MyTime Entry. 1.8 version enhancements

Transcription

1 MyTime Entry 1.8 version enhancements

2 New in 1.80 Multiple Roles Landing Page Appointment Nicknames Timekeeper Work Queue Sorting Activity Period Report Navigation Reporting Late Timecard Status Calculate Spread Status Time Approver Enhancements Alternate Department Review and Work Queue Override Worksheet 2

3 Landing Page Supervisor/Time Approver Role View 3

4 Landing Page Timekeeper with Alternate Employees Role 4

5 Landing Page Timekeeper No Alternate Employees 5

6 All Roles Landing Page 6

7 Appointment Nickname Employee Tab in the Administration page Up to 30 characters, could be alpha, numeric or special. 7

8 Appointment Nickname Employee will see the new Job description wherever the Title Name was displayed before. 8

9 Work Queue Sorting Timecards can be sorted by: Employee Employee ID Status 9

10 Activity Period Navigation Supervisors/Time Approvers Can see past timecards from the Time Approval: Detail screen Timekeepers Can see them from the Timekeeper Reporting: Activity Details screen 10

11 Activity Period Navigation You can navigate to up to 12 previous timecards from the same page. 11

12 Late Timecard Status Employees are prompted when timecard is Late (past the department Due Date). 12

13 Late Timecard Status Supervisors/Time Approvers Are able to see when a timecard is late. Viewable from the Timecards Missing or Requiring Action Clicking on the Late/Save or Late/Pending brings up the Activity Detail screen. 13

14 Late Timecard Status Supervisors/Time Approvers can also view status and timecard details from Monthly Biweekly Employees Timecard Reports 14

15 Late Timecard Status Timekeepers don t get the same view as Supervisors do. If a timecard is entered and saved before the due date, it shows up in the timekeeper s work queue. If it is submitted or approved after the due date is not visible to the timekeeper until the following pay cycle. Timekeeper Missing Timecards: 15

16 Calculate Spread Latest Status The latest status of the timecard is visible to the timekeeper from the calculate spread screen. 16

17 Timekeeper Report: Override Worksheet The Additional Hours reported are coded as REG because the 40 hours per week threshold has not been reached. The system will try to adjust the hours to give the most benefit to the employee. This programming code was coded in preparation to the future UC Path structure. However in our current PPS specifications, Sub 1 employees are paid Regular hours from PPS only. The 36 Regular hours need to be converted to OTS or OTP so the employee can receive the additional pay. 17

18 Override Worksheet To move the 36 REG hours from REG to OTS, you need to use the Override Totals Summary button. Calculate Spread: 18

19 Override Worksheet The Override Worksheet contains 3 sections. Manage Totals Manage Jobs Manage Distributions Each sections includes a brief description of what it does. The Work Flow in this page is from Top to Bottom. 19

20 Manage Totals: Override Worksheet After reviewing the timecard, we determined the hours need to be paid as OTS. Enter 36 hours in OTS and click the Update Worksheet button. 20

21 Manage Jobs: Override Worksheet The Manage Jobs section will be updated with the updated information from the Manage Totals. The REG type is now 0.00 and the OTS is

22 Manage Distributions: Override Worksheet The distribution section is now also updated to reflect our desired changes. 22

23 Override Worksheet After you make the necessary changes in the override worksheet. You must enter a note indicating what type of change was made and why. After you enter your notes click the Apply button. Once you clicked the Apply button you will be returned to the Calculate Spread page with all of the changes made. 23

24 Override Worksheet At the Calculate Spread page you can either do a Review of the timecard to submit it later or if you are the Home Department you can also do a review or accept the timecard for payroll processing. In this example we can only do a review because we cannot accept it until after the due date. 24

25 Override Worksheet If you do a review of your timecards before the due date and nothing changes after your review, you can accept them in bulk after the due date from the Timekeeper Summary page. 25

26 Alternate Timekeeper Coordination between departments is key when processing timecards for employees who work at multiple departments. Both departments need to work together to determine holiday pay, overtime and other benefits an employee might be entitle to. Our current practice of entering whole number of hours for a pay period by each department timekeeper without consulting or sharing information with the other departments carries risk of not paying correctly what an employee is entitled to under labor laws. The payroll office has encountered many situations where departments enter their total hours in TAR without consulting with the other department to find out later that an employee was under paid or overpaid. 26

27 Alternate Timekeeper Under UCSD policy the Home Department has the responsibility of ensuring an employee is paid correctly. When access is given to another department for one of its employee s, the Home Department needs to ensure some basic guidelines and roles are followed. These guidelines are: Ensuring the employee is paid for all hours worked. Coordinating with other departments by sharing timesheets to ensure all hours worked are entered in calculating overtime, holiday pay and other benefits. In MTE Home Departments have the responsibility of accepting their employees timecards. Alternate Departments can do a review of the timecard in a timely manner to have it ready for the Home Department. 27

28 Alternate Timekeeper Timekeeping is an extremely date driven process where all parties involved must abide by the due dates and deadlines. Information in MTE is pushed to timekeepers rather than being pulled. So now timekeepers have two sub menus for processing timecards. 28

29 Alternate Timekeeper Currently timecards are pushed to timekeepers by the alternate department association. 29

30 Alternate Timekeeper Remember: Alternate Departments can only do a review of the timecards for their alternate employees. Home Departments can also do a review and have the responsibility of accepting timecards for payroll processing. Coordination between departments is key and essential in ensuring a smooth work flow within the given deadlines. LET S GO THROUGH AN EXAMPLE IN MTE. 30

31 Alternate Timekeeper Questions? Concerns! Feedback? THANK YOU! 31