Workforce Manager Time Sheet Approval Manual

Transcription

1 Workforce Manager Time Sheet Approval Manual Introduction This Manual provides step-by-step instructions for managers and Time Sheet approvers to access, manage, and approve employee Time Sheets in the Workforce time management system. Document Information In this section For Technical Questions Contact Service Desk at For Functional Questions Contact Janice Gieseking Workforce Team Leader Mary Alexander-Conte, Workforce Team Janice Gieseking, Workforce Team Kevin Simons, Last Revision Date July 2, 2015 This section lists the Tasks for accessing and using Workforce and the corresponding page to reference. #1-Access the WorkForce Program...3 #2-Navigate the Dashboard Links...6 #3-APPROVAL PROCESS: Steps to Approve Time Sheets...9 #4-APPROVAL PROCESS: View the Time Sheet Approval Screen...10 #5-APPROVAL PROCESS: Review Exception Messages...13 #6-APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Time Sheet..15 #7-APPROVAL PROCESS: Approve an Employee Time Sheet...17 #8-APPROVAL PROCESS: Reject an Employee Time Sheet...18 #9-APPROVAL PROCESS: View Approval History of Employee Time Sheet...20 #10-APPROVAL PROCESS: Withdraw Time Sheet Approval...21 #11-TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet...22 #12-TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet...24 #13-TIME SHEET CHANGES: Student meal deductions...32 #14-TIME SHEET CHANGES: Plus Rating for AFSCME employees...33 #15-TIME SHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only)...36 #16-TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes...38 #17-TIME SHEET CHANGES: Beeper Pay for AFSCME employees...43 #18-SCHEDULE: Make a Temporary Change to an Employee s Schedule...44 #19-SCHEDULE: Assign Permanent Changes to an Employee Schedule...45 #20-DELEGATION: Delegate Employee group to another Approver...49 #21-DELEGATION: View / Revoke Delegated Group Rights from an Approver...52 #22-MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group...54 #23-MANAGE GROUPS: Move an Employee to an Existing Group...56 #24-MANAGE GROUPS: Remove an Employee from a Group

2 #25-STUDENTS: Hire a New Student Employee...60 #26-STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group...66 #27-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)...70 #28-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet...73 #29-STUDENTS: Terminate a Student Assignment/Time Sheet...76 #30-Process: New Classified, AFSCME or FOP Employee Hired (Does not apply to Student employees)...79 #31-Navigate Time Sheets Using Prev/Next Buttons...80 #32-Search for an Employee Using the Find Function...81 #33-Navigate Time Sheets Using the Sort Function...82 #34-Run a Report

3 Task #1 #1-Access the Workforce Program 1 Select a browser icon on your desktop. All Browser window currently available browsers should be opens. compatible. 2 Click in the Address: field Enter workforce.ohio.edu 3 To use a University web link Click in the Address: field. Enter Press the Enter key. The logon page appears. Ohio University homepage is displayed. If already logged in to another University secure site, additional credentials may not be needed 3

4 Task #1 (cont.) Access the Workforce Program 2 Click the Faculty/Staff link below the OU logo. Ohio University Faculty and Staff webpage is displayed. 4

5 Task #1 (cont.) Access the Workforce Program 3 Click the Workforce Time Entry link. Ohio University Login 4 Click in the Ohio ID field. Enter your Ohio ID. Press the Tab key. Enter your Ohio Password. Click the Login button. 5 Begin working in Workforce. window appears. Workforce application opens. All Workforce processes are based on your Ohio ID. You must check your Ohio messages for Workforce reminders. 5

6 Task #2 #2-Navigate the Dashboard Links Options Menu Option Description Introduction: To Navigate through Workforce click on the appropriate Dashboard link. User must always return HOME to dashboard to navigate to the next area of Workforce. Time Entry ( Enter My Hours) ( Edit Employee Time) ( Approve Time Sheets) Past Assignments (no dashboard equivalent) Displays Options; My Hours, Edit, Approve, and Past Assignments Allows managers paid on an hourly basis to enter and submit their personal Time Sheet. Displays the employee groups for which the manager is responsible. The manager may open an employee s Time Sheet to view or edit existing entries, or to add new entries. Allows managers to view Time Sheet data for all employees within a group, including total regular and paid time off hours, exceptions, comments, as well as the Time Sheet history. The manager has the option to approve/reject employee s Time Sheet through this option. Allows managers paid on an hourly basis to view Time Sheets for their past assignments. 6

7 Task #2 (cont.) Navigate the Dashboard Links Options Menu Option Schedules ( Assign Schedules) Description Displays Assign Schedules Allows managers to make permanent schedule assignment changes. Employees Edit Assignments New Hire Manage Group Displays Options; Edit Assignments, New Hire, and Badges Allows managers to edit/terminate student employee Assignments/Time Sheets. Allows managers to create an Assignment/Time Sheet for a student employee by hiring them into the manager s approval group. Allows managers to add or remove employees from a group, or move employees to an existing group for which the manager is also responsible. THIS IS RARE. Settings Manage Delegations Displays Options; Delegate and Manage Allows managers to delegate employee groups to another user, or to cancel delegated rights. The delegate is the OU employee that will approve and submit the employee Time Sheets in the manager s absence. 7

8 Task #2 (cont.) Navigate the Dashboard Links Options Menu Option Reports ( View General Reports) ( View Group Reports) Description Displays Options; My Reports and Employees Allows managers paid on an hourly basis to access the Time Sheet Audit Report and other reports specific to employee only. Allows managers the ability to run, view, print and/or save Workforce standard reports and University customized reports for their employee groups. Logoff Click this link to exit Workforce. 8

9 Task #3 #3-APPROVAL PROCESS: Steps to Approve Time Sheets Step Action Reference Task # Intro: The Approval Table displays a summary view of a group s Time Sheets and allows the manager to view and approve employee Time Sheets. This should serve as the first stop for Time Sheet managers. The manager should follow the checklist below and refer to the corresponding task numbers for reference. Notes: You must assign a permanent schedule for new employees (see Task #22). Holidays must be removed from the Time Sheet for employees on unpaid leave. The Holiday hours are automatically loaded onto the time sheet by the system. 1 View the Time Sheet Approval Screen Task #4 2 Verify the appropriate pay period is displayed Task #4, 3 Open each employee Time Sheet and review it. Verify each week totals to the appropriate number of hours depending if employee is part or full-time. Verify the pay period totals to the appropriate number of hours depending on status of employee. Verify that the proper elapsed pay codes (sick, vacation, etc.) were used if applicable for each employee Verify employees did not log time on a holiday unless they actually worked the holiday. Verify the cost account number is accurate (listed in the message exception area of the employee Time Sheet) step 3 Task 5, Step 2 4 Review any yellow warning exception messages or red error messages. Task #5 5 Read comments that employee entered on Time Sheet, or add Task #6 comments if manager had to edit Time Sheet 6 If corrections need to be made to employee Time Sheet, notify the Task #7 employee to make corrections 7 If applicable, reject the employee Time Sheet. Task #8 8 Approve Time Sheet. All Time Sheets must be approved by 5pm on the Tuesday following the end of the pay period. Task #7 Note: All zero hour Time Sheets must be approved 9

10 Task #4 #4-APPROVAL PROCESS: View the Time Sheet Approval Screen Intro: The Approval Screen displays a summary view of a group s Time Sheets and allows the manager to view and approve employee Time Sheets. This should serve as the first stop for Time Sheet managers. 1 From Dashboard, click on Approve Time Sheets link 2 If you have more than one group, click on the desired employee group in the left hand side bar. Note: The Approval table for the current unprocessed pay period will be displayed, whether or not the payroll was approved, until the Payroll staff processes the payroll. Once the previous pay period has been processed, the new pay period table is displayed. 3 Make the decision in the table below. Approval table is displayed. See note. If Then You want to view an Approval table for a Proceed to Step #4. pay period that is not displayed, You want to view the current Approval table Proceed to Step #9. 4 Click the check box to the left of As of Current Period under the Employees Active On 5 Select appropriate date. Best to select actual pay period beginning date. Calendar is displayed. The system recalls the approval table for the pay period requested. 10

11 Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen 6 If you have more than one employee group, click on the desired employee group in the left hand side bar. Approval grid listing employees in a group. 7 View the displayed Approval table. See example below. 8 Will display pay period containing selected date. 11

