People First System Enhancements Release 1 B Manager and Employee Workshop February 2006

Release 1 B Overview Leave Balance Overview Screen Leave Balance Overview Screen Timesheet template Timesheet template Editing multiple hours types Editing multiple hours types Time Entry Change – When you receive a warning message, select Save, NOT Cancel to save the record. Time Entry Change – When you receive a warning message, select Save, NOT Cancel to save the record.

Release 1 B Overview Holiday Changes: New - Holiday Hours Type (1005) New - Holiday Hours Type (1005) Personal Holiday Personal Holiday Flex Schedule for Monthly Employees Flex Schedule for Monthly Employees

Leave Balance Overview Screen Purposes: To provide employees with an up-to-date leave balance statement for each pay period that is easy to read and understand To provide employees with an up-to-date leave balance statement for each pay period that is easy to read and understand To provide the employee’s leave history for the past 18 months, if applicable, under the current employee ID. To provide the employee’s leave history for the past 18 months, if applicable, under the current employee ID.

How to Access the Leave Balance Overview Screen Select the pay period you want to see. Click the new leave balance overview link.

Leave Balance Overview Screen If you have a balance for a specific leave type, it is presented in a separate column. If you do not have a balance for a particular leave type, the column heading will not be shown.

Leave Balance Overview Screen Current Balances The Current Balance Section contains your “current” balance. This entire section is updated every 15 minutes.

Leave Balance Overview Screen Current Balances Total Hours Available – This is your balance—not including leave that is pending submission or approval.

Leave Balance Overview Screen Current Balances Pending Timesheet Hours – This is the combined leave for all prior periods that are pending approval, listed by leave type.

Leave Balance Overview Screen Current Balances Net Hours Available – This is your actual leave available for use. This is total hours available minus pending timesheet hours.

Leave Balance Overview Screen Pay Period Overview The Pay Period Overview section contains the activity for the pay period selected. This section ONLY contains what happened in that pay period.

Leave Balance Overview Screen Pay Period Overview Beginning Balance – This is your ending leave balance from the previous pay period. This does not consider pending hours. Updated every 15 minutes.

Leave Balance Overview Screen Pay Period Overview Accrual – This is the leave earned during the pay period. Accrual will show based on the day accrued. Updated every 15 minutes.

Leave Balance Overview Screen Pay Period Overview Adjustments – For each adjustment processed with an effective date in this pay period, a separate line will be presented, along with the effective date of the adjustment. Updated nightly.

Leave Balance Overview Screen Pay Period Overview Used – This is the total leave used during the selected pay period, based on an approved timesheet. Updated every 15 minutes.

Leave Balance Overview Screen Pay Period Overview Ending Balance – Beginning balance minus leave used, plus leave earned, plus or minus adjustment processed. Updated every 15 minutes.

Leave Balance Overview Screen Pay Period Overview Pending Approval – This contains ONLY the pending hours for the pay period selected. This does not factor into the beginning or ending balances in the Leave Balance Statement section. Updated every 15 minutes.

Leave Balance Overview Screen Review The Current Balances Section contains time for ALL pay periods.

Leave Balance Overview Screen Review The Current Balances Section contains time for ALL pay periods. The Pay Period Section contains details for the selected pay period ONLY.

Leave Balance Overview Screen Questions & Answers

Timesheet Template Purposes: To customize a template for employees who are required to itemize regularly used charge objects or projects To customize a template for employees who are required to itemize regularly used charge objects or projects To create a reusable template for any employee to use to submit regular or leave hours types To create a reusable template for any employee to use to submit regular or leave hours types

How to Access the Timesheet Template Select a pay period that does not already have time saved on it. Click the Create Template button.

How to Complete the Timesheet Template Select charge objects/projects as usual, if needed.

How to Complete the Timesheet Template Select charge objects/projects as usual, if needed. Select hours types.

How to Complete the Timesheet Template Select charge objects/projects as usual, if needed. Select hours types. Leave hours fields blank.

Timesheet Template Screen Action Buttons To save changes to the timesheet template

Timesheet Template Screen Action Buttons To save changes to the timesheet template To reset the template to the last saved status

Timesheet Template Screen Action Buttons To save changes to the timesheet template To return to the time entry screen without saving changes OR to return to the time entry screen after saving changes To reset the template to the last saved status

How to Use a Timesheet Template Select the correct pay period.

How to Use a Timesheet Template Click Apply Template, and enter your hours in the correct fields as you usually would. Select the correct pay period.

How to Edit a Timesheet Template Select the correct pay period.

How to Edit a Timesheet Template Click Change Template, and make the appropriate adjustments. Add hours in the correct fields as you usually would. Select the correct pay period.

Timesheet Once Template is Applied Remember to click Save to save your timesheet!

Timesheet Template: Final Notes The timesheet template can ONLY be applied to weeks that have NO time saved on them. The timesheet template can ONLY be applied to weeks that have NO time saved on them. The timesheet template can be applied by a manager, timekeeper, HR professional, etc. on behalf of an employee. The timesheet template can be applied by a manager, timekeeper, HR professional, etc. on behalf of an employee.

