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TIMEKEEPER. Time Reporting: Time Sheets and Absence Requests. Welcome to Training!. Why PeopleSoft? PeopleSoft will help UTEP to grow. What’s Your Part? We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver!

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Timekeeper

TIMEKEEPER

Time Reporting: Time Sheets and Absence Requests


Welcome to training

Welcome to Training!

  • Why PeopleSoft?

    • PeopleSoft will help UTEP to grow.

  • What’s Your Part?

    • We need your skills and expertise in order to utilize PeopleSoft. It’s a vehicle and you’re the driver!

    • Over time you will build your own history with PeopleSoft.

  • What to Know About Training?

    • Training is an investment in your professional growth.

    • Be open to change


Setting expectations

Setting Expectations

  • Only core functionality will be available at go-live.

  • We’re starting with limited workflow—we’ll be using processes outside of PeopleSoft for certain HR & Financial transactions.

  • We’ll have to work through the kinks—some functionality may not work smoothly right at implementation.

  • We’ll have to be patient—we’ll need additional time to process and enter transactions in the beginning.

  • We will be using a PeopleSoft simulation environment during training.


What can you do

What Can You Do?

  • Feel free to ask questions and take notes.

  • Contact the Help Desk if you encounter a glitch or forget how to complete a transaction.

  • Revisit the training webpage to review training materials and videos.

  • Become your office’s “Go-To” person. Be willing to offer your help.

  • Attend our Go-Live Work Sessions—open lab time you can use to process live documents/transactions.


Timekeeper1

Timekeeper

  • Roles and Responsibilities:

    • Timekeepers on campus will have the ability to enter, correct and submit Time Sheet and Absence entries for their respective departments.

    • Timekeepers can modify timesheets within the past 90 days.

    • Adjustments after 90 days of an event will be handled by the Payroll Office.


What is changing

What IS Changing?

  • Timesheet submission

    • The PeopleSoft system automatically generates a timesheet for all salary classified exempt and non-exempt employees.

    • Classified employee exceptions need to submit a paper timesheet to report overtime, and comp time.

    • Employees working under a grant, please check with PI to determine if the grant requires additional paper timesheet tracking.


What is not changing

What is NOT changing?

  • Current campus leave policies and procedures will apply.

  • Pre-approval for overtime and comp time.

  • Overtime hours will be banked and the department will decide on the approval of scheduled payouts.


Time reporting entries

Time Reporting Entries

  • Timekeepers will be able to enter and submit timesheets for the following employee types:

*Note: Timekeeper will only need to submit timesheet to enter comp time, overtime and/or any other special circumstances as determined by the University policy.


Hourly employee timesheet

Hourly Employee Timesheet


Entering time in define

Entering Time in Define

Pay period is automatically selected for you.

Press enter to view the list.

Enter the approved hours for the employees.


Timekeeper

Entering Time in PeopleSoft

Look up an individual using one of the search characters or use % for Empl ID to look for all the employees in your department.


Navigation in peoplesoft

Navigation In PeopleSoft

Main Menu> Manager Self Service> Time Management> Report Time> Timesheet


Timesheet process

Timesheet Process

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Look up the individual using one of the search characters or use % for Empl ID to look for all the employees in your department.

Click on Get Employees.

Select the desired work week and click the Refresh icon on the right.

Select the employee.

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Timesheet process1

Timesheet Process

Enter the hours worked under Quantity.

Or Enter the work schedule for the employee.

Click on Submit to complete the time entry.

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Time reporting code trc

Time Reporting Code (TRC)

  • Available Time reporting Codes:

    • OCP – Overtime Comp Payout

    • STCTS – State Comp Taken Salaried

    • STADJ – State Comp Adjusted (Admin)

    • UPDS – Unpaid Salary


Timesheet process2

Timesheet Process

Once submitted the Timesheet is auto-approved. Click OK to complete the process.


Timesheet query

Timesheet Query

Main Menu> HCM Reporting Tools> Query> Query Viewer


Timesheet query1

Timesheet Query

Enter the Query name. Ex. Timesheets.

Click Search.

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Timesheet query2

Timesheet Query

Query results are displayed on the bottom of the screen.

You can view the hourly employees in your department in HTML, Excel or XML formats.

Example of the hourly employees as HTML format.

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HTML format


Timekeeper

Timesheet Scenarios

  • Examples

    • Scenario 1: Entering Hours for a Part-time employee.

    • Scenario 2: Entering Over-time Hours.

    • Scenario 3: Entering Comp Time.

    • Scenario 4: Payout Over-time/comp time.


Leave request and report form

Leave Request and Report Form


Terminology in absence

Terminology in Absence

  • Absence Event (Leave Request): The period of time that a payee is absent for the same reason. For example, if a payee is out sick Monday through Wednesday, the three-day absence is referred to as an absence event.

  • Entitlement: This defines rules for granting paid time off for valid absences, such as sick time and vacation. An absence entitlement defines the entitlement amount, frequency, and entitlement period (Monthly Accrual).

  • Cascading: A feature in the Absence Management module to automatically deduct employee submitted absence hours against a prioritized order of an employee’s accrued leave type balances.


Timekeeper2

Timekeeper

  • Roles and Responsibilities

    • Timekeepers on campus will have the ability to enter, correct and submitleave request entries for their respective departments into the PeopleSoft system.

