Time Reporting User Guide August 2017 Table of Contents Time Reporting User Guide... 1 Table of Contents... 1 Accessing the Time Reporting System... 2 If you have questions... 3 Reporting Your Time... 3 Exempt Employees... 4 Non-Exempt (Hourly) Employees... 10 Reviewing Your Payable Time (optional step)...17 Payable Time Summary... 18 Payable Time Detail... 19 Exceptions... 21 Reviewing and Approving Time for Your Employees (Manager/Supervisor Use Only)...22 Definition: Reported Time vs. Payable Time... 22 Summary of Time Manager Pages... 23 Manager Search Options... 24 Employee Selection Criteria Section... 24 Review and Approve Exceptions... 26 Approve Payable Time... 28 Review (and Adjust) Reported Time... 30 Review Payable Time Summary... 31 Review Payable Time Detail... 32 Monthly Time Calendar... 33 Weekly Time Calendar... 34 Daily Time Calendar... 35 Statistical Report... 36 Reports and Queries... 41 Appendix A: Exception Conditions...45 Time Reporting User Guide Page 1 of 47
Accessing the Time Reporting System Navigate to the ecampus login page (https://ecampus.scu.edu/). Log in to ecampus using your SCU User ID and Password. If you are a student, your User ID is W followed by the last 7 digits of your Student ID. Depending on whether you are a faculty member, staff employee, or student, you will see a different menu title at the top of your screen. Within the drop-down menu, select Employee to access the Employee homepage. If you are a time reporting supervisor you will need to select Manager from the drop-down menu. Depending on your role (time reporter and/or time reporting supervisor), you will see the "Employee Timesheet" tile or the "Manage TimeSheet Information" tile. Click on the desired tile and sidebar menu will appear with more navigation options. To navigate back to the Employee and/or Manager homepage during your session, click the home icon, and then select Employee or Manager from the drop down menu again. Or, click the back button in the top left corner to return to the previous page. Time Reporting User Guide Page 2 of 47
When you have finished your ecampus session, click the "Actions List" icon near the top right of the screen, then select Sign Out from the drop-down menu. The system will automatically sign you out after 20 minutes of no activity. If you have questions If you have any questions or problems reporting your time, please contact Michelle Brucal at (408) 554-6978 or Georgina Santiago at (408) 551-1860. If you have questions concerning the university s policies associated with work times or absence time and entitlement, please refer to the Staff Policy Manual. Reporting Your Time Click on Employee Timesheet on the Employee page. When you access the Timesheet page for the first time, or after deleting your Internet browser s temporary files, it may take 1-2 minutes for the page to appear. Your timesheet will look different, depending on whether you are an Exempt employee or a Non-Exempt (Hourly) employee. If you are active in more than one job that requires time reporting, you will be presented with a list of your jobs. Carefully review the jobs listed, and click on the job title for the job you are currently reporting time for. Once you are on the Timesheet page, you can move between your active jobs using the Previous Job and Next Job links, or by clicking Return to Select Job. Make sure that you report any time against the correct job. Time Reporting User Guide Page 3 of 47
Note: The term Punch is used throughout the application. It is the software provider s term for the Timesheet that contains In and Out times. At Santa Clara University, we are using this timesheet type for Non-Exempt (Hourly) employees. Exempt Employees Before entering any hours, make sure that you are looking at the correct pay period. You will see a column for each day in the pay period. To move from one pay period to another, use the Previous Time Period and Next Time Period links. You will be allowed to enter and adjust absence time reported for the current pay period, and for the most recent prior pay period. You can also enter planned vacation time for future pay periods. Depending on the size and resolution of your screen, the Timesheet page may have vertical and/or horizontal scroll bars. The vertical scroll bar allows you to move up and down the page. The horizontal scroll bar allows you to move right and left across the page. Time Reporting User Guide Page 4 of 47
What You Need to Report As an exempt employee, you only need to report your absences such as Sick, Vacation, Jury Duty, etc. You do not need to enter your regular worked time, or any holiday/university closure time. If you do not have any absences in a pay period, you do not need to report any time through the system. Time Reporting User Guide Page 5 of 47
Absence Time Enter absence hours by the type of absence across the page, and indicate the type by selecting one of the available Time Reporting Codes: Description Code Special Notes Community Service Hours COM Rarely used; requires specific approval. Funeral Leave Intermittent Leave Authorized by HR Jury Duty Military Leave FNL INTLV JUR MIL Personal Time (Sick) PTO Refer to HR Policy manual for rules on usage. Regular Amount RNB$ Only available for certain departments. Quantity will be used as an amount instead of hours. Sick Leave Vacation SCK VAC If you have more than one type of absence in a pay period, you will need to enter one row per type of absence. If you require more than three rows, click on the of the page to insert a new row. icon on the far right side Remember that each absence recorded should be at least one-half day, and that no more than eight hours should be reported on any given day (for all absences combined). If you enter hours that you later want to delete, you can either clear the field, or delete the entire row of information. To delete the row, click on the icon on the right side of the page. You will be prompted to confirm that you want to delete the row. Submitting Your Time When you have entered everything that you need to enter within a session, click the Submit button. If you need to enter additional absence hours later in the pay period, you will be able to add data later. Time Reporting User Guide Page 6 of 47
