DEPARTMENT TIME ENTRY INSTRUCTION MANUAL

Transcription

1 Section I Approver Handbook DEPARTMENT TIME ENTRY INSTRUCTION MANUAL Banner Version 8.0 November 2009 Revised May 2013

2 Payroll Banner Version 8.0 Department Time Entry Table of Contents I. INTRODUCTION... 2 II. DEFINITIONS OF TERMS... 3 IV. LOGGING IN... 4 V. SETTING UP PROXY APPROVERS... 4 VII. CHANGING APPROVER... 4 VIII. TERMINATING EMPLOYEES... 4 IX. STARTING TIME ENTRY... 5 X. ENTERING THE TIME WORKED... 5 XI. ACCESSING THE NEXT TIME RECORD... 8 XII. SUBMITTING TIME... 9 XIII. APPROVING TIME...10 XIV. PHADSUM - SUMMARY OF HOURS ENTERED...11 XV. TROUBLESHOOTING...12 (1)APPROVER OR A PROXY FOR AN APPROVER...13 (2)PERSON WHO OPENS TIME WITHOUT USING A PROXY...14 XVI. SUBMITTING HOURS OUTSIDE THE CURRENT PAY PERIOD...16 XVII. CHECK LIST FOR ENTERING TIME IN DTE...18 DTE revised 13 May 15 1

3 I. Introduction Department time entry is a time keeping method for hourly paid casual employees at Carleton University. The on-line process of submitting hours worked for payment is performed in Banner on the form PHATIME. It is the responsibility of the supervisor to enter and maintain an accurate representation of the hours worked for all hourly paid staff in their area each pay period. Supervisors will be responsible for approving the hours worked, when the pay period is complete. Once the hours have been approved, they will be automatically loaded into the payroll process for payment. If hours are not submitted on time, they cannot be processed by Payroll for that pay period. The hours will be processed for the next scheduled pay period. It is the responsibility of the supervisor to inform the employee that there will be a delay in their pay. The deadlines for submission of hours using the Department time entry module are available on the HR website, under the For Administrators tab and then clicking on Payroll deadlines. It is advisable to take a copy for all those staff in your area that will be entering or approving time. The deadline to Payroll for submission of profiles for new employees, rate changes, FOAP changes and new profiles if the employee takes on another job in the same department, is five days before the Paper Forms deadline. This allows enough time for payroll to set up job records so that hours can be submitted for the appropriate deadline. Profiles should clearly identify department time entry in Section G with the appropriate Torg number. DTE revised 13 May 15 2

4 II. Definitions of Terms Approver Pay Number Pay ID Proxy Time Sheet Organization (TSO) Casual employees The Primary Approver is a university employee who is responsible for checking the accuracy of time records and then approving them so that they are submitted to Payroll for processing. The Pay Number is the number assigned to the Period for which time may be submitted by casual employees. The pay number can be found by referring to the payroll deadline information available at The Pay ID identifies the Payroll employment cycle. The primary Pay ID that can be approved for employee time is SH. The SM pay ID is also available for time entry A Proxy is a university employee that is identified by the Primary Approver to approve time sheets in the event of the Primary Approver s absence. The TSO is a code that has been created to identify a specific work unit in a department. It will be used when setting up the employee job, submitting and approving all casual hours. Casual employees that are paid on an hourly basis will be required to submit their hours every pay period for the approval of their supervisor. DTE revised 13 May 15 3

5 IV. Logging In 1. Log into Windows using MyCarletonOne User Name and Password 2. Start Banner Production: 3. Log in to Banner using Oracle User Name and Password. V. Setting up Proxy Approvers In the event that an approver is not available for time submission and approval, it is required that a proxy be set up so there is no delay to the employee receiving payment. Send the name of the employee to be proxy to the HRIS section of HR so the proxy can be assigned, and their security access set up. VI. Changing Approver In order for a department to change the primary approver, an requesting the change must be sent to the HRIS section of Human Resources, containing the user name and Banner ID of both the current and future approvers. The reason for the change must also be included in the . VII. Terminating employees To terminate an employee, please send an to Payroll after submitting the final hours with the following information: Banner ID Name Time Sheet Org (TSO) Last day of employment Reason for termination Payroll Services will then terminate the job assignment, which will remove the employee from PHATIME. DTE revised 13 May 15 4

