Cyborg Training for Payroll Adjustments. Keying Time Entry in Cyborg

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Ethel Mills
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1 Cyborg Training for Payroll Adjustments Keying Time Entry in Cyborg

2 Payroll adjustments are entered in Cyborg on the TC1SCR. What is the TC1SCR? The TC1SCR is the Time Entry Format 1 Screen in Cyborg that allows you to enter hours and $ s to pay an employee. Time entered on this screen is not real-time; therefore, you can make changes after you have made entries and pressed enter. The time is collected when payroll is processed by Corporate Payroll/MIS. You will only use this screen to enter flat $ amounts to be paid or to key a replacement check. HRS Time Entry application is a separate program used for entering contract labor and month-end labor hours and Dollars. See Job Aid HRS Time Entry.

3 These eight fields may be used when keying a replacement check FC Function Code (See reference sheet) 2 Employee Number (See reference sheet) 3 Hours (Regular) (See reference sheet) 4 Rt/Amt (Regular) (See reference sheet 5 Hrs (Overtime) (See reference sheet) 6 Rt/Amt (Overtime) (See reference sheet) 7 HED (See reference sheet) Regular & Overtime can be keyed on the same line. All other entries must be keyed on a separate line. 8 DC (if left blank will default to current deduction cycle being processed) See reference sheet)

4 TC1SCR Fields FC = Enter function code, required field. Tells Cyborg whether or not the time or $ amount is to be paid with the employee s normal pay or in a separate payment. Also, tells Cyborg if a deduction cycle should be overridden. 12 = normal processing of payment based on time entry. All 12 s combine to produce one check. 32 = normal processing of applicable earnings and taxes. Deduction cycle must be specified or no deductions are taken. All 32 s combine to produce one check. 42 = normal processing of applicable earnings, deductions and taxes. The deduction cycle may be overridden by using deduction cycle 9. Each line produces a separate check. Employee Number = 7 digit Cyborg employee number, required field Regular Hours = Enter hours to be paid (except for OT). All hours should be entered into Kronos, not Cyborg. Exception: Enter hours if keying a replacement check. (enter 40 hours as 4000, enter 4.25 hours as 425)

5 TC1SCR fields (continued) Regular Rt/Amt = Contains a hourly rate or $ amount, depending on the contents of the hours field, required field if paying flat $ amount. If hours are entered under regular hours, then this field will be used as an alternate rate per hour. Note: Should only pay an alternate rate if required upon keying a replacement check. If a HED (earning) is entered under the HED field, then this field will be used to pay a flat $ amount. This is the field you will use to enter $ s that have no hours associated with it (i.e., educational reimbursement, A&S pay, etc). All amounts are entered with 2 decimal places when keying $ s. Do not enter the decimal point. (enter $ as 12500) CD = Do not use Overtime Hrs = Enter OT hours to be paid. All OT hours should be entered into Kronos, not Cyborg. Exception: Enter OT hours if keying a replacement check. (enter 40 hours as 4000, enter 4.25 hours as 425)

6 TC1SCR fields (continued) Overtime Rt/Amt = If hours are entered under OT hours, then this field will be used as an alternate OT rate per hour. Note: Should only pay an alternate rate if required upon keying a replacement check. HED = Enter HED (earning) to be paid see spreadsheet of HED s to use on the TC1SCR. PL3 = Enter 3 digit location if hours/$ s charged outside the employee s home location PL4 = Enter 2 digit department if hours/$ s charged outside the employee s home department.

7 TC1SCR fields (continued) PL5 = Do not use PL6 = Do not use SC = Do not use DC = Deduction cycle, enter deduction cycle if current deduction cycle for payroll being processed is not the correct one for payment. 1 = 1 st Friday of month 2 = 2 nd Friday of month 3 = 3 rd Friday of month 4 = 4 th Friday of month 5 = 5 th Friday of month 9 = no deductions are to be taken Blank = defaults to current deduction cycle being processed.

