Managing Exceptions in Time & Labor A Guide for Approvers and Department Processors

Transcription

1 Instructin Guide Managing Exceptins in Time & Labr A Guide fr Apprvers and Department Prcessrs Exceptins are prblems which prevent time and labr frm prcessing crrectly. It is imprtant that yu view exceptins prir t apprving t be able t ntify emplyees f any exceptins and allw time fr the entry t be crrected and, where necessary, apprved after the Time & Labr nightly prcess. This guide will assist yu in understanding all exceptins. Security Rles Yu will need ne f the fllwing rles t manage exceptins in time and labr UF_TL_DEPT_APPROVER UF_TL_DEPT_PROCESSOR Exceptin Levels All myufl Time & Labr exceptins are cnsidered high level. Exceptins in time and labr will blck the generatin f payable time. Therefre, the emplyee will nt be paid accurately until the exceptin is crrected. It is therefre essential that these are reslved prmptly. Nte: When an emplyee s time reprting has created an exceptin, the exceptin time will nt be seen in Payable Time Detail, Payable Time Summary, r any ther views f time in Manager Self Service. Exceptins include: Hurs exceed 40 in a wrk week (exempt emplyees nly) Invalid punch rder Mre than 24 hurs reprted in ne day Invalid Time Reprting Cdes (TRCs) T View Grup Exceptins 1. Lg n t myufl using yur GatrLink username and passwrd 2. Navigate t NavBar > Main Menu > My Self Service > Manager Self Service > Time Management > Apprve Time and Exceptins > Exceptins 3. Enter r search fr yur Time Reprter Grup 4. Click Get Emplyees 5. The list f exceptins will be shwn at the bttm f the screen. Nte: After determining the emplyees with exceptins, Apprvers shuld cntact each emplyee and advise him r her f the issue with his r her time/leave entry. The emplyee shuld then make the crrectins. If the emplyee is unable t make the adjustments, the Apprver shuld ask the Department Prcessr t make the crrectins. After the crrectins are made and the vernight time administratin run is cmplete, the apprval prcess can be cmpleted. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 1 f 5

2 T Reslve Exceptins The best practice fr crrecting exceptins is t cntact the emplyee wh has the exceptin and have him r her make the crrectin. The day after the crrectin is made, the time/leave can be apprved, where necessary. Hwever, due t time r emplyee cntact limitatins, department prcessrs may have t adjust an emplyee s time. Nte: Only department prcessrs can adjust emplyee time/leave. Apprvers must request the emplyee r department prcessr make the needed change befre apprving. If a department prcessr must adjust an emplyee s time/leave, he r she must nt then apprve the same. Apprvers must apprve the adjusted time/leave. 1. Navigate t Nav Bar > Main Menu > My Self Service > Manager Self Service > Time Management > Reprt Time > Timesheet 2. Search fr r enter the Empl ID f the emplyee 3. Adjust the dates as necessary t select the beginning f the pay week and click the Refresh buttn 4. Click the Get Emplyees buttn 5. Select the name f the desired emplyee 6. Adjust time r leave as necessary (In the abve example, the emplyee was nt n vacatin n Friday, 2/9 and that rw is being deleted t crrect the exceptin.) 7. Click the Submit buttn 8. Click OK Types f Exceptins Hurs exceed 40 in a wrk week (exempt emplyees nly) An example f this exceptin wuld include recrding mre than 40 hurs f time using any cmbinatin f regular earnings TRCs, fr example: TMS Regular TEAMS FAC Regular Faculty VAC Vacatin Used If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between days, the department prcessr can crrect the time If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL SCK Sick Leave Used ADMIN Administrative Leave EMC Emergency Clsing Page 2 f 5

3 If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and fax the On Cycle Adjustments frm t University Payrll and Tax Services at Nte: Prir t December 25, 2009, Hurs exceed 40 was a lw level exceptin. As a result, prir t 2010 this exceptin resulted in verpayments. Therefre, if the exceptin is prir t 2010 and the emplyee is terminated, a Wage Refund Calculatin Frm must be submitted Hurs exceed 40 Example #1 In this example, the emplyee reprted 48 hurs in Timesheet. The errr was reprting 8 hurs Regular TEAMS and 8 hurs Vacatin n the same day (3/6). This creates a high level exceptin and is viewed in the Exceptins sectin as shwn belw. Nte that the date in this sectin is the date n which the Hurs exceed 40 exceptin was created. In this example, the exceptin was nt reslved prir t the end f the pay cycle. Since 32 hurs had been reprted (and apprved, where required) frm Friday, 3/6 Wednesday, 3/11, the Hurs exceed 40 rule allwed the emplyee t be paid fr all time reprted except fr 8 hurs fr Thursday, 3/11. T reslve the exceptin, the department needs t verify if the emplyee wrked n Friday, 3/6 r was n vacatin n Friday, 3/6. If the emplyee was n vacatin and was paid crrectly, the time needs t be crrected t remve the utstanding exceptin. If the emplyee wrked n Friday, 3/6, the leave time needs t be remved t accurately reflect the emplyee s use f leave. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 3 f 5

4 Hurs exceed 40 Example #2 In this example the Timesheet screen shws 10 hurs reprted n Thursday 6/21, making a ttal f 42 hurs fr that week. Nte that the emplyee wuld nt be paid fr any f the 10 hurs and wuld receive pay fr 32 hurs nly. The time must be crrected and the vernight prcess must be run t allw the emplyee in this example t be paid crrectly. By reviewing exceptins befre apprving time, the emplyee can be ntified f the errr timely. Invalid punch rder (nn-exempt emplyees): If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between days, the department prcessr can crrect the time. If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Mre than 24 hurs reprted in a day (nn-exempt emplyees) This is usually caused by invalid a.m./p.m. punches r misplacing the decimal pint (i.e., instead f 8.00) If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between days, the department prcessr can crrect the time. If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu Mre than 24 hurs have been reprted in a day: This example shws an exceptin which will nt crss ver t payable time. The emplyee shuld be ntified f the exceptin s he r she can make the crrectin. Hwever, due t time r emplyee cntact limitatins, department prcessrs may have t adjust an emplyee s time r leave. T crrect the exceptin department prcessrs can access the week in Timesheet and crrect the hurs reprted. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 4 f 5

5 Invalid TRCs Typically caused by a change in emplyee s wrkgrup Verify the effective date f change in Jb Data and use that date as the beginning date in Timesheet. Fr leave entries, select the crrect TRC Fr time entries, the In time f the ffending entry needs t be changed by ne minute, the change submitted, then changed back t the riginal time and submitted again. This is called tuching time and allws the system t use the TRC frm the current wrkgrup rather than the previus wrkgrup. If emplyee is still active, and the date f the reprted time is beynd 60 days, cntact Payrll and Tax Services at timelabrhelp@admin@ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Special Ntes Yu cannt Clean Up r allw exceptins. The exceptin must be crrected Any crrected exceptins fr nn-exempt emplyees will shw the fllwing day fr apprval. Only crrectins made t leave time (i.e., VAC, SCK) fr exempt emplyees require apprval. Therefre, these crrectins must be apprved in rder t cmplete the prcess All frms required can be lcated at Additinal Help Payrll and Tax Services timelabrhelp@admin.ufl.edu HRS Benefits: central-leave@ufl.edu fr leave inquiries Additinal resurces are available at the Time and Labr tlkit Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 5 f 5