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Chief Human Resource Officer
HRMS Timekeeper*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
General SSTL Notes – all Employees
If the employee has a default page set up as a Preference in UVa Employee Self-Service, the employee will need to select [Home] (upper right side of the page) to navigate to the SSTL form.
If the SSTL timecard does not display through the second Friday in the pay period, go into Control Panel, Display (Settings tab) and change the setting to 1280 X 1024 pixels and Save the new setting.
Employees may enter time for the current pay period and one future pay period. Employees may not enter retroactive time in SSTL.
Report all hours worked on the day the work was performed.
Certain leave types require a Comment in the SSTL timecard Comment field. (Refer to UVA Time Management form to identify the leave types.)
Certain leave types require a Comment in the SSTL timecard Comment field AND paper documentation. (Refer to UVA Time Management form to identify the leave types.) The paper documentation should be given to the departmental Timekeeper.
Do not select any premium pay elements although they can be viewed in the Hours Type list. (The system will calculate all premium pay.)
The default for premium hours in OTL is for the non-exempt employee to receive pay. If the department and employee agree to compensate with leave instead of pay, the HRMS Specialist must change the Time Information in the HRMS Assignment Record prior to the pay period.
Employees may enter their own time for all leave taken except STD (Short Term Disability) and Worker’s Compensation and FMLA leave.
Retroactive timecards should be an infrequent occurrence. If the retroactive action involves pay, it must be entered and processed as a special action by Central HR/Payroll. Phone 434-924-4350 for assistance. A faxed copy of the approved UVA Time Management form must be faxed along with a cover letter of explanation that explains the unusual circumstances that resulted in the retroactive action request. Fax the documentation and request to: Central HR/Payroll, 434-924-6306
Retroactive timecards should be an infrequent occurrence. If the retroactive action involves leave only, it must be entered and processed as a special action by the Central HR/Leave Center. Phone 434-924-4404 for assistance. A faxed copy of the approved UVA Time Management form must be faxed along with a cover letter of explanation that explains the unusual circumstances that resulted in the retroactive action request. Fax the documentation and request to: Central HR/Leave Center, 434-924-3149.
When entering time in SSTL, using the [Continue] button does not SAVE the timecard. [Save] the timecard prior to selecting [Continue]. If [Continue] has been selected, and the timecard is not ready to be submitted, use the [Back] button to [Save].
A SAVED timecard is not a submitted timecard.
A timecard submitted after the 5 pm deadline is the same as not submitting a timecard. It cannot be processed.
All SSTL employees should have registered UVA e-mail account; otherwise, notifications or important notices may not be received.
If a non-exempt employee works a flex-schedule of four ten-hour days with Monday or Friday off, and the holiday falls on the day off, add a record for the appropriate hours for the holiday. (Select Holiday as the hours type or Payroll Element). Some departments may ask their employees with flex-schedules to work the standard work week during the holiday week.
Assist Salaried Employees Entering Time in SSTL
Non-Exempt employees are required to submit a time card in order to be paid.
Exempt employees are required to submit a timecard, but will be paid if a timecard is not submitted.
Non-Exempt employees’ timecards are pre-populated with the holidays.
Non-Exempt employees with a rotation plan of 40 hours a week, with Monday or Friday off, will need to select the hours type of “Holiday” (8 hours) as it will not be automatically populated on the timecard. Another option is for the employee to revert to the standard 40 hour week during the holiday week. The employee could then change the hours to eight per day with holiday selected for the appropriate holiday date.
Exempt employees will be paid for the holiday without making any holiday entry.
Assist Employees with Shift Work Designation
Any hours worked Monday morning after the 11:59 Sunday deadline, will be included in Sunday’s hours for the current pay period. (ie., employee works night shift that started Sunday night, but ends on Monday morning.)
NOTE: Shift work that carries over into Monday morning after the payroll deadline will be included in the current pay period.
Shift authorized employees must enter time as [Start] and [Stop] in the SSTL timecard. The employee records the time using four digits with a colon, followed by am or pm. (Ie. Midnight is entered as 12:00 am, whereas 5pm is 05:00 pm.
Shift premium will be calculated automatically according to the hours worked on the shift.
Call Back and Stand By hours must be selected as Hours Type in the SSTL timecard.
