2013 Electronic Time and Attendance Management System (ETAMS) Facility Coordinator Refresher Training

FACILITY COORDINATOR REFRESHER TRAINING PURPOSE

ETAMS Facility Coordinator Training - Purpose Review ETAMS. Review the following: Facility Coordinator schedule. Facility Coordinator responsibilities. General Time & Attendance information.

ETAMS REVIEW

What is ETAMS? The Electronic Time and Attendance Management System (ETAMS) is a true, exception-based Time and Attendance system. Time and Attendance data is input at the customer's workstation and ETAMS submits the data to the payroll system electronically. ETAMS is accessed through FEDdesk at the following link: http://feddesk.gsa.gov.

What is ETAMS? ETAMS is the system of record for all time and attendance information. Information contained in the Authorized Leave & Overtime Help Application (ALOHA) is supplemental to the information entered into ETAMS and must be consistent with the data contained in ETAMS.

ETAMS Training in FEDdesk The following ETAMS references are available on FEDdesk: Facility Coordinator Training Manual Facility Coordinator Schedule Labor Administrator Training Manual

ETAMS Messages Be sure to check the ETAMS Notice section on the FEDdesk Welcome Screen each time you log in. Pertinent system information will be provided here.

FACILITY COORDINATOR SCHEDULE

ETAMS Processing Schedule – Facility Coordinator Week One Sunday ETAMS lockout from 3:30 am to 5:30 am CT for the creation of Timecards and Labor Records for the new pay period. Monday Deadline for completion of Timecards is 11:00 am (local time) with the following exceptions: Holiday – when there is a Holiday on Monday , the deadline for completion of Timecards is 11:00am (local time) on Tuesday . During collection, access to ETAMS is blocked. Verify that all timecards in your facility have been signed prior to the11:00 am (local time) deadline.

ETAMS Processing Schedule – Facility Coordinator Thursday 12:30 am to 3:00 am CT - Processed Timecards and Amendments are moved to History. 3:30 am to 5:30 am CT – Payroll corrections and leave balances are imported from the payroll system. Amendments for the previous pay period may be entered. Week Two Monday and Thursday Verify that all Base Schedules and Amendments are signed.

ETAMS Processing Schedule – Facility Coordinator WEEK 1 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY EFT PAYDAY FRIDAY SATURDAY WEEK 2 OFFICIAL ETAMS Lockout 3:30AM – 5:30AM CST Timecards & Labor Records are created today for the new Pay Period . Hawaii Exception ETAMS Lockout 1:30PM – 4:00PM CST Timecards & Labor Records are collected today for last Pay Period. Facility Coordinator Verify all Timecards are SIGNED by 11:00 am (local time). 12:30AM – 3:00AM CST Processed Timecards and Amendments are moved to History. ETAMS Lockout 3:30AM – 5:30AM CST Payroll Corrections & Leave Balance data are returned today. New Leave Balances are available for review. Timecards & Amendments can be entered daily. Amendments are collected daily but are not processed until the second week of the Pay Period. Facility Coordinators Verify that ALL Base Schedules and Amendments are signed. Facility Coordinators Verify that ALL Base Schedules and Amendments are signed. Base Schedules Add, Modify, Obtain Signatures. Timecards & Amendments can be entered daily. Amendments are collected daily but are not processed until the second week of the Pay Period.

Facility Coordinator Processing Schedule Notes If computer/LAN problems prevent the Facility Coordinator from completing tasks on schedule, contact the National Payroll Branch (NPB) at (816) 823-3900 immediately. If Timecards are not signed before the ETAMS lockout: The signed Base Schedule is collected in lieu of the Timecard. The unsigned Timecard then becomes an Amendment. If there is no signed Base Schedule, no time and attendance data will be transferred to the payroll system.

Facility Coordinator Processing Schedule Notes Payroll cycle is complete Wednesday at 3:00 pm CT. Errors discovered after Timecards are collected and prior to the completion of the pay cycle resulting in an overpayment or non-payment, call the NPB immediately for correction.

FACILLITY COORDINATOR RESPONSIBLITIES

Responsibilities – Facility Coordinator The Facility Coordinator is responsible for the successful completion of all ETAMS functions for the facility. Verify that ALL Timecards are signed and ready for pick-up by the deadline. Verify that ALL Base Schedules are signed. Provide support to Timekeepers and Certifiers. Assign/Maintain all Timekeeper and Certifier system accesses (User ID's, Areas/Teams, and Block Numbers). Maintain a current email list of Timekeepers and Certifiers.

