State of Connecticut Core-CT Time and Labor Employee Self Service Instructions: Thank your class for making the time to attend today’s class. Next Screen: Welcome

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (Payroll) Employee - View Personal Information Employee – ePay Employee – Running Attendance Report Information: None Next Screen: Overview

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (Payroll) Employee - View Personal Information Employee – ePay Employee – Running Attendance Report Information: We will look at an Exception Time Reporter Next Screen: Overview

Overview - Employee – Entering Time Time & Labor Self Service allows employees to enter their own time into Core-CT. Employees access Core-CT via their own login and password Employees enter their own timesheet in Core-CT Employees view their leave accrual balances on the Timesheet page Leave balances displayed on the Timesheet are updated real time (Vacation, Personal Leave and Sick Time) Time needs to be reported, validated, cleared from exceptions, and approved before it can be sent to Payroll (for the system to generate paycheck) Next Screen: Process Flow

Process Flow - Employee – Entering Time Validate Time Employee Enters Manage Exceptions Errors? Approve Ready for Payroll Yes Time needs to be revalidated No Information: This is the process flow of a Timesheet entry’s journey to Payroll. The blue color represents where we currently are in the process. Next Screen: Key Points

Walk-through and Exercise – Exception Employee – Enter Time Step-by-Step Demonstration. First, we will walk-through the process together Log in into a CORE-CT website: https://corect.ct.gov/psp/PEPRD/?cmd=login To Enter Time: Click on “Timesheet” in the Time and Labor pagelet Scenario: Enter Time as an Exception self service employee

Navigation - Entering Time Navigation Path: Main Menu > Self Service > Time and Labor > Timesheet Next Screen: Navigation (cont.)

Entering Time (Exception Employee) Note: Timesheet date will default with the current date. Make sure to use the appropriate pay period date. (Click on the green refresh arrows) SCENARIO: Patti has a schedule that defaults into her Timesheet. If she has no changes, she still needs to Submit the Timesheet as a verification that she has seen it and it is correct. This time, she needs to delete 8 hours of REG on 2/13 and enter 8 hours of VAC.

Entering Time (Exception Employee) Information: Pay period that displays is the one that contains today’s date. Special Note: Employees with multiple jobs will see a separate screen prior to accessing the timesheet which lists all of the jobs for which they are self service. They must select the job they wish to enter time for by either the record number, job title or Department. Next Screen: Timesheet – Employee with multiple jobs NOTE: Validate that the scheduled hours that appear on your timesheet are correct. If correct, click ‘Submit’. This saves your timesheet. Yellow highlighted area – represent a state holiday

Entering Time (entering time that is an exception to a regular schedule) Click the ‘+’ button to add a row for additional time Information: Scheduled Hours populate on the timesheet to REG Reported Hours: Now = 0.00 but will populate after they click Submit. Scheduled Hours: Defaults from the Schedule page. The Leave Balances are displayed. Holidays are highlighted in yellow. You can highlight and delete a field’s information, all at once. You can click inside a field and delete character by character. You can delete an entire row: Click the Delete a Row button (-). Instructions: 2/13 REG row: Delete 8.00. Next Screen: Timesheet - Add a Row

Entering Time (Exception Employee) Adjust or delete the hours from the regular hours line to reflect the number of hours you worked that day (if no REG hours, leave that day blank). In the new row type in the number of hours that you are using from your leave balances (and have received approval from your supervisor) under the appropriate date. Enter the time code for this time in the Time Reporting Code field to the right of the days. When all time is entered click the ‘Submit’ button. Information: Leave Plan Available Balance: Updated 38.40 (from 46.40). Reported Hours: Updated 80 (from 00.). This is how the approver can verify whether or not the Timesheet has been submitted. TRC Total: REG 72.00 – VAC 8.00. Receive Saved message. Next Screen: Review Important: The total hours of all the rows should equal the total hours assigned to you for the time period.

