People First User Guide for Employees

Transcription

1 Peple First User Guide fr Emplyees Table f Cntents Lgging In... 2 Frgt Yur Passwrd... 3 Frgt Yur Lgin ID... 5 Emplyee Landing Page... 7 Peple First Header and Fter Overview Emplyee Timesheet General Screen Functinality and Navigatin... 27

2 Lgging In The Peple First lgin page prvides emplyees and retirees the ability t lg in t the State f Flrida s human resurce infrmatin system (Peple First). Yur path is Steps 1. G t Ntes: The Peple First lgin page includes an image f ne f twelve Flrida pictures; images change daily at 12 a.m. Eastern time. The lgin page includes links t the fllwing: Frgt Passwrd prcess, Frgt Lgn ID prcess, and the State f Flrida jb site. The lgin page als includes a Cntact Us link that prvides cntact infrmatin fr the Peple First Service Center. 2. Enter yur Peple First lgin ID and passwrd, and then select Ntes:. Optins are available t reset yur passwrd and t retrieve yur lgin ID if yu d nt knw them. The steps t cmplete these prcesses are cntained in the next tw sectins. Select t unhide yur passwrd if yu need t verify what yu have typed. The first time yu lg in t Peple First after March 25, 2018, yu will be prmpted t create new security questins. 2

3 3. Select yur security questins; enter an answer fr each questin; and select. Ntes: Yu will need t select yur security questins nly the first time yu lg in t Peple First after March 25, Yu must select three different security questins. Frgt Yur Passwrd If yu d nt remember yur Peple First passwrd, select the Frgt Passwrd link t reset yur Peple First passwrd nline. This prcess takes just a few minutes t cmplete. Fllw the path t reset yur passwrd. Yur path is Peple First lgin screen > Frgt Passwrd link > Frgt Yur Passwrd screens Steps 1. After selecting the Frgt Passwrd link, enter yur Peple First lgin ID, Scial Security number (full number). and date f birth. Then select. 3

4 2. Next select hw yu wish t receive yur security cde t reset yur passwrd and select. Ntes: The number f ptins t receive yur security cde is based n the infrmatin yu have saved in Peple First. The ptins include wrk , ntificatin , and mbile phne number(s). If yu get t this screen and dn t have any ptins available, wrk with either yur manager r ne f yur agency human resurce prfessinals t update yur cntact infrmatin in Peple First s that yu can cmplete this prcess. Security cdes are seven digits. 3. Once yu receive the security cde, enter it and select. 4. Enter yur new passwrd in bth the New Passwrd and Verify Passwrd fields and select. 4

5 Ntes: Select t unhide yur passwrd if yu need t verify what yu have typed. The entries in bth fields must match. If yur entry in the New Passwrd field des nt meet the passwrd guidelines, a call-ut will display shwing yu which requirements have been met (marked with a check) and which are still needed (marked with an x). The Passwrd Strength indicatr shws yu hw strng yur new passwrd is. Select the Passwrd Requirements link if yu wish t review the passwrd requirements befre yu start typing in yur new passwrd. Frgt Yur Lgin ID Fllw the path t recver yur lgin ID. Yur path is Peple First lgin screen > Frgt Lgin ID link > Frgt Yur Lgin screens Steps 1. After selecting the Frgt Lgin ID link, enter yur Scial Security number (full number) and date f birth. Then select. 5

6 2. Capture yur lgin ID and select. Ntes: takes yu back t the lgin page, where yu can enter yur ID and passwrd t lg in t Peple First. If yu dn t knw yur Peple First passwrd, yu can select the Frgt Passwrd link t start the passwrd reset prcess. 6

7 Emplyee Landing Page The Emplyee landing page is the emplyee s primary navigatin starting pint fr emplyee self-service. Except fr the areas that are shared acrss Emplyee and Manager landing pages (e.g., Inbx, Annuncements, Other Resurces), all infrmatin n this page is fr functins specific t the emplyee. All emplyees wh d nt have direct reprts and wh have a security rle cde f E (emplyee nly) are defaulted t this page when lgging in t Peple First. Fllw the path t access the Emplyee landing page. Yur path is Peple First Lgin screen > Emplyee landing page Steps 1. Once yu lg in, yu will be defaulted t yur Emplyee landing page. Ntes: If yu are a manager r a human resurce prfessinal, yu will be defaulted t the Manager landing page. Hwever, if yu are nt a manager r human resurce prfessinal, yu will be defaulted t the Emplyee landing page and will nt have access t the Manager landing page. Yur Emplyee landing page is designed t allw yu t quickly and easily navigate Peple First. Descriptins fr each area f the Emplyee landing page are described belw. 2. The Quick Links sectin prvides quick navigatin t specific screens within Peple First. 7