12 Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen 9 If you want to sort the Approval table: Approval table is Click on the column header and an ascending sorted in ascending order by that column. symbol appears next to the column heading. Approval table is Click on the column again, a descending sorted in descending symbol appears next to the column heading. order by that column. 10 Review Field names and descriptions in table below. Field Name Emp # Asgnmt Reg PTO Exceptions Comments Emp Apvd Mgr Apvd Reject Description Employee s name. Employee s Oracle Employee number. Assignment name (Time Sheet name) for student. All classified, bargaining unit, and FOP staff will display; Primary. Total Regular worked hours currently entered on the Time Sheet. Total paid time off hours currently used on the Time Sheet. The most severe exception message that appears on the employee s Time Sheet is listed here. The employee may have one, two, or all three of the exception messages. The exceptions are information, warnings and errors, with errors being the most severe. Indicates presence of a comment entered on the Time Sheet. Indicates whether the employee has approved (App) the Time Sheet or not (No). Employees using time clocks will not be submitting (approving) their Time Sheets. A check indicates that the Time Sheet has been approved by the manager. Approval by Mgr Name will also be displayed in the Approval History. Also has an option to reject Time Sheet. See below for a more detailed explanation. Opens up an auto- form allowing the manager to send the employee notification of, and comments on, a rejection. NOTE: The employee will get paid for hours on the Time Sheet. This simply notifies employee there is an issue with the Time Sheet. IT DOES NOT STOP PROCESSING AND PAYMENT. 12

13 Task #5 #5-APPROVAL PROCESS: Review Exception Messages Introduction: The manager should review all Time Sheets with yellow warnings and /or red error messages listed under the Exceptions Column on the Manager s Approval Table. 1 Click Approve Time Sheets link Click on the desired employee group. Approval Table is displayed. 2 Click on the employee s name in the Approval window to access Time Sheet. 3 Review the exception messages appearing at the bottom of the employee s Time Sheet. Employee s Time Sheet opens. 13

14 Task #5 (cont). APPROVAL PROCESS: Review Exception Messages Message Type Informational Description Intended to inform, and may not require any action by the approver. For example, a late message is displayed as a yellow informational message on both the approver s and employee s view of the Time Sheet when an employee clocks in past their scheduled time. The Oracle Cost Center and Job will always display on the last day of the pay period as an informational message. Please verify this for accuracy. NOTE: If there are multiple occurrences of the same warning/error, it will be displayed once with a +. Clicking the + expands the field to list each occurrence. Generally, color coded corresponding push pins will show up on the Time Sheet. Warning Error Informs the user of a possible unacceptable situation, but may not require the user to take action when the Time Sheet is saved or submitted. For example, a message stating, no time reported on scheduled workday is displayed as a yellow warning exception message on both the approver s and employee s view of the Time Sheet. This message is displayed when time is not entered for a scheduled workday. Appears in red, and indicates an unacceptable situation requiring action by the employee or approver. For example, if an employee misses a time-out entry, the system issues a red missing punch error and if it goes uncorrected the employee will not be paid for the day associated with the missing punch. 4 Make the decision in the table below. If No changes are necessary Then Click on the Close Time Sheet icon at the top of the Time Sheet Changes are made Click the Save and Close icon to return to Approval screen. Click Save and review accuracy of changes. Note: If corrections need to be made to the Time Sheet, notify employee to request that s/he make the corrections to their own Time Sheet. The employee should reapprove and re-submit their Time Sheet after they make the changes. If the employee is unable to re-approve and submit, s/he will still get paid for any hours on his or her Time Sheet. If the employee is unable to make the corrections, the approver should correct the employee Time Sheet. Approver should print Time Sheet as submitted. If the approver changes the employee Time Sheet, s/he should add a comment to the Time Sheet to document reasons for the change plus add approver s initials. (See Task # 6 for instructions to add a comment.) If possible, the approver should notify the employee that changes have been made. 14

15 Task #6 #6-APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Time Sheet Introduction: From the Approval Screen the manager can check for the presence of any comments on Time Sheets and then read them, or add a comment to a Time Sheet to document manager changes. 1 Click Approve Time Sheets link Click on the desired employee group. Approval Table is displayed. 2 Make the decision in the table below. If The word Comments appears in the Comments column for an employee Note: If the comment field is blank, no comments have been added. Then A comment has been added to that Time Sheet. Click on Comments to open Time Sheet. Proceed to step #3. You want to add a comment Proceed to step # 3 3 The Comments field appears to the right on the Time Sheet. If you need to make comments for individual days, change view to list view. 4 Make the decision in the table below If Then You are viewing a comment Proceed to step # 5. You want to add a comment Proceed to step # 7 Add comments as needed. 15

16 Task #6 (cont.) APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Time Sheet 5 Look for comments in the Comments fields. 6 After viewing the comments, you may exit the Time Sheet or continue the approval process. 7 Scroll to the comment field for the day you wish to enter comment. Click in comment field and enter comment. Add your initials so employee knows which manager made changes to their Time Sheet For daily comments, switch view to List View 8 Click the Save or Close icon 16

17 Task #7 #7-APPROVAL PROCESS: Approve an Employee Time Sheet Introduction: The manager approval process essentially confirms that the Time Sheet is in good order and approves it for payment. This process must be completed by 5:00pm on the Tuesday following the end of the pay period. Note: The employee will get paid for any hours logged on the Time Sheet without the employee s approval and/or the manager s approval. 1 Click Approve Time Sheets link (Dashboard) Click on the desired employee group. Approval Table is displayed. 2 Make the decision in the table below. If You would like to approve Time Sheets individually Then Click in the box in the Mgr Apvd (Manager Approval) column for each individual employee. You would like to approve all Click the Approve All Employees Time Sheets at once icon. NOTE: If employees in your group appear more than once, you may only approve one at a time. This applies whether approving individually, or approving all. Results: The approved symbol is displayed in the Mgr Apvd (Manager Approved) column for the approved employees. A reminder box will pop up telling you to press Save Approvals. The message You have made changes that must be saved to be effective appears above the approval table. Note: You should approve Time Sheets with zero hours. Doing so locks the Time Sheet preventing future update, and stopping reminders. Warning: Once the payroll is processed by the Payroll Department, any Time Sheet without manager approval must be printed, approved with manager s signature, and mailed to Payroll. If this is not done you will be notified by the Payroll staff to complete this process. 3 Click the Save Approvals icon. Warning: The approvals must be saved to be effective. Note: The approval column will display the check marks on the Approve box. To view approval history, click the paper scroll to the right of Approve field. The message Information Saved is displayed. 17

18 Task #8 #8-APPROVAL PROCESS: Reject an Employee Time Sheet Introduction: The Time Sheet rejection option allows a manager to return a submitted Time Sheet to the employee for correction. As part of the process an is sent to the employee notifying them of the rejection. The manager can also use the to communicate any reasons, directions etc. regarding the rejection. Note: If the approval deadline is approaching, please notify the employee personally to expedite the time sheet corrections. Warning: When you reject the employee s Time Sheet the employee s Time Sheet approval is automatically removed. However, the employee will still be paid for all hours on the Time Sheet unless the time in question is changed by the employee or the approver. Rejecting the Time Sheet only officially notifies the employee that the approver does not agree with something on the Time Sheet. The rejection and message becomes part of the Workforce Approval History for that employee. Rejection DOES NOT stop Time Sheet from being paid. If the manager makes a change to the Time Sheet because the employee is unable to, s/he should document this by adding a comment with their initials to the Time Sheet (see task #6). Once the manager approves the Time Sheet the approval process locks the Time Sheet from any changes. 1 Click Approve Time Sheets link (Dashboard) Click on the desired employee group. Approval Table is displayed. 2 Click the Reject icon under the Mgr Apvd column for the Time Sheet you wish to reject. Reject Time Sheet window displayed. 18

19 Task #8 (cont.) APPROVAL PROCESS: Reject an Employee Time Sheet 3 Enter an message explaining the rejection and/or requesting the necessary correction. The Notify field and the Subject fields are already completed for 4 Click the Send button. Note: You must perform step #4 and step #5 or the rejection process is not complete. 5 Click the Save Approvals icon. Note: This activates the rejection and sends the to the employee. A red X will appear in Approve box. you. form closes. The rejection and pending symbols appear in the New Status column. The rejection and pending symbols disappear but the history of the rejection is stored. See Task #9 to view approval history. 19

20 Task #9 #9-APPROVAL PROCESS: View Approval History of Employee Time Sheet Introduction: The Mgr Apvd column displays the last action (approval/rejection/withdrawal) on an employee Time Sheet. When you click on the paper scroll icon you may view the approval history for a particular employee Time Sheet in the current pay period. 1 Click Approve Time Sheets link Click on the desired employee group. Approval Table is displayed. 2 Click the link in the Mgr Apvd column to view the history for an employee. Approval History window is displayed. 3 View the approval history. 4 Click the Close Window button or the X in the upper right hand corner to close the Approval History window. 20

21 Task #10 #10-APPROVAL PROCESS: Withdraw Time Sheet Approval Introduction: This task demonstrates how to withdraw manager approval for a previously approved Time Sheet. This process may be completed only until the time that the Payroll staff locks the payroll period for processing. This withdrawal would be necessary for making a change to an employee s Time Sheet after the Time Sheet has already been approved. The employee may request the approver remove their approval in order to correct an entry. The manager s approval process locks the employee Time Sheet from any changes. 1 Click Approve Time Sheets link Click on the desired employee group. The employee s Time Sheet will have a check mark in the Mgr Apvd column. Approval Table is displayed. 2 Click in the box under the Mgr Apvd column to uncheck the box. Mgr Apvd box will be empty. Note: The message you have made changes that must be saved to be effective appears above Approval Grid. 3 Click the Save Approvals icon. Note: Information appears at top. A is removed from Approve box. Withdrawal is saved and recorded in the Mgr Apvd paper scroll. 4 Notify employee. 21