Entering Time Time Reporting Codes (TRC) TRC Codes Description Explanation REG Regular Regular Time VAC Vacation Use when employee takes Vacation. PL Personal Leave Use to record PL time taken. SICK Sick Leave Employee uses Sick Time for their own illness. SP Medical/Dental/ Eye Appt. Use for an employee's medical appointments. SFAM Sick Family Use when employee uses Sick Time to attend to family illness. SFFNR Sick Funeral Immediate Family Use when employee uses Sick Time to attend to a funeral in their immediate family. SFNRL Sick Funeral Non Immediate Family Use when an employee is using Sick Time to attend a funeral for other than their immediate family. HOL Holiday Indicates that a regularly scheduled workday is a designated holiday CCE Compensatory Time Earned Use whenever an employee earns Comp Time. CU Compensatory Time Used Use whenever an employee charges leave to Comp Time. HWCE Holiday Worked Comp Earned Use when a non-premium holiday is worked and Holiday Comp Time is earned HCU Holiday Comp Time Used Use whenever an employee charges leave to Holiday Comp Time. LFRL Furlough Day Use to record an employee's furlough day off LJURY Jury Duty Paid leave to record employee's jury service. LWGOV Governor Granted Time Off Paid leave when the Governor closes state agencies due to emergencies or severe weather conditions. LWWTR Weather Closing Paid leave when agencies are closed as a result of weather conditions. LWXIN State Exam/Interview RTRNG Training Use when an employee is at training. ULAW LAW Leave Authorized Unpaid Unpaid authorized leave OVT Overtime – General OT Code Use whenever the rules should be used to calculate overtime

Key Points - Entering Time – Exception Employee When entering time, remember the following: Only enter updates to your Timesheet’s defaulted schedule Timesheet leave balances are updated real time (Vacation, Personal Leave and Sick Time) Time needs to be reported, validated, cleared from exceptions and approved before it can be processed by Payroll to generate paycheck. All employees must submit their Timesheets by the end of the day on Thursday of pay week by 8pm. Timesheets must be submitted even if there are no changes to the schedule. Next Screen: Agenda

Key Points - Entering Time – Exception Employee Cont. After a Timesheet is submitted, it is processed overnight; this is called Time Administration. This process must occur before the supervisor (or designated time approver) may approve the Timesheets. Payable Time is created by this process. Adjustments to prior pay periods are not allowed. If you find an error, you will need to complete a Revised Timesheet Form and submit it to Payroll Office for processing.

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Password Reset Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (Payroll) Employee - View Personal Information Employee – ePay Employee – Running Attendance Report . Next Screen: Overview

Overview - View Payable Time Time & Labor Self Service allows you to view payable time. View Payable Time’s Status View each TRC’s total hours summary The payable status is current as of the most recent Time Administration process run Only time that is clear from exceptions is displayed on the Payable Time pages Exceptions can be viewed on the Timesheet Time with a status of “Needs Approval” is not loaded to Payroll Next Screen: Process Flow

Walk-through and Exercise - View Payable Time Step-by-Step Demonstration. First, we will walk-through the process together Scenario: View Payable Time Summary Information: It is the next day and Duncan Donutt wants to see if his time has been processed Next Screen: Navigation

Navigation – Viewing Payable Time Summary Main Menu > Core-CT HRMS > Self Service > Time Reporting > View Time > Payable Time Summary Next Screen: Navigation (cont.)

Viewing Payable Time Summary Information: Start Date: 2/15/13. End Date: 2/21/13. An updated Start Date is not refreshed until you click the Refresh button. Instructions: Click the Refresh button. Next Screen: Payable Time Summary – Verify second week of pay period After opening the Payable Time Summary page, type in the start date or select it from the calendar provided (Click on the green refresh arrows). You will be able to view a maximum of seven days. A summary of each time reporting code displays

Viewing Payable Time Summary Information: Summary Page: Sums each TRC’s total amount: A. REG = 28.00 B. HOL = 7.00 (Total = 35.00) Details Page will display the Payable Time Status Instructions: Click Details Page link. Next Screen: Payable Time Details – Verify second week of pay period Click on the ‘Detail Page’ to view the status for each day.

