1. Payroll Training
Payroll Services
January 22, 2018

2. Dates & Deadlines Earn Types Time Card Entry Differential Codes
Agenda
Dates & Deadlines
Earn Types
Time Card Entry
Differential Codes
Overtime
Time Card Errors
Negative Leaves
Comments
Questions

3. Data Entry

4. Department: Who reports to me?
Create a list of staff that reports to your area. Use this list each month so no one is left off payroll.

5. Time Card Entry Dates and Deadlines (example)

6. Earn Type Codes

7. Time Card Entry
Monthly Cycle: Classified, Hourly, & Student employees 1. Enter “TCDE” into the Quick Access box. (You must be in the HR module.)

8. Time Card Entry
2. Pay Cycle (enter either M for monthly or A for Academic). Press ok. You can also enter “…” then select a cycle.

9. Time Card Entry
3. Enter period end date. Always the 10th of the month (except for June 30th).

10. Time Card Entry
4. Enter “N” unless you are entering back-pay (BCP). (as a rule easier to say “Y” than starting over)

11. Time Card Entry
5. 3 ways to lookup employee: Colleague ID (easiest), Social Security #, or Last Name.

12. Time Card Entry
6. Enter “…”. If the employee has more than 1 position open it will allow you to select it. If the employee has only 1 position open, skip step #7.

13. Time Card Entry
7. Enter the Number that corresponds with the position in box below and press “Enter”

14. Time Card Entry
8. Make Changes to Time Card and Approve. Press “F9” to save and move on to next employee.

15. Time Card Entry
9. Things To Remember The “Sched Hours” total should match the “Work Hours” total for Permanent Classified Employees unless you enter Over-Time. Non Academic Employees’ time is recorded in Hours, Faculty in Days, Adjunct in Hours. Hourly and Student employees do not use the UNPD code, just enter “0” for scheduled days not worked. Never ZERO out hours for Permanent Staff. Use CNWP for Non-Academic (CSEA, L-39).

16. Time Card Entry
10. Differential Codes, Certain “Earn Types” require manual input of the differential code (UNPD, & CNWP).

17. Time Card Entry
11. If you are having to insert dates prior to the first day or after the last day in TCDE, check WAGS dates. (relates more to new ee’s, students, hourlies)

18. Time Card Entry
13. If you see this alert on the screen do not update. Go to LEVS to review leaves.

19. Time Card Entry
14. Check LEVS, Determine balance of Leave type that is negative and contact employee with options (UNPD, or other leave type).

20. Time Card Entry
15. Comment Screen, Place comments for Over-Time, Substitutes, and hours worked outside normal schedule.

21. Time Card Entry
Questions?

22. TCDT TCDT – Time Card Entry Detail
1. Enter “TCDT” into the Quick Access box.
2. Enter the current period-end date and click “OK”.

23. TCDT
3. Specify Pay Cycle – “A” for Academic or “M” for Monthly (classfied & student workers
4.Click on the magnifying glass next to the “Identify Selection” box.

24. TCDT 5. Click on the magnifying glass next to the “Select/List” box
6. On line 1, enter “WITH”, “EMPTIME.DTL.ADDOPER”, “EQ” and your employee ID (in quotes) as shown below and click on “SAVE”.

25. TCDT 7. Click on magnifying glass next to the “Sort” box.
8. Delete the first sort criteria line by clicking on the “1”. F9 to save.

26. TCDT
9. F9 to save.
10. Change “Output Device” to “H” for Hold then F9 to save

27. TCDT
11. F9 again to save.
12. Click “Export PDF”

28. TCDT
13. Change Font Size to “7” and “Portrait” then click “Create PDF”
14. Put the mouse cursor at the bottom of the PDF and click on the printer to print.

29. TCDT
Compare the report and time sheets to make sure the correct entries were made. Keep the time sheets grouped by month for the entire fiscal year. At the end of the fiscal year, turn in all time sheet to payroll.

30. Time Card Entry
Examples of Time Card Entry
Student
Non Academic
Academic
All training materials and forms can be found here,
Website: Or

31. Time Card Entry
Contact Information:
Suzie Payne, Controller
Dora Sanchez, Payroll Supervisor
Abel Del Real, Payroll Technician