22 Task #11 #11-TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet Introduction: The manager s view of the employee Time Sheet has some additional fields and functions available. The Labor Distribution fields, or costing fields, (Fund Type, Fund, Org, etc.) are available to allow the manager to make both permanent and temporary changes to the account numbers when necessary. Each pay period the Labor Distribution (costing) defaults to the account numbers pulled from the employee s previous payroll run, and are displayed as an exception message at the bottom of the Time Sheet. Permanent Costing Changes must be entered on the Time Sheet. The account number must be entered on each row of the Time Sheet where time is entered. The next open pay period will then display the new account number as an exception message. FMLA, Medical Leave, or New Employee; If, for any of the reasons listed, the employee has not submitted time in a recent period, the account number must be entered on the Time Sheet. If you look at the exception message at the bottom of the employee s Time Sheet and you do not see an account number listed then you must perform this step. The account number to be charged must be entered on each pay code row of the Time Sheet. The next open pay period will then display the new account number as an exception message at the bottom of the Time Sheet. Note: If an employee has their payroll charged to more than one account on a permanent basis (permanent split-costing), call Payroll. You will be told who to with split costing information. The account numbers and the percentage of time allocated to each account number will be processed through the Oracle system. This split-costing information will then transfer to Workforce each pay period on a permanent basis. 1 Click on Edit Employee Time link (Dashboard) Click on an employee group. Employee names are listed under the employee group name 2 Click employee name to view Time Sheet. Time Sheet is displayed. Note: You may also access the Time Sheet by clicking on Approve Time Sheets link and click on the employee s name in the Approval table. 22

23 Task #11 (cont.) TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet 3 Enter the new account number (see next step) You will enter each segment of the account number and then tab to the next field. Clicking in the field opens a search table for that particular segment type. You may scroll through the list and click on the appropriate segment number. The screen automatically closes and returns back to the employee Time Sheet. The appropriate segment number will automatically be filledin on that field. 4 Click in the Fund Type field. Enter the 3-digit Fund Type number. Press tab. 5 Click in the Fund field. Enter the 4-digit Fund number. Press tab. 6 Click in the Org field. Enter the 5-digit Organization number. Press tab. 7 Click in the Nat. Acct. field.. Enter the 6-digit Natural Account number. Press tab. 8 Click in the Project field. Enter the 9-character, alpha numeric Project number. (AB ). Be sure to include task segment as appropriate. 9 If You accessed the Time Sheet via the Edit Employee Time link, Note: No description of each segment is displayed. Verify # s before closing. You accessed the Time Sheet via the Approve Time Sheets link, Note: A description of each segment number is displayed beneath each segment field. Then Click the Save icon. Proceed to Step #10. Click Save & Review Changes. Click Save and Close icon. Re-open Time Sheet. Proceed to Step #10 10 Verify entries and close Time Sheet. 23

24 Task #12 #12-TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet Introduction: The manager s view of the employee Time Sheet has some additional fields and functions available. The Labor Distribution fields, or costing fields, (Fund Type, Fund, Org, etc.) are available to allow the manager to make both permanent and temporary changes to the account numbers when necessary. Each pay period the Labor Distribution (costing) defaults to the account numbers pulled from the employee s previous payroll run, and are displayed as an exception message at the bottom of the Time Sheet. Temporary Costing Changes must be entered for only the hours that need to be charged to an account number different than the account number listed in the exception message area. For example, an employee works overtime (OT) on a special project in the department. The employee s OT hours will need to be charged to a different account number. The OT hours must be separated on the Time Sheet by entering them on a separate regular hourly pay code row, then assigning the account number to be charged. In order to separate OT hours for a classified employee, the manager must use the hours at the end of the week (any hours over 40 hours earned in the week). These hours may not be the accurate days/hours the employee worked on that project. However, in order to charge the OT pay rate to the special project, the hours delegated to that account number must be actual OT hours (over 40 hrs in a week). In order to separate OT hours for an AFSCME employee, the manager must use the hours at the end of each day that the OT was worked. Once the OT hours are separated then the appropriate account number can be assigned to those hours. 1 Click on Edit Employee Time link Click on an employee group. Employee names are listed under the employee group name 2 Click employee name to view Time Sheet. Table View of the Time Sheet is displayed. Note: You may also access the Time Sheet by clicking on Approve Time Sheets link and click on the employee s name in the Approval table. 24

25 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 3 You may change costing on the employee Time Sheet in two ways; 1) Switching to the List View of the Time Sheet, separating the hours, if needed, then entering the new account number, or 2) by working in the Table View of the Time Sheet, inserting a row, entering the hours to be charged to a different account, then entering the new account number. If You want to change the costing using the List View of the Time Sheet, You want to change the costing using the Rapid View of the Time Sheet, Then Proceed to Step #4. Proceed to Step #21. 4 Click on the black triangle where Table view is displayed. Located in the upper, middle of the screen. 5 Click on List View option. List view of the Time Sheet is displayed. 6 If You need to separate the hours to be charged to a temporary account If the hours that need to be charged to another account are already separated on one row, Then Proceed to Step #7 Proceed to Step #11 25

26 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 7 Click on the insert row button on Time Sheet (on the day that you need to separate A new row is inserted below the hours) existing row and is displayed in green. The default pay code Reg Hrly Pay is displayed. 8 Click on the gray triangle in the pay code field and choose a different pay code, only if necessary 9 Enter the time-in and time-out on the appropriate day, using one of the acceptable formats; Note: See WF Employee Time Entry Manual, Task #5: Enter Worked Hours on the Time Sheet. You cannot save at this time. If you do, the regular hours will merge into one row again. 1 st you must enter the acct number. 10 Change the time-in and time-out on the day you had to remove time from, in order to separate into its own row, if applicable. An overlapping time error will display if the same time is entered twice. 26

27 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 11 Enter the new account number (see next step) You will enter each segment of the account number (starting with the Fund Type field) and then tab to the next field. If you don t know the particular segment number, click in the field. 010 A search table opens for that particular segment type. You may scroll through the list and click on the appropriate segment number. The screen automatically closes and returns back to the employee Time Sheet. The appropriate segment number will automatically be filled-in on that field. 12 Click in the Fund Type field. Enter the 3-digit Fund Type number. Press tab. 13 Click in the Fund field. Enter the 4-digit Fund number. Press tab. 14 Click in the Org field. Enter the 5-digit Organization number. Press tab. 15 Click in the Nat. Acct. field. Enter the 6-digit Natural Account number. Press tab. 16 Click in the Project field. Enter the 9-character, alpha numeric Project number. (AB ). Be sure to include task segment here as appropriate. 27

28 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 17 If Then You accessed the Time Sheet via the Edit Employee Time link, Note: A description of each segment number is not displayed beneath each segment field. Please verify entries for accuracy. You accessed the Time Sheet via the Approve Time Sheets link, Note: A description of each segment number is displayed beneath each segment field. Click the Save icon. Proceed to Step #18. Click the Save or Close icon. Review or re-open the Time Sheet. Proceed to Step #20 18 Click on the black triangle by List view Located in the upper, middle of the screen. 19 Scroll down and click on Table View option. Note: Separated hours are displayed on row with account number to be charged for those particular hours. Table view of the Time Sheet is displayed. 20 Verify entries and close Time Sheet. Note: Separated hours are displayed on row with account number to be charged for those particular hours. 28

29 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 21 To change the costing using the Table View of the Time Sheet; Click on the insert row button on Time Sheet (on the row that you need to separate hours) A new row is inserted below the existing row and is displayed in green. The default pay code Reg Hrly Pay is displayed. 22 Click on the black triangle in the pay code field and choose a different pay code, only if necessary 23 Enter the time-in and time-out on the appropriate day, using one of the acceptable formats; Note: See WF Employee Time Entry Manual, Task: Enter Worked Hours on the Time Sheet. You cannot save at this time. If you do, the regular hours will merge into one row again. 1 st you must enter the acct number. 29

30 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 24 Change the time-in and time-out on the day you had to remove time from, in order to separate it out on its own row, if applicable. When you save, an overlapping time error will display if the same time is entered twice. Note: In/Out time entries will appear out of order when a row is inserted. The entries are listed in the correct chronological order when saved. 25 Enter the new account number (see next step) You will enter each segment of the account number and then tab to the next field. If you don t know the particular segment number, click in the field. A search table opens for that particular segment type. You may scroll through the list and click on the appropriate segment number. The screen automatically closes and returns back to the employee Time Sheet. The appropriate segment number will automatically be filled-in on that field. 26 Click in the Fund Type field. Enter the 3-digit Fund Type number. Press tab. 27 Click in the Fund field. Enter the 4-digit Fund number. Press tab. 28 Click in the Org field. Enter the 5-digit Organization number. Press tab. 30

