Report Guide November 2009

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Clementine Glenn
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1 My Time Business Operations Report Guide (C&T) The Report Guide provides Business Offices with information regarding recommended reports available in My Time. Many of these reports can be run using filters that allow a view into a single staff member and/or paycode, such as overtime. Refer to the My Time Report Quick Guide at the end of this document for a step by step guide to run reports, genies and hyperfinds. Information is also available in the My Time Supervisor Course. 11/4/2009 1

2 My Time Business Operations Recommended Report List (C&T) Report Name Timecard Pending Approval Accrual Balances & Projections Accrual Detail Employee Hours by Labor Account Employee Transactions and Totals Timecard Audit Trail Report Description View timecards that are pending employee and/or Supervisor approval. A Business Office may use this report to review what approvals are still pending by the Supervisor. The report can be run weekly at the Supervisor approval deadline to identify timecards that have not been approved by the weekly deadline. Displays current balances, future committed time off, credits, and projected balances through the date selected. This report can be used by the Business Offices to anticipate whether an employee is managing accrual balances appropriately. Displays running accrual balances, earned, used and requested PTO for each employee over a selected time period, showing effective dates, and any balance resets that occurred. This report replaces the current Oracle based PTO report. The purpose of this report is to provide a real time detailed activity of an employee s accruals, such as when an accrual was earned, taken or adjusted. A Business Office can run this report to verify accruals for an employee. Since employees can view their time online, please be environmentally sensitive and only print as needed. Displays employee hours by paycode, by employee within an organization. A Business Office can run this report to view hours by labor account and paycode for which the employee has worked hours. The report provides totals, labor accounts, and grand totals for each employee. This report may be used to verify how an employee s hours are allocated. This report can be run for a specific employee and/or paycode such as overtime. Displays paycode transaction data and totals by employee. This report is similar to the Employee Hours by Labor Account but has a different format. A Business Office can run this report to view paycode (activity) transaction data and totals by employee and grand totals by paycode. This report may be used to verify how an employee s hours are allocated, such as vacation, sick, training, etc. Displays audit information showing each change to a timecard. It includes date and time of the action, who performed the action, and what information changed (includes paycode edits). A Business Office can use this report to review the history of changes to an employee s timecard. This report can be used to identify any errors and identify the cause and user of the error. Report Format PDF File PDF File PDF File PDF and Excel File PDF and Excel File PDF File 11/4/2009 2

3 Report Name Timecard Signoff/Approval Audit Trail Report Guide November 2009 Report Description Displays audit information related to approval of timecards including date/time and who performed the action. A Business Office can run this report to review approvals of an employee s timecard. A Business Office may run this report to review if the approval and sign off were completed by the Payroll deadline. Report Format PDF File In addition to standard reports, special genies are available in My Time. The Pay Period Close genie is another way to quickly view which employees and supervisors still need to review and approve timesheets. 11/4/2009 3

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1. Login to uportal: https://www.yale.edu/portal Access by clicking on My Time My Time How to Run Reports 2. Once logged in, you will be defaulted to the following page. Click on Pay Period Close 3.

We will select multiple employees for this example. You can also define the time period for your report. We will select Previous Pay Period for this example.

11 1. Login to uportal: Access by clicking on My Time My Time How to Run Reports 2. Once logged in, you will be defaulted to the following page. Click on Pay Period Close 3. You will be directed to the screen below. Select your employees that you would like to run the report for and the time period. You can select multiple employees or a single employee. We will select multiple employees for this example. You can also define the time period for your report. We will select Previous Pay Period for this example. Once you have selected your employees and defined the time period, click on Reports on the top left corner of your screen. 4. You will be directed to the Reports page below. You can select your report by clicking + sign next to All. For this job aide, we will run the Employee Transactions and Totals report as an example. Select the report and click on Set Options. 11/4/

We will select Actual Hours and for Paycodes, select all paycodes by clicking on the Add All button.

12 5. Once you click on Set Options, you will be directed to this screen below: For this report, we have an options to choose Actual/Adjusted and Paycodes. We will select Actual Hours and for Paycodes, select all paycodes by clicking on the Add All button. NOTE: Options are not available for all reports, only a few have this feature. 6. After selecting the options, click on Run Report and you will automatically be directed to the Check Run Status screen. 11/4/

7. Click on Refresh Status button and wait till the Status column turns to Complete.

You can double click on the report line or click on the View Report button.

You can now Save your report to your local directory or Print. 10.

13 7. Click on Refresh Status button and wait till the Status column turns to Complete. 8. After the Status is display s Complete, the report can be viewed. You can double click on the report line or click on the View Report button. You will be directed to a PDF screen which displays your report output. 9. You can now Save your report to your local directory or Print. 10. For running reports that are available in the Excel format, please refer to the My Time website: 11/4/

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