Supervisor of Non-Exempt Employees (RDP): Non-Exempt Pay Period Approval Genie

Transcription

1 The is used by supervisors to review and approve timecards. Supervisor approval is an important part of the payroll process that ensures the employee is paid properly. 1. At the end of the pay period, log in to CalTime using RDP access. (See the Internet site, for RDP log-in resources and instructions.) 2. By default, you will be logged in to the and viewing All Non-Exempt Home & Trans. In, in order to include any employees that reported time against your friendly names. NOTE: Previous Pay Period is the default Time Period, which is appropriate for reviewing and approving timecards just after the end of pay period. Missed Punches First review the timecard for missed punches. If an employee has an unresolved missed punch, he/she will not be paid for that shift. Remember to use the Timecard Exceptions Genie frequently throughout the pay period to look for missed punches as they are happening. 3. Click twice on the Missed Punch column heading to bring the timecards with missed punches to the top of the list Using Ctrl-click (Windows) or Commandclick (Mac), select each employee with missed punches. 4 caltime@berkeley.edu caltime.berkeley.edu page 1 of 7

2 Supervisor of Non-Exempt Employee (RDP): 5. Click Timecard. 6. Review each missed punch, and work with the employee or consult the exceptions log to determine the correct punch to input. 5 Employee Timecard Approval Review the timecard for employee approval, to determine which employee have reviewed their timecards. In accordance with department practice, you may notify those who have not approved to review their timecards and submit their approvals. 7. Click twice on the Employee Approval column heading to bring the employee-approved timecards to the top of the list Identify which employees have not yet approved their timecards. (In this instance, seven employees have not yet approved.) 8 caltime@berkeley.edu caltime.berkeley.edu page 2 of 7

3 Review Regular Hours Review the timecard for Regular hours to get a sense of who is submitting all their time and look for instances where other than expected Regular hours have been reported. 9. Sort on the REG column to check if your employees are working the expected number of regular hours. 9 caltime@berkeley.edu caltime.berkeley.edu page 3 of 7

4 Supervisor of Non-Exempt Employee (RDP): Overtime and Comp Time Review the timecard for earned overtime and comp time. 10. Sort on the Overtime (OTS, OTP, OT2) and Comp Time (CTS, CTP, CT2) columns to review these hours worked for all employees. 10 Leave (Pay Codes) Review the Genie and employee timecards for accuracy of leave reported. 11. Review the Pay Codes columns. 11 NOTE: Leave is separated into Vacation, Sick, and Holiday. Other Pay Codes includes Jury Duty, etc. Select the appropriate employees, and click Timecard to view each employee s leave taken. caltime@berkeley.edu caltime.berkeley.edu page 4 of 7

5 Supervisor Timecard Approval The last portion of this process is to approve your employee s timecards. If you are in a department in which employees are being requested to approve their timecards, you should first do a final check on which employees have given their approval. (Refer to Steps 7 and 8 to sort for employee approval.) 12. Use Ctrl-click (Windows) or Command-click (Mac) to select the names of the employees whose timecards you are ready to approve. NOTE: You can also choose Actions > Select All to choose every employee Click Approvals once you have reviewed and found the timecard entries correct. 13 caltime@berkeley.edu caltime.berkeley.edu page 5 of 7

6 Supervisor of Non-Exempt Employee (RDP): 14. Click Approve to approve all the selected employee s timecards Click Yes to confirm your approval 16. Click Refresh to view your new approvals caltime@berkeley.edu caltime.berkeley.edu page 6 of 7

7 17. Note the number in the Supervisor Approval column. It indicates how many supervisors have approved. (In this instance, one supervisor, Parkinson, has approved the timecards.) 17 The name(s) of the approving supervisor(s) appear in the column directly to the right of the Supervisor Approval column. Note: In the illustration above, nine out of twelve timecards have been approved by both employee and supervisor. 18. When done reviewing and approving timecards, click Log Off or Reports, or click My Genies to choose a different Genie. 18 caltime@berkeley.edu caltime.berkeley.edu page 7 of 7