31 Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet 29 Click in the Nat. Acct. field. Enter the 6-digit Natural Account number. Press tab. 30 Click in the Project field. Enter the 9-character, alpha numeric Project number. (AB ). Be sure to include task number when appropriate. 31 If Then You accessed the Time Sheet via the Edit Employee Time link, Click the Save icon. Proceed to Step Note: A description of each segment number is #32. displayed beneath each segment field. You accessed the Time Sheet via the Approve Time Sheets link, Note: A description of each segment number is displayed beneath each segment field. 32 Verify entries and close Time Sheet. Note: Separated hours are displayed on row with account number to be charged for those particular hours. Click the Save or Close icon. Review or reopen the Time Sheet. Proceed to Step #32 31

32 Task #13 #13-TIME SHEET CHANGES: Student meal deductions Introduction: The Student Meal deduction field is only used for students that work in Culinary Service/ Baker Center food facilities. The manager will enter the dollar amount of the meal purchased by the student. That dollar amount of the meal will be deducted from the student s pay check. 1 Click on Edit Employee Time link Click on an employee group. Employee names are listed under the employee group name 2 Click on a student employee name to view the manager s view of the employee Time Sheet. Note: You may also access the Time Sheet via the Approve Time Sheets link and click on the employee s name in the Approval table. 3 Add a row and select Student Meals pay code. 4 Click in the Job Field Scroll down and click on a Job option. Note: Must choose Job in the row that displays Student Meals Pay Code. 5 Enter dollar amount of meal in the row that displays the Student Meals Pay Code, for the appropriate day. Employee Time Sheet is displayed. i.e. $4.54 must be entered as Note: Maximum allowable meal deduction is $20.00 per day. If You accessed the Time Sheet via the Edit Employee Time link, Then Click the Save icon. Proceed to Step #7. You accessed the Time Sheet via the Approve Time Sheets link, Click the Save icon. Re-open Time Sheet. Proceed to Step 7. Note: It will only save if gross pay is more than meal deduction. 7 Verify appropriate dollar amount of student meal deduction displays on the Time Sheet with no errors. 32

33 Task #14 #14-TIME SHEET CHANGES: Plus Rating for AFSCME employees Introduction: The Job field is available to allow managers to enter information for Plus Rating on AFSCME employees. The manager must choose the appropriate Job Number & Grade (which includes the range and step) and assign it to the amount of hours the employee worked at the higher Job Grade in that pay period. If nothing is entered, the Job Number & Grade defaults to the Job shown in the exception message at the bottom of the Time Sheet. Note: Students must always choose a job for each pay code row that has time entered on the Time Sheet. The Workforce system will not allow the student to save the Time Sheet without a job selected. 1 Click on Edit Employee Time link (Dashboard) Click on an employee group. 2 Click on an employee name to view the manager s view of the employee Time Sheet. Employee names are listed under the employee group name Employee Time Sheet is displayed. Note: You may also access the Time Sheet via the Approve Time Sheets link and click on the employee s name in the Approval table. 3 Click the insert row button on Time Sheet A new row is inserted below the existing row and is displayed in green. The default pay code Reg Hrly Pay is displayed. 33

34 Task #14 (cont.) TIME SHEET CHANGES: Plus Rating for AFSCME employees 4 Enter the Job Number that the employee performed (different than their current Job A Job Number and Number & Grade listed in the exception Grade search table message area). If you don t know the opens that lists all specific Job Number; available Job Click in the search box. numbers, Job Descriptions, and Job Grades. 5 Click on the appropriate Job Number, Description, and Grade link. 6 Enter the time-in and time-out (using one of the acceptable formats) on the days that the employee worked at the higher Job Grade. You may need to remove the hours from the same day if the employee logged them on the other Reg Hrly Pay row at their regular job classification. To query all, search on (Third key to the right of the letter p. Must hold shift button) The Job Number and Grade search table automatically closes and returns back to the employee Time Sheet. The selected Job Number now appears in the Job field with the Job description below it. Note: See WF Employee Time Entry Manual, Task #5: Enter Worked Hours on the Time Sheet. 34

35 Task #14 (cont.) TIME SHEET CHANGES: Plus Rating for AFSCME employees 7 If You accessed the Time Sheet via the Edit Employee Time link, You accessed the Time Sheet via the Approve Time Sheets link, Then Click the Save icon. Proceed to Step #8. Click the Save icon. Review or reopen the Time Sheet. Proceed to Step 8. 8 Click on the Pay Preview tab. Verify the appropriate higher pay rate was assigned to the hours the employee worked (at the higher Job Grade in that pay period). 35

36 Task #15 #15-TIME SHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only) Introduction: The Relief Worker Double-Shift pay code is available for use by Heating Plant employees only. The employee works a double shift, for instance 16 hours, and then takes a day off later in the week. The employee is not supposed to get paid overtime for the day he/she works the double shift. In order for the employee to get paid straight time for the double shift, the Relief Worker Double-Shift pay code must be used. Note: The manager or the employee may perform this process on the employee Time Sheet. The Relief Worker Double-Shift pay code is available to both. 1 Click on Edit Employee Time link Click on an employee group. 2 Click on an employee name to view the manager s view of the employee Time Sheet. Employee names are listed under the employee group name Employee Time Sheet is displayed. Note: You may also access the Time Sheet via the Approve Time Sheets link and click on the employee s name in the Approval table. 3 Click the insert row button on Time Sheet A new row is inserted above the existing row and is displayed in a darker color. The default pay code Reg Hrly Pay is displayed. 4 Click on the down arrow in the Reg Hrly Pay code field Scroll down and click on Relief Wrkr Dbl Sft = Relief Worker Double Shift 36

37 Task #15 (cont.) TIME SHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only) 5 Enter the time-in and time-out (using one of the acceptable formats) on the day/s that the employee worked the double shift. Be sure to enter it on the row that has the Relief Worker Double Shift pay code. 6 Change the time-in and time-out on the day you had to remove time from, in order to separate it out on its own row, if applicable. When you save, an overlapping time error will display if the same time is entered twice. Note: In/Out time entries will appear out of order when a row is inserted. The entries are listed in the correct chronological order when saved. 7 If You accessed the Time Sheet via the Edit Employee Time link, You accessed the Time Sheet via the Approve Time Sheets link, Then Click the Save icon. Proceed to Step #8. Click the Save or Close icon. Review or re-open the Time Sheet. Proceed to Step #8. 8 Click on the Pay Preview tab to verify that the double-shift hours worked are paid at the regular hourly rate, and not the overtime rate, for that employee. 37

38 Task #16 #16-TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes Introduction: Call Back Unscheduled occurs when an employee leaves work and then gets called back in (was not scheduled to come back in). The employee receives a minimum four-hour guarantee when called back in. The employee will be paid the guaranteed four hours or for the total amount of hours worked over the guarantee. The manager must enter the actual hours worked using the Call Back Unscheduled pay code. The system automatically calculates the difference between the actual hours worked and the four-hour guarantee by inserting an additional pay code, Reg Hrly Pay and the additional hours. Call Back Scheduled occurs when an employee is scheduled for call back. For instance, the employee is scheduled to come back after their regular shift to attend a meeting or special training. The employee receives a minimum three-hour guarantee when the time is classified as Call Back Scheduled. The employee will be paid the guaranteed three hours or for the total amount of hours worked over the guarantee. The manager must enter the actual hours worked using the Call Back Scheduled pay code. The system automatically calculates the difference between those actual hours worked and the three-hour guarantee by inserting an additional pay code, Reg Hrly Pay and the additional hours. 1 Click on Edit Employee Time link Click on an employee group. 2 Click on an employee name to view the manager s view of the employee Time Sheet. Employee names are listed under the employee group name Employee Time Sheet is displayed. Note: You may also access the Time Sheet via the Approve Time Sheets link and click on the employee s name in the Approval table. 3 Click the insert row button on Time Sheet A new row is inserted above the existing row and is displayed in a darker color. The default pay code Reg Hrly Pay is displayed. 38

39 Task #16 (cont.) TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes 4 If You are entering hours as Call Back Unscheduled You are entering hours as Call Back Scheduled Then Proceed to Step #5. Proceed to Step #11. 5 Click on the down arrow in the Reg Hrly Pay code field Scroll down and click on Call Back Unsched pay code = Call Back Unscheduled 6 Enter the time-in and time-out (using one of the acceptable formats) on the day/s that the employee left work and then got called back in. Be sure to enter it on the Call Back Unscheduled pay code row. 7 Change the time-in and time-out on the day you had to remove time from, in order to separate it out on its own row, if applicable. When you save, an overlapping time error will display if the same time is entered twice. Note: In/Out time entries will appear out of order when a row is inserted. The entries are listed in the correct chronological order when saved. 39

