Consolidated Time Management System (CTMS) Version 1.7

Transcription

1 Consolidated Time Management System (CTMS) Version 1.7 User Guide for Time Entry Keyers 8/11/2015 Created for: The Cobb County School District 514 Glover Street Marietta, Ga (770) Created by: CCSD Financial Services Payroll Services 440 Glover Street Marietta, GA 30060

2 Revision Chart The following chart lists the revisions made to this document. Use this to describe the changes or additions made to the document each time it is re-published (draft or final). The description should summarize the changes as possible. Date Author Description of Changes 10/2014 K. Coonfield Replaces Human Resources/ Payroll System Training Manual dated 7/29/2014 (CTMS v1.6) 11/2014 K. Coonfield * Update Sub Management section: Export to Excel button & Reconciling Sub Mgmt pgs *Added section- Resolve Import Errors pgs *Update Make Adjustment to Prior Payroll pgs *Update Warning and Error Messages pgs *Update Aesop section pgs /2015 K. Coonfield * Update contact person to Paige Smith for system access changes pgs * Update Quarter Day Leave Calculations chart pg. 48 3/2015 K. Coonfield *Add section- Enter Sub Adjustment to pay Sub/Supply with special charge code pg. 29 4/2015 K. Coonfield * Update pg /2015 K. Coonfield * Remove SubFinder section pgs * Remove all references to SubFinder and replace with Aesop * Update Training Resources pg. 77 8/2015 J.Crimm Update New Portal Information Payroll Services Page 2 of 77

3 Table of Contents Revision Chart... 2 Human Resources / Payroll - The Big Picture... 6 Introduction to CTMS... 7 Key Payroll Reminders... 7 Service Report Periods and Imported Data... 8 Monthly Payroll Schedule... 9 Bi-weekly Payroll Schedule... 9 Staffing with a Primary and Backup Time Entry Keyer Changes in staffing effecting the Payroll Entry function at your location Access to CTMS Time and Leave Maintenance Module 1: Sub Management Using Sub Management in CTMS Export Substitute data into Excel Reconciling Substitute Data Important information regarding Sub and Supply teachers Editing Substitute or Supply Record associated with an Employees absence Editing a Substitute or Supply record associated with an Open Position (Vacant Position) Add More than One Sub to a Single Absence Pay a Substitute or Supply teacher that was not entered into Aesop Prior to the Import Pay a Sub or Supply Teacher utilized for an Open (Vacant) Position not entered in Aesop Review or Edit Pay for a Supply Teacher Enter a Substitute /Supply Adjustment for a PRIOR Payroll Period Enter Sub Adjustment to Pay Sub or Supply with a special charge code Module 2: Supplemental Pay Enter Supplemental Pay for Multiple Dates for Same Employee using same Charge Code Enter Supplemental Pay for Multiple Employees using same Charge Code Enter Pay for Crossing Guards Module 3: Time Entry Viewing Your Employee Roster Payroll Services Page 3 of 77

4 Viewing Individual Employee Records Viewing Basic Employee Data Explanation of Job Code and Job Key Imported Data: Reviewing and Verifying Imported Records with Errors RESOLVE Import Errors (Exceptions) Exception Report Enter Time worked for an Hourly employee Calculating Short Term Leave Short Term Leave of Absences Enter Leave for a Teacher, Parapro or Nurse (Not Imported from Aesop) Enter Leave for Annual Employees that DO NOT use Subs Enter Time and Leave for an Employee that has Multiple Jobs Food Service Employee Time Entry Food Service Substitutes Viewing Food Service Subs used at your Location Edit Food Service Sub records Add Food Service Sub records Food Service Substitute Summary Food Service Substitute Adjustment to Prior Payroll Period Food Service Substitute Totals After School Program (ASP) Employee Time Entry After School Program (ASP) Employee Time sheets Make Adjustment to Prior Payroll Period for Current Employee Make Adjustment to Prior Pay Period for a Former Employee Employee Transfers Mid-Payroll to a New Job Employee Transfers Mid-Payroll maintaining Same Job Time Entry Warning Messages Time Entry Error (Exception) Messages Example 3: Reviewing Your Payroll Completing your Payroll Processing Checklist Printing the Required Payroll Period Reports Payroll Services Page 4 of 77

5 Balancing your Payroll Submitting your Payroll Reports Aesop Helpful Payroll Processing Tools Training Resources Support Contacts Charge Code Issues Payroll Forms Payroll Services Page 5 of 77

6 Human Resources / Payroll - The Big Picture Time Entry Keyer Enters Employee Action Form (EAF) in Star System Human Resources *Receives and processes EAF *Identifies Hire Date in Munis Payroll Services *Receives Employee Data from HR *Enters Pay information into Munis/CTMS Time Entry Keyer *Enters payroll for employee in CTMS per the Bi-weekly or Monthly Payroll Schedule Payroll Services Page 6 of 77

7 Introduction to CTMS The Consolidated Time Management System (CTMS) utilizes the Payroll Suite program to enter time worked, leave of absences as well as import payroll data from other CCSD time entry systems. Key Payroll Reminders Employee Action Forms (EAFs) are the first step in the hiring process. Human Resources receive the EAFs and once the EAF is fully processed, the employee is added to CTMS. The Employee ID (6 digit E#) will be the primary employee identifier. An employee s Primary Job denotes what frequency they are paid on, i.e. Bi-weekly or Monthly. Employees can only be paid on one pay cycle. Employees are paid either Bi-weekly OR Monthly, not both. Follow the Bi-weekly and Monthly Payroll Schedules pay careful attention to the Import Dates from the Aesop, TimeForce and ActSoft time systems into CTMS. Continue using paper forms (Regular Timesheets, ASP Timesheets, Report of Absence FS- 348, Supplemental Pay FS-187, etc ) Every employee should always complete a Report of Absence FS-348 form when they are absent. Updated Payroll Forms are located on the Form Bank. Always check to ensure you are using the most current version. Refer employees to the Employee Self-Serve website to view their pay stub and leave data. Aesop must be utilized by Teachers, Nurses & Parapros to enter their absences. These absences as well as the Sub Info will be imported into CTMS monthly. TimeForce data (includes Food Service and Maintenance employees) and ActSoft data (Transportation) will be imported into CTMS Bi-weekly per the Schedule. Do not enter payroll data into CTMS that will be imported from one of the other time systems (Aesop, TimeForce, ActSoft) to avoid creating duplicate records. Café Managers do not use the TimeForce System to enter their hours. The Time Entry Keyer will only enter Café Manager absences into the Bi-weekly Payroll in CTMS. Please refer to the Food Service Substitutes section of this guide for FNS Sub instructions. Payroll Services Page 7 of 77

8 Service Report Periods and Imported Data CTMS access is made available for entering current payroll data according to the Monthly and Biweekly Payroll Schedules established by the Payroll Department per fiscal year. While you will be able to enter short term leave and hours worked during the entire Service Report Period, you must remember that information from Aesop, TimeForce and ActSoft will be imported at the time noted in the pink column on each of the payroll schedules. To avoid duplicate records and errors, DO NOT post Hours or Leave BEFORE the scheduled Import date for employees that use Aesop, TimeForce, or Actsoft. Their hours will be imported into CTMS on the specified date. Teachers, Parapros, and Nurses enter their absences into the Aesop system. Food and Nutrition Services (FNS) employees enter their hours (worked and short term leave) into the TimeForce system with the exception of the Café Manager. The Café Managers time and leave will not be imported. They will need to provide Report of Absence forms to the Time Entry Keyer for the applicable Leave hours for their absences. Maintenance Department employees enter their hours (worked and short term leave) into the TimeForce system. Transportation employees enter their hours and short term leave into the ActSoft system. Flow of data from other time systems into CTMS Flow of payroll data to Munis once CTMS closes Payroll Services Page 8 of 77