Click "OK" to continue, and "OK" again to the message indicating that rules have been applied. When rules are applied, the system processes your reported time in preparation for Payroll. Once it has been processed, you can optionally review the resulting "Payable" Time that is generated from your "Reported" time by clicking on the Payable Time tab. Payable time will include any holidays, as well as your entered absences; as an exempt employee, you will not see your "regular" hours under Payable Time. You can view any generated exceptions by clicking on the Exceptions tab. If you need to make any changes to your recorded time in response to the certification message, or any generated exceptions, make your changes, then click Submit again. If you have entered any vacation or sick time that exceeds your balance, an error message will be displayed. Click the OK button, adjust the hours you have recorded and click Submit again. Time Reporting User Guide Page 7 of 47
You can view your available balances on the Leave / Compensatory Time tab. Adding Comments After your time has been submitted, you can optionally add comments if your supervisor or HR will need additional details about your absence. This is especially important if you have entered hours using the Intermittent Leave (INTLV) time reporting code. To add a comment, click on the applicable icon under the Reported Time Status tab. Enter your comment, then click the OK button to save it. Note that you will not be able to delete a comment once it has been saved. You can add more comments by clicking the "Add Comments" button. Time Reporting User Guide Page 8 of 47
After you have finished submitting your time and adding any applicable comments, if you are finished using ecampus, click the "Actions List" icon near the top right of the screen, then select Sign Out from the drop-down menu. If you want to continue with other ecampus activities, click the home icon at the top right of your screen, and then select the applicable tab from the drop-down menu for your next activity. Time Reporting User Guide Page 9 of 47
Non-Exempt (Hourly) Employees You should report your time each day that you work, rather than waiting until the end of the pay period. Before entering any time, make sure that you are looking at the correct pay period. You will see rows for each day in the pay period, and columns headed In, Meal, In (return from meal), and Out. To move from one pay period to another, use the Previous Time Period and Next Time Period links. You will be allowed to enter and adjust time reported for the current pay period, and for the most recent prior pay period. You can also enter planned vacation time for future pay periods. Depending on the size and resolution of your screen, the Timesheet page may have vertical and/or horizontal scroll bars. The vertical scroll bar allows you to move up and down the page. The horizontal scroll bar allows you to move right and left across the page. What You Need to Report As a non-exempt (hourly) employee, you need to record all of your In and Out work times, as well as the number of hours for any absences, such as Sick, Vacation, Jury Duty, etc. You do not need to enter anything on Holidays and University Closure Days, unless you worked (with your supervisor s approval) on a holiday or university closure day. The system will calculate any overtime and other premiums based on the times that you enter. Worked Time When entering your work times, you will use the In, Meal, In (return from meal), and Out columns. You do not need to enter (and should not enter) anything in the Time Reporting Code or Quantity columns. The system will calculate the number of hours based on the times that you enter. Time Reporting User Guide Page 10 of 47
It is important to specify whether the time is a.m. or p.m. To save keystrokes, you can specify enter just a for a.m. and just p for p.m.. Both upper and lower case are valid, and you can omit any trailing zeros. Military times are permitted; when neither a.m. nor p.m. are specified, times will be interpreted as military times. You can hit the Enter key at any time during your session to format the times you have entered. Here are some examples of how times can be entered: Clock Time Can be entered as any of the following (upper or lower case): 8:00 a.m. 8:00a.m., 8:00am, 8:00a, 8am, 8a, 0800 8:30 a.m. 8:30a.m., 8:30am, 8:30a, 8:3am, 8:3a, 8.3am, 8.3a, 0830 4:00 p.m. 4:00p.m., 4:00pm, 4:00p, 4pm, 4p, 1600 12 noon 12:00p.m., 12:00pm, 12:00p, 12pm, 12p, 1200 12 midnight 12:00a.m., 12:00am, 12:00a, 12am, 12a, 000 On most regular workdays, a full-time hourly employee will need to record an In time (e.g. 8:00 a.m.), a Meal time (e.g. 12:00 p.m.), a return from meal In time (e.g. 1:00 p.m.) and an Out time (e.g. 5:00 p.m.). If you are a part-time employee working less than five hours in a day, you may only have an In time and an Out time. In this case, leave the Meal and return from meal In columns blank. Time Reporting User Guide Page 11 of 47
It is important that for every In time that you report, there is also an Out time reported for that day. If you do not return to work after your meal period, record the time in the Out column and not in the Meal column. If you are working several shifts within a single day, you may need to insert additional rows for the day. To do this, click on the icon on the far right side of the page, and continue entering your In and Out times. Your last recorded time should always be in the Out column. If you are working a shift that ends at midnight or later, you will need to record the Out time on the next day. As shown below, if you then work later on the same day, you will need to insert a additional row for the day using the icon. If you enter times that you later want to delete, you can either clear the time fields, or delete the entire row of information. To delete the row, click on the icon on the right side of the page. You will be prompted to confirm that you want to delete the row. If you are a library employee working an evening shift, and also attending a meeting or training during the day, please record your evening shift times normally, and record the meeting hours using the Time Reporting Code and Quantity columns as shown below: Time Reporting User Guide Page 12 of 47