40 Task #16 (cont.) TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes 8 If You accessed the Time Sheet via the Edit Employee Time link, You accessed the Time Sheet via the Approve Time Sheets link, Then Click the Save icon. Proceed to Step #9. Click the Save or Close icon. Review or re-open the Time Sheet. Proceed to Step #9. 9 Verify that the system automatically calculated the difference between the actual hours worked and the additional guaranteed hours (by inserting an additional pay code, Reg Hrly Pay and the additional hours). System automatically enters the cost account to be charged for the additional guaranteed hours. This is additional guarantee since employee only worked 2 hours for call back. 10 Click on the Pay Preview tab to verify that the Call Back Unscheduled time worked and the Reg Hrly Pay guaranteed hours are paid at the overtime rate for that employee. 40

41 Task #16 (cont.) TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes 11 Click on the down arrow in the Reg Hrly Pay code field Scroll down and click on Call Back Sched pay code = Call Back Scheduled 12 Enter the time-in and time-out (using one of the acceptable formats) on the day/s that the employee was scheduled to come back to work. Be sure to enter it on the Call Back Scheduled pay code row. 13 Change the time-in and time-out on the day you had to remove time from, in order to separate it out on its own row, if applicable. When you save, an overlapping time error will display if the same time is entered twice. Note: In/Out time entries will appear out of order when a row is inserted. The entries are listed in the correct chronological order when saved. 14 If You accessed the Time Sheet via the Edit Employee Time link, You accessed the Time Sheet via the Approve Time Sheets link, Then Click the Save icon. Proceed to Step #15. Click the Save or Close icon. Review or re-open the Time Sheet. Proceed to Step #15. 41

42 Task #16 (cont.) TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes 15 Verify that the system automatically calculated the difference between the actual hours worked and the three-hour guarantee (by inserting an additional pay code, Reg Hrly Pay and the additional hours). System automatically enters the cost account to be charged for the additional guaranteed hours. This is the 2 hours guaranteed since the employee only worked from 5:30 to 6:30pm, or 1 hr. of the 3- hour guarantee. 16 Click on the Pay Preview tab to verify that the Call Back Scheduled time worked and the Reg Hrly Pay guaranteed hours are paid at the overtime rate for that employee. 42

43 Task #17 #17-TIME SHEET CHANGES: Beeper Pay for AFSCME employees Introduction: The Beeper Pay field is available only to managers to enter Beeper pay when an employee is required to carry a beeper. The manager must enter this as a dollar amount. It is limited by AFSCME contract. Note: The system will not allow you to save and will display an error if the total amount of the beeper pay for the week exceeds the allowed amount. 1 Click on Edit Employee Time link (Dashboard) Click on an employee group. Employee names are listed under the employee group name 2 Click on an employee name to view the manager s view of the employee Time Sheet. Employee Time Sheet is displayed. Note: You may also access the Time Sheet via the Approve Time Sheets link and click on the employee s name in the Approval table. 3 Add a row and select Beeper Pay. Enter the per day beeper pay dollar amount for each appropriate day. You may also enter the maximum beeper pay amount on any day of the week. Enter the dollar amount as XX.XX 4 If You accessed the Time Sheet via the Edit Employee Time link, Then Click the Save icon. Proceed to Step #5. You accessed the Time Sheet via the Approve Time Sheets link, Click the Save or Close icon. Review or e-open the Time Sheet. Proceed to Step 5. Note: The system will not save and will display an error if the total amount of the beeper pay for the week exceeds the allowed amount. 5 Click on the Pay Preview tab. Verify the appropriate beeper pay amount is displayed. 43

44 Task #18 #18-SCHEDULE: Make a Temporary Change to an Employee s Schedule Introduction: The Schedules tab on a Time Sheet allows the manager to view an employee s permanent schedule assignment and make temporary changes that are not associated with a schedule template. Temporary schedule changes must be made prior to Time Sheet approval and are effective only for one pay period. The schedule automatically returns to the permanent settings for the next pay period. For permanent schedule changes, see Task #22. Temporary schedule changes are necessary, for example, when an employee uses Paid Time-Off (sick, vacation, etc) and then works beyond their scheduled ending time. Note: Students do not have schedules. 1 Click on the Schedule tab at bottom of Time Sheet. 2 Enter any necessary changes. 3 Click the Save icon. Warning: HR Records office must be notified (see notification instructions below) of temporary assignment changes. If HR is not notified, the employee may be paid incorrectly. WorkForce managers must keep employee schedules accurate and up-to-date to ensure employees over time and holiday pay are calculated correctly. 44 There is no message reminding you to save changes. However, Date Saved will appear when you do save changes. Note: If the manager has approved the employee s Time Sheet for the pay period, changes to the schedule are not allowed. Work hours are scheduled on the pay code Reg Hrly Pay. The employee s designated lunch break is scheduled on the Lunch Pay pay code. Lunch must be expressed in whole hours or as 100ths of an Code hour. There is a comments field available to document reason for schedule change.

45 Task #19 #19-SCHEDULE: Assign Permanent Changes to an Employee Schedule Introduction: This task allows the user to assign an employee to a schedule template on a temporary or permanent basis A permanent schedule change occurs when an employee s schedule changes permanently (i.e., from five 8-hr days to four 10-hr days or vice-versa). Permanent changes can only be made to schedules for the current unapproved pay period and beyond (i.e. they may be future-dated, but not back-dated). Therefore, all WF permanent schedule changes must be processed in the second week of the pay period and prior to Time Sheet approval if the change applies to that pay period. Note: Students do not have a schedule. Warning: HR Records office must be notified (see notification instructions below) of temporary assignment changes. If HR is not notified, the employee may be paid incorrectly. WorkForce managers must keep employee schedules accurate and up-to-date to ensure employees over time and holiday pay are calculated correctly. Don't uncheck the box in the Manager Override field. This will remove the schedule from the employee and s/he may be paid incorrectly. Notification to HR: Manager or designee must the following information to uhr@ohio.edu. This must be sent by the second week of the pay period. 1. Employee Name and employee id. 2. Effective date of the change. 1 Click on the Assign Schedules link. Note: The Assign Schedule Cycles feature is not used be Ohio University. Choose an Action screen is displayed. 45

46 Task #19 (cont.) SCHEDULE: Assign Permanent Changes to an Employee Schedule 2 Make the decision in the table below. If Then You would like to make a Click the Assign Schedule Permanent schedule change Templates option under Permanent Changes. You would like to make a Click the Assign Schedule temporary schedule change Templates option under Temporary Changes, or go to Task # 20 3 Click the box to the left of the date. Date and Save Options window is displayed. 4 Select Date needed. 5 If you have more than one group, click on the applicable group, even if it is already displayed. The date entered in Step 2 should fall within the displayed Valid Date Range. Groups are listed on the left-hand side of the screen. 46

47 6 Make the decision in the table below. If You would like all employees in the group to be assigned to the same schedule; You would like to assign schedule templates individually or only change the schedule template for one employee; Then Click the box in header row to the left of name field to check all employees. Click on the Mass Edit line at the bottom. Select Schedule Enter Effective date Click Apply to all checked rows Save Click in the Schedule Template field for the desired employee. 47

48 Task #19 (cont.) SCHEDULE: Assign Permanent Changes to an Employee Schedule 7 Click on the desired schedule template. Note: WorkForce managers must keep employee schedules accurate and up-to-date to ensure employees over time and holiday pay are calculated correctly. 8 Click in the Effective Date field. Enter the start date for the new schedule using the following format: MM/DD/YYYY Note: The start date must fall within the dates shown in the Valid Date Range column. If the range is incorrect, repeat steps #3 thru #7 of this task. 9 Click the Save icon. Warning: Do not click in the Manager Override box and uncheck this box when changing the schedule template. 10 Click on the employee group name again Verify schedule change A green appears to the left of the name. Schedule opens for group 48

49 Task #20 #20-DELEGATION: Delegate Employee group to another Approver Introduction: The Delegate action allows the manager to delegate approval authority to another employee for as long as the manager sees fit. The delegate is the OU employee that will approve and submit the employee Time Sheets in the manager s absence. This function is necessary so the manager will have a permanent designated back-up approver or even a temporary substitute during a planned vacation. This function is not available to all group designees. Note: If you need to delegate or re-delegate to a salaried employee that is not a current Workforce user, please call the payroll office at ( ) before you attempt this step. The Payroll Staff must first add the employee to the Workforce system as a user before you can delegate a payroll group to them. 1 Click on the Manage Delegations link Manage Delegation box is displayed. 2 Click the Delegate Authority link. Enter Search Criteria box is displayed 3 Click in the Group Description: Box Input the Group Name or some part of the Group Name while using the asterisk *. Note: If you don t know the Group Name, you may enter the asterisk * only and all Groups delegated to you will be displayed. 4 Click in the box next to the name of the group to be delegated. Box is checked. 49

