Human Resources. Timekeeper Job Aid. Contact information: Department of Human Resources Miu Chan,

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Human Resources Timekeeper Job Aid Contact information: Department of Human Resources Miu Chan, PAYROLL WEEK Pay Period Begins Critical Second Week (all time must enter by Fri and Mon is correction
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Human Resources Timekeeper Job Aid Contact information: Department of Human Resources Miu Chan, PAYROLL WEEK Pay Period Begins Critical Second Week (all time must enter by Fri and Mon is correction only) Pay Period Ends Holiday First date payroll able to input Pay date Timekeeper Facts You will not be able to enter your own time on the timesheet. Either arrange for a backup timekeeper in your department to submit your time or deliver a paper timesheet to HR. You need to submit in the timesheet only for those employees who are reporting Sick, Vacation, Personal or Comp time or are earning Comp time or Overtime during the pay period. Second week Friday is the deadline for submitting time is 5:00 p.m. and the following Monday is to make correction. DO NOT input or make any change to the TIMESHEET panel or system on the payroll end Tuesday. You cannot make any changes to the schedule for the current week in the timesheet. For permanent or long-term schedule changes, please submit Work Schedule Form to HR. The Time and Labor Detail Report is divided into separate reports for each supervisor. The department head will appear on the report of his/her supervisor. The report cannot be sign by the timekeeper unless you are the supervisor on the report. Once signed by the Department Head or Supervisor, return to HR as soon as possible but no later than pay week Friday at Noon. All timesheets and TL Detail report need to keep for 3 years. Although you may view a timesheet for a prior period, you may enter time only for the current pay period and 180 days forward. Follow the current procedure to submit priorperiod adjustments on paper to HR. Fill out timesheet with employee s official name. Things to Remember #1 Hourly Employees Hourly employees should have no scheduled hours in the system. If you notice that scheduled hours appear when you click Apply Schedule on the Timesheet of an hourly employee, please contact Human Resources. Exception holiday Reporting If the employee does not work on the holiday, you do not need to enter any time on the day. If the employee works on the holiday, you would add a row on the timesheet and enter the number of hours worked, with the Time Reporting Code of HCTES or HPS(with non-state account#). Entering Overtime with a different Combo Code (account) All overtime, shift differentials or meal money cannot be paid from a state fund account. If the employee s regular salary is paid from a state fund account, you must enter a Trust or Grant account in the Shift Combo Code and Combination Code field. The field labeled Shift Combo Code should be filled in only when shift differential earn applies to the employee. Things to Remember #2 For Exception Employees, Report Only Exception Time There is no need to bring up a timesheet for an exception time reporter who is not taking any vacation, sick, personal, or comp time or is not earning overtime. Remember to Click Apply Schedules When you bring up an employee s timesheet, the first thing you need to do is click the Apply Schedules button. The employee s scheduled hours will be displayed for each day of the week, with the Time Reporting Code of REG. Click the + to add a new row for each different Time Reporting Code. Employees on Leave with Pay If you have an employee on Leave with Pay (Maternity, Medical, FMLA Leave or sabbatical) and you do not see that employee listed as one of your active employees, change the Payroll Status field from A to P. Time Reporting Codes Don t Use the Codes with a + or The Time Reporting Codes that are followed by a + or cause problems and should not be used on the Timesheet. Please choose the appropriate TRC as indicated below: Instead of: CTA+ CTA- HCTA+ HCTA- Use: CES CTU HCTES HCTU Entering time for An Exception Employee You can search by EmplID, First & Last Name or DeptID Employee type of (H) Hourly or (E) Exception Select a Payroll Status: (A) Active, (P) Leave with Pay Today s date will default, also default to current week Click Get Employees Employees shown How to Navigate to Timesheet 1. Click on Manager Self Service 2. Click on Time Management 3. Click on Report Time 4. Click on Timesheet Pop-up Job Info; curser over Name and Title To enter time use Next, Previous Week or the Date option to go to the desired week. Click Apply Schedule to display REG scheduled hrs Employee s current vacation, sick, personal, and comp time accruals Tab If searched by Dept ID, click Next Employee to bring up next employee in your list or click Return to Select Employee to go back to the list of employees Click Apply Schedule button before entering time The Reported Hours & Schedule Hours NEED to match. Unless