8 Ntes: Quick links are generated based n the emplyee s access in Peple First and cannt be changed. Quick links can be minimized r presented n all screens. Emplyee quick links include the fllwing: Open Enrllment Presented t all benefits-eligible emplyees and nly during the state s annual Open Enrllment perid. Timesheet Navigates emplyees t their timesheet t view past timesheets and t update timesheets that require actin. Is nt displayed fr emplyees in the judicial branch. Leave and Overtime Request Displayed nly fr the State Persnnel System agencies and the Flrida Department f Lttery; navigates emplyees t their Leave and Overtime Request screen t view the status f previus leave requests r t create new leave requests. Is nt displayed fr emplyees in the judicial branch. Leave Balance Overview Displayed nly fr the State Persnnel System agencies and the Flrida Department f Lttery; navigates emplyees t the Leave Balance Overview screen t view their leave balances and leave histry (up t 18 mnths back). Is nt displayed fr emplyees in the judicial branch. FSA / HSA Displayed nly fr emplyees wh are enrlled in a flexible spending accunt r a health savings accunt; navigates emplyees t their Chard Snyder accunt landing page. Cntact Infrmatin Displayed fr all emplyees; navigates emplyees t their Cntact Infrmatin screen, where they can update their hme, mailing, and ntificatin addresses. Emplyee Prfile Displayed fr all emplyees; generates a PDF snapsht that cntains a summary f the emplyee s infrmatin and includes: persnal infrmatin, address infrmatin, emergency cntact infrmatin, and wrk cntact infrmatin. My Benefits Displayed fr all emplyees wh are enrlled in at least ne insurance plan; navigates emplyees t the My Benefits screen, where they can view their enrlled plan infrmatin. Training Transcript Displayed nly fr State Persnnel System agencies, the Justice Administrative Cmmissin, the State Curts System, and the Flrida Department f Lttery; generates a PDF training transcript that cntains all training that 8

9 emplyees have cmpleted and that has been captured in Peple First. Training Vides Displayed nly fr State Persnnel System agencies, the Justice Administrative Cmmissin, the State Curts System, and the Flrida Department f Lttery; navigates emplyees t the Training Vides landing page, where they can view available vides. 3. Inbx includes links t items that yu need t cmplete. Select the Inbx task t navigate t the screen where yu will cmplete the activity. Ntes: Inbx items are presented nly when yu have an activity that needs t be cmpleted within Peple First. Inbx items d nt include Perfrmance Management r Recruiting tasks. A number is presented beside each Inbx item that shws the number f tasks pending fr that item. Tasks that are due but nt verdue will shw with a blue circle, with the number f tasks due within it; if at least ne task is verdue, the circle will be red, with the number f tasks due within it. Select the icn t refresh yur Inbx. Emplyee Inbx items include the fllwing: Update Dependent s SSN Displayed t emplyee when at least ne registered dependent either has an invalid SSN r has n SSN. Chse Benefits Nw Displayed t benefits-eligible emplyees when the emplyee has an active qualified status change (QSC) event; shws thrugh the last day f the QSC electin perid. Cmplete Open Enrllment Nw Displayed t all benefitseligible emplyees and nly during the state s annual Open Enrllment perid. Cmplete Timesheet Displayed nly fr the State Persnnel System agencies and the Flrida Department f Lttery. Displayed when the emplyee has at least ne past due timesheet (timesheet perid ended prir t the system date). 9

