Welcome to the BYU Time and Labor system training. This training will explain the significant changes that are about to occur with time recording and processing. The goal of the system is to increase accuracy and efficiency in time reporting while eliminating many of the manual processes performed in the past. The elements we are going to discuss from the Time Manager's perspective are:
The University has historically defaulted full-time staff to 80 hours worked for the bi-weekly pay period. This 80 hour default meant that even if the employee only clocked into KRONOS for 1 minute, the PeopleSoft HR system paid them for 80 hours worked during that pay period. The only way to change this was for the KRONOS manager to reduce that defaulted time by using the MINUS REG pay code and inputting the number of hours that the employee did not work.
With the change to the BYU Time and Labor system, the University will no longer default full-time staff employees to 80 hours for the pay period. Rather, employees will now be paid only for hours recorded in Time and Labor.
With the change in not defaulting to 80 hours we have also implemented a change in the accrual and use of Sick and Vacation time. Leave now accrues based on the total hours worked in the biweekly pay period for a maximum of 80 hours during those 2 weeks. Leave time can also now be taken in one minute increments instead of the 1 hour minimum that we had in the past. This change relates only to Staff employees. When using Sick or Vacation, the maximum number of hours granted for that week is 40 hours. If an employee enters more sick and/or vacation hours than are needed, the system will trim these hours back to 40, reducing first any Vacation hours and then reducing Sick hours. Although the system will reduce sick and vacation hours that push time above 40 hours for the week, the system will not automatically add sick or vacation time to employees whose time is less than 40 hours for the week. As previously discussed, employees are paid for hours reported.
Example: an employee plans on taking off Thursday. On Monday they input 8 hours of Vacation into the Vacation Portlet. Then, they end up working 34 hours on the other 4 days for a total of 42 reported hours for the week. At the end of the week, the system will recalculate the Vacation hours taken and reduce the hours from the previously reported 8 hours to 6 hours for a new total of 40 hours for the week. The other 2 hours will revert back to the employee's available Vacation balance.
In reviewing the Timesheet, leave taken will be shown with the Time Reporting Code of 4VAC for Vacation and 4SICK for Sick leave. Also because Sick and Vacation can now be taken in 1 minutes increments, calculating and entering of Straight-time Overtime (STOT) is not needed or allowed.
Holidays are paid on the date that they occur. If a department requires a staff employee to work on the holiday, they can elect to give the employee another day off later in the year. When this occurs, the employee needs to be aware that the paycheck they will receive for that pay period will include both the hours worked on the holiday and the holiday hours. Later, when they take the time off for the holiday, their paycheck will be short the 8 hours as they were previously paid for this time.
Example: if an employee were required to work President's Day and worked the rest of the pay period, 8 hours each day, they would be paid for 88 hours in that pay period – 80 hours worked plus 8 hours holiday. Later if they were to take 8 hours off in March as a holiday, they would only be paid 72 hours for that pay period as they have already received the 8 hours paid for the holiday.
An important point to be aware of is that the employee's sick and vacation accrual time will only accrue at 80 hours per pay period as previously mentioned even if they have worked in excess of 80 hours. In order to compensate for the under accrual of Sick and Vacation for taking the floating holiday, you, as the Time Manager, need to make an adjustment to the timesheet. To correct the under accrual , the Time Manager needs to input on the employee's timesheet 8 hours of elapsed time using the Time Reporting Code of 4FHOL. Time Managers should communicate to employees that they may want to verify the accrual total which is recorded each week on the Employees Timesheet under employee self- service.
For graduation days, the university has asked that employees of non-essential services to leave campus at 2:30. If an employee works on that day, the system will review their total time and add up to 2 ½ hours to bring them up to no more than 8 hours worked for that day. The Time Manager no longer needs to enter hours manually. When reviewing the timesheet, this time will show with a Time Reporting Code of 4PTNW. Time Reporting Codes or TRCs will be discussed in greater detail later.
Per university policy, funeral leave may be granted for predetermined close relatives. As a Time Manager you will need to add these hours to the employee's timecard in order for them to get paid for these hours. To pay the employee for this leave, you will need to use the Time Reporting Code of 4PTNW and enter an elapsed time.
There will be no movement of time in the new system from one week to another. Supervisors can still allow, at their discretion, employees to work overtime in week one and take time off in week 2. However time will be paid as worked – Overtime in week one and actual hours in week two. This change does not impact the department's ability to be flexible. The amount paid is the same as it was with movement of time. However, there is an impact on accruals for Sick and Vacation as accruals will be based on hours worked for a maximum of 80 hours per pay period.
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 is only 79 hours (77 plus 2).
Now that we have discussed some of the changes, we are now going to explain the different processes of the new system, helping you to understand your Time Manager role. We will also walk you through performing some of your responsibilities.
