Employee & Manager Self Service Guide

Transcription

1 Tutor Perini Corporation Employee & Manager Self Service Guide JD Edwards EnterpriseOne Time Entry Training JOB CHARGED & G/A (Overhead) Employees 7/15/2016

2 Contents Introduction... 2 Time Entry and Job Charge/Cost Codes... 3 Accessing JDE Employee Self Service... 4 Job Charged Time Entry... 7 Non-Job Charged Time Entry Make Changes to Time Entry Approving Time as a Manager Delegating Time Approval Approving Time as a Delegate Page 1 of 23

3 Introduction Please note the following: 1. You will need your login credentials for both Citrix and JDE. If you are not aware of your login credentials (Citrix is provided by TP IT, JDE is provided by Master Data Group. Both have different formats) or are having issues logging in, Please call the IT Helpdesk for assistance. IT Helpdesk: For weekly paid employees: Your time must be entered and approved by your supervisor by the end of your working day on Friday. Payroll will lock the system at noon Mondays. This means your time will not be processed with the regular payroll if you miss this deadline. If you are having issues logging your time, please contact your local Human Resources representative. If you are having issues approving your direct reports' time, please contact your local Human Resources representative. If you are a manager and are unable to access JDE to approve time before the noon deadline, please do the following: * If you are aware before the deadline, please assign a delegate to approve the time on your behalf. The instructions for how to do this follow on page 15. For example, if you are going on vacation and are aware ahead of time that you will not be able to approve your employees' time, follow this method. * If you are unable to approve due to unforeseen circumstances, please contact your local Human Resources representative. 3. For weekly paid employees, certain holidays may have an impact on when time entry must be completed and approved. Page 2 of 23

4 Time Entry and Job Charge/Cost Codes The table below reflects the different pay types you may use when entering time into JDE. It also indicates if you should enter both your job number and cost code for each. *** Vacation time: Vacation time does NOT require the entry of a cost code. *** Unpaid Time Off: Exempt (salaried) employees: Do NOT enter unpaid time off into JDE. Please contact Human Resources so that we can work with the payroll team to ensure your unpaid time off is processed appropriately. Non-exempt (hourly) employees: Non-exempt employees should enter unpaid time off into JDE. Page 3 of 23

5 Accessing JDE Employee Self Service 1. To access JDE, you must first access Citrix StoreFront. Citrix StoreFront allows access to not only EnterpriseOne, but also other programs such as Reports Now, Prolog, and any other Microsoft Program you may have installed. You can access StoreFront by navigating to the Citrix NetScaler Gateway by opening your Internet Explorer browser and entering this path into the address bar: or via a Citrix Receiver App shortcut on your desktop (installed by TP IT). 2. Sign into Citrix by using your TPC Network log in ID this is the user name and password that you use to log into your computer. Page 4 of 23

6 3. On the Citrix StoreFront landing page, click the JDE Employee Self Service icon (the Apps icon will lead you to all of your programs). This will launch the JDE sign in page. 4. Log into JD Edwards EnterpriseOne using your JDE ID ed to you (supplied by Master Data Group). Click Sign In. 5. On the JDE ribbon (menu that scrolls left to right at the top of the screen) click on Employee Tasks & Inquiry to bring you to the Tutor Perini Employee Page Page 5 of 23

7 6. Click the Enter / Approve Time Entry button for: a. Entering Time when assigned to a job for hourly (non-exempt). b. Enter exception time [vacation, sick, etc.] for salaried (exempt) employees. c. Managers to review and approve time entry. Page 6 of 23

8 Job Charged Time Entry Directions to be used when you are a non-exempt job charged employee, or an exempt job charged employee who needs to charge time to a different job or cost code than normally assigned. 1. Log onto Citrix, then JDE 2. Navigate to the Employee Tasks & Inquiry page, click the Enter / Approve Time Entry button. 3. On the Time Entry Self Service Director page, enter the Pay Period Ending Date - this will be the last date of the Pay Period you wish to enter time for. Use the Visual Assist to select the proper date on from the Calendar. NOTE: JD Edwards will only let you enter time for the present pay period and one pay period prior. You cannot enter time in advance. If you need to enter/correct time outside to the current or last pay period, please contact the Payroll Department. 4. Click Daily Time Entry Page 7 of 23

