Welcome to the UCLA Time Reporting System (TRS) Presentation. This presentation is for individuals who have been designated as a Departmental Time

Welcome to the UCLA Time Reporting System (TRS) Presentation. This presentation is for individuals who have been designated as a Departmental Time Administrator in TRS for their department. The following presentation includes new features of the latest phase of TRS. 1

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TRS Enhancements for Employees and Supervisors Employees can now recall their own timesheet without waiting for the supervisor to return it. The established TRS overtime compensation appears on the Enter Current Timesheet tab Work Schedules are now displayed below the employee s timesheet calendar view. A new section on the Supervisor roster for early submitted timesheets. Supervisor have the ability to approve shift differential with a new SDF Approval By Exception button. Complete details on these features are in the Employees and Supervisors training. 3

Wave II, April 2012 TRS criteria Non represented titles (99): MO, Exempt, Exception Paid (R) BW, Non Exempt, Positive Paid (Z) Wave III, July 2012 TRS Criteria The following groups are scheduled to come into TRS on July 30th. Represented titles CX, EX, HX, NX, RX, SX, and TX Wave II monthly non exempt who did not come into TRS in April (converted to BW NE Z) Employees who have an Appt Type 5 (Academic) will be excluded from TRS. Employees who have a non academic combination appointment with an Appt Type 5 appointment will be brought into TRS 4

There are several ways to access the Time Reporting System (TRS) link and information. Go to www.payroll.ucla.edu and select one of the following: 1. TRS Resources page 2. Quick Links links directly to the TRS logon page 5

3. On the left navigation, select Web Applications. On the Web Applications page, scroll to Employee Web Applications, select the Time Reporting System GO button to link directly to the TRS logon page. 6

The Time Reporting System Resources page. To access the resource page, select the TRS graphic icon from the main Payroll Services page. The TRS Resources page offers you helpful information regarding TRS such as: TRS logon page On demand demos of TRS TRS deadline calendars General information on TRS 7

The TRS PPS Schedule will be updated to include the new monthly TRS deadline dates and time. The monthly timesheet deadline will now correspond to the monthly roster cutoff date. It s important that TRS users be aware of the deadlines to ensure that employees are paid in a timely manner. It is also suggested that the DTA be familiar with the supervisors timesheet deadline dates and times. The TRS Supervisors Schedule is also available on the TRS Resources page. 8

DTA Tabs Manage Employee tabs is where the DTA can Assign supervisors Set up the employee s overtime compensation election View the employee s timesheet profile (i.e. non exempt, title code name, work week, etc.) Assign a job nickname to the employee s timesheet Review/Submit Payroll tab is where the DTA can Submit monthly or bi weekly timesheet data to the PPS IDTC Time Input Roster or as LX transaction View Manual Transactions that are special and may require an EDLR transaction Search Timesheets where the DTA can search for timesheets and their status Generate Reports tab is where the DTA can view DTA Payroll Report a report can run an Excel or PDF report to reconcile against the PPP5302 Employee Assignment Report a report that shows active employees supervisor assignment Work Schedule Report a report that shows employees who have a set work schedule 9

Search Employee Profile Under the Search Employee Profile the DTA can access the employee profile to: Assign supervisors Enter the employee s overtime compensation election Add a job nickname Update Work Schedule To access an Employee s Profile: 1. Select the Manage Employee tab to locate an *employee 2. Verify that you are viewing the correct department 3. Locate an employee based on one of the four search criteria fields: Employee ID enter the employee s UID number Employee First Name first name as it appears in the Payroll Personnel System. Ex. Dixie Employee Last Name last name as it appears in the Payroll Personnel System. Ex. Land Or combination of first name last name/last name first name. Ex. Dixie Land or Land Dixie *A global search (displays all employees in the department) can be performed by leaving the search fields blank and clicking Search See the next slide for more details. 10

Search Employee Profile Global Search A global search (displays all employees in the department) can be performed by leaving the search fields blank and clicking Search. If a global search is performed select the employee by selecting their UID or the view employee icon in the action field. 11

