Payroll Training Payroll Services January 22, 2018

Dates & Deadlines Earn Types Time Card Entry Differential Codes Agenda Dates & Deadlines Earn Types Time Card Entry Differential Codes Overtime Time Card Errors Negative Leaves Comments Questions

Data Entry

Department: Who reports to me? Create a list of staff that reports to your area. Use this list each month so no one is left off payroll.

Time Card Entry Dates and Deadlines (example)

Earn Type Codes

Time Card Entry Monthly Cycle: Classified, Hourly, & Student employees 1. Enter “TCDE” into the Quick Access box. (You must be in the HR module.)

Time Card Entry 2. Pay Cycle (enter either M for monthly or A for Academic). Press ok. You can also enter “…” then select a cycle.

Time Card Entry 3. Enter period end date. Always the 10th of the month (except for June 30th).

Time Card Entry 4. Enter “N” unless you are entering back-pay (BCP). (as a rule easier to say “Y” than starting over)

Time Card Entry 5. 3 ways to lookup employee: Colleague ID (easiest), Social Security #, or Last Name.

Time Card Entry 6. Enter “…”. If the employee has more than 1 position open it will allow you to select it. If the employee has only 1 position open, skip step #7.

Time Card Entry 7. Enter the Number that corresponds with the position in box below and press “Enter”

Time Card Entry 8. Make Changes to Time Card and Approve. Press “F9” to save and move on to next employee.

Time Card Entry 9. Things To Remember The “Sched Hours” total should match the “Work Hours” total for Permanent Classified Employees unless you enter Over-Time. Non Academic Employees’ time is recorded in Hours, Faculty in Days, Adjunct in Hours. Hourly and Student employees do not use the UNPD code, just enter “0” for scheduled days not worked. Never ZERO out hours for Permanent Staff. Use CNWP for Non-Academic (CSEA, L-39).

Time Card Entry 10. Differential Codes, Certain “Earn Types” require manual input of the differential code (UNPD, & CNWP).

Time Card Entry 11. If you are having to insert dates prior to the first day or after the last day in TCDE, check WAGS dates. (relates more to new ee’s, students, hourlies)

Time Card Entry 13. If you see this alert on the screen do not update. Go to LEVS to review leaves.

Time Card Entry 14. Check LEVS, Determine balance of Leave type that is negative and contact employee with options (UNPD, or other leave type).

Time Card Entry 15. Comment Screen, Place comments for Over-Time, Substitutes, and hours worked outside normal schedule.

Time Card Entry Questions?

TCDT TCDT – Time Card Entry Detail 1. Enter “TCDT” into the Quick Access box. 2. Enter the current period-end date and click “OK”.

TCDT 3. Specify Pay Cycle – “A” for Academic or “M” for Monthly (classfied & student workers 4.Click on the magnifying glass next to the “Identify Selection” box.

TCDT 5. Click on the magnifying glass next to the “Select/List” box 6. On line 1, enter “WITH”, “EMPTIME.DTL.ADDOPER”, “EQ” and your employee ID (in quotes) as shown below and click on “SAVE”.

TCDT 7. Click on magnifying glass next to the “Sort” box. 8. Delete the first sort criteria line by clicking on the “1”. F9 to save.

TCDT 9. F9 to save. 10. Change “Output Device” to “H” for Hold then F9 to save

TCDT 11. F9 again to save. 12. Click “Export PDF”

TCDT 13. Change Font Size to “7” and “Portrait” then click “Create PDF” 14. Put the mouse cursor at the bottom of the PDF and click on the printer to print.

TCDT Compare the report and time sheets to make sure the correct entries were made. Keep the time sheets grouped by month for the entire fiscal year. At the end of the fiscal year, turn in all time sheet to payroll.

Time Card Entry Examples of Time Card Entry Student Non Academic Academic All training materials and forms can be found here, Website: http://www.hartnell.edu/business-office Or http://www.hartnell.edu/payroll

Time Card Entry Contact Information: Suzie Payne, Controller 831-755-6752 Dora Sanchez, Payroll Supervisor 831-755-6951 Abel Del Real, Payroll Technician 831-755-6993