6 IX. Starting Time Entry 1. Enter PHATIME in the Go To field on the general menu screen 2. Confirm Time Sheet is entered in the Entry by field 3. Enter: a) Organization = Time Sheet Org number b) Transaction Status = Not Started c) Payroll ID = SH (or SM, see note below) d) Payroll Number = Pay # from deadline sheet (The pay period dates will default in) 4. Click Next Block 5. A Dialog box will appear asking Do you want to extract time to begin time entry? Click Yes. (see Diagram 3) 6. Click Next block 7. A Dialog box will appear showing the number of time records with no errors. Click Continue. (see Diagram 4) 8. Notice that the Status changed from Not Started to In Progress and employees have been loaded in middle Block. (see Diagram 5) Note: The SM pay period dates are different than the SH pay period dates. Disregard the SM dates that default in and enter hours for the dates worked within the SH pay period. Total the hours worked for the pay period and enter them in the first date column. X. Entering the Time Worked Before entering time ensure that you have the correct person AND the correct position and suffix. Employees can have more than one job in the same department, thus more than one Suffix to account for each position. (See Diagram 7 for an example of an employee s second job). 1. Enter earnings code in the Earn Column 2. SH - Tab across and enter hours worked under each separate day. (SM - total hours and enter in the first date column) 3. Save. ** Please look at diagrams below for further clarification ** View/Enter Comments Go to Options View/Enter Comments to enter free text comment. This step is optional. DTE revised 13 May 15 5

7 Diagram 3 PHATIME (Electronic Approvals of Time Entry) Diagram 4 PHATIME Electronic Approvals of Time continued Diagram 5 PHATIME After Time Extraction (Employee s are loaded in middle block). DTE revised 13 May 15 6

8 Diagram 6 PHATIME Time Entry (SH - hours are broken down and entered on each day worked) Diagram 6a PHATIME Time Entry (SM hours are totalled and entered in first day column) Diagram 7 - PHATIME Employee s second job (Suffix 02 ) DTE revised 13 May 15 7

9 XI. Accessing the Next Time Record Click on Options Access Next Time Record to go the next record to be entered. This is done after submission of time and approval of the time record is complete (see Sections XII and XIII). The next time record can be another employee in the time sheet unit you are working on OR the next time record can be another position (note different suffix #) for the same person you have entered time for. Diagram 8 PHATIME Accessing the Next Time Record If no hours are entered for an employee use the down arrowhead to access the next employee record DTE revised 13 May 15 8

10 XII. Submitting Time DO NOT submit hours until Time Entry is complete for the entire pay period. Once hours have been submitted for approval they can only be changed by an approver. You can exit without submitting time for approval. This will leave the record with an In Progress status and it will not be submitted for approval. If time is not submitted then it will not be processed. 1. Go to Options Submit time for Approvals. 2. The status for the record is set to Pending, and places the data into the approval queue. Diagram 9 PHATIME Submitting Time for Approval DTE revised 13 May 15 9

11 XIII. Approving Time 1. Go to Options Approve Time 2. Status will change from Pending to Approved 3. Once approved you have successfully submitted your time sheet and it is ready for Payroll processing. No further entries or adjustments can be made to a record once approved. Diagram 10 PHATIME Approving Time Diagram 11 PHATIME Time was approved DTE revised 13 May 15 10

