Timekeeper Entry in OTL

...

Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Time, Leave, and Payroll Processing

Time Management

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Timekeeper Entry for the Employee

Enter Time (or Time and Leave) for the Employee

An 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 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

The Timekeeper may enter time and leave for a non-exempt employee (with a signed and approved timesheet) for the entire pay period.

Non-exempt employees must report all time worked and all leave taken.

The Timekeeper may enter leave for an exempt employee (with a signed and approved timesheet) for the entire pay period.

Exempt employees only record leave taken, with the exception of working the holiday
If an exempt employee works on a holiday, select the Payroll Element named Comp Special Holiday Worked
The Timekeeper may enter all leave types on the timecard except Short Term Disability and Workers Comp.

The Timekeeper may change or add time and/or leave for an employee whose timecard is SAVED but not submitted. A saved timecard is shown in the Timekeeper Entry form as being in “Working” status.

A timecard that has been submitted cannot be changed by anyone

The Timekeeper is responsible for faxing to the Central HR/Leave Center documentation (subpoenas, military orders, etc.) pertaining to court appearances, depositions, jury duty, military leave and physicals. Fax to: 434-924-3149

Holidays in the Timekeeper Entry form

Holidays are not pre-populated in the Timekeeper Entry form. (Holidays are pre-populated in SSTL).

Timekeeper Entry Form Status Codes

When you view information for an employee in the Timekeeper Entry form, you will see the status of the employee’s timecard to the left of the employee name. The Status codes are:

No status - (status field is blank) indicates the timecard not been entered.
Working – Timecard saved and not submitted.
Submitted – Timecard has been entered and submitted to Manager for approval
Approved – Timecard submitted and Manager has approved
Rejected – Manager has rejected the timecard and it has been returned to the employee for correction

When you enter time and leave for the employee and SAVE, you will see that the Status of the employee’s timecard has changed - based on your data entries in the Timekeeper Entry form. You will see a status of ‘Working” or “Error” (in RED).

Error – An Error will occur if there is a problem with the data entry and/or Payroll Elements selected.

Click on the [Messages] button on the Timekeeper Entry form to view the details of the error (Example below)

UVA HRMS Timekeeper
N ® OTL Timekeeper Entry ® Timekeeper Entry

Timekeepers can only enter time for timecards in the status of No Status (blank) or Working Status. Timekeepers cannot change a timecard if it has been submitted. Timekeepers cannot ‘reject’ a timecard.

Select Timekeeper Entry [Open]

You can FIND the employee either by Group or by employee name. Examples of Finding by Group and for a specific employee in a Group follow:

Find Employees in a Group

1. To find employees by Group (above), enter the Group name or partial group name (tab)

2. Select the Group that includes the employee.

3. Specify the pay period start and end dates (Use the ellipses to select from the List of Values).

The date will default to the current pay period date.
Short cut to change the pay period date: Highlight the pre-populated date. Type the pay period start day date followed by a dash, and type the first three letters of the month and tab. (i.e., 06-jul and tab). The pay period start and end dates will populate.

The default date is always the current pay period. If you are entering time for an employee during the pay period that ends on Sunday, 11:59 pm, the default date will reflect that pay period. However, if you are entering time for the employee on the Monday deadline day, you will see that the default pay period is for the new pay period that began at 12 midnight Sunday night. You must change the pay period date to reflect the pay period that ended Sunday night.

4. Click [FIND]

Timekeeper Entry for Employees in a Group

You are now viewing the Timekeeper Entry screen where you will enter time and leave for the employee

1. Click in the record ellipses (row indicator) to place your cursor on the employee record.

2. Click in the Assignment/Manager field

You will notice that the ellipses is now available

3. Click on the ellipses to the right of the field.

4. In the FIND window, enter a % sign [Find]

5. Select the Assignment/Manager for which you are entering time.

The Assignment number is preceded by either NEX (indicates that the employee is non-exempt) OR EX (indicates that the employee is exempt).

6. Click [Ok]

7. In the Payroll Elements field, enter either E or N and (tab)

The “E” or “N” is a match to the first letter of the prefix for Exempt of Non-Exempt status
Do not use the wildcard (%) because the Payroll Elements prefix must match the prefix in the Assignment/Manager field. If the prefix does not match, you will receive a status of “Error” in the Status field on the timecard when you attempt to Save.

After you have typed E or N (not case sensitive) and pressed (tab), you are presented with the Find window that you will use to select the appropriate Payroll Element (Hours type).

8. Select the Payroll Element and press [Ok]

The Payroll Element list includes elements that may not be selected, which will result in an error message when you attempt to Save. However, the employee’s Earnings Statement will not reflect the Payroll Elements (hours type(s)) selected unless this list is inclusive. It is also necessary to select the appropriate Sick Plan; otherwise, the entry will result in an error message when you attempt to Save.

9. Enter the hours in the appropriate date field(s).

Each Day & date has three fields that may be used for data entry.
The field directly under the month and day is used to enter hours worked or taken
If an employee reports more than the required hours for a day, enter the hours reported. (The system will calculate the compensation due to the employee.)
The [In] and [Out] fields are used only for those employees who are eligible for shift pay (covered later in this Chapter).