Viewing Payable Time Detail Information: Status = Needs Approval View 7 days at a time when linked from the Payable Time Summary page Use the Previous Week or Next Week to view the status of other weeks. Status notes: A. Needs Approval: Time Admin has processed the entry as valid but it has not been approved by the Time Approver. B. Approved - Goes to Payroll: The entry has been processed as valid, approved by the Time Approver and will be collected during the next Payroll process. C. Taken – Used by Payroll: The Payroll process successfully collected the entry but the paychecks have not yet been finalized (confirmed). D. Distributed: The entry has been processed by Time Admin, approved by the Time Approver, collected by Payroll and Confirmed. *** This status populates Monday of pay week. Next Screen: Overview – Previous Week link For example: ‘Needs Approval’ denotes that the Time Administration (Core-CT – system) has processed the entry as valid, but it has not been approved by a time approver (supervisor).

Navigation - Viewing Payable Time Detail Information: View up to 31 days on Payable Time Detail page End Date defaults as today’s date. Start Date defaults as seven days before the End Date. Update the Start and End Date to view other time periods. Next Screen: Payable Time Detail – Start Date

Viewing Payable Time Detail Information: Status notes: A. Needs Approval: Time Admin has processed the entry as valid but it has not been approved by the Time Approver. B. Approved – Goes to Payroll: The entry has been processed as valid, approved by the Time Approver and will be collected by Payroll. C. Taken – Used by Payroll: The Payroll process successfully collected the entry but Payroll confirm has not run yet. D. Distributed: The entry has been processed by Time Admin, approved by the Time Approver, collected during the Payroll Admin process and paid out during Payroll Confirm. *** This status populates Monday of pay week. Override Reason Code – optional field provides more information about the attendance. Instructions: Click Time Reporting Elements tab. Next Screen: Payable Time Detail – Time Reporting Elements tab

Viewing Payable Time Detail Information: Employees can verify who approved their time and when. The Approve at field shows the date and time of the approval. The User ID field shows the UserID of the person who approved the time. Next Screen: Review – Viewing Payable Time

Review - Viewing Payable Time When viewing payable time, remember the following: Only 7 days can be viewed from the Payable Time Summary The Approver’s User ID and the date and time of approval is displayed on the Cost and Approval tab. Needs Approval – Time that is ready to be approved Approved – Time that has been approved and is ready to be sent to Payroll. Taken By Payroll – Time that has been passed from Time and Labor to Payroll for check processing. Paid – Labor Distributed – Time that has been paid and distributed to the Financials module. Information: 1. Summary = TRC Total for 7 days. 2. Details = TRC Status up to 31 Days (or 7 if linked from Summary Page). Next Screen: Knowledge Check

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Password Reset Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (will be managed by Payroll) Employee - View Personal Information Employee – ePay Employee – Running Attendance Report Information: How employees can view and/or manage exceptions Next Screen: Overview

Overview - Managing Exceptions Core-CT provides a way for you to manage the exceptions generated by the Time Administration process. An Exception is an invalid entry on a Timesheet, such as exceeding a SFAM annual limit Payroll will review exception(s) and address to employee and his/her supervisor to correct the exception Next Screen: Process Flow

Managing Exceptions (example) Information: For more information about the exception click the alarm clock icon. Instructions: Click the alarm clock icon. Next Screen: Exceptions

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Password Reset Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (Payroll) Employee - Enter Comments Employee – ePay Employee – Running Attendance Report Information: Employees can view their paycheck and/or advices on line. Next Screen: Overview