earn Comp or Over time. To report time click sign to add a row Select the day, report the number of hours and select the appropriate TRC (Time Reporting Code) REG hrs are required to be filled in when take a partial day Repeat these steps if more than one TRC is need Once you are done, click Submit NOTE: Each row is associated with only one TRC Confirmation that time was entered successfully. Tabs Reported Time Status-Show all the time & attendance that submit Summary-shows the differences between the submitted and scheduled hours Tab continue. Leave/Compensatory Time-balances of all the leave accrual and comp time earned Click the icon on View Detail a pop up window of accrual history will appear Tab continue. Exceptions- error message for the time & attendance submitted for the employee All High Exception Severity error message need to be corrected, if not employee will not get pay for the date(s) Tab continue. Payable Time-show exactly what the employee will get paid Enter Overtime and/or Comp Time Follow the same steps to access the timesheet, once on the timesheet: 1) Click to add a new row 2) Click on the day then add the hours 3) Select TRC (Time Reporter Code) OVS ~ When Time Administration batch process runs, it will calculate any premium All the overtime cannot paid from state fund account. If the employee s base salary pay account is a state or have a different account to charge; enter the account # in the Combination Code field for the overtime in the Overtime row 1) If the employee is earning Comp Time, click the to add a new row. 2) Enter the hours on the appropriate day in the new row and select the Time Reporting Code of CES. -No need to enter an account for comp time. ~Again, the system will calculate any premium time owed and you will be able to view it in Payable Time. ~When you have finished entering time, click Submit. Please DON T use Time Reporting Code(TRC) CTA+ / CTA- USE CES / CTU Holiday Time Reporting -When there is a holiday in the week, the holiday hrs are not added to the Scheduled Hours, but employees will get Holiday(HOL) pay. -If the employee does not work on the holiday, you do not need to enter any time on that day. -If the employee works on the holiday, you would add a row in the timesheet and enter the number of hours worked, with the Time Reporting Code HCTES or HPS --When input HPS, non-state acct # need to enter in the Combination Code field When you submit any time in a holiday day, warning message will pop up. Click OK Please DON T use Time Reporting Code(TRC) HCTA+ / HCTA- USE HCTES / HCTU Error Messages If you see this icon next to any employee, click on the employee s name to check and correct the error(s) Positive(Hourly) Employee 1 st move the mouse curser over the employee s name to make sure the employee is active Click Apply Schedule the Time Reporting Code will default for the employee Then enter the number of hours on the day(s) the employee worked Reports 1. Main Menu 2. Reporting Tools 3. Report Manager TL Detail Report(UMTL706) Choose Time and Labor Type UMTL706 all in capital Choose Last Type in the number of days you need Choose Days After these steps, click to access the report(s). Click to save all the entered criteria permanently Click on the report link TL Detail Report(UMTL706) Continue Click on UMTL706 TL Detail Report.pdf to view the report Once signed by the Department Head or Supervisor, return to HR as soon as possible but no later than pay week Friday at Noon. Reports Continue.. Work Study and Hourly Employees Commitment Reports (UMCA801A) and (UMCA801B) Choose Days Choose Commitment Acctg After these steps, click Type UMCA801 all in capital Choose Last to access the report(s). Type in the number of days you need Click on the Report link and then click on the File List, Name to view the report UNIVERSITY OF MASSACHUSETTS BOSTON Leave Cascading Rules Employee Classification Workgroup Cascading CSU Clerical B_SEIUCL37 no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) CSU Supervsors/Maint B_SEIUCL40 no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) IBT Police Local 25 B_IBT no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) Non Unit Classified 37.5 B_NUCLA375 no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) Non Unit Classified 40 B_NUCLA40 no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) Academic Year Faculty B_MSPACAD no sick no pay(nop) MSP Calendar Year Faculty B_MSPCAL no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) MSP Librarians B_MSPLIBR no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) PSU Professional B_SEIUPROF no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp time(hctu/ctu) no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) Non Unit Professional B_NUPROF no sick personal(per) vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no personal vacation(vac) (Hol)comp time(hctu/ctu) no pay(nop) no vacation personal(per) (Hol)comp timev no pay(nop) no (Hol)comp time personal(per) vacation(vac) no pay(nop) Time Reporting Codes TRC Name Description BEV Bereavement