Assist Wage Employees Entering Time in SSTL
Wage employees must enter time worked on the day the work was performed.
Wage employees with multiple assignments must not submit the timecard until hours have been entered for all assignments. Once a timecard has been submitted, it cannot be changed unless the Manager rejects the timecard. All managers will receive the notification that the employee’s timecard needs to be approved. The Manager will approve/reject the notification for the assignment which he/she manages. However, if any one manager rejects the timecard, the entire timecard (all assignments) is then in ‘rejected’ status, even though the other managers may have submitted approvals. (The timecard for multiple assignments is one timecard in SSTL; therefore, it is uniformly approved, or one rejection will cause it to uniformly fail – as ‘rejected’. When any one Manager rejects the timecard, the employee must re-submit the timecard after making the corrections, and all Managers will need to once again approve the notification for the assignment which he/she manages.
Assist Exempt Employee with Salaried + wage position
The salaried assignment is entered in SSTL, while the Wage Assignment hours must be entered by the Timekeeper. A UVA Time Management form must be completed and submitted to the Timekeeper for entry in the Timekeeper Entry form.
Assist Medical Center employee with Temp wage position at UVA
The employee must be set up by the HRMS Specialist as having an Earning Policy of Dual Employment.
The employee submits time in SSTL. The system will automatically calculate the wage hours as premium pay.
Assist Non-Exempt Employee with salaried position in department (Academic side) plus Temp wage position
Temp Services will change the earning policy to Dual Employment. The wage position will be calculated by the system as premium pay.
Managers are required to review and approve/reject timecards in a timely manner.
To review a timecard for an employee using Manager Self-Service, navigate to the employee name>select [Action]>select [Details].
If a Manager enters timecards for more than one employee, navigate back to [Home] to enter the next employee after the timecard is Saved.
Managers should submit only the timecard for his/her own personal time. All other timecard entries should be SAVED but not submitted.
If a Manager submits a timecard for a direct-report, rather than selecting [Save], the manager must approve the timecard using notifications. Timecards can be approved through the e-mail notification or through Manager Self-Service.
If a non-exempt direct-report employee does not submit a timecard and has not contacted anyone as to how this should be handled, the Manager may submit a timecard for the total number of hours required for each week – using Annual Leave. (Enter no more than 24 hours on a day.) Use the Comment field to explain this action.
Managers may enter time for a direct-report if the employee has not submitted a timecard. The manager should use the Comment field for explanation and SAVE the timecard; do not submit. The Comment is sufficient for Audit documentation.
Managers cannot change a submitted timecard. If the timecard requires a change, it must be rejected back to the employee. Use the Comment field in the timecard for any comments to the employee. The Manager should also phone the employee to insure that the employee is aware that the timecard has been rejected.
Managers must not add any text to the e-mail notification regarding the status of a timecard. Any added text in the body of the e-mail will create an error in workflow.
A Manager can re-assign approval for his/her direct-employees to another person by selecting Vacation Rules in Manager Self-Service.
The HRMS Specialist Role for SSTL Employees
Terminate assignments that are no longer being used.
Initiate an action to place 9, 10, and 11 month SSTL employees on Leave Without Pay during the months they are on leave.
Maintain and/or update the Time Information details flex field for certain additions/changes:
Shift Differential Policy information must be added/updated before the pay period begins. An employee cannot be paid for shift work unless the Time Information has been entered prior to the pay period.
The default for premium hours in OTL is for the non-exempt employee to receive pay. If the department and employee agree to compensate with leave instead of pay, the HRMS Specialist must change the Time Information in the HRMS Assignment Record prior to the pay period. The Earning Policy should be changed to ## hrs (ie., 40 hour week) OT Leave.
If an employee has a primary assignment that is goal paid, plus a wage assignment, the HRMS Specialist must change the primary assignment to the wage assignment so that the employee can enter time in SSTL.
HRMS Specialists should monitor changes in supervisor (Manager) in the HRMS Assignment record. The SSTL notification will be sent to the supervisor (Manager) that is indicated in the HRMS Assignment record.
The HRMS Specialist will need to change the primary assignment from goal pay or unit pay if the employee also has a wage assignment. The wage assignment must be made primary in order for the employee to be able to enter hours in the timecard.