Overview - ePay Time & Labor Self Service allows you to view your paycheck information online. ePay allows employees to view their Payroll set-up information, as well as to view and print their Advice of Deposit information Two year’s worth of paychecks is available at a time Employees with multiple jobs will be able to view their pay check information for all of their jobs. For employees with multiple jobs, select the desired job from the list ePay is available to all employees regardless of whether the employee receives a paycheck or advice Paycheck/advice information is available on Thursday payday Next Screen: Key Points

Key Points - ePay When viewing your paycheck information, remember the following: Only Payroll and you can view your paycheck information To update your payroll information, please contact HR/Payroll Department Next Screen: Walk Through

Walk-through - ePay Step-by-Step Demonstration. We will walk through the process together Scenario: ePay SCENARIO: Maria Peeps no longer receives a printed paycheck advice and wants to verify that her paycheck information is correct. Next Screen: Navigation

Navigation - ePay Navigation: View Paycheck Information Next Screen: Paycheck Information list

ePay Information: 1. Up to two year’s worth of paychecks are available. Instructions: Click the 2012-12-13 paycheck link Next Screen: View Paycheck Information

ePay Information: The ePay view has been designed to look like the current paycheck/advice of deposit document. To assist employees with multiple direct deposit accounts, the last 4 digits of the employee’s bank account numbers will be displayed. A maximum of two years of advices will be provided. Next Screen: Printing the advice

Class Agenda – Employee Session Welcome to the Time and Labor Employee Self Service Course! Employee - Password Reset Employee - Enter Time – Exception Time Reporter Employee - View Payable Time Summary / Payable Time Detail Employee - Manage Exceptions (Payroll) Employee - Enter Comments Employee - View Personal Information Employee – ePay Employee – Running Attendance Report Information: Employees are able to print their own annual Attendance reports. Next Screen: Overview

Overview – Attendance Report Time & Labor Self Service allows you to run the Attendance Report Self Service allows employees to run their own Attendance Report One year’s worth of attendance can be printed on a report The Run Control is the name of your report You can view, print or save your report Next Screen: Key Points

Walk-through – Attendance Report Step-by-Step Demonstration. We will walk through the process together Scenario: Attendance Report SCENARIO: Maria Peeps would like to print her attendance report for the previous year. Next Screen: Navigation

Navigation – Attendance Report Main Menu > Self Service > Time and Labor > Reports > Attendance Report Next Screen: Navigation (cont.)

Attendance Report

Attendance Report Information: Add a New Value: If you have not previously run a report, use this option to create a new Run Control. Instructions: Enter a Run Control ID Next Screen: Attendance Report – Add a New Value

Attendance Report Information: You can name your report anything you wish – it will only be available to you. The name cannot contain spaces. Instructions: Click Add button. Next Screen: Report Parameter defaults

Attendance Report Information: When you click Run, this report’s parameters are automatically saved. Instructions: Update the Year to 2012 Click the Run Button Next Screen: Process Scheduler Request

Attendance Report Information: The report defaults to a Web/PDF document. Either the Type or Format can be updated, as needed, by clicking the down arrow next to the default value. You can add a UserID to send this report to by clicking on the Distribution link. Special Note: The Server Name should not be changed. Instructions: Click the OK Button Next Screen: Attendance Report Run Control page

Attendance Report Information: Report Manager: A. The report link will not populate on this page until it has run to success. B. You can click the Refresh button until your report link populates, then click that link from the Report Manager page. 2. Process Monitor: A. This link is mostly used when a report you ran is not populating on the Report Manager. B. You can view the status of your report: Queued, Processing, Posted, No Success. 3. Process Instance number can be used to find the report again at a later date. Instructions: Click the Report Manager link. Next Screen: Report Manager (Report link)

Attendance Report Information: When the Report link generates (i.e., CTTLR375), your report is ready for you to view. Instructions: Click the Refresh button until the Name link populates. Click the CTTLR375 link. Next Screen: Report (file link)