In order for the rules to be applied to hours input either by the employee or by the Time Manager, the Time Administration process must have run. Payroll plans on having this process run twice each day -- once at noon and again at midnight. This process also prepares time to move over to the payroll system for payment each pay period. Because of this process there is no longer a 3pm sign off on Monday. As long as your changes are entered by 8:00am on the day that we process payroll (which is generally Tuesday), we will process those additions. Because payroll is based on the Time Administration process being run, the payroll office may choose to run that process multiple times during the processing day. This means that changes that are input after 8:00am on processing day may also be picked up and processed by payroll. Be cautious, however. Do not expect time that you enter after 8:00am on processing day to be processed and paid as the Time Administration process is not scheduled to run again until after payroll is completed.
We have established several unique rules for those areas with special needs, (i.e., shift differentials and shift premiums). We have also created rules to review and adjust Sick leave and Vacation hours, input holidays, and calculate overtime to minimize manual entries and the Time Managers efforts.
In order to make your job as Time Manager easier, we have modified several areas of the delivered functionality to fit the needs of the university. One of these areas is the Timesheet Summary view. This timesheet area is the starting point for reviewing most issues related to your employees. You will probably spend most of your time using this function.
To access the timesheet you must have the security rights to the University's Time and Labor. If you don't have access to the Time and Labor timesheet, please contact John Young at 2-8650.
With proper access, log into myBYU and select the menu from the Campus Links box. Once you have clicked the button, an expanded list of other menu options will appear. To access the Manager areas, select Human Resources/Payroll from the list. Next, click on the "Manager Self Service" tab -- another set of options should appear. Select the first line titled "Time Management." After you have clicked on the "Time Management" option, the final menu will appear. Click on the option titled "Report Time". Finally, click on the option titled "Timesheet."
After you have clicked on the "Timesheet" option you will be on the Timesheet Summary page. This is a page that you as a manager will come to know very well. A new feature of this system is the option to search for an employee's timesheet by using a variety of searching or filtering criteria. The 2 quickest ways to search are either "Time Reporting Group" or "Empl ID". If you choose "Time Reporting Group", you will search for a group of employees using the code under which employees are grouped. This code is your departments 4 digit Department ID.
The "Empl ID" option allows you to search for a particular employee by entering their 9 digit ID number. You can also search for the employee by his or her last name. You may also want to narrow the search by including their first name on the "First Name" line. The "Workgroup" criteria will allow you to narrow your searches to different classes of employees such as Student, Part-time, or Full-time. Using any one or a multiple of the above described filtering options will assist you in finding your employees timesheets.
The other search methods: Employee Record, Job Description, and Department have limited functionality and will not be discussed further. You are welcome to investigate these other options, but in most cases they may not return the results that you would have expected or hoped for.
Once you have entered the desired search criteria you will now be able to review employee's timesheets by clicking on the "Get Employees" button.
A list of employees should now populate from your search criteria. This information is returned based on the date entered in the "Date" box. If you have not changed the date, it will default to the Current work week. Notice that you can change the week by selecting the "Previous Week" or "Next Week" buttons. This list of employees has the following headings:
Clicking on any of these column headings will result in sorting based on that column. Also the order of these columns as they appear can be changed by selecting the customize button on the blue bar.
The next step is to select an employee from the list. This will take you to their timesheet. Once on the timesheet, you have access to correct, delete, or add time. All reported time is entered or modified through the Timesheet. When working with time, it must be entered in sequential order within a line with earliest times first. Also you either need to enter the time as clock time with the AM or PM designation or as military time. Time without a designation will be assumed to be AM.
For example an employee forgets to clock in on Monday, September 19th, at 8:00 am and also at Noon but then punches in, after lunch, at 1:00 pm and then out at 5:00pm. If on that day, you then enter 8am "In" and 12:00pm "Out" it will give you the following error when you press the submit button:
To resolve this error, you must add a row by selecting the plus button at the right of Monday, September 19th. This will add a blank row. You can then input the 8:00am into the "In" box and 12pm for the "Out" box on that new row. Finally, click submit to save the changes and the punches are then inserted in the correct order. You are permitted to make multiple changes before clicking submit.
Another important aspect of the timesheet is the time reporting code or TRC. A TRC is a way in which to identify the entry such as Regular Time, Sick and Vacation Time, Bonuses, Commissions, etc. A few of these TRCs were previously mentioned in the sections regarding floating Holiday, Graduation hours, Sick and Vacation leave, and Funeral Leave. Each class of employees has a unique set of TRCs.
It is important to know that all reported time needs a TRC associated with it to be paid. However, this does not mean that you are required to input the TRC. If you are entering Regular time it is best to leave the TRC blank and let the rules determine the appropriate code. Please be careful when using these TRCs for the first time as many of them are used in rules to create supplemental payments and may create unwanted overpayments or underpayments. If you have questions about which TRC to use, please call the payroll office for assistance.
Also, holidays are controlled by the Holiday Schedule and are awarded based on that schedule. Therefore the Holiday TRC (4HOL) cannot be used for any other days. Also, be aware that you cannot remove hours for a holiday as they do not show on the timesheet and are controlled by rules. To view Holiday pay, you will need to view Payable Time. Payable Time will be discussed later.
One other TRC to be aware of is "Paid Time Not Worked" or "PTNW". Paid time not worked is to be used SPECIFICALLY for funeral leave and for time generated by a few rules such as snow days and graduation hours as designated by University administration. As Time Managers you will only use this TRC for Funeral Leave time.