Timesheet Template: Final Notes The timesheet template is ONLY available through the Time Entry screen and NOT as a separate dropdown item in the Time and Payroll dropdown list. The timesheet template is ONLY available through the Time Entry screen and NOT as a separate dropdown item in the Time and Payroll dropdown list. The timesheet template contains 10 lines for a standard setting. To add additional lines to the timesheet once the template has been applied to the timesheet, save the timesheet, then select edit. This can be done as many times as needed to add lines above the standard 10 lines. The timesheet template contains 10 lines for a standard setting. To add additional lines to the timesheet once the template has been applied to the timesheet, save the timesheet, then select edit. This can be done as many times as needed to add lines above the standard 10 lines.

Editing Multiple Hours Types in One Step Purpose: To move hours saved from one hours type to another without saving between each hours edit To move hours saved from one hours type to another without saving between each hours edit

Editing Multiple Hours Types in One Step All lines can be edited in one step.

Time Entry Change – Save Button In this release, if you receive a warning message when entering your time, you must select Save to save your timesheet, not Cancel. In this release, if you receive a warning message when entering your time, you must select Save to save your timesheet, not Cancel. If you select Cancel, the action will be cancelled and you will have to start your time entry for the workweek over. If you select Cancel, the action will be cancelled and you will have to start your time entry for the workweek over.

Time Entry Change – Save Button Hit the Save button when a warning message occurs.

Timesheet Template, Editing Hours Types & Warning Messages

Holiday Hours Type Purposes: To see the State holiday credit on the timesheet to simplify the time entry process. To see the State holiday credit on the timesheet to simplify the time entry process. To correctly prorate Holiday hours for part-time employees and employees on Workers Compensation LWOP. To correctly prorate Holiday hours for part-time employees and employees on Workers Compensation LWOP.

Holiday Hours The new holiday hours type (1005) automatically pre-populates for a workweek that has a State holiday, once edit is selected for this week.

Holiday Hours The new holiday hours type (1005) automatically pre-populates for a workweek that has a State holiday. The correct number of hours automatically pre-populates for the holiday date.

Holiday Hours The new holiday hours type (1005) automatically pre-populates for a workweek that has a State holiday. The correct number of hours automatically pre-populates for the holiday date. The total now reflects the holiday credit.

Modifications to Personal Holiday With this release, employees will be able to enter and submit their Personal Holiday (0066) with less than their scheduled hours for the day, but still use the entire Personal Holiday. With this release, employees will be able to enter and submit their Personal Holiday (0066) with less than their scheduled hours for the day, but still use the entire Personal Holiday. The Personal Holiday cannot be split over multiple days. The Personal Holiday cannot be split over multiple days. The Personal Holiday applies to only one day per fiscal year (July 1 to June 30). The Personal Holiday applies to only one day per fiscal year (July 1 to June 30).

Modifications to Personal Holiday Message displayed when using the personal holiday.

Modifications to Personal Holiday Message displayed when using the personal holiday. Remember, when you receive a warning message, Save saves the timesheet, Cancel cancels it.

Holiday Hours and Personal Holiday

Flex Schedule for Monthly Employees Purpose: To allow monthly employees to successfully use the flex schedule and have that schedule drive both the employees’ time sheet submission and pay for each period. To allow monthly employees to successfully use the flex schedule and have that schedule drive both the employees’ time sheet submission and pay for each period.

Flex Schedule for Monthly Employees You may only access the flex schedule from the time and payroll dropdown menu.

Flex Schedule for Monthly Employees Select the correct workweek.

Flex Schedule for Monthly Employees Select the correct pay period. Click Edit to create your flex schedule.

Flex Schedule for Monthly Employees Adjust hours as needed.

Flex Schedule for Monthly Employees Click Save to save your schedule. This will also route your schedule to your manager for approval.

Flex Schedule for Monthly Employees You will receive an alert on your homepage when your schedule has been approved, as well as notification in your schedule status field.

Flex Schedule for Monthly Employees Your flex schedule will automatically appear when you go to the time entry screen.

Flex Schedule for Monthly Employees: Final Notes Monthly employees will be able to submit flex schedules on a week by week basis, not a pay period basis. Monthly employees will be able to submit flex schedules on a week by week basis, not a pay period basis. One schedule can be projected forward for multiple weeks by changing the end date as desired (you must select a Thursday as the end date). One schedule can be projected forward for multiple weeks by changing the end date as desired (you must select a Thursday as the end date). Monthly employees must balance their flex schedule to a 40-hour week (for part-time employees this is 40-hours times their FTE). Monthly employees must balance their flex schedule to a 40-hour week (for part-time employees this is 40-hours times their FTE). Overtime will still be based on the employee’s FLSA period, not the monthly contract hours. Overtime will still be based on the employee’s FLSA period, not the monthly contract hours.