Timekeeper Entry for the Employee
Timekeepers must keep e-mail open all day on the timecard deadline day, and respond to e-mails regarding timecard problems/issues.
The Timekeeper may enter time (or time and leave) for any employee. However, the employee must be set up in a Timekeeper Group prior to entering time for the employee. If the employee is not set up in a Group, the timecard (Timekeeper Entry form) will not be available to the Timekeeper.
When an employee is added to a Group, the employee’s timecard form is immediately available to the Timekeeper.
If a non-exempt employee does not submit a timecard and has not contacted anyone as to how this should be handled, the Timekeeper may submit a Time Entry form the last 10 minutes before the deadline. Enter the number of hours required for each week (no more than 24 hours in a day) – using Annual Leave. Use the Comment field to explain this action.
The Timekeeper may enter time and leave for a non-exempt employee (with a signed and approved timesheet) for the entire pay period.
The Timekeeper may enter leave for an exempt employee (with a signed and approved timesheet) for the entire pay period.
The Timekeeper may change or add time and/or leave for an employee whose timecard is SAVED but not submitted. The status of the timecard is shown as being in “Working” status.
The Timekeeper may enter all leave types on the timecard except (STD) Short Term Disability and Workers Comp.
The Timekeeper is responsible for coordinating with the Central HR/Leave Center the documentations required for certain leave types. (See Chapter 3 for details.)
NEVER enter time in the Timekeeper Entry form after the 5 pm deadline
If the Timekeeper enters time for the full pay period for the employee, a UVa Time Management form (timesheet) must be submitted for the pay period, meeting Audit requirements.
If the Timekeeper completes the timecard for the employee, an entry should be made in the comment field to indicate he/she completed the timecard. (Example: Employee has saved timecard, but calls in sick on Friday. The Manager or the Timekeeper can enter the sick day, noting in the comment that that he/she changed/added the day per employee request.) No other documentation is required.
If the Timekeeper views a completed timecard in “working” status (not submitted), the Timekeeper may enter a comment “Submitted for employee” in the Timekeeper Entry form and [Save].
If the employee has entered time in the timecard but not yet submitted the timecard, the Timekeeper may make an entry for the employee or change, noting in the Comment field of the Timekeeper Entry form – the nature of the change and the reason for the request (ie., employee phoned – out sick today.) This Comment will suffice for Audit purposes.
Enter the number of hours worked in a day in one entry. (ie., if a non-exempt employee works 8 hours a day, and submits a timesheet that indicates 10 hours were worked in a day, select Hours Worked as the Payroll Element and enter 10 hours.) The system will automatically calculate the premium compensation.
Holidays are not pre-populated in the Timekeeper Entry form.
Never delete a record in the Timekeeper Entry form. If you add a record that you do not need, select a Payroll Element and enter a 0 hours in a day field.
Use the + icon on the toolbar to add a record if there is none available on the screen.
Shift F5 copies the field above.
Shift F5 and tab copies the field above, and moves to the next field.
Short cut to [Find] a Group. Click in the Group Name field, press F11 key (enter Group name or partial name followed by %), hold down the Control key and press F11).
Short cut to [Find] employees individually for Timekeeper Entry. After you have ‘found’ the first employee, and entered the information in the Timekeeper Entry form, SAVE your work. Click on the Flashlight icon to return to the [Find] screen.
If you add a record that you do not want to use, do NOT delete the record. Select any Payroll Element and enter 0 hours and [Save].
IF you select a Payroll Element that is entered by HR/Central Leave Center, you will receive an error message. Correct the entry and [Save] the Timekeeper Entry form.
If you select a premium hours type (Payroll Element), you will receive an error message that it is not allowed. Make a correction by selecting the correct Payroll Element or delete the record.
When entering time for an employee hired on a date other than the first day of the pay period, you can only enter time beginning with the first date of employment.
Do NOT use Mass Edit in the Timekeeper Entry form.
Timekeeper Entry for Shift Work Employees
When entering time for employees authorized for shift work, enter the [In] [Out] hours in military time without the colon.
The SSTL timecard for shifts, uses [Start] and [Stop] times, whereas
the Timekeeper Entry form the times are shown as [In] and [Out].
