Team Members. Jason Martinez Payroll Supervisor Ext Mary-Helen Flores

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2 Team Members Jason Martinez Payroll Supervisor Ext Nina Cisneros Payroll Specialist Ext Memorial Brentwood Alternative Wrenn Gus Garcia Fine Arts Transportation Eric Olivarez Payroll Specialist Ext Cisneros Perales Burleson ECE Stafford ECE Food Service Mary-Helen Flores Payroll Specialist Ext Gardendale LBJ Las Palmas Roosevelt Stafford Winston HB Gonzalez Cardenas ECE Substitutes Police Warehouse Textbooks Athletic Crew Maria Graham Payroll Specialist Ext Kennedy All monthly departments ( ) Extra duty/stipends Biweekly: Custodians PPS 2009 APQC. ALL RIGHTS RESERVED. 2 Aug-13

4 S I P O C Suppliers Inputs Outputs Customer Staff HR Departments Attorney General Student Loans United Way US Govt. Start 1.1 Employee Data entered Accurately & Complete Time Clock Work Schedules Calendars Documents s Status Changes 1.2 Interfacing of all data from all software High Level Process 1.3 Payroll Verification 1.4 Direct Deposits & Funds available Direct Deposits Wage Statements W2s Reports TRS TEC 941 TWC 1.5 Reports completed and Submitted Accurately EISD employees (Full-time Part-Time Subs Temps Tutors 1,800 employees) Outside agencies End 2009 APQC. ALL RIGHTS RESERVED. 4

7 Weekly Approval Deadlines Approvals are always for previous week Employees MUST approve their time by 9:00am on Mondays Editors MUST complete editing and approvals by 9:00am Tuesday Managers MUST approve time by 10:00am Tuesday 2009 APQC. ALL RIGHTS RESERVED. 7 Aug-13

8 Payroll Facts The next steps to complete the payroll process include: running reports verifying data Printing Payroll and Deduction checks if necessary Preparing and submitting file for direct deposit This process takes on average 1 hour It takes the same time for one check or for 1,300 direct deposits Each month the Payroll Department processes over 2,200 transactions/checks 2009 APQC. ALL RIGHTS RESERVED. 8 Aug-13

10 TimeClock Plus Editing Time Clock 2013

11 Open Time Clock Manager Click: Time Clock Manager icon Pop Up Window will Appear

12 Enter Your User ID & Your Secured Password Password must be secured. Do not share your password.

13 Click on Employee in the Toolbar. Click Employee

14 Click on Edit Hours or Click Icon

15 Missed Punch for Professionals 2013

16 Select or Enter Employee Number Enter Employee Number Click on Employee Name

17 Employee time will appear for ALL open weeks.

18 Right Click on the White Area next to Employee Time Click Add Segment Click Add Segment

19 Click on Missed in punch box Click on Missed in punch

20 Verify Date & Time In Then Adjust Time Out to reflect Segment Hours and Job Code Verify/Change Date of Missed Swipe

21 Verify Date & Time In Then Adjust Time Out to reflect Segment Hours and Job Code Time In Enter Employees Scheduled Time In

22 Verify Date & Time In Then Adjust Time Out to reflect Segment Hours and Job Code Segment Hours Adjust Time Out so that Segment Hours reflect the 7.5 hours

23 Verify Date & Time In Then Adjust Time Out to reflect Segment Hours and Job Code Indicate proper Job Code

24 COMPLETED Verify Date & Time In Adjust Time Out to reflect Segment Hours All edits require a note Click Ok

25 Missed Punch entry will appear. Ready for Administrator to approve.

26 Missed Punch for Para-Professionals & Auxiliary 2013

27 Select or Enter Employee Number Enter Employee Number Click on Employee Name

28 Employee time will appear for ALL open weeks.

29 Para s can fix previous Missed Punch when clocking in or out. Verify/Change Missed Punch times ARE THESE OUT TIMES CORRECT?

30 Double Click on BLUE time Double Click on Missed Punch time

31 Change Time Out to correct time as per your Time Clock Log using rounding time.

32 Review Time Out & Always put your note All edits require a note Click Ok

33 Missed Punch entry will appear. Ready for Administrator to approve.

34 Local Leave State Leave Absent Without Leave (AWOL) 2013

35 Select or Enter Employee Number Enter Employee Number Click on Employee Name

36 Employee time will appear for ALL open weeks.

37 Right Click on the White Area next to Employee Time Click Add Segment Click Add Segment

38 Click on box Time Sheet Entry Click on Time Sheet Entry

39 Change/Verify Date of Leave, Time, & Hours. Change or Verify Date Time Employees Scheduled time in. Hours Employees Full-Day or Half-Day Hours EX: 7.5 hour employee 7.5 for Full-Day 3.75 for Half-Day 8.0 hour employee 8.0 for Full-Day 4.0 for Half-Day

40 Select Leave Type for Job Code Codes Differ from Prof. & Para Click on arrow for drop-down box. Para-Professional 1 Local Personal 2 State Personal 4 Non-Duty (only 226 employees) Professional 11 Local Personal 12 State Personal 14 Non-Duty (only 226 employees)