Absence Time When entering any absence time, such as Sick, Vacation, Jury Duty, etc., you will use the Time Reporting Code and Quantity columns. Select the correct Time Reporting Code from the list, then enter the number of absence hours in the Quantity field. The following chart shows which Time Reporting Codes may be available. Note that some Time Reporting Codes are available only for specific groups of employees: Description Code Special Notes Community Service Hours CMH Rarely used; requires specific approval Floating Holiday FLH Available only for Cemetery Union employees Funeral Leave Intermittent Leave Authorized by HR Jury Duty Military Leave FNH INTLV JRH MLH Personal Time (Sick) PTH Refer to HR Policy manual for rules on usage. Regular REG This Time Reporting Code only needs to be entered if you are a library employee working evening shifts and are attending a meeting or training during the day. Regular Amount RNB$ Only available for certain departments. Quantity will be used as an amount instead of hours. Sick Leave Vacation SKH VCH If you have worked time as well as absence time on the same day, you will need to insert an additional row for the day. To do this, click on the icon on the far right side of the page, and enter the absence hours on a separate row from the worked: Time Reporting User Guide Page 13 of 47
If you have more than one type of absence on the same day, you will need to insert an additional row for the day. To do this, click on the icon on the far right side of the page, and enter the second absence type in the Time Reporting Code column on the next row: If you enter hours that you later want to delete, you can either clear the Quantity field, or delete the entire row of information. To delete the row, click on the icon on the right side of the page. You will be prompted to confirm that you want to delete the row. Comments You can optionally add comments if your supervisor or HR will need additional details about your reported time. This is especially important if you have entered hours using the Intermittent Leave (INTLV) time reporting code. To add a comment, click on the applicable icon that appears at the left side of the page. Enter your comment, then click the OK button. Note that you will not be able to delete a comment once it has been saved. You can add more comments by clicking the "Add Comment" button. Time Reporting User Guide Page 14 of 47
Submitting Your Time When you have entered everything that you need to enter within a session, you should check to make sure that you have entered the correct a.m. and p.m. designations. This is important because the system will interpret any times that do not have designations as military times. After doing so, click the Submit button. If you need to enter additional time later in the pay period, you will be able to add data later. When you click Submit, you will be asked to certify that your entered time is accurate and true. Click "OK" to continue, and "OK" again to the message indicating that rules have been applied. Once you have successfully submitted your Timesheet, the total number of reported hours generated from the times you entered will be displayed to the right of your entered times. Review the number of hours for any obvious errors in the times you recorded (such as recording a time as a.m. instead of p.m.). When rules are applied, the system processes your reported time in preparation for Payroll. Once it has been processed, you can optionally review the resulting "Payable" Time that is generated from your "Reported" time by clicking on the Payable Time tab. Payable time will include any holidays, as well as any applicable overtime, etc. You can view any generated exceptions by clicking on the Exceptions tab. Time Reporting User Guide Page 15 of 47
If you need to make any changes to your recorded time in response to the certification message, or any generated exceptions, make your changes, then click Submit again. If you have entered any vacation or sick time that exceeds your balance, an error message will be displayed. Click the OK button, then adjust the hours you have recorded and click Submit again. If you have entered any vacation or sick time that exceeds your balance, an error message will be displayed. Click the OK button, adjust the hours you have recorded and click Submit again. You can view your available balances on the Leave / Compensatory Time tab. After you have finished submitting your time and adding any applicable comments, if you are finished using ecampus, click the "Actions List" icon near the top right of the screen, then select Sign Out from the drop-down menu. If you want to continue with other ecampus activities, click the home icon at the top right of your screen, and then select the applicable tab from the drop-down menu for your next activity. Time Reporting User Guide Page 16 of 47
Reviewing Your Payable Time (optional step) In addition to being able to review the "Payable" time that is generated from your Reported time directly on your Timesheet, you can also review payable time for current and past pay periods in summary form, or in detail form. You can also review any exceptions that may have been generated as your reported time was being processed. Note: In some situations, such as when you work only periodically, and have not worked in over a month, you may not be able to view your Payable Time right away on your Timesheet. It may take a few business days for payable time to be generated. You can access these review pages from the "Employee Timesheet" tile on the Employee homepage. Click on the link for the page that you want to review. If you are active in more than one job, you will be presented with a list of your jobs. Click on one of the job titles to continue to the review page. From the review pages, you can move between your active jobs using the Previous Job and Next Job links. Time Reporting User Guide Page 17 of 47
Payable Time Summary The Payable Time Summary page lets you see your generated payable time for a full week. Enter the Start Date for the week that you want to review, then click the icon. You can move from week to week using the Previous Week and Next Week links. If you see a link to Pending Exceptions towards the bottom of the page, it means that exceptions were generated for your payable time within the week that is currently displayed. Click on the link to view details about the exceptions. For more information on viewing exceptions, please refer to the Exceptions section below. Note: Payable Time will not exist for pay periods before June 16, 2008 (the conversion date for the new Time Reporting system). Time Reporting User Guide Page 18 of 47