10 Cmplete Yur Direct Depsit Displayed nly fr the State Persnnel System agencies, the Justice Administrative Cmmissin, the State Curts System, and the Flrida Department f Lttery; displayed when the emplyee des nt have an active direct depsit recrd. Verify Yur Infrmatin Displayed t all emplyees when the annual verificatin prcess is activated (August 1 f each year and fr all new hires); takes the emplyee t the step-by-step prcess t verify r update infrmatin. 4. Persnal Inf prvides emplyees access t view r update persnal infrmatin, fr example, Cntact Infrmatin (hme address, mailing address and ntificatin address), Direct Depsit, Frm W-4, etc. Once yu click the Persnal Inf tile, yu will be presented with the Persnal lnf menu that allws yu t select the infrmatin yu need t review r update. Ntes: The menu ptins vary based n yur emplyment type. If yu wrk fr an agency that uses Peple First fr bth payrll preparatin and benefits, yur screen will lk similar t the menu abve. If yur emplyer uses Peple First nly fr insurance benefits, yu will see a limited menu that includes Cntact Infrmatin, Crrespndence Histry, and Persnal Inf. Selecting a menu item will navigate yu t the details screen fr that item, where yu can view r update the infrmatin. Sme screens are view-nly fr emplyees. Persnal Inf menu items include the fllwing: Cntact Infrmatin Allws emplyees t update their hme address, mailing address, and ntificatin address. Emplyees shuld ensure these are always kept up t date in Peple First. Bth the hme and wrk cunty are used t determine which HMO health plan the emplyee is eligible fr. Emplyees can update the hme cunty n their hme 10

11 address recrd while the wrk cunty can be updated nly by the emplyee s human resurce ffice. The mailing address is used by Peple First, the Divisin f Retirement, the emplyee s insurance prvider(s), and ther state entities t send imprtant infrmatin t emplyees. The ntificatin address is used t send ntices t emplyees related t their insurance benefits. Crrespndence Histry Displays (view-nly) a histry f the insurance benefits ntices that were sent frm Peple First t the emplyee thrugh either standard mail r thrugh s. Direct Depsit Allws emplyees t maintain their direct depsit recrd. The infrmatin entered in this screen is used t depsit the emplyee s state payrll int his r her bank accunt. This infrmatin is accessible nly t the emplyee. EEO-Veteran Allws emplyees t maintain their race, ethnicity, military status, and disability status. Disability status is self-reprted and visible nly t the emplyee (i.e., managers and human resurce prfessinals cannt see the emplyee s disability status). Emergency Cntact Allws emplyees t maintain their emergency cntacts. Emplyee Educatin Allws the emplyee s human resurce ffice t maintain the emplyee s wrk-related educatin histry. Screen is view-nly fr emplyees. Emplyee Languages Allws emplyees t maintain their related languages. Screen is view-nly fr emplyees. Frm W-4 Allws emplyees t maintain their tax status fr payrll. Licenses and Certificatins Allws the emplyee s human resurce ffice t maintain the emplyee s wrk-related licenses and certificatins. Screen is view-nly fr emplyees. Other Emplyment Allws the emplyee s human resurce ffice t maintain the emplyee s ther emplyment. Screen is view-nly fr emplyees. Persnal Inf Displays the emplyee s key persnal infrmatin (e.g., Scial Security number, date f birth) that is used fr tax reprting and t generate insurance benefits cards. 5. Wrk Inf prvides emplyees view-nly access t wrk-related infrmatin. Fr example, emplyees can view their Wrk Cntact Infrmatin, where they can validate that their wrk and wrk phne number are crrect. Once yu click the Wrk Inf tile, yu will be presented with the Wrk lnf menu that allws yu t select the infrmatin yu wish t review. 11

12 Ntes: If yur emplyer uses Peple First nly fr insurance benefits, this tile is nt available fr yu as this type f infrmatin is stred in yur emplyer s separate human resurce infrmatin system. All infrmatin in the Wrk Inf tile is view-nly fr the emplyee. If updates are required, cntact either yur manager r yur human resurce ffice fr assistance. Wrk Inf menu items include the fllwing: Actin Histry Prvides a histry f the persnnel actins that have been prcessed fr the emplyee in Peple First. Screen is view-nly fr emplyees. Appintment Status Details Prvides a histry f the emplyee s appintment status (e.g., prbatinary, permanent, exempt) fr his r her emplyment recrds in Peple First. Screen is view-nly fr emplyees. DROP / Retirement Prvides a histry f the emplyee s retirement cdes fr his r her emplyment recrds in Peple First. Screen is view-nly fr emplyees. Emplyment Screening Prvides a histry f when emplyment screening was cmpleted n the emplyee and, if rescreening is required, when it s due. Screen is view-nly fr emplyees. Key Service Dates Displays key emplyment (e.g., agency hire date, state hire date) dates fr the emplyee. Screen des nt apply t OPS emplyment. Screen is view-nly fr emplyees. Org Wrk Assignment Displays key wrk-related infrmatin frm the emplyee s psitin. Screen is view-nly fr emplyees. Wrk Cntact Infrmatin Displays the emplyee s wrk lcatin address, wrk mailing address, and wrk address. Screen is view-nly fr emplyees. 6. Insurance Benefits allws eligible emplyees t access their insurance benefits infrmatin, including the ability t prcess enrllment changes when emplyees have a qualifying status change and during Open Enrllment. Once yu click the Insurance Benefits tile, yu will be presented with the Insurance 12

