Time Entry MUNIS Version 9.1

Transcription

1 Topic: Time and Attendance Objective This document explains the procedure for entering a Time Entry Batch using two features to assist in time entry: Auto load of Employees and the Daily Grid method of Time Entry. The document will also include the procedures for entering the time for substitutes and temporary employees and modifying the general ledger account information. Overview When you use the time entry auto load process, you will automatically generate employee time entry records. This document will take the entry clerk on a step by step process for automatically generating time entry records. The district uses the exception time reporting concept for employees with the exception of temporary and substitute employees. The time entry clerk will record absences (including holidays). The opposite is true for temporary and substitute employees; record the time worked. This document will be outlined in several processes for ease of use following the steps of entry as follows: Creation of a Time Entry Batch Auto load of employee time records Entering employee time Extensions and extended hours, temporary hours Corrections Entering substitutes Modifying account information Entering time for temporary employees Modifying account information Releasing the Time Entry Batch for Approval Approving a Time Entry Batch Prerequisites Before you can successfully use time entry, you must be linked to a payroll that has been started by the district payroll office. Time Entry Clerks must have proper permission in place to allow access to the time entry program. These permissions also determine what you have access to within the time entry program as well. Please contact the Payroll Department if you cannot access the correct Payroll Period and/or you cannot access the employees for your location. Page 1 of 37

2 Page 2 of 37

3 Setting Time Entry Preferences For ease of Time Entry, the columns which will appear for data entry of employee time need to be customized. Procedure Use the following steps to set district standard preferences for use with the time entry program: 1. From the menu option Departmental Functions choose Time Entry. The system will always validate the active payroll when opening the Time Entry program, so the following screen will appear: 2. Click Yes to accept the active payroll. Page 3 of 37

4 3. Once the Time Entry screen appears, choose Preferences from the left side menu and the following screen will appear: Page 4 of 37

5 4. Click the Daily Grid Fields tab. The boxes in the Daily Grid Fields display should be checked as they appear above. To update the fields which will display on the Daily Grid within Time Entry, choose the Update tool button and click the boxes corresponding to the fields. A checked box means the associated information will appear on the screen; an unchecked box means it will not appear on the screen. Boxes that need to be checked are: Job Job Description Pay Description Account Account Description All the Pay Types Page 5 of 37

6 Creating a Batch and Auto loading Employee Groups Procedure Use the following steps to create a time entry group for use with the time entry auto load feature: 1. From the menu option Departmental Functions choose Time Entry. The following screen will appear: 2. A pop up screen will display the current Payroll that you are able to access. Review the time period, if correct click the Yes button. If this is the incorrect time period, click the No button and contact Payroll to correct. 3. The screen now has side buttons to select. You need to change your Preferences for Time Entry before adding the batch. Instructions for changing Preferences is within the previous section beginning on page On the MUNIS side menu, click Add Batch. The program will display the following pop up screen. 5. Choose the Daily Grid radio button and click the OK tool button. The following batch header screen for time entry will appear. Page 6 of 37

7 6. Enter the following fields on the batch header screen in order to correctly prepare for entering time entry data. Field Department Location Comment Action or Description The Department Code will default in. School timekeepers use the department code only on the Principal batch for proper workflow approval. See Appendix C for code. Your location will default into this field. If you need to enter time for more than one location, you will enter a batch for each location and change the location in each successive batch. This important field will be used to describe each of your batches. Create a batch for each of your employee Group/Bargaining Units and use the following naming convention to help the Payroll Office identify batches. The Comment field describes each of your batches where XXX is your location name: Certified XXX, Classified XXX, Principal XXX, Temporary XXX, ROTC XXX, or Exempt XXX. Page 7 of 37

8 7. Click the Accept tool button to save the information entered. The following auto load screen will appear. Please note that the auto load screen is only available when entering new batches. 8. The auto load screen is separated into two distinct parts. The first part of the auto load screen is titled Selection and defines the group of employees to auto load. This is the section that will be utilized. The second part of the screen is titled Override Defaults. It defines the criteria to override the employee group and will not be used. The only field which will be used is the Group field. This is a drop down menu. Click on the small arrow to display the employee time groups in this drop down menu. Page 8 of 37

