Southeastern Louisiana University PeopleSoft Time and Labor Training

Transcription

1 Southeastern Louisiana University PeopleSoft Time and Labor Training Biweekly Training Topics to Discuss with Timekeepers Classified employees all have schedules. These schedules are a reflection of your daily work hours. The standard schedule is the University schedule of 7:30am to 5:00pm with a 45 minute lunch. An employee that works anything other than the University schedule must request the altered flex schedule for approval through their supervisor and up through the appropriate Dean and Vice President per University Policy. Once it is approved, it must be sent to the Human Resource Office, who will then forward the approved schedule to the Payroll Office. Time and Labor is rule driven; therefore, working outside of your schedule is not allowed without using leave for the schedule time missed. For example, if you are 30 minutes late for work on Tuesday, you must take 30 minutes of leave for the time missed in the morning and allow the system to let you earn K time in the afternoon if you worked over to make it up. The employee s available leave balances are displayed at the top of each employee s timesheet. If you leave your area for lunch, you must punch out by using the Meal Punch. Requesting Leave/Over Time Electronically In order to request leave, there is a new electronic form for employees to use. Once all approvals are completed the leave will automatically go to the Timesheet by a process that is run by the Payroll Office. Therefore, there will be no need to post the leave manually. To request leave, navigate to the following: Self Service > Time Reporting > Leave/Over Time Request 1

2 Click on Leave/OverTime Request. The following screen will appear: You will be able to enter the date and the times, this will allow the hours to auto-populate for classified employees. Unclassified employees will enter the dates, times, and the number of hours requested. You can choose any leave type in the drop down and also put a comment. Just remember that any notes you put in the description will be a permanent record. Once you have entered your leave request information, you will need to click the save button. 2

3 This completes the leave request process. You can also request your K time or Overtime you will earn for the pay period here as well. It is processed the same as requesting Leave taken, but you enter the hours of 12:01am to 11:59pm to cover the enter pay period you are requesting. Also, enter the number of hours you are requesting and the type of compensation being requested (K time or Overtime). Then click Save. Supervisor Leave Approval After the time is requested, the Supervisor will receive an letting them know they have a request that needs approval. The Supervisor can approve the request by going to the panel below. The path is Manager Self Service > Time Management > Quick Leave/OverTime Approval. 3

4 Click Search and it will bring up anyone with unapproved leave. You can either enter the employees Empl ID or you can click on the employee s name and the request will come up. You will have the option to approve or deny the request and put a comment. Just remember the comment will be a permanent record. Once you have clicked approved it should say All App. However, if you are signing off on OT it will need a second level supervisor to sign off. This is only for OT, not KOE. The Approval Status will say Apprv Proc until the next level supervisor approves the request. 4

5 After the next level supervisor has signed off on the OT, you will see All App. If the employee goes back to the leave request panel, you will see that the Approval Status now says All App. This means it has been approved by the second level supervisor. Also, you can see the ones that still need to be approved. 5

6 In the Southeastern Time Labor Queries, you will find a query to run that will allow you to see employees that have leave requests that are not approved yet. The navigation path is Southeastern Time and Labor > Southeastern Time Labor Queries. The list of all queries available for you to run is displayed here. Posting Leave on the Timesheet If an employee needs leave added to the pay line, that can be done by entering the information on the Timesheet. Also you will see the leave balances are on the timesheet for your convenience. 6

7 You will only be allowed to use the leave that is shown in the Balances box. You will enter the amount of time taken and the type of leave requested and then click Submit. 7

8 Then click OK and the time is entered. If you try to give an employee more leave than the employee has you will get the following error: You should click ok on this error and then correctly make the selection. Meal Breaks and Adjustments All hourly employees that do not have a set work schedule must clock in and out for their meal or the system will automatically deduct a half hour from their day if they work 6 hours or more. If an employee leaves their area for lunch, they must clock out and when they return they must clock back in. The timekeepers will use the Meal break if an employee leaves their area for lunch but forgets to punch or if their lunch is extended or shortened for the day. 8

9 To edit an employee s lunch: Click on Show all Punch Types and this will allow the time keeper to see the Meal column and the 2 nd In column. The Out punch goes under Meal and the return from lunch will go under the 2 nd In box on the day that is needed. See the example below. The Hours column includes the lunch but when Time Admin is run it will deduct the lunch on the Payable Time Report. If the employee cancels his meal for the day the timekeeper must insert a line and use the Meal Cancelation in Time Reporting Code and the length of the meal. It must be the full meal that is canceled. 9

10 You do not need to enter a negative sign with this entry. The code reflects a negative adjustment. Making Additional Time Worked Paid Out as Over Time In order to have additional time worked paid as overtime, you must click the Paid OT column on the timesheet. Time and Labor will default to Comp Time for additional time automatically. This means that the employee will receive either SOT or OT depending on what has happened in the week. As you can see the other days will be paid as Comp Time unless they are also checked. If you want the over time to go to a different Budget Unit, the time will need to be split and the Combo Code entered in the column. You can see this in the example below. Recording the Use of FMLA and Unscheduled Leave For an Unclassified Employee, you will need to view the Elapsed Timesheet to determine if an online leave request is indicated as FMLA by scrolling to the right of the screen. If the leave has not been posted automatically to the timesheet, you will need to enter the leave as you would normally. Once entered, click on the Submit button to save your entry. 10

11 Click OK. To indicate the leave as FMLA, you will need to bring up the Punch Timesheet. Once you have the Punch Timesheet showing, on the far right of the screen in the FMLA column, you will need to indicate the leave taken as FMLA by entering a Y in the column. This will enable the leave to be tracked as FMLA. 11

12 After you enter the Y, you will need to Submit this change for it to save. Click OK. To review that the leave entered has been indicated as FMLA, return to the Elapsed timesheet, and by scrolling to the right side of the page, you will see the User Field 2 Column marked with the Y indicating FMLA. 12

13 Unclassified Employees Time and Leave Reporting An Unclassified Employee s timesheet will look different than hourly employees to timekeepers. You will not see hours worked, only additional time worked or leave taken. The timesheet with no leave or additional time worked will appear as follows: In the timesheet, under the correct date of the leave request, you will enter the amount of leave requested and in the Time Reporting Code select the correct leave category. If there is more than one day of leave with the same category, you can use the same line under the correct date. 13

14 Once you have entered the leave amount and category, you will need to submit the entry. To View the Unclassified Employee s leave balances, you will need to click on the link provided below: For each different category of leave, a line must be added and the different category selected: 14

15 If the employee works additional time, the time is entered in the same manner with the category selected in the Time Reporting Code. Once the additional time is entered and the category selected, you must Submit the entry. You will get the confirmation screen: Important Verification by Timekeepers Please be sure to check each time sheet for correct corresponding In and Out punches for all Biweekly hourly employees and Student employees to ensure accuracy. 15