50 50

51 Task #20 (cont.) DELEGATION: Delegate Employee group to another Approver 5 Click the drop-down arrow in the Role User may only field for the group being delegated. delegate rights equal to or below their own. Select the Role to delegate to the user User has two Roles to choose from; Group Manager or Group Student Coordinator The following table displays functionality for each Role. Group Manager Group Student Coordinator Functions Available to each Role Yes Yes Approve Employee Time Sheets (except their own) Refer to Task # 3, 4, 5, 6, 7, 8, 9,10,11, 12 Yes Yes Edit Employee Time Sheets 13,14,1 5,16,17, 18, 19 Yes NO Make Temporary and Permanent Changes to Yes /NO Yes /NO Employee Schedules Delegate the Approval Group to a new approver (available only if the manager gave the Group Manager/Student Coordinator the rights to redelegate the group to someone else) 23 View/Revoke the Delegate Group Rights (Same as Delegate approval Group to a new approver, above) Yes Yes /NO /NO Yes NO Manage Groups: Add, Move, or Remove an 20, 21, ,26, 27 employee to/from the Group Yes Yes Students: Hire a New Student Employee 28 Yes Yes Students: Create a New Assignment/Time Sheet for a Student in Your Group 29 Yes Yes Students: Edit Assignment/Time Sheets (Change Pay Rates and/or Permanent Costing) Yes Yes Students: Add a New Job to An Existing Student Assignment/Time Sheet 31 Yes Yes Students: Terminate a Student Assignment/Time 32 Sheet Yes Yes Process: New Classified, AFSCME or FOP Employee Hired into Workforce 33 Yes Yes Manager Navigation Options, Search for Employee Using Prev/Next Buttons, Find & Sort Function Yes Yes Run a Report ,35, 36, 37 51

52 Task #20 (cont.) DELEGATION: Delegate Employee group to another Approver 6 Click in the Effective Date field for the group being delegated. Enter the start date for the delegation rights using the following format: MM/DD/YYYY You may also click on the calendar and click on the effective date instead of entering the date manually The Effective Date defaults to the current date Note: The system will not allow you to use a start date prior to the current system date. ** However, error message does not appear until you try to choose a delegate. 7 Click in the End Effective Date field for the group being delegated. Enter the date the User s delegation rights should end, using the following format: MM/DD/YYYY Note: If the group is being delegated for an indefinite period of time, enter a long range future-dated End Effective date. For example: 12/31/3000 The End Effective Date defaults to 7 days from the current date. 8 If the person to whom the group is being delegated should have the ability to further delegate the group to someone else: Click the Allow Re-delegation box for the group being delegated. 9 Click the Next button. Search for Delegation Recipients window is displayed 10 Enter the search criteria to find the person to whom the group is being delegated. Click the Search button. 11 Click in the circle next to the name of the person receiving delegation. Click the Select button. 12 Click on Continue button to make the delegation effective and return to the delegation screen. Search results are displayed. Status Message ( Operation Performed Successfully ) should appear below. 52

53 Task #21 #21-DELEGATION: View / Revoke Delegated Group Rights from an Approver 1 Click on the Manage Delegations link. Manage Delegations box is displayed. 2 Click the View/Revoke Delegations link. Search box is displayed. 3 Make the decision in the table below. If You would like to view the delegation table You would like to Revoke a delegation Then Proceed to Step #4 Proceed to Step # 5 4 Enter search criteria. Delegations you have made appear. 53

54 Task #21 (cont.) DELEGATION: Cancel / Remove Delegated Group Rights from an Approver Warning: The end effective date for a delegation may show that an approver s delegation has expired, but the Revoke All option remains available. If that occurs, be sure to Click on the Expand button to see if the approver re-delegated the employee group to another approver. When a delegation has been revoked, and re-delegations exist, then the redelegations remain effective. 5 To Revoke the Delegated Rights make the decision below; If Then You would like to revoke all delegations for the group Click on the Revoke All link under the Actions column for the group. Note: Includes re-delegated rights. You would like to revoke only the delegation selected Click the Revoke link under the Actions column for the group. 6 Click in the Revoke is Effective As Of field. Enter the effective end date. 7 Click the Confirm button. Status message Operation Performed successfully is displayed. 8 Click the Continue button View the Delegation Table for accuracy Delegation Table is displayed 54

55 Task #22 #22-MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group Warning: This function should be used with extreme caution. It should NEVER be used to manage student employees. Introduction: Employees can be added to or removed from the group, or moved to an existing group. Also, this process must be used when you have hired a new Classified, AFSCME, or FOP employee in your department. Once HR processes the paperwork, the employee must be added to your group in order for you to approve their Time Sheet. See Task #33 Process: New Classified, AFSCME, or FOP Employee Hired. 1 Click on the Manage Delegations Employee groups are option. displayed on left. 2 Click the name of the group to be managed. Note: Window opens up to the Assignments Tab as the default. DO NOT use the Filters Tab or the Advanced Tab. Group window is displayed. 3 Click the Add option ( Add is default). Click the Go button. Search screen is displayed. Warning: Do Not Use the Copy option! 4 Enter the appropriate search criteria for the employee being added to the group. Click the Search button. 55

56 Task #22 (cont.) MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group 5 Click in the box next to the employee Status message name to be added to the group. Assignments added Click the Select button. successfully is 6 Click the Continue button to return to Group Manage window. 7 Verify the added employee is listed in the group assignments section displayed. The added employee is listed in the group. 56

57 Task #23 #23-MANAGE GROUPS: Move an Employee to an Existing Group Introduction: You may only move employees from one group to another existing group if you have access (are an approver) to both groups. 1 Click on the Manage Groups option. Employee groups are displayed on left. 2 Click the name of the group that the employee will move out of. Note: Window opens up to the Assignments Tab as the default. DO NOT use the Filters Tab or the Advanced Tab. Group Manage window is displayed. 3 Click in the box next to the name of the employee to be moved out of this group. 4 Click the drop down arrow next to Add. Click on the Move option. 5 Leave the next field defaulted to to Existing Group. 6 Click the Go button. 57

58 Task #23 (cont.) MANAGE GROUPS: Move an Employee to an Existing Group 7 Click the drop down arrow in the To Group field. Click on the group to which you re moving the employee. 8 Click the Go button. Status message Assignments moved successfully is displayed. 9 Click the Continue button to return to the Group Manage Window. 10 Verify the moved employee is listed in the group assignments section of the group they were moved to, and not listed in the group they were moved from. Employee moved to group 58

59 Task #24 #24-MANAGE GROUPS: Remove an Employee from a Group Introduction: This function is RARELY used. This task instructs the manager on how to remove an employee from a group. It does not remove the employee from Workforce, nor does it terminate the employee s Assignment/Time Sheet. The employee still has the ability to log onto the system and enter time. An example of when you would use this feature is when a non-student employee is only in your group for a special arrangement while still working in their home department. Note: This is not a substitute for terminating a student Assignment/Time Sheet. See Task # 32 to terminate a student Assignment/Time Sheet. Only Payroll staff terminates an employee (non-student) Assignment/Time Sheet. 1 Click on Manage Groups. Employee groups are displayed on left 2 Click the name of the group that the employee will be removed from. Note: Window opens up to the Assignments Tab as the default. DO NOT use the Filters Tab or the Advanced Tab. Group Manage window is displayed. 3 Click in the box next to the name of the employee to be removed. 4 Click the drop down arrow next to Add. Click the Remove option. 59

60 Task #24 (cont.) MANAGE GROUPS: Remove an Employee from a Group 5 Click the Go button. Confirmation window is displayed. 6 Click the OK button. Status message Assignments deleted successfully is displayed. 7 Click the Continue button to return to Group Manage Window. 8 Verify that the employee was removed from the group. The removed employee is no longer listed in the group. Kevin Simons was removed from group: Airport Maintenance. 60

61 Task #25 #25-STUDENTS: Hire a New Student Employee The New Hire functionality allows a manager to create a new student employee s initial Assignment/Time Sheet by hiring them in Workforce or to create a new Workforce Assignment/Time Sheet for an existing OU student employee. If the manager is hiring a new student employee, all paper documents must be completed prior to or on the hiring date, and forwarded to the Payroll Office. Student Employee documents are required by the Federal Government to be on file in the Payroll Office. All documents are available at Note: Hire students into WF in the beginning of the 2nd week of the pay period. Warning: A Federal work study or PACE student must be awarded funding from the Office of Financial Aid before you can hire them into Workforce. Any increase in the hourly wage for Federal work study or PACE students, must first be approved by the Office of Financial Make the decision in the table below. If You are hiring a Non-OU student as an employee into your group You are hiring an OU student as an employee into your group Then Proceed to the next step. Proceed to step #5. 2 New hire forms should be completed & submitted to payroll one week before start date. 3 Obtain the newly created Ohio ID and Ohio address. Contact Payroll for ID information. The Payroll Office must hire the new student employee into Oracle. Once this is processed an OHIO id and PID will be produced for the Non- OU student. You must wait until Payroll has entered the Ohio ID and PID into Oracle before you may complete this step. (usually processed 24 hours after the student is hired into Oracle) 61

