ESS - Time & Labour - Employee Welcome everyone! Sign into PeopleSoft and navigate to your time sheet. Caution – eyes to yourself as your hourly rate is displayed on your timesheet. If you are not comfortable then sign on to the online training materials. ESS - Time & Labour - Employee 2018

Navigation to PeopleSoft – Time and Labour 1 - Click on Bear Tracks 2 - Bear Tracks – Single Sign On 3 – Click Time and Leave Link 4 – Click Home Link on upper right of screen 5 – Self-Service Center > Time Reporting > Report Time The quickest way to the timesheet is to go through Bear Tracks. Where you would go to view your Pay Cheque. Bear Tracks is a portal to PeopleSoft Click Time and Leave Link Click the Home button on the upper right corner of the screen takes you to your home landing page. Left side of the screen in a Navigation collection of Employee Self Service links.

Online Training Materials A quick reminder where to find all online training material. U of A home page. Click on Faulty and Staff. Scroll down to My Employment Click Employee Self Service – You may want to bookmark this page for quick reference. Click on Time and Leave link The online learning session is a video of the time sheet system broken down by topic. The Training Guide is a PDF format of the online video Before go-live please make sure you go through the online materials

Time and Labour Time Entry Rules Employees and Supervisors Limitations for prior period Time Entry timesheet corrections - Employees and Supervisors will have a 1 month limitation (current semi-monthly pay plus two more) Future Time Entry up to 3 months in the future Salaried vacation hours General Illness based on Doctors note of Leave expectation Hourly Employees do not enter future dated hours As an employee, you can enter time for the current pay period in addition to 2 prior pay periods. As an hourly employee, you are expected to enter your time at the end of every shift worked. No time is entered, no Pay! Hourly employees do not enter future dated hours. Salaried employees will enter exception time (Vacation, casual illness, etc.) in the pay period it was taken. The Timekeeper (Introduce the Timekeeper) is there to help you when you have questions.

Self-Service Center – access to pages you would select as an Employee PeopleSoft Home Page Self-Service Center – access to pages you would select as an Employee Main Menu – access to pages in PeopleSoft HCM based on your role If you get lost click If you are navigating through out PeopleSoft and want to start over, Click Home!

Self-Service Center – Report Time Once in PeopleSoft, click on Report Time then timesheet

Self-Service Center - Benefits REMEMBER – Always go to the Online Training Materials BEFORE you start a Benefits Change Employee Self Service also impacts your Benefits.

Employee Time Entry – Reporting Time - Highlights Detailed time entry instruction accessed through the Online Training Material Timesheet will default to the current pay period Change the View By from Calendar Period to Week which will show the first week of the pay period in the view Use one Time Reporting Code (TRC) per row Do not enter “0” on the time sheet – Leave blank if no hours to report Don’t forget to Click Submit and OK

Reviewing Reported Time - Highlights Sign into PeopleSoft Click on Report Time Click on Timesheet Click on Exceptions Tab at the bottom of the Timesheet Make corrections where appropriate Click on Payable Status Tab Make note of any Pushed Back Correct as directed and resubmit Enter hours worked as per your Faculty Guideline

View of Timesheet at Sign On Timesheet will default to Calendar Period – Time Reporting Code’s are based on Employee Type

Timesheet Notification Error Exceptions Timesheet Notification Check the Reported Time Status after Time Admin process for any error exceptions – click on the error icon Correct the exceptions as soon as possible and resubmit to Supervisor

Error Exceptions After Time Administration runs at Noon and 7 pm Error Exceptions could be created Check your time sheet to ensure no errors have been identified – Click Exceptions tab – Keep the timesheet view default to Calendar Period Correct the error as directed – Enter comment in the comment box – Click on Update Exception and Click OK Error Exceptions will only show in the week you have displayed on the timesheet Review the Leave/Compensatory Time tab – shows vacation hours and banked time Will not show Casual Illness balance – Employee must ask the Supervisor for their casual hours balance

View of Submitted Employee Timesheet Hover over Business Title under name to find weekly hours View of the Timesheet once time has been submitted Ensure comments are entered whenever you submit Overtime Note the Reported Status of Submitted Hours Change your view of the Timesheet to Week

Employee Timesheet – Payable Status Check Payable Status once Time Admin has run Correct Pushed Back Time as soon as possible Pay Attention to Pushed Back Time

Employee Timesheet – Leave/Compensatory Time Check Leave Balances before submitting time for that TRC Casual Illness Balances must be given to you by your Supervisor

Time & Labour – Process Timeline Timing is everything! We are implementing a streamlined Time Submission and Time Approval Process Employee Time Entry – ‘Reported time’ is entered on the timesheet – by employee, timekeeper or central payroll Validation upon Submit performed immediately upon clicking Submit on the timesheet, and will stop invalid entries from being saved. These include: Invalid Leave Balance, invalid compensatory time (Banked time), over 24 hours in a single entry of worked hours, invalid quantity, etc. Time Administration Process – System Validation against business rules – runs at Noon and 7 pm – the hours should be ready for the Supervisor to approve at least 2 hours after Time Admin runs. Error Exceptions Error Exception will occur as a result of the time administration batch processing that validates time entries against business rules. A full list of common exceptions will be provided. Approver Actions Payable Time = hours that have been validated through the system (employee time submitted) Pushback – Approver doesn’t agree and pushes back to employee to fix (employee gets an email in the email Inbox alerting the need to fix timesheet Modify – approver makes changes and changes are auto approved – No Notification to the employee occurs – Recommend that the Supervisor sends a note to the employee when they correct/change a timesheet on behalf of their employee Approve – Approver agrees to time submitted Pay Processing – approved time to be processed for pay

Employee – How to Correct Push Back Time Step 1 – Employee receives email - there is time to correct Step 2 – Click on the link in the email Step 3 – Link takes you to your timesheet Step 4 – Review comments by the Supervisor of what to correct and why Step 5 – Click on the Payable Status tab at the bottom of your timesheet to ensure you are correcting the hours in question – See example on next slide

Employee – How to Correct Push Back Time Step 6 – On the timesheet click on the hours in question Step 7 – Blank the hours out Step 8 - Click submit Step 9 - Enter in the correct hours as directed and click submit again

Employee - Push Back Time But the time is CORRECT Make a note of the time that was submitted correctly Delete the timesheet entry for any time that has been pushed back and click submit Wait for the Noon or Nightly batch processing to validate the time transactions This step will remove the push back status as the transaction no longer exists The next day (or afternoon) add the time transactions back in and submit again for approval through the Noon or Nightly batch process REMINDER: Time Administration batch runs Monday - Friday

Pushed Back Time Past 4 Months Stale Dated Pushed Back Time Pushed Back time will never be reprocessed by Time Admin until it is corrected What does that mean to the employee – employee will NEVER be paid those hours until it is corrected and resubmitted to the Supervisor for approval The Supervisor and Employee can correct the time sheet in the current pay period as well as 2 prior pay periods If the hours are not corrected by the employee or Supervisor, the Timekeeper can go back 8 pay periods to correct After 4 months the hours will be deemed stale dated and Central HR will remove the pushed back hours from the employee timesheet This Central HR process will be performed at the end of each pay period