9 9. Click the Group/Bargaining Unit that you input as you entered the Time Entry screen. This will auto load that Group s batch as soon as you click the Accept tool button. This initiates the auto load process which loads the requested group of employees and adds time entry records for each employee defined within the group. You will only create batches for those groups depending on what school or department you keep time for. 10. Once the auto load process is complete, the daily grid screen will appear with all of the employees generated from the auto load displayed. In the example shown below, there are 14 employees that were loaded into the time entry group. You can find the number of employees at the bottom of the display. In the case below, Jane Austin is the second of 14 employees in the batch. Page 9 of 37

10 Daily Detail Daily & Weekly Totals Accrual Balances The entry screen is separated into three sections: Payroll Identification: Along the very top of the screen is the payroll batch information. This includes the payroll run, warrant, batch number and the payroll period start and end dates. Employee Name: The employee number, last name, first name, middle initial and Supervisor will display. Daily Detail: This section holds the detail for time for the employee. This section is divided into three (3) parts: Entry Grid: The grid displays the time entry information for the employee s job class code & description, pay code and description for the first seven days of the payroll. You may toggle between the first and second week of the payroll being displayed using the arrow buttons above and to the right of the grid. Daily and Weekly Entry Totals: The totals section displays daily sums as well as the weekly sum, pay type sum and pay period sum. Accrual Balance: Finally, accrual balance amounts are displayed along the bottom of the screen above the navigation toolbar. This final section appears at the bottom of the screen and will display the amount of available time for the employee for sick, vacation, etc. The balance will be displayed based on the type of accrual selected. For example, if entering sick time the Accrual Balance will display the available balance for sick time. Page 10 of 37

11 11. Choose the Update tool button. This will open the screen to allow time to be entered. Use your TAB key or use your mouse to move to the pay type row to enter time. For instance, if entering sick leave, move to the row which has the pay type for sick leave and then to the day in which the employee used sick time. 12. Enter the number of hours the employee used for sick time and use the TAB key or the mouse to move to the next field to continue entering time. 13. When all time has been entered for the employee save the entry by choosing the Accept tool button. The totals for the employee will display in the time entry totals section. 14. Continue entering time for all employees for the location and employee group/bargaining unit. Results The time has been entered for the employee. Although the time has been entered as one record, the entry of each day is stored separately in the system. It is important to understand that each day expands into a full detail record and each can be edited individually to allow for the most accurate level of detail needed. To view this detail, choose the Browse tool button within the batch or the side menu option Scan Detail from the batch header. Page 11 of 37

12 What s Next? When complete with time entries for all employees in the batch, the completed batch should be reviewed. To review what was entered, go to the Batch Header and select the PDF symbol for a report. The Time Entry Reports Option screen will come up and you will change the first Report option from Standard to Review. After reviewing your batch, release it for approvals. See example on pages 13 through 14 below. Page 12 of 37

13 Page 13 of 37

14 Page 14 of 37

15 Corrections To Your Batch You can make a correction to your Batch at any time. Resume the Batch and make your corrections. Corrections for the current pay period can be done up until the Payroll Office moves the batches into Payroll Processing. Previous pay period corrections can be entered in your current batch as an Add. You will see this in the next section on entering Substitutes and Temporary employees. Page 15 of 37

16 Entering Substitutes to an Existing Batch Procedure Since Substitutes are not assigned to a specific location, the time entry clerk must identify and pull substitutes into the batch. Use the following steps to enter Substitutes within a Time Entry Batch: 1. Entry is performed from within the Time Entry Batch. To access a Time Entry Batch select the program Time Entry from the Departmental Function Menu. The following screen will appear: 2. This pop up screen will display the current Payroll that you are able to access. Review the time period, if correct click the Yes button. If this is the incorrect time period click the No button and contact Payroll to correct. 3. Choose the Browse Tool Button to display all of the batches entered for the payroll period. Page 16 of 37

17 4. Select the batch from the list by clicking on the row and then choosing the Accept tool button. This batch will display on the batch header screen as shown below. 5. Choose Resume from the side menu options. This will display the Employee Time Entry screen. 6. From the employee time entry screen, select the employee pay record by clicking on the row with the pay type for the absence that an employee required a substitute. For example, if a teacher was out sick for a day, choose the sick pay type row for the employee. 7. Click the Update tool button and use the mouse or TAB key to move to the date the employee was absent. 8. Click Edit Details from the left side menu. Page 17 of 37