Search Employee Profile Sections TRS will display 3 sections once an employee is selected: General displays the employee s general appointment data (IAPP). See slide 13 for more details. Assignments displays the employee s supervisors assignments. See slide 16 for more details. Work Schedule displays the work schedule for employees who require a unique work schedule such as 9/80 or 4/40 work week schedule. See slides 23 29 for more details. 12

Search Employee Profile General The General section has 4 sub sections: General Information Employee First Name as indicated in PPS Employee Last Name as indicated in PPS Department Name name for currently selected department Campus ID employee 12 ID number. Employee UID with 3 leading zeroes. System derived Employee ID employee UID Current Policy indicates the employee s current timesheet policy Week Start the date the timesheet work week begins per collective bargaining agreement Overtime indicates if overtime will be calculated on a daily (per collective bargaining agreement) or weekly basis Premium Holidays based upon Personnel Policy, displays which holidays will be paid at a premium rate if worked Effective the begin and end date (if any) of the employee s policy profile Timesheet Profile displays basic appointment data (IAPP) Current Pay Cycle Monthly or Biweekly (TRS can generate only one pay cycle profile per employee) Time Code Exception (R) or Positive (Z) FLSA if title is Exempt or Non Exempt Effective the begin and end date (if any) of the employee s policy profile Overtime Compensation where the DTA enters the employee s overtime election. See slides 14 15 for more details. 13

Assigning Overtime Compensation It is the DTA s responsibility to indicate in TRS whether the employee has elected to receive overtime as a payment or as *compensation time accrued (CTA). TRS maintains a history of the employee s overtime election, if any. Overtime Compensation section: 1. Compensation Type Payment (default view) all overtime hours worked will be paid to the employee (OTS/OTP) 2. Effective The begin and end date (if any) of the overtime compensation as selected by the DTA *Per Personnel policy, a non exempt employee can make this election once a year. See Personnel policy or the appropriate Labor Contract for more details. 14

To change the employee s Overtime Compensation election: Select the View/Add/Edit icon A drop down box will show the History and the Effective date of the overtime election To Edit the current overtime election select the Edit icon for the current timesheet. The current timesheet will include the last overtime compensation election begin date and until Now. Example: 03/01/12 Now. If the employee has created and/or submitted a timesheet within this period an error message will appear. The DTA must use the Add function To Add to a future election select the Add icon A pop up box will appear. Change the selection to the desired type and tab to the next box and enter the begin and end date (if any) of the election 15

Under the Assignments section, the DTA can: Add or Edit Primary and Back up Supervisors Add a job assignment nickname Assignments: 1. Assignment Name appointment department name/title Code name/job Assignment nickname, if applicable 2. Appointment appointment number for the profile 3. Start Date appointment start date 4. End Date appointment end date 5. Primary Supervisor Name displays currently assigned primary supervisor s name. If none is assigned will display Assign 6. Backup Supervisor Name displays currently assigned backup supervisor s name. If none is assigned will display Assign 16

Assigning Supervisors To assign supervisor click on the Assign Supervisor icon: 1. When the DTA selects the Supervisor assignment icon the system will generate a pop up window 2. The DTA can locate a Supervisor by entering their Employee ID (UID) or Name (first and last or last and first) then click search 3. Results will be displayed for the DTA to select from. Click on the Use this User icon in the Action field to assign a Primary Supervisor 4. Follow these same steps to assign a Back up Supervisor 5. Take a moment to review the information selected and click on Save Supervisor Assignment to save to TRS Important: All Employees must have a Primary and Back up Supervisor assigned before they can submit their timesheet DTAs can be assigned either as Primary or Backup Supervisor with approval from the department head. *A list of icons is provided with this presentation. 17

Editing Supervisor s Assignment The DTA can edit (change) or delete supervisors as needed. To Edit supervisor: 1. Go to the Assignment section on the Employee s Profile 2. Select the Edit Supervisor icon 3. The system will generate a pop up window 4. Locate a Supervisor by entering their Employee ID (UID) or Name (first and last or last and first) then click search 5. Results will be displayed for the DTA to select from. Click on the Use this User icon in the Action field to assign the supervisor Note: Removing supervisors will remove both the Primary and Backup Supervisor. 18