Payable Time Detail The Payable Time Detail page lists your generated payable time entries for up to 31 days. Enter the Start Date and End Date for the time period that you want to review, then click the icon. Click the Time Reporting Elements, Task Reporting Elements, or "Cost and Approval" tabs to view additional information. If you click the Show all columns icon ( ), columns from all of the tabs will be displayed across the page. Time Reporting User Guide Page 19 of 47
The following chart shows the descriptions for all Time Reporting Codes that may appear. Note that some codes are applicable to only some employees: Time Reporting Code CLSPD CLSWK CMH COM FLH FNH FNL HLH HOL INTLV JRH JUR KOC MIL MLH OT2 Description Closure Day Paid (not worked) Closure Day Worked Community Service Hours (non-exempt) Community Service Hours (exempt) Floating Holiday (Cemetery union) Funeral Leave (non-exempt) Funeral Leave (exempt) Holiday (non-exempt) Holiday (exempt) Intermittent Leave Authorized by HR Jury Duty (non-exempt) Jury Duty (exempt) KOC Evening/Weekend Flat Rate Military Leave (exempt) Military Leave (non-exempt) Overtime (Double Time) OTP Overtime (1.5) PTH PTO RBH REG RNB$ SCK SD2 SH2 SHM SKH SO2 VAC VCH Personal Time (Sick) (non-exempt) Personal Time (Sick) (exempt) Regular No Benefits Regular Regular Amount Sick Leave (exempt) Shift Diff on Double Overtime (Library) Shift Diff (Library) Shift Diff (Media Students) Sick Leave (non-exempt) Shift Diff on Overtime (Library) Vacation (exempt) Vacation (non-exempt) Note: Payable Time will not exist for pay periods before June 16, 2008 (the conversion date for the new Time Reporting system). Time Reporting User Guide Page 20 of 47
Exceptions You can use this page to review any exceptions that may have been generated as your reported time was being processed. Any exceptions will also be indicated on the Timesheet page with the icon. You can navigate to the Exceptions tab on the Timesheet page by clicking on the icon. When you first enter the Exceptions page, all exceptions for all pay periods will appear. To isolate only recent exceptions, click on the Filtering Options section, then select greater than for the Date Filter option, enter a "Start Date", and click the Select button. Click the Details tab to view additional information. If you click the Show all columns icon ( ), columns from both tabs will be displayed across the page. If you want to sort the exceptions using a different column, click on the heading for that column. Important: Exceptions with a High severity will not generate Payable Time. If you have any high priority exceptions (such as more than 24 hours reported for a day), you should correct the issue on the Timesheet page. Your supervisor or the Payroll Manager may contact you if you have any high priority exceptions remaining at the end of the pay period. Time Reporting User Guide Page 21 of 47
Reviewing and Approving Time for Your Employees (Manager/Supervisor Use Only) As a supervisor, you are responsible for approving time reported by your employees. Only time that has been approved will be processed through Payroll. This section discusses the steps that are required to review exceptions and approve time for employees who report to you. For information on reporting your own time, please refer to the Reporting Your Time section earlier in this document. You can access the Manager pages by selecting Manager from the drop down menu. Once on the Manager homepage you can access your employee s timesheets through the Manage Timesheet Information tile. Definition: Reported Time vs. Payable Time The system maintains time information in two repositories: Reported Time and Payable Time. The Reported Time repository contains time in the format entered by your employees. As employees submit their reported time, the system processes it in preparation for Payroll. The Payroll-ready time is stored in the Payable Time repository, and includes any holidays, as well as any applicable overtime, shift differential, etc. For exempt employees, only entered absences and any applicable holidays will appear in the Payable Time repository ( regular time is generated by the Payroll processes). As a supervisor, you will review any generated exceptions, then record your approval at the Payable Time level. You may also want or need to review the employee s Reported Time. In general, Payable Time will be generated immediately when employee submits their Reported Time, however, there are situations (such as high priority exceptions from earlier pay periods) Time Reporting User Guide Page 22 of 47
where it may take a few business days for Payable Time to be generated. You may want to wait until the end of the pay period before you approve time for your employees. Summary of Time Manager Pages As a supervisor, you have access to the following pages. The first two pages are the ones that you will primarily need to work with: Approve Exceptions Approve Payable Time Employee Timesheet Review Payable Time Summary Review Payable Time Detail Monthly Time Calendar Weekly Time Calendar Daily Time Calendar Manager Search Options Statistical Report Manage exceptions for your group of time reporters. Approve payable time for your group of time reporters. Review and update reported time for your group of time reporters, or enter time on an employee s behalf. View a summary of a time reporter s payable time. View details of a time reporter s payable time for a specified period of time. View time reporters monthly reported or payable time. View time reporters weekly reported or payable time. View time reporters daily reported or payable time. Specify options and defaults used when searching time reporter information. Generate a report or Excel-readable file summarizing time reporters' reported or payable time. This page is available by request only; contact Agustin Ruiz for access. Each page is described in more detail in its own section below. The majority of these pages begin with an Employee Selection Criteria section. You can configure the appearance and defaults for this section using the Manager Search Options page. When you access any of these pages or use the Get Employees button for the first time, or after deleting your Internet browser s temporary files, it may take 1-2 minutes for information to appear. Time Reporting User Guide Page 23 of 47
