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This procedure covers entering and processing time for employees using IS Time Management (OTM).
This procedure does not cover the IS payroll process.
Time Management - AutoGenerating Timecards [NAV7006P]
Time Management - Correcting Time Entries [NAV7022P]
Time Management - Entering Time for Salaried Employees [NAV7000P]
Time Management - Entering Time for Wage Employees [NAV7004P]
Time Management - Finding Time Entry Errors [NAV7021P]
Time Management - Manually Creating Timecards [NAV7027P]
Time Management - Reviewing Timecards [NAV7003P]
Time Management - Transferring Timecards to PayMIX [NAV7002P]
Time Management - Validating Timecards [NAV7001P]
See the Payroll Policies section of the University Human Resources website [http://www.hrs.virginia.edu/Policies/payroll/index.html] for information on payroll policies.
See the Leave Policies section of the University Human Resources website [http://www.hrs.virginia.edu/Policies/leave/index.html] on the University Human Resources website for information on leave polices.
The UVA HRMS Timekeeper is responsible for printing and collecting source documents from which time is entered, and editing and reviewing time cards for the employees for whom they are responsible, and entering time manually when necessary.
The UVA HRMS Payroll Specialist is responsible for AutoGenerating time cards, auditing time cards entered by UVA HRMS Timekeepers, running the validation process, and transferring the time cards to PayMix.
The Approver (employee's supervisor) is responsible for reviewing the source documents.
Chief Human Resource Officer
HRMS Payroll Specialist*
HRMS Timekeeper*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever time cards need to be generated and time entered by employees.
1. AutoGenerate Timecards for applicable employees.
Refer to Time Management - AutoGenerating Timecards [NAV7006P].
The status on the timecard when it has been autogenerated will be "hold".
2. Print and distribute UVA Time Management Forms, or another source documents, to employees.
The UVA Time Management Forms can be printed from Discoverer. The name of the Discoverer Report for the UVA Time Management Form is IS_PAY_Source Document for Timecard.
Employees are required to enter their time on a source document, from which the Timekeepers will enter the time and leave in IS. Departments may use the source document, Time Management Form that they can print from Discoverer, or they may use another source document as long as the required information is collected. The required information is:
3. Collect Time Management Forms (or other source documents).
4. Edit timecards, using the source documents to enter employees' time and leave.
Refer to Time Management - Entering Time for Salaried Employees [NAV7000P].
Refer to Time Management - Entering Time for Wage Employees [NAV7004P].
Occasionally, an employee will not have an AutoGenerated timecard. When this happens, you must manually enter the timecard and the time and leave in IS.
Refer to Time Management - Manually Creating Timecards [NAV7027P].
Source documents must be kept on file for five years.
6. Review timecards, by processing and reviewing the UVA Time and Leave Summary Report.
Refer to Time Management - Reviewing Time [NAV7003P].
7. Run the process to validate the timecards.
Refer to Time Management - Validating Timecards [NAV7001P].
When the timecards have been validated, the status will change to "OTM Validated".
8. Review the validated timecards.
If there are time entry errors discovered during the validation process, goto task #9. Otherwise, goto task #13.
9. Find the time entry errors.
Refer to Time Management - Finding Time Entry Errors [NAV7021P].
10. Contact Departmental Timekeeper for correction or correct time entry errors.
HRMS Timekeeper, HRMS Payroll Specialist
11. Correct time entry errors.
Refer to Time Management - Correcting Time Entries [NAV7022P].
12. Run the validation process again.
Goto task #8.
13. Run the process to transfer the time cards to PayMIX.
Refer to Time Management - Transferring Timecards to PayMIX [NAV7002P].
When the timecards have been transferred to PayMIX, the status will change to "Ready".
Timecards that are valid or have warning errors will transfer.
Timecards with fatal errors will not transfer, and will need to be corrected.
Goto Time Management - Retroactive Changes [PRO7003P], as necessary.
Effective: 12/14/04
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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