41 ALWAYS ENTER A NOTE Click Ok All edits require a note Click Ok

42 Leave entry will appear

43 Absent Without Leave (A.W.O.L) Codes Differ Click on arrow for drop-down box. Professional Code: 90 AWOL Para-Professional & Auxiliary Code: 91 AWOL

44 Absent Without Leave (A.W.O.L) Professionals Professional Code: 90 AWOL & All edits require a note Hours: 7.5 for Full-Day 3.75 for Half-Day Click Ok

45 Absent Without Leave (A.W.O.L) Para-Professionals & Auxiliary Para-Professional & Auxiliary Code: 91 AWOL & Hours: 0 for Full-Day 0 for Half-Day Click Ok All edits require a note

46 Leave entry will appear

47 Bank Leave Code 70 Para-Professionals & Auxiliary 2013

48 Bank Time will start and end with your Work Schedule Calendar

49 Select or Enter Employee Number Enter Employee Number Click on Employee Name

50 Employee Timesheet will pop up Right click on any white area, then click on add segment

51 Edit Segment will pop up Change to date you will be adding banking time to. Enter time that employee will be using. Than change job code to 70 Always make comments when editing timesheets Banking 2 hours Click enter to go back to timesheet

52 Verify 7.5 hours for Full-Day DONE You have now enter Banking Employee timesheet will now Time have a 7.5 hour for that day.

53 When done with editing Click small Red x

54 DO NOT ENTER FMLA Jury Duty Military Leave Please notify and provide proper documentation to your Payroll Specialist.

55 Time Clock Plus Missed Punches Approving of Staff Missed Punches 2013

56 Click on Employee in the Toolbar. Click Employee

57 Click Missed Punches Missed Punches Manager

58 Missed Punches screen will pop up. Set Start and End Dates Need to change dates NOTE: If you click Update w/o setting date range. ALL open weeks will be displayed. Payroll weekly dates start on Saturdays and end on Fridays.

59 Click on Start Calendar Icon. Enter Start date: Week begins on Saturday. Click Icon Weeks start on Saturday

60 Click on End Calendar Icon. Enter End date: Week ends on Friday. Click Icon Weeks ends on Friday

61 Want to save time? Click on 1 st box to see Unapproved Missed Punches

62 Dates are Set & mark is made. Click on Update Click Update Report will Run.

63 All employee s that have Not Approved missed punches will appear. BLUE Time is not Approved

64 Click on the blue color time, it can be a in or out time. Then click on the Approve In or Approve Out button at the bottom of the screen. 1 st - Click on any time that needs to be approved 2 nd Click on either the Approved In or Approved Out button

65 Once approved. Time will change to GREEN, indicating the Missed Punch is approved. Continue this pattern until all Missed Punches are approve, all GREEN. Time is approved

66 Repeat approval process until all Missed Punches are approved, all GREEN. All time is Approved

67 Click on Update to verify that all approvals for date range are completed. Click

68 Your completely done for date range selected. Click on X to close Screen is BLANK. Your done for date range.

69 Time Clock Plus Approval Manager Approving of Staff Time 2013

70 Click on Employee in the Toolbar. Click Employee

71 Click Approval Manager Approval Manager

72 Approval Manager screen will pop up. Set Start and End Dates Need to change dates NOTE: If you click Update w/o setting date range. ALL open weeks will be displayed. Payroll weekly dates start on Saturdays and end on Fridays.

73 Dates are Set. Click on Update Click Update Report will Run.

74 All Employees pending time approval will appear for selected date range. Green Checks O : Editor Reviewed Red Checks M : Manager Approval Blue Check I : Employee Approval Employee Number & Name will appear NOTE: Blue Missed Punches. Return to Missed Punch Approvals to approve before you approve time. Once approved Missed Punch will appear BLACK on this screen.

75 Manager will need to look at each day in order to verify that clock time is correct for work day. [ shown, indicates swipes for same day Swipe IN and OUT Lunch Minutes Hours for Day Total hours for Week Para-Professional: Will have a lunch time. Either an Auto or a clocking lunch. Above is an clocking lunch. There should be a swipe in and out under the same day and lunch minutes will show next to lunch start time.

76 Manager will review time and approve by clicking the box under the RED below the M column Click Box Or Click the RED arrow to approve all week.

77 Review and Approve all pending time. Then click, Update Click Update After all Approvals All Approved

78 No more Approvals Needed! Window will be blank once all approvals are done. REMINDER: Repeat process as needed.

79 Employees with Multiple Job Codes Approve only Job Codes that pertain to your Campus/Dept. Budget.

80 Click X to close Approval Manger Window Click X Close

81 Click on RED circle X to Log-Out of Time Clock Manager

82 Finished

Manager Training Package. Goal: To accurately and efficiently manage employee s time

Manager Training Package. Goal: To accurately and efficiently manage employee s time Goal: To accurately and efficiently manage employee s time Manager Training Package Table of Contents Pre Payroll Processing Checklist... 2 Review Time:...3 View Employee Time:... 3 Manage Time:... 4 Adding