Welcome to the training module to explain the employee self-service options found in the new Y-Time system. By utilizing Y-Time's employee self-service options, you become empowered to identify issues with your recorded time and can take initiative to get issues corrected. So, the purpose of this training is to familiarize you with the way the new Y-Time system works so you can continue to be paid timely and accurately.
To begin, the Y-Time self-service options are accessed through the new myBYU portal. First you will need to log into myBYU, so you will be required to know your net id and password. Once you've logged in, expand the Work menu item, and then click on Human Resources/Payroll link. Clicking this link will open the PeopleSoft Menu. Next, click on Main Menu and then click Self Service.
Once on the Self Service menu, you will see a folder labeled "Time Reporting". Other self-service options will appear here but they do not pertain to Y-Time. By clicking on the Time Reporting folder you will see the following two items:
Under the folder labeled "Report Time" you can access your "Timesheet".
Under the folder labeled "View Time" you can access the following items:
We will explain each of these in detail, but before we do, it is necessary for you to understand two important concepts:
Let's begin by talking about the "Timesheet". Although time devices will display your time worked for the week as well as the pay period, they only display your total hours worked. In order to view the detail, you will need to look at the timesheet. Again this is found under "Main Menu", then clicking on the folder labeled "Self Service", then "Report Time", and finally clicking on the "Timesheet" link. If you have only one campus job, when you click on the "Timesheet" link, the timesheet will open with a view of the current pay period. For those with multiple jobs, please be aware that when you click on "Timesheet", your view will be slightly different than those with only one campus job (be sure to show how multiple jobs will appear). Your view will begin with a list of jobs for which you are currently hired. Then, to access the "Timesheet" of a particular job, you need only click on the job description to open the "Timesheet". Each job has its' own timesheet. Once in the timesheet, the details and information for each job displayed is the same as employees with only one job.
Once you've opened your timesheet, you can change the view from the current pay period to a previous pay period. To do so, click on the previous period link on the page or change the date in the date field to the beginning date that you would like to view. Since the default view is a two week period, entering a specific date will show you a two week period view beginning on the date you've entered???????. You may also change the view of the Timesheet from a pay period view to a weekly or daily view clicking on the "View By" drop down box and selecting either "week" or "day". It is important to remember that the BYU workweek begins on Saturday at 12:00 am and ends on Friday at 11:59 pm.
Once your timesheet is open, you can review actual punches and any edits your Time Manager has made to punches. From here you can also see any exceptions generated because of problems with your time. Exceptions are identified by the following icon (show the exceptions icon). We will cover exceptions and what causes them in more detail a little later in this training, just keep in mind you can see any day's time that has an exception here on the timesheet.
The timesheet can also show you detailed information about punches, such as the device used to clock in and out, the name of any person who has made changes to your timecard, if any, and the building and room number of where you punched in or out. To see this information, merely click on the "Information Icon" (highlight the information icon here) that is listed with every row of data. A dialog box will open and show you detailed information about the time recorded on that row. So, if you see something on your timesheet you weren't expecting to see or an entry that seems out of place, clicking the information icon can show how that item came to appear on your timesheet.
Another item on your timesheet to be aware of is the "Time Reporting Code" column (highlight the TRC column). For Full-time employees who have reported sick and vacation time, those hours will be displayed here and a Time Reporting Code will appear indicating the time as sick or vacation. If you've reported time off and want to know that it has been recorded correctly, you can check that here on the Timesheet referring to the "Time Reporting Code" column.
As mentioned earlier, sometimes problems occur on a timesheet which will create an exception. The system will generate an exception if any of the following five situations occur:
A missing "In" punch occurs when you have an "Out" punch followed by another "Out" punch. Conversely a missing "Out" punch occurs when you have an "in" punch followed by another "In" punch. In both cases, the system is looking for and expecting each "in" punch to be followed by an "out" punch. Please make note that Y-Time only processes reported hours twice each day, once at noon and again at midnight. It is this process which generates exceptions on the timesheet. Therefore, you may want to review your timesheet for exceptions each day but especially early on the Monday following the end of the pay period.
