Administrators. Important Dates

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1 Administrators Greetings Administrators! The go-live for the new PeopleSoft system is quickly approaching. As of November 3 rd, San Diego Unified School District will be officially live with the new PeopleSoft Human Resources system, and beginning December 16 th the Time and Labor/Payroll systems will be in full swing. During the months of October, November and December we will be running parallel systems (the Legacy system, and PeopleSoft) as a transition between the two. Checks will continue to be cut from the legacy system through year-end for W2 purposes. This time period will allow time for new users to become familiar with PeopleSoft and fine-tuning of the new processes to ensure that paychecks will be accurate once we issue Paychecks from PeopleSoft in January. This document will explain the specific role Administrators will play during the parallel, as well as your timekeepers and AA users. This is a very challenging and exciting time, and we are glad to have you involved in this transition! Important Dates October 13 th December 18 th (Mondays, Wednesdays and Thursdays): Open Lab at the IMC Horizon Training Room is available on a first come first serve basis to answer questions and assist your staff with any Time and Labor or PAR questions. See the Support Sheet for more details. October 15 th October 24 th : Personnel Action Request (PAR) training will be offered twice a day (morning and afternoon) for AA users. In this class the AA user will get hands-on experience with the PAR pages, as well as job aids to take back to their desk. If your AA user is scheduled to take Time and Labor training after October 6 th or has taken the Administrator course, then you do not need to send him/her to this special class because the PAR was covered in those classes. October 15 th : No new Assignment Authorizations (AAs) can be created. Personnel actions that are needed between October 15 th and November 2 nd will be entered online in PeopleSoft via the PAR pages starting on November 3 rd. October 16 th 31 st : Your TimeKeeper(s) will be entering time into Time and Labor for all hourly and salaried employees. Entry will be for salaried exceptions occurring between the 16 th and 31 st, and for hourly time worked between the 16 th and 31 st. It is not necessary to enter hourly time for the 1 st -15 th. This data will be processed and compared with paychecks in the current payroll system. If you have an employee missing from your dynamic group during this time period, please skip their time entry.

2 November 3 rd and Forward: The PAR is available in PeopleSoft for entering personnel action requests. November 3 rd December 15 th : Your TimeKeeper(s) will continue keying time into Time and Labor. PeopleSoft will now be the system of record for all HR and Benefits transactions. This database will be used for modeling Time and Labor/Payroll transactions for all departments. Since paychecks will still be cut out of the legacy payroll system through the end of the year, it will be extraordinarily important as of this point that all time entered into both PeopleSoft and the legacy system be in sync for comparison. If an employee is missing from your dynamic group now, please contact your Payroll Tech in order to get them added to the database. December 16, 2003: As of this date, the Time and Labor system will be part of the production database. Start entering monthly exception time solely into PeopleSoft and any hourly time that will not be submitted to Payroll by the 19 th. Monthly time from December16 th to the 15 th of January will be for the first regular monthly payroll paid out of PeopleSoft on January 31, December 19, 2003: Drop off hourly timesheets, and cards in Payroll by 5pm for special pay in December. No more time will be reported to the legacy system. All time for hourly employees from December 20th December 31st will be paid from PeopleSoft in January. The SAMS-Link system will not be used as of the 19 th of December. Time from the SAMS system will be interfaced into Time and Labor as demonstrated in your Time and Labor Timekeeper training course. All adjustments to hours, TRC s, and Account Codes for substitute time will be performed in Time and Labor. January 2004: All systems live on PeopleSoft. The legacy system will not longer be in use. All paychecks will be cut from PeopleSoft payroll. Time entry will only be required into Time and Labor. Paper timesheets and legacy timecards will be eliminated.

