Enter Time for the Employee

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Distribution

Chief Human Resource Officer

HRMS Timekeeper^*

Related Procedures

Ownership

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

An employee must be included in a Timekeeper Group prior to entering time for the employee. An employee must be included in a Timekeeper Group prior to be able to view an employee’s timecard.

Timekeepers can enter time in timecards that are in the status of No Status (blank), Working status or Rejected Status. No one can change a timecard in Submitted status. The timecard in Submitted status must first be Rejected. After the timecard status has changed to Rejected, the employee, manager or Timekeeper (with appropriate documentation) can correct the timecard. Timekeepers cannot ‘reject’ a timecard.

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

NOTE: The Timekeeper Entry form is not pre-populated with hours worked or holidays.

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

2. Click in the Assignment/Manager field. (You will notice that the ellipse is now available)

Click on the ellipse to the right of the field.
In the FIND window, enter a % sign [Find]
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).
Click [Ok]

3. 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).
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. It is also necessary to select the appropriate Sick Plan; otherwise, the entry will result in an error message when you attempt to save.

4. 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.

5. 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

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

7. SAVE after you have completed the entries for the 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…”

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

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)

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

Effective: July 14, 2010

Revision: 1 njk

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