Deleting Supervisor s Assignment The DTA can delete supervisors as needed. To Delete supervisors: 1. The DTA can delete supervisors per job assignment (appointment number). Note: Removing supervisors will remove both the Primary and Backup Supervisor for that assignment 2. Select the Remove Supervisor icon 3. The system will generate a pop up window, confirming the request to delete all supervisors for the assignment 4. Select Remove All Supervisors to delete the supervisors or Cancel to cancel the transaction 19

Adding a Job Assignment (Nickname) If requested by the supervisor the DTA can add a job nickname to the appointment timesheet to be used in conjunction with the title code. This is helpful if an employee works on multiple assignments. Adding a job nickname may assist the employee and the supervisor with allocating time to the proper job assignment. 1. To add a job assignment nickname go to Manage Employee and find the employee under the Search Employee Profile Assignments. 2. Under the Assignment Name column, select the Update Timesheet Identifier icon. A pop up window will appear. 20

Update Timesheet Identifier To add a job nickname: 1. Enter job identifier (nickname) in the Timesheet Identifier field. The job nickname can be up to 15 characters only. 2. Save the update. 3. The job nickname will appear immediately on the employee s timesheet for the employee, Supervisor and DTA to view. 21

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Search Employee Profile Work Schedule The TRS Work Schedule can track the days of the week an employee is scheduled to work and the number of scheduled work hours for each day. TRS currently supports the following work schedules: 9/80 Alternate Work Schedule 4/40 Alternate Work Schedule Fixed Schedule EX represented employees only Variable Schedule EX represented employees only To establish a work schedule select Add New Work Schedule. 23

Work Schedule Selection After selecting Add New Work Schedule a pop up box will be available for the DTA to select the appropriate schedule the employee works on. For Alternate Work Schedule* employees, the DTA must update the Employee Profile with the appropriate Alternate Work Schedule (AWS) to ensure that the work hours are calculated properly. Note: Retroactive changes to a work schedule cannot be made once timesheets for the affected pay period have been submitted. * Refer to Personnel Policy for details regarding Alternate Work Schedules. 24

Work Schedule 9/80 Set Up Employees designated to work a 9/80 AWS, normally work 44 hours in the Week 1 and 36 hours in Week 2. 9/80 schedules must follow a two week cycle and the 2 nd week must be completed prior to the 9/80 end date. To add a 9/80 Work Schedule: 1. Begin Effective Date click inside the field and select the begin date of the 9/80 schedule. 2. End Effective Date click inside the field and select the end date the 9/80 schedule. Leave blank if indefinite. 3. Week 1 enter the working hours for each work day. (Default view Monday Thursday, 9 hours per day, Friday 8 hours). Note: Week 1 must total 44 hours. 4. Week 2 enter the working hours for each work day. (Default view Monday Thursday 9 hours per day, Friday off). The employee s day off must entered in the 2 nd week. Note: Week 2 must equal 36 hours. 5. Select Add This Schedule to add the changes, or Cancel to start over or to remove the entries. 6. A summary of the newly added schedule information will be displayed. The DTA can edit or delete the schedule, prior to timesheets being submitted for the time period affected. 7. The work schedule days and hours will display on the employee s timesheet. Important: It s crucial that 9/80 employees enter their time according to the 9/80 timesheet layout in order to ensure that work hours are calculated properly. Overtime may be computed in error if time is not entered according to the work schedule. 25

Work Schedule 4/40 Set Up Employees designated to work a 4/40 AWS, normally works 10 hours per day, 4 days a week. To add a 4/40 Work Schedule: 1. Begin Effective Date click inside the field and select the begin date of the 4/40 schedule. 2. End Effective Date click inside the field and select the end date the 4/40 schedule. Leave blank if indefinite. 3. Select the days of the week the employee is scheduled to work. (Default view Monday Thursday, 10 hours per day, Friday Off). Note: Weekly Schedule must equal 40 hours. 4. Select Add This Schedule to add the changes, or Cancel to start over or to remove the entries. 5. A summary of the newly added schedule information will be displayed. The DTA can edit or delete the schedule, prior to timesheets being submitted for the time period affected. 6. The work schedule days and hours will display on the employee s timesheet. 26