62 Task #25 (cont.) STUDENTS: Hire a New Student Employee 4 Hire the Non-OU Student into Workforce. Proceed to step #5. 5 From Homepage, click on the New Hire Hire New Employee window is displayed. option. 6 If you have more than one group, click the drop down arrow in the Employee group field. Click on the Employee group into which the student is being hired. If you only have access to one group, your only group will be the default in this field. 7 Click in the Social Security Number field. Enter the student s Social Security Number with dashes. 8 Click the Next button. Note: Available Policy Profiles field is enabled. The Student Hourly is the default. 9 Click the Next button. 10 If hiring OU student, verify student s information is correct. If hiring Non-OU student the warning message below appears Note: The system attempts to connect to the People Soft System to confirm that the student exists. If so, the student s name, login ID, and e- mail are displayed. If not, the message below is displayed. 11 Click the Proceed button. 12 Click the Next button Student Employee Information Window is displayed, if you are hiring a non-ou student. Assignment Window is displayed if you are hiring an OU Student. 62

63 Task #25 (cont.) STUDENTS: Hire a New Student Employee 13 If the system needs you to enter name, OHIO ID, etc.: Verify SS#, contact Payroll if it appears correct. 14 Note: The hire date will default to the first day of the most recent unprocessed pay period. The date cannot be changed. Press the Tab key. Warning: It is best to hire students into WF in the beginning of the second week of the pay period. 63

64 Task #25 (cont.) STUDENTS: Hire a New Student Employee 15 Enter a unique Assignment/Time Sheet Name for the employee using the templates below. A student employee cannot have two Assignments/Time Sheets with the same name. Enter one of the examples below for Student Hourly, Federal Work Study (FWS) or PACE. Warning: Assignment/Time Sheet Name is limited to 16 characters. HRLY- Dept or Proj Name Culinary should use name of the Dining Hall FWS- Dept Name PACE-Dept or Proj Name Press the Tab key. Note: For each account number charged there must be a unique Assignment/Time Sheet created. The assignment name is the Time Sheet name the student will see when s/he logs onto WF to enter their time. Warning: If you are rehiring a student that previously worked in your department, you must enter a unique Assignment/Time Sheet name. For example, a work study student is hired with the assignment name FWS Payroll. The student leaves for a period of time and is then rehired. New assignment name could be FWS-Payroll (adding a hyphen). 16 Enter the complete cost account including the appropriate natural account numbers listed below. OU Student Hourly & PACE (152000), FWS (152500) Work Study/PACE account numbers should be obtained from the Office of Financial Aid. Please call Note: If you have a Project and Task Number enter; i.e.gl be sure to enter the decimal. Do not use spaces. Fund Type consist of three digits Fund consists of four digits Organization consists of five digits Natural Account consists of six digits Project/Task is an alphanumeric field and consists of a minimum of nine characters 64

65 Task #25 (cont.) STUDENTS: Hire a New Student Employee 17 If hiring a Non-OU student employee, enter the student s OHIO login ID as the Workforce login ID and the address if not automatically populated. (Rare) If hiring an OU student, go to step #18 18 Click the Next button. Assignment job and rate window is displayed. 19 Enter the student s Job name. The Job name is limited to 16 characters. 20 Enter the rate of pay. Do not use a dollar sign. Use the format: XX.XX Note: To determine the pay rate for FWS/PACE students, or to request an increase in the hourly wage for FWS/PACE students, call the Office of Financial The rate defaults to minimum wage if a rate is not entered. 21 Click the Next button. Review and Confirm window is displayed. 65

66 Task #25 (cont.) STUDENTS: Hire a New Student Employee 22 Review the new hire information. 23 Make the decision in the table below. If Any of the information is incorrect The information is incorrect and you want to cancel the transaction Then Click the Previous button. Make the necessary changes. Return to the Review and Confirm window. Proceed to Step #24 Click the Cancel button, then Click the OK button The information is correct Proceed to Step # Click the Confirm button. Status success message Hire information saved successfully is displayed. 25 Click the Proceed button. System returns you to the Employee New Hire window. The student employee will appear in your approval table immediately. If the student has never used Workforce, the new hire will not have access to their Time Sheet for hours after you hire them into the WF system. Some payroll processes must run before the student is able to access his or her Time Sheet and/or punch in or out on a time clock. The manager will have to enter the time in/out for the student until the student has access. 66

67 Task #26 #26-STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group This task demonstrates how to create a new Assignment/Time Sheet for a student that is already in the system but has an Assignment/Time Sheet that is charged to a different account number. For each account number charged for hours worked there must be a unique Assignment/Time Sheet created. The assignment is the Time Sheet name the student will see when s/he logs onto WF to enter their time. The steps are essentially the same as those for hiring a new employee. 1 Mouse over the Employee menu. Click on the New Hire option. 2 If you have more than one group, click the drop down arrow in the Employee group field. Click on the Employee group into which the student is being hired. 3 Click in the Social Security Number field. Enter the student s Social Security Number with dashes. 4 Click the Next button. Note: Available Policy Profiles field is enabled. The Student Hourly is the default and does not require any change. Hire New Employee window is displayed. If you only have access to one group, your only group will be the default in this field. 5 Click the Next button. The student s current information is displayed. 67

68 Task #26 (cont.) STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group 6 Click the Proceed button. 7 Click the Next button. Assignment screen is displayed. 8 Enter a unique Assignment/Time Sheet Name for the employee using the templates below. A student employee cannot have two Assignments/Time Sheets with the same name. Enter one of the examples for Student Hourly, Federal Work Study (FWS), or PACE. Warning: Assignment/Time Sheet Name is limited to 16 characters. Press the Tab key. Note: For each account number charged there must be a unique Assignment/Time Sheet created. The Assignment/Time Sheet name is the Time Sheet name the student will see when s/he logs onto WF to enter their time. Warning: If you rehire a student that previously worked in your department, you must enter a unique Assignment/Time Sheet name. Variations of previous assignment names are acceptable. 68

69 Task #26 (cont.) STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group 9 The Beginning on field defaults to the beginning date of the most recent unprocessed pay period. The date cannot be changed. Press the Tab key. Warning: It is best to hire students into WF in the beginning of the second week of the pay period. 10 Enter the complete cost account including the appropriate natural account numbers listed below. OU Student Hourly & PACE (152000), non-ou Student Hourly (152100), FWS (152500) FWS/PACE account numbers should be obtained from the Office of Financial Aid. Please call If you have a Project and Task Number i.e. GL , you must enter the decimal. Do not use spaces. 11 Click the Next button. Assignment job and rate window is displayed. 12 Enter the student s Job name. The Job name is limited to 16 characters. 13 Enter the rate of pay. Do not use a $ sign. Use the format: XX.XX Note: To determine the pay rate for FWS/PACE students, or to request an increase in the hourly wage for FWS/PACE students, call the Office of Financial The rate defaults to minimum wage if a rate is not entered. 14 Click the Next button. Review and Confirm window is displayed. 15 Review the new Assignment/Time Sheet information. 69

70 Task #26 (cont.) STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group 16 Make the decision in the table below. If Then Any of the information Click the Previous button. is incorrect Make the necessary changes. Return to Review/Confirm window. Proceed to Step #17 You want to cancel the Click the Cancel button, then incorrect information. Click the OK button The information is correct proceed to the next Step #17 17 Click the Confirm button. Status success message Hire information saved successfully is displayed. 18 Click the Proceed button. System returns you to the Employee New Hire window. The student employee will appear in your approval table immediately. Since this student has previously used Workforce, access to the Time Sheet will be immediate. Note: When a student with multiple assignments (multiple Time Sheets) logs on to WF and selects the Enter My Hours link, a list of their Assignments/Time Sheets are displayed. The student selects the appropriate Assignment/Time Sheet and begins entering time. A student that swipes a clock with multiple assignments will have the option to choose the appropriate assignment when swiping in. 70

71 Task #27 #27-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing) Introduction: This process is used for permanent pay rate changes and costing changes for student employees only. Warning: Student hourly, PACE and Federal Work Study must be separate Assignments/Time Sheets. Do not change a Student Hourly to PACE or FWS, etc. To determine pay rate or account numbers for Federal work study and PACE students, call the Office of Financial Click on the Employee menu. Click on the Assignments option. 2 Enter the appropriate search criteria to find the employee who s Assignment/Time Sheet you d like to edit. Click the Search button. Find Employee Assignments window is displayed. See Task #36 for directions on using the Search function. 3 Click on the employee Assignment/Time Sheet to be edited. For example, I will give this student a pay raise. Note: Some employees have more than one Assignment/Time Sheet. Select the appropriate assign to change. Employee Information window is displayed. 4 Click the Proceed button. Edit Assignment window is displayed. 71

72 Task #27 (cont.) STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing) 5 Edit costing information, if applicable. Note: FWS/ PACE account numbers should be obtained from the Office of Financial Aid. Please call Click the Next button. Assignment Job and 7 Edit pay rate information. Note: To determine the pay rate for Federal work study and PACE students, call the Office of Financial Rate window opens. If you change a Job name on an assignment and hours have been entered on the Time Sheet, the approver or student MUST update Time Sheet with new name. Failure to do so will cause Time Sheet to be in error and not pay correctly. 72

