Staff Type Category (STC) Reference US HE

Transcription

1 Staff Type Category (STC) Reference US HE

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3 Rules for HE US Standard Hours greater than 20 hrs, Hourly, Eligible for Benefits, Not Eligible for Overtime A combination of regular hours and leave hours must be entered to equal standard hours per week. Straight time overtime must be entered for all hours over standard hours. Paid Holidays for Full Time & Part Time Regular Employees enter the hours that you would have normally worked as per your daily standard hours on your employment agreement with Stantec. State Employment Standards Overtime Eligibility STC Standard Hours Overtime (1.5) Double Overtime (2) after working after working HE 40/week N/A N/A HE 20 39/week N/A N/A Holiday Entry on Timecard Yes daily standard hours Yes daily standard hours Full Time Regular: Employees who are scheduled to work a minimum of 40 hours per week and are eligible for company benefits. Part Time Regular: Employees who work a reduced-hour work week, between 20 & 39 hours per week, and are eligible for company benefits. Last Modified: 5/28/2014 8:54 AM TC_ENTRY_REFERENCE_STC RULES HE_MAY 2014.DOCX

4 Entering Time for Staff Type Category: HE US Standard Hours greater than 20 hrs, Hourly, Eligible for Benefits, Not Eligible for Overtime Your time entries must account for all of your standard hours. Use "Regular..." expenditure types for hours worked and not worked hours expenditure types (sick, vacation, etc.) as necessary to equal your standard hours. How to Enter Time Charges for Hours Worked Regular time Enter time worked on each project/task up to your standard hours. Charge the time to the appropriate 'Regular...' expenditure type. i.e. Project: 1xyz00000, Task: abc, Expenditure Type: Regular - Direct Labor Example: This HE employee (8/day, 40/week standard hours) worked 40 regular hours on projects in the week. Project Task Expenditure Type Sat. Sun. Mon. Tues. Wed. Thur. Friday Total Regular Direct Labor Regular Direct Labor Regular Proposal This screen shot shows the timecard Review screen. How to Enter Time Charges for Hours Not Worked (Absent) If you are absent from work for any reason, you must charge the not worked hours to your BC's general indirect project. The total standard hours entered on your timecard must be equal to or greater than the standard hours for your STC. Every BC has a general indirect project to charge not worked hours to. The project number is your BC number followed by "99000". For example, " " would be the general indirect project number for BC Following are examples of the task and expenditure types that you would charge not worked hours to. Last Modified:5/28/2014 8:58:00 AM ENTERING TIME FOR US HE - MAY 2014.DOCX

5 Time off taken as Task Expenditure Type Vacation 200 Vacation or Vacation - FMLA Paid holiday 200 Paid Holiday Sick 200 Sick or Sick - FMLA Leave with pay 200 LWP Bereavement, LWP Jury Duty or LWP Other Leave without pay 200 LWOP Other or LWOP -FMLA e.g. Project: 1xyz99000, Task 200, Expenditure Type: Sick Example: This HE employee (8/day, 40/week standard hours) worked 24 hours on a project, was sick on Friday, and had Monday off due to a statutory holiday. Project Task Expenditure Type Sat. Sun. Mon. Tues. Wed. Thur. Friday Total Regular Direct Labor Paid Holiday Sick This screen shot shows the timecard Review screen. Hours per day are equal to the daily standard hours for this STC Hours per week are equal to the weekly standard hours for this STC Note: Hours for LWOP Other must be entered for a full day as per state legislature. LWOP Other cannot be entered for a partial day. How to Enter Time Charges for Hours Worked on a Paid Holiday If you work on a statutory holiday, charge your daily standard hours to your BC's general indirect project and task 200 with expenditure type 'Holiday (Stat)', and charge the hours worked to the appropriate project with a 'Regular...' expenditure type. Example: This HE employee (8/day, 40/week standard hours) worked 5 hours on the holiday. Project Task Expenditure Type Sat. Sun. Mon. Tues. Wed. Thur. Friday Total Regular Direct Labor Paid Holiday This screen shot shows the timecard Review screen. Last Modified:5/28/2014 8:58:00 AM ENTERING TIME FOR US HE - MAY 2014.DOCX