Used when release time is granted due to death in immediate family. Check with contracts to see if eligible. CES Compensatory Ovt Straight When employee earns compensatory time at the straight rate in lieu of payment for overtime worked. CRT * Court Time Used when in attendance at a court proceeding for which the employee may receive paid release time. CTU Comp Overtime Used When employee utilizes earned compensatory overtime. FSK Family Sick Time Reflecting the use of sick time due to family illness. HCTES Hol Comp Time Earned Straight Used when employee works on a holiday and does not receive HPS, but instead earns compensatory holiday time. HCTU Holiday Comp Time Used Used when employee uses earned holiday compensatory time. HOL Holiday This is a system-generated code indicating an employee's regular work day is a holiday. It does not need to be entered. HPS Holiday Paid Straight Used to pay employee for holiday hours worked, or when an employee's regular day off is on a holiday and the employee will receive an extra day's pay for that week. JDY * Jury Duty Used when a benefited employee is out due to jury duty. JDYNB * Jury Duty Non Benefited Used when a non-benefited employee is out due to jury duty. MATNP Maternity Leave NOP Used when employee is out on maternity leave but will not be paid for hours absent. MATP Maternity Leave Personal Used when employee is out on maternity leave and uses accrued personal time. MATPD Maternity Leave Paid Used when employee is out on maternity leave and a portion of the leave is paid. Check with contracts to see if eligible. MATS Maternity Leave Sick Used when employee is out on maternity leave and uses accrued sick time. MATV Maternity Leave Vacation Used when employee is out on maternity leave and uses accrued vacation time. MLA * Med Leave of Absence No Pay Used to indicate unpaid absence due to illness; no sick time to cover absence; or does not wish to use any accrued time. NBONP Non Benefited Ovt Premium Pay Used when a non-benefited employee is to be paid overtime at time-and-a-half rate. NBONS Non Benefited Ovt Straight Pay Used when a non-benefited employee is to be paid overtime at his/her straight rate. NOP ** No Pay Used when employee is authorized to be out but will not be paid for hours absent. OVS Overtime Straight Pay Used when a benefited employee is to be paid overtime at his/her straight rate. PER Personal Time Used when employee uses accrued personal time. PUT * Paid Union Time Used when employee is out due to an authorized union activity. REE Regular Time Used when non-benefited employee is working. REG Regular Time Used when benefited employee is working. SIB * Sick Leave Bank Used when a sick leave bank member is approved to draw on the sick leave bank for a specific amount of time. SIC Sick Time Used when an employee is out due to illness or for doctor's appointment. UNP ** Unauthorized No Pay Used when employee takes an unauthorized leave and will not be paid. VAC Vacation Time Used when employee uses accrued vacation time. * Documentation required. Please contact Human Resources to find out what documentation is needed. ** If an employee is off the payroll for any part of the day before or after a holiday, he/she will not be compensated for the holiday. May 2013 Time Reporting Codes UNIVERSITY OF MASSACHUSETTS BOSTON DEPARTMENT OF HUMAN RESOURCES First Name Middle Name Last Name Employee ID** Record #** Department Name Department ID for week ending: Sun.* Mon.* Tue.* Wed. Thur.* Fri.* Sat.* Total Reported Hours* Time Reporting Code HR Combo Code** : Sun.* Mon.* Tue.* Wed. Thur.* Fri.* Sat.* Total Reported Hours* Time Reporting Code HR Combo Code** *Report time in decimals. **The correct Employment Record Number, HR Combo Code must be entered otherwise. : Date: / / Phone: Department Head/ : Date: / / HR Form Revised 20 -R WTS Exception Reporting UNIVERSITY OF MASSACHUSETTS BOSTON DEPARTMENT OF HUMAN RESOURCES (WTS) WEEKLY TIME SHEET Non-Student Hourly Student Hourly CHECK APPROPRIATE ACTION: Department Name Hours Used Additional Hours Worked Time Never Submitted Department ID B Correct Previous Time Recorded Week Ending (Saturday) Enter the Employee(s) information below: Name (First,MI,Last) Empl. ID Empl. Rec. #** Hourly Rate** Sun.* Mon.* Tue.* Wed.* Thur.* Fri.* Sat.* Total Reported Hours* Time Reporting Code HR Combo Code** *Report hours in decimals. **The correct Employment Record Number, Hourly Rate, Time Reporting Code (TRC) and HR Combo Code must be entered otherwise it could delay payment. Timekeeper: Date: / / Phone: Department Head/Supervisor: Date: / / HR Form Revised R3 WTS Positive Employees HR Pay Calendar 2016 January February March S M T W T F S S M T W T F S S M T W T F S April May June S M T W T F S S M T W T F S S M T W T F S July August September S M T W T F S S M T W T F S S M T W T F S October November December S M T W T F S S M T W T F S S M T W T F S Last Day to Input Bold Payroll Processing Day Pay Period Begins Pay Period Ends Pay day Holiday
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