9 5. Ensure your Grid is set to Job Cost Time Entry If it is not pre-selected, use the drop-down box to select. 6. Select the Pay Type by placing your cursor in the Pay Type field and clicking the Visual Assist and selecting the appropriate option, click OK. 7. Enter the job number your time will be charged to in the Charge To Unit field. 8. Enter the appropriate cost code in the Sub (Cost Code) field. Page 8 of 23

10 9. Enter the number of hours for each day that applies to the Charge To, Cost Code, and Pay Type you selected under the appropriate date. Your day should be entered to include a break for lunch. For example: if you worked from 8 am to 5 pm with a one hour lunch break starting at noon, you would enter 4 hours on one row, and 4 hours on the next row down on the appropriate day to reflect 8 hours worked. a. If you are a non-exempt employee and worked overtime, this time would be entered as regular hours. JD Edwards will automatically pay out the appropriate overtime. For example: i. If you worked from 8 am 7 pm with a one hour lunch break starting at 12 pm, you would enter 4 hours on row #one, and 6 hours on row #two under the appropriate late day to reflect the 10 hours worked. 10. For all hours worked, you must enter your Time In and Time Out. The appropriate code can be found by clicking on the Visual Assist, and using the > arrow to scroll down the list. Page 9 of 23

11 11. Click the Save button to save your time entry. Your Time Card status will change to Saved. Click on the Close button to exit the Screen. 12. When the pay period has ended, and all time has been entered, click on Submit. Your time will be sent to your supervisor for approval. The time has been submitted when the Time Card Status reflects Waiting for Approval Page 10 of 23

12 Non-Job Charged Time Entry Directions to be used when you are a standard Time entry employee. 1. Log onto Citrix, then JDE 2. Navigate to the Employee Tasks & Inquiry page, click the Enter / Approve Time Entry button. 3. On the Time Entry Self Service Director page, enter the Pay Period Ending Date - this will be the last date of the Pay Period you wish to enter time for. Use the Visual Assist the proper date on from the Calendar. to select NOTE: JD Edwards will only let you enter time for the present pay period and one pay period prior. You cannot enter time in advance. If you need to enter/correct time outside to the current or last pay period, please contact the Payroll Department. 4. Click Daily Time Entry Page 11 of 23

13 5. Ensure your Grid is set to G/A Overhead. If it is not pre-selected, use the drop-down box to select. 6. Select the Pay Type by placing your cursor in the Pay Type field and clicking the Visual Assist and selecting the appropriate option, click OK. 7. Enter the number of hours in the appropriate Day Column field. 8. Enter your Time In & Time Out times. The appropriate code can be found by clicking on the Visual Assist, and using the > arrow to scroll down the list. 9. Enter the number of hours for each day. Your day should be entered to include a break for lunch. For example: if you worked from 8 am to 5 pm with a one hour lunch break starting at noon, you would enter 4 hours on one row, and 4 hours on the next row down on the appropriate day to reflect 8 hours worked. Page 12 of 23

14 a. If you are a non-exempt employee and worked overtime, this time would be entered as regular hours. JD Edwards will automatically pay out the appropriate overtime. For example: i. If you worked from 8 am 7 pm with a one hour lunch break starting at 12 pm, you would enter 4 hours on row #one, and 6 hours on row #two under the appropriate late day to reflect the 10 hours worked. 10. For all hours worked, you must enter your Time In and Time Out. The appropriate code can be found by clicking on the Visual Assist, and using the > arrow to scroll down the list. 11. Click the Save button to save your time entry. Your Time Card status will change to Saved. Click on the Close button to exit the Screen. 12. When the pay period has ended, and all time has been entered, click on Submit. Your time will be sent to your supervisor for approval. The time has been submitted when the Time Card Status reflects Waiting for Approval Page 13 of 23

