Time and Labour for Supervisors 2018

Online Training Materials Before you sign into PeopleSoft, navigate to the online training material. Navigation Path: U of A Home Page > Search HRS > Managing & Administration > Learning Reference Material > Managers Supervisors and Team Leads > Payable Time Approval All the Quick Reference Guides for approving payable time are housed here.

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 Manager Dashboard – access to information if you have Direct Reports If you get lost click 4

Self-Service Center - Benefits REMEMBER – Always go to the Online Training Materials BEFORE you start a Benefits Change Employee Self Service includes online self service of benefits. If you have a baby, require a beneficiary or dependent change or get married or divorced, you can do this all through the online process by clicking on the links shown on the slide. Before you start any online changes however, make sure you go to the online training material and read through the topic as you work through the PeopleSoft eBenefits changes. 5

Manager Dashboard Manager Dashboard Manager Dashboard is available if you have Direct Reports – Dynamic Assignment Made up of 7 sections of information Meant to be a one stop shop for information and tasks a Supervisor would perform – Daily, weekly or at Payroll Cut-off If the Supervisor has more than one Job – Employees will be displayed as per their reporting relationship Dashboard information displays employee job information Leave balances at a glance Pending time approvals Alerts for temporary employee with end date of appointment Quick Links to HR Operational Reports and Time and Labour WorkCenter The Manager Dashboard is assigned dynamically to anyone who has Direct Reports. No direct reports no dashboard. Most important sections are Direct Reports and Pending Payable Time. 6

Manager Dashboard - Direct Line Reports Can export information to Excel spreadsheet Displays a list of employees who report to the Supervisor – Summary Tab Provides basic information about your employees – Job Details Tab Provides Vacation and Leave Balances – Time Tab Sick Balance is General Illness Hours – Casual Illness can be viewed on the Employee time sheet Compensatory Time is Banked time hours Ensure all Supervisors direct reports show in this section. If someone is missing, reach out to your Department Contact to make a correction on their PeopleSoft Job record. 7

Manager Dashboard – Direct Line Reports Ensure all Direct Reports are showing on the Summary page of the Direct Line Reports Section 8

Manager Dashboard – Direct Line Reports Job Details Job Details Tab – Empl ID is most important for Employee Search 9

Manager Dashboard – Direct Line Reports Contact Information 10

Manager Dashboard – Direct Line Reports Time Information Time Tab reflects balances for employees who are eligible for Vacation, Banked Time or General Illness. Casual Illness balance and Special Leaves is shown on the employee timesheet – Employees do not have access to these balances. 11

Manager Dashboard - Alerts Displays on the Manager Dashboard only Notifications will show 90, 60 and 30 days out from the Job Expected End Date or Leave of Absence Expected Return Date No emails are sent Department HR Contact can run a report for these Temporary employees Business process requires discussion on the management of these alerts When decision has been made, delete the Alert by clicking on the Ensure you have a business process for the Temporary Employee. If employees are not extended, access will be termed at the end of the day on the Alert. Employees who are returning from leave, if not actioned, will remain on leave and unpaid. 12

Auto Termination – Manager Dashboard Alerts Manager Dashboard – Auto Termination Alert and Return from Leave 13

Manager Dashboard – My Reports HR Operational Reports will show here Will show last 5 Reports you ran To Retrieve the Report – Click on Report Link 14

Manager Dashboard – Pending Payable Time Pending Approvals To approve the Pending Approvals always process from the Time and Labor WorkCenter 15

Quick Links Quick access to commonly used pages in PeopleSoft HCM Pagelet – Quick Links Quick Links Quick access to commonly used pages in PeopleSoft HCM Access to the Time and Labour WorkCenter Access to links may vary depending on your PeopleSoft HCM security 16

Reports from Time and Labour WorkCenter Reporting Reports from Time and Labour WorkCenter Click on Reports/Processes tab Queries - Top section Reports – Bottom section 17

Example: Leave Balance Report Leave Balance Report - CSV 18

Time & Labor Timeline 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 Error Exceptions Error Exception will occur as a result of the time administration batch processing that validations time entries against system 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 Modify – approver makes changes and changes are auto approved Approve – Approver agrees to time submitted Pay Processing – time to be paid 19

Prior Period and Future Time Entry Time and Labour Rules Prior Period and Future Time Entry Timekeepers have access to enter Prior Period and Future Time Limitations for prior period Time Entry transactions Timekeepers have a 4 month limitation (current semi-monthly pay plus eight more) Employees and Supervisors have a 1 month limitation (current semi-monthly pay plus two more) Any entries outside of these windows will be sent to Central HR to be entered (1 year limitation) Future Time Entry up to 3 months in the future, for all levels of access Salaried vacation hours General Illness based on Doctors note of Leave expectation Supervisors are required to stay within the 1 month window for correction and approval.

Time and Labour WorkCenter The dashboard for all Time and Labour tasks Shows the number of employees who have time waiting for approval Can view an employees timesheet or just the hours submitted Supervisors can enter or modify time on behalf of an employee Supervisors can pushback time to an employee for correction Reports and Queries are available to run from the WorkCenter 21

Manager Time and Labour WorkCenter Time and Labour Landing Page – Click here and it will bring you back to this page 22

Manager Time & Labour WorkCenter – Error Exceptions Step 1 - Click Manage Exceptions Step 2 – Click Get Employees 23

Manager Time & Labour WorkCenter – Error Exceptions Step 1 - Manage Exceptions Low Severity will not stop payment High Severity will stop payment 24

Manager Time & Labour WorkCenter – 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 25

Manager Time & Labour WorkCenter – Approve Time 26

Manager Time & Labour WorkCenter – Approve Time Step 2 – Pending Payable Time - Review 27

