1. Time and Labour for Supervisors
2018

2. Online Training Materials
Before you sign into PeopleSoft, navigate to the online training material.
Navigation Path: U of A Home Page > Search HRS > Managing & Administration > Learning Reference Material > Managers Supervisors and Team Leads > Payable Time Approval
All the Quick Reference Guides for approving payable time are housed here.

3. Self-Service Center – access to pages you would select as an Employee
PeopleSoft Home Page
Self-Service Center – access to pages you would select as an Employee
Main Menu – access to pages in PeopleSoft HCM based on your role
Manager Dashboard – access to information if you have Direct Reports
If you get lost click 4

4. Self-Service Center - Benefits
REMEMBER – Always go to the Online Training Materials BEFORE you start a Benefits Change
Employee Self Service includes online self service of benefits. If you have a baby, require a beneficiary or dependent change or get married or divorced, you can do this all through the online process by clicking on the links shown on the slide.
Before you start any online changes however, make sure you go to the online training material and read through the topic as you work through the PeopleSoft eBenefits changes. 5

5. Manager Dashboard Manager Dashboard
Manager Dashboard is available if you have Direct Reports – Dynamic Assignment
Made up of 7 sections of information
Meant to be a one stop shop for information and tasks a Supervisor would perform – Daily, weekly or at Payroll Cut-off
If the Supervisor has more than one Job – Employees will be displayed as per their reporting relationship
Dashboard information displays employee job information
Leave balances at a glance
Pending time approvals
Alerts for temporary employee with end date of appointment
Quick Links to HR Operational Reports and Time and Labour WorkCenter
The Manager Dashboard is assigned dynamically to anyone who has Direct Reports. No direct reports no dashboard.
Most important sections are Direct Reports and Pending Payable Time. 6

6. Manager Dashboard - Direct Line Reports
Can export information to Excel spreadsheet
Displays a list of employees who report to the Supervisor – Summary Tab
Provides basic information about your employees – Job Details Tab
Provides Vacation and Leave Balances – Time Tab
Sick Balance is General Illness Hours – Casual Illness can be viewed on the Employee time sheet
Compensatory Time is Banked time hours
Ensure all Supervisors direct reports show in this section. If someone is missing, reach out to your Department Contact to make a correction on their PeopleSoft Job record. 7

7. Manager Dashboard – Direct Line Reports
Ensure all Direct Reports are showing on the Summary page of the Direct Line Reports Section 8

8. Manager Dashboard – Direct Line Reports
Job Details
Job Details Tab – Empl ID is most important for Employee Search 9

9. Manager Dashboard – Direct Line Reports
Contact Information 10

10. Manager Dashboard – Direct Line Reports
Time Information
Time Tab reflects balances for employees who are eligible for Vacation, Banked Time or General Illness. Casual Illness balance and Special Leaves is shown on the employee timesheet – Employees do not have access to these balances. 11

11. Manager Dashboard - Alerts
Displays on the Manager Dashboard only
Notifications will show 90, 60 and 30 days out from the Job Expected End Date or Leave of Absence Expected Return Date
No s are sent
Department HR Contact can run a report for these Temporary employees
Business process requires discussion on the management of these alerts
When decision has been made, delete the Alert by clicking on the
Ensure you have a business process for the Temporary Employee. If employees are not extended, access will be termed at the end of the day on the Alert. Employees who are returning from leave, if not actioned, will remain on leave and unpaid. 12

12. Auto Termination – Manager Dashboard Alerts
Manager Dashboard – Auto Termination Alert and Return from Leave 13

13. Manager Dashboard – My Reports
HR Operational Reports will show here
Will show last 5 Reports you ran
To Retrieve the Report – Click on Report Link 14

14. Manager Dashboard – Pending Payable Time
Pending Approvals
To approve the Pending Approvals always process from the Time and Labor WorkCenter 15

15. Quick Links Quick access to commonly used pages in PeopleSoft HCM
Pagelet – Quick Links
Quick Links
Quick access to commonly used pages in PeopleSoft HCM
Access to the Time and Labour WorkCenter
Access to links may vary depending on your PeopleSoft HCM security 16

16. Reports from Time and Labour WorkCenter
Reporting
Reports from Time and Labour WorkCenter
Click on Reports/Processes tab
Queries - Top section
Reports – Bottom section 17