Manager Search Options In most cases, all employees who report to you will belong to a single Time Reporter Group. To set your search options so that this group of employees will always appear when you access the other Manager pages, click the magnifying glass icon for the Time Reporter Group field, and select the Time Reporter Group ID that appears in the list. By default, the Loading of Matching Employees" option is set to Prompt for Results. This is generally the most efficient option, and is discussed in further detail in the next section. Once you become familiar with the Employee Selection Criteria section, you can further customize its appearance and behavior by checking or unchecking the Include in Criteria and Include in List checkboxes, and by changing the Auto Populate Option and the Default Criteria Presentation selections. Employee Selection Criteria Section This section appears at the top of most of the Time Manager pages. The fields displayed in the Employee Selection Criteria box are controlled by your Include in Criteria choices from the Manager Search Options page. Any default values (such as Time Reporter Group) that you specified on the Manager Search Options page will appear. Clicking the Save Criteria button in this section will update the value(s) you specified on the Manager Search Options page. Time Reporting User Guide Page 24 of 47
By default, the Auto Populate Option specified on your Manager Search Options page is set to Prompt for Results, which means that the list of employees will not appear until you click the Get Employees button. Update the Employee Selection Criteria section as needed. On some pages (such as the Employee Timesheet and the Approve Payable Time pages), you will be prompted to enter a date or a range of dates, which will further refine the selection results. After entering your selection criteria, click the Get Employees button to retrieve or refresh the list of employees. The columns displayed in the list of selected employees (when you click the icon to show all columns) are controlled by your Include in List choices from the Manager Search Options page. If you want to sort the data differently, click on the heading of the column you want to sort by. Note that if you manage a large group of employees, you may need to click the and icons to scroll through the complete list, or click View All (or View 100 if your group is very large) to have all results appear on the page. Time Reporting User Guide Page 25 of 47
Review and Approve Exceptions Use this "Approve Exceptions" page to review (and allow, as needed) any exceptions that may have been generated as your employee s reported time was being processed. When you enter the Exceptions page, you can click Get Employees to view all exceptions for all pay periods for the employees who meet your default Employee Selection Criteria. To isolate only recent exceptions, click on the Filtering Options section, then select Between for the Date Filter option, enter start and end dates, and click the Select button. Click the Details tab to view additional information. If you click the Show all columns icon ( ), columns from both tabs will be displayed across the page. If you want to sort the exceptions using a different column, click on the heading for that column. To allow one or more of the exceptions, check the applicable "Allow" checkboxes, and then click "Save". Note that if there are a lot of exceptions, you may need to click the and icons to scroll through the complete list. Time Reporting User Guide Page 26 of 47
The severity of the exception, and (for High severity exceptions), whether or not it has been defined as Allowable, will determine the action that you need to take: Severity Allowable? Action Required Low Medium Always allowable Payable time is generated for Low severity exceptions. If this is acceptable, no action is required. Otherwise, if the employee s reported time is incorrect, adjust the employee s reported time on the Employee Timesheet page. Payable time is generated for Medium severity exceptions. If this is acceptable, no action is required. Otherwise, if the employee s reported time is incorrect, adjust the employee s reported time on the Employee Timesheet page. High Allowable Payable time is not generated for High severity exceptions. If the exception is defined as allowable, you can opt to allow one or more individual occurrences of the exception. To allow individual exceptions, click the Allow checkbox next to the exception you want to allow. If needed, enter a comment in the Comments box on the Details tab. Click the Save button. To allow all displayed exceptions, click the Allow All button. Enter any applicable comments in the individual Comments boxes on the Details tab. Click the Save button. Alternatively, if the employee s reported time is incorrect, adjust the employee s reported time on the Employee Timesheet page. High Not Allowable Payable time is not generated for High severity exceptions. If the exception is defined as Not Allowable, the issue must be resolved by correcting the employee s reported time using the Employee Timesheet page. Note: If you allow any high priority exceptions, or adjust any reported time, the employee s payable time will be updated the next time that the Time Administration process is executed. Additional Payable Time entries may require your approval at that time. The Payroll Manager will contact you if you have any outstanding payable time to approve at the pay period cut-off. Any exceptions will also be indicated on the Employee s Timesheet page with the can navigate to the Exceptions page by clicking on the icon. icon. You Please refer to Appendix A: Exception Conditions for a description of common exception conditions. Time Reporting User Guide Page 27 of 47