Manager Time & Labour WorkCenter – Report Time Step 3 – Report Time on Behalf of your employee 28

Manager Time & Labour WorkCenter – Modify Time Step 4 – Modify Time – On the employee timesheet – Adjusted Time 29

Manager Time & Labour WorkCenter – Modify Time Step 4 – Modify Time – On the employee timesheet – Adjust Reported Time – Remember to add a comment when adjusting an employee timesheet 30

Manager Time & Labour WorkCenter – Modify Time Step 4 – Modify Time – On the employee timesheet – Adjust Reported Time 31

Example: Pushing Back Payable Time Step 5 – Pushing Back Payable Time Click the Select box of the hours you want the employee to fix DON`T send all hours back just the incorrect ones! Click Push Back – Click Yes on the Message Box Click OK The employee will receive an email in their Inbox. 32

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 back 2 pay periods If the hours go uncorrected by the employee or Supervisor, the Timekeeper can go back up to 8 pay periods to correct – known as the 4 month window for correction If the hours are still not corrected in the 4 month window, 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

Manager Time & Labour – Employee Timesheet Casual Illness and Special Leaves – Shown on Leave/Compensatory Time tab on the employee time sheet 33

Manager Time & Labour – Employee Timesheet Leave Balance Details – Will show detail of all leaves taken Click on icon to see all detail 34

Manager Time & Labour – Employee Leave Detail 35

Banked Time TRC 660 Explanation Banked Time Premium – TRC 660 Supervisors will only see this TRC for approval when employee banks time (TRC 661 or 662) – ALL TRCs must be approved. Employee enters Banked Time on timesheet Time administration runs and creates the OT Bank Time Premium TRC Hours will show on the Banked Time History on the employee timesheet When an employee banks time they will select TRC 661 or 662 The Supervisor will see 2 TRC’s – the hours banked and the premium This only happens when an eligible employee Banks time Remember to approve both transactions

Banked Time TRC 660 Explanation cont’d Banked Time Premium – TRC 660 Example: 2 Hours Banked @ 1.5x = 2 Reg Hours Banked + 1 Hour OT Premium Banked 2 Hours Banked @ 2x = 2 Reg Hours Banked + 2 Hours OT Premium Banked This is an explanation of the premium versus the hours worked and how it will look on the History page of the employee time sheet.

Supervisor MUST Approve Negative Hours Employee Removes Approved and Paid Hours from time sheet – Supervisor MUST Approve Negative Hours Do Not PUSH BACK An employee submits vacation time and the Supervisor approves the hours. The employee comes back from vacation a day early. They remove the vacation hours from their time sheet for that day and submit to the Supervisor for approval. The Supervisor will see these hours as a negative

Supervisor – Payable Time – Negative Hours Payable Time Offsetting Entries Navigation: Main Menu > Manager Self Service > Time Management > View Time > Payable Time Detail This report shows an Example for Feb 22, 2016 Negative hours of -7.00 – these are approved hours removed from the time sheet - Distributed Positive hours of 7.00 – these were the original hours submitted and approved - Distributed Next 4.00 hours are how the hours should have been entered and submitted for approval NOTE: Not all negative entries will be offsets - For example: Leave without pay is entered as a negative transaction

Supervisor Approves Hours – Payable Status Approved Supervisor Pushes Back Negative Hours If a Supervisor does PUSH BACK negative hours, these hours will remain in the Pushed Back Payable Status until corrected Contact the Employment Advisor that supports your business unit A manual intervention for these hours is required by the HR Technical team to fix These negative hours will display in your audit report that is run by your Department Timekeeper until the hours have been fixed manually These hours could have employee pay impact. PLEASE approve these transactions. Review the slide - Message – do not push back Negative Hours – very difficult to fix – which could be pay affecting

Supervisor – How to Push Back Time Step 1 - From the Time and Labour WorkCenter click on Pending Payable Time Step 2 - Select the employee you want to review Step 3 – If there are multiple days of submitted time, select the day and time reporting code that requires correction Step 4 - Enter a comment in the comments section on what to correct Step 5 – Click the Select box of the hours that require correction Step 6 – Click Push Back *DO NOT Push Back the entire week unless all time requires correction* Although pushed back time was used to demonstrate how to modify time, it is important to understand the details around the process for pushing back time and then how to correct pushed back time.

Supervisor – How to Push Back Time Step 7 – Click on Yes Step 8 – Review balance of submitted hours – Select and Approve

Timekeeper/Supervisor - Correcting Push Back Time Step 1 – Go to the employee time sheet Step 2 – Click on the hours in question Step 3 – Blank the hours out Step 4 - Click submit Step 5 - Enter the correct hours Step 6 – Click submit again Step 7 – Hours will go to Payroll for processing

Employee/Timekeeper/Supervisor - 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 to the timesheet and submit again for approval REMINDER: Time Administration batch process runs Monday - Friday

Self-Service Center – Manage Delegation 36

Manage Approval Delegation Steps Click on Home Self-Service Center – Click on Manager Delegation Click Create Delegation Request Select Job you want to Delegate Click Continue Enter From and To Dates ( Can not enter retroactively) Click Next Select T&L Approve Payable Time – its all or nothing Based on Department delegation rules select Delegate (either Direct Report or Peer) Click Next – Confirm who the Proxy is and dates - Click Submit 37

Ensure your proxy has taken online training for approving time Approval Delegation Reminders Before submitting a delegation clear all Pending Payable time in your queue Speak to your potential delegate (Proxy) first to check for availability Review your Proxies list to ensure you only have one active proxy at a time Ensure your proxy has taken online training for approving time 38