18 The following detail screen will display: 9. Choose the date to modify on this browse screen and click the Accept tool button. Page 18 of 37

19 The detail screen will display all of the information that was entered in the previous screen for the absent employee. The date of the absence will be displayed, the job and pay information, the hours absent, and the general ledger account information. The detail screen also allows for the substitute to be recorded with the employee s absence. 10. Click the Substitute Tab to view, update and enter the Substitute s information. Page 19 of 37

20 Employee Information Detail Time Original Employee s Account 11. The information on the Substitute Screen is similar to the information on the employee time entry screen. There is the payroll information which displays the payroll period, an employee section which displays the substitute s employee number and name as well as a detail time entry section which displays the job, pay, quantity and general ledger account information. Additionally, at the bottom of the screen there is information displayed on the original employee s general ledger account. This is a way to proof your account information. Take the time to double check the account, if corrections need to be made refer back to step 7. Page 20 of 37

21 Field Employee Number Job Class Pay Quantity Account Action or Description Enter the employee number of the substitute in this field. Help is available by choosing the ellipse ( ) button in the right corner of the field. If you know the f# you can enter it. You will have access to employees within your location and for substitutes and temporary employees who are district wide. The job class should default from the employee master record. Enter the pay type in this field. For certified subs this will be 110. For noncertified subs this will be 115. Enter the quantity in hours. The account will display for the substitute. The First segment of the account will represent the district wide reporting unit 599. This reporting unit must be changed to reflect your reporting unit by changing these first three numbers only. See the next section for charging substitutes to a grant. 12. If the substitute is being charged to a grant the teacher attending the training should have received a memo from the grant manager instructing he/she to give a copy of the memo to the school/department timekeeper. If you did not receive this information contact the teacher to get either a copy of the memo or the name of the training. You may also look on the Payroll department s webpage. There you will find a list of all grant trainings being held, the name of the training, and the account number where the substitute should be charged. In the substitute time entry screen replace the default account number that begins with 599 with the long account number for the grant including the additional 5 digit project (grant) code at the end. 13. Choose the Accept tool button to save the entry. The substitute has now been added to the time entry batch and has been linked to the employee for which they substituted. Results The substitute s time has been entered and linked to the employee who was absent and has been charged to the correct general ledger account. The substitute s time can be viewed with all other time within the batch from the Batch Header screen by choosing Scan Detail from the left side menu. Page 21 of 37

22 In the example above, the employee s absence is shown as 7 hours and also displays the employee who substituted as well as the account charged. What s Next? When complete with all time entry, the batch should be reviewed by running your time entry report. After reviewing your batch release it for approvals. Refer to instructions in section on creating a batch on page 13. Page 22 of 37

23 Adding a Temporary Employee s Time Procedure Temporary employees who are dedicated to a School or Department will display within a batch when a batch is created with the auto load feature. Those temporary employees who are not assigned to the School or Department will need to be added to the Time Entry Batch. Use the following steps to enter temporary employee time within a Time Entry Batch: 1. Entry is performed from within the Time Entry Batch. To access a Time Entry Batch select the program Time Entry from the Departmental Function Menu. The following screen will appear: Page 23 of 37

24 2. A pop up screen will display the current Payroll that you are able to access. Review the time period, if correct click the Yes button. If this is the incorrect time period click the No button and contact Payroll to correct. 3. Choose Add Batch from the left side menu. The following pop up screen will appear: 4. Choose the Daily Grid button and click the OK tool button. 5. Enter the description for Temporary Employees and your location in the comment field. For example, the comment for a temporary employee time entry batch for Anderson Elementary would read, TEMPORARY ANDERSON. Page 24 of 37

25 6. Choose the Accept tool button to save the information entered. The following auto load screen will display: Page 25 of 37

26 7. There will be an auto load option for temporary employees assigned to your school that will bring in Break aides, EMII/ERII Tutors, etc. You can use this batch to add hours for substitute and casual temporary employees who do not pull in to the batch yet have worked during the pay period. 8. If you only have substitute and casual temporary employees at your location the auto load functionality will not be used. Choose the Cancel tool button to exit from the Time Entry Auto Load screen. The daily grid screen will appear as shown below. Page 26 of 37

