Instructin Guide Managing Exceptins in Time & Labr A Guide fr Apprvers and Department Prcessrs Exceptins are prblems which prevent time and labr frm prcessing crrectly. It is imprtant that yu view exceptins prir t apprving t be able t ntify emplyees f any exceptins and allw time fr the entry t be crrected and, where necessary, apprved after the Time & Labr nightly prcess. This guide will assist yu in understanding all exceptins. Security Rles Yu will need ne f the fllwing rles t manage exceptins in time and labr UF_TL_DEPT_APPROVER UF_TL_DEPT_PROCESSOR Exceptin Levels All myufl Time & Labr exceptins are cnsidered high level. Exceptins in time and labr will blck the generatin f payable time. Therefre, the emplyee will nt be paid accurately until the exceptin is crrected. It is therefre essential that these are reslved prmptly. Nte: When an emplyee s time reprting has created an exceptin, the exceptin time will nt be seen in Payable Time Detail, Payable Time Summary, r any ther views f time in Manager Self Service. Exceptins include: Hurs exceed 40 in a wrk week (exempt emplyees nly) Invalid punch rder Mre than 24 hurs reprted in ne day Invalid Time Reprting Cdes (TRCs) T View Grup Exceptins 1. Lg n t myufl using yur GatrLink username and passwrd 2. Navigate t NavBar > Main Menu > My Self Service > Manager Self Service > Time Management > Apprve Time and Exceptins > Exceptins 3. Enter r search fr yur Time Reprter Grup 4. Click Get Emplyees 5. The list f exceptins will be shwn at the bttm f the screen. Nte: After determining the emplyees with exceptins, Apprvers shuld cntact each emplyee and advise him r her f the issue with his r her time/leave entry. The emplyee shuld then make the crrectins. If the emplyee is unable t make the adjustments, the Apprver shuld ask the Department Prcessr t make the crrectins. After the crrectins are made and the vernight time administratin run is cmplete, the apprval prcess can be cmpleted. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 1 f 5
T Reslve Exceptins The best practice fr crrecting exceptins is t cntact the emplyee wh has the exceptin and have him r her make the crrectin. The day after the crrectin is made, the time/leave can be apprved, where necessary. Hwever, due t time r emplyee cntact limitatins, department prcessrs may have t adjust an emplyee s time. Nte: Only department prcessrs can adjust emplyee time/leave. Apprvers must request the emplyee r department prcessr make the needed change befre apprving. If a department prcessr must adjust an emplyee s time/leave, he r she must nt then apprve the same. Apprvers must apprve the adjusted time/leave. 1. Navigate t Nav Bar > Main Menu > My Self Service > Manager Self Service > Time Management > Reprt Time > Timesheet 2. Search fr r enter the Empl ID f the emplyee 3. Adjust the dates as necessary t select the beginning f the pay week and click the Refresh buttn 4. Click the Get Emplyees buttn 5. Select the name f the desired emplyee 6. Adjust time r leave as necessary (In the abve example, the emplyee was nt n vacatin n Friday, 2/9 and that rw is being deleted t crrect the exceptin.) 7. Click the Submit buttn 8. Click OK Types f Exceptins Hurs exceed 40 in a wrk week (exempt emplyees nly) An example f this exceptin wuld include recrding mre than 40 hurs f time using any cmbinatin f regular earnings TRCs, fr example: TMS Regular TEAMS FAC Regular Faculty VAC Vacatin Used If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between 31-60 days, the department prcessr can crrect the time If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and email the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL SCK Sick Leave Used ADMIN Administrative Leave EMC Emergency Clsing Page 2 f 5
