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Electronic Time & Effort Reports

Electronic Time & Effort Reports. Brought to you by the Offices of Business and Financial Affairs, Innovation & Development, Title I, and Human Resources July 2009. Why You?. All or part of your salary is paid for with federal funds All or part of your salary is match to a federal grant

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Electronic Time & Effort Reports

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  1. Electronic Time & Effort Reports Brought to you by the Offices of Business and Financial Affairs, Innovation & Development, Title I, and Human Resources July 2009

  2. Why You? • All or part of your salary is paid for with federal funds • All or part of your salary is match to a federal grant • You supervise someone who falls into one of these categories

  3. What is Time & Effort? • Personnel Activity Reporting is a federal requirement • Demonstrates necessary & reasonable costs (OMB Circular A-87) • A legal affirmation/documentation of your time

  4. Time & Effort “Before” Paper forms Different procedures No unified training Audit findings Not timely Incorrect data Incorrect dates Etc.

  5. Time & Effort “After” • Simple: on-line system • Convenient: same place on-line as electronic pay stub (not another password) • Accurate: records actual hours worked • Timely: automatic reminders

  6. Why Now? • Over the previous few years SPPS has gotten better at T&E Reporting • Compliance must be 100% • SPPS was sited for non-compliance in its FY2008 audit • Improved T&E reporting is part of the district’s corrective action plan

  7. What is Reported? • Time present, sick, holiday, vacation, etc. that is part of your regular paid time • Short-term paid leaves • Time worked as match to a federal grant

  8. What is Not Reported • Short-term subs who are doing your job • Bus Duty • Workshops and other hourly payments that are on a time sheet (paid with a supplemental pay form) • Un-paid leave • Non-duty days

  9. When is it Reported • Employees whose payroll is split between two or more budgets will enter their time and effort every pay period (bi-weekly). • Employees whose time is 100% on a federal budget will be reported by their supervisor in January and in July (semi-annual certification)

  10. How Does it Work? • Log in to PeopleSoft • On payday, check out your pay stub • Then click link to Bi-weekly Time & Effort • Click on the pay period • Make sure you have the right supervisor • Enter your actual hours worked • Submit to your supervisor for approval • That’s it!

  11. Reporting Actual Hours • Keep track of how you are spending your time • Calendar / Schedule • Work log • Post-its • Other • Report the actual time for which you are paid (many salaried employees are paid for 80 hours but actually work more)

  12. Reminder Schedule • Monday after pay day: you will get an email reminder to report • Wednesday after pay day: you and your supervisor will get an email reminder • Twelve days after pay day: you, your supervisor, and their supervisor will get an email

  13. Getting Help • Your supervisor should be your first point of contact • Lost instructions: http://www.businessoffice.spps.org/Time_and_Effort_Procedures.html • Forgotten password: use the link on the reporting log-in page (Patty Norwig @ 767-8210 or Theresa Nistler @ 767-8225) • Wrong supervisor: contact HR (Jeff Cummings @ 767-8221) • Wrong account codes: supervisor or accountant (if you are a supervisor)

  14. Questions? Next: Hands-on Demo

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