9 Monthly Payroll Schedule The monthly payroll schedule reflects the monthly Pay Dates, Service Report Start and End Period, Aesop Import Dates and the open and close dates for CTMS time entry. Pay careful attention to the Aesop Import Dates reflected in the pink column of the Monthly Payroll Schedule. Aesop data which includes teacher, parapro and nurse absences as well as any Substitutes utilized in the pay period will be imported once a month. Verifying the accuracy of the data listed in Aesop daily and most importantly BEFORE THE IMPORT will ensure that the records are correct before they are imported populating the Time Entry and Sub Management modules in CTMS. Employees can only be paid on one pay cycle (Monthly or Bi-weekly) and their primary job denotes their designated pay cycle. Bi-weekly Payroll Schedule The Bi-weekly Payroll Schedule reflects the bi-weekly Pay Dates, Service Report Start and End Period, and Import Dates for ActSoft & TimeForce data as well as the CTMS open and close dates. Payroll Services Page 9 of 77

10 Pay careful attention to the Import Dates reflected in the pink column. ActSoft and TimeForce data which includes Transportation, Food & Nutrition Services (FNS) and Maintenance employees is imported every other week based on the schedule below. The personnel that manage these separate time systems noted above are responsible for verifying the accuracy of the data BEFORE THE IMPORT DATE so the data is correct once it is populated into the appropriate areas of the Time Entry module. All FNS employees including Lunchroom Monitors are paid on the Bi-weekly schedule. Exception: FNS employees who also work in a monthly paid position will be paid per the monthly schedule. Staffing with a Primary and Backup Time Entry Keyer Each CCSD department or location will have a Primary Time Entry Keyer who is responsible for entering and reviewing all payroll data during the designated entry dates including all time worked, imported data, and all types of short term leave of absences. It is very important for the Primary Time Entry Keyer to have a designated Backup Time Entry Payroll Services Page 10 of 77

11 Keyer. If the Primary Time Entry Keyer is out of the office for any reason during the open entry dates, the Backup Time Entry Keyer must fulfill the Primary Time Entry Keyer s duties ensuring that all payroll data is entered properly and by the established deadlines. It is highly recommended that Back up Time Entry Keyers coordinate time to sit with the Primary Time Keyer at their location or department as often as possible to become familiar with the payroll system and procedures. Changes in staffing effecting the Payroll Entry function at your location If staffing changes at your location or department occur necessitating the need to change access to the payroll systems - CTMS and Munis, please contact Kim Coonfield in Payroll to obtain the Munis-CTMS-Supplemental Pay System Access Request Form shown below. This form should be completed by your Principal or Department Head and sent back via to kimberly.coonfield@cobbk12.org prior to the actual staffing change. Please have the Principal or Department Head for the department or location complete the Access form and send to Kim Coonfield to ensure the timeliness of the next payroll entry for your location. Tips for completing the Access form: Authorizing Personnel Information This area should reflect the name of the Principal, Department Head, or Manager that is requesting and authorizing access for a specified user, Primary Time Entry Keyer and or Back Up Time Entry Keyer(s). Munis Only Access This area is utilized by internal CCSD departments. CTMS Access This area is utilized to list the Primary and Back up Time Entry Keyers needing access to both systems (CTMS and Munis). Supplemental Pay Only This area is utilized by internal CCSD departments. Payroll Services Page 11 of 77

12 Payroll Services Page 12 of 77

13 Access to CTMS The payroll entry system (Consolidated Time Management System) is located in the CCSD Academic Portal. Once you have logged in, you will select Finance from the drop down menu. Then move cursor to the right and select Payroll Suite. The Payroll Suite Welcome screen as shown below includes two content areas: Time and Leave Maint and Reports. Payroll Services Page 13 of 77

14 Time and Leave Maintenance All Payroll data will be entered under Time and Leave Maint. Once you click on Time and Leave Maint., you will go through each of the applicable modules listed in the drop down menu to post and process the current payroll. Module 1: Sub Management Sub Management is the module where substitute data that has been entered or Imported for the current monthly payroll is listed in a summary format. These entries pay the Substitute or Supply personnel for the time they worked as a substitute teacher, parapro or nurse. Substitutes are paid based on a daily rate (not an hourly rate) therefore if they work a portion of a day, they will get paid for the percentage of the day they work, not the amount of hours they work. Food Service Subs are NOT posted in this module. They should be posted under the Edit/View Food Service Subs link located in the Time Entry module. The Sub Management module is utilized to: Review and Edit imported Aesop data (Import occurs per payroll schedule dates) Add entries to pay a Sub/Supply for an Open Position that was not imported from Aesop ( Open Position is a vacant position not associated with an employees absence) Enter a Sub Adjustment for a Prior Payroll Period Payroll Services Page 14 of 77

15 All data reflected in Sub Management should match the data located in Aesop and the daily/monthly reports which include the absence information and substitute data. The Aesop program is located on the CCSD Home Page under EMPLOYEES. Important Notes about Daily use of Aesop: The Time Entry Keyer must check Aesop daily to ensure their staff s absence is correctly recorded as well as verify that the Sub or Supply information, if applicable, is entered accurately by the teacher, school nurse, or parapro. The Aesop IMPORT process occurs once a month based on the Monthly Payroll Schedule. The imported data populates the employees absence in the applicable field in Time Entry as well as records the associated Sub utilized for the absence. These imported records are summarized in the Sub Management module. It is vital that all teachers, parapros, and school nurses enter their absences accurately into Aesop to help process the monthly payroll in a timely and efficient manner. Using Sub Management in CTMS Select Sub Management from the Time and Leave Maint drop down menu Select the applicable Payroll Period and Location from the drop down menu The Substitute Interface screen will appear. This screen lists the Sub & Supply information that has been Imported from Aesop as well as any entries you may have manually entered. Payroll Services Page 15 of 77

16 You must Review these records for accuracy against the Absence Report obtained from Aesop, Report of Absence forms turned in by these employees and your Sub/Supply sign in documentation. The yellow highlighted records below reflect what these records look like on the Substitute Interface screen. The left-hand side of the screen lists the work date, employee/teacher absence information including E#, name, job, leave type and the number of hours absent. Note: teachers have a designated 8 hour daily work schedule. The right-hand side of the screen lists the respective substitute or supply information including the subs E#, name, hours worked, and the general ledger (GL Account) charge code. In this example, Jane Austin, 5 th grade teacher, took three personal days. Audrey Hepburn worked as her Substitute on these three dates 9/18, 9/19, and 9/20. Important: The # in the Hours column for the absent employee does not have to match the # in the Sub Hrs column for the associated Substitute. In some instances, the Sub may work less than the # of hours the teacher is absent if the sub was not available for a portion of a day. Payroll Services Page 16 of 77

17 Export Substitute data into Excel Once the monthly Aesop import into CTMS has taken place, you will have the option to export the Sub Management Interface data into Excel allowing you to sort the information in a variety of ways. For instance, you can sort the data by Date, Employee Name, or Substitute Name giving you more options to easily verify the accuracy of all Sub data that has been posted. 1. Click the button located on the Substitute Interface screen 2. Once the spreadsheet opens, you can sort the information as you like 3. You can save and/or print if you would like a copy for your records It is highly suggested to export the substitute data into Excel to help verify the accuracy of all of the data ensuring all substitutes are paid timely and for the applicable dates. Reconciling Substitute Data From the Excel spreadsheet, you will need to check the following for accuracy: Work Date Absent Employee/Teacher Name or Open Position is reflected Job ( Should reflect absent employee s primary job as a Teacher, Nurse, Parapro) Leave (Should reflect the type of leave the employee took i.e. Sick, Personal, In-service, etc.) Hours (Should reflect the # of hours absent per the leave increment charts i.e. for teachers it is 2, 4, 6, or 8 hours) Sub Id Substitute or Supply Name Sub Code ( SUB for Substitutes, and SUP for Supply teachers) o It is very important that the Sub Code reflect SUP if the person is working as a Supply to ensure they are paid the appropriate amount. Sub Hours (Should reflect the # of hours based on the % of Day worked for the applicable employee) o Sub Hours will always be 2 for a ¼ day, 4 for ½ day, 6 for ¾ day or 8 hours for a full day. GL Account ( Ensure any special charge codes have been entered, if applicable) If all of the Sub and Supply records are accurate, you can proceed with entering the remainder of your payroll in the Supplemental Pay and Time Entry modules. Important information regarding Sub and Supply teachers If a Sub also works as a Supply or vice versa, you will need to ensure that the Substitute or Supply Teacher is paid the correct amount for whichever job they are performing. Carefully review the Sub Code column on the Substitute Interface screen or the Excel spreadsheet to ensure the code reflects SUB for Substitute and SUP for Supply. Payroll Services Page 17 of 77