Responsibilities – Facility Coordinator System maintenance. Serve as liaison between FEDdesk Support, NPB and Facilities. Coordinate the annual certification of users in your facility with the NPB.

Facility Coordinator Responsibilities Verify that all Timecards are signed and ready for pick-up by the deadline. Timecards should be signed no later than 11:00 am (local time), the first Monday after the end of the Pay Period. Unsigned Timecards (that have a signed Base Schedule) are sent to the Amendment option at pick-up time and replaced with the signed Base Schedule. The unsigned Timecard, which becomes an Amendment, must be signed by the Certifying Official before it can be processed by the NPB.

Facility Coordinator Responsibilities Verify that all Base Schedules are signed. Base Schedules and Labor Records must be signed NO LATER THAN Close of Business (COB) on the 2nd Friday of the Pay Period in order to have the changes in effect for the Pay Period. If both the Timecard and Base Schedule are unsigned, no record is picked-up for the employee for the Pay Period and the unsigned Timecard is NOT moved to Amendments. Meaning that the employee will not be paid.

Maintain a current email list of Timekeepers and Certifiers. Facility Coordinator Responsibilities Maintain a current email list of Timekeepers and Certifiers. The Facility Coordinator is responsible for maintaining a list of current Timekeepers and Certifiers with their contact information. The list needs to be updated anytime a user is added or deleted. This information is used by the NPB distribute communication to ETAMS users and therefore needs to be current and accurate at all times.

Facility Coordinator Responsibilities Training Ensure new and annual training is completed by Timekeepers and Certifiers. Ensure backup Timekeepers and Certifiers have the training/experience to perform tasks when necessary.

Facility Coordinator Responsibilities System Administration System Administration functions are used by the Facility Coordinator to maintain the facility database. These functions are performed on the System Administration Menu. Go to the Maintenance Menu Select Feddesk, ETAMS or Labor Select the action you wish to perform

Facility Coordinator Responsibilities Complete required System Maintenance. FEDdesk For Area/Teams: Display, Add, Modify or Disable Area/Team Reassign Users permissions For Users: Display, Add, Modify or Remove facility access for Users Contact information Change User password ETAMS Maintain Block Numbers: Add, Modify, or Delete Block Number Reassign Users

Facility Coordinator Responsibilities The Areas/Teams function is used to add or delete Areas and Teams utilizing the buttons at the bottom of the screen.

Facility Coordinator Responsibilities The Block Numbers function is used to display, add or delete Block Numbers.

Facility Coordinator Responsibilities The Users function is used to display, add, modify or remove facility access for UserIDs.

Facility Coordinator Responsibilities You can display only ETAMS users by clicking on the Users Only radio button or all employees by clicking on the All Users/Employees radio button in the Show box. By clicking on the Detail button the User Detail screen displays.

Facility Coordinator Responsibilities By clicking on the ETAMS Permissions button, the User Permissions screen is displayed to allow you to set up the appropriate permissions.

TIME & ATTENDANCE INFORMATION

Amendments An Amendment is a modification to a previous Pay Period Timecard. Amendments should reflect actual hours worked and leave used. At collection time, an employee’s Base Schedule is submitted in lieu of an unsigned Timecard. At that time, the unsigned Timecard moves to the Amendment file and remains there until it is signed.

Amendments A remark should be entered by the Timekeeper to inform the Certifier why the Amendment is being processed. Amendments can be entered daily and signed as they are completed. Signed Amendments are collected daily; however, they are not processed in the payroll system until Week two of the Pay Period. Amendments for the last Pay Period cannot be entered until Thursday (Week one).

Leave Coding Leave/Time Off Hours on a Timecard: ALL regular scheduled hours in an employee’s tour of duty are recorded to code 01 (Regular Schedule Hours). Record leave, time off (credit hours, comp time, etc.) and LWOP hours used in the exception code field using the corresponding exception code (red). Record time off hours earned in the exception code field using the corresponding exception code.

Leave Annual Leave: Sick Leave: Exception Code – 40 Annual Leave Used. Advanced annual leave allowed up to the balance of hours an employee can earn through the end of the leave year. Sick Leave: Exception Code – 50 Sick Leave Used. Advanced sick leave allowed up to 240 hours. Negative leave balance at time of Separation/Retirement: Deducted from final wages, if possible. If unable to deduct the amount of the negative leave balance from the final wages, a debt will be created.

