In this topic, you will be provided an Overview of an Employee Timesheet.
NOTE: The Earl K. Long Business Unit will be used for all exercises in this manual for demonstration purposes only. When working in Production, use the Business Unit associated with your User ID.
Click the Search button to display the employee's current timesheet.
Below the Empl Data section is where the timesheet Begin Date and End Date is displayed.
The Pay Rule link displays to the right of the End Date. The information displayed in a timesheet is governed by the employee's Pay Rule. The Pay Rule is programmed into the system and provides a view of pertinent information on how the employee will be paid based on designated job circumstances or events. Pay Rule data is entered in the Workforce Administration section by the Human Resources Department.
Click the Pay Rule link.
Click the Return button to return to the employee's timesheet.
Click the Down button of the scrollbar to view Time Admin Status, Payable Totals, Payable Detail, and Schedules sections.
The Header of the timesheet contains the EmplID, Rcd# and Name of the employee whose timesheet is being viewed.
Below the Header information is the Empl Data section. The Empl Data section provides a summary of the employee's basic Job Data elements. Job Data information may be viewed in the Workforce Administration section. The individual fields are defined as follows:
Class Indc: Classified or Unclassified;
Meal: Defines when a meal deduction is taken;
Job Code: Current job code and description of position
DeptID: Current department number and name;
F/P: Full-time or Part-time;
Std Hrs: Number of standard hours worked in a week;
Term Dt: Will be blank for all active employees; and
OVT: Defines overtime compensation options.
The TL Leave Data section is to the right of the Empl Data. The TL Leave Data section provides basic summary information regarding an employee's leave options and hours earned. The individual fields are defined as follows:
Plan Type: Numerical value assigned to a leave option for which the employee is eligible;
Description: Leave option associated with specified plan type;
Accrual Date: Date the system last updated leave time;
Timesheet Balance: Amount of time used by an employee since last system update; and
Leave Balance: Current amount of leave time earned and available for use by the employee.
The Pay Rules are defined as follows:
Workgrp: Designates if employee will punch time or just exceptions;
Meal: Determines when a meal deduction is taken;
Shift 2: Indicates if the employee is eligible for Evening shift differential pay;
Shift 3: Indicates if the employee is eligible for Night shift differential pay;
OverTime: Defines overtime compensation options;
WeekEnd: Indicates if the employee is eligible for WeekEnd shift differential pay;
CallBack: Defines CallBack compensation options; and
Hol Worked: Defines compensation options for holidays worked by the employee.
The options discussed below are displayed directly above the Punch and Elapsed Time Detail/Timesheet grid:
Save: Allows you to “Save” changes made to the Timesheet in the system;
Date: Display the current date that you are working in the timesheet. You can view a previous timesheet by changing the date and clicking the Refresh button;
Refresh: Allows you to view previous timesheets by changing the date in the Date field;
Previous Period: Allows you to view the previous calendar period timesheet; and
Next Period: Allows you to view the next calendar period timesheet.
Punch and Elapsed Time Detail Section (continued)
Cumulative: Running total of posted hours in the designated period. Cumulative should not be confused with Payable Time;
Skipped Meal: Indicates if employee will receive pay for meal break
Hazard/In Chrg: Indicates if change in compensation is warranted based on the employee encountering a specified hazard or working in a more senior capacity;
CallBack: Indicates the employee is due CallBack compensation;
Override Overtime: Indicates the employee is approved for cash overtime on a specified date. This option can only be elected by Payroll;
Department Transfer: Indicates the employee worked as a float in another department; and
Comment Code: Specifies reason for Manual Edits, Overtime Override, or Department Transfer.
The Punch and Elapsed Time Detail section may also be referred to as the Timesheet Grid. The columns that comprise the Punch and Elapsed Time Detail are defined as follows:
Date: Calendar days included in the pay period;
Day: Day of the week that coincides with the specified date;
Xfer: Links punch data sets when an employee punches In and Out multiple times on a scheduled workday, or indicates if employee clocked in as a Float or In Charge on the specified date;
In: Time that the employee began his/her work day;
Out: Time that the employee ended his/her work day;
TRC: Time Reporting Code – Identifies earnings and/or leave associated with specified elapsed hours; and
Hours: Total number of hours associated with specified date.