18 If the Sub Code is not correct, you will need to update the record from the Substitute Interface screen by clicking on the pencil icon next to the record. Search for the Sub or Supply by name, then select the record with the applicable Sub Code (SUB or SUP). Sub and Supply teachers are paid based on the % of an 8 hour day they work therefore the hours reflected in the Sub Hours column may not necessarily match the Absent employees hours. Sub Hours will always be 2, 4, 6, or 8. In the example above, Jane Austen (parapro) is absent for ½ day reflected as 3.75 hours. Marie Curie is the Sub and her hours are reflected as 4 hours as that is the equivalent ½ day % of an 8 hour work day. Editing Substitute or Supply Record associated with an Employees absence If a discrepancy is discovered in one of the Sub records or you need to change the charge code in one of the Sub records, you can make the correction or change on the Substitute Interface screen under Sub Management. From the Substitute Interface screen, Click the pencil icon located in the Edit column next to the Work Date and Employee/Teacher you need to change. The record will open to the Leave & Substitutes tab in Time Entry where you can change the Substitute/Supply data on the bottom of the screen. You can also make changes to the Absence data on this screen if necessary. Note, if the absent employee has multiple days listed, you will need to click on the pencil icon for Payroll Services Page 18 of 77

19 the applicable work date and Sub to make your changes. The Sub detail is located in the last section under Substitute Information. You can change the % of day worked, Remove Substitute, Add/Change Substitute, change the GL Account (Charge Code), or Delete the record. Once changes are made, remember to always click Save. You will need to verify that these changes are also reflected in Aesop to ensure all records match pertaining to the teacher absence and the specified Sub utilized. Editing a Substitute or Supply record associated with an Open Position (Vacant Position) If a discrepancy is discovered with a Sub or Supply record that is associated with an Open Position (vacant position not associated with an absence), you can make the change from the Substitute Interface screen under Sub Management. Click the pencil icon located in the Edit column next to the Work Date of the record you need to change. Note, under the Employee/Teacher column, Open Position will be indicated. Payroll Services Page 19 of 77

20 The Sub or Supply detail will be listed in the Substitute section of the screen as shown below. You can change the % Day Worked, change the Charge Code, or Delete the record. Once changes are made, remember to click Save to record the changes. You will need to verify that these changes are also reflected in Aesop to ensure all records match pertaining to the specified Sub or Supply utilized. Add More than One Sub to a Single Absence These instructions are ONLY needed if the teacher and the associated subs were not correctly entered into Aesop as separate jobs Before the Import. To add more than one sub to a teachers absence, you will add the teachers leave in separate entries based on the portion of the day worked by each Sub. Each Sub is matched to the Payroll Services Page 20 of 77

21 percentage of the day they work for the applicable teacher. The Time Entry Keyer will go into the Time Entry module and select the absent employee (teacher, nurse, parapro) from their roster. Then, click Add Leave for each portion of the day absent and tie each Sub to the absent employee for the portion of the day they worked. For example, a teacher is absent a full day and 2 Subs fill the position. The first sub worked ¼ day and the second sub worked ¾ day. To enter 1 st Sub for teacher Click Add Leave Select the Date and Leave Type from the drop down menus In the % Day Absent, select ¼ for this example Click the Add/Change Substitute button and search for the 1st Substitute to add Type in the subs Last Name, First Name in the Search By fields and click the Search button. Click the button next to the Sub Name you need to pay. The substitute s name will now show under the Sub Name field. Click ¼ day in the % of Day Worked field for this example If necessary, change GL Account. (All Subs default to the schools regular sub code unless you change the code in this field.) Click SAVE Payroll Services Page 21 of 77

22 Next, enter 2 nd Sub for same teacher ( Note, you have to Add Leave again) Click Add Leave to add the second Sub Select Date and Leave Type from the drop down menus In the % of Day Absent, select ¾ in this example Click the Add/Change Substitute button and Search for the 2nd Substitute to add Type in the subs Last Name, First Name in the Search By fields and click the Search button. Click the button next to the Sub Name you need to pay to populate their name Click ¾ day in the % of Day Worked field in this example If necessary, change GL Account. (All Subs default to the schools regular sub code unless you change the code in this field.) Click SAVE Once all of the leave and Sub entries have been made, the information for both Subs will be reflected on the Leave & Substitutes tab as seen below for 1 st grade teacher, Jane Austen. If you click on the Time Sheet Summary tab (next to the Leave & Sub tab), you will see the 8 hour absence on 9/10/14 for the employee in this example. Payroll Services Page 22 of 77

23 Pay a Substitute or Supply teacher that was not entered into Aesop Prior to the Import If for some reason, Substitute information and the associated teacher absence were both not entered into Aesop prior to the Import, you will need to manually enter the employee absence and the Substitute/Supply information in the Time Entry module. From the Time Entry module, Select the Payroll Period and Location from the drop down menus Search for the absent employee name on your roster and Click the employee you need to enter short term leave for. pencil icon next to the Click the Add Leave button. You will enter the teacher leave as well as the Sub/Supply information if applicable on this screen in the appropriate fields. Select the Date and Leave Type from the drop down menus Click on the applicable % Day Absent Click the Add/Change Substitute button Payroll Services Page 23 of 77

24 Type in the Sub/Supply Last Name, First Name in the Search By fields and click the Search button. Click the button next to the Sub/Supply Name you need to pay to populate the Sub Name field If a Substitute is also a Supply teacher, you will need to carefully select the correct position indicated by the Job Code to ensure they are being paid the correct amount. The Job Code for a Substitute is SUB#. The Job Code for a Supply is SUP#. The Sub/Supply name will be populated into the Substitute Information section on the screen. Click the applicable % of Day Worked by the Sub or Supply. If necessary, you can change the charge code to a special charge code if another budget is paying for the Sub/Supply. *All Subs/Supply default to the schools regular sub code unless you change the code in the GL Account field. Click SAVE. Once you have saved the record, it will be included in the Sub Management summary. Pay a Sub or Supply Teacher utilized for an Open (Vacant) Position not entered in Aesop An Open Position is a vacant position that does not have a full-time employee at that time. If you need to pay a Sub/Supply for an Open (Vacant) Position because the job was not entered into Aesop, you can manually enter the Sub record in the Sub Management module. From the Absences without Subs drop down menu, select Open Position on the Substitute Interface screen. Payroll Services Page 24 of 77

25 Click Add Substitute Type in the subs Last Name, First Name in the applicable fields and click the Search button. Click the field button next to the Sub Employee Name you need to pay to populate the Sub Name In the following example, Eleanor Roosevelt worked ½ a day on 10/10/2013 for an Open Position. Click the applicable % of Day Worked for the specified Work Date. Pay close attention to the Day and Work Date columns to ensure you are entering the data on the correct date. Click Save. In this example, Eleanor will be paid for ½ of the daily Sub rate. Note: If the Sub has worked at another location during the current payroll, the dates & location will be indicated in Red font as seen below. You will not be able to select these dates for work. Payroll Services Page 25 of 77

26 Review or Edit Pay for a Supply Teacher If the Supply Teacher and the associated teacher absence have been entered into Aesop prior to the Import, you will only have to verify the accuracy of the Imported data on the Sub Management Interface screen. If the information is correct, no further action is needed. If any of the information is incorrect and changes are necessary, you will click on the icon next to the teacher and supply record you need to Edit. pencil You will be taken to the Leave & Substitutes tab in Time Entry where you can change the absence and or Supply information in the bottom of the screen. Once you have made the applicable changes, click Save to record the change. Payroll Services Page 26 of 77