27 9. Click the Add tool button and enter the following information fields: Field Employee Action or Description Enter the temporary employee s f number in this field. If the number is unknown the employee can be found by choosing the ellipse ( ) button in the corner of the field. A list of employees will appear. This list can be filtered by choosing the filter tool button at the bottom of the screen and entering the employee s last name, choose the field to filter and click the GO tool button. Page 27 of 37

28 This will display only those employees with that last name as shown below. Job Pay Account Date/Day Click the Accept tool button to select the employee and the employee number will display in the daily grid screen. The job class will populate automatically. Enter the pay associated with the work performed by the temporary employee. Please refer to the appendix for a listing of temporary pay types. The Pay Type is associated to the Pay Rate established. It is important that the general ledger account be updated with the correct reporting unit to reflect the School or Department where the temporary employee worked. Replace the first three default digits of the account string to reflect your reporting unit. If the number is for a grant, the entire long account number will need to be changed and to include the 5 digit project code added at the end. In the corresponding day field, enter the hours under the worked by the temporary employee. 10. Choose the Accept tool button to save the entry. Results The time has been entered for the temporary employee. What s Next? When complete with time entry, the batch should be reviewed and then released for approvals. Page 28 of 37

29 Releasing Time Entry Batches Procedure When all entry on a batch is completed, the batch is released for approval. Use the following steps to release a Time Entry Batch. 1. From the Time Entry Batch Header Screen, choose Release from the left side menu. The following pop up screen will appear: Page 29 of 37

30 2. Click the Yes button to release the batch for approval. The Status of the time entry batch will change from N Pending to X In Progress. 3. The system will create the approval workflow based on specific business rules defined for your School or Department. To view the approval chain, choose the Approvers tool button at the bottom of the Time Entry Batch Header Screen. The following screen will appear. Page 30 of 37

31 4. The screen above shows that there is one approver in the workflow. The screen will display the name of the approver, the date and time that the approver received and the status. Results The time entry batch has been released for approval. At any time during the approval process the batch could be rejected. The approver who rejected the batch will enter a reason for the rejection. The clerk who entered the batch will receive an notification of the rejection and will need to access the batch to make the corrections as detailed in the notification. After the corrections are made the batch can be released for approval once again. What s Next? The time entry batch will be routed through each workflow approver until reaching the final approval which is the Payroll department. Page 31 of 37

32 Approving Time Entry Batches Procedure Use the following Steps to approve a time entry batch: 1. From the MUNIS Dashboard click Approvals on the My Work Workflow Webpart. 2. The following My Work Screen will appear. Page 32 of 37

33 3. The My Work Screen will separate approvals based on type. Under Time Entry, all of the approvals will be displayed. 4. To view the details of the time entry batch choose the Viewer tool button. The following screen will appear. 5. Verify that the payroll information is correct by clicking the Yes button. Page 33 of 37

34 6. View the batch by choosing Scan Detail from the left side menu. The other option is to run the Custom Report made for reviewing batches. See example on page 13 and 14 on Time Entry Report Options to pick the Review report. 7. To return to the batch header screen choose the close screen tool button. 8. The batch can be approved, rejected, forwarded to another person for approval or placed on hold by selecting the tool buttons at the bottom of the screen. To approve choose the Approve tool button. Page 34 of 37

35 9. The system will display a prompt to ensure that you wish to approve the batch. Click the Yes button to approve. 10. You have the option to enter a comment for the approval. If rejecting or holding the batch a reason is required. Choose the Accept tool button to save the comment or to continue. Page 35 of 37

36 11. To view the comment and to view other approvals in the workflow, choose the Approvers tool button at the bottom of the screen. Results Page 36 of 37

37 The time entry batch has been approved and will automatically be forwarded to the next approver. Once all workflow approvals are met the status of the time entry batch will be changed from X In Process to Y Approved. What s Next? The Payroll Department is the final approver for all time entry batches. The Payroll Department will move all time entry batches into the payroll run to be processed. Page 37 of 37