13 Benefits menu that allws yu t select the infrmatin yu need t review r update. Ntes: The Insurance Benefits tile is presented nly t emplyees wh are eligible t participate in the state grup insurance plans. Insurance Benefits menu items include the fllwing: Change My Benefits Allws emplyees t create a qualifying status change when a life event such as marriage r birth ccurs. Additinally, if the emplyee has a qualifying wrk event, an event is created fr the emplyee and available here. The type f event determines the insurance benefit plans the emplyee is allwed t make enrllment changes t. Refer t the Insurance Benefits Enrllment Prcess User Guide fr stepby-step instructins n cmpleting the enrllment prcess. Cnfirmatin Statement Allws the emplyee t view and print insurance benefits cnfirmatin statements fr changes ver the past seven years. Screen is view-nly fr emplyees. Health Insurance Tax Frms Allws the emplyee t view and print his r her 1095-C insurance tax frm. Recrds are available nly fr years 2016 and after. Frms are added t this screen fr the tax year by January 31 f the year fllwing the tax year. Fr example, the 2017 frms will be available by January 31, Screen is view-nly fr emplyees. My Benefits Allws emplyees t view bth their current insurance benefits as well as their histrical benefits. The screen defaults t current insurance benefits. Emplyees have the ability t view a histry f enrllments fr a specific insurance plan insurance benefit enrllments as f a certain day as well as My Dependent Infrmatin Allws emplyees t view registered dependents. Emplyees can crrect the dependent s Scial Security number. Hwever, all ther infrmatin has t. 13

14 be updated by cntacting the Peple First Service Center. Registered des nt mean the dependent is cvered under any insurance plan. T view which dependents are enrlled, review enrllments in the My Benefits screen. Open Enrllment Allws insurance benefits-eligible emplyees t make their insurance electins fr the next plan year. The Open Enrllment menu item is presented nly during the state s annual Open Enrllment perid. Premium Histry Displays the emplyees premiums paid and due fr his r her insurance benefits plans. Screen includes the ability fr emplyees t view underpaid and verpaid premiums as well as histry f premiums paid emplyees.. Screen is view-nly fr 7. Pay Inf allws emplyees access t view (e.g., Emplyee Grss Salary) r update their pay infrmatin (e.g., payrll deductins, if allwed by yur agency). Once yu click the Pay Inf tile, yu will be presented with the Pay lnf menu that allws yu t select the infrmatin yu wish t review r update. Ntes: If yur emplyer uses Peple First nly fr insurance benefits, this tile is nt available fr yu as this type f infrmatin is stred in yur emplyer s separate human resurce infrmatin system. Pay Inf menu items include the fllwing: Emplyee Grss Salary Displays all cmpnents f the emplyee s state grss salary. Screen includes the hurly rate f pay used fr vertime (nly applies if the emplyee is eligible fr vertime payment) and the hurly rate f pay used fr leave payuts (if the emplyee is eligible fr r becmes eligible fr a leave payut). Screen is view-nly fr emplyees. Grss Pay Histry (Pre-Tax) Displays the grss salary (prepayrll deductins) fr each payment fr the emplyee. T view yur net pay g t the Department f Financial Services, Emplyee Infrmatin Center: Screen is view-nly fr emplyees. Pay Inf Displays the emplyee s base pay amunt and if eligible, the emplyee s Cmpetitive Area Differential (CAD) amunt. Screen is view-nly fr emplyees. 14

15 Payrll Deductins Displays the emplyee s elective pst-tax payrll deductins. T view yur insurance deductins fr yur state spnsred insurance plans, g t the Insurance Benefits, Premium Histry screen. Deferred Cmpensatin and cllectins deductins are nly available t view in the Emplyee Infrmatin Center. Sme deductins may be maintained by the emplyee. This plicy is set by yur agency s human resurce ffice. Recurring Payments Displays recurring pay additives fr the emplyee. Screen als includes Criminal Justice Incentive Prgram and Firefighter Incentive Prgram recrds fr eligible emplyees. Screen is view-nly fr emplyees. 8. Talent Management navigates emplyees t their landing page within the Talent Management system (SuccessFactrs) Nte: If yur emplyer nly uses Peple First fr insurance benefits, this tile is nt available fr yu as this type f infrmatin is stred in yur emplyer s separate human resurce infrmatin system. 9. Once yu click the Time and Attendance tile, yu are presented with the Time and Attendance menu that allws yu t select the infrmatin yu wish t review r update. 15