17. Example: Leave Balance Report
Leave Balance Report - CSV 18

18. Time & Labor Timeline
We are implementing a streamlined Time Submission and Time Approval Process
Employee Time Entry –
‘Reported time’ is entered on the timesheet – by employee, timekeeper or central payroll
Validation upon Submit
performed immediately upon clicking Submit on the timesheet, and will stop invalid entries from being saved.
These include: Invalid Leave Balance, invalid compensatory time (Banked time), over 24 hours in a single entry of worked hours, invalid quantity, etc.
Time Administration Process – System Validation against business rules
Error Exceptions
Error Exception will occur as a result of the time administration batch processing that validations time entries against system rules. A full list of common exceptions will be provided.
Approver Actions
Payable Time = hours that have been validated through the system (employee time submitted)
Pushback – Approver doesn’t agree and pushes back to employee to fix
Modify – approver makes changes and changes are auto approved
Approve – Approver agrees to time submitted
Pay Processing – time to be paid 19

19. Prior Period and Future Time Entry
Time and Labour Rules
Prior Period and Future Time Entry
Timekeepers have access to enter Prior Period and Future Time
Limitations for prior period Time Entry transactions
Timekeepers have a 4 month limitation (current semi-monthly pay plus eight more)
Employees and Supervisors have a 1 month limitation (current semi-monthly pay plus two more)
Any entries outside of these windows will be sent to Central HR to be entered (1 year limitation)
Future Time Entry
up to 3 months in the future, for all levels of access
Salaried vacation hours
General Illness based on Doctors note of Leave expectation
Supervisors are required to stay within the 1 month window for correction and approval.

20. Time and Labour WorkCenter
The dashboard for all Time and Labour tasks
Shows the number of employees who have time waiting for approval
Can view an employees timesheet or just the hours submitted
Supervisors can enter or modify time on behalf of an employee
Supervisors can pushback time to an employee for correction
Reports and Queries are available to run from the WorkCenter 21

21. Manager Time and Labour WorkCenter
Time and Labour Landing Page – Click here and it will bring you back to this page 22

22. Manager Time & Labour WorkCenter – Error Exceptions
Step 1 - Click Manage Exceptions Step 2 – Click Get Employees 23

23. Manager Time & Labour WorkCenter – Error Exceptions
Step 1 - Manage Exceptions
Low Severity will not stop payment
High Severity will stop payment 24

24. Manager Time & Labour WorkCenter – Error Exceptions
After Time Administration runs at Noon and 7 pm Error Exceptions could be created
Check your time sheet to ensure no errors have been identified – Click Exceptions tab – Keep the timesheet view default to Calendar Period
Correct the error as directed – Enter comment in the comment box – Click on Update Exception and Click OK
Error Exceptions will only show in the week you have displayed on the timesheet
Review the Leave/Compensatory Time tab – shows vacation hours and banked time
Will not show Casual Illness balance – Employee must ask the Supervisor for their casual hours balance 25

25. Manager Time & Labour WorkCenter – Approve Time26

26. Manager Time & Labour WorkCenter – Approve Time
Step 2 – Pending Payable Time - Review 27

27. Manager Time & Labour WorkCenter – Report Time
Step 3 – Report Time on Behalf of your employee 28

28. Manager Time & Labour WorkCenter – Modify Time
Step 4 – Modify Time – On the employee timesheet – Adjusted Time 29

29. Manager Time & Labour WorkCenter – Modify Time
Step 4 – Modify Time – On the employee timesheet – Adjust Reported Time – Remember to add a comment when adjusting an employee timesheet 30

30. Manager Time & Labour WorkCenter – Modify Time
Step 4 – Modify Time – On the employee timesheet – Adjust Reported Time 31

31. Example: Pushing Back Payable Time
Step 5 – Pushing Back Payable Time
Click the Select box of the hours you want the employee to fix
DON`T send all hours back just the incorrect ones!
Click Push Back – Click Yes on the Message Box
Click OK
The employee will receive an in their Inbox. 32

32. Pushed Back Time Past 4 Months
Stale Dated Pushed Back Time
Pushed Back time will never be reprocessed by Time Admin until it is corrected
What does that mean to the employee – employee will NEVER be paid those hours until it is corrected and resubmitted to the Supervisor for approval
The Supervisor and Employee can correct the time sheet in the current pay period as well as back 2 pay periods
If the hours go uncorrected by the employee or Supervisor, the Timekeeper can go back up to 8 pay periods to correct – known as the 4 month window for correction
If the hours are still not corrected in the 4 month window, the hours will be deemed stale dated and Central HR will remove the pushed back hours from the employee timesheet
This Central HR process will be performed at the end of each pay period

33. Manager Time & Labour – Employee Timesheet
Casual Illness and Special Leaves – Shown on Leave/Compensatory Time tab on the employee time sheet 33

34. Manager Time & Labour – Employee Timesheet
Leave Balance Details – Will show detail of all leaves taken
Click on icon to see all detail 34