If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and fax the On Cycle Adjustments frm t University Payrll and Tax Services at 846-0166. Nte: Prir t December 25, 2009, Hurs exceed 40 was a lw level exceptin. As a result, prir t 2010 this exceptin resulted in verpayments. Therefre, if the exceptin is prir t 2010 and the emplyee is terminated, a Wage Refund Calculatin Frm must be submitted Hurs exceed 40 Example #1 In this example, the emplyee reprted 48 hurs in Timesheet. The errr was reprting 8 hurs Regular TEAMS and 8 hurs Vacatin n the same day (3/6). This creates a high level exceptin and is viewed in the Exceptins sectin as shwn belw. Nte that the date in this sectin is the date n which the Hurs exceed 40 exceptin was created. In this example, the exceptin was nt reslved prir t the end f the pay cycle. Since 32 hurs had been reprted (and apprved, where required) frm Friday, 3/6 Wednesday, 3/11, the Hurs exceed 40 rule allwed the emplyee t be paid fr all time reprted except fr 8 hurs fr Thursday, 3/11. T reslve the exceptin, the department needs t verify if the emplyee wrked n Friday, 3/6 r was n vacatin n Friday, 3/6. If the emplyee was n vacatin and was paid crrectly, the time needs t be crrected t remve the utstanding exceptin. If the emplyee wrked n Friday, 3/6, the leave time needs t be remved t accurately reflect the emplyee s use f leave. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 3 f 5
Hurs exceed 40 Example #2 In this example the Timesheet screen shws 10 hurs reprted n Thursday 6/21, making a ttal f 42 hurs fr that week. Nte that the emplyee wuld nt be paid fr any f the 10 hurs and wuld receive pay fr 32 hurs nly. The time must be crrected and the vernight prcess must be run t allw the emplyee in this example t be paid crrectly. By reviewing exceptins befre apprving time, the emplyee can be ntified f the errr timely. Invalid punch rder (nn-exempt emplyees): If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between 31-60 days, the department prcessr can crrect the time. If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and email the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and email the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Mre than 24 hurs reprted in a day (nn-exempt emplyees) This is usually caused by invalid a.m./p.m. punches r misplacing the decimal pint (i.e., 80.00 instead f 8.00) If the emplyee is still active, and the date f the reprted time is nt beynd 30 days, the emplyee can crrect the time. If the reprted time is between 31-60 days, the department prcessr can crrect the time. If emplyee is still active, and the date f the reprted time is beynd 60 days, yu must cmplete and email the Prir 60 Day Request t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and email the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu Mre than 24 hurs have been reprted in a day: This example shws an exceptin which will nt crss ver t payable time. The emplyee shuld be ntified f the exceptin s he r she can make the crrectin. Hwever, due t time r emplyee cntact limitatins, department prcessrs may have t adjust an emplyee s time r leave. T crrect the exceptin department prcessrs can access the week in Timesheet and crrect the hurs reprted. Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 4 f 5
Invalid TRCs Typically caused by a change in emplyee s wrkgrup Verify the effective date f change in Jb Data and use that date as the beginning date in Timesheet. Fr leave entries, select the crrect TRC Fr time entries, the In time f the ffending entry needs t be changed by ne minute, the change submitted, then changed back t the riginal time and submitted again. This is called tuching time and allws the system t use the TRC frm the current wrkgrup rather than the previus wrkgrup. If emplyee is still active, and the date f the reprted time is beynd 60 days, cntact Payrll and Tax Services at timelabrhelp@admin@ufl.edu. If the emplyee s empl recrd has been terminated in Jb Data, but the emplyee is still emplyed, cmplete and email the On Cycle Adjustments frm t University Payrll and Tax Services at timelabrhelp@admin.ufl.edu. Special Ntes Yu cannt Clean Up r allw exceptins. The exceptin must be crrected Any crrected exceptins fr nn-exempt emplyees will shw the fllwing day fr apprval. Only crrectins made t leave time (i.e., VAC, SCK) fr exempt emplyees require apprval. Therefre, these crrectins must be apprved in rder t cmplete the prcess All frms required can be lcated at http://fa.ufl.edu/frms/#pts Additinal Help Payrll and Tax Services 352-392-1231 timelabrhelp@admin.ufl.edu http://www.fa.ufl.edu/departments/payrll-tax-services/ HRS Benefits: 352-392-2477 central-leave@ufl.edu fr leave inquiries http://hr.ufl.edu/benefits/leave/ Additinal resurces are available at the Time and Labr tlkit Training and Organizatinal Develpment - Office f Human Resurce Services University f Flrida, Gainesville, FL Page 5 f 5