27 Important Note: If a Supply teacher is absent one day and a Substitute is needed to replace them for that day, the Sub will need to be tied to the original (absent) teacher not the (absent) Supply teacher. See Editing Substitute or Supply Record associated with an Employees absence section of this guide for detailed instructions on making these changes. You will need to remove the Supply from the record for this day to ensure they do not get paid for a day that they were not working. You would need to add the Sub utilized for this date to the teachers absence to ensure the Sub is paid appropriately as well as tied to the applicable teacher. Enter a Substitute /Supply Adjustment for a PRIOR Payroll Period The Sub Adjustment feature is utilized when you need to Add or Subtract Hours for a Sub/Supply utilized in a prior payroll period. As with all adjustments, the information you are entering serves as a notification to Payroll Services requesting them to make the actual change to the employee s record. You can Add Hours if a substitute needs to be paid for work provided in a prior payroll period. You can Subtract Hours if a substitute was over paid in a prior payroll period. Select Sub Management from the Time and Leave Maint drop down menu Select the Monthly Payroll Period and Location. The Substitute Interface screen will appear. Click Sub Adjustment from the Absences without Subs drop down menu Payroll Services Page 27 of 77

28 Click on the Add Substitute button to search for the Substitute Type in the last name of the Sub in the Last Name field Click the SEARCH button The Substitute Time Entry Adjustments screen will appear as shown below. Enter the Start Date ( Date worked by the Sub) Select Add Hours or Subtract Hours from the Adjustment Reason drop down menu In the Adjust field, select Hours Worked from the drop down menu In the Hours field, enter the # of hours to be added or subtracted In the Comments/Teacher Information field, enter the teacher s name the sub or supply worked for on that date as well as any pertinent information. Enter Sub Adjustment to Pay Sub or Supply with a special charge code If you need to enter a Sub Adjustment to pay a Substitute or Supply out of a special charge code (versus the default charge code), you will need to enter the special charge code in the Comments/Teacher Information field. This will indicate to Payroll Services that there is a special charge code to pay this Sub. Click SAVE Payroll Services Page 28 of 77

29 Module 2: Supplemental Pay The Supplemental Pay module is used to enter and pay additional hours worked by an employee beyond the employees regularly scheduled hours per day or days per year. All of the information necessary to enter Supplemental Pay should be found on the completed and approved Supplemental Pay Form FS-187 turned in by the employee. Supplemental pay can be entered for any CCSD employee working additional hours at any CCSD location. Payment of Supplemental Pay will follow the pay cycle of the employees primary job. Pay rates may be obtained from the Payroll Department as needed. Select Supplemental Pay from the Time and Leave Maint drop down menu Select the Payroll Period and Location from the drop down menus Click Add Supplemental Pay button Type in the Employee ID or Last Name, First Name and then click the Search button Click the button next to the employee you wish to pay. Payroll Services Page 29 of 77

30 Type in or select the Service Date from the calendar icon Select Pay Code/Type from the drop down menu (ex. Supplemental Pay-Hourly) Under Unit Type, the applicable type either Hourly or Daily should default to match the Pay Code/Type selected in the previous step The Rate field should pre-fill with the employees primary job rate or you may type in the rate Type in the # of hours worked in the Hours box (if applicable) Type in Charge Code * Please contact appropriate department or Budget Services directly if question on charge codes. The Total Amount will automatically calculate Type in details for the supplemental pay in the Comment section. (Ex. Saturday School, Tutor 20 day funds, etc.) This field must be completed for Supplemental Pay to be processed. Payroll Services Page 30 of 77

31 Note: Error messages may appear at the top or middle of the screen and must be resolved to proceed with entry. Click the SAVE button Enter Supplemental Pay for Multiple Dates for Same Employee using same Charge Code If you have an employee that earned supplemental pay on more than one day, you would enter the first day following the previous steps and click Save. Then while on the same Add/Edit Supplement Pay screen, change the Service Date and any other data including the required comment, hours, etc Click Save again. This saves you time in entering the same information repeatedly for the same employee. You can repeat these steps for each day worked by the same employee. Remember you can cut and paste the comment from the previous entry to save time. Always make sure that the Service Date, Employee Name and Pay Rate are correct for the entry you are posting. Each day of supplemental pay should be entered SEPARATELY. DO NOT combine dates, hours, etc into one entry. Payroll Services Page 31 of 77

32 Enter Supplemental Pay for Multiple Employees using same Charge Code After you have entered the first employee for Supplemental Pay, Click the CHANGE EMPLOYEE button to enter the next employee if utilizing the same charge code. Type in the Employee ID or Last Name, First Name and then click the Search button Click the button next to the employee you wish to pay. Always make sure that the Employee Name and Pay Rate are correct on the screen Type in or select the Service Date from the calendar icon Select Pay Code/Type from the drop down menu (ex. Supplemental Pay-Hourly) Under Unit Type, the applicable type either Hourly or Daily should default to match the Pay Code/Type selected in the previous step The Rate field should pre-fill with the employees primary job rate or you may type in the rate Type in the # of hours worked in the Hours box (if applicable) The Charge Code will already be pre-filled and the Total Amount will automatically calculate Payroll Services Page 32 of 77

33 Type in details for the supplemental pay in the Comment section (ex. Tutor 20 day funds, etc.) Tip: You can cut and paste the comment from the previous entry to avoid re-typing the same information Click SAVE. You can repeat this process as many times as needed if the charge code being utilized is the same. Enter Pay for Crossing Guards Crossing Guards have the ability to work at multiple locations and will be paid through the Supplemental Pay module. Crossing Guards are typically paid under the Bi-weekly payroll. Please refer to the instructions in this guide for entering Supplemental Pay. Remember, each day worked should be entered SEPARATELY. Please include the school location in the Comment section on the Supplemental Pay Interface screen. Module 3: Time Entry The Time Entry module is the most utilized area within CTMS. Imported time records will be populated to and verified in the Time Entry module. You will also enter the daily hours worked and any applicable short term leave of absences identified from the timesheets and Report of Absence forms received from your employees in this module who do not use the other time systems (Aesop, TimeForce, and ActSoft). Payroll Services Page 33 of 77

34 Click Time Entry and Select the Payroll Period and Location from the drop down menus If an employee has two positions and one of the positions is a monthly position (Ex. Teacher or parapro) and the other position is considered a temporary position like an ASP assistant, then that employee will be entered and paid under the Monthly Payroll Period roster. Employees are either on the Monthly roster or the Bi-weekly roster. They will not be listed on both. Viewing Your Employee Roster The roster or list of employees assigned to your location will appear on the screen once you have selected the Payroll Period you wish to post. On the Manage Payroll Time and Leave Entry screen you have the option to Check or Uncheck the box next to Show all Employees. Check the Show All Employees box to view the full list of your employees for that payroll Uncheck the box to see the records that already have entries. These would include imported records. Payroll Services Page 34 of 77

35 Viewing Individual Employee Records There are several ways to search and view an employee record: 1. Click on the pencil icon next to the Employee ID and Employee Name 2. Search for an employee by typing in their last name into the Employee Name field to avoid having to scroll through the entire roster or Search for an employee by typing in their 6 digit E# in the Emp ID field 3. From the Basic Time Entry for Regular Employee screen search for the next employee you need to enter time for instead of returning to the full roster of employees. Payroll Services Page 35 of 77

36 Viewing Basic Employee Data Once you ve selected an employee, you will see basic information for the employee including: Available Short Term Leave (if applicable) Employee ID, Employee Name Job Key(s), Job Code(s) Position, Prime Location Daily Hours, Scale (Annual, Hourly) Rate per hour, Calendar ( # of days worked/yr) Job Start and End dates (Job Start and End date is the date that the employee started/ ended in their current position. This is not reflective of their Hire Date.) Example of a custodian s time entry screen The bottom of the screen looks like the actual timesheet you are familiar with. The dates, hours worked and/or absences will be displayed on the specified date and under the applicable column. Explanation of Job Code and Job Key Every position has a Job Code assigned by Human Resources specific to the job itself, # of scheduled hours, scale (annual/hourly) and work days per year. You will need to know how to identify this code on the Supplemental Pay screen in CTMS if you are entering Supplemental Pay for an employee that holds more than one CCSD position. Payroll Services Page 36 of 77

