Module: Human Resources/Payroll Topic: ESS Time off Requests Pay Code and ESS Set up Munis Version 11

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1 Module: Human Resources/Payroll Topic: ESS Time off Requests Pay Code and ESS Set up Munis Version 11 Objective This document provides step-by-step instructions on how to build a Pay Code in Munis specifically for Time Off Requests in Employee Self Service. Only the Payroll, Human Resource or Finance Departments should have access to this menu option in Munis to avoid any Pay Codes being built with an incorrect taxation, calculation or General Ledger Account. Overview A Pay Code is required in order to generate a paycheck for any employee. If you need instruction on building Pay Codes please see Pay Code Master.doc on the Munis Knowledge Base. All employees can share certain Pay Codes such as the Absence/Accrual Pay Codes so there is no need to be too specific. The only difference between Vacation codes is usually whether it is tracked in Hours or Days. As you plan your Pay Codes, it is best to look ahead. Plan the reports you will need through the course of the year as well as at end of year. If those reports are not available by Account Number or from another MUNIS program, you may need a Pay Code to track usage. Prerequisites Before you begin entering Pay Codes into Munis, you will want to be sure you have the following items ready: Security clearance to add Pay Type Codes

2 Munis Setup Create the pay type First set up the pay type for the Accrual Request in Pay Master. Pay Master is under the Human Resources/Payroll, Payroll, Payroll Setup menu shown below.

3 Create a pay code to use the specific accrual. A vacation pay type is shown below. The ESS Time Entry drop down should be set to R-Accrual Requests. This will allow the employee to request time off in Employee Self Service. The example below is set to Verify Accrual Balance so the employee may not utilize hours that have not yet accrued.

4 The Paycheck/Cycles tab should be completed as you would normally set up this pay type.

5 The Impact Accruals tab should be set up as you would normally set up for this pay type.

6 Assign pay type to Employee Next go to the Employee Job/Salary screen to assign the pay type to the employee. (This assumes the Employee Master has already been added to Munis.)

7 From the Ribbon on Employee Job/Salary click Add or using your keyboard you may use Ctrl + I (the letter I for Insert). Enter the Employee number and tab to the pay type field. Enter the Pay Type number you have assigned to the accrual and tab through the remaining fields. NOTE: It is important to tab through the fields so the available information will auto-populate in the record. Once the screen is populated you can click Accept of Enter to save the record.

8 Accrual Table Set Up The ESS View Type must be set to Allow View/Allow Request.

9 Employee Self-Service Requesting time off An employee may make a request for time off in ESS (Employee Self-Serve) under Time Off for prior approval requests. Note: The employee may also simply enter the hours in their time sheet and submit for approval, see Input Accrual Time Off in Time Entry.

10 Then click on Request Time Off

11 Highlight the dates the employee is requesting by clicking on each date. Click continue when complete.

12 Choose which accrual type to be requested. Click continue when selection is made. Note: You may only utilize one accrual type per request.

13 If selecting partial days adjust hours on this screen. Click continue when hours requested are correct.

14 Confirm that what is requested is correct. Verify dates and total hours listed. The confirmation screen allows for comments and/or reason to be entered. When correct, click Make Request. The request will be sent to the Time Off Approver listed.

15 The status of the request will show In progress until time off is approved by supervisor.

16 Input Accrual Time Off in Time Entry Click on Time Entry to enter hours worked and accrual hours used.

17 Enter the number of hours for each pay type on the appropriate date. Click Save for later if incomplete. Click Submit when weekly entry is complete. By clicking Submit time entry will be submitted to approving party.

18 ESS will confirm that time has been submitted. This will send time through the approval process pre-defined in Workflow.

19 What the Supervisor Sees in ESS The supervisor will see their own information first, the same as employees Scroll down the page.

20 The supervisor will see their subordinates information further down the page. Click View Calendar to see a different view of requested and taken time off.

21 The new view shows month by month and day by day. Click on the >> to expand the view for that month.

22 Approving Requested Time Off NOTE: Time off entered directly in the time sheet can be approved when the time sheet is approved. It does not require the supervisor to go into Time Off. From the previous view, the supervisor may click on Employee Requests to approve, reject or forward the request. Once approved, the request(s) are removed from that view.

23 Employee History will allow an approver to view individual employees by utilizing the drop down Employee

24 Approving Accrual Time from Time Entry Click Time Entry to view employees Pending Timesheets. These are timesheets the employee has submitted for approval. Click View to view the submitted time sheet in detail. The supervisor may Approve and submit all pending time shown above.

25 This view shows all time entered by the employee including accruals that were not previously approved. The supervisor may approve, edit, and/or submit. ** Time should be approved, then submitted All time may be approved at once by clicking Approve and submit all pending time

26 There will be confirmation that all pending timesheets were approved.

27 Payroll Procedure After time has been approved through Time Entry/ESS Begin a Time Entry Batch and Find Pending time.

28 This will pull in all pending time worked, accruals, etc. into the batch. Proceed through the payroll process as normal.