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Time & Labor (1870, 1871 & 1868) ONLY. End User Training. Agenda. Student Assistant job codes = 1870 & 1871 (work study) International Student Assistant job code = 1868. Parking Lot Important Web Links Terminology Campus Calendar Business Process Guides (BPGs) Maintaining Student Data
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Time & Labor(1870, 1871 & 1868) ONLY End User Training
Agenda Student Assistant job codes = 1870 & 1871 (work study) International Student Assistant job code = 1868 • Parking Lot • Important Web Links • Terminology • Campus Calendar • Business Process Guides (BPGs) • Maintaining Student Data • Student Data Lookup • Timesheet Tool Usage • Reports: TL Job Roster Report / Student,TA,GA,ISA Report • Report Time, Manage Exceptions & Approval Process • Report Time - 1868 students • Reports: Student Pay Report • Reports: Planned Separation • Student Payroll Adjustments(PT-11 Form) • Miscellaneous Information • Security • Hands-On Time and Labor Data Entry • Evaluations
Important Web Links • Payroll Website • http://www.csuchico.edu/hr/payroll/index.shtml • Campus Calendar • http://events.csuchico.edu/ • Online Payroll Manual for Departments/Colleges • Business Process Guides • http://www.csuchico.edu/hr/payroll/studentpayroll.shtml#TLTrainingDocumentation • Forms • http://www.csuchico.edu/hr/forms.shtml • My Payroll Technician • http://www.csuchico.edu/hr/payroll/tech.shtml • Student Employment – wage rates • http://www.csuchico.edu/semp/documents/wage_rates.pdf
T & L Terminology • Timekeeper • Completes data entry into Time and Labor components • Approver • Authorizes pay for processed time • Signature Authorization Form required • Time Reporter • Student employee (1870 & 1871 only) who is having time submitted for pay • ‘Work Week’ defined as Sunday – Saturday • Payable Time – Time entered that needs approval. • Transfers, Adjustments & Prior Pay Period Requests • Changes to pay that has already issued • Requires Student Payroll Adjustment (PT11) form • Any time submitted after Managed Exceptions and Approvals date • Time submitted for a prior pay period / PT11 Required Empl ID = Chico State ID
Campus Calendar • What is it? • Viewable calendar of important campus dates including Payroll information: • T&L Due Dates • Data Entry completion date • Approval completion date • Pay Period Info • Dock Due Dates • SAF, AAF/ACF Cutoff dates • Main Attendance Due Date • Pay Dates • Student • ISA • State • Holidays • Beginning and Ending Dates of Academic Calendar • Campus Closure Dates • CMS-HR Training
Campus Calendar • How to use it? • Viewable by Day, Month or Year • Update your Outlook with important payroll dates. • When to use it? • Anytime you need information about Payroll deadlines or important dates • Planning a vacation? Get your back-up involved - cross training • Where is it? • http://events.csuchico.edu • You may want to “Filter Events” to isolate Payroll information. • Questions about the calendar? • Contact your Payroll Technician
Business Process Guides • Online Payroll Manual – Student Section • All available on the HR/Payroll/Student Payroll Page • http://www.csuchico.edu/hr/payroll/studentpayroll.shtml • Screen Shots • Navigation • Business Rules • Steps for completion of process • Field definitions
Maintaining Student Data • Terminology • Appointment End Date • Expected length of time the student employee will be working in the designated CMS Position Number • Must be extended or termed when appointment end date expires • Empl Rec # • specific position, found on T & L Job Roster Report • To change existing job data • Effective Date / Pay Period • All student transactions are always effective the first day of a pay period. • Student Employee Data Lookup • People Soft module for looking up student job info.
Maintaining Student Data • Reports Available • T & L Job Roster • TL Student Pay Report • Student, TA, GA, ISA Report • Student Timesheet tool • Student Classifications • Timesheets • Submit current pay period timesheets to Student Employment • May be hand carried or delivered via campus mail • Timesheets are due the day after Manage Exceptions/Approvals are complete (see Campus Calendar)
Maintaining Student Data • Student Employment Authorization (SEA) – Forms Link Current Employment Info. for student employees • Top Section: Check box for appropriate action, enter employee information (Name & Chico State ID #), department information, and Pay Period (Month/Year of appointment or change) • Appointment – requesting a new position for a student, whether a new employee or an additional (concurrent) position on campus • Rehire/Extend Appointment – when you have separated an employee or their appointment end date has passed (this is an existing appointment and will require an Empl Rec #)
Maintaining Student Data • Student Employment Authorization (SEA) – Forms Link Current Employment Info. for student employees • Pay Rate – to adjust a pay rate on a specific position. All classification IV must have approval from Student Employment office • Terminations – to separate an employee from your department • End of Appointments (early or expected) • 3 Day Rule – Contact your Payroll Technician. Must be submitted with final original timesheet
Student Data Lookup • Student Data Lookup - CSU HR Student Process • You can look up individual students’ job history directly in Oracle/PeopleSoft. • All positions the student employee holds on campus, whether active or terminated • History of transactions for each appointment • Specific Job Details such as: • CMS Position # • DeptID • Job Code • EmplRcd # • Pay Rate Info • This should be reviewed when hiring students to verify if there would be any time constraint issues. It should also be used when filling out various Payroll forms to ensure all detail information is correct.