37 It is common for some employees to work in more than one position within CCSD. In the example below, this employee is the ASP Director, job code A809 and the school Secretary, job code 420B. Job Key Job Code Position The Job Key is used to reference the hours worked in the specified Hourly positions. In the example below, the employee has 4 positions resulting in 4 Job Keyes with the corresponding Job Code. Jobs A, B, and C are the hourly positions worked in the ASP program. The hours worked in these ASP positions would be entered under the applicable day and Job column A, B and or C on the Hourly Time Card tab. ASP hours are entered based on the actual # of hours worked indicated on their ASP Timesheet. If they do not work, you do not enter anything in the field. Payroll Services Page 37 of 77

38 Job D is their primary position as an annual Parapro. You do not have to enter the hours they worked per day, only enter the # of hours absent in the Leave & Substitutes tab. Note the message in the above example: Valid leave hours for this employee: ¼ day is 2, ½ day is 3.75, ¾ day is Full day is 7.50 hours Messages like the above will assist you in entering the proper # of hours absent for an annual employee. These are the leave increments that should be taken and entered for the applicable employee. Important: Short Term Leave is attached to the employee and can only be utilized for absences away from their Primary Job. Payroll Services Page 38 of 77

39 Imported Data: Reviewing and Verifying Payroll data entered into the Other CCSD time systems will be imported into the Time Entry and Sub Management modules in CTMS by the Payroll Department prior to the closing date of the current Payroll posting periods per the Payroll Schedules. The Other CCSD Time Systems that are included in the Import are generated from: Aesop: Teachers, Parapros, and Nurses enter their absences (short term leave) in this system. The Time Entry Keyer at each location ensures that the absence as well as Substitute or Supply data is accurately entered into Aesop daily and verifies accuracy of all data prior to the Import Date. The employees Leave and the associated Sub if applicable will be imported into the Time Entry and the Sub Management modules in CTMS on the designated date each month. All of the Subs utilized for the month will be imported & summarized in the Sub Management module within CTMS. ( This includes Subs and Supply Teachers utilized for Open Positions) TimeForce: Food & Nutrition Service (FNS) Employees enter hours worked in this system with the exception of the Café Manager. Café Manager absences are entered into CTMS by the school time keyer or secretary. Maintenance Employees enter hours worked and hours absent in TimeForce as well. TimeForce data is imported into CTMS every other week per the Bi-weekly Payroll Schedule. ActSoft: Transportation Employees enter hours worked and hours absent into ActSoft. This data is imported into CTMS every other week per the Bi-weekly Payroll Schedule. Once the Payroll Department has imported the files from the above systems on the designated dates, the Time Entry Keyers will be able to verify the accuracy of the imported data by matching the CTMS data to the various back up documents including the Report of Absence Forms, Timesheets, and the applicable summary reports obtained from these other CCSD time systems. All imported records will be initially listed at the top of the roster and have a red indicating that they have not been verified or reviewed to ensure they match the hours indicated on the individual timesheets. Payroll Services Page 39 of 77

40 If the Time Entry Keyer clicks the Verify button, all of the imported records will be accepted at the same time in one batch. This button is intended for the Transportation department only. It is recommended that Time Entry Keyers click on each record individually to review the accuracy of the specific dates and hours worked. Once the imported record is verified for accuracy, it will fall to the bottom of the roster and the green mark will appear indicating that it has been reviewed and is correct. In the following example, the imported record for Marie Antoinette is listed at the top of the roster. A red indicates that her record needs to be verified. Payroll Services Page 40 of 77

41 Once you click on the next to her record to view her timesheet, the record will automatically move to the Verified status indicated by the green mark seen below. The message All Employees with records have been reviewed and validated will appear in the middle of the screen once all of the imported data has been verified. If you need to make changes to any of the imported data after you have verified it, you can select the employee from the roster and update any of the information directly from one of the time or leave tabs and click SAVE. ( Remember to update Aesop if Sub and teacher leave is changed) To completely remove or delete hours from a field, you must enter a 0. Imported Records with Errors Records that do not pass the Import Audit will appear at the top of the roster. These are employee records with exceptions (records that were imported but could not be resolved). These are easily identified in bold red font and highlighted in pink as seen below. Passing the mouse over the record will display information about the error or exceptions. Common exception records include Substitutes or Food Service Employees that work at multiple locations during a pay period or employee transfers to another location during a pay period. Payroll Services Page 41 of 77

42 Click on the icon next to the Emp ID and Name. You will need to identify and resolve each exception before finalizing the payroll for this employee. RESOLVE Import Errors (Exceptions) If you receive an Exception (error) for an Imported record, this means that the record DID NOT import. Resolving the exception is a 3 part process: 1 st Print the Exception Report by clicking the View/Print Report link. (Keep this report with your payroll Summary Report.) 2 nd Manually post the transaction for the applicable employee in the Time Sheet Entry area 3 rd Clear (resolve) the exception statement from the screen by first clicking the Resolve button and then clicking the Process button Payroll Services Page 42 of 77

43 In the above example, the food service employee has hours posted at one school through TimeForce but the employee is assigned to another location now since they transferred. If this occurs, you will need to contact the other school to verify the hours actually worked at their location and then enter all of the combined hours worked for the employee. Always keep documentation including timesheets, report of absence forms, etc. as backup for your files if you have to enter hours for one of your employees that worked at another location during that service report period. Follow these steps to resolve an Exception: Print the Exception Report by clicking on the View/Print Report link Manually enter the applicable hours or absence data in the appropriate column for the specified Date(s) in the Time Sheet Entry area Click SAVE, then click BACK button Click RESOLVE Click PROCESS - The Exceptions should now be cleared from the screen. Payroll Services Page 43 of 77

44 Exception Report Pay careful attention to the Exception Report before taking action to Resolve and Process a record. Keep the report with your payroll file. The report is viewable once you click on the View/Print Report link. See above instructions for resolving these exceptions. It is recommended to always print the Exception Report prior to making any changes in case you or Payroll Services have questions later. Enter Time worked for an Hourly employee You will enter the # of daily hours worked for HOURLY employees and if applicable any absences in ¼ hour increments during the payroll period in the appropriate columns. Pay close attention to the Day and Work Date columns as you begin to enter the data on this screen. You may use your mouse or the tab key to move from field to field. The weekends, holidays, or any non-working dates are shaded as they are not regular work days. In this example, you would enter the daily hours for this Bi-weekly employee who worked as a custodian in the JOB A column. If a field is populated with a number and you wish to Delete the number, you must enter a 0 to delete the hours. Just deleting the number will not work and the number will reappear. Enter Hours Worked in JOB column Enter Short Term Leave hours under the applicable type Payroll Services Page 44 of 77

45 Calculating Short Term Leave Refer to the following charts specific to Hourly or Annual employees when calculating Short term Leave to be entered. Hourly employees are charged Leave in ¼ HOUR increments per this chart: ¼ hour (15 minutes) ½ hour (30 minutes) ¾ hour (45 minutes) Example: Time and Leave for an Hourly Food Service employee who works a 5.50 hour daily schedule has to leave 30 minutes early for a doctor s appointment is shown below. Note the employee is using.50 of their available sick time. 5.0 hours worked in the JOB A column and.50 hours (30 minutes) in the SICK column Annual employees are charged Leave in ¼ DAY increments. *A minimum of a ¼ day will be charged to annual employees. To assist in entering the appropriate amount of leave hours for an annual employee, a message will appear on the employee s time sheet entry screen to indicate the # of valid leave hours that can be entered. Examples: Parapro leave must be entered as 2, 3.75, 5.50 or 7.50 hours as seen below. Teacher leave must be entered as 2, 4, 6 or 8 hours as seen below. Payroll Services Page 45 of 77

