Managing the OTL Process

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Distribution

Chief Human Resource Officer

HRMS Payroll Administrator

HRMS Payroll Specialist

HRMS Timekeeper

Related Procedures

Time, Leave, and Payroll Processing [PRO7005P]

Time Management [PRO7000P]

Ownership

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

UVA PAY Missing and Rejected Timecard Report

Purpose of the Report

This report is used to monitor timecards prior to the Monday 5 p.m. payroll deadline to ensure that all timecards have been submitted.

On the deadline day, e-mail and/or phone non-exempt employees whose status is: NOT ENTERED, WORKING, OR REJECTED. Non-exempt employees must submit a timecard. E-mail and/or phone wage employees whose status is: WORKING or REJECTED

Run the report a second time to capture wage employees whose status is: WORKING OR REJECTED

When to Run the Report

This report can be run any time prior to the deadline day, after employees have begun entering time. You may wish to start reviewing the timecard status on Friday – the last week day in the pay period

This report is REQUIRED to be run on Payroll Deadline day - Monday

Run the report repeatedly during the day to capture all timecards for non-exempt employees that are in a status of: Not Entered (Missing), Working or Rejected. Run the report repeatedly during the day to capture all timecards for wage employees that are in a status of: Working and/or Rejected.

Exempt Employees will be paid whether or not a timecard is submitted

Exempt Employees Timecard required in HRMS indicates: “NO”

Non-Exempt employees are in danger of not receiving pay if their timecard is Not Entered (Missing), Working or Rejected.
Wage employees will not be paid if the timecard is not submitted (‘working’ status is saved – but not submitted.)
Wage employees will not be paid if they do not re-submit a rejected timecard.

Contact Managers and Employees who are shown on this report so that their time will be submitted before 5 pm on this deadline day.

Run the Report

Submit Request

UVA HRMS Timekeeper
N ® Submit Process and Report ® Submit Processes and Reports
Submit a New Request

1. Select Single Request and click [OK]

2. The Submit Request window is presented. Click on the ellipse for the list of values for report names. For the Request Name field, select UVA PAY Missing and Rejected Timecard Report.

3. Click on the [OK] button. The Parameters screen is presented.

4. Enter the required parameters:

Start Date (From) and End Date (To): Enter the pay period start and end dates in the proper IS format (DD-MON-YYYY, i.e., 14-SEP-2009)
Define ‘Missing’: Click the ellipse. Select ”Not Entered or still in Working or Rejected Status”
Suggest define ‘Missing’: In ‘Still in Working or Rejected Status’ for wage employees (run as a separate report).
Timecard Required: Click the Ellipse. Select “Yes” for deadline day reporting

“Yes” will exclude Exempt employee that are “auto-paid”

MBU Name (Major Budget Unit): Click the Ellipse. Select your MBU number OR leave blank (if you use Organization Number (below)
Organization Number: Enter the Organization number
Assignment Type: Pre-populated with All. (Recommendation: Do not change.)
All will return to you employees who are active for the pay period as well as those employees who terminated during the pay period.

Include Wage? (Y/N) It is our suggestion that you run this report for all non-exempt employees, and run it again for Wage employees in ‘Working or Rejected’ status.
Run this report on the deadline day by Organization or MBU Name. Any other day, you can also run this report for a specific Manager, Person (Employee) or Person Number (Employee Number).
Sort Option One, Two, Three and Four: You can set up sort options however you wish. The example above is sorted by Supervisor Name.

5. Click on the [OK] button.

6. (Optional) Click on the [Options…] button

Select an Oracle printer

7. Click on the [Submit] button.

The Requests window will open. This window displays all requests made by all Timekeepers.

8. You can click [Refresh Display] until the report is completed, OR From the menu, select [View] [Requests] to view only those requests under your computing id

If your request is not yet complete, you may click on [Refresh], or simply wait for the report to complete

9. Click on the [View Output] button to view the report and print if necessary.

This report is may contain multiple pages.

Click the down arrow to view subsequent pages. You will see the employee information as well as the Approval Status of APPROVE, NOT ENTERED, WORKING, or REJECTED.

On the deadline day, e-mail or phone employees whose status is: NOT ENTERED, WORKING, OR REJECTED.

10. Close the report window and close the Requests window.

UVA Time and Leave Summary Exception Report

UVA Time and Leave Summary Exception Report (Under Report)

Purpose of the Report

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.

There are instances whereas it is ok for an employee to be shown on this report:

The employee terminates from the University during the pay period with a last day not equal to the last day of the pay period
The employee is a new hire on a day other than the first day of the pay period
The employee is on LWOP or Suspension
The employee is on STD (Short Term Disability Leave)
The employee is on FMLA Leave
The employee changed hours per week during the pay period (ie., changed from 40 hours/week to 32 hours/week on a day other than the first day of the pay period.)

(Refer to Chapter 5, View HRMS Records.) View the employee HRMS records to balance and confirm that the “under” hours reported is correct.

When to Run the Report

You may wish to start reviewing the timecard entries on Friday – the last week day in the pay period

Central HR/Payroll will run this report on Payroll Deadline day - Monday

Timekeepers will be notified regarding any employees who are not meeting the standard hours for a week.

Run the Report

Submit Request

IS Payroll
N ® Submit Process and Report ® Submit Processes and Reports
Submit a New Request

1. Select Single Request and click on the [OK] button

2. The Submit Request window is presented. Click on the ellipse for the list of values for report names. For the Request Name field, select UVA Time and Leave Summary Exception Report.

3. Click on the [OK] button. The Parameters screen is presented.

4. Enter the required parameters:

Start Date and End Date: Enter the start and end dates in the proper IS format (DD-MON-YYYY, i.e., 14-SEP-2009) for the pay period
Organization Number: Enter the organization in the Organization Number field
Major Budget Unit: Leave blank.
Payroll: Select Bi-Weekly

5. Click on the [OK] button.

An Oracle printer is not required.

6. Click on the [Submit] button.

The Requests window will open. This window displays all requests made by all Timekeepers.

7. You can click [Refresh Display] OR From the menu, select [View] [Requests]

You are now viewing only your individual requests.
If your request is not yet complete, you may click on [Refresh], or simply wait for the report to complete

8. Click on the [View Output] button to view the report and print if necessary.

Page 1 is a recap of the parameters

Scroll through the remaining pages to view information
If there are no names on Page 2, no follow-up is necessary
If there are employee names on this report, follow-up by reviewing the HRMS Assignment record to determine whether or not the under hours exception is correct.
Disregard the hours that are ‘over’ the 80 hours for the pay period.

9. Close the report window and close the Requests window.

Copy Report Requests

After you have defined a report request, you can run the reports repeatedly using the copy command rather than define the report parameters from scratch.