People First Manual Timesheet Training Guide Section 1 Revised 7/6/04 People First Manual Timesheet Training Guide Section 1 Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Revised 7/6/04 People First Manual Timesheet Topic Page 1. Overview…………………………………….………………………...………..….3 2. Timesheet Examples …………………………………………...……………...5 3. General Information/Reminders ……………………………….……….….9 4. What’s New………………………………………………………………………..12 5. What’s Not New…………………………………………………………………..13 6. Timesheet Comparison………………………………………………………….14 7. Questions…………………………………………………………………………...16 Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Overview Revised 7/6/04 People First Manual Timesheet Overview The purpose of this Training Guide is to assist those State of Florida employees who need to use manual timesheets. This guide should be used along with Section 2 -- Training Scenarios guide. Most employees will now be able to submit their work time through either the People First Service Center’s website or Interactive Voice Response (IVR) system. Certain employees, though, will continue to use the manual timesheet process. A new timesheet has been developed to use with this new process. Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Overview, Continued There are now three types of manual timesheets for all State of Florida manual timesheet users. It is important to use the correct timesheet to ensure you are paid correctly. Incorrect/Incomplete timesheets will not be processed and can delay your paycheck. Basic Timesheet (Non-OPS) -- This is the timesheet the majority of employees, except for OPS employees, would use to record hours. This timesheet covers a two-week period. Multiple timesheets may be required based on your individual pay frequency. Basic Timesheet (OPS Only) -- This is the timesheet the all OPS employees would use to record hours. Charge Object Timesheet -- This timesheet is used for costing purposes only. It should be used when an employee needs to “charge” hours against a project or accounting code. This timesheet covers a one-week period. Multiple timesheets may be required based on your individual pay frequency and number of different projects or account codes. *Check with your Agency management if you are uncertain which timesheet to use or how many timesheets are required. Refer to pages 5, 6, 7 and 8 for examples of your current and new manual timesheets. Revised 10/1/04 Version 2.2

People First Manual Timesheet Timesheet Examples Revised 7/6/04 People First Manual Timesheet Timesheet Examples Current Timesheet Place Front Page of Current Timesheet Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Timesheet Examples, Continued Revised 7/6/04 People First Manual Timesheet Timesheet Examples, Continued Basic Timesheet (Non-OPS Employees) Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Timesheet Examples, Continued Revised 7/6/04 People First Manual Timesheet Timesheet Examples, Continued Basic Timesheet (OPS Employees ONLY) Revised 10/1/04 Version 2.2 Version 2.0

People First Manual Timesheet Timesheet Examples, Continued Charge Object Timesheet Revised 10/1/04 Version 2.2

People First Manual Timesheet General Information/Reminders Completing And Submitting Timesheets: Follow your current Agency process to obtain the correct blank timesheet. NOTE: Copies of all the timesheets are available on the People First Home Page which can be accessed by clicking on the People First/HR Services link in the “Hot Topics” section on the myflorida.com website. Make sure to use the correct timesheet for the type of time being reported. NOTE: Incorrect timesheets will be automatically “kicked out” by the system and therefore not processed. You will then be required to submit a correct timesheet. Complete All Required fields. NOTE: Incomplete timesheets will be automatically “kicked out” by the system which could delay receipt of your paycheck. Timesheets MUST be on legal-sized (8½ x 14) paper. Timesheets submitted on the incorrect paper size cannot be processed. Cross outs or scratch throughs on the timesheet will not be accepted. Obtaining Approval: Timesheets must be approved prior to being submitted to the People First Service Center for processing. Follow your current Agency policy regarding whom to submit your timesheet for approval. Check with your designated approver if you have any questions regarding approving of your timesheet. Designated approvers are responsible for ensuring approved timesheets are forwarded appropriately to the People First Service Center. Revised 10/1/04 Version 2.2

People First Manual Timesheet General Information/Reminders Submitting Timesheets: Timesheet submission deadlines will be provided to Agencies. This information will be communicated to you by your managers or HR Professionals. Only your Agency supervisor or manager will submit approved manual timesheets to the People First Service Center for processing. NOTE: Unapproved timesheets cannot be processed. A Paper Time Sheet Submission Quality Form Cover Sheet must be included with all groupings of manual timesheets being submitted. This form is available on the People First Home Page which can be accessed by clicking on the People First/HR Services link in the “Hot Topics” section on the myflorida.com website. Timesheets can be submitted by fax. There are different FAX numbers for the various manual timesheets. They are: OPS Basic Timesheet FAX number -- 1-888-284-6067 Non-OPS Basic & Charge Object Timesheet FAX number -- 1-800-272-2830 NOTE: These are dedicated Fax Numbers for Timesheets ONLY and should not be used to fax other non-timesheet related information to the People First Service Center. Consult with your Agency manager or HR Professional if you have any questions regarding timesheet submission. Revised 10/1/04 Version 2.2

People First Manual Timesheet General Information/Reminders Correcting Timesheets: A new timesheet must be completed if there are any corrections that need to be made to the original timesheet. Cross outs or scratch throughs on the timesheet will not be accepted. If the timesheet has not been faxed to the People First Service Center, then the “corrected” version can be faxed. If the timesheet has already been submitted to the People First Service Center, your Agency manager or HR Professional will need to contact the People First Service Center to have the timesheet “unsubmitted” in the system. Then the “corrected” version can be faxed. Refer to the Correcting A Timesheet Quick Reference Card on the People First Training web site for additional information. Revised 10/1/04 Version 2.2

People First Manual Timesheet What’s New? There are now three timesheets for all manual timesheet users – including OPS (Basic and Charge Object) Must use Employee ID Number instead of your Social Security Number Must provide your Two Digit Agency Code Must identify Hours Type (Listed on Back of Timesheet) associated with hours worked Revised 10/1/04 Version 2.2

People First Manual Timesheet What’s Not New? Week Starts on Friday (This is a change for some employees) Timesheet Approval Process Recording of time in Quarter Hour Increments (i.e., 15 minutes = 25) Revised 10/1/04 Version 2.2

People First Manual Timesheet Timesheet Comparison * = New/Changed Current Timesheet: Name Social Security Number * Class Title* Position Number* Classification Information (i.e, Career Service, SES, Included, Excluded, etc.)* Bureau/Section* Normal Hours Of Work* Pay Period Date New Timesheets: Name Employee ID * OPS Check Box Agency Code * Position Code (Number) * N/A* Pay Period Page Number (if multiple pages are submitted for an employee) * Overtime Hours (Supervisor Only) * Revised 10/1/04 Version 2.2

People First Manual Timesheet Timesheet Comparison, Continued * = New/Changed Current Timesheet: Hours Worked (Daily) * Authorized Leave Taken (Daily) * Work Week Total Pay Period Total * Employee Signature & Date (Location changed) Supervisor Signature & Date (Location changed) New Timesheets: Hours Type (also includes leave type) * Hours (includes both hours worked and leave taken) * FMLA Check Box * Total Hours Worked / Total Hours Leave * Work Week Total N/A * Employee Signature & Date (Location has changed) Approver’s Information (Name, ID, E-mail and Phone Number) * Approver’s Signature & Date (Location changed) Revised 10/1/04 Version 2.2

People First Manual Timesheet What if I Have Questions??? Ask Your Supervisor Ask Your Personnel Office Call People First Payroll Preparation Service Center Toll-Free at 1-866-663-4735, 8:30 a.m. to 5:30 p.m., Monday through Friday, Eastern Time. Revised 10/1/04 Version 2.2