Quick Entry Documentation for. Student & Biweekly Temporary Employees. Created: August 20, 2007 Updated: Fall Texas Christian University

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1 Quick Entry Documentation for Student & Biweekly Temporary Employees Created: August 20, 2007 Updated: Fall 2014 Texas Christian University Human Resources/Payroll 1

2 Index Navigation To Quick Entry... 3 Entering to Quick Entry System... 3 Verification of Data Entry & Record Keeping... 5 Timeline... 5 Active Student & Temporary Employee Job Report... 6 Navigation to Active Student & Temporary Employee Job Report... 6 Active Student Employee Job Report... 7 Active Temporary Employee Job Report... 8 Running Reports

3 Navigation To Quick Entry The Human Resources/Payroll Student Quick Entry system can be accessed at my.tcu.edu. Once logged into my.tcu.edu, select the Student/Temp Quick Time link in Department Self Service. Entering to Quick Entry System 1. Enter department number. You can also specify pay period end date. 2. Select appropriate department & payperiod end date. 3

4 3. Enter paygroup. Use STU for student employees and BTP for biweekly temporary employees. Click the fetch button. 4. Enter hours by week ending date. Remember to save data often to prevent hours that you have entered from being lost. 4

5 Verification of Data Entry & Record Keeping Once hours have been entered they must be verified. Hours should be verified by creating an excel report of quick entry. To create an excel report: 1. Click on grid icon at the top right corner of data grid. Print report. After verifying hours, report with pay sheets should be bundled together and retained with your records. Timesheet and reports must be kept for 3 fiscal years. Auditors could request this information during the annual TCU audit. Should auditors request information on a student or temporary employee in which you have entered their hours you will be required to produce the necessary documentation (paysheets with the report). In addition, Budget Managers should verify hours entered and paid each month by running the Expense Distribution Report. The Expense Distribution Report is automatically updated with pay data after each paycycle and can be run throughout the month. Timeline The Monday after the pay period end date HR/Payroll will open payroll to process paychecks. Once payroll is open, payroll will notify via that you can enter hours into quick entry system. This should occur no later than noon. Payroll prefers that hours are entered on Monday after receiving the . You will have until Tuesday 2:00 p.m. to enter your hours. If you have any issues that will prevent you from completing your quick entry by 2:00 on Tuesday, please notify payroll as soon as possible. Any hours that need to be corrected or entered after 2:00 pm Tuesday should be reported to Payroll via unless it is recording a timesheet for the current pay period then Payroll needs the original time sheet. This schedule will change during payroll processing periods with holidays. You will be notified during these occasions. (Suggestion: get into the habit of entering on Mondays unless there is a Monday holiday then there 5

6 is time to tackle any issues before Payroll closes for quick entry departments on Tuesday) After you have completed your quick entry, Josie Benitez and Rosa Gomez to say you are finished. Active Student & Temporary Employee Job Report Two reports are available to monitor the students & temporaries that have active jobs established in the HR system. Navigation to Active Student & Temporary Employee Job Report From my.tcu.edu, select the HR9PRD icon. This will launch PeopleSoft Human Resources system. 6

7 Select Human Resources. Active Student Employee Job Report The active student employee report provides key job data elements for student employees. 7

8 Active Temporary Employee Job Report The active temporary employee report provides key job data elements for temporary employees. Running Reports Initially you will have to create a Run Control ID. Your Run Control ID can be anything your name, initials, etc. To create a run control id, select Add A New Value. This will prompt you to enter the name you selected for your id. Enter and then click Add. Next you will enter the parameters for the report. You can specify the as of date of the report, running the report for all departments you have access to, a specific department or a specific student. You can also select to run the report to excel. By default, all reports create a pdf file. Select Run. Selecting Run will take you to the Process Scheduler Request page. Verify that report type & format is Web & PDF. Select Ok. To access the report, select Report Manager. When the report status is Posted view the report by selecting Details. If the status is not Posted, select Refresh to update the status. Expense Distribution It is the department budget manager s responsibility to verify their expense distribution reports at the end of the accounting month. Human Resources 8

9 strongly urges verifying the expense distribution each biweekly pay day and the last day of the month. The verification should include comparing the biweekly student/temporary time sheets, Pay Adjustment forms, and any pay adjustments/additional pay submitted on Personal Action Forms to the expense distribution report. Discrepancies should be brought to the attention of Human Resources staff. Prompt review of the reports will result in resolving discrepancies more efficiently. The budget manager reports can be access at my.tcu.edu, Budget Manager < Human Resources Reporting Home Page. 9