Slide 1 FastFacts Feature Presentation August 9, 2016 © 2016 The Johns Hopkins University. All rights reserved. To dial in, use this phone number and participant code… Phone number: Participant code: To participate via VoIP… You must have a sound card You must have headphones or computer speakers
Slide 2 Today’s Topic We’ll be taking a look at… Changes to the E210 system
Slide 3 Today’s Presenter Cynthia J. Addison Manager, HR Business Services Central Human Resources
Slide 4 Session Segments Presentation Cynthia will provide an overview of changes to the electronic time and attendance form. During Cynthia’s presentation, your phone will be muted. Q&A After the presentation, we’ll hold a Q&A session. We’ll open up the phone lines, and you’ll be able to ask questions. Cynthia will answer as many of your questions as time allows.
Slide 5 Contact Us If you would like to submit a question during the presentation or if you’re having technical difficulties, you can us at:
Slide 6 Survey At the end of this FastFacts session, we’ll ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.
Slide 7 How To View Full ScreenHow to View Full Screen Click Here
Slide 8 E210 Changes August 2016
Slide 9 Agenda Today we’ll be covering… Administrative options Approval and submission reminders Vacation/sick payouts Revised reporting New codes Troubleshooting and help
Slide 10 Administrative Options Overview Assign a supervisor: Enter the supervisor’s PERNR in the Supervisor field. Verify the employee’s hours per day and change the employee's schedule if it is different than the default schedule. Change the eligibility date if not the same as hire date. Temporarily change Master data in E210 : Employee Group Status Code (Active, LOA, Terminated) FLSA Status Total Hours Worked Personnel Subarea Standard Day Central HR only: Current Month Accrual Administrative Transfer Functionality Vacation Earnings Override
Slide 11 Administrative Transfer Used for individuals whose eligibility for sick/vacation accrual is before their SAP hire date. Two types: Admin Transfer/Reinstatement Individuals reinstated or administratively transferred prior to July 1, 2013 Eligible for vacation accruals up to 44 days Admin Transfer/Reinstatement After 7/1/13 Individuals reinstated or administratively transferred after July 1, 2013 Eligible for vacation accruals up to 22 days Can only be updated by Central HR.
Slide 12 Administrative Options Overview
Slide 13 Overview - Weekly Procedures Non-Exempt Employees & Timekeepers/Supervisors Non-exempt employees Submit E210 following each work week. Submission can be Friday or later; must be by Wednesday of the following week. Timekeepers and supervisors and/or departmental HR Ensure non-exempt employees submit timesheets following each work week. Review non-exempt employee timesheets each week. Do not approve the month until the final week is submitted by the employee. Review E210 Overtime report to determine overtime earned the previous week. Process ISRs (overtime or reductions in pay) by appropriate ISR due date as necessary. E210 activity (rolling out to the entire University FY 2017) sent Mon/Wed evening reminding non-exempt employees to submit previous week’s timesheets. Supervisors copied on Wednesday s if non-exempt employee has not submitted E210 for the previous week. If you have questions, reply to original or use keyword non- exempt in subject line to receive priority. 13
Slide 14 Entering Codes Exempt Non-Exempt (Hourly)
Slide 15 Submit Errors and Warnings Common errors and warnings: Not enough sick or vacation time. Floating holidays in ½ day increments. If a person is part-time, his or her schedule may need to be adjusted. Vacation accrual limit warning - approximately 2 days. Vacation accrual limit reached message. Submitting months out of order. Codes on E210 cannot be changed once the month is locked down.
Slide 16 Approval Reminders Applies to Exempt Staff Only Reminder s are sent to exempt staff who have not already submitted a timesheet for the past month on the 1 st through the 10 th of each month. Reminder s are sent to their supervisors for timesheets not already submitted and/or approved by the 15 th of each month.
Slide 17 Submission Reminders Applies to non-exempt, non-bargaining unit employees. Are being rolled out to the entire university population this fiscal year. Standard work week (Monday – Sunday). sent to employee on Monday if E210 not submitted for the prior week’s work. sent to employee and supervisor on Wednesday if E210 is not submitted by Monday.
Slide 18 Vacation/Sick Payouts Vacation payouts can be paid out at termination after 120-day probationary period has been completed. Vacation and sick payouts can be paid out to eligible retirees. Retirees have 10 years of continuous FT/PT service and are at least 55 years old, or 30 years of continuous FT/PT service with no age requirement. Sick accrual over 45 days can be paid out. Once “T” code has been entered, click on the Payout buttons to determine the payout amount.
Slide 19 Vacation/Sick Payouts
Slide 20 Sample Reports for Timekeepers Code Report – All employee and absence codes selected by you. Revised August 2016 Supervisor Listing – All employees listing their supervisors and missing supervisors. Missing/Terminated Supervisors – A list of missing/terminated supervisors in your department/division (terminated supervisors added August 2016). Submission and Approval Status – All employees showing the last time their E210 form was submitted and approved. Timekeeper Listing – Timekeepers for your department.
Slide 21 Sample Reports For Timekeepers Schedule Discrepancy Report – Employees that have a discrepancy between scheduled and standard hours. Defaults Non-X – Shows when the default code for an E210 is not X (working); debut August 2016.
Slide 22 Revised Code Report August 2016
Slide 23 Revised Code Report
Slide 24 Comments Comments should be made on all P, W, FRL, and UC codes. Please include dates and initials. No health details please! An adjustment will insert a comment. Terminations and NBS codes will automatically insert a comment.
Slide 25 E210 Help Pages
Slide 26 E210 Help Pages
Slide 27 E210 Help Pages Help for Employees Help for Supervisors and Timekeepers
Slide 28 E210 Help Pages
Slide 29 Other Resources Employees are encouraged to go to their supervisor or timekeeper for help. Timekeepers should go to higher level timekeepers for help or check with their Central HR office. Timekeepers should send or call the Help Desk, HELP(4357), to log a Include the employee PERNR and as much info as possible. Remember to include “non-exempt” in the subject line if your inquiry is about a non-exempt, non-bargaining unit employee. Help desk calls are routed to the appropriate personnel and will be addressed promptly. FastFacts on FLSA Compliance: cmE8VIEeq49ij0bWU%3d&CID=89 cmE8VIEeq49ij0bWU%3d&CID=89
Slide 30 Conclusion Today we covered… Administrative options Administrative transfers Code placement/new codes Vacation/sick payout functionality Enhanced reporting options Troubleshooting and help
Slide 31 Q&A We’re going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. We’ll be answering questions in the order that we receive them. We’ll also be answering the questions that were ed to us during the presentation. If there’s a question that we can’t answer, we’ll do some research after this session, and then the answer to all participants.
Slide 32 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please us at:
Slide 33 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… Thanks again!