73 Task #27 (cont.) STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing) 8 Click the Next button. Edit Assignment Information window is displayed. 9 Review the assignment information. 10 Make the decision in the table below. If Any of the information is incorrect The information is incorrect and you want to cancel the transaction Then Click the Previous button. Make the necessary changes. Return to the Review and Confirm window. Proceed to Step #12 Click the Cancel button, then Click the OK button The information is correct proceed to the next Step #12 11 Click the Confirm button. Status success message Employee/Assignment information saved successfully is displayed. 12 Click the Proceed button. System returns you to the Find Employee Assignments window. 73

74 Task #28 #28-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet Introduction: This process of adding a new job to an existing employee Assignment/Time Sheet is applicable to student employees only. Use this function when your student employee has multiple jobs charged to one account number paid at different rates. For example: Office Asst at $7.85, Tech Asst at $ Each of the two jobs are paid at different rates. IMPORTANT NOTE: It may take up to 5 minutes for newly created job to appear on a timesheet. 1 Scroll down to the Employee menu. Find Employee Click on the Edit Assignments option. Assignments window 2 Enter the appropriate search criteria to find the employee who s Assignment/Time Sheet you d like to edit/add new job. Click the Search button. is displayed. See Task #36 for directions on using the Search function. 3 Click on the employee Assignment/Time Sheet to be edited. Note: Some employees have more than one Assignment/Time Sheet. The changes will occur in the specific Assignment/Time Sheet selected. Employee Information window is displayed. 4 Click the Proceed button. Edit Assignment window is displayed. 5 Review assignment information. Costing and assignment name should remain the same. 6 Click the Next button. Assignment Job and Rate window opens. 74

75 Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet 7 Click the Insert button. A new row is displayed copying information from the original job and rate. 8 Enter new job name in the Job field (must be on the second row). The Job name is limited to 16 characters. Press the Tab key. Warning: You must enter the new Job on the second row. The second row is the row that was actually inserted new. 9 Enter the new rate in the Rate field. 10 Click the Next button. Review and Confirm window is displayed. 75

76 Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet 11 Review the employee s new assignment information. 12 Make the decision in the table below. If Any of the information is incorrect The information is incorrect and you want to cancel the transaction Then Click the Previous button. Make the necessary changes. Return to Review/Confirm window. Proceed to Step #13 Click the Cancel button, then Click the OK button The information is correct proceed to the next Step #13 13 Click the Confirm button. Status success message Employee/Assignment information saved successfully is displayed. 14 Click the Proceed button. System returns you to the Find Employee Assignments window. Note: A student that completes an online Time Sheet with multiple jobs must select the appropriate job and then begin entering time. S/he can insert a new row to enter time in the same day/week for another job. The need for different jobs usually means the student is paid at different rates. A student that swipes a clock with multiple jobs will have the option to choose the appropriate job on the time clock. IT MAY TAKE UP TO 5 MINUTES FOR A NEW JOB TO APPEAR ON A TIMESHEET 76

77 Task #29 #29-STUDENTS: Terminate a Student Assignment/Time Sheet Introduction: You must terminate a student Assignment/Time Sheet when a student employee no longer works for you. Students not terminated will continue to have access and will be able to log hours charged to your department. If a classified employee needs to be terminated, contact payroll. Warning: Do not terminate your student until after their last time sheet has been processed by Payroll and the new pay period is open. Once the student has a zero hour Time Sheet and the student Assignment/Time Sheet have been terminated, the student Assignment/Time Sheet will drop from your group when Payroll processes the pay period. Until the student Assignment/Time Sheet is dropped from your group, you must approve the student s zero hour Time Sheet for that pay period. NEVER Remove students from your group. 1 Scroll down to the Employee menu. Click on the Edit Assignments option. 2 Enter the appropriate search criteria to find the employee who s Assignment/Time Sheet you d like to terminate. Click the Search button. Find Employee Assignments window is displayed. 3 Click on the employee Assignment/Time Sheet to be terminated. Never terminate an employee group labeled: Auto-XXXXXXXX. Verify you have the correct employee. Note: Some employees have more than one Assignment/Time Sheet. The termination will occur only in the specific Assignment/Time Sheet selected. Employee Information window is displayed. 4 Click the Proceed button. Edit Assignment window is displayed. 77

78 Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet 5 Click in the Assignment Status field. 6 Enter a T (Terminated) in place of the A (Active). Do not edit the Job and Rate window. Assignment Job and Rate window is displayed. 7 Click the Next button. Review and Confirm window is displayed. 78

79 Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet 8 Review the Assignment/Time Sheet being terminated. 9 Make the decision in the table below. If Any of the information is incorrect The information is incorrect and you want to cancel the transaction Then Click the Previous button. Make the necessary changes. Return to the Review and Confirm window. Proceed to Step #11 Click the Cancel button, then Click the OK button The information is correct proceed to the next Step #11 10 Click the Confirm button. Status success message Employee/Assignment information saved successfully is displayed. 11 Click the Proceed button. System returns you to the Find Employee Assignments window. 12 The student will be dropped from your approval group after the current pay period is processed and the next pay period is open. Until the student Time Sheet is automatically dropped from your approval table, you must approve the student s zero hour Time Sheet. 79

80 Task #30 #30-Process: New Classified, AFSCME or FOP Employee Hired (Does not apply to Student employees) Introduction: The Hiring Department is responsible to inform Human Resources (UHR) that they have made a decision on hiring an employee. UHR then calls the employee and offers them the job. UHR has the employee complete all the necessary hiring/payroll documents. UHR then forwards the Payroll forms to the Payroll Office (Payroll). The new employee will be hired into the Oracle system by UHR. The first pay period must be reported on a paper Time Sheet. They are then imported from Oracle to Workforce automatically after it is processed. The following steps must be completed to give the employee the ability to access their Time Sheet and to be paid properly. It also gives the approver the ability to charge the payroll to the correct departmental account, to access the Time Sheet, and to approve the Time Sheet. Warning: Do not attempt to use the new hire process for a Classified, AFSCME, or FOP employee. The process is only for hiring student employees into Workforce. 1 Add the employee to the approver s group. See Task #25, MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group 2 Assign a permanent schedule to the employee. See Task # 22, SCHEDULE: Assign Permanent Changes to an Employee Schedule. 3 Once new employee logs hours in Workforce, add the account number to charge employee s wages. See Task # 13, TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet Note: If you cannot access the employee s Time Sheet, call the Payroll Department to verify the process mentioned in the introduction section has been completed (see page #1 for phone numbers). 80

81 Task #31 #31-Navigate Time Sheets Using Prev/Next Buttons Introduction: The Next and Prev options allow the manager to move from one employee Time Sheet to another within an employee group. 1 Click on Edit Employee Time link (Dashboard) Click on an employee group. Employee names are listed under the employee group name 2 Click on an employee s name. Click the Next arrow to move to the next employee within the group list. Click the Prev arrow to return to the preceding employee in the group list. When making changes to a Time Sheet, always save the Time Sheet prior to moving on to another. 81

82 Task #32 #32-Search for an Employee Using the Find Function Introduction: This task demonstrates the Find function to use when searching for a particular employee s Time Sheet. This is particularly useful when the employee group is large and scrolling through lists is inefficient. 1 Click on Edit Employee Time link (Dashboard) The navigation options are displayed at the top left-hand side of window. 2 Click the Find icon. Search for assignments window is displayed. 3 Click in one of the three search fields. Enter the appropriate search criteria. Note: You may use the * as a wildcard when you are not sure of the complete spelling (but may obtain more results). The search fields are not case sensitive. 4 Click the Search button. Note: If only one employee meets the search criteria, the employee s Time Sheet will open automatically. If multiple employees meet the criteria or the user has multiple Assignments/Time Sheets, the manager must select the appropriate employee Time Sheet by clicking on the employee s name in the search results. 82

83 Task #33 #33-Navigate Time Sheets Using the Sort Function Introduction: This task demonstrates the Sort function to use when searching for a particular employee s Time Sheet and navigating through all of the Time Sheets in each group you approve. The sort function will allow you to sort the employees by Last Name, First Name, or Employee Number. This is particularly useful when the employee group is large. 1 Click on Edit Employee Time link (Dashboard) The navigation options are displayed at the top left-hand side of window. 2 Click the Sort icon. Sort Option window is displayed. 3 Click on the Last Name, First Name, or the Employee Number, then Click the up or down arrow to move the selection up or down in the sort list. The employees will be sorted in the order you move them in this window. 4 Click the Sort button. Sort Option window closes. 5 Click on the Group Name to view employees. 83

84 Task #34 #34-Run a Report 1 Click on View Group Reports link. Report names and descriptions are listed after the instructions to view and print. NOTE: For a complete list of reports and what they do, visit the Workforce Training page from ohio.edu/finance/payroll 84