Electronic time effort reports
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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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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

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


What is time effort

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


Time effort before

Time & Effort “Before”

Paper forms

Different procedures

No unified training

Audit findings

Not timely

Incorrect data

Incorrect dates

Etc.


Time effort after

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


Why now

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


What is reported

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


What is not reported

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


When is it reported

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)


How does it work

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!


Reporting actual hours

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)


Reminder schedule

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


Getting help

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)


Questions

Questions?

Next: Hands-on Demo


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