EX Employees The *EX bargaining agreement states that employees who work more than 8 hours in a day are entitled to daily overtime. In order for TRS to properly calculate daily overtime, each EX employee profile must include a work schedule. TRS utilizes two DOS codes in addition to OTS and OTP for EX employees: OTH Overtime Half. Indicates the half portion (1/2) of the overtime hours. This DOS code is used for daily overtime hours. OTH is paid to employees who work less than 40 hours in a work week but have more than 8 working hours in one day. ODH Overtime Double. Indicates the double time portion (2x) of the overtime for hours. This DOS code is used for daily overtime hours. ODH is paid to employees who work less than 40 hours in a work week but have more than 12 working hours in one day. * Refer to the Personnel Policy for full details on EX overtime policy. Service Unit (SX) employees are scheduled to change to daily overtime in October 2012. 27

Work Schedule Fixed Schedule If the employee works a fixed schedule each pay period, select the Fixed Schedule option. Fixed Schedule: 1. Begin Effective Date click inside the field and select the begin date of the schedule. 2. End Effective Date click inside the field and select the end date of the schedule. Leave blank if indefinite. 3. Select the days the employee will normally work. (Default view is Monday Friday). 4. Scheduled Hours/Day from the drop down list, select the number of hours the employee will normally work each work day (0 18) and if any, the corresponding minutes 00, 15, 30, 45. (Default view is 8 hours and 00 minutes). Cannot exceed 40 hours per week. 5. Select Add This Schedule to add the changes, or Cancel to start over or to remove the entries. 6. A summary of the newly added schedule information will be displayed. The DTA can edit or delete the schedule, prior to timesheets being submitted for the time period affected. 7. The work schedule days and hours will display on the employee s timesheet. Note: EX employees only. 28

Work Schedule Variable Schedule If the employee works various days and hours in a pay period, select the Variable Schedule option. Variable Schedule: 1. Begin Effective Date click inside the field and select the begin date of the schedule. 2. End Effective Date click inside the field and select the end date of the schedule. Leave blank if indefinite. 3. Select the days the employee will normally work. 4. From the drop down list, select the number of hours the employee will normally work each work day (0 18) and if any the corresponding minutes 00, 15, 30, 45. (Default view is 0 hours and 00 minutes). Cannot exceed 40 hour per week. 5. Select Add This Schedule to add the changes, or Cancel to start over or to remove the entries. 6. A summary of the newly added schedule information will be displayed. The DTA can edit or delete the schedule, prior to timesheets being submitted for the time period affected. 7. The work schedule days and hours will appear on the employee s timesheet. Note: EX employees only. 29

If a work schedule is updated to an employee s profile the work schedule details will appear under the employee s timesheet calendar view. The employee, supervisor and DTA will be able to see the work schedule view on the timesheet. See slide for 23 for the various TRS work schedules. 30

Review/Submit Timesheet Tabs The DTA can review and submit timesheets to PPS by selecting the Review/Submit Payroll Tab. The Review/Submit Timesheet tab is divided into four sections: View Current Bi Weekly Bi Weekly Timesheets View Current Monthly Monthly Timesheets View Manual Transactions Timesheets that may require manual processing Search Timesheets Locate a Timesheet(s) using the search fields as appropriate Once on the Review/Submit Payroll Tab, TRS will automatically default to View Current Monthly The screen will display the hours worked as it will be loaded by the TRS system onto the IDTC Roster. 31

View Current Monthly or Bi Weekly Timesheets TRS will automatically default to the Supervisor Approved section displaying all timesheets to be reviewed Screen displays the data as follows: o View Current Monthly tab displays Exempt employees, then Non Exempt employees, if any. o View Current Biweekly tab displays Non Exempt employees The DTA should review the information provided and perform one of the following actions: Return Return a timesheet to a Supervisor providing detailed comments EDLR select this box if an EDLR/EDAP will be processed to report the hours worked. By selecting the EDLR function, the DTA indicates that the hours reported for the selected pay period will NOT be processed by TRS. Check Box Check mark the timesheets that have been reviewed and click Submit to PPS. See the next slide for more details. 32

To submit the timesheet(s) data indicated to the PPS IDTC roster, do the following: 1. Select the timesheets by marking the check box. 2. Select Submit to PPS Note: Timesheet submission is only available from 7:00 am to 5:00 pm during the roster submission period. 33