Questions and Answers

Managers Only

Time Entry Approval Overview Purpose: The intent of this change is to make the timesheet approval process more user friendly. The intent of this change is to make the timesheet approval process more user friendly.

Time Entry Approval Allow managers to view time by FLSA Period for included employees and by pay period for excluded employees Allow managers to view time by FLSA Period for included employees and by pay period for excluded employees Allow time to be rejected one day at a time Allow time to be rejected one day at a time Twenty–eight day extended employees are separated out from all other employees in the approval screen Twenty–eight day extended employees are separated out from all other employees in the approval screen Employees are sorted by last name in the approval screen Employees are sorted by last name in the approval screen

Time Entry Approval Allow a manager above a vacant manager position to select the vacant manager position and go to the approval queue and process approvals. Allow a manager above a vacant manager position to select the vacant manager position and go to the approval queue and process approvals. Allow the timesheet to be processed by managers higher than three levels. Allow the timesheet to be processed by managers higher than three levels.

Time Entry Approval Employees are now listed alphabetically by last name.

Time Entry Approval Click Edit and then the Approval Check Box (App.) to approve an employee’s timesheet from this page. (The App. check box will only open when scheduled hours for the pay period have been submitted.)

Time Entry Approval Click on the employee’s ID number to go to the new Time Entry Approval/Rejection screen (not the Time Entry screen).

Time Entry Approval Click Edit to approve or reject time.

Time Entry Approval Check the reject hours box next to an entry you want to reject. Comments are optional—35 character limit. Click Reject Entries to reject the entries and save your comments.

Time Entry Approval Check the reject hours box next to an entry you want to reject. Comments are optional—35 character limit. Click Reject Entries to reject the entries and save your comments. Click Time Approval to return to the time approval screen.

Time Entry Approval Check the reject hours box next to an entry you want to reject. Comments are optional—35 character limit. Click Reject Entries to reject the entries and save your comments. Click Time Approval to return to the time approval screen. Click Save to approve the timesheet.

Time Entry Approval: Changes Twenty-eight-day employees are presented separately from all other employees. Their approval is now completely based on their 28-day period. Twenty-eight-day employees are presented separately from all other employees. Their approval is now completely based on their 28-day period. Within the Time Entry Approval screen, time can only be approved if the contract hours for the entire Pay Period (except for 28-day employees, who are based on 28-day period) are met. Within the Time Entry Approval screen, time can only be approved if the contract hours for the entire Pay Period (except for 28-day employees, who are based on 28-day period) are met.

Time Entry Approval: Changes To approve one week of time (only applies to OPS and 40-hour included employees) at a time, you must access the new Approval/Rejections screen To approve one week of time (only applies to OPS and 40-hour included employees) at a time, you must access the new Approval/Rejections screen Time can be rejected day-by-day and is no longer required to be rejected by week. Time can be rejected day-by-day and is no longer required to be rejected by week. If time is rejected, you will not be able to approve the employee’s timesheet for that period until he/she meets contract hours for the period. If time is rejected, you will not be able to approve the employee’s timesheet for that period until he/she meets contract hours for the period.

Time Entry Approval: New Way to Access HR Staff, Managers and Timekeepers can now pull up an employee in the Time Entry Approval screen by simply searching for and selecting the employee. Once the employee is selected, click the Employee Time Entry Approval link. HR Staff, Managers and Timekeepers can now pull up an employee in the Time Entry Approval screen by simply searching for and selecting the employee. Once the employee is selected, click the Employee Time Entry Approval link. You no longer have to find the employee’s supervisor to access the Time Entry Approval screen for an employee. You no longer have to find the employee’s supervisor to access the Time Entry Approval screen for an employee.

Time Entry Approval – New Approval/Rejection Detail Screen If you are approving time for a non-manager employee and have selected the employee, only the selected employee will be in the approval screen. If you are approving time for a non-manager employee and have selected the employee, only the selected employee will be in the approval screen. If you are approving time for a manager and have selected the employee, both the manager and his/her direct reports will be shown in the approval screen. If you are approving time for a manager and have selected the employee, both the manager and his/her direct reports will be shown in the approval screen. If you want to only view one employee in the approval screen, simply select that employee in the direct reports page and then click on the Employee Time Entry Approval dropdown. If you want to only view one employee in the approval screen, simply select that employee in the direct reports page and then click on the Employee Time Entry Approval dropdown.

Time Entry Approval – New Approval/Rejection Detail Screen If records are marked as reject, you will not be able to click the Save button until you have either selected Reject Entries or have cleared the checked boxes. If records are marked as reject, you will not be able to click the Save button until you have either selected Reject Entries or have cleared the checked boxes. If the rejected hours take the employee under required hours for the period, you will not be able to approve the period until these hours are resubmitted for approval. If the rejected hours take the employee under required hours for the period, you will not be able to approve the period until these hours are resubmitted for approval. To approve time for 40-hour included employees by FLSA period, you must access the new Approval/Rejection screen. To approve time for 40-hour included employees by FLSA period, you must access the new Approval/Rejection screen.

Questions and Answers