Corrections for previous pay periods are made in the pay period where they should have occurred. In order to make corrections to a prior period, enter the appropriate date and employee ID from the selection screen. This will allow you to go to the appropriate timesheet. Make the correction and submit. The system will then process the correction of time on the next paycheck. Be aware that it will calculate the payroll based on the hourly rate that was paid as of that previous time period – No adjustments need to be made in the time to adjust for a different pay rate. Any adjustments that need to be to a pay period prior to November 12th (the date we went live on this system) will need to be sent by email to firstname.lastname@example.org.
Just as with the previous system, your responsibilities as a time manager will include the need to help employees fix missed punches and resolve exceptions that may occur. Much of the process is still the same in Time and Labor but there are a few minor changes to be discussed in this section.
Although there are several exceptions that can occur, the one most likely to occur is missed punches. Missed punches can occur in many different ways:
When any of these occur, they are considered to be missed punches and the result will cause the "Exception" icon to be present on the Timesheet screen. After a time manager makes a change to an employee's timesheet, the employee will receive an email informing of the change made. The time manager's work email will also be copied. To change your work email, visit https://y.byu.edu/ry/ae/prod/person/cgi/address.cgi and click on "Email Addresses" to enter the email.
There are two ways of determining which employees have exceptions. The first is to navigate through the system to the "Exceptions" page. In order to do this you should click on the "Manager Self-Service" menu option, then on the "Time Management" option. Next, click on the "Approve Time and Exceptions" option, and finally on the "Exceptions" option. Enter your search criteria as shown earlier in the "Timesheet" discussion. This will result in a list of all of the exceptions that are found on the timesheets of your employees. This page should be used as a reference page as there are no hotlinks that direct you to the corresponding timesheets.
The second way is to navigate to the timesheet as described earlier. On the timesheet summary page you will notice that there is a column entitled Exceptions. (Most of the time this column will be empty.) When a punch is missed or another exception has occurred a checkbox will appear in this column. You can then select the employee with exceptions and make the necessary correction. Lines needing correction will have an icon in the exception column as shown below:
The icon will always be the same regardless of the exception and it is easy to recognize. As you can see on the screen now, the icon is a little clock with a red exclamation point.
If you do not understand the reason for the exception, you can click on the exception icon and it will bring up a description page stating the reason for the exception or exceptions. In order to correct the problem, click "Return to Previous Page" which will take you back to the Timesheet where you can correct the error. After you have corrected the error, click on the Submit button found at the bottom of the Timesheet. It is important to know that in order to save any corrections, ALL exceptions on the page for missing times must be corrected. However, you can make changes to a day and save them by changing the "View by" from "Calendar Period" to "Day" and then input the date that you are correcting. You can now make corrections to that day and submit it. Please note that the icon will not disappear until the Time Administration process has run again.
Let's do an example to make sure that you fully understand this concept.
A student employee begins working at 10:00am. They then clock out for class at 11:00am. When they return at 2:30pm, they forget to clock back in. However, when leaving for the day at 4:00pm they remember to clock out. This creates an exception for the missed "In" punch.
As the Time Manager, how would you see the description of the error on the timesheet? If you said "Click on the Exception ICON", you are correct. Clicking on the ICON will take you to the exceptions explanation page. Which button must be pressed in order to return back to the time sheet? (Return to Previous Page)
To correct this error, enter 2:30 PM in the time box that is missing time. Now click the button that will submit this change to the system.
While missed punches are a big part of the exceptions that will occur on the time sheet there are still a number of other exceptions that may occur. One of these exceptions is the "incorrect status" exception. The "incorrect status" exception occurs when an employee has been assigned a status in the system such as "terminated" or "on leave". This exception occurs if the employee tries to record time and is not an active employee. Correcting this exception will require a little more than simply making edits on the timesheet. If a correction is needed you will first need to correct the status issue. This is generally done through the ePAF system. If you have any questions or problems that have to do with ePAF, you may contact either the Student Employment or the Staff Employment offices.
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 the timecard, and the device location of where the punched occurred. 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.
Payable time is the time that will be paid once the Time Administration process has run and rules have been applied to the hours submitted on the timesheet. This is how Overtime, Shift differentials, and on-call weeks are calculated. Holidays are also calculated based on a Holiday schedule in the system.
In order to view Payable Time you can click on the following menu links. Main Menu > Manage Self Service > Time Management > View Time > and then Payable Time Summary.
You are now able to select an employee to view. An example is shown below.
In this example, we can see that this employee is being paid for 24.30 Regular hours, 7.70 Hours Vacation, and 8.00 hours of Sick. The breakdown of the hours is by TRC and is also broken down by daily totals. If we look at Tuesday, October 4th, we see that the employee is being paid for 8.08 hours of Regular time. If overtime were being paid, it would show the total hours of Overtime and to which days the overtime applied.
Each pay period all reported time is guaranteed to get processed if it is on the Timesheet by 8:00 am on the Tuesday after the end of the pay period. Any reported time entered after this deadline may not be included and if not included will be processed on the next payday. If a Holiday occurs on Monday or Tuesday after the end of the pay period, this time will be extended.
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