Final Submit to Payroll TRS will ask for confirmation of submission to Payroll. Proceed by selecting the Final Submit to Payroll link to send the information to PPS. Time will be uploaded to the IDTC roster. For record keeping and auditing purposes users may choose to export the information by using the PDF/Excel options and saving the report. Saving the roster file must be completed prior to selecting Final Submit to PPS. 34

PPS Submission Monthly Timesheets TRS reports monthly timesheet data one month in arrears; that is, monthly employees already received their regular earnings for the above pay period. TRS will process timesheets for monthly employees as follows: If the employee does not report any exception time (i.e. vacation usage, sick usage) the timesheet status code will be set to COMPLETED when the timesheet is submitted to PPS. If the employee reports exception time, the timesheet status code will be set to SUBMITTED_TO_PPS(LX) when the timesheet is submitted to PPS. TRS will process EDLR (LX) transactions in PPS to report the exception time. The LX transactions will process in the month s pay compute. Important: TRS does not process EDLR (RX) transactions. Any timesheet adjustment that require an RX transaction (reversal or reduction) must be done manually by the DTA or PTR Preparer in PPS. 35

Open Timesheets The Open Timesheets sub tab displays a list of active employees for that pay period. Action Timesheets that have been at least saved or submitted to the supervisor or DTA will have the View Timesheet icon is listed. If the timesheet has been submitted the Workflow icon is displayed. Job ID N/A Name The employee s name as indicated in PPS. Sortable column. Emp ID The employee s UID. Sortable column. Timesheet Hrs Total hours for submitted timesheet, if any. Timesheet Status The status of the timesheet. Sortable column. See the next slide. Primary Supervisor The assigned primary supervisor as per the employee s profile. Sortable column. Backup Supervisor The assigned backup supervisor as per the employee s profile. Sortable column. Click on the column name to sort into ascending or descending order. To view open timesheets select the Review/Submit Payroll tab then the pay cycle (current monthly or biweekly) you wish to view. To view timesheets and their Status select Open Timesheets *Note: TRS will default to the Supervisor Approved view of the Review/Submit Payroll sub tab. 36

Timesheet Status Codes The DTA can track the status of an employee s timesheet once the employee has created and entered time (initiated) on it. The timesheet status code can be found in several areas of TRS: Timesheet (top left corner) Review Past Timesheets tab Timesheet Workflow Timesheet Roster Timesheet Status Codes: COMPLETED TRS processed the timesheet successfully without errors. NONE the employee has not saved or submitted the timesheet to the supervisor. PPS ERROR one or more of the entries submitted to TRS failed with an error response. RECALLED BY EMPLOYEE the employee has requested that the timesheet be returned RETURNED BY SUPERVISOR the supervisor has returned the timesheet back to the employee to edit. SAVED the employee entered time and saved the timesheet. SUBMITTED TO SUPERVISOR the employee submitted the timesheet to the supervisor for approval. SUBMITTED TO DTA the supervisor has approved the timesheet and submitted it to the DTA. SUBMITTED TO PPS the DTA has reviewed the timesheet and submitted it to the IDTC roster for processing. SUBMITTED TO PPS (LX) the DTA processed the timesheet data via the web EDLR (LX) transaction. 37

The View Manual Transactions tab (VMT) can display up to 9 sections for review: 1. PPS Update Error Records 2. Biweekly Past Approved Timesheets 3. Monthly Past Approved Timesheets 4. Early Biweekly Timesheets 5. Early Monthly Timesheets 6. B1 Holiday Adjustments 7. Adjustments to Multiple Assignments 8. Adjustments to Completed Timesheets 9. Distribution Missing or Shift Differential Due The DTA must take some type of action on transactions on the VMT roster in order for the transactions to clear. Note: A section(s) will only appear if timesheets meets the criteria. 38