Approve Payable Time This is the primary page that you will use to approve time for the employees who report to you. You can approve payable time as it is generated throughout the pay period, or wait until the end of the pay period after your employees have finished reporting their time, and all payable time has been generated. Since your employees may have entered adjustments to time reported in the most recent prior pay period in addition to entering time for the current pay period, it is important to specify dates that encompass both pay periods. For this reason, the Start Date is set to blank to retrieve all time to be approved up to the End Date that you specify (e.g. today s date if you are approving time on a daily basis, or the pay period end date if you are approving time for the full pay period). After entering your Time Reporting Group ID (defaulted if you specified it on the Manager Search Options page) and the appropriate End Date, click the Get Employees button. Any employees that match your specified Employee Selection Criteria and that have payable time that has not yet been approved up to/including the specified End Date will be listed. Note that if you manage a large group of employees, you will need to click the and icons to scroll through the complete list, or click View All (or View 100 if your group is very large) to have all results appear on the page. Time Reporting User Guide Page 28 of 47
You can elect to approve (or deny) the Payable Time for employees at this level, or you can drill into the Payable Time details for each employee. To record your approvals at this summarized level, click on the individual checkboxes for employees that are to be marked approved, or use the Select All link to approve payable time for all employees. Note that the Select All option will select all employees on the list, including those that may not be visible in the current view, so remember to review all entries using the and icons before using this option. To drill into the Payable Time details for an employee, click on the employee s Last Name. From here, you can access the employees timesheet by clicking the Adjust Reported Time link. Once you have made any necessary adjustments, click the Return to Payable Time link at the bottom of the Timesheet page to return back to the approval page. Refer to the Review (and Adjust) Reported Time section for further details. To record your approvals at this detailed level, click on the individual checkboxes for payable time entries that are to be marked approved, or use the Select All link to approve payable time for all entries for the employee. Note that the Select All option will select all entries in the list, including those that may not be visible in the current view, so remember to review all entries using the and icons before using this option. After selecting which Payable Time to approve (on either the summary or the detail page), click the Approve (or "Deny") button. You will be prompted to confirm the approval (or denial), and to certify that the payable time is accurate. If you need to make any changes in response to this message, click the No button, make your changes, then click Approve again. Time Reporting User Guide Page 29 of 47
Review (and Adjust) Reported Time As a supervisor, you have access to your employee s timesheets. There are two navigation paths: directly, via the Employee Timesheet tab within the Manage Timesheet Information tile, or via the Adjust Reported Time link on the Approve Payable Time Detail page. Once you get to the employee s timesheet, the page is nearly identical to the page that your employee used to enter his/her time. Please refer to the instructions in the Reporting Your Time section. There are some minor differences between the employee s view of their timesheet and the manager s view: The Manager s view includes Previous Employee and Next Employee links for moving between employees. Depending on the navigation path used, the Manager s view includes a link to Return to Select Employee, or a link to Return to Payable Time (approvals). Important: If you see an Apply Schedule button next to the Submit button, do not click on it. Doing so may erase any adjustments you have made to the employee s reported time. Time Reporting User Guide Page 30 of 47
Review Payable Time Summary The Payable Time Summary page lets you view an employee s generated payable time for a full week. After selecting an employee from your list, enter the Start Date for the week that you want to review, then click the icon. You can move from week to week for this employee using the Previous Week and Next Week links. You can move between employees using the Previous Employee and Next Employee links, or by clicking the Return to Select Employee link. If you see a link to Pending Exceptions towards the bottom of the page, it means that there are exceptions for this employee within the week that is currently displayed. Click on the link to view details about the exceptions. For more information on managing exceptions, please refer to the Review and Approve Exceptions section. Time Reporting User Guide Page 31 of 47
Review Payable Time Detail The Payable Time Detail page lists the generated payable time entries for an employee for up to 31 days. After selecting an employee from your list, enter the Start Date and End Date for the time period that you want to review, then click the icon. You can move between employees using the Previous Employee and Next Employee links, or by clicking the Return to Select Employee link. Click the Time Reporting Elements, Task Reporting Elements, and "Cost and Approval" tabs to view additional information. If you click the Show all columns icon ( ), columns from all of the tabs will be displayed across the page. Time Reporting User Guide Page 32 of 47
The following chart shows the descriptions for all Time Reporting Codes that may appear. Note that some codes are applicable to only some employees: Time Reporting Code CLSPD CLSWK CMH COM FLH FNH FNL HLH HOL INTLV JRH JUR KOC MIL MLH OT2 Description Closure Day Paid (not worked) Closure Day Worked Community Service Hours (non-exempt) Community Service Hours (exempt) Floating Holiday (Cemetery union) Funeral Leave (non-exempt) Funeral Leave (exempt) Holiday (non-exempt) Holiday (exempt) Intermittent Leave Authorized by HR Jury Duty (non-exempt) Jury Duty (exempt) KOC Evening/Weekend Flat Rate Military Leave (exempt) Military Leave (non-exempt) Overtime (Double Time) OTP Overtime (1.5) PTH PTO RBH REG RNB$ SCK SD2 SH2 SHM SKH SO2 VAC VCH Personal Time (Sick) (non-exempt) Personal Time (Sick) (exempt) Regular No Benefits Regular Regular Amount Sick Leave (exempt) Shift Diff on Double Overtime (Library) Shift Diff (Library) Shift Diff (Media Students) Sick Leave (non-exempt) Shift Diff on Overtime (Library) Vacation (exempt) Vacation (non-exempt) Monthly Time Calendar The Monthly Time Calendar page allows you to view a summary of all of your employee s reported or payable time for an entire month. Employees are listed down the page, and calendar days are listed across the page. Time Reporting User Guide Page 33 of 47