46 The following chart reflects the range of hours an Annual employee works on a normal work day and the corresponding leave increment. Example 1: 6.50 hour day Annual employee An Annual Employee who normally works a 6.50 hour daily schedule that takes a ¼ day short term leave would be entered with 1.75 hours absent in the applicable column for that day per the above chart. Example 2: Annual employee that has multiple jobs An Annual Employee (Ex. part-time Parapro & Bookkeeper) who works 2.75 hours daily as a Parapro and 4.75 hours daily as a Bookkeeper totaling a 7.50 hour daily work schedule that takes ½ day short term leave would be entered with 3.75 hours absent in the applicable column for that day per the above chart. An Employee that holds multiple jobs, and at least one of the jobs is an annual position, will be listed and available for time entry under the Monthly Payroll Period. Other employees (hourly) will be listed under the Bi-weekly Payroll Period. Payroll Services Page 46 of 77

47 Pay close attention to the Day and Work Date columns as you begin to enter the data on the time sheet entry screen. Short Term Leave of Absences All short term leave hours taken will be entered under the applicable category depending on the type of leave taken on the specified date. * Report Of Absence forms must be completed and approved for all employees. Types of Short Term Leave: Sick Personal Vacation Death Outside Family In-service Jury Duty Military AWOP (Away without Pay) Always pay close attention to enter the valid # of hours of leave time based on the type of employee. Hourly employees leave is entered in ¼ HOUR increments. (Ex: 15 minutes is entered as.25) Annual employees leave is entered in ¼ DAY increments. (Ex. ¼ day for 7.50 or 8 hr. employee is entered as 2.0) Refer to Calculating Short Term Leave section of this guide for additional details. Enter Leave for a Teacher, Parapro or Nurse (Not Imported from Aesop) Short Term Leave for a teacher, parapro or nurse is entered in the Time Entry module in CTMS. Select the employee from your Monthly Payroll roster Click the Leave and Substitute tab Click the Add Leave button Select the % of day Absent Click Save. Payroll Services Page 47 of 77

48 Once you have entered the Leave you can review the information within the Time Sheet Summary tab. See below. Payroll Services Page 48 of 77

49 If you need to add a Substitute to the leave, you can enter the Sub information at the same time you enter the leave. Enter the absence information first then click the Add/Change Substitute button and search for the Sub to be added. Once selected, click the applicable % of Day Worked and Click Save. If you need to add more than one Sub to a teachers leave, refer to the Add More than One Sub to a Single Absence section of this guide. You can also Edit the record at any time by clicking on the pencil icon next to the Day. You can click the Time Sheet Summary tab and view the Leave hours in the correct column for the applicable date. Payroll Services Page 49 of 77

50 Click the BACK button to return to your roster. The BACK button will be utilized often during the time entry process. The BACK button allows you to return to the previous entry screen, return to the employee list to select another employee, or select a different Payroll Period for time entry. Reminder: If the Teacher, Nurse, or Parapro absence (& Sub data) was not entered into Aesop at all, you must go into Aesop and enter the data so that Aesop is consistently accurate and matches CTMS. Enter Leave for Annual Employees that DO NOT use Subs Short Term Leave for annual employees that do not utilize Subs for their absence is entered in the Time Entry module in CTMS. These annual employees include your clerical staff, guidance counselors, academic coaches, etc Select the employee from your Monthly Payroll roster by clicking on the their Emp ID and name. pencil icon next to Enter absence for the employee based on the valid HOUR increments in the applicable leave type column. In the following example, the employee is an Elementary Counselor that took 2 hours personal Payroll Services Page 50 of 77

51 leave on 9/8/2014, 4 hours sick leave on 9/10/2014, and 8 hours sick leave on 9/12/2014. Important reminder: The # of leave hours must be in the valid increments noted for the employee. Enter Time and Leave for an Employee that has Multiple Jobs Many CCSD employees hold more than one job. If you need to enter time worked and or leave for one of these type employees, you will need to make sure that you enter the # of hours worked in the applicable Job column that matches the specified hourly Position. In the example below, the employee has 4 jobs. Jobs A, B, and C are their hourly positions. Job D is their annual position. Remember, you only have to enter absences for the annual position. The # of actual hours worked (indicated from their timesheet) should be entered in the respective Job column under the Hourly Time Card tab. Any Short Term Leave for this employee would be entered under the Leave & Substitute tab. Payroll Services Page 51 of 77

52 Tabs Click SAVE after you post the # of hours for the hourly job. Click the Leave and Substitutes tab to enter any applicable leave for the annual employee in this example. Click Save Click the Back button to return to your roster. Payroll Services Page 52 of 77

53 Food Service Employee Time Entry All Food Service staff (except Café Manager) enter their hours and absences into the TimeForce system. TimeForce data is Imported into CTMS every other week per the Bi-weekly Payroll Schedule. The Café Manager is required to submit Report of Absence forms for all of their absences to the Time Entry Keyer. Café Manager absences will be posted in CTMS Time Entry. The Café Manager does not submit a timesheet to the Time Entry Keyer. The Café Manager is responsible for providing printouts (timesheets) from TimeForce for each of the Food Service employees. These printouts should be delivered to the Secretary by the morning of the Import Date to assist in the verification process and timely completion of payroll. Food Service Subs enter their hours into TimeForce and these hours are reviewed and approved by the Café Manager prior to the Import date. Food Service Subs are not entered into Sub Management. There is a specific link in Time Entry for these records to be verified, edited or added if necessary. If a Food Service Sub is a Bi-weekly employee, their hours will be imported into and seen under the Edit/View Food Service Subs link in Time Entry under Bi-weekly Payroll. If a Food Service Sub is a Monthly employee, (meaning they have an annual position in addition to the Food Service Sub job) their hours will need to be MANUALLY posted under the Edit/View Food Service Subs link in Time Entry under Monthly Payroll. During some holidays, Bi-weekly payroll will need to be entered early requiring an estimation of work hours to be posted. The Café Manager will input these hours into TimeForce with the exception of Lunch Room Monitors. Lunchroom monitors hours are not to be estimated or posted early. Food Service Substitutes Food and Nutrition Services (FNS) Substitutes can work at multiple locations throughout the CCSD. Food Service Subs enter their hours into the TimeForce System just like other FNS personnel at the locations they are working at on any given day. The TimeForce data will be imported into CTMS per the scheduled import dates. In order for the Time Entry Keyer to verify the hours worked at their specific location, a link has been added in the Time Entry module to manage Food Service Substitutes. On the Manage Payroll Time & Leave Entry screen, you will see the Edit/View Food Service Subs link. Payroll Services Page 53 of 77

54 The Café Manager should present the Food Service Sub printout/timesheet from TimeForce to the Secretary allowing them to verify the Food Service Subs time in CTMS and make any edits needed to the imported data or add new data that was not imported. Payroll for Food Service Subs will be handled strictly through the Food Service Subs interface screen in Time Entry. Do not add or make any changes to Food Service Sub data until AFTER the Import into CTMS for Bi-weekly Payroll. Viewing Food Service Subs used at your Location After the import, open the Time Entry module Click on the Edit/View Food Service Subs link You will see a list of the FNS subs that worked at your location during the current payroll. Click the pencil icon to select the Food Service Sub s timesheet. Payroll Services Page 54 of 77

55 Verify the hours reflected are correct by matching the TimeForce printed timesheet to the summary screen above for each day. If the hours match, you will not need to Edit or Add any FNS Sub information. You can proceed to complete your payroll. Edit Food Service Sub records If you discover information from TimeForce was either input or imported incorrectly into the current payroll, you will need to Edit the record to reflect the correct hours to match the documentation provided by the Café Manager. Click the pencil icon next to the name of the Sub whose record you need to edit. The substitute record will appear. Payroll Services Page 55 of 77