    • Departments will still need to maintain and manage pre-approved absence request forms.

    • You will only report absences for

      • Vacation leave

      • Sick time

      • Bereavement

      • Jury Duty

      • Educational Activity Conference


Absence reporting entries

Absence Reporting Entries

  • Timekeepers will be able to enter and submit leave for the following leave eligible employees:


What is changing1

What IS Changing?

  • Introduction of a Cascading.

  • Absence Events will now be handled by absence management in HR.

  • Leave requests will be impacted by work schedule.

  • View balances format is different.

  • Balances will not be updated upon submission.

  • Comp/OT request will be entered through Timesheet.

  • Absence events will have two monthly hard deadlines for processing.


What is not changing1

What is NOTChanging?

  • All employees eligible for leave must continue to submit a leave request form.

  • Your leave request paper based approvals.

  • Leave will be processed by the department in a leave system.

  • Current campus leave policies and procedures will apply.

  • FMLA and sick leave pool processing will be maintained by HR.


Cascading

Cascading

  • Cascading is a new concept used in PeopleSoft to automatically deduct leave hours from various leave balance types.

  • Cascading Acronyms:

    • VAC –Vacation

    • Unpaid Abs – Unpaid absence

    • EA – Educational Activities

    • COMP- Comp time

    • O/T-FLSA – Overtime-Fair Labor Standards Act


Cascading order

Cascading Order

*Floating Holiday: UTEP does not have Floating Holiday. This will be visible because other participating institutions have Floating Holiday.

Note: If Floating Holiday is accidentally selected, the system will automatically cascade.


Cascading example

Cascading Example

  • An employee has the following available leave balances:

    • 20 hours of vacation

    • 36 hours of sick

    • 16 hours of comp time

  • The employee submits 40 hours of vacation. The time is approved by their reports-to manager.

  • What will happen?

    • 20 hours will be pulled from their available vacation hours

    • Their available sick hours will be skipped (because it is not in the vacation cascading order)

    • 16 hours will be pulled from their available comp time hours

    • 4 hours will go unpaid.


Leave request adjustments

Leave Request Adjustments

  • Timekeeper have a 90 day pay window from the absence event to enter or make any adjustments.

  • Adjustments after 90 days of an event will need to be reported to the Absence Management in HR.


Current leave requests paper electronic

Current Leave Requests: Paper/Electronic


Define leave request screen

Define Leave Request Screen


Peoplesoft leave request screen

PeopleSoft Leave Request Screen


Define et3 screen

DEFINE ET3 Screen


Navigation to enter an absence

Navigation to Enter an Absence

Main Menu> Manager Self Service> Time Management> Report Time> Timesheet


Enter a full day absence event

Enter a Full Day Absence Event

Enter the search criteria for the employee.

Click on Get Employees.

Select the desired work week and click the Refresh icon on the right.

Select the employee.

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Enter a full day absence event1

Enter a Full Day Absence Event

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Click on Absence Event to View leave Balances.

Click on Add Absence Event to enter details for the leave.

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Enter a full day absence event2

Enter a Full Day Absence Event

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Enter corresponding absence event information.

Click on the Submit to submit the absence.

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Timekeeper

Submit an Absence Event

Click OK to complete the absence event.


Timekeeper

Submit an Absence Event

If done correctly, your Leave should be shown in your timesheet.


Enter a partial day absence event

Enter a Partial Day Absence Event

Enter the search criteria for the employee.

Click on Get Employees.

Select the desired work week and click the Refresh icon on the right.

Select the employee.

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Enter a partial day absence event1

Enter a Partial Day Absence Event

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Click on Absence Event to View leave Balances.

Click on Add Absence Event to enter details for the leave.

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Enter a partial day absence event2

Enter a Partial Day Absence Event

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Enter the corresponding absence event information.

Click on the Details link to enter the absence hours for partial days.


Timekeeper

Enter a Partial Day Absence Event

Auto-populated from the previous screen.

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For a basic partial work day off, select All Days.

Enter the hours in the All Days hours field.

Click on Calculate End Date or Duration to calculate the hours deducted from your leave balance.

Click OKto return to the previous screen to submit.

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Enter a partial day absence event3

Enter a Partial Day Absence Event

Click on the Submit to submit the absence.


Timekeeper

Submit an Absence Event

Click OK to complete the transaction.


Timekeeper

Verify Absence Event

If done correctly, your Leave should be shown in your timesheet.


Absence scenarios

Absence Scenarios

  • Taking “Full” Day(s) Off Examples:

    • Scenario 1: Request a week off (40 hours).

    • Scenario 2: Request a day off (8 hours).

  • Taking “Partial” Day(s) Off Examples

    • Scenario 3: Request a half-day off (or a few hours).


References

References

  • Additional information and resources can be found on the PeopleSoft website.

    • Job Aids

    • Power Point slides

    • Key Terms/Glossary

    • Quick Guides

    • Crosswalk

    • Links to UPK


Classroom summary

Classroom Summary

  • Topic summary.

  • Web page location. (Peoplesoft.utep.edu)

  • Training materials and UPK’s available.

  • Help Desk support available.

  • Drop in sessions available May 5th.

  • FAQ’s will be posted on the web site.


Questions

Questions?


Thank you

Thank You!


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