Note: Use the right scroll bar to view the remaining days in the pay period.

10. If the employee has indicated additional Payroll Elements that must be recorded or if the employee has split the day into more than one payroll element, press the icon to Add a Record

11. Use the Shift (+) F5 key combination to copy the field above and press (tab) to move to the next field.

12. SAVE after you have completed the entries for each employee.

When you SAVE, the Status on the Timecard is shown as ‘Working’.

You can press the Edit Field icon to view the status name “Working’, as the field is small on the form, and will show as “W…” (See below).

17. When you have finished entering time and leave for your employees, it is always wise to SAVE one more time and close the window.

Timekeepers will SAVE (not submit) the timecard entries
The Timekeepers SAVED entries will be captured through a Central Payroll process when the deadline has passed

When you [Save], the Status will change to ‘Working’ status. If the Status shows as “Error”, select the [Messages] button to view the error message and make the correction accordingly, and SAVE.

Mass Edit

Mass Edit for Groups has great potential for deleting entries on the timecard made by the employee. If the timecard status is “working”, when mass edit is applied, the entries made by the employee are deleted. We do not recommend using this feature in the Timekeeper Entry form.

Timekeeper Entry for One Employee in a Group

Find One Employee in a Group

UVA HRMS Timekeeper
N ® OTL Timekeeper Entry ® Timekeeper Entry

Select Timekeeper Entry [Open]

When you FIND one specific employee, there are no other employee records in the Timekeeper Entry form. In the example (below) the employee was added to a Group, but queried for only this one employee in that Group.

When you [Find] the employee, the [Find] window is pre-populated with a Group Name and Recurring Period. These two pre-populated fields will disappear when you select the Person Name in the next field, so you will not need to specify the particular Group Name or the Recurring Period (Bi-weekly).

1. Type the employee last name and [tab].

If the last name is a popular last name, add a comma, a space and the first couple of letters of the first name

2. Specify the pay period start and end dates (Use the ellipsis to select from the List of Values).

The date will default to the current pay period date.
Short cut to change the pay period date: Highlight the pre-populated date. Type the pay period start day date followed by a dash, type the first three letters of the month, and tab. (i.e., 06-jul and tab). The pay period start and end dates will populate.

3. Select [Find].

You are now viewing the Timekeeper Entry screen where you will make entries for the employee

1. Click in the record ellipses (row indicator) to place your cursor on the employee record.

2. Click in the Assignment/Manager field

You will notice that the ellipses is now available

3. Click on the ellipses to the right of the field.

4. In the FIND window, enter a % sign [Find]

5. Select the Assignment/Manager for which you are entering time.

The Assignment number is preceded by either NEX (indicates that the employee is non-exempt) OR EX (indicates that the employee is exempt).

6. Click [Ok]

7. In the Payroll Elements field, enter either E or N and (tab)

The “E” or “N” is a match to the first letter of the prefix for Exempt of Non-Exempt status
Do not use the wildcard (%) because the Payroll Elements prefix must match the prefix in the Assignment/Manager field. If the prefix does not match, you will receive a status of “Error” in the Status field on the timecard when you attempt to Save.

After you have typed E or N (not case sensitive) and pressed (tab), you are presented with the Find window that you will use to select the appropriate Payroll Element (Hours type).

8. Select the Payroll Element and press [Ok]

9. Enter the hours in the appropriate Day/date field(s).

Each Day & date has three fields that may be used for data entry.
The field directly under the month and day is used to enter hours worked or taken
If an employee reports more than the required hours for a day, enter the hours reported. (The system will calculate the compensation due to the employee.)
The [In] and [Out] fields are used only for those employees who are eligible for shift pay.

Note: Use the right scroll bar to view the remaining days in the pay period.

10. If the employee has indicated additional Payroll Elements that must be recorded or if the employee has split the day into more than one payroll element, press the icon to Add a Record

11. Use the Shift (+) F5 key combination to copy the field above and press (tab) to move to the next field.

12. SAVE after you have completed the entries for each employee.

When you SAVE, the Status on the Timecard is shown as ‘Working’.

You can press the Edit Field icon to view the status name “Working’, as the field is small on the form, and will show as “W…”

13. If you have more employees to enter, save your work, and click on the Flashlight icon to return to the [Find] screen.

Timekeeper Entry for Shift Work

Shift work must be entered using [In] and [Out] times.

Record the time using military time without a 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).)

Shift premium will be calculated by the system according to the hours worked on the shift.

Shift work that begins on Sunday, but carries over into Monday will be paid on the current pay period.

Call Back or Stand By hours must be entered Payroll Elements (Call Back and Stand By hours are not included in the automatic shift premium calculation).

If hours exceed 24 in a day due to Call Back or Stand By hours, enter the hours on a different day. No more than 24 hours can be entered for any one day.
Effective: August 17,2009

Revision: 4 njk

Oracle Tutor can be licensed to modify and add to this content, documenting all of your business process documentation in the Oracle Tutor format.

Oracle® Tutor Copyright © 1997, 2009, Oracle. All rights reserved.