Student Timesheet Tool • Using Outlook : Public Folders>All Public Folders>Business Affairs>Payroll Benefits HRIS>Student Time Sheet • Steps to Complete Student Timesheet tool • Extracts data from CMS- HR • Calculates in/out hours • Timesheet Creation • If manually calculating timesheets, must use rounding rules • Calculates total monthly hours • Questions - contact your Payroll Technician
Reports: TL Job Roster Report Current list of active student employees (1870 & 1871 only) For 1868 employees list use Attendance Certification Report Helps with data entry of student time Available to be run throughout the pay period Important to maintain current data for employees Run by Group ID Sortable Info in Report: • Employee Name • Chico State ID # • Empl Rcd # • CMS position # • Dept ID • Job Code • Current Rate of Pay • Appointment End Date
Reports: Student,TA,GA,ISA Report Gives a list of these employees in your department and the number of units they are enrolled in. Student must have an active appointment in your department to be on this report. Available to be run throughout the semester Important to maintain eligibility of student employees Run by Dept ID Info in Report: • Employee Name • Chico State ID # • EmplRcd # • CMS position # • Dept ID and description • Job Code and description • Student Status (Academic Load) and units
Report Time: 1870 & 1871 Only • Search Criteria • Group ID (each department has its own ID) • Chico State ID # & Empl Rec # • Timesheet if using Timesheet Tool • Job Roster Report • ‘Date’ should be the Sunday of the first work week • ‘Work Week’ defined as Sunday - Saturday • Enter hours for each day in the work week for each employee (Chico State ID # & Empl Rec #) • TRC – Time Reporting Code always “REG” • New Employees will not appear until the business day after appointment was keyed by Payroll • Do not remove any time entered for a previous pay period.
Manage Exceptions • See the Campus Calendar for deadlines • Search Criteria • Group ID - are assigned by the HR security administrator • Chico State ID # & Empl Rec # • Severity of Exception • Low / Medium - will still allow pay • Must “allow” or exception will continue to appear each month • Warning of a possible problem with time entered for an employee • May see exceptions due to time worked in other departments (students with multiple jobs) • When corrections are needed, re-enter time in Report Time - Timesheet and then contact your Payroll Technician to re-run Time Admin.
Approve Payable Time • See the Campus Calendar for deadlines • Departments must complete approval by deadline • Authorizes pay for the employee • Pay will not issue if time is not approved • Compare time to be paid against paper timesheet. • Various search criteria • By Time Reporter – Hours per day for an individual employee (by Empl Rec #) • By Group ID # – Total hours in a month for every employee in the group (by Empl Rec #) • Corrections may be entered into Report Time - Timesheet at this point • Coordination with Payroll Technician required • Payroll Technician will re-run Time Admin
Report time for 1868 Students • Run Attendance Certification Report (ACR) in People Soft • Enter students time on the appropriate record in the REG column • Submit ACR and timesheets (attached in order as they appear on the ACR) to Payroll on the day that Student Pay is due (first day of new pay period)
Run after “Pay Requested” on Campus Calendar Shows what each employee will be paid One page per employee Run by Department ID and job code Info in Report: Reports: TL Student Pay Report • Employee Name • Chico State ID # • Empl Rcd # • CMS position # • Dept ID • Job Code • Hours charged per day • Current Rate of Pay • Total Salary Paid for period • Run Date
Reports: Student Separation Report New process for Students – Student Separation Report Gives a list of all students with an appointment end date within the criteria range. Student Attendance Clerk will fill in Last Day Worked Turn completed form to Payroll for separating multiple students.
Student Payroll Adjustments • After Manage Exceptions/Approvals deadline on Campus Calendar • Transfers – can be used for ISA students as well • Adjustments – requires copy of timesheet with original signatures • Prior Period Pay Requests – requires original timesheet • Student Payroll Adjustment Form (PT-11) • Submit to your Payroll Technician with required back up documents as necessary • Late pay or adjustments will not be maintained in CMS – these hours should not be entered on the Timesheet • Coordination with your Payroll Technician may be needed.
Miscellaneous Information • When hiring new students, the student will have to come to the Employment office in Kendall 220 to complete all necessary paperwork and eligibility documentation. They should not work until you receive documentation that verifies the student is eligible to work. • Students that intend to work throughout the summer pay periods (June, July and August), but will not be enrolled in summer session classes, are required to be appointed to a Bridge Student Classification. Please attend HR Liaison Meeting for up to date information regarding Summer Bridge. • CMS Position # - A unique, eight digit, number that ties the State Controller’s Office Unit #, DeptID and Job Code together and drives the budget information for each specific position. Use the Position Management Guide to aid you in finding appropriate CMS Position #’s for your department. If you need further assistance please contact Accounting Operations.
Security • Security Authorization Form • Signature Authorization Form • Both of these forms need to be turned in • “Change Access” • Departmental Security • Business Need • Do Notshare your User ID and Password • Expiration of Training • 20 working days after class • Completion of training required
Hands - On Time Entry • Log into CMS - HRSA database • Same user id and password as existing log in • Use timesheets and Job Roster Report as source documents for data entry • Timesheet Tool help if wanted • Ask Questions… • Need Help? • Contact your Payroll Technician for help • https://ehstraining.csuchico.edu/
Evaluations • You will be e-mailed an evaluation form, please take the time to complete the survey • Please be honest! We want to make these training classes the best that they can be for you.