8 These eight fields may be used when keying a replacement check FC Function Code (See reference sheet) 2 Employee Number (See reference sheet) 3 Hours (Regular) (See reference sheet) 4 Rt/Amt (Regular) (See reference sheet 5 Hrs (Overtime) (See reference sheet) 6 Rt/Amt (Overtime) (See reference sheet) 7 HED (See reference sheet) Regular & Overtime can be keyed on the same line. All other entries must be keyed on a separate line. 8 DC (if left blank will default to current deduction cycle being processed) See reference sheet)

9 These four fields need to be completed when keying dollar amounts into Cyborg FC Function Code (See reference sheet) 2 - Employee Number (See reference sheet) 3 - Rt/Amt (Regular) (See reference sheet) 4 - HED (See reference sheet)

10 What gets keyed into Cyborg? Just use the Hourly Earnings Chart (see next four slides). This reference sheet will provide you with the HED (earning) number, Earnings Description, and whether it is a TC1SCR-Cyborg entry or only imported from Kronos timecards.

11 HOURLY EARNINGS HED Earnings Description Cyborg/Kronos 001 REGULAR PAY Not TC1SCR unless replacement check 003 OVERTIME PAY Not TC1SCR unless replacement check 004 DOUBLE TIME Not TC1SCR unless replacement check 006 A&S SICK PAY Cyborg TC1SCR 007 Birthday Pay Not TC1SCR unless replacement check 009 BONUS/AWARD Not TC1SCR unless replacement check 010 BONUS PAY Cyborg - Corp PR imports for hrly plant bonuses 011 COBRA REIMBURSEMENT Cyborg TC1SCR 012 EDUCATION NON-TXBL Cyborg TC1SCR 013 Safety Reimbursement Cyborg TC1SCR 014 EDUCATION TAXABLE Cyborg TC1SCR 015 Military Not TC1SCR unless replacement check 016 FUNERAL PAY Not TC1SCR unless replacement check 018 HOLIDAY PAY Not TC1SCR unless replacement check 020 INSTALLER PAY Cyborg TC1SCR ( 133 only)

12 HOURLY EARNINGS HED Earnings Description Cyborg/Kronos 021 JURY DUTY Kronos - paid hrs up to 80 hrs / Cyborg - diff betw/ what court pays and reg wages 022 LITE DUTY Kronos 023 TAXABLE AWARD Cyborg HR entry 024 MISC EXCL EARNINGS Cyborg - Use upon instruction from Corp PR 025 MISC PAY Cyborg - Use upon instruction from Corp PR 026 MISC TAX FRN Cyborg TC1SCR 027 Uncollected County Tax Corp Treas Only 028 RELOCATION - NON-TAX Corp Treas Only 029 RETRO PAY Cyborg TC1SCR 030 RELOCATION - TAXABLE Corp Treas Only 031 EXCESS LIFE Corp Benefits 032 SPOUSAL LIFE Corp Benefits N/A 034 SEVERANCE Cyborg??? 035 Supplies Reimbursement Cyborg HR entry 036 TAX - FRINGE AUTO Corp Treas Only 037 COBRA TAX FRINGE Corp Treas Only 038 WARN Pay Cyborg - Use upon instruction from Corp PR 039 UNCOLLECTED FICA Corp Treas Only

13 HOURLY EARNINGS HED Earnings Description Cyborg/Kronos 040 VACATION BONUS Not TC1SCR unless replacement check 041 VACATION PAY Not TC1SCR unless replacement check 042 Non Paid Military Hours Not TC1SCR unless replacement check 043 NON PAID OTHER N/A 044 NON PAID TYPE 1 N/A 045 NON PAID TYPE 2 N/A 046 NON PAID TYPE 3 N/A 047 NON PAID TYPE 4 N/A 048 NON PAID TYPE 5 N/A 049 NON PAID TYPE 6 N/A 050 NON PAID TYPE 7 N/A 051 NON PAID INSTALL HRS Kronos (loc 133 only) 052 PERSONAL Not TC1SCR unless replacement check 053 EDUCATION ADVANCE Cyborg HR entry 054 SAFETY AWARD Not TC1SCR unless replacement check 055 SERV TECH BONUS Cyborg (bldr serv cntrs only) HR entry 056 Stay Bonus Cyborg - Use upon instruction from Corp PR 057 NON PAID C/S TECH HRS N/A 058 Fitness Pay N/A 059 UNCOLLECTED MEDICARE Corp Treas Only 060 Deceased Wages Corp Treas Only

