HRMIS Timesheets User Manual

Transcription

1 HRMIS Timesheets User Manual HRMIS provides timesheet functionality, allowing employees to use the HRMIS to track their sign on/off times, and the accrual and clearance of flexitime. The HRMIS Timesheet User Manual is designed to assist users in accessing the HRMIS timesheet from creation to submission. Any technical problems that users encounter while using flexi timesheets functionality that cannot be explained by the attached instructions, should be directed to: Alternatively, you can contact Customer Service Centre on (08) ( for Regional users). Each timesheet reflects a settlement period of 4 weeks, commencing at the beginning of a pay period (Friday) immediately following a 4 weekly period. STANDARD VALIDATIONS Validations have been added to the HRMIS to ensure that timesheet management reflects the guidelines set out in the Public Service General Agreement 2011, these include: Hours of Work A maximum of 10 hours may be worked in 1 day. Credit Hours Maximum of 15 hours (2 days) may be carried forward from one settlement period to the next. The system will automatically change the Carried Forward figure to 15 if the user enters time greater than this. Any time in excess of 15 hours will go into Banked Hours, unless the Banked Hours Cap (max 37.5) is at the maximum allowable limit, in which case any time over 15 hours will be lost. HRMIS Timesheet User Manual - July 2014 Page 1 of 15

2 During a settlement period, the Period Balance cannot exceed the maximum 37.5 hours. Banked Hours In any calendar year, the maximum that can be banked is 37.5 hours. If there is anything in the Banked Hours Closing Balance when submitting the final timesheet of a calendar year, it will be carried forward to the first timesheet of the new year as the figure for the banked hours balances. This figure will be the starting figure for Bank Hours Cap (max 37.5) for the new year and only the difference between this amount and 37.5 hours may be banked in this year. Debit Hours During a settlement period, the maximum number of debit hours can not exceed 7.5 hours at any one point in time. A maximum of 4 debit hours are permitted at the end of each settlement period. Flexitime A maximum of 52.5 hours (seven days) flexi leave can be taken (with management approval) per settlement period. This flexi leave can be taken from a combination of credit and banked hours. A warning message will be displayed when an employee saves their timesheet after entering more than three days of flexi leave. The employee will be able to click OK to this warning message and successfully save the timesheet. HRMIS Timesheet User Manual - July 2014 Page 2 of 15

3 When flexitime is accessed, credit hours accumulated in the current settlement period (Period Balance) are used first, followed by the Banked Hours Closing Balance once the Period Balance is reduced to zero. If more flexitime is accessed beyond this, the Period Balance will have a negative value. HOW TO USE HRMIS TIMESHEETS Please refer to the last two pages of this document for Timesheet Field definitions. My Timesheets is located on the home page, in the Self Service section. HRMIS Timesheet User Manual - July 2014 Page 3 of 15

4 To start using timesheets, click on the Add a New Value tab and select the look up button for a list of Period Begin Dates. Select the relevant Period Begin Date and click Add. Timesheets look as follows (in this example, the Period Begin Date is 14/09/2012): HRMIS Timesheet User Manual - July 2014 Page 4 of 15

5 The timesheet will only show the entries for one week. Employee should click the View All hyperlink, to see all the four weeks of entries. The first time a user creates a timesheet they will be required to manually enter the Carried Forward amount at the top. This will only need to be done the first time you use My Timesheets. The amount carried forward will be calculated automatically at the end of each period and carried over to the next period. In the example below, the employee has 5 hours carried over. Enter time worked during the day and save. Entries can be made using the 24 hour clock, or by entering AM/PM after the time. HRMIS Timesheet User Manual - July 2014 Page 5 of 15

6 If an employee works less than a standard day (7.5 hours), then the HRMIS will auto complete the Flex Time Taken field on Save so that the Total Hours for Day is 7.5 hours. Where more than the standard 7.5 hours has been worked on any given day, the Flexi Time Taken is to be left blank. An example as per below: HRMIS Timesheet User Manual - July 2014 Page 6 of 15

7 Where leave is taken or an employee works part-time (for example, does not normally work on that day), click on the Lookup and select the relevant field. Then, enter 7.5 (hours) in the field next to the Look up button. Do not enter On/Off times for the day. HRMIS Timesheet User Manual - July 2014 Page 7 of 15

8 Some employees may work partial days as part of their roster. This can be entered by completing the On/Off times worked for that day and then entering the part-time hours. It can also be used to enter days where part of the day is work and part of the day is a leave/absence. The timesheet will show the status of In Progress until the Save and Submit button is clicked. When this button is clicked, the Status will change to Submitted. HRMIS Timesheet User Manual - July 2014 Page 8 of 15

9 Please note: once submitted, all fields will be greyed out and no further changes to the timesheet can be made. ERRORS & WARNINGS No more than 10 hours may be worked on any given day. HRMIS Timesheet User Manual - July 2014 Page 9 of 15

10 During a settlement period, the maximum debit hours cannot exceed 7.5 hours. At the end of a settlement period, the maximum debit hours cannot exceed 4 hours. HRMIS Timesheet User Manual - July 2014 Page 10 of 15