56 Remember, to DELETE hours from a specific field, you must enter a 0 (zero) to remove the hours. Otherwise you can change the # in the field as needed. Click SAVE Add Food Service Sub records If a Food Service Sub s hours were not input into TimeForce before the Import or they were not imported to the specified Payroll Period, you will need to Add the Food Service Sub record to ensure the Food Service Sub gets paid. Click on the Edit/View Food Service Subs link Click the Add Food Service Sub button Payroll Services Page 56 of 77

57 Search for the Food Service Sub by entering their 6 digit E# or Last, First Name. Click the Search button to initiate the search. Food Service Subs must have a food service Job Code of SUB4 and have the same pay frequency (Monthly or Bi-weekly) that you are trying to add them to. If a Food Service Sub has the Food Service Sub job only, then they will be paid under the Biweekly Payroll. If a Food Service Sub also works as a Substitute Teacher, then their Food Service Sub hours will be Added to the Monthly Payroll since that position is paid on the Monthly cycle under the Edit/View Food Service Subs link. Pay careful attention to the Job Start and End dates. FNS Subs cannot work on dates before their start date or after their end date. Once you have selected the employee, you can Add hours for them on the Food Service Substitute Timesheet screen. Payroll Services Page 57 of 77

58 Click SAVE Food Service Substitute Summary A Food Service Subs Review Tab will be available on the Review and Submit Payroll screen once you are finalizing the payroll process that summarizes the food service subs worked at your location. Payroll Services Page 58 of 77

59 Food Service Substitute Adjustment to Prior Payroll Period If you are notified that a change or adjustment is needed for a Food Service Sub that worked in a Prior Payroll Period, you will need to contact Payroll Services to have them manually enter the adjustment. Proper documentation from the Café Manager will be required. Food Service Substitute Totals The Food Service Substitute employees and the total # of hours they worked for the payroll period will be listed on the Summary Report you print from the Review & Submit screen when you are finalizing your payroll. The FNS Sub hours will be included in the Location s Total Hours. Also the FNS Sub total hours will be reflected in the Sub Hours box on the Review and Submit screen. After School Program (ASP) Employee Time Entry After School Program (ASP) employees are paid for the actual hours they work on a given day as reflected on their ASP Timesheet. Most ASP employees are paid on the Bi-weekly Payroll Schedule however if an ASP employee also has an annual job that is paid monthly (clerk, parapro, secretary, teacher, etc.), they will be paid monthly for their ASP hours. Payroll Services Page 59 of 77

60 Enter the actual # of hours on the dates the ASP employee worked per their ASP Timesheet. Click Save Click Back button to return to your roster After School Program (ASP) Employee Time sheets ASP employees will utilize one of the two types of ASP time sheets depending on whether they are a monthly or a bi-weekly employee. If an ASP employee holds another position in addition to the ASP position that is on the monthly pay cycle, for example a teacher or parapro that also works in ASP, they will be paid their ASP hours according to the monthly payroll cycle and will need to complete the monthly ASP time sheet. Primary Time Keyers will see these employees listed on their Monthly roster in the Time Entry module of CTMS. If an ASP employee only holds the ASP position(s), they are paid on the Bi-weekly cycle and will need to complete the Bi-weekly ASP time sheet. The following time sheets can be located on the Form Bank. Payroll Services Page 60 of 77

61 FS-047A ASP Time Sheet Monthly Employees FS-047B ASP Time Sheet Bi-Weekly Employees Make Adjustment to Prior Payroll Period for Current Employee If it is discovered that an adjustment (change) to the time and leave entries posted in a PRIOR payroll period is necessary for one of your employees, you will need to enter the pertinent information on the adjustment screen in the Time Entry module. Adjustment entries only NOTIFY the Payroll Services Department Payroll Services Representatives will review these notifications and make the actual adjusting entries in the payroll system To enter an adjustment for one of your current employees: Select the applicable employee from your employee roster Click the button Select or enter the Start Date. This is the work date. The End Date will default. Payroll Services Page 61 of 77

62 Type in Job Code Pay careful attention to type in the correct Job Code if employee has multiple jobs. ( The Job Code is seen in the column next to Job Key) Select the reason for the adjustment under the Adjustment Reason drop down menu Add Hours should be selected if you need to Add hours to Pay an Hourly employee Subtract hours should be selected if you need to Subtract hours already paid to an Hourly employee Overtime involves Hourly employees only, when applicable Leave Changes should be selected if any changes/updates need to be made regarding Sick, Personal, Vacation, Funeral, In-service, Jury, Military, Absent without Pay, and Admin Leave. Typically this will be cases where a Report of Absence form is turned in late or the Time Entry Keyer made a posting error in the previous payroll. Other should only be selected for cases that do not fit any of the above categories Select the type of adjustment from the Adjust drop down menu Type in the # of hours in the Hours field if applicable Type in specific details for the adjustment in the Comment section. You will receive an error message if you do not enter a comment. Payroll Services Page 62 of 77

63 Note: The Comment section should include pertinent details of why the adjustment is needed to allow Payroll to properly process the adjustment request. If a Sub needs to be paid due to a teacher s absence from a previous pay period, a Sub Adjustment will need to be entered in Sub Management to pay the Sub. Do not request Sub pay in the Comment section. Click SAVE Make Adjustment to Prior Pay Period for a Former Employee If it is discovered that an adjustment is necessary for one of your former employees, the following steps should be taken to enter the adjustment for a prior pay period. Select the Payroll Period from the drop down menu in Time Entry Click Review Adjustments Click Add Adjustment Payroll Services Page 63 of 77

64 The Adjustments For Former Employee screen will appear. This screen will only show employees that have a job end date earlier than the open period but no longer than 90 days before the open period. In this example, Thomas Jefferson is the former employee that falls within the parameters noted above. You will be able to enter adjustments for the days he was at your location during the prior payroll period(s). Click the button to select Thomas Jefferson In the following example, Thomas Jefferson was out sick in the previous pay period on 9/8/2013 but did not turn in the form on time. Select or type in the Start Date. Type in the Job Code ( he only has one job in this example) Select Adjustment Reason drop down menu. Select Leave Changes in this example. Select the type of adjustment from the Adjust drop down menu. Sick in this example. Type in the # of Hours in the Hours field ( note the proper leave increments) Type in the specific details for the former employee adjustment in the Comment section. If a substitute was used for this teacher s absence, you will need to review and confirm if the sub was paid or not. If the Sub worked and was not paid, a Sub Adjustment would need to be entered in Sub Management to get them paid. Payroll Services Page 64 of 77

65 Click Save Job Code Employee Transfers Mid-Payroll to a New Job If one of your current employees transfers to another CCSD location mid-payroll cycle and changes to a NEW Position (Job Code), they will remain on your roster up to the last date in the position held at your location. ( Ex. 2 nd grade teacher at your school transfers to another school as the Assistant Principal) You will be able to enter absences and time if applicable, up until the last date of work at your location. Employee Transfers Mid-Payroll maintaining Same Job If one of your current employees transfers to another CCSD location mid-payroll and maintains the SAME position / Job Code, they will no longer be reflected on your roster once HR enters the transfer into the HR Payroll System. You will need to contact the receiving location or school to communicate any time or leave that needs to be entered for the current pay period. You will need to send copies of the timesheet and Report of Absence forms allowing them to post this payroll information as well as maintain accurate data per audit guidelines. Payroll Services Page 65 of 77

66 Time Entry Warning Messages Warning messages may appear from time to time depending on the specifics of the entry. Pay careful attention to these warnings and take action as needed. For example, if you see an employee consistently working more than their scheduled hours, you may want to bring this to the attention of the principal or department manager who may want to submit an EAF to change work hours, etc Warnings most often will be indicated in green font and do not prevent you from processing your payroll however they are specific to employee work hours and position. Work hours on xx/xx/2014 exceed expected daily work hours Time Entry Error (Exception) Messages Error messages are referred to as Exceptions in CTMS. These Exceptions will appear in red font and may or may not be highlighted in pink depending on the type of error. Messages of this nature occur when an exception is present for the record that has been imported or you are trying to enter. You will need to resolve all Errors before processing your payroll. Example 1: The error message below states Leave hours exceed max of 7.50 meaning that more than 7.50 hours were entered on a given day. You will need to change the # of hours to a # less than or equal to * Refer to Leave Chart for proper Leave Calculations. Payroll Services Page 66 of 77