6 When choosing an expenditure type, remember that your staff type category and the project type determines which expenditure type you use. Stantec Timecard Reference: Projects, Tasks and Staff Type Category Rules by Expenditure Type US HE - All States Direct Projects are intended to be billable to clients. (Fifth digit of project number is 0 to 7) Indirect Projects are not billable to clients. (Fifth digit of project number is 8 or 9) 4 Expenditure Type HE - use these types ONLY CHARGE ONLY TO: Direct Projects Indirect Projects BC's General Indirect Project Charge to Task: HE rules for each expenditure type TIME WORKED - Enter time worked to these Project types using these tasks and expenditure types Regular - Direct Labor Any task except 100.1xx or Regular billable hrs, no overtime Regular - Promotion Task 100 BD or 100.1xx Promotion Regular hrs for promotional, no overtime Regular - Proposal Task Proposal Regular hrs for proposals, no overtime Regular - Admin Any task except 100.1xx or Regular non-billable hrs for admin, no overtime Regular - Survey Crew Any task except 100.1xx or Regular billable hrs for survey crew, no overtime Regular - Onsite Any task except 100.1xx or Regular billable hrs for onsite employees, no overtime Training Internal Task 200 Administration Regular hrs (Internal Training) Training External Task 200 Administration Regular hrs (External Training) TIME OFF - Enter Time Off time using this project, task and expenditure types Paid Holiday Task 200 Administration Holiday hrs (Stantec Paid Holiday) LWP Bereavement Task 200 Administration Leave with Pay - Bereavement only (as per Stantec policy) LWP Jury Duty Task 200 Administration Leave with Pay - Jury Duty only (as per Stantec policy) LWP Other Task 200 Administration Leave with Pay - Miscellaneous LWOP Other Task 200 Administration Leave without Pay - Miscellaneous LWOP FMLA Task 200 Administration Leave without Pay - Family Medical Leave Seminar Conference Task 200 Administration Regular hrs (attending Seminar or Conference) Sick Task 200 Administration Sick hrs taken Sick FMLA Task 200 Administration Sick hrs for Family Medical Leave taken Vacation Task 200 Administration Vacation hrs taken Vacation FMLA Task 200 Administration Vacation hrs for Family Medical Leave taken US HE

7 Common Timecard Error Messages (US) Timecard errors fall into three categories: Project-related Time-related System and other errors One error can produce more than one error message. For example, if you had a transaction control error affecting one row, there would be one error message for each day that had a time entry for that row. Project-related Errors Project-related errors are due to either a violation of transaction controls or from trying to enter time outside of project or task start or end dates. Transaction controls are set up on projects and tasks to ensure that time is not charged using an incorrect expenditure type. Ensure that you are using an expenditure type that is correct for the project and task. For instance, use a direct expenditure type such as Regular Direct Labor, with a direct (or contract) project and a billable task (number other than or ). "Hrs - A project-level (task-level) expenditure transaction control has been violated" CAUSE: You entered an Expenditure Type that is not permitted for the project or task. SOLUTIONS: Choose a different Expenditure Type that is allowed by the project/task. Ask the project manager to edit the project/task setup to allow charges of this type to be applied against the project/task. "Hrs - The expenditure item date is not within the active dates of the project..." CAUSE: You entered time on a date that is outside of the project or task start or end dates. This error may occur if you are using a template to create your current timecard because the project or task may have ended since the previous week. It may also occur if you are entering time to a new project whose start date is later than the Saturday of the current week. SOLUTIONS: You cannot charge your time outside of a project/task s valid date range, so either charge your time to something else or talk to the project manager if a start or end date is incorrect. Validate each project and task by clicking on the Search (magnifying glass) icon. This will bring up the Search and Select screen. If the project or task does not appear in the results displayed, then the project/task has either already ended or has not yet started. 5

