Web Time Entry Insight & Advice

1. Web Time Entry Insight & Advice 2006 CONFERENCE October 23 & 24

2. Web Time Entry Points to Ponder • Timesheets & Leave Request evaluation of current process • Calendars – Reporting of Leave vs. Payroll Calendar • Approvals Setup & Cutoff Dates • Defining Employee Groups • Roles for Time Entry Process • Handling of Exceptions – Proposed Options • Are Custom Reports Needed • Possible policy changes 3CBG Conference - October 23rd and 24th

3. Evaluation of Current Processes • Review of current business practices which include: • Who approves employee timesheets • What type of Auditing procedures are currently setup • How will this effect our current payroll process • How do we process exceptions • How do we handle leave of absence requests (current month vs. prior months) • Review of currently policy • Department vs. Individual Time entry • Types of reports currently used 3CBG Conference - October 23rd and 24th

4. CalendarsLeave vs. Payroll Calendar • CLPCCD issue is that our leave reporting period is different from our payroll calendar in PTRCALN • The Web Time Entry screens are based on PTRCALN • We are working on a custom modification to have the web time entry look at a different calendar period then the one currently defined for our payroll. 3CBG Conference - October 23rd and 24th

5. Approvals Setup and Cut Off Dates • Who signs timesheets? • How do we audit approvals and monitor proxies? • Who will manage approvals on an ongoing basis? • Keeping approvals at the simplest level : • One approver at the position level vs. Multiple approvers 3CBG Conference - October 23rd and 24th

6. Defining Employee Groups • We needed to define groups of employees for purposes of implementation: • Dictates how some of the rules are set up • To determine pilot groups • CLPCCDs did this along employee classes • CLPCCD’s main employee classes are • Classified Regular • Administrative • Supervisory • Confidential • Tenured Faculty • Adjunct Faculty • Students 3CBG Conference - October 23rd and 24th

7. Handling of Exceptions Proposed Options • How do we process exceptions • When employees turn in late time sheets • Approvers don’t approve time sheets in time • Employees that are hired late in the processing of payroll 3CBG Conference - October 23rd and 24th

8. Custom Reports • Custom Reports identified so far by CLPCCD: • “Report To” Organization • Pending Approvals • Overtime & Comp time • Employee Monthly Timesheet • Approved Leave Request 3CBG Conference - October 23rd and 24th

9. Possible Policy Changes • Policy related to: • Filling out of timesheets • No time sheet required if a salaried employee • Approval procedures • Who signs - multiple signatures • Documentation related to requesting time off and the need for retention. • Electronic approval substituting for a signature. 3CBG Conference - October 23rd and 24th

10. Key Points • Policy Changes • Employee Classes • Timelines (Deadlines) 3CBG Conference - October 23rd and 24th