Salaried Employees Monthly Exception Reports Due on 3 rd business day of the month

Transcription

1 Salaried Employees Monthly Exception Reports Due on 3 rd business day of the month Logging in: MyOCC/Employees/TimeClock Plus/Web Clock LDAP information enter your OCC login information: Click on LOG ONTO DASHBOARD There is a very short time out period. Click on MANAGE TIMESHEET to enter exception hours. One week at a time will be displayed. If no leave time is taken in a month proceed to last page for directions. Example: 1

2 Use the calendar to select the beginning of the month for which you are completing your Monthly Exception Report. Use < to select Previous week or > to select Next week. You can enter your exceptions anytime during the month (daily, by the week or by the month) but all Monthly Exception Reports should be completed by the employee by the 5 th business day of the following month. This will allow the Supervisor time to approve all Monthly Exception Reports by the 7 th business day of the following month so that the Payroll Department can import the leave time into Colleague for all salaried employees. To enter leave time: The salaried employee is required to enter any leave time taken for the month. This includes Personal, Sick and Vacation time which have hours allocated to each employee based on their employee group and length of service and have a balance imported from Colleague. These leave balances should never be negative. This also includes other leave time as follows that should be entered when used: College Business Jury Duty Bereavement Emergency closing (ex. Snow days) Holiday Unpaid Worker s Comp On the day where you have hours to enter, go to the day of the month, and click on ADD. Once you select ADD, then your primary position will be displayed on the day. The start time for all salaried employees is 8:30am. Note: a salaried employee can change this start time, but it will not affect the hours that are entered in for leave. Enter the number of hours taken. 2

3 Example 8 hours entered It is necessary to indicate what type of leave time the employee is taking. In order to do this, double click EDIT. The Day/Segment will pop up to edit. The default positon/primary position will show up. Click inside the box and then there will be an X next to the Position ID to access the list of leave codes. Click on the X in the Position ID box and there is a dropdown of all the leave codes available to the employee. This dropdown list is specific to the salaried employee group in which the employee works Operating Engineers, Teamsters Admin, Teamsters Management, Exempt Admin, Exempt Management. See screenshot examples below: 3

4 The leaves to select from are the following: 1-Holiday 8-Emergency Closing Salary 9- Bereavement 10-Jury Duty Salaried 11-Personal Business- Salaried 12-College business Salaried 14-UNPAID Other Absence Salaried 15- Worker s Compensation 17-Teamsters FT Sick 19-Management Vacation 32-Union Business Salaried 99-No Exceptions Salaried 4

5 Select the leave time from the list. See information on NOTES on page 7 Click SAVE. Example of completed entry: The number of hours will be displayed in the top right hand corner of the date and there will be a notation of LEAVE on the date. In addition, in the top right hand corner of the screen, a cumulative total of leave time for the week is indicated. Note: because weeks must be closed one at a time, sometimes a week is open that contains days from the previous month and if leave time has been entered, these hours will be displayed in the cumulative totals for week, however, leave time is imported only from the 1 st of the month until the last day of the month and will not be imported into the leave banks twice in Colleague. 5

6 Once you've finished editing the time sheet entry, check the Approve box to approve that day, or choose Approve Week to approve all entries for that week. Then click Accept at the top of the screen to commit your changes. The employee must APPROVE and ACCEPT the week in order to move to the next week, this will automatically send it to your Supervisor. 6

7 More than one leave type on same day: To enter more than one leave type for the day, enter the first type and number of hours, then click on ADD to add a 2 nd leave code and hours. Following the same process as above, enter hours and click edit to select another leave type. Example of more than one leave type selected for the same day - How to enter Notes: If an employee is on FMLA, then any sick time entered must also indicate FMLA. This is done on the notes for each day where sick time is entered. In addition, some union groups require that if sick time is entered and used for a family member, then it will be noted on the Monthly Exception Report. This is also done on the notes for each day where sick time is entered. 7

8 The NOTE is below the Position ID/leave code. Please write notes in CAPS. Example If a note is necessary, please enter FAMILY or FMLA in the notes. Save. Once the segment is saved, you will no longer see the note, but it s there for your supervisor to see. These notes along with number of hours and leave codes will be sent directly to your supervisor for approval once you click save and apply, downloaded and imported into Colleague. Corrections: If after entering leave hours and codes you need to make corrections, click EDIT and make any necessary changes. If you d like to delete and start over, then click on Clear and start over for that date. Copying leave codes/time off: To enter 2 or more days in a week with the same leave code, you can use the COPY feature. Enter the first day with your leave time - hours and code. Click on COPY and then select the day/days to copy it to, then click PASTE. 8

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10 No Exception Time: If no leave time is taken in a month, on the last day of the month select 99 No Exceptions Salaried, zero hours, save, and accept. Once you have completed your Exception reporting, log off. 10