16 10. Ntes: If yur emplyer nly uses Peple First fr insurance benefits, this tile is nt available fr yu as this type f infrmatin is stred in yur emplyer s separate human resurce infrmatin system. Time and Attendance Menu Items include the fllwing: Base Wrk Schedule Assignment Allws emplyees t view their current FLSA perid (if applicable) and wrk shift (if applicable). Screen is view-nly fr emplyees. FMLA/FSWP Leave Request Allws the emplyee t request use f Family Medical Leave Act (FMLA) r Family Supprt Wrk Prgram (FSWP) fr qualifying events. Emplyees shuld discuss with their agency human resurce ffice befre submitting a request. Once submitted, the request is submitted t emplyee s human resurce ffice fr review. Screen is nt displayed fr emplyees in the judicial branch. Flexible Wrk Schedule Allws the emplyee t request an alternate wrk schedule. Emplyees shuld discuss with their manager befre submitting a request. Once submitted, the request is sent t the emplyee s manager fr cnsideratin. If apprved, the schedule is updated n the emplyee s timesheet fr the requested perid(s). Screen is nt displayed fr emplyees in the judicial branch. Leave Balance Overview Prvides emplyees access t view their current leave balances, as well as their previus 18- mnths f leave accruals, usage and balances. Screen is viewnly fr emplyees. Screen is nt displayed fr emplyees in the judicial branch. Leave Payut Allws the emplyee t view previus leave payuts that were prcessed thrugh Peple First. Screen is view-nly fr emplyees. Screen is nt displayed fr emplyees in the judicial branch. Leave and Overtime Request Allws the emplyee t request use f leave (e.g., annual leave). Once submitted, the request is sent t the emplyee s manager fr cnsideratin. If apprved, the leave is preppulated n the emplyee s timesheet fr the requested time perid. Screen is nt displayed fr emplyees in the judicial branch. Overtime Electin Allws vertime-eligible emplyees, in certain agencies, t change their vertime electin frm pay t accrual. The vertime electin default is pay. If yu are nt vertime-eligible r yur agency des nt allw yu t change yur vertime electin, this screen is view nly fr yu. Screen is nt displayed fr emplyees in the judicial branch. Timesheet Allws emplyees t enter their time wrked and leave used, and submit fr their manager s apprval. Refer t the Emplyee Timesheet sectin f this user guide fr mre details n the timesheet. Screen is nt displayed fr emplyees in the judicial branch. The Annuncements tile includes imprtant messages fr upcming and n-ging activities (e.g., Open Enrllment). 16

17 Ntes: Emplyees shuld review all messages presented each time they lg in t Peple First. The same messages are presented fr all emplyees; messages are nt emplyee-specific r agency-specific. Sme messages may nt apply t sme emplyees. Fr example, Open Enrllment messages will nt apply t emplyees wh are nt benefits-eligible. 11. The Other Resurces tile includes icns that allw emplyees t lg in directly t their Securian (life insurance) beneficiary management accunt r their Chard Snyder (flexible spending accunt and health savings accunt) accunt. Ntes: Chard Snyder Only displayed fr emplyees wh are enrlled in a Flexible Spending Accunt (FSA) r the Health Savings Accunt (HSA); navigates emplyees t their Chard Snyder accunt landing page. Securian Only displayed fr emplyees wh are enrlled in basic life r Vested Legislatr life insurance; navigates emplyees t their Securian accunt where they can manage their beneficiaries fr life insurance. 17