15 Make Changes to Time Entry 1. If you have previously entered and saved your time but not submitted and need to make changes to your time entry, you will need to enter a Change Reason Code. Select the appropriate Change Reason Code by clicking on the Visual Assist in the Change Reason field and selecting the Code that best matches the reason why the change was made. Click OK 2. Once the Change Reason Code has been selected, in the Change Reason Code field type in a brief explanation as to why the change was made. 3. Click the Save button to save your time entry. Your Time Card status will change to Saved status. Click on the close button to exit the screen. 4. When the pay period has ended, and all of your time has been entered, click on the Submit for Approval button. The time has been submitted when the Time Card status reflects Waiting for Approval. Page 14 of 23

16 Approving Time as a Manager 1. Log onto Citrix, then JDE 2. Navigate to the Employee Tasks & Inquiry page, click the Enter / Approve Time Entry button. 3. On the Time Entry Self Service Director page, enter the Pay Period Ending Date - this will be the last date of the Pay Period you wish to enter time for. 4. Click on Manager Review Page 15 of 23

17 5. Select the employee you would like to approve time for and click on Detail. 6. Review all time that has been entered under each day and the Time in and Time Out. Page 16 of 23

18 7. If you would like to review the Vacation/Sick balance for the employee, click Leave Balance Review 8. If the employee has made an error in reporting their time, click on the row that has the error and click on Reject. 9. NOTIFY THE EMPLOYEE that they must go into their timecard and make a correction. JDE will not automatically notify the employee that their time has been rejected. 10. Once all of the time has been entered correctly, select the appropriate rows and click on Approve. All rows selected should disappear from the screen. Click Save and then Close. No further action is necessary for this employee. 11. JDE will return you to the Self Service Manager Review and Approval screen. To refresh your screen, click on Find Timecards. Once all employees have been approved the list will be empty. Page 17 of 23

19 Delegating Time Approval 1. From the Tutor Perini Employee Page click on Delegate Time Card Approval. 2. In the Work with Manager Delegates Setup window, enter the Employee ID of the employee you wish to set up as a delegate to approve time on your behalf. This employee must be a manager, and cannot be in the group of employees you approve time for. You can search for the employee ID by placing your cursor in the Delegate Number field and clicking on the Visual Assist. Page 18 of 23

20 3. In the Address Book Master Search window, place your cursor in the field above Alpha Name and type in the delegate s last name with an asterisk (for example: Smith*). Click on Find. 4. When you find the appropriate name, select the radial button next to the name and click OK the Green Check Mark. 5. In the Effective Date field enter the pay period start date that you wish for the delegate to begin approving time. 6. In the Ending Date field enter the pay period start date that you wish for the delegate to end approving time. 7. In the Authorization Type field enter a 2 click Save Page 19 of 23

21 Approving Time as a Delegate 1. Log onto Citrix, then JDE 2. Navigate to the Employee Tasks & Inquiry page, click the Enter / Approve Time Entry button. 3. On the Time Entry Self Service Director page, enter the Pay Period Ending Date - this will be the last date of the Pay Period you wish to enter time for. 4. Click on Manager Review 5. Enter the Employee ID number of the manager you have been delegated to approve time for. Page 20 of 23

22 6. You can search for the employee ID by placing your cursor in the Manager field and clicking on the Visual Assist. 7. In the Address Book Master Search window, place your cursor in the field above Alpha Name and type in the delegate s last name with an asterisk (for example: Smith*). Click on Find. 8. Once the Manager s ID Number has populated in the Manager field, click on Find Timecards Page 21 of 23

23 9. Select the employee you would like to approve time for and click on Detail. 10. Review all time that has been entered under each day and the Time in and Time Out. Page 22 of 23

24 11. If you would like to review the Vacation/Sick balance for the employee, click Leave Balance Review 12. If the employee has made an error in reporting their time, click on the row that has the error and click on Reject. 13. NOTIFY THE EMPLOYEE that they must go into their timecard and make a correction. JDE will not automatically notify the employee that their time has been rejected. 14. Once all of the time has been entered correctly, select the appropriate rows and click on Approve. All rows selected should disappear from the screen. Click Save and then Close. No further action is necessary for this employee. 15. JDE will return you to the Self Service Manager Review and Approval screen. To refresh your screen, click on Find Timecards. Once all employees have been approved the list will be empty. ## 33 ## Page 23 of 23