12 XIV. PHADSUM - Summary of Hours Entered In addition to PHATIME, there is another form available to you for time entry purposes. PHADSUM is a summary form that allows you to see the status of time records, and the hours entered for your employees. Steps to use this form follow. 1. Approval of = Timesheet 2. Organization = Timesheet org number 3. Status = All (except not Started) 4. Pay ID = SH (or SM) 5. Payroll No = indicate pay number to view 6. Click Next Block 7. You should see a list of employees in your department, as well as their queue status, and hours entered for the pay specified (if the record is selected). Select record by clicking on the ID. 8. Check the Queue Status field for pending records. If pending records exist, return to the PHATIME form and approve or remove record/s. Pending, hours have been entered but not approved. In the Queue ; is equivalent to In Progress no hours have been entered. Approved, hours entered have been approved. Diagram 12 PHADSUM DTE revised 13 May 15 11

13 XV. Troubleshooting If you encounter input difficulties during the Department Time Entry process, and the solution is not below, please contact the HRIS section of Human Resources for assistance at extension 8630 or PHATIME Solutions to correct a Department Time Entry input error (1) The instructions directly below are written for the Approver, or for a proxy of an Approver. See (2) on page 14 for instructions for the person who opens time without using a proxy and the hours entered are approved by an approver. When Department Time Entry is complete, employee records should have either a status of Completed or In Progress. Pending status records must be approved or deleted by the payroll deadline. Some examples of when a correction is required are: hours are entered under the wrong employee ID or wrong position/suffix numbers (see option 1), the employee record status is changed to Pending and no hours have been entered (see option 1), and, hours are entered under an incorrect earn code (see option 2). The following three options will assist you in correcting input errors when the employee record status is Pending. Option 1 deletes all entries for the employee selected. The employee status is restored to In Progress. Re-enter the hours for the employee. Option 1 (all entries for the employee will be deleted) This option would be used to correct: -hours entered under the wrong employee ID -the employee has more than one job and the hours are entered under the wrong position/suffix numbers -the hours are entered under an incorrect earn code Highlight the employee ID From the menu bar select Options, then select Return Time for Correction Select Options again, then select Restart Time for Employee Dialog box: Restarting a time transaction will delete the employee s time entered. Do you want to Restart this transaction? Click Yes Dialog box: Re-extracting Time Entry. Click OK Process is complete will appear at the bottom of the screen All entries for the employee are deleted and the Status field is restored to In Progress. Continue with the entry process. DTE revised 13 May 15 12

14 Option 2 deletes the selected row for the employee. The employee status remains Pending after the row is deleted. Re-enter the correct earn code and hours. Option 2 (the row selected will be deleted) This option would be use to correct an incorrect earn code. Highlight the earn code on the row to be removed From the menu bar select Record then select Remove Enter the correct earn code and hours. Save Approve Time when all entry for the employee is complete. Option 3 deletes the entire record for the employee selected. The employee will be returned to the status Not Started. The department time entry process has to be restarted for the employee. Note: this option is the more complex of the three, but will correct all input errors. Option 3 (the entire employee record will be deleted and returned to status Not Started) This option is the more complex of the three options, but will correct all input errors. Highlight the employee ID From the menu bar select Record then select Remove Dialog box: Removing this record will delete the employee s time transaction. Do you want to delete this transaction? Click Yes Time transaction successfully deleted will appear at the bottom of the screen Click the Rollback button on the menu bar. Change the Transaction Status field to Not Started Follow the process to open time. Employees with the status In Progress will load, including the employee just deleted. To access all employee records: Click the Rollback button on the menu bar. Change the Transaction Status field to All(Except not Started) Click the Next Block button. All employees will load. Continue with the entry process. DTE revised 13 May 15 13

