You may access Time and Labor from anywhere you have an Internet connection
. • You may enter time by day, week or pay period. Please check with your.
TIME & LABOR TRAINING MANUAL Ver. 04/2013
TABLE OF CONTENTS TIME ENTRY - THINGS TO REMEMBER ............................................................................... 2 TIME ENTRY - QUICK GUIDE ................................................................................................... 3 TIME ENTRY – DETAILED GUIDE ......................................................................................... 4
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TIME ENTRY - THINGS TO REMEMBER •
You must know your, my.BoiseState.edu, login credentials. If you do not, please contact the Office of Information Technology (OIT) Help Desk (
[email protected]).
•
You may access Time and Labor from anywhere you have an Internet connection.
•
You may enter time by day, week or pay period. Please check with your supervisor to determine what your department requires.
•
If you are an active employee, you will have a Time Reporting link in my.BoiseState.edu
•
You will only see the Time Reporting Codes (TRCs) that apply to you.
•
There is an exception to daily time reporting. Access to the employee Time Reporting page is deactivated on Monday at 5pm of non-payday week. Employees will be unable to report time again until that Wednesday when access to the time entry page is reactivated.
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TIME ENTRY - QUICK GUIDE NAVIGATION: • • • • • • •
Log into my.BoiseState.edu>Faculty/Staff Sign In>PeopleSoft Time Reporting Report Time Timesheet Select the correct job (if you have more than one job. If you are uncertain which job is which, please call Payroll) Check the dates for accurate pay period Use “Previous Time Period” to move back to the correct pay period
Each line of the timesheet uses only 1 Time Reporting Code (TRC)*
* e.g., REG, VAC, SIC. etc. • • •
Double check that hours are entered on the correct dates Do NOT enter time on a holiday (unless worked, which is coded HOA or HOW) Use the drop down arrow (at the end of the row) to select the correct TRC
•
If you need more than 3 lines (for TRC’s) click the line
• •
Once all the time has been entered, click Submit Confirmation-‐ 1. Did you submit time on a non-‐worked holiday in error? If so return to your time sheet and zero out the hours (cannot delete) 2. Did you use an FMLA code (which needs prior approval)? a. If so you will need to click 3. If none of the above apply, click 4. If a correction is needed click page, make the correction, click
sign on the right side of the
once for each day entered which will return you to the timesheet then
TIME ENTRY – DETAILED GUIDE 3
Log into my.BoiseState.edu
Log into- Faculty/Staff Sign In
LOG INTO PEOPLESOFT
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LOG IN:
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THEN REPORT TIME
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AND TIMESHEET
TIMESHEET BREAKDOWN
1. Check the date for accuracy. The time sheet for the current pay period will be displayed. If you need to enter time for a previous pay period… 2. Use the ‘Previous Time Period’ to move back to the correct pay period, can go back one pay period but there is NO future time entry available 3. Use only one TRC for each line TRC=Time Reporting Code (i.e.: REG, VAC, SIC etc…) Make sure the hours are entered on the correct date Do not enter time on a HOLIDAY (unless worked) 4. Use the drop down arrow to select the correct TRC 5. To add more lines click the ‘+’ button 6. Once all time had been entered click 7. If “View By” says day or week, change to “Time Period”
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Example:
After ‘Submit’ click • •
Did you submit time on a non-worked holiday in error? If so return to your timesheet and zero out the hours (cannot delete) Did you use an FMLA code (FMS, FMV, FML, which needs prior approval)
If so, it will be necessary to click
•
If no corrections are necessary click
•
If corrections are needed click corrections, click
once for each day entered
, return to the timesheet, make the
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EXAMPLE: Classified Employee with more than one TRC
If you have multiple jobs, you will see a timesheet for each job. These have a “department” number as the identifier. If you do not know the department number associated with each of your jobs, please contact your supervisor. Enter time per job as normal
Once time is entered, click
, and then click
on the next screen
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If you are paid from multiple account codes/funding sources you will see an OVERRIDE Tab next to the Timesheet tab. This is ONLY if you need to specify where the hours need to be charged. If you have earnings distribution that allocates your pay, you do NOT do anything. Override tab allows allocation of hours to specific funding sources
Click the OVERRIDE tab to see the Combo Code field. Enter your time as normal and enter the appropriate combo code/funding source by entering as many numbers as you know to narrow the search. The more numbers you enter, the more it will narrow the search when you click the magnifying glass. In the instance of multiple combo codes you can use a TRC more than once.
Enter hours and TRC (time reporting code) with the appropriate Combo Code. NOTE: An employee can use a TRC more than once when there are multiple Combo Codes involved. Select the appropriate Combo Code and it will populate the timesheet with the information. Repeat this process for each funding source and TRC as required. Once complete, submit your time as normal.