14 HOURLY EARNINGS HED Earnings Description Cyborg/Kronos 401 NP-Absence Kronos Non-paid entry 402 NP-Intermittent Leave Kronos Non-paid entry 403 NP-Jury Kronos Non-paid entry 404 NP-Late Kronos Non-paid entry 405 NP-Left and Return Kronos Non-paid entry 406 NP-Left Early Kronos Non-paid entry 407 NP-No Call Kronos Non-paid entry 408 NP-No Call/No Show Kronos Non-paid entry 409 NP-Rare/Unusual Kronos Non-paid entry 410 NP-Subpoena Kronos Non-paid entry 411 NP-Suspension Kronos Non-paid entry 413 NP-Vac No Pay/Prepaid Kronos Non-paid entry 414 NP-Voluntary Time Off Kronos Non-paid entry 415 NP-Weather Kronos Non-paid entry 416 NP-Wellness Kronos Non-paid entry 417 NP-Workers Comp Kronos Non-paid entry 418 NP-Loc Down Time Kronos Non-paid entry 421 NP-CO Scheduled Down Time Kronos Non-paid entry 422 NP-LOA Kronos Non-paid entry 423 NP-FMLA Kronos Non-paid entry 424 NP-CFRA Kronos Non-paid entry 425 NP-CPDL Kronos Non-paid entry

15 TC1SCR Approval Process All entries made on the TC1SCR must be approved by the person signing off on location s hourly payroll (i.e., controller). Ultimately, person signing off on Kronos must sign off on all entries made in Cyborg on the TC1SCR.

16 TC1SCR Approval Process (continued) Step 1: Payroll enters data on the TC1SCR and print screens of all data entered prior to hitting enter. NOTE: PRINT SCREEN BEFORE SELECTING THE ENTER KEY!!!. If you accidently select the enter key, don t worry, instructions for reviewing and printing screen is detailed later. Step 2: Payroll signs/dates print screen(s) indicating who entered the information and when it was entered. Step 3: Payroll forwards print screen(s) along with the backup to support all entries on the TC1SCR to the location s payroll approver, (controller). Step 4: Approver reviews print screens for accuracy/validity of data entered and signs/dates print screens. Step 5: Payroll files authorized print screen(s) and backup with weekly hourly payroll file.

17 Print Screen prior to pressing Enter. PRINT THIS SCREEN (for Location Hourly Payroll Approver signoff), THEN PRESS ENTER TO SAVE. Have Location Hourly Payroll Approver review and sign off. File signed print screen with your weekly hourly payroll.

18 Correcting or reprinting the TC1SCR If you need to correct an employee s time that has been keyed on the TC1SCR and enter has been pressed; go to the TC1EDT screen with the employee number and make changes. Changes can only be made prior to a payroll being processed.

19 Correcting Time Entry (continued) Negative Wages: If the employee had negative wages keyed (e.g. -$ for tuition advance) then you will need to use a two step process: Step 1: Use a C for change and then remove the letter representing the negative wages and press enter. Step 2: Delete the entry. Negatives can not be keyed on the TC1EDT screen.

20 Let s look at an example We have just entered $ (50000) for Educational Non-Taxable Reimbursement, and negative $ (-37500) for Education Advance.

TC1EDT Screen We need to make a correction using the TC1EDT Screen for the negative amount of $375.00 keyed to Education Advance.

21 TC1EDT Screen We need to make a correction using the TC1EDT Screen for the negative amount of $ keyed to Education Advance. You will notice that all time entries for this employee will appear on this screen as we keyed a replacement check plus the Education Reimbursement.

22 If you have questions, please contact Corporate Payroll. Let s take a look at specific HED s and additional information for each.

Location Hourly Payroll Checkoff List - Daily

Payroll Location Hourly Payroll Checkoff List - Daily Updated as of 03-03-13 1 Kronos Verification - Pay Period Close (previous pay period) Date: A. Verify the manager has approved all timecards. If not,