15 (2) These instructions are for the person who opens time without using a proxy and the hours entered are approved by an approver. If department time entry is opened by a person without using a proxy and then approved by an approver, both the person who open time and the approver play a role in making the correction. The following two options will assist you in correcting input errors when the employee record status is Pending. Option 1 - When a correction is required, the approver has to access the employee record and change the status to Return for Correction. The person who opened and entered the hours has to access the employee record and Restart Time for Employee. The employee record will be restored to In Progress and all entries will be deleted. Option 1 (All entries will be deleted). Approver: Enter the Transactions Status as Pending Approver: Next Block Approver: Find the employee to be corrected Approver: From the menu bar select Options, then select Return Time for Correction. The status field will be updated. Approver: Exit form Person who opened time: Enter the Transactions Status as Return Time for Correction Person who opened time: Next Block Person who opened time: From the menu bar select Options, then select Restart Time for Employee Dialog box: Restarting a time transaction will delete the employee s time entered. Do you want to Re-start this transaction? Click Yes Dialog box: Re-extracting Time Entry. Click OK Dialog box: Process is complete. Click OK DTE revised 13 May 15 14

16 Option 2 When a correction is required, the approver has to delete the employee record and return the employee to status Not Started. The person who opened time has to restart the process for the employee. Option 2 (The entire employee record will be deleted and returned to status Not Started). Approver: Enter the Transactions Status as Pending Approver: Next Block Approver: Find the employee to be corrected Approver: Highlight the employee ID From the menu bar select Record then select Remove Dialog box: Removing this record will delete the employee s time transaction. Do you want to delete this transaction? Click Yes Dialog box: Time transaction successfully deleted. Click OK Approver: Exit form Person who opened time: Change the Transaction Status field to Not Started Person who opened time: Follow the process to open time. Person who opened time: Employees with the status In Progress will load, including the employee just deleted. To access all employee records: Person who opened time: Click the Rollback button on the menu bar. Person who opened time: Change the Transaction Status field to All(Except not Started) Person who opened time: Click the Next Block button. All employees will load. Continue with the entry process. DTE revised 13 May 15 15

17 XVI. Submitting hours outside the current Pay Period Supervisors are to submit hours during the pay period in which they are worked. It is important that hours be recorded accurately for calculation of employment insurance and potentially issuing a record of employment at the completion of the work assignment. There will be times when hours to be submitted will not fall in the pay period available. In this situation, the following process should be followed: 1. Complete form Submitting hours outside current pay period (form available from Payroll Services see example on the next page). 2. Deliver to Payroll immediately after completing. 3. You will be advised at that time in what pay period the hours will be paid. Hours for employees who fail to submit time as scheduled will be added to the payment for the next scheduled pay date. Salary advancements will not be generated. It will be the responsibility of the primary approver or his/her proxy to submit a request for back hours to be processed. The request can be made either by memo or . Back hours will not be accepted directly from the employee. The memo must include the following: 1. Student/Employee Name 2. Banner ID 3. Pay Number 4. Time Sheet Organization (TSO) 5. Date(s) Worked 6. Certification statement that the hours have not been previously submitted. 7. Justification of the reason that the hours are being submitted late and not during the scheduled pay period. DTE revised 13 May 15 16

18 Form 1 Submitting Hours Outside Current Pay Period DTE revised 13 May 15 17

19 XVII. Check list for entering time in DTE 1. Enter PHATIME in Go To field on General Menu screen 2. Confirm Entry by is Time Sheet 3. Enter the TSO (timesheet org), Pay ID (SH or SM) and Pay # 4. Transaction Status: select Not Started on initial opening (Use All (Except not Started) when returning to the form after initial opening) 5. Next Block 6. Answer Yes to the Do you want to extract time to begin time entry? dialog box. 7. Click Continue in the dialog box to load employee records 8. Confirm that you have the correct Employee and Job before entering time 9. Enter the Earn Code for the employee then tab across the screen to enter daily hours to the end of the pay period (SM total all hours for pay period and enter in the first date column) 10. Save 11. Go to Options Submit Time for Approval 12. Repeat Steps 8-11 for all jobs, hours are to be entered for, then continue to Step 13 to approve each time record At the end of the pay period and prior to the deadline date: 13. Go to Options Approve Time 14. A message should appear stating that Time Transaction was approved successfully 15. Go to Options Access Next Time Record Note: Use the form PHADSUM to verify that your hours are approved. DTE revised 13 May 15 18