67 Reminder: If a field is populated with a number and you wish to Delete the number, you must enter a 0 to delete the hours and click Save. Just deleting the number will not work and the number will reappear. Example 2: The record for Ann Frank highlighted in pink below indicates that several errors have been discovered for this record. Click on the pencil next to the employee name to determine the specific error and then make the necessary corrections. Example 3: The error message Scheduled Workday Hours Not Posted will appear if you have not entered hours for an employee that should have hours or leave entered for specified dates. Payroll Services Page 67 of 77

68 For example, a custodian should always have hours worked or leave taken for every normal work day in the service period. Example 4: If a Time Entry Keyer has to manually add a Substitute to a teacher s absence, an error message will appear if another location has already posted sub time for that sub on the same date. In the following example, the Time Entry Keyer tried to enter the Sub on 11/5 but the sub had already been posted to an Open Position on that date at Brumby. The message directs the keyer to Select another sub or reduce sub hours to 8 hours or less. Payroll Services Page 68 of 77

69 Reviewing Your Payroll Once the following applicable review steps have been completed as indicated on the CTMS Checklist, you will be able to process your payroll. All Substitute pay has been posted (Monthly) Any Supplemental Pay has been entered All imported records have been reviewed and verified for accuracy All Food Service Sub pay has been verified or entered if necessary ( Bi-weekly) All applicable time & leave has been entered/imported into Time Entry The CTMS Checklist form can be found on the Financial Services University website under the HR/Technology/Payroll Conversion Project link. The screen below shows green check marks for each employee record that has been entered or imported in the Verified column indicating that all of these entries are now ready for payroll processing. The Process Payroll for Location link will appear on the screen as shown below. By clicking this link, you are taken to the Checklist/Review screen. Completing your Payroll Processing Checklist The Review and Submit Payroll screen will appear as shown below. The checklist items 1 through 5 carefully walk you through each step necessary to review, print the required reports and submit your payroll accurately. Payroll Services Page 69 of 77

70 As you go through each item on the list, click in the box next to that item indicating that you have completed that step. The Review Tabs located at the bottom of this screen give you an additional opportunity to review your payroll records under each category. You can click and review each of the tabs to ensure all data entered is accurate and matches your totals against the timesheets, Report of Absence forms, substitutes, payroll adjustments, supplemental pay, and imported records. You are still able to enter changes at this point to individual records as needed. Pay careful attention to review the records listed under the Missing Hours tab and follow up and enter hours for any applicable employees. ASP employees and some tutors may be listed here if they did not work any hours during the pay period. In addition to this screen, use the CTMS Checklist Form located on FSU to guide you through the most accurate review and processing of your payroll. Payroll Services Page 70 of 77

71 Printing the Required Payroll Period Reports If all data is accurate, you will begin printing the reports for your records and attach each to the associated back up documents. You may use the printer icon or the File and Print option to print any reports. You will need to click the individual links to print each of the specific reports: Summary Report - reflects the totals from the Time Entry module including the imported records as well as entries manually keyed The Summary Report for Bi-weekly Payroll will include Food Service Subs Substitutes Report reflects the Sub Management summary - Print only for Monthly Payroll Adjustments reflects all of the adjustments you have entered for the payroll period Supplemental Pay reflects all of the supplemental pay you have entered for the period Each of these reports should be attached to the applicable backup documentation. Balancing your Payroll Once you have printed the Summary report as well as the other applicable CTMS summaries (Substitutes, Adjustments, Supplemental Pay) you will need to compare the information on each of these to the Report of Absence forms, Aesop Report and Timesheets to verify that all hours worked as well as absences are reflected and matched for accuracy. The principal or designated manager must sign and date the Summary Report at the bottom of page one. Do not or fax this report to anyone. Payroll Services Page 71 of 77

72 The Summary and other reports should be maintained in your department/school files per CCSD audit guidelines along with the associated backup documentation. Checklist Item # 5 seen above requires that you type in the Principal or designated manager s name in the Summary Report Approved By box. The Date Box should default to today s date. Submitting your Payroll Do not click on the Submit button until you are completely sure that your payroll is properly entered with accurate data. Once you click the Submit button, you are not able to make any changes. Any changes will require you to enter an adjustment during the following payroll period. It is recommended that you wait to Submit your payroll until the close date indicated on the Payroll Schedule and only once you are completely sure all of the payroll data has been entered and is accurate. Once you click the SUBMIT button, the Payroll successfully verified message will appear on the Payroll Services Page 72 of 77

73 screen indicating that your payroll has been verified and is on its way to the Payroll Department. When you click the Back button and return to the Manage Payroll Time and Leave Entry screen, the Submitted. Closed for Editing message will confirm that your payroll has been successfully submitted to the Payroll Department. Payroll Services Page 73 of 77

74 Reports The Reports tab in CTMS lists the available reports for your location containing HISTORICAL reports from previous payroll periods. This Report area does not provide current period payroll reports. Depending on your permission level, these are some of the basic reports available to Time Entry Keyers: CTMS Reports ( Service Summary, Adjustments, Detail Posting, Substitute Posting, Supplemental Pay) Employee Absence Reports Once you click on the report you need, you will select the parameters for your report request. In this example, the Service Summary Report was chosen. You will need to select the applicable data in each of the fields to retrieve the report. Fiscal Year select year from the drop down menu Run Select Bi-weekly or Monthly from the drop down menu Warrant Select the Pay Date from the drop down menu. Warrant = Pay Date Location Click in the box next to your location Click View Report - Once the report is retrieved, you can print or save as needed. Payroll Services Page 74 of 77

75 Aesop Aesop is used by teachers, parapros, and nurses to document their Leave as well as request Substitutes for their absences. Aesop is also used to request Subs or Supply teachers for Vacant positions. Each school is to ensure that all of the information keyed into Aesop is accurate by managing the system consistently by verifying the information daily. Aesop information can be found on their website at: Aesop data is imported (posted) into the CTMS Payroll System once a month according to the Monthly Payroll Schedule. The employee (teacher, parapro, & nurse) absences are imported into the Time Entry module in CTMS. ALL Substitute and Supply personnel records are imported and summarized in the Sub Management module in CTMS. It is critical that the whole Aesop process be completed by the Service Report Period End Date. The Import Process occurs the day after the End Period therefore the accuracy of the Aesop data PRIOR to the import is imperative. Payroll Services Page 75 of 77

76 Training Resources Helpful Payroll Processing Tools The Financial Services University (FSU) website has a link to the HR/Technology/Payroll Conversion Project with training materials and resources. Pay close attention to all HR Weekly correspondence as important payroll information and updates are included in these s. Watch for s from Jeff Crimm as to upcoming training classes and updated CTMS and Munis material and resources. Aesop website available at Support Contacts CCSD Help Desk Budget Services (Assists with technical issues only) ( Assists with Charge Code questions) Financial Trainers ( Financial Services training) Human Resources ( EAFs, Benefits, Compensation) Payroll Services (Payroll questions) Aesop / Sub Office (Assists with using Aesop) Payroll Services Page 76 of 77

77 Charge Code Issues Current Payroll Entry If you encounter an error message in CTMS when you are trying to change a charge code for a Substitute record in the current payroll, first confirm that you have the correct code and have entered it accurately into CTMS. If you have entered it correctly and still receive a message that the code is invalid, you should contact the Budget Department to have the charge code verified and added to CTMS if necessary. Prior Payroll Period (Adjustments) If you discover that a charge code was entered incorrectly for a Sub that worked and was paid in a previous pay period, you will need to download the Charge Code Correction Form from the Form Bank. Please complete this form, have the School Principal or Dept. Head sign the form and send to Payroll Services. Payroll Services will make the applicable changes in the payroll and HR systems. Payroll Forms Please go to the Form Bank to obtain the most current Payroll forms. Payroll Services Page 77 of 77