VMT PPS Update Errors This section contains entries that failed to be automatically updated to the IDTC roster. Entries could fail due to various reasons such as the employee having an invalid time reporting code, employee being separated, inactive or on leave without pay. Please use the Tracking feature under the Action column to view the exact error message. Because each transaction is processed per employee/distribution, for any timesheets with multiple distributions, one or more distributions could fail while other distributions are updated successfully. Therefore only the distributions that failed are displayed in this section. Due to the payroll error, timesheets in this section cannot be returned. Perform one of the following actions: EDLR To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. Submit to PPS To have TRS process an web EDLR (LX) if applicable. See slide 46 for more details. 39

VMT Bi weekly & Monthly Past Approved Timesheets This section contains approved timesheets that were not submitted to PPS by the DTA IDTC roster deadline (for the identified pay period entry period). Perform one of the following actions: Return Send the timesheet back to the Supervisor for editing. EDLR To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. Submit to PPS To have TRS process an web EDLR (LX) if applicable. See slide 46 for more details. Create Tocreate an Excel or PDF report of the timesheet(s) click in the check box. To select all the timesheets in the section, click on the check box in the column title. 40

VMT Early Biweekly/Monthly Timesheets TRS can now process early submitted timesheets from the employee and the supervisor. Early submitted timesheets was designed for employees separating prior to the pay period end date. Example: A monthly employee is separating on 06/22/12. The employee can create and submit the 06/01/12 06/30/12 timesheet on the 20 th for the final work days of 06/01 06/22. Once approved by the supervisor the timesheet will appear on the VMT. To process the timesheet: Print the timesheet. Select EDLR, then Final Pay. Submit the transaction to TRS. The timesheet data will remove from the VMT. Go into PPS and process a separating check request in EDAP or EDLR. See slide 47 for more details regarding the EDLR icon. 41

VMT B1 Holiday Adjustments This section contains accrued B1 holiday time. Records displayed here reflect required correction to entries that were submitted electronically to PPS. B1 Holiday Adjustments: The Biweekly holiday is calculated based on a quadri weekly payroll cycle. Employees appointed at less than 50% will not accrue holiday pay on the B1 holiday until the B2 timesheet has been submitted. The resulting earned holiday hours are applied against the B1 pay period. If an employee has no B1 timesheet at the time the B2 timesheet is approved, the B1 holiday is not calculated. This section will lists employees who have earned holiday time based upon the combined B1 and B2 timesheets. Perform one of the following actions: Return Send the timesheet back to the Supervisor for editing. EDLR To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. Submit to PPS To have TRS process an web EDLR (LX) if applicable. See slide 46 for more details. See TRS Holiday handout for more details on how TRS computes holiday pay. 42

VMT Adjustments to Multiple Assignments For employees with multiple assignments, adjustments entries could be generated if the approval of additional assignments on the same timesheet creates required changes to a timesheet already submit to PPS (roster) or when a prior completed timesheet has been adjusted. Perform one of the following actions: Return Send the timesheet back to the Supervisor for editing. EDLR To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. Submit to PPS To have TRS process an web EDLR (LX) if applicable. See slide 46 for more details. 43

VMT Adjustments to Completed Timesheets This section will display timesheets that were unlocked and released back to the supervisor for adjustments. When unlocked timesheets are adjusted and re approved, prior completed timesheets may or might not generate correcting entries when re submitted. All prior completed timesheets will automatically be listed in this section once re approved. Perform one of the following actions: EDLR* To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. Submit to PPS To have TRS process an web EDLR (LX) if applicable. See slide 46 for more details. *Note: If the adjusting entries are negative an EDLR (RX) must be processed by the DTA in PPS. 44

VMT Distribution Missing or Shift Differential Due 1. This section contains approved timesheets where the employee reported shift differential hours but does not have a shift differential distribution established in EDB. AND/OR 1. This section could include approved timesheets were the employee s EDB distribution data has been deleted, typed over, or if their TRS profile has been removed from TRS. Perform one of the following actions: Return Send the timesheet back to the Supervisor for editing. EDLR To indicate that a manual transaction will be processed in PPS. See slide 47 for more details. N/A* Timesheet must be submitted to PPS before SDF hours can be processed. Once processed can select EDLR function. 45

