Advise employee to resolve their timesheet issues when appropriate Correct errors when the employee is not able Leave timesheet notes when any modifications are made

39 Correcting Timesheet Errors Approver corrections begin on the employee timesheet

40 Example Corrections 1. Missed punch 2. Incorrect assignment on time block 3. Incorrect earn code used on time block 4. Change OVT to CPE and vice versa hour auto-clock time block

41 Missed Punch Correction Steps: 1. Clocking employee submits Missed Punch document 2. Approver reviews Missed Punch document and approves Note: 24 hour automatic clock action Every time block must have one clock action

42 Incorrect Assignment on Time Block Steps: 1. Click time block assignment link on Time Detail tab 2. Change assignment within Time Block dialogue box to correct assignment What if the assignments have different supervisors? Employee may be able to update to correct assignment Assignment approvers work together to correct time block Changes made on employee timesheet by Approver should be documented in the Notes section of the timesheet.

43 Change OVT to CPE and vice versa Steps 1. Click OVT or CPE earn code in time block that it is incorrect 2. Choose the correct earn code from the drop-down Note: Timesheet default is set through the work area Access to change OVT and CPE is set by work area

44 Incorrect Earn Code Used Steps: 1. Click time block assignment on employee s time detail tab 2. Edit time block earn code Note: All employees can edit benefit time on their Time Detail tab Clock employees cannot edit regular-time time blocks Must be edited by approver or payroll processor

45 24 Hour Auto-Clock Time Block Steps: 1. Request that employee notes on the timesheet when clock out action should have taken place 2. Click assignment name on time block that needs correcting 3. Edit clock out time to correct time 4. Notate in timesheet Notes that correction was made Note: Depending on employee s shift, extra time blocks may have been created (e.g., overnight shifts)

46 Timesheet Approvals Three ways to approve: 1. Bulk approval. Select All in Approver tab 2. Individual approval from Approver/Payroll Processor tab. Approve button in Approver tab 3. Individual approval from an opened timesheet. Approve button, bottom of timesheet

47 Timesheet Approvals

48 Other Questions What about zero-hour timesheets? When should we use earn code? ANV, FNL, CTD, HTK, etc. OVT/CPE was not pre-approved; can it be deleted from the timesheet? When should notes be left on a timesheet? How does a new employee get a timesheet? Does the ACA warning prevent an employee from exceeding 29 hours in a work week?

49 Thank You, Approvers! There is more help available: 1. Contact the employee s payroll processor 2. Contact your department s business office 3. Review instructional documentation on the Help Tab or on the FMS Website: fms.iu.edu 4. Contact FMS Customer Service fms.iu.edu/support And now for some Q&A

50 Kuali Time: Q&A Mary Byrde Director of University Payroll Kyle Trinkle Kuali Time System Analyst