The two exceptions that deal with long shifts are generated due to working more than 24 hours in 1 shift. The first situation occurs because you clocked "In" and forgot to clock "Out" for that shift and "In" for you next shift the following day, but you remembered to clock "Out" at the end of that next shift. For example, let's say that you work 7:00 am – 11:00 am each day. On Monday morning, you came to work and clocked in at 7:00 am. When you leave at 11:00 am, you forget to clock "Out". The next morning, on Tuesday, you also forget to clock "In" at 7:00 but when you leave that day, you remember to clock "Out" at 11:00. The system then looks at the total hours from the "In" at 7:00 on Monday to the "Out" at 11:00 on Tuesday and shows the total for that shift to be 28 hours. This will generate an exception and not include any time for hours worked on Monday or Tuesday until that exception is corrected by your Time Manager. The same occurs if you punch "In" on Friday morning and never clock "Out", resulting in a shift greater than 24 hours without an "Out" punch.
The final exception is generated if you attempt to punch "In" or "Out" before your hire date or after you have been terminated. If your Time Manager attempts to put time on your timesheet before your hire date or after your termination this will also generate an exception. You, as an employee, are required to be an active employee in order to work. Make sure that your hire is complete before you begin working.
Please remember that any exception will cause the time clocked for that day NOT to be paid until the exception is corrected. Although exceptions can be seen on the timesheet, there is another place to view them as well. Click on "Main Menu", then click on the folder labeled "Self Service", then "View Time", and finally click on the "Exceptions" link. The exceptions screen will appear and list any unresolved exceptions regardless of the pay period in which they occurred.
Many employees on campus have more than one job. The YTime treats each job individually. Meaning, for example, that if you have three on campus jobs each job will have its own individual timesheet. To help you see all the hours you've worked across all your jobs, we have provided you with a summary view screen that shows you all hours worked on each job and a total number of hours for all jobs (highlight these areas on the screen shot while the narrator is talking about them). The hours you see here represent the hours that have been recorded your timesheet. The information displayed is on a weekly basis and includes links to move you through historical data.
|Hours Worked Summary|
|Employee ID: 123456789|
|Cancer Research Asst||23.11||4.00||3.98||6.00||4.13||5.00|
|Click on Job Name for Time Sheet In/Out Detail|
At the bottom of the screen there is a link that will move from you from this summary page to the detailed timesheet page as described in the "Viewing Timesheet" section.
The next item we will now talk about found under the "View Time" folder is the "Payable Time Summary" page. Sometimes employees wish to know how their hours are being paid by the system. By clicking on the "Payable Time Summary" link (show them where the link is again) you will be taken to the "Payable Time Summary" page and you will see all reported time that has been processed. Such processed time is called "Payable Time". Once reported time has been processed and the rules have been applied, such items as overtime hours and shift differentials will appear here.
The first column shown on the grid is the "Time Reporting Code" field, also called a "TRC". The next field to the right is the "Description" field for the "Time Reporting Code". This field indicates the type of time you are being paid for. The "Total Quantity" indicates the total amount of that TRC you'll be receiving. The "Type" column indicates the kind units, like hours. The next columns break down to the day and date that TRC was recorded for you. Note, that like many of the other screens we've already looked at, you can specify a date range to look at or you can cycle through the weeks using the appropriate links.
The last self-service item found under the "View Time" folder is the link "Payable Time Detail" page. This page is helpful if you're looking to see if a specific kind of time (like a shift differential) was recorded correctly on the day it occurred. By clicking on this link you will see a list by date of the "Time Reporting Codes" we saw previously in the "Payable Time Summary" page. However, on this detailed page we can see the "Payable Status". This field indicates whether a TRC is "Estimated", "Sent to Payroll", "Taken By Payroll", or "Rejected By Payroll". "Estimated" means that the time has been processed by not yet sent over to payroll to be paid. "Sent to Payroll" means that the time has been sent to Payroll for payment to you. "Taken By Payroll" means that the time has been accepted by Payroll. "Rejected By Payroll" means that a problem occurred during the payroll process and this time was rejected. In this last case, please contact the Payroll Office to get this issue resolved. For "Estimated", "Sent to Payroll", and "Taken By Payroll" the "Reason Code" field will be blank. The "Time Reporting Code", "Quantity", and "TRC Type" are similar to what we saw on the "Payable Time Summary" page.
Errors in recording time are going to occur. Many times, employees forget to clock "In" or "Out". Corrections to time must be made through a Time Manager. You should know that the Payroll Office cannot make adjustments to your time. If you have multiple jobs and clock "In" or "Out" on the wrong job, you will need to correct it with both departments. The department with the incorrect punches will delete them while the correct department will need to add the punches.
If a Time Manager notices punches on their account that belong to you and they know you didn't work for them, they probably belong to one of your other jobs and so they may delete those punches without your knowledge. When such a situation occurs, the system will automatically send an email to the email address listed in your Personal Information page with information regarding the deleted punches. Please take this email to the appropriate Time Manager to have the punches added.