VMT Submit to PPS In addition to submitting timesheet data to the PPS roster, the DTA can also submit EDLR (LX) transitions to the Transaction Holding File (THF), saving considerable time. On the View Manual Transaction page, the DTA can choose to submit the displayed transaction as a PPS_LX, if applicable. Issues to keep in mind when submitting to PPS_LX): TRS will generate a web based EDLR (LX) transaction. This transaction can be viewed on the IDTL screen since its a web file. See slide 49 for more details. The DTA must verify the date the transaction will appear on the web based THF. PPS_LX transactions are scheduled to be processed on the employee s next pay day. A pop up box will display the PPS submission date. If the transaction must be processed prior to the TRS submission date, the DTA should select the EDLR function and manually process the transaction in PPS. 46

EDLR There are occasions when the DTA may not want a timesheet to be processed directly to the IDTC Roster, but prefer another method of processing the timesheet data. For example: An employee is separating prior to the pay day and a separation rush check is needed. A timesheet was submitted late and the DTA prefers to process a rush check instead of submitting the timesheet for the next pay day. When an *EDLR (or EDAP) transaction is processed on a timesheet, the DTA should record the transaction in TRS: 1. Click on the EDLR button. 2. A pop up window will appear. If an EDLR transaction is to be completed, select EDLR Yes. If the transaction is for a final paycheck, select Final Pay. 3. Enter the date the EDLR transaction will be entered into PPS. 4. Enter any comments. 5. Select Submit. 6. The transaction will remove from the PPS Roster or VMT. 7. Go into PPS and process the EDLR or EDAP transaction. 8. If EDLR No is selected, comments must be entered as to why the timesheet will not be processed in PPS. Select Submit. TRS will remove the transaction from the VMT. *Important: The DTA/PTR Preparer must process the EDLR/EDAP in PPS when the EDLR Yes or Final Pay function is selected. 47

Web Service IDTL All timesheet data submitted to PPS via TRS can be viewed immediately in the Transaction Holding File, IDTL screen. Transactions include: Work hours Leave hours PPS(LX) transactions The DTA can view the scheduled transactions by going to PPS: 1. In the Next Function enter EDAT, select Enter 2. Once on the Depts. Adj Trans screen, enter the following: a. Next Function IDTL b. ID or Name Enter the employee's UID or name c. Seq. No Leave blank d. Pay Cycle the pay cycle the transactions are scheduled for (i.e. B1, B2, MO) e. Pay End the pay period end date of the transactions (ex. 070712) For complete details on the IDTL screen, see Section D11 Transaction List in the PTR Manual. 48

In order to search for a timesheet select Search Timesheets. 49

This section allows the DTA to search for timesheets based upon one or more of the following criteria: 1. Employee ID employee s UID 2. Employee name First name last name or last name, first name 3. Begin Date Pay period begin date 4. End Date Pay period end date 5. Department Code six digit FS number, must add two zeros at the end. Example: 3525 becomes 352500. 6. Tracking Status select from one of the available status codes from the dropdown menu. See slide 38 for the various Timesheet Status Codes. 7. Timesheet Identifier Job assignment (job nickname if assigned) 8. Job IDs N/A 9. Pay Schedule enterif biweekly or monthly 50

Releasing a Prior Completed Timesheet Sometimes a DTA may be notified that a timesheet that was previously completed in TRS is incorrect or requires an adjustment. The employee will not be able to re create a new timesheet that was previously completed. The DTA must unlock and release the timesheet back to the supervisor, who may return it back to the employee to add the adjusting entries. How to unlock and release a completed timesheet: 1. Under Search Timesheets find the employee. See slides 49 50 for details on how to search timesheets. 2. Find the pay period for the timesheet that must be released. 3. Click on the Lock icon (Release timesheet). A Comment window will appear. Comments are required when a timesheet is unlocked and released back to the supervisor for adjustments. 4. Select Release Timesheet. The timesheet is sent back to the supervisor. 5. The Supervisor must review and return the timesheet back to the employee. 6. The employee makes the necessary adjustment(s) to the timesheet and re submits it to the supervisor. 7. The supervisor reviews, approves and submits the timesheet back to the DTA. 8. The DTA should review View Manual Transactions. Re submitted timesheet will appear in the Adjustments to Completed Timesheets and/or the Adjustment to Multiple Assignments section based upon the type of adjustment that was made. See slide 43 and 44 for more details. 51