18 If an emplyee is nt enrlled in an FSA, HSA r life insurance plan, the Other Resurces tile will nt be displayed. 18

19 Peple First Header and Fter Overview The fllwing is a descriptin f the Peple First header and fter cntents. These items are displayed n all screens nce yu are lgged in t Peple First. Header Area Peple First lg appears in the header f each screen and, if selected, returns yu t yur default landing page. Emplyee Assistance Prgram lg appears in the header f each screen and, if selected, pens a new windw taking the emplyee t the E4 Health State f Flrida landing page. Timesheet Icn appears in the header f each screen and takes yu t the timesheet that requires input. Is nt displayed fr emplyees in the judicial branch. Accunt Icn appears in the header f each screen nly if yu are dually emplyed r are a retiree that has returned t wrk. Clicking the icn allws yu tggle between yur psitins. Lgff Icn appears in the header f each screen and will lg yu ff Peple First. Manager Icn appears in the header f each screen fr anyne with direct reprts and fr emplyees with a security rle cde ther than an emplyee (E). Selecting the manager icn will take emplyees t their manager landing page. Emplyees with direct reprts, as well as emplyees with a human resurce security rle cde will be defaulted t the manager landing page. Emplyee Icn appears in the header f each screen fr all emplyees. Selecting the emplyee icn will take emplyees t their emplyee landing page where they can review r update their infrmatin. Emplyee Infrmatin shws the emplyee s name, psitin title and agency name. Emplyee Picture (Silhuette) fr agencies incrprating emplyee phts int the emplyee prfile, the emplyee s pht will shw here. If n pht is included, the silhuette will be displayed. 19

20 Fter Area Cntact Inf prvides key phne and address infrmatin fr the Peple First Service Center and the Chard Snyder Service Center. High Cntrast Keys On Animatin Change Passwrd Security Questins Settings ptin allws emplyees t custmize their experience in Peple First, as well as change their Peple First passwrd and security questins. Allws emplyees t turn high cntrast theming n and ff; high cntrast cnverts backgrund clrs t black and text t white; the emplyee s preference is saved fr future lg in, but can be changed. By default, alpha descriptins are displayed and nt the assciated numeric cde; hwever, emplyees that prefer t view bth the cde and the descriptin can turn their keys n; the emplyee s preference is saved fr future lg in, but can be changed. By default, there are very subtle animatins built int Peple First when transitining frm screen t screen, when data is lading and when hvering ver certain buttns and links; hwever, emplyees can turn it ff if preferred; the emplyee s preference is saved fr future lg ins, but can be changed. If emplyees want t change their current passwrd, they can change it after they have lgged in t Peple First; prcess requires entry f the current passwrd, as well as entering and verifying the new passwrd. Allws emplyees t view and update their existing Peple First security questins. Security questins may be used fr additinal identificatin purpses when calling the Peple First Service Center. All security questins used prir t March 16, 2018 have been reset. The first time yu lg int Peple First after March 25, 2018, yu will be prmpted t create new security questins. 20

21 Emplyee Timesheet The fllwing prvides details n hw t cmplete yur timesheet in Peple First. Fllw the path t access yur timesheet. Yur path is Peple First lgin screen > Emplyee landing page > Timesheet icn in header Steps 1. Once yu navigate t yur timesheet, yu are defaulted t the ldest past due timesheet (last timesheet that has nt been apprved). 2. The Infrmatin icn prvides a menu that includes helpful links fr the emplyee. Ntes: When D I Get Paid? This link takes yu t a dcument that identifies the payday fr bth biweekly and mnthly emplyees. Click here t view the dcument. Timesheet Questins This link takes yu t a frequently asked questins dcument regarding the timesheet prcess. The dcument als includes a brief definitin fr each hurs type that s available fr use n the timesheet. Be sure t review the Timesheet Frequently Asked Questins dcument. 21

22 Payrll Infrmatin This link takes yu t the Department f Financial Services, Emplyee Infrmatin Center where yu can lg in and view yur payrll statements, travel reimbursements and yur Frm W Within the timesheet, emplyees have access t run tw different reprts fr their past timesheet data. Each reprt can be run back t the start f the emplyees emplyment with their current emplyer. Ntes: Timesheet Summary Allws emplyees t run a reprt fr either a specific timesheet perid, r fr a specified date range. While the timesheet presentatin is restricted t 18-mnths back, the data in the timesheet summary allws emplyees t access timesheet data prir t this perid. Hwever, the data in this reprt is specific t the emplyees current emplyment and cannt g back prir t their start date with their current emplyer. Leave Audit Reprt Allws emplyees t run a reprt that includes all leave earned, used, paid ut and frfeited. The data in this reprt is specific t the emplyees current emplyment and cannt g back prir t their start date with their current emplyer. 4. Navigatin icns allw the emplyee t quickly navigate t ther time and attendance prcesses in Peple First. Ntes: View Calendar Allws emplyees t access a calendar that allws quick navigatin t a past r future timesheet perid. Leave Request Allws emplyees t navigate directly t the Leave and Overtime Request screen t view past requests, as well as create new requests. Leave Balance Allws emplyees t navigate directly t the Leave Balance Overview screen t view their current and previus leave balance details. 5. Varius buttns are available within the timesheet that allws emplyees t cmplete actins within the timesheet. Ntes: Buttns are dynamically presented based n the status f the timesheet. Save, Submit and Cancel are nly presented if the timesheet has nt been submitted fr apprval and when editing a submitted timesheet. Once Submitted fr apprval, the Edit buttn is presented. 22

