U.S. General Services Administration Electronic Time and Attendance Management System (ETAMS) New Facility Coordinator Training

Office of the Chief Financial Officer 2 ETAMS Training - Purpose Familiarize new Facility Coordinators with ETAMS. Review the Facility Coordinator schedule. Explain Facility Coordinator duties and responsibilities. Provide general Time & Attendance information.

Office of the Chief Financial Officer 3 What is ETAMS? Electronic Time and Attendance Management System (ETAMS) is the most widely used FEDdesk application. ETAMS is a true, exception-based Time and Attendance and employee leave-reporting system. Time and Attendance data is input at the customer's workstation and ETAMS submits the data to the payroll system electronically. FEDdesk is accessed through the following link:

Office of the Chief Financial Officer 4 ETAMS Processing Schedule – Facility Coordinator WEEK 1 SUNDAY MONDAYTUESDAYWEDNESDAYTHURSDAYEFT PAYDAY FRIDAY SATURDAY WEEK 2 SUNDAY MONDAYTUESDAYOFFICIAL PAYDAY WEDNESDAY THURSDAYFRIDAYSATURDAY Base Schedules Add, Modify, Obtain Signatures ETAMS Lockout 3:30AM – 5:30AM CST Timecards & Labor Records are created today for the new Pay Period. 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 (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. 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.

Office of the Chief Financial Officer 5 Facility Coordinator Training Manuals Labor Manuals (if applicable) To access the training manuals: Open the link on the next slide to access and review these manuals. Once you have reviewed the manuals, return to the slides to complete the training. ETAMS Training in FEDdesk

Office of the Chief Financial Officer 6 ETAMS Manuals –Facility Coordinator Training Manual –Facility Coordinator Schedule Labor Manuals (If Applicable ) –Labor Administrator Training Manual ETAMS Training in FEDdesk

Office of the Chief Financial Officer 7 Responsibilities – Facility Coordinator 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 list of Timekeepers and Certifiers. Serve as liaison between FEDdesk Support, Payroll and Facilities. Verify that ALL Base Schedules are Signed. Verify that ALL Timecards are Signed and ready for pick-up by the deadline. Coordinate the annual certification of users in your facility with the National Payroll Branch.

Office of the Chief Financial Officer 8 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. Responsibilities – Facility Coordinator

Office of the Chief Financial Officer 9 New and changed 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. Verify that all Base Schedules are signed. Responsibilities – Facility Coordinator

Office of the Chief Financial Officer 10 Maintain a current 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 accessed by the National Payroll Branch (NPB) at times to distribute communication out to ETAMS users. Responsibilities – Facility Coordinator

Office of the Chief Financial Officer 11 Training Ensure new and annual training is completed by Timekeepers and Certifiers. Ensure backup Timekeepers and Certifiers have the training/experience to perform tasks. Responsibilities – Facility Coordinator

Office of the Chief Financial Officer 12 System Maintenance – Facility Coordinator Complete required System Maintenance. – FEDdesk For Area/Teams x Display, Add, Modify or Disable Area/Team x Reassign Users Permissions For Users x Display, Add, Modify or Remove Facility Access for Users x Contact information x Change User Password – ETAMS Maintain Block Numbers x Add, Modify, or Delete Block Number x Reassign Users

Office of the Chief Financial Officer 13 Additional Training Resources Human Resources and Payroll Publications –Pay and Leave Administration (OAD P ) ( and Leave Administration –Timekeeper’s Handbook (CFO P ) ( Handbook –Payroll FAQ's ( u2-a_0Z5RDZ-i34K-pR.doc)Payroll FAQ's FEDdesk: ( –ETAMS - Version Information (Release Notes seen on log on screen for FEDdesk)Version Information ETAMS –Help Menu

Office of the Chief Financial Officer 14 Contact Information National Payroll Branch Customer Service Helpdesk. (Payroll Policy; Pay status; etc.) – x33900 – FEDdesk Helpdesk. (FEDdesk log on, printing problems; Application response time; IT-related issues; etc.) –

Office of the Chief Financial Officer 15 Quiz Please complete the following quiz. You must receive 70% or better to receive credit for completing this course.