PeopleSoft Time and Labor Training Instructor: Karin Alvarado

1. PeopleSoft Time and Labor TrainingInstructor: Karin Alvarado

2. Agenda Intro/Restrooms/Cell Phones Materials/Job Aids/Highlighters Introduction to Timekeeping Reporting Time Running Reports How to Retain Your Payroll Records

3. Time & Labor Basics • On-line time reporting system • Enter Positive (Hourly) and Exception (Salary) time • Timekeepers can enter time daily* • Easily reviewed and/or changed • Links directly to the PeopleSoft Payroll system *Do not wait to enter absences and positive pay hours until the day of the deadline. Enter time daily or once a week.

4. Terminology • Time Reporting Code (TRC) - Referred to as Attendance Codes • Combo Codes - Budget Numbers (HCM Account Codes) • Timekeeper - You • Time Reporter • Positive Time Reporter (Hourly) • Exception Time Reporter (Salaried)

5. Workgroups Determines TRC’s based on employee type • Hourly • Certificated • Classified • Salaried • FLSA (Fair Labor Standards Act) Status (overtime eligibility) • Exempt (No OT) • Non-exempt (1.5 x OT) • Professional (1x OT) • Union • Certificated or Classified

6. Dynamic Groups • Security in T&L to limit access to employees’ for time reporting • Access to 3 (4) Dynamic Groups: • xxxxS (salaried time reporters at location) • xxxxH (hourly time reporters at location) • 5998H (Certificated & Classified substitutes) • 5830H (to be used only if associated with CDC Certificated VT subs including attendants/assistants)

7. Reporting Time ReviewTimecard Exercises

8. Prior Period Adjustments - pg. 29 90-DAY WINDOW IN TIME AND LABOR FOR PRIOR PERIOD ADJUSTMENTS: • A Prior Period Adjustment is a change in reported time in Time and Labor for a pay period that has already been processed through Payroll. These prior period adjustments should be made for reported time (examples: wrong TRC, employee was underpaid, overpaid) not for trying to adjust charges that may have been applied to an inappropriate Combo Code (Budget Number). In the event an employee has had time reported, paid and subsequently charged to the wrong Combo Code (Budget Number), you must contact your budget analyst in the Budget Operations Department to adjust the expense. Once a payroll has processed, paid and the charges distributed to the General Ledger, your budget analyst must intervene. • Site timekeepers cannot adjust or enter time that is older than90 daysfrom the current date.  The time must be sent to payroll on an On-line Roster/Time Reporting Error Notice available through the district website.  Please attach a copy of the time card to the notice.

9. Online Roster/Time Reporting Error Notice

10. Reconciling Your PayrollPrior to the timekeeping/payroll deadline(2 payrolls and 2 deadlines each month)

11. To Do Checklist • Run the Time Summary Report to review positive hours and absences that have been reported. Look for: excessive overtime, absence reporting, etc. This report should be run regularly (weekly) to assure what is being entered into Time and Labor is accurate. • This can also be used a tool to review employee hours and absences over periods of time where excessive absences, for example, are an issue. Download to Excel to sort and filter what you need.

12. To Do Checklist • Validate back up documentation (time cards and leave requests) has been provided for all absences and hours reported.

13. To Do Checklist • Make sure your timekeeper runs the SAMS Job Report daily. Make sure substitutes are signing in.

14. To Do Checklist • Validate absences have been reported in Time and Labor by your timekeeper for employees reporting to SAMS. SAMS populates hours to Time and Labor for substitutes but not absences for absent employees.

15. To Do Checklist • Make sure your timekeeper is reporting hours and absences for each reporting period in Time and Labor. Meaning, earnings and absences must be reported in the earnings period they are earned/worked or are absent.

16. To Do Checklist • Make sure your timekeeper is checking your roster/filled position report each month for employees you do not recognize or for employees working but not on your roster. Have the timekeeper notify Payroll immediately of any discrepancies.

17. To Do Checklist • Run the Cross Site Account Code Charges Report regularly during the month and one last time prior to the payroll deadline. If there are charges being made against your department that shouldn’t be, have your timekeeper contact the site charging and correct the entries prior to the payroll deadline. Sign the final document for the payroll deadline and file with payroll records.

18. To Do Checklist • Run the Site Account Code Charges Report (follow the same directions above for Cross Site Account Code Charges Report). Make sure your site is not charging against another site in error. Any errors should be corrected by your timekeeper. Sign the document and file with payroll records.

19. Auditing Your PayrollFollowing the close of the payroll (2 payrolls per month) have your timekeeper prepare these reports for your review. They will be notified by listserv when these steps can be taken

20. To Do Checklist • Run the Audit Paid to Reported Time Report (official payroll audit report). Review reported hours and absences (right side of the document) to what was paid (left side of the document). Sign the document and file with payroll records. For assistance with using this document to review your payroll, contact the payroll director for an overview.

21. To Do Checklist • Run the Filled Positions Report (also referred to as a roster). Review filled positions along with the Audit Paid to Reported Time Report. This will help you reconcile who is active, working and being paid at your site along with critical elements of pay like FTE. File this report with your Audit Paid • to Reported Time Report.

22. To Do Checklist • Make sure all employees appearing on the Audit Paid to Reported Time Report are your employees or did work for you during the pay period. Contact Payroll regarding any discrepancies.

23. To Do Checklist • Run the Vacation Balance Report to review employee balances approaching or exceeding maximum accrual (328 hours). • Please sign and date this checklist each month and file with your payroll records.

24. How to retain your Payroll Records • Time and Labor Reports - Run at end of each pay period (Administrator Must Sign These Reports for Approval) • 2 Audit Paid to Reported Time Reports • 2 Site Account Charges Reports • 1 Cross-Site Account Charges Report • Auditor Requirements • Reports signed /dated by Admin and sorted chronological by fiscal year • The Timecards separated by employee, in alphabetical order • Payroll records including reports and timecards/leave forms must be retained at the site for four years.

25. That’s All Folks! Any Questions? Comments? Thank you for attending