Specify the month you want to view, and then choose either Reported Hours or Payable Hours. Use the checkboxes to indicate whether to show Exceptions, Holidays, etc, then click the Refresh View button. Color-coding is used to show the types of Time Reporting Codes present on each day. Links are included in each cell where reported or payable time exists. Click on the link to view details on the reported or payable time. Weekly Time Calendar The Weekly Time Calendar page allows you to view a summary of all of your employee s reported or payable time for a week. Employees are listed down the page, and week-days are listed across the page. Specify a "Week of" date that you want to view, then choose either Reported Hours or Payable Hours. Use the checkboxes to indicate whether to show Exceptions, Holidays, etc., then click the Refresh View button. Note that the information displayed will begin with the most recent Monday on or before your specified date. Color-coding is used to show the types of Time Reporting Codes present on each day. Links are included in each cell where reported or payable time exists. Click on the link to view details on the reported or payable time. Time Reporting User Guide Page 34 of 47
Daily Time Calendar The Daily Time Calendar page provides an overview of time reported by all of your employees on a specific day. Employees are listed down the page, and hours within the day are listed across the page. The cells indicate recorded In and Out times for each employee. Specify the date and the start and end times that you want to view, and use the checkboxes to indicate whether to show Exceptions, Holidays, etc. Click the View Time button. Color-coding is used to show the type of Time Reporting Code associated with each piece of reported time present on the day. Time Reporting User Guide Page 35 of 47
Statistical Report To run the report, or generate an Excel-readable file, navigate using the Statistical Report tab in the "Manage Timesheet Information " tile. Click on the Add a New Value tab to create a Run Control ID for this execution of the report. (Once you have run the report once, you can re-use the same Run Control ID if you choose.) Enter any value into the Run Control ID field. Click Add. On the Run Control Page, choose whether you want the report or file to show Reported Time or Payable Time, and specify the From Date and End Date of the time period you want to report. Use the Calendar icons to select a date. The other parameters are optional, but allow you to further filter the data that will be reported, and to sort the output different from the default sort order (Employee Name, Employee ID, Employment Record number). In most cases, you will have access to only one Group ID, which will include all employees that report to you. Entering this Group ID as a parameter optimizes the performance of the report process. Time Reporting User Guide Page 36 of 47
Click the Run button at the top of the page to proceed to the Process Scheduler Request page. In the Process List section, if you want to have the report output sent to your email address, select Email as the Type. Otherwise, select Web and you will be able to retrieve the output using the Report Manager (described later in this section). If you want to produce a printable report, select PDF as the Format ; if you want to produce an Excel-readable file, select CSV. If you selected Email as the Type, you can click the Distribution link to get to the Distribution Detail page where you can optionally specify an Email Subject and Message Text for the email you will receive, or to include other SCU email addresses in the Email Address List. Click OK on the Process Scheduler Request page to initiate the report process. Time Reporting User Guide Page 37 of 47
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If you selected Email as the Type, the PDF report or Excel-readable file will be emailed to your SCU email address (and any additional SCU email addresses that you specified on the Distribution Detail page). This may take a few minutes. You can click the Process Monitor link at the top of the Run Control page to view the run status for your report. If you selected Web as the Type, click on the Report Manager link at the top Run Control page, then click on the Administration tab, to view the status of your report and to retrieve the output. Click the Refresh button until the Status column indicates Posted. To open the PDF or Excel-readable file, click the Details link, then click the file with.pdf or.csv as its extension. Once open, use the standard Print or Save As functions to print the file or save it to a local drive. When saving an Excel-readable file, specify Microsoft Office Excel Workbook as the Save as type. Time Reporting User Guide Page 39 of 47
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Reports and Queries To run the Statistical Report, click the "Reports" tab on the left side of your screen, then click "TL Statistical Report". The right side of the page will then prompt for a Run Control ID (and the remaining steps will be the same as described earlier in this document). To run the Payable Time by Status pivot grid report, click the "Reports" tab on the left side of your screen, then click "Payable Time by Status". Click on "Employee Selection" and enter your selection criteria. It is important that you enter at least the TL Group ID field in order to produce results in a timely manner. Enter the From and To dates that you want to view, then click "Generate Report". Time Reporting User Guide Page 41 of 47
You can further analyze the results by refining the filters (dropdowns will appear wherever there are differences in the resulting data, such as Workgroup and Department in this example). To drilldown into the data, click the segment of the chart you are interested in, and then select a "Drilldown To" option (such as Job Description as shown). The icons below the chart allow you to change how the results are displayed (pie chart, bar graph, etc.). Time Reporting User Guide Page 42 of 47
