Time & Labor Self-Service Time Entry Approver Interchange

1. University of Michigan Administrative Information Services Time & Labor Self-Service Time EntryApprover Interchange March 2009

2. Who’s Involved • Self-service Employee • Employees enter their time via the Employee Business pages on Wolverine Access • Approver • Supervisor/manager reviews, changes if necessary, and approves employees’ time in M-Pathways • Backup Approver • Generally a peer supervisor or manager that is available to approve time if the primary approver is unable to do so • Timekeeper • Department timekeeper maintains certain TL data, assists employees and approvers as needed, and enters prior-period adjustments. Timekeeper may also be gross pay register reconciler

3. Implementation Timeline • Biweekly – 3/8 to 3/21 pay period (paid on 3/27/09) • Biweekly employees gain access to Report Time pages on Thurs 3/12 • All biweekly employees must enter their time by close of business on Fri 3/20 • Approvers must review, change if necessary, and approve biweekly employee time by 10 a.m., Tuesday 3/24 • Monthly – 3/1 to 3/28 pay period (paid in March payroll) • Monthly employees gain access to Report Time pages between 3/25 and 4/1 • Monthly employees should enter their March exception time by 4/7/09 • Approvers should review, change if necessary, and approve monthly employee time by close of business on Fri 4/17 • Note: You will need to set up a calendar for your staff providing them with deadlines to submit their time.

4. Business Process • Gross Pay Register Reconciliation – needs to be conducted by someone other than the approver. • If someone other than the supervisor will be using the approver function in the system, then hard copy documentation needs to be on file. • Example: Joe is the supervisor of Kate, John is approving Kate’s time in the system. John needs to have a print out of Kate’s time (could be a print of the self-service input) to obtain Joe’s signature before John approves.

5. Online Time Report – Biweekly-paid

6. Online Time Report – Monthly-paid

7. Approving Time – Flint Preferred • Access to approving time is through Wolverine Access, https://wolverineaccess.umich.edu • Click Manager Self Service. • Click “Report Time”. • Input your static group number. • List contains employees who reported their time and who you need to enter time for. • To approve time, click the button next to each day, then click “approve selected” at the bottom, which will finalize it to the system. • To enter time, place the number of hours in each day, select the correct time reporting code (for temporary employees…including Workstudy…use REG). Hit “submit”. The system will generate the hours to be approved. Click the button next to each day, then click “approve selected” to finalize. IMPORTANT: Temporary hourly employees will not be paid if their time is not approved. Regular staff will be paid base hours if not approved.

8. Approving Time • Access to approving time is through Wolverine Access, https://wolverineaccess.umich.edu • Use Manager Self Service, then “Approve Time & Exceptions”. • Input your static group number to see timesheets which need approval. IMPORTANT: Temporary hourly employees will not be paid if their time is not approved. Regular staff will be paid base hours if not approved.

9. Approve Time by Group

10. Approve Time Details

11. Time Codes • Review the SPG when approving codes for exceptions or overtime • Overtime: • Automatic over 40 hours in a week. • For biweekly regs, over 8 in a day…unless alternate schedule. • For exempt employees, no overtime granted. • Temporary employees are not eligible for the same codes as regular staff, such as sick time pay • Contact HR for questions regarding codes

12. Other Information • M-Token • Approvers will need an M-Token to approve time. Contact Dee Dee Hurley, 237-6595, after completing your on-line training • Only one approval required • Multiple levels of time report signatures are no longer required • Accessibility to exception time notes • Approver must make notes accessible to back-up approver • Static Group ID numbers • Any approver can use • Know your primary group and backup group IDs • Comments Field for OTP or other codes • Beneficial for departmental reporting needs

13. Reports • Under “Reporting Tools”, click on “Query Viewer” under Query to access reports. • The two best reports were handed out today. Run the reports and add them to your favorites for future use. • Payable reports (show what will be paid) can be run the next business day following entry or approval. • Reported reports (show what was reported) can be run the same day as entry or approval.

14. Deadlines • Payroll Electronic Input Deadlines • Temporary Hourly Paperwork – Flint Campus, deadlines

15. Workstudy Information • Workstudy is not an automatic and must be approved and set up through temporary hourly paperwork. • It is possible your department will have to re-elect workstudy each semester. • Questions about workstudy funds should be sent to Mary Horgan, Financial Aid, 762-3240.

16. Resources • Regular employees – Beth Manning, 766-6644 or Kathleen Schoenherr, 237-6527 • Temporary employees – Tawana Branch, 766-6772 or Beth Manning , 766-6644. • M-Token Information – Dee Dee Hurley, 237-6595. • Workstudy Information – Mary Horgan, 762-3241.

17. Questions Additional Questions