8 Determine project/task start and end dates: o Click on the Task Search (magnifying glass) icon and click "Go" without entering any search criteria. The task end dates appear in the Completion Date column. o Use the Project Directory on StanNet to search for the project. In the list of results, click on the project number to go to a page with additional project details, including a list of all tasks along with their start and end dates. Time-related Errors Time-related errors are the most common and occur when the hours you enter are in incorrect amounts or are incorrectly allocated. Remember that you must always enter a total time that adds up to your standard weekly hours, so if you are required to work 40 hours per week, for example, your total hours in all categories must add up to at least 40. Some of the most common time-related error messages are shown below, and additional time-related errors can be found in the table at the end of this document. "Comments - Warning - you do not have enough Sick/Vacation/Banked Time" CAUSE: You have entered more hours as sick, vacation or banked time than you have accumulated. SOLUTIONS: Reduce the time claimed as sick, vacation or banked types and instead choose a different expenditure type such as Vacation, LWP or LWOP. If you don't know how much time you have available, try reducing in increments until accepted. To determine how much sick/vacation/banked time you have available: o Check mystannet. Remember that mystannet is updated each pay day and is current as of the last pay day. If the portal says that you have enough time available but you are still getting the error, check if you used some of that time the previous week that is not yet reflected in the total available. o Check your pay stub. "Comments - Hours entered less than Standard" CAUSE: The number of hours you entered is less than the standard daily or weekly hours required based on your staff type category and Stantec Employment Contract. If you try to submit your timecard with the hours for each day left blank, you will see an additional error message: "Message not found. Application: HXC, Message Name: HXC_366207_UNMATCHED_ATTRIBUTE. Tokens:" SOLUTION: Enter hours using absent expenditure types (sick, vacation, etc.) as necessary to equal your standard hours. Even if you are charging time to LWOP, you must still enter your standard hours. "Comments - Warning - Allowance for Overtime exceeded" 6

9 CAUSE: You tried to enter overtime hours without having worked the required number of hours as per provincial or state legislation. Time worked does not include hours entered as Sick, Vacation, Banked Taken, LWP, or LWOP expenditure types. SOLUTION: Charge overtime expenditure type to overtime Straight Time or Banked regular..." until the Provincial/State requirements are met. "Error - The following time entry rule has been violated (...)" CAUSE: You entered more regular hours than you are allowed by Provincial/State legislation. SOLUTION: Charge hours over the Provincial/State-legislated requirement to an overtime expenditure type. System and Other Errors Some of the other types of errors you can experience may be due to problems such as access privileges set up incorrectly or problems with the Oracle system itself. Some of the issues or error messages you could experience are listed below. "US Self Service Time and Expenses is not a valid responsibility for the current user." Scenario 1: You tried to enter your timecard on a weekend. CAUSE: This error is likely caused by lockout period when IT is doing data migrations and you will not be able to access your timecard or expenses during this time. SOLUTION: You will need to wait until Monday to be able to access this. Scenario 2: You are a new hire and the error occurs when you try to access your timecard under the Quick Links menu. CAUSE: The user s profile needs to be removed from the STN_BI_US_Employee stn_bi_us_employee group. WORK-AROUND: In mystannet, click on the US Self Service Time and Expenses found under the Applications Navigator menu. SOLUTION: Notify IT Service Center to resolve the issue. 7

10 "ORA-2000:ORA-6502:ORA-06502: PL/SQL: numeric or value error: character to number conversion error." Message is received when you try to submit your timecard. CAUSE 1: Your session has timed out. SOLUTION 1: Log out and log back in to mystannet. Any data that was not saved prior to the error message will be lost and therefore it is advisable to save frequently during timecard entry. CAUSE 2: There is an incorrect setting for the Territory in your preferences. SOLUTION 2: In the Applications Navigator section on your mystannet home page, select STN Preferences => Preferences and set the territory to United States. Previously submitted timecard is now in Working status You submitted your timecard successfully before the midnight deadline on Friday, but on Monday the timecard s status is Working. CAUSE: If you clicked on the Update button to view your timecard after you submitted it, you inadvertently put it back into Working status. SOLUTION: Click on the Update button to open the timecard and then click the Submit button to resubmit it. To view a previously submitted timecard without making any changes, click the Details button rather than the Update button. 8