23 Save Allws emplyees t save their current timesheet entries. Submit Allws emplyees t submit their timesheet fr apprval. When selected, validates that the emplyees timesheet entry meets state leave plicies. If updates are required, the emplyee is presented with errr messages advising what updates are needed. By selecting this buttn, the emplyee is certifying the timesheet is true and accurate. Cancel Allws emplyees t cancel their timesheet entries and changes the timesheet t view nly. Edit Allws emplyees t update submitted time (time must be in a submitted status; nce apprved emplyees cannt update) and t recrd additinal time. Once time has been mdified the emplyee must resubmit the timesheet fr apprval. 6. The Wrk Perid allws emplyees t navigate between timesheet perids. Ntes: Use the left and right arrws t navigate between wrk perids. The wrk perid is either the emplyee s pay perid dates r the emplyee s extended time reprting perid (e.g., 28-day perid). Fr 40-hur vertime-eligible emplyees, the emplyee has an ptin t select a weekly view, which allws the emplyee t view and cmplete a timesheet ne week at a time. This ptin is nly available fr emplyees wh are bth vertime eligible and whse FLSA schedule is a 40-hur schedule. If time has been submitted fr apprval, but has nt been apprved fr the wrk perid, the wrd SUBMITTED is displayed in yellw fnt beside the perid. If time has been apprved fr the perid, the wrd APPROVED is displayed in green fnt beside the perid. 7. Current Leave Balances allws emplyees t view their current available leave. Ntes: 23

24 Allws emplyees t view their current available (net) leave balances withut navigating away frm the timesheet (presents in an verlay n the timesheet). Balances (net) presented are as f the mment the emplyee selects the icn. Includes an expiratin date fr leave types that expire (e.g., special hliday cmpensatry leave, persnal hliday); expiratin date is the last timesheet day the leave can be used. 8. Timesheet template ptins allw emplyees t create, mdify and apply their timesheet template. Ntes: The timesheet template functinality is designed fr emplyees wh cnsistently use multiple charge bjects. This functinality allws emplyees t enter charge bjects ne time and save them as a timesheet template fr future use. T create a timesheet template, enter the entries n yur timesheet and select Save Template. Selecting Save Template will save yur charge bjects and hurs type(s), but will nt save the actual time incurred under each day. Yu can save up t 50 rws within a timesheet template. Apply Template is nly available after yu have created yur timesheet template. Once selected, it applies yur timesheet template t the timesheet perid yu are cmpleting. After yu initially create yur timesheet template, the Save Template link will change t Update Template. If yu need t mdify yur template later, apply it t yur timesheet, mdify it and select the Update Template link. 9. Emplyees wh reprt their time n a mnthly wrk perid r a 28-day wrk perid will have a scrll functinality available t display the remaining days in the wrk perid. Ntes: The timesheet is defaulted t the start f the wrk perid. If additinal days are available fr the wrk perid, the scrll right link is available. Once the emplyee scrlls right, an ptin t scrll left is available. The scrll right and scrll left ptins are nly available if the emplyee s wrk perid is greater than 14-days. Fr mnthly included emplyees, it s recmmended that yu use the weekly view t cmplete yur timesheet in a mre simplified frmat. 10. The timesheet entry sectin allws emplyees t enter their time wrked and leave used fr the wrk perid. 24