Attendance Report Information: Look for the link that contains an extension with the format requested (i.e., .PDF or .csv) If other User IDs had been selected to receive the report, they would be listed under Distribute To. Instructions: Report: Click the cttlr375_4098.PDF link Next Screen: Attendance Report (results)

Attendance Report Information: You can print, save, and close this report with the options at the top of your screen. Reports are only saved in Core-CT for 30 days. The Page Number, Date and Time the report was run is displayed. Employee Name and Employee Number are populated. Up to ten rows of attendance information is displayed on each day. If the employee has more than ten rows of attendance the TRC for the tenth entry will be underlined. Payable time with a status of PD (Distributed) or CL (Closed) will print to the report. TRCs that begin with ‘X’ will not be displayed. Next Screen: Review

Review – Attendance Report When running and/or viewing the Attendance Report, remember the following: The Run Control is the name of your report. Up to one year of attendance can be viewed on a report You can choose to print accrual information The report can be printed or saved Only Payable Time with a status of Distributed or Closed will be displayed Reports are saved in Core for 30 days Next Screen: Knowledge Check

Overall Key Points - Employee Self Service Entering Time: Exception - only updates scheduled time Viewing Time: Payable Time Summary = TRC Total Hours Payable Time Detail = Status Correcting Exceptions: Contact HR/Payroll Department Viewing Personal Information: You, HR or Payroll can view ePay: Two year’s worth of checks/advices are available at a time Attendance Report: one year’s worth of attendance Next Screen: Conclusion

Time and Labor Basics - Words to Know Time Reporter – An employee who reports and submits their time in Core-CT Exception Time Reporter (Prefilled) – Only reports time that is an exception to their Timesheet’s defaulted schedule, such as updating 8 REG to 8 VAC TRC – Time Reporting Code that identifies the type of reported time, such as REG is Regular time and OVT is Overtime Information: 1. Time Reporter = Employee who enters their time. 2. Exception Time Reporter = Employee who has a defaulted schedule on their Timesheet and only enters time like Leave Plan usage (VAC), OVT, etc. but still needs to verify and submit ALL time for every pay period. 3. Positive Time Reporter = Employee who does not have a defaulted schedule on their Timesheet and must enter all time in order to be paid. Next Screen: Words to Know (cont.)

Time and Labor Basics - Words to Know Time Administration (CORE-CT system) – Core-CT overnight process that validates and converts reported and/or scheduled time into payable time ready for payroll Payable Time – Validated and Approved time that is ready to be collected by payroll Exception – Invalid time that is unable to be collected by payroll until corrected Information: 1. TRC: The type of time. 2. Time Admin: Either validates (accepts) or rejects entries. 3. Payable Time: If a Timesheet entry is NOT on the Payable Time pages, it has NOT run through the Time Admin process. 4. Exception: A Timesheet entry error that must be deleted or corrected. Next Screen: Agenda

Overall Reminders about CORE-CT Self Service You must submit all hours worked on a timesheet every pay period by 8 p.m. on Pay Day (Thursday). Report all time worked on your Timesheet in increments of .25. You may enter hours worked at the end of your shift each day. It is your responsibility to enter all hours worked on your timesheet by 8pm on the last day of the pay period and to make sure that your supervisor approves it by the close of business on the next day (Friday following pay day). Set a recurring reminder on your Outlook calendar for every other Thursday (Pay Day) to submit your timesheet. Add the Core-CT log-in page to your favorites on your desktop. Core-CT shuts down Monday through Sunday at 8 p.m. Core-CT is not available after 2p.m. every other Thursday (not Pay Day) due to payroll processing. Information: Perform exercises as desired. Encourage them to ask for assistance if needed. Instructions: 1. Stroll around room and assist users as needed. Next Screen: None – End of presentation

For Assistance Please Call Payroll Office: Beata (Beth) Winiarski x25425 Kenneth Pereira x25427 Linda D’Addio x25621 Kommaly Xayasone x25079