In order to avoid miscommunication, please make sure your email address is kept up-to-date and that you are checking your emails regularly. To update your email address, log into myBYU and click on Personal Information under the Communication Tab. Here you can change your email address.
The next section applies to Staff employees only. Student employees may now exit the training.
In the past, the University defaulted all staff employees to a minimum 80 hours per pay period. Staff will now be paid only for hours recorded in Y-Time. This means that if Y-Time shows only 75 hours recorded for you, including any sick and vacation time, you will only be paid for 75 hours. You should also know that the accrual for Sick and Vacation that happens each pay period will also be based on hours recorded.
Holidays are paid on the date that they occur. If a department requires you, as a staff employee, to work on a holiday, you can request to have another day off later in the year. When this occurs, you need to be aware that your paycheck will include both the hours worked on the holiday and the holiday hours. Later when you take the time off for the holiday, your paycheck will be short the 8 hours as that time had already been paid.
For example, if you were required to work President's Day and you worked the rest of the pay period, 8 hours each day, you would be paid for 88 hours in the pay period – 80 hours worked plus 8 hours holiday. Later if you were to take 8 hours off in March as your holiday, you would only be paid 72 hours for that pay period as you have already received the 8 hours paid for the holiday.
Please be aware that your sick and vacation accrual time will only accrue 80 hours per pay period, even when you have worked in excess of 80 hours. When you work fewer hours, you accrue less time to sick and vacation. In order to compensate for the under accrual of Sick and Vacation by taking the floating holiday, your supervisor will need to make an adjustment to your accrual. You will want to verify they have done this by reviewing your on-line timecard making sure that your accrual total is accurate.
For graduation days, the university has asked that employees of non-essential services leave campus at 2:30. If you work on that day, the system will review your total time and add up to 2 ½ hours to bring you up to no more than 8 hours worked for that day. Your Time Manager no longer needs to enter hours manually for you. When reviewing your timesheet, this time will show with a Time Reporting Code of 4PTNW.
As per university policy, funeral leave may be granted for close relatives. As you now get paid only for time recorded in Y-Time, your Time Manager will need to add these hours to your timecard in order for you to get paid for this time taken off.
Historically, employees who needed to take time off the second week in the pay period could work longer hours the first week and then "move" those hours to the second. In the new system, this movement of time will no longer be available. Supervisors can still allow, at their discretion, you to work overtime in week one and then take time off in week 2. However, your time will be paid as it was recorded, meaning that overtime will be paid in week one and fewer hours will be paid in week two. This change does not impact the department's ability to be flexible with your schedule as needs arise. The total amount paid to you as is the same as it was with movement of time. However, there is an impact on accruals for Sick and Vacation as accruals are based on hours worked up to a maximum of 80 hours per pay period.
Let's look at an example. An employee receives approval to work 42 hours in week one. The employee works 3 hours less in week two for a total of 37 hours. The total hours paid is 77 regular hours plus 2 hour of overtime which equates to 80 hours of regular pay. However, the accrual for sick and vacation time will be based upon 79 hours (77 regular plus 2 overtime) instead of 80.
Sick and vacation can now be taken in minute increments for Staff employees. If you only need 39 minutes of sick time to get your total hours for the week up to 40 because of a doctor's appointment, then you only need to enter 39 minutes of sick time instead of a whole hour. If you enter more time sick and vacation than is necessary to get your hours up to 40 for the week, the system will automatically trim back any Vacation and then Sick time entered until the regular hours plus vacation and sick equal 40. However, you should know the system does not automatically use sick and vacation to get an employee up to 40 hours for the work week. As previously discussed, employees are only paid for hours reported.
For example, you plan on taking Thursday off and on Monday you input 8 hours of Vacation into the Vacation Portlet. You end up working 34 hours on the other 4 days. At the end of the week, the system will recalculate your Vacation and only take 6 hours instead of the 8 that were reported. The other 2 will revert back to your available bank of time.
Within a few weeks of going live on the new system, you will be able to record your own sick and vacation hours by logging into myBYU. To see the sick and vacation portlet begin by clicking on the "Add Content" tab; Selecting "Tools" from the "Categories"; and finally selecting "Sick and Vacation" portlet. This portlet shows the hours worked each day in the pay period and allows you to enter sick and vacation time. You will be able to enter time for the current pay period and also the up-coming pay period. You will also be able to modify hours previously entered for those pay periods until the period is closed. Modifications and additions must be complete by 5:00pm on the Monday following the end of the pay period. If this day is a holiday, you will have until 10:00am on Tuesday.
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