35. Manager Time & Labour – Employee Leave Detail35

36. Banked Time TRC 660 Explanation
Banked Time Premium – TRC 660
Supervisors will only see this TRC for approval when employee banks time (TRC 661 or 662) – ALL TRCs must be approved.
Employee enters Banked Time on timesheet
Time administration runs and creates the OT Bank Time Premium TRC
Hours will show on the Banked Time History on the employee timesheet
When an employee banks time they will select TRC 661 or 662
The Supervisor will see 2 TRC’s – the hours banked and the premium
This only happens when an eligible employee Banks time
Remember to approve both transactions

37. Banked Time TRC 660 Explanation cont’d
Banked Time Premium – TRC 660
Example:
2 Hours 1.5x = 2 Reg Hours Banked Hour OT Premium Banked
2 Hours 2x = 2 Reg Hours Banked + 2 Hours OT Premium Banked
This is an explanation of the premium versus the hours worked and how it will look on the History page of the employee time sheet.

38. Supervisor MUST Approve Negative Hours
Employee Removes Approved and Paid Hours from time sheet – Supervisor MUST Approve Negative Hours
Do Not PUSH BACK
An employee submits vacation time and the Supervisor approves the hours. The employee comes back from vacation a day early. They remove the vacation hours from their time sheet for that day and submit to the Supervisor for approval.
The Supervisor will see these hours as a negative

39. Supervisor – Payable Time – Negative Hours
Payable Time Offsetting Entries
Navigation:
Main Menu > Manager Self Service > Time Management > View Time > Payable Time Detail
This report shows an Example for Feb 22, 2016
Negative hours of – these are approved hours removed from the time sheet - Distributed
Positive hours of 7.00 – these were the original hours submitted and approved - Distributed
Next 4.00 hours are how the hours should have been entered and submitted for approval
NOTE:
Not all negative entries will be offsets - For example: Leave without pay is entered as a negative transaction

40. Supervisor Approves Hours – Payable Status Approved
Supervisor Pushes Back Negative Hours
If a Supervisor does PUSH BACK negative hours, these hours will remain in the Pushed Back Payable Status until corrected
Contact the Employment Advisor that supports your business unit
A manual intervention for these hours is required by the HR Technical team to fix
These negative hours will display in your audit report that is run by your Department Timekeeper until the hours have been fixed manually
These hours could have employee pay impact. PLEASE approve these transactions.
Review the slide - Message – do not push back Negative Hours – very difficult to fix – which could be pay affecting

41. Supervisor – How to Push Back Time
Step 1 - From the Time and Labour WorkCenter click on Pending Payable Time
Step 2 - Select the employee you want to review
Step 3 – If there are multiple days of submitted time, select the day and time reporting code that requires correction
Step 4 - Enter a comment in the comments section on what to correct
Step 5 – Click the Select box of the hours that require correction
Step 6 – Click Push Back
*DO NOT Push Back the entire week unless all time requires correction*
Although pushed back time was used to demonstrate how to modify time, it is important to understand the details around the process for pushing back time and then how to correct pushed back time.

42. Supervisor – How to Push Back Time
Step 7 – Click on Yes
Step 8 – Review balance of submitted hours – Select and Approve

43. Timekeeper/Supervisor - Correcting Push Back Time
Step 1 – Go to the employee time sheet
Step 2 – Click on the hours in question
Step 3 – Blank the hours out
Step 4 - Click submit
Step 5 - Enter the correct hours
Step 6 – Click submit again
Step 7 – Hours will go to Payroll for processing

44. Employee/Timekeeper/Supervisor - Push Back Time
But the time is CORRECT
Make a note of the time that was submitted correctly
Delete the timesheet entry for any time that has been pushed back and click submit
Wait for the Noon or Nightly batch processing to validate the time transactions
This step will remove the push back status as the transaction no longer exists
The next day (or afternoon) add the time transactions back in to the timesheet and submit again for approval
REMINDER: Time Administration batch process runs Monday - Friday

45. Self-Service Center – Manage Delegation36

46. Manage Approval Delegation Steps
Click on Home
Self-Service Center – Click on Manager Delegation
Click Create Delegation Request
Select Job you want to Delegate
Click Continue
Enter From and To Dates ( Can not enter retroactively)
Click Next
Select T&L Approve Payable Time – its all or nothing
Based on Department delegation rules select Delegate (either Direct Report or Peer)
Click Next – Confirm who the Proxy is and dates - Click Submit 37

47. Ensure your proxy has taken online training for approving time
Approval Delegation
Reminders
Before submitting a delegation clear all Pending Payable time in your queue
Speak to your potential delegate (Proxy) first to check for availability
Review your Proxies list to ensure you only have one active proxy at a time
Ensure your proxy has taken online training for approving time 38