Search Timesheets Weekly Hours Estimator To assist DTAs with the hours TRS has computed and will report to PPS a Weekly Hours Estimator feature has been added. The estimator breaksdown the details of the hours per each week in the pay period. It displays the DOS Codes and leave (if any) reported for that timesheet. 52

Generate Reports TRS offers the DTA three reports that can be generated and exported to Excel or PDF. There are three sub tabs under Generate Reports: 1. DTA Payroll Report a report that shows all timesheets submitted by the DTA. 2. Employee Assignment Report a report that shows employee (supervisors)assignment. 3. Work Schedule Report a report that shows the various work schedules entered in TRS. 53

DTA Payroll Report The DTA may generate this report to see the status of timesheets submitted by the DTA. The DTA can generate a report based upon one or more of the following fields: 1. Employee ID enter the employee s UID 2. Employee Name enter first name last name or last name first name format 3. Period End Date to see all timesheets with the entered pay period end date 4. Department Code six digit FS number, need to add two zeros at the end Example: 3525 becomes 352500. 5. Tracking Status the final status in TRS of the submitted timesheet by the DTA SUBMITTED_TO_PPS time submitted to PPS, awaiting pay compute. SUBMITTED_TO_PPS(LX) time submitted to PPS as an EDLR transaction (coded as such in TRS) PPS_ERROR timesheet could not be processed due to error. See slide 40 for more details COMPLETED timesheet was successfully submitted to PPS (via IDTC roster or LX transaction) 6. Pay schedule select if searching for biweekly or monthly timesheets 7. Select Search Timesheets once all desired fields are entered Could also choose View Excel Report * The DTA must indicate a Tracking Status when generating this report. 54

Employee Assignment Report This report is to search for assignment of supervisors to employees. One use is to verify that all employees have been assigned a primary and backup supervisor in their employee profile. The DTA can generate a report based upon one or more of the following fields: 1. Employee ID* employee UID 2. Employee name First name last name or last name, first name 3. Primary Supervisor Name enter supervisor's name, first name last name or last name, first name 4. Backup Supervisor Name enter supervisor's name, first name last name or last name, first name 5. Department Code six digit FS number, need to add two zeros at the end Example: 3525 becomes 352500. 6. Timesheet Identifier Job assignment (job nickname if assigned) * Can perform a blanket search by leaving all fields blank and selecting Generate Report. 55

Work Schedule Report The DTA may generate this report to see the various assigned work schedules entered in TRS. The DTA can generate a report based upon one or more of the following fields: 1. Employee ID enter the employee s UID 2. Employee Name enter first name last name or last name first name format 3. Department Code six digit FS number, need to add two zeros at the end. Example: 3525 becomes 352500. 4. Active Schedule only check this box, to include history work schedule data 5. Schedule Type select from the list: All, Fixed Schedule, Variable Schedule, 9/80 Alternate Schedule, 4/40 Alternate Schedule 6. Select Search to run the report 7. Can choose view the report in the Excel (XLS) or PDF format See slides 23 29 for more details on the various work schedules. 56

Email Notifications When certain transactions occur, TRS will generate email notifications to alert the DTA that special attention may be required: Notification of Adjustment Entries Affecting TRS Timesheet the employee has multiple appointments and a newly submitted timesheets may generate a re calculation of prior timesheet(s) submitted. This notice is sent to all DTAs (even in various departments) for the employee. Notification of Blocked TRS entry to EDB update When a retroactive appointment change in PPS (IAPP) applies to a past appointment end date and any hours entered on an already created timesheet beyond this date are removed by the TRS profile loading process. Notification of Timesheet Approval passed DTA Deadline when a supervisor submits an approved timesheet past the DTA deadline date and time. This notice is usually generated when a supervisor approves a timesheet from a prior pay period. TRS emails are generated from: UC Time Reporting System [TRS@IT.UCLA.EDU]. Please ensure that these notices are not setup to go to spam or junk mail. 57

Questions or issues regarding TRS may be resolved by referring to the TRS Resources page or by contacting the TRS Help Desk: By email payroll@finance.ucla.edu include in the subject heading TRS By phone (310) 794 8708 58