Family Friendly Leave Family Friendly Leave (FFL) – An entitlement provided for associates to use sick leave to care for an ill family member, and to make preparations for or attend a family member’s funeral. Hours cannot exceed the regular tour of duty. Hours cannot exceed the total sick leave hours used. Exceptions Codes – all exception codes require the use of code 50 (Sick Leave). 27 – FFL Family 28 – FFL Funeral 29 – FFL Adoption 39 – FFL Serious condition, family member

Family Medical Leave Act Family Medical Leave Act (FMLA) – An entitlement provided to associates for 12 weeks of LWOP during any 12 month period for events such as birth and newborn care, adoption, foster care, care for a family member with a serious health condition, or care of your own serious health condition. Employees can use annual or sick leave in lieu of the LWOP if they carry a leave balance in these leave types.

Family Medical Leave Act FMLA Exception Codes: Code 57 – Family serious Code 58 – Employee serious Codes required to be used with FMLA codes 40 Annual Leave 44 and 45 Restored Leave 50 Sick Leave 54 Award Leave 60 LWOP 85 Donated Leave Annual

Family Medical Leave Act Annual Limits – FMLA Serious (codes 57 and 58): Up to 480 hours of LWOP (including hours used under FFL). May substitute accumulated annual or sick leave. FMLA runs 12 months from date of initial use. Pay Period/Daily total FMLA hours (codes 57 and 58): Hours cannot exceed regular tour of duty. Hours cannot exceed the total offsetting leave hours used. For additional information regarding leave go to the OPM Leave Policies link at: http://www.opm.gov/oca/leave.

Leave Without Pay (LWOP) Ensure employees on LWOP have the appropriate status code: 60 LWOP 61 AWOL 87 LWOP Workman’s Comp used Ensure that Timecards are signed so that it does not revert to the Base Schedule.

Compensatory Time Compensatory time (comp time) is time off for irregular or occasional overtime work instead of overtime pay for that work. Employees may earn comp time only if it is approved in advance, the same as overtime. At the end of the leave year, comp time balances carry over to the next leave year. Comp time expires 26 pay periods after it is earned.

Compensatory Time Depending on the employee’s Fair Labor Standards Act code (FLSA), expiring comp time will be paid at overtime rates for FLSA nonexempt employees. For active exempt employees, expiring comp time will be forfeited. For separating exempt employees, comp time will be paid out at the overtime rate.

Holidays Exception Codes: Record Holiday Hours on Timecard: 02 Holiday Observed 11 Holiday Worked Record Holiday Hours on Timecard: Code 02 – Holiday Observed is automatically inserted on the Timecard for the holiday if the holiday falls on a work day. Enter code 02, as needed, for ‘In lieu of holiday’ hours taken. Payroll guidance will be issued if more than one holiday falls within the same Pay Period. Worked Holiday: Record actual hours worked (two hours minimum) to code 11. Reduce code 02 holiday hours accordingly.

Separations Employee Separations – Retirement, Termination, Resignation, Transfer to another Agency, or Death Verify that the Separated Indicator (Sep Ind) has been changed from ‘No’ to ‘Yes’. Verify that there is a ‘Remark’ on the Timecard to note the last workday. Verify an ‘X’ code has been entered for EVERY day of the tour that is not worked, if the employee left in the middle of the Pay Period.

Separations Employee Separations – Retirement, Termination, Resignation, Transfer to another Agency, or Death Ensure that the Timecard is signed once all items above have been certified correct. Verify that the Base Schedule has been made ‘Inactive’ to prevent future Timecards from being generated. Make certain a Timecard does not get processed for the following Pay Period.

REFERENCES

Additional Resources Human Resources and Payroll Publications: Pay and Leave Administration (OAD P 6010.4) (http://insite.gsa.gov) Timekeeper’s Handbook (CFO P 4282.1) (http://insite.gsa.gov) Payroll FAQ's ((http://www.gsa.gov/payroll) FEDdesk: (http://feddesk.gsa.gov/) ETAMS - Version Information (http://feddesk.gsa.gov/ref_newstuff.shtml) ETAMS: Help Menu - FEDdesk: Help (http://feddesk.gsa.gov/hlp_contact.shtml)

Contact Information National Payroll Branch Customer Service Helpdesk: (Payroll Policy; Pay status; etc.) kc-payroll.finance@gsa.gov 800-676-3690 x33900 816-823-3900 FEDdesk Helpdesk: (FEDdesk log on, printing problems; Application response time; IT-related issues; etc .) OCFOService desk@gsa.gov 866-450-6588

Quiz Please complete the following quiz. You must receive 70% or better to receive credit for completing this course.