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Time and Labor Hands on Training

Time and Labor Hands on Training. August 28, 2008 Presented by Linda Gray – Human Resources. Overview. Timekeeper Responsibilities Understanding the Timesheet Defining the Work Week Verifying Accuracy of Timesheet Entering Time in EIS Correcting/Managing Errors (Exceptions)

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Time and Labor Hands on Training

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  1. Time and Labor Hands on Training August 28, 2008 Presented by Linda Gray – Human Resources

  2. Overview • Timekeeper Responsibilities • Understanding the Timesheet • Defining the Work Week • Verifying Accuracy of Timesheet • Entering Time in EIS • Correcting/Managing Errors (Exceptions) • Tracking Accruals/Balances (UPO-25) • Requesting Reports

  3. Timekeeper Responsibilities As a timekeeper, you are responsible for entering the timesheet into the EIS/PeopleSoft system. In addition you are responsible for maintaining leave balances for your department. Lastly, you will be the HR/departmental liaison for time and labor.

  4. Sample Timesheet

  5. Understanding the Timesheet • The Timesheet is for tracking employees attendance and absences. The (UPO-24) timesheet is used generally for TRS exempt and non-exempt employees. • The timesheet must be completely filled out on the top for it to calculate correctly. • Once time in/out has been entered the number of hours worked and leave reported will calculate automatically.

  6. Types of Employees • There are two types of employees: 1. Non-exempt. They can earn both comp time at 1.0 and at 1.5 2. Exempt. They only earn comp time at 1.0 if applicable.* *see UNT pay plan

  7. Defining the Work Week • The University’s normal work week begins at 12:01 AM Sunday and ends at midnight the following Saturday.

  8. Verifying Accuracy of the Timesheet When you are looking at the timesheet: • If there are redX’s in the TRC column, it generally means that time was not entered correctly for that week or it is not a complete week. If it’s because time was not entered correctly, send it back to the supervisor. • Make sure the timesheet has been signed by both the employee and the supervisor. * Red X’s generally appear when the last week of the month is less than Monday-Friday. This is OK, no action needs to be taken.

  9. Entering Time in EIS

  10. Entering Time in EIS • You can choose to either enter all time recorded on the timesheet, or • you can choose to enter only leave used and weeks where the employee has worked more than 40 hours*. When you are done hit “submit” not save for later. Save for later does not send the time through payroll it only saves it for later. If you have reported time in EIS and made an error you can just go back into the timesheet and make a correction and hit submit. *If they worked a total of more than 40 hours then time must be entered so they will accrue comp time.

  11. Correcting/Managing Exceptions After entering the timesheet and submitting the time, a process runs overnight that applies the entries to the balances. IT IS YOUR RESPONSIBILITY TO CHECK FOR EXCEPTIONS THE DAY AFTER YOU ENTER TIME. You will see exceptions when: • You have an employee that uses time they do not have. For example : the employee reports on Monday 5 hours of comp 1.0 used, but they only had a balance of 4 hours on that day, the employee would need to use another type of leave to cover that hour (comp 1.5, vacation, etc).

  12. Correcting/Managing Exceptions Exceptions tell you on what day the error happened and what caused the error. After correcting the problem, you will have to wait for time admin to run (the overnight process referred to earlier), then you can check the exceptions the next day and if processed correctly the exceptions should be gone. If they are not, you will need to follow the same process as before to fix the next problem. NOTE: You can only access time that has been entered within the last 90 days. Therefore it is critical that you don’t let errors/exceptions go.

  13. Tracking Accruals/BalancesUPO-25 • The UPO-25 tracks monthly totals of leave accrued (earned), taken, ending balances and months of state service. • You can compare balances from the UPO-25 to EIS to make sure all balances are the same.

  14. Requesting Reports • HR will provide you with reports to help you balance your leave records. • You will need to provide your base department number and if you are wanting a report for an individual their emplid# and the dates that you need the report to cover. • You can contact Karen Crist, Ashlie Randle or Amber Hallberg.

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