3 Time and Labor Reports Requirements There are 3 reports administrators are required to run related to timekeeping in PeopleSoft Time and Labor: Time Summary Report Cross-Site Account Charges Report Site Account Charges Report As was taught in the site administrator training, most Time and Labor reports are run by Dynamic Groups. Most sites should have access to 3 Dynamic Groups: Salaried employees at their location, Hourly employees at their location, and the Substitute Labor Pool. Time Summary Report PeopleSoft Navigation: Time and Labor Reports Time Summary Administrators will run this report at the end of each pay period showing a summary of all employees reported time at their locations after Time Administration is processed. This report will be used as the time summary for site administrator approval. This report must be printed out, signed, and filed for all three Dynamic Groups (Hourly, Salaried, and Substitute Labor Pool) each pay period. The sorting of the report should be by Employee Name (alphabetical), Account Code and then date of reported time within each Account Code. There are 6 fields on the run control: Dynamic Group, From Date, Thru Date, Substitute Assignment checkbox, SetID, and Location. When running the summary for a standard Dynamic Group (Hourly or Salaried), the only run control parameters populated should be Dynamic Group and From/Thru Dates. When running this report with the purpose of seeing a summary of substitutes who worked at a particular site, the Substitute Assignment checkbox, SetID, and Location fields will also be used (in addition to the 5998H Dynamic Group and appropriate From/Thru dates). When selecting the Substitute Assignment checkbox and entering the Location on the run control, the report logic should only pull employees in the Substitute Labor Pool who have a value in their Location field (in the time reporting pages) that corresponds to the Location on the run control. See the following page for examples of run control parameters for standard versus substitute Dynamic Groups.

4 Run Control for Standard Dynamic Group: Run Control for Substitute Labor Pool Dynamic Group:

5 Cross-Site Account Charges Report PeopleSoft Navigation: Time and Labor Reports Cross-Site Account Charges With PeopleSoft Time and Labor, it is possible to charge dollar amounts associated with an employees processed hours to an Account Code other than then one on the employee's position. The override Account Code can be entered on the Weekly Elapsed Time or Report Time by Period pages by the site timekeeper. If this field is not populated, the time will be charged to the default Account Code on the employee s position. The Account Code search prompt does not have any security to limit access, meaning that a timekeeper can select any other department/site s Account Codes, and thus charge time to any other budget. Since there is no notification to that department/site when their budget is being hit, it is the responsibility of both the site administrator where the charge is originating and the site whose budget is being hit to monitor these Account Code overrides. The Cross-Site Account Charges report must be run in order for you to see when your site s budget is being charged by a different site via Account Code charges through Time and Labor. (The report for the site originating the budget charge will be discussed next). This report would include all employees who are charging time in Time and Labor to an Account Code containing the Department Chartfield value of the department entered on the run control (your site s department), but whose position is funded by a different department. The sorting of the report should be by Employee Name (alphabetical), then date of reported time within each Account Code. The run control parameters for this report should be your site s Department, and From/To Dates. This report should be run each pay period. If reported time hitting your budget is not valid, please check with your contact in the payroll department.

6 Site Account Charges Report PeopleSoft Navigation: Time and Labor Reports Site Account Charges With PeopleSoft Time and Labor, it is possible to charge dollar amounts associated with an employees processed hours to an Account Code other than then one on the employee's position. The override Account Code can be entered on the Weekly Elapsed Time or Report Time by Period pages by the site timekeeper. If this field is not populated, the time will be charged to the default Account Code on the employee s position. The Account Code search prompt does not have any security to limit access, meaning that a timekeeper can select any other department/site s Account Codes, and thus charge time to any other budget. Since there is no notification to that department/site when their budget is being hit, it is the responsibility of both the site administrator where the charge is originating and the site whose budget is being hit to monitor these Account Code overrides. Each site administrator must run the Site Account Charges report to monitor the Account Code charges entered by their site timekeeper against other department s budget. (The report for the site whose budget is being hit is documented in the previous section). This will include all of your site s employees whose position is funded by one department, but whose Time and Labor hours are being charged to an Account Code with a different department Chartfield value. The run control parameters for this report should be Dynamic Group and From/To Dates. This report must be run for both your Hourly and Salaried Dynamic Groups each pay period. The sorting of the report should be by Employee Name (alphabetical), then date of reported time within each Account Code.