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Click
and
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PAYROLL PROCESSING TIME FRAME: MONDAY (after pay day):
Employees enter time (if they have not already done so)
Access to the employee Time Reporting page is deactivated at 5pm
TUESDAY:
Supervisor may enter time for employee who did not get time entered by 5pm on Monday
Supervisor approval e-mail is sent around 1pm (goes to any Supervisor with employee time left to approve)
WEDNESDAY:
Supervisor approval e-mail is sent around 8am (goes to any Supervisor with employee time left to approve)
10AM, Approve Time and Exceptions-Payable Time page is deactivated to
everyone for processing to begin. This page and the Time Reporting page
will be reactivated in the afternoon
THURSDAY:
Payroll processing
FRIDAY:
Payroll processing
MONDAY:
Payroll processing
TUESDAY:
Checks should be visible to employee by close of business
FRIDAY:
Payday
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TO MAKE IT CLEARER…FAQ: TIME ENTRY I CAN’T SEE MY TIMESHEET. If an employee is recently hired, rehired or had changes on his or her job data, the boxes for the current pay cycle will be missing. If this is the case, click the view by drop down box and change the choice from by “ time period” to view by “ day”. That will allow you to enter your time or print out a paper timesheet (found on the Payroll website under ‘Forms’) HOW DO I ENTER MY OVERTIME? Just enter the time as you worked it. If there is overtime, the system will calculate it. However, it will automatically apply the time to OTA (overtime accrued) which will be added to your comp time. If you want to be paid for your overtime (OTP) the rule is: it is not overtime until you have WORKED (Sick, Vacation, Holiday and comp time does not count toward that time) 40 hours in a week.
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TIME REPORTING CODES (TRC’S) BSU
BSU work study
CPH
Comp time taken-‐Temporary employee
CPT
Comp time taken
DNO
Organ Donation-‐Temp-‐Salary
DNR
Organ Donor-‐Regular
DNA
Organ Donor-‐Salary
DNT
Organ Donor-‐Temp
FHS
FMLA Sick-‐Temp-‐Salary
FLS
FMLA W/O pay-‐Salary
FMH
FMLA Sick-‐Temp
FML
FMLA W/O pay
FMS
FMLA Sick
FMV
FMLA vacation
FSI
FMLA-‐Sick-‐Salary
FSL
Service Member Leave (LWO)
FSM
Service Member Leave (LWO-‐Salary
FSN
Service Member Leave (Sick)-‐Salary
FSO
Service Member Leave (Leave Vacation)-‐Salary
FSS
Service Member Leave (Sick)
FSV
Service Member Leave (Vacation)
FVA
FMLA-‐Vacation-‐Salary
FVH
FMLA-‐Vacation-‐Temp
FVS
FMLA-‐Vacation-‐Temp-‐Salary
FWS
Federal Work study 14
HHS
Holiday Pay-‐Temp-‐Salary
HLS
Holiday Pay-‐Salary
HOA
Holiday Worked-‐Accrued toward Comp time
HOH
Holiday Pay-‐Temp
HOL
Holiday Pay
HOS
Holiday-‐Worked-‐Accrued –Straight time
HOW
Holiday Worked-‐Paid-‐ 1.5
IWS
Idaho work study
JAH
Job Injury-‐Sick-‐Temp
JAT
Job Injury-‐Sick taken
JHS
Jury Injury-‐Sick-‐Temp-‐Salary
JRS
Jury Duty-‐Salary
JTS
Job Injury-‐Sick taken-‐Salary
JUH
Jury Duty-‐Temp
JUR
Jury Duty
JUS
Jury Duty-‐Temp-‐Salary
LAS
LWOP-‐Job Injury-‐Salary
LWA
LWOP-‐Job Injury
MLS
Military Leave-‐Salary
MLT
Military Leave
MTH
Military Leave-‐Temp
MTS
Military Leave-‐Temp-‐Salary
OCE
On Call Earned
OCH
On Call Hours-‐Paid
OCT
On Call Hours-‐Taken
OTA
Overtime hours-‐accrued toward comp time-‐1.5 15
OTP
Overtime hours-‐paid-‐1.5
OTS
Overtime accrued @ 1
REG
Regular
RET
Regular-‐Temp
RST
Regular-‐Student-‐Hourly
RSU
Regular-‐Student-‐Per Unit
SBH
Sick-‐Bereavement-‐Temp
SBR
Sick-‐Bereavement
SCS
Sick Leave Taken-‐Salary
SFH
Sick Leave-‐Family-‐Temp
SFM
Sick Leave-‐Family
SFS
Sick Leave-‐Family-‐Temp-‐Salary
SFT
Shift Differential
SHS
Sick-‐Bereavement-‐Temp-‐Salary
SIC
Sick Taken
SIH
Sick Taken-‐Temp
SIS
Sick Taken-‐Temp-‐Salary
SMS
Sick Taken-‐Family-‐Salary
SOT
Student Overtime
SRS
Sick-‐Bereavement-‐Salary
VAC
Vacation taken
VAH
Vacation taken-‐Temp
VCS
Vacation Taken-‐Salary
VHS
Vacation Taken-‐Temp-‐Salary
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PAYROLL STAFF: Catherine Weitz ~~~~~~Manager~~~~~~~~~~~~~ 426-3192 Regan Walker-Taxes/Int’l Students/W2~~~~~~~~~~
426-3435
Rex Hadley~~~Processor (Garnishments) ~~~~~~~~~~
426-1812
Denise Ooley~~~~Processor~~~~~~~~~~~~~~~~~
426-3435
Crystal Pidjeon~~~Processor~~~~~~~~~~~~~~~~~ 426-3739
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