To return to the previous view after drilling into details, click the "Payable Status" link. To view the details behind a segment on the chart, click on the segment that you are interested in, and then click "Detailed View". From the Detailed View, you can select from several Actions, such as Approve Payable Time. To return to the chart, click "Return". To run audit queries that monitor specific situations, click the "Reports/Queries" tab on the left side of your screen, then select the applicable query. After entering applicable parameters, click the "View Results" button. This example shows the parameters and results for the "Students With > 19 Hours/Week" query. To drilldown to view further details, click the Hours column for the row you are interested in. Time Reporting User Guide Page 43 of 47
To shrink the left side menu (to allow for more space on the right side), click the Hide icon ( ) that appears next to the menu. To return to the Manager homepage, click on the Home icon in the top right corner and then select Manager again from the drop down menu. For information on the pages that appear in the "Manage Timesheet Information" tile, please refer to one of the following guides: Hiring Manager Inquiry Pages Quick Reference; Hiring Manager Inquiry Pages Quick Reference for Managing Student Employees; Salary Planning Pages Quick Reference; or, Staff Fixed Term Renewals Quick Reference. Time Reporting User Guide Page 44 of 47
Appendix A: Exception Conditions The following chart provides information on the most common exception conditions. For more information on viewing exceptions in the system, please refer to the Review and Approve Exceptions section in this User Guide. Exception ID SCU00001 Description Severity Additional Information More than 5 hrs without break Low This exception will appear when a non-exempt employee reports a shift of more than 5 hours without a meal break. It is a low severity (informational) exception, so payable time will be generated. The exception is intended to draw attention to possible compliance issues with Staff Policy 215 Meal and Rest Periods. SCU00005 More than 24 hrs PTO in year Low This exception will appear when an employee reports more than 24 hours of Personal Time within a calendar year. It is a low severity (informational) exception, so payable time will be generated. The exception is intended to draw attention to possible compliance issues with Staff Policy 617 Personal Leave. Note: Time reported as Personal Time will be applied against accrued sick leave. SCU00006 Less than 0.5 day VAC or SCK High This exception will appear when an exempt employee reports less than half a day for a Vacation or Sick leave. It is a high priority exception, so the Vacation or Sick time will not be sent to Payroll. The exception is intended to ensure compliance with state law. SCU00007 More than 8hrs in day (Exempt) High This exception will appear when an exempt employee reports more than 8 hours in a day (e.g. if 8 hours of Vacation and 8 hours of Jury Duty are reported on the same day). It is a high priority exception, so the absence time will not be sent to Payroll. SCU00009 Over 8hrs for In or Meal punch Medium This exception will appear when a non-exempt employee reports time of more than 8 hours duration between the In time and the next Meal or Out time. It will also appear if there is more than 8 hours duration between the Meal time and the return-from-meal In time. Time Reporting User Guide Page 45 of 47
Exception ID Description Severity Additional Information While the times are sometimes correct as reported, this exception often results from incorrect entries, such as P.M. times accidentally recorded as A.M. times, missing Out times, or when the Meal column is used to record an Out time. Here are some examples of incorrectly entered time that will cause this exception to occur: 1. These times were originally recorded as 8 12 1 5, but because the system defaults to military times, then re-sorts the times based on sequence, the result is this exception, with times appearing as follows. To correct this issue, the 1:00AM time should be changed to 1:00PM, and the 5:00AM time should be changed to 5:00PM. 2. In this example, the Out time is missing. To correct this issue, a time must be entered in the Out column for both days. 3. In this example, the Meal column was used to record an Out time. There must be an Out recorded for every In time. To correct this issue, the 12:00PM times should be moved from the Meal columns to the Out columns. This is a medium priority exception, so payable time will be generated. However, it is important to review the times entered when this exception appears because if they are incorrect (as described above), the resulting pay will be incorrect. Time Reporting User Guide Page 46 of 47
Exception ID Description Severity Additional Information SCU00010 Over 12hrs for In / Meal punch Medium This exception is very similar to Exception ID SCU0009 described above. It will appear when a Campus Safety officer reports time of more than 12 hours duration between the In time and the next Out time. While the times are sometimes correct as reported, this exception often results from incorrect entries, such as P.M. times accidentally recorded as A.M. times, or when there are mismatched In and Out times. Here is an example of mismatched In and Out times that will cause this exception to occur. In this example, there is an Out time on Saturday at 6:00AM, but there is no corresponding In time on Friday evening. There is also an In time on Tuesday at 6:00PM, but there is no corresponding Out time on Wednesday. To correct this issue, the missing times need to be entered. Please refer to the Additional Information for exception SCU00009 above for other examples of causes of this exception. This is a medium priority exception, so payable time will be generated. However, it is important to review the times entered when this exception appears because if they are incorrect (as described above), the resulting pay will be incorrect. TLX01540 More than 24 hours reported High This exception sometimes occurs with exception ID SCU00009 or SCU00010, and is almost always as a result of incorrectly reported times, such as P.M. times accidentally recorded as A.M. times (the default), missing Out times, or when the Meal column is used to record an Out time. Please refer to the examples shown with exceptions SCU00009 and SCU00010 above. This is a high priority exception, so no payable time will be generated. The exception must be resolved in order for the employee s pay to be correct. Time Reporting User Guide Page 47 of 47