Cyborg Training for Payroll Adjustments

1. Cyborg Training for Payroll Adjustments Keying Time Entry in Cyborg

2. Payroll adjustments are entered in Cyborg on the TC1SCR. What is the TC1SCR? • The TC1SCR is the Time Entry Format 1 Screen in Cyborg that allows you to enter hours and $’s to pay an employee. • Time entered on this screen is not real-time; therefore, you can make changes after you have made entries and pressed enter. The time is collected when payroll is processed by Corporate Payroll/MIS. You will only use this screen to enter flat $ amounts to be paid or to key a replacement check. • HRS Time Entry application is a separate program used for entering ‘contract labor’ and ‘month-end labor hours and Dollars’. See Job Aid ‘HRS Time Entry’.

3. These eight fields may be used when keying a “replacement check”. 1 2 3 4 5 6 7 8 1 – FC – Function Code (See reference sheet) 2 – Employee Number (See reference sheet) 3 – Hours (Regular) (See reference sheet) 4 – Rt/Amt (Regular) (See reference sheet 5 – Hrs (Overtime) (See reference sheet) 6 – Rt/Amt (Overtime) (See reference sheet) 7 – HED (See reference sheet) 8 – DC (if left blank will default to current deduction cycle being processed) See reference sheet) Regular & Overtime can be keyed on the same line. All other entries must be keyed on a separate line.

4. TC1SCR Fields • FC = Enter function code, required field. Tells Cyborg whether or not the time or $ amount is to be paid with the employee’s normal pay or in a separate payment. Also, tells Cyborg if a deduction cycle should be overridden. 12 = normal processing of payment based on time entry. All 12’s combine to produce one check. 32 = normal processing of applicable earnings and taxes. Deduction cycle must be specified or no deductions are taken. All 32’s combine to produce one check. 42 = normal processing of applicable earnings, deductions and taxes. The deduction cycle may be overridden by using deduction cycle 9. Each line produces a separate check. • Employee Number = 7 digit Cyborg employee number, required field • Regular Hours = Enter hours to be paid (except for OT). All hours should be entered into Kronos, not Cyborg. Exception: Enter hours if keying a replacement check. (enter 40 hours as 4000, enter 4.25 hours as 425)

5. TC1SCR fields (continued) • Regular Rt/Amt = Contains a hourly rate or $ amount, depending on the contents of the hours field, required field if paying flat $ amount. If hours are entered under regular hours, then this field will be used as an alternate rate per hour. Note: Should only pay an alternate rate if required upon keying a replacement check. If a HED (earning) is entered under the HED field, then this field will be used to pay a flat $ amount. This is the field you will use to enter $’s that have no hours associated with it (i.e., educational reimbursement, A&S pay, etc). All amounts are entered with 2 decimal places when keying $’s. Do not enter the decimal point. (enter $125.00 as 12500) • CD = Do not use • Overtime Hrs = Enter OT hours to be paid. All OT hours should be entered into Kronos, not Cyborg. Exception: Enter OT hours if keying a replacement check. (enter 40 hours as 4000, enter 4.25 hours as 425)

6. TC1SCR fields (continued) • Overtime Rt/Amt = If hours are entered under OT hours, then this field will be used as an alternate OT rate per hour. Note: Should only pay an alternate rate if required upon keying a replacement check. • HED = Enter HED (earning) to be paid…see spreadsheet of HED’s to use on the TC1SCR. • PL3 = Enter 3 digit location if hours/$’s charged outside the employee’s home location • PL4 = Enter 2 digit department if hours/$’s charged outside the employee’s home department.

7. TC1SCR fields (continued) • PL5 = Do not use • PL6 = Do not use • SC = Do not use • DC = Deduction cycle, enter deduction cycle if current deduction cycle for payroll being processed is not the correct one for payment. 1 = 1st Friday of month 2 = 2nd Friday of month 3 = 3rd Friday of month 4 = 4th Friday of month 5 = 5th Friday of month 9 = no deductions are to be taken Blank = defaults to current deduction cycle being processed.

8. These eight fields may be used when keying a “replacement check”. 1 2 3 4 5 6 7 8 1 – FC – Function Code (See reference sheet) 2 – Employee Number (See reference sheet) 3 – Hours (Regular) (See reference sheet) 4 – Rt/Amt (Regular) (See reference sheet 5 – Hrs (Overtime) (See reference sheet) 6 – Rt/Amt (Overtime) (See reference sheet) 7 – HED (See reference sheet) 8 – DC (if left blank will default to current deduction cycle being processed) See reference sheet) Regular & Overtime can be keyed on the same line. All other entries must be keyed on a separate line.

9. 1 2 3 4 1 - FC – Function Code (See reference sheet) 2 - Employee Number (See reference sheet) 3 - Rt/Amt (Regular) (See reference sheet) 4 - HED (See reference sheet) These four fields need to be completed when keying “dollar amounts” into Cyborg.

10. What gets keyed into Cyborg? • Just use the Hourly Earnings Chart (see next four slides). This reference sheet will provide you with the HED (earning) number, Earnings Description, and whether it is a TC1SCR-Cyborg entry or only imported from Kronos timecards.

15. TC1SCR Approval Process • All entries made on the TC1SCR must be approved by the person signing off on location’s hourly payroll (i.e., controller). Ultimately, person signing off on Kronos must sign off on all entries made in Cyborg on the TC1SCR.

16. TC1SCR Approval Process(continued) Step 1: Payroll enters data on the TC1SCR and print screens of all data entered prior to hitting enter. NOTE: PRINT SCREEN BEFORE SELECTING THE ENTER KEY!!!. If you accidently select the enter key, don’t worry, instructions for reviewing and printing screen is detailed later. Step 2: Payroll signs/dates print screen(s) indicating who entered the information and when it was entered. Step 3: Payroll forwards print screen(s) along with the backup to support all entries on the TC1SCR to the location’s payroll approver, (controller). Step 4: Approver reviews print screens for accuracy/validity of data entered and signs/dates print screens. Step 5: Payroll files authorized print screen(s) and backup with weekly hourly payroll file.

17. Print Screen prior to pressing Enter. PRINT THIS SCREEN (for Location Hourly Payroll Approver sign-off), THEN PRESS ENTER TO SAVE. Have Location Hourly Payroll Approver review and sign off. File signed print screen with your weekly hourly payroll.

18. Correcting or reprinting the TC1SCR • If you need to correct an employee’s time that has been keyed on the TC1SCR and enter has been pressed; go to the TC1EDT screen with the employee number and make changes. • Changes can only be made prior to a payroll being processed.

19. Correcting Time Entry (continued) • Negative Wages: If the employee had negative wages keyed (e.g. -$375.00 for tuition advance) then you will need to use a two step process: Step 1: Use a “C” for change and then remove the letter representing the negative wages and press enter. Step 2: Delete the entry. Negatives can not be keyed on the TC1EDT screen.

20. Let’s look at an example We have just entered $500.00 (50000) for Educational Non-Taxable Reimbursement, and negative $375.00 (-37500) for Education Advance.

21. TC1EDT Screen We need to make a correction using the TC1EDT Screen for the negative amount of $375.00 keyed to Education Advance. You will notice that all time entries for this employee will appear on this screen as we keyed a replacement check plus the Education Reimbursement.

22. If you have questions, please contact Corporate Payroll. Let’s take a look at specific HED’s and additional information for each.