In the SSTL timecard, the employee records the time using four digits with a
colon, followed by am or pm. (Ie. Midnight is entered as 12:00 am, whereas 5pm
is 05:00 pm.
In the Timekeeper Entry form, the time must be translated to the military time
format. (ie., 3:45 pm in military time in the Timekeeper Entry form is: 1545
(no colon).)
Call Back and Stand By hours must be selected as Payroll Elements in the Timekeeper Entry form.
Central HR/Payroll Fax: 924-6306
Central HR/Leave Center Fax: 924-3149
Overview of the SSTL/OTLProcess
Overview of the SSTL/OTL Process
Employees enter time:
During the current pay period or one pay period in advance.
For example, if an employee will be on vacation for two weeks, he/she may enter time in advance of the vacation.
Managers and Timekeepers will review time
Up to 5:00 pm on the Monday following the end of the pay period.
Departmental Timekeepers and Managers will monitor missing and rejected timecards through the Monday following the end of the pay period. (UVA PAY Missing and Rejected Timecard Report)
Departmental Timekeepers will review the IS.PAY_Timesheets Reported OTL report to monitor documentation required for certain leave types.
Post-payroll (one week later), departmental Timekeeper runs IS.PAY_Unapproved Timecards Report to notify managers that timecards need to be approved.
Central HR/Payroll
Central HR/Payroll will not monitor missing Timecards on Monday.
Central HR/Payroll will monitor rejected Timecards on Monday.
Central HR/Payroll will analyze UVA Time and Leave Summary Exception report (formerly Standard Hours Exception report) on Monday for Timecards in “Submitted” or “Approved” status. A parameter can be used for Wage employees, to identify timecards in “working and rejected” status to identify wage employees who are in danger of not receiving a pay check.
You do not need to date track to use the OTL Timekeeper Group/Entry forms.
You may date track to specific dates to view HRMS Assignment records (ie., change the date to the first day of the pay period or the last day of the pay period).
You must always date track to the current date to view historical information in the OTM timecards.
Copying a request saves you time since the report parameter fields are already completed, and you only change the field that is different.
The Missing and Rejected Timecards Report
This is a required report on the deadline day. Run this report frequently and communicate with employees and managers regarding non-exempt employees’ timecards that are “missing” or ‘rejected’. If all timecards are not submitted and/or approved (if in ‘rejected” status) the employee is in danger of not being paid.
Overview of the SSTL/OTL Process
The UVA Time and Leave Summary Exception Report (Under Hours)
This is a required report on the deadline day. This report is run for non-exempt employees only. It is used as an ‘exception’ report to capture timecard entries that total less than the required standard goal hours per week for the employee. (ie., if the employee is full-time, 40 hours per week, the goal hours (time worked and taken should meet the minimum hours of 40 hours for the week.) Hours are pro-rated based on the hours required per the HRMS Assignment record.
|
Goal Hours/Pay Period |
Hrs Per Wk |
Hrs Per Day |
|
|
|
|
|
|
|
80 |
40 |
8 |
|
|
76 |
38 |
7.6 |
|
|
72 |
36 |
7.2 |
|
|
70 |
35 |
7 |
|
|
64 |
32 |
6.4 |
|
|
60 |
30 |
6 |
|
|
56 |
28 |
5.6 |
|
|
50 |
25 |
5 |
|
|
48 |
24 |
4.8 |
|
|
44 |
22 |
4.4 |
|
|
40 |
20 |
4 |
|
|
32 |
16 |
3.2 |
|
|
20 |
10 |
2 |
|
Notifications and Reports Timetable
Timetable for Notification and Reports
1. Second Wednesday in the pay period
2. Second Friday in the pay period
3. Monday – Deadline day for submitting Timecards
Make every effort possible to contact the employee and manager.
Repeat Step 3 throughout the day.
Keep your e-mail open for notices from Central/HR Payroll and Central/HR Leave Center.
4. Monday – Deadline day for submitting Timecards
Before you leave for the day:
Keep your e-mail open for last minute correspondence from HR Central.
5. Tuesday – Next day after payroll deadline
6. Monday – One week later (The second Monday in the next pay period)
Effective: Aug 17, 2009
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