Time Administration (Time Admin) is a process run automatically in the system. The purpose of the Time Admin process is to convert Punch Time into Payable Time. Payable Time is calculated using rounding rules, whereas Punch Time is the actual time clocked by an employee. The Time Admin process begins running a new Business Unit every 5 minutes. It takes approximately 15 - 20 minutes to complete the process, so each Business Unit will re-calculate once an hour.
Any time a change is made to an employee's timesheet, the Time Admin process must be run so that Payable Time is re-calculated. Simply saving the changes to the timesheet will not re-calculate Payable Time. If you are unable to wait for Time Admin to run in its regular timeframe, contact Headquarters or Shreveport Central Payroll who will in turn notify you when the process is complete.
In the Time Admin Status box, Last Update Date/Time: is the date and time the Time Admin Process was last run.
The Payable Totals section provides information on:
TRC: Identifies all edits made to the timesheet; and
Tot Hours: Total time payable based on each edit made to the timesheet.
The Schedules section displays the employee's current work schedule if has been assigned in the system.
The system utilizes the 6-minute Rounding Rule when calculating an employee's time based on his/her Scheduled In and Out time.
See Add Punches for additional information on the Rounding Rule.
The Payable Detail section provides information on:
Date: Calendar date of the day worked;
Day: Day of the week worked;
TRC: Manual or system generated edit code;
Quantity: Amount of payable time associated with each TRC code;
Department: Code to which time will charged if other than home department; and
Status: Identifies if timesheet has been approved to pay.
NOTE: Manual entries on the timesheet do not appear in Payable Time until the Time Admin process has run.
The Payable Detail Header
The Payable Detail header allows you to view a summary of all payable information by day. In this exercise, payable items 1-14 of 28 are shown.
Additional details may be viewed by utilizing one of the following:
Click the View All link to view all timesheet details on the screen.
Click the Arrows, First link, or Last link to move forward or backward through the pages of items.
The Next Period link allows you to view an employee's next timesheet.
Click the Next Period link.
Click the Previous Period link to view the employee's previous timesheet.
The colors used to highlight row or field a timesheet indicate the following:
Grey Row - Row that is being edited.
Green Row - A green row(s) indicates a Holiday.
Red Row – A red row(s) indicates there is an error on the row.
Yellow Row – A yellow row(s) indicates a row has been added to the timesheet;
Red Field – A red In or Out field(s) indicates a missed punch; and
Purple Field - Time highlighted in purple indicates a Transfer was recorded, however, the "Out" punch was missed on the original punch.
The Schedules column information is defined as follows:
Date: Calendar date the employee is scheduled to work;
Day: Day of the week the employee is scheduled to work;
Start Time: Time of the day the employee is scheduled to begin work; and
End Time: Time of the day the employee is scheduled to end work.
The Pay From Schedule indicates if the employee is paid based on a specified schedule or based on the punch information viewed in the timesheet.
If the Pay From Schedule is unchecked and grayed out, the employee will be paid based on the punch information found in the timesheet. If the Pay From Schedule box is checked, the employee will be paid according to a specified schedule.
NOTE: The Pay From Schedule is not an option for all BUs.
Once the Time Admin process has completed, if exceptions have been detected on the timesheet the Exceptions section will display to the right of the Time Admin Status section. High level exceptions are flagged by the system and display on the timesheet as a red field.
Note: All High level exceptions must be corrected for time to calculate for that day.
Earliest Chg Dt.: When certain actions are entered in Job Data, Timesheet and Schedule the earliest change date will need to be updated. The Earliest Change Date represents the day changed, not the date the change occurred.
Example: If the current date is 02/29/12 and the timekeepers deletes the punch time for 02/20/12, the earliest Chg Dt. is changed to 02/20/12. If the punch time for 02/25/12 is also deleted, the earliest change date remains 02/20/12.
Run TA: Indicates the status of the Time Admin process.
Y = Need to run Time Admin;
N = No need to run Time Admin; or
X = Time Admin is currently running.
This completes Overview of an Employee Timesheet.