11 A maximum of seven days (52.5 hours) flexitime can be taken in a settlement period. However, a warning message will default if more than 22.5 hours flexi is taken. This is just a warning message and will not prevent the timesheet from being submitted. MANAGERS The implementation of flexible timesheets within the HRMIS requires line managers to regularly review their employee s hours to: Monitor employee s attendance pattern and take action where appropriate. Ensure employees do not accrue too many hours as outlined in above validations, to prevent employees losing their extra hours worked, and are attending work for the required number of hours. Ensure timesheets are being actioned on a regular basis. Approve timesheet and/or request correction where required. If the timesheet is not yet approved, and requires alteration, timesheet should be Pushed Back. The Manager has to write a comment explaining why the push back action was taken. The employee s timesheet will change to a status of In Progress, permitting the employee the opportunity to make the required changes. HRMIS Timesheet User Manual - July 2014 Page 11 of 15

12 When an employee submits a timesheet the manager will receive an notification. The manager can simply click on the link to open the timesheet to action (not available via external access). Submitted timesheets are also available for actioning via the worklist item in the manager s worklist. Managers can also access an employee s past and present timesheets through the Direct Reports tab (or navigate via Main Menu> Manager Home> Manage Timesheet). To access click the Action link next to the employees name and select Manage Timesheets from the dropdown list. If required, managers can now drill down and access timesheets of employees that do not report directly to them. This could be helpful in situations where a manager is on leave without a replacement or if a position is temporally vacant. Managers can access these employees by clicking the View My Organization link in the Direct Reports tab and drill down using the + button next to the managers name or vacant position number. HRMIS Timesheet User Manual - July 2014 Page 12 of 15

13 TIMESHEET FIELDS Daily Fields On/Off Lookup field Start/end times (entry in 24 hour clock only i.e.0800; 8:00; 8.00, 8 or 8:00AM for 8am entry) Used for work time only Leave types (ANN, DIL, HOLIDAY, OTHER, P/TIME, PRS, SFL). Used if leave is taken on that day, or employee is part-time. Number of hours taken for that leave/non rostered day is entered, including partial days. Note: a combination of the On/Off fields and the leave fields can be entered where required. Hours Worked for Day Total of hours worked and leave taken for the individual day. This does NOT include flexitime used. Max of 10 hours Flex Time Taken Auto completed if less than 7.5 hours worked/leave taken. Value will be difference to 7.5 hours. Manually completed by User if flexi time taken. Max of 7.5 hours Total Hours for Day Hours Worked + Leave + Flex Time Taken Weekly Fields Total Worked Total Flex Time Standard Days Hours Earnt Sum of Hrs Worked for Day field for that week i.e. just leave and work, not flexi time Sum of Flex Time Taken for that week Standard full time hours for user (37.5 hours for all) Total Worked less Standard Days i.e. flexi time balance (positive or negative) for the week. HRMIS Timesheet User Manual - July 2014 Page 13 of 15

14 Settlement Period Fields (top section of timesheet) EmplID Period Begin Date Carried Forward User s Employee ID, followed by Surname, First Name Start of the settlement period (always the first day of a pay period = Friday). Settlement period = 4 weeks Value of Hours (in decimal) carried over from the previous settlement period positive or negative. On creation of first timesheet, this is entered manually, thereafter this field is inaccessible, and updated automatically when the next timesheet is created. Value = Final Period Balance field from previous timesheet. Max amount allowed to carry forward = 15 hours (excess on top of that 15 hours, up to a max of 37.5 hours excess, will reflect in Carry Forward Bank Hours field in the following month). In other words, any extra hours worked less flex taken in previous month = amount of hours to carry forward. Period Balance (max 37.5) Carry Forward Bank Hours Bank Hours Closing Balance Bank Hours Cap (max 37.5) Status: In Progress Sum of Hours accumulated field for the current settlement period + Carried Forward value i.e. total current position +/- of standard hours If Period Balance (max 37.5 hours) field from previous period is >15 hours, difference will reflect here to a max of 37.5 hours (hours >15 cannot be carried over, but must be banked. Total of 37.5 hours can be banked over a calendar year). Carry Forward Bank Hours less amount of banked hours taken Running total of amount of hours banked for the calendar year. Max of 37.5 hours allowed to be banked. Timesheet is still in use / has not been submitted for approval by User to Manager. Status: Submitted Timesheet has been completed and submitted to line manager for approval by User (submitting a timesheet will generate a workflow item and to line manager). Timesheet with submitted status will be greyed HRMIS Timesheet User Manual - July 2014 Page 14 of 15

15 and not available to the user for alteration purposes. Approval: Approved Timesheet has been marked as Approved by line manager. Approval will generate to User. Visible to Manager only Approval: Correction Rqd Visible to User only once completed by Manager. User able to alter/correct Approval: Comments Visible only to Manager Timesheet needs to be corrected. This option will generate an back to the user with line manager s comments regarding correction required before final approval. Timesheet will reset to In Progress. Hyperlink to comments field for line manager to enter information regarding the correction needed by the User before the timesheet is Approved. HRMIS Timesheet User Manual - July 2014 Page 15 of 15