25 Ntes: Charge Object clumn Allws emplyees t select the applicable charge bject t recrd time wrked. Yur agency will instruct yu n when yu shuld use charge bjects and what charge bjects t use. Nt all agencies require emplyees t use charge bjects. Hurs Type clumn Allws emplyees t select the applicable time wrked and leave cdes. Hurs type 1000 Hurs Wrked and hurs type 1005 State Paid are defaulted n the emplyee s timesheet based n the emplyee s wrk schedule. Hurs are nt defaulted fr OPS emplyees. T view a definitin fr each hurs type, select the Questins icn, then select the Timesheet Questins link. FMLA/FSWP clumn If emplyees have an apprved Family Medical Leave Act r Family Supprt Wrk Prgram request, a drpdwn is prvided t emplyees t allw them t recrd their leave used t the apprpriate request type. Day fields Allws emplyees t recrd hurs fr each hurs type, fr each day. Ttal Hurs clumn Allws emplyees t view the ttal hurs entered per rw. Ttals rw Allws emplyees t view the ttal hurs entered per day. Schedule Allws emplyees t view the number f hurs they are scheduled t wrk each day. If the schedule des nt reflect yur wrk schedule, submit a Flexible Wrk Schedule request t yur manager fr review and apprval. Delete icn Allws emplyees t delete a rw within the timesheet. Add Rw link Allws emplyees t add an additinal rw t the selected wrk perid. The timesheet is defaulted t five rws; if yu enter mre than five rws, yu will have a scrll bar n the right t scrll between the days. Only five rws are presented n the screen at ne time. Cmments link Allws emplyees t add timesheet-specific cmments as well as view previusly added cmments. Once a cmment is added, it cannt be mdified r deleted, s be sure the cmment is accurate befre saving it. Grand Ttal Hurs Allws emplyees t view the ttal hurs recrded fr the wrk perid. 11. Once yu have cmpleted yur timesheet, select t send the timesheet t yur manager fr apprval. When yu select this buttn, it validates 25

26 that yur timesheet entry meets state plicy. If updates are required, yu will be presented with errr messages advising what updates are needed. 12. Once yu have successfully submitted yur timesheet, yur timesheet entries will be shwn with a yellw utline and the wrd SUBMITTED will be added in the Wrk Perid sectin. Nte: Once yur manager takes actin n yur submitted timesheet, yu will receive a ntice n whether any further actin is needed. 26

27 General Screen Functinality and Navigatin The fllwing prvides details n general screen functinality and navigatin in Peple First. Yur path is Peple First Lgin screen > Emplyee Landing page > Functinal tile > Desired screen Steps 1. Outside the timesheet screen explained abve, screens yu have access t as an emplyee are structured the same way. Specifically, when yu navigate t a screen, the first thing yu will see is an verview sectin (1). Once yu select a recrd in the verview, the details sectin (2) will be presented. If yu have access t update the infrmatin selected, buttns (3) are presented in the tp right-hand crner the screen, directly abve the verview sectin Once yu navigate frm yur Emplyee landing page t anther screen, yur navigatin path will be presented in the tp left-hand sectin f the screen, directly belw the Peple First lg. Ntes: The navigatin path shws the screen yu started frm (Emplyee in the example abve, which indicates yu started frm the Emplyee landing page), then shws the menu that yu navigated frm (Persnal Inf in the example abve), and lastly shws the screen that yu are currently n. Yu can click the steps in the navigatin path t navigate back t that screen. If yu select the menu in the navigatin path, yu will be presented with the menu items. Yu can simply click ne f these menu items t navigate t that specific screen. 3. Cnfirmatin messages are presented t cnfirm that changes have been successfully saved. These messages are presented as an verlay as sn as yu 27

28 cmplete the save prcess. 4. Warning messages are presented when yu attempt t leave a screen where yu were in edit mde, withut saving yur changes. These messages are presented as an verlay when yu attempt t navigate away frm the screen. Ntes: Selecting OK will discard any changes made and take yu t the requested screen. Selecting Cancel will cancel yur navigatin request and keep yu n the current screen, where yu can cmplete and save yur changes. 5. Infrmatinal, warning, and errr messages specific t the screen yu are wrking n are presented at the bttm f the screen. Ntes: Infrmatinal messages prvide emplyees with things they shuld be aware f. Fr example, a message is displayed the first time yu access a wrk perid n yur timesheet letting yu knw yur scheduled hurs have been defaulted fr yu. Warning messages prvide emplyees with warnings regarding their timesheet entries. Fr example, a warning message is presented when yu recrd time n a nn-scheduled wrk day. Errr messages are presented when a crrectin is required. Fr example, if yu attempt t use leave and yu are nt eligible t use the leave type, yu are presented with a message advising yu that yu must crrect yur entry. Use the icns t expand, minimize, hide, and shw the messages. 28