1. Department Time Entry of ‘Exception hours’ for Classified Employees
For classified Employee with regular schedules and with shift differentials
Payroll will default the standard hours based on Form 3
Department need to notify Payroll on latest Form 3 changes immediately
No impact to employees in department - still sign-in/sign-out
Departments are responsible for keeping in/out logs and timesheets at their site for 2 full calendar years
Payroll will perform on-site audits to ensure compliance
Assign department time clerk to enter and approve ‘Exception Time’

2. Department Time Entry of ‘Exception hours’ for Classified Employees
Use of available ‘Exception Time’ Earn code:
(available as of 3/1/07)
AWL-Leave w/o Pay
BER-Bereavement Pay
BTO-Bonus Paid Time Off
CTP-Comp Time Paid
FHP-Floating Holiday Pay
JUR-Jury Duty
PLL-Personal Leave w/o Pay
PTP-Parent Teacher Leave w/ Pay
RWW-Reduced Work Week Pay
S08-Shift 2 w/ Premium Pay
SLL-Sick Leave w/o Pay
SPP-Sick Leave w/ Pay
VAC-Vacation Pay

3. Department Time Entry of ‘Exception hours’ for Classified Employees
- Department time clerk / entry person will use PHATIME in Banner to post ‘Exception Time’ for each employee in the department
If time entry person does not have access to Banner Payroll, please fill out an ‘ITS – Request for computer account form’
Check ‘Payroll’ box and put in ‘PHATIME and Web4’ in the ‘Additional Information/Requested:’ column
Get approval and signature from your department head
Submit it to Anne Morris, CCSF Security Administrator at
‘ITS, Batmale Hall, Room 133’

4. Department Time Entry of ‘Exception hours’ for Classified Employees
Cutoff time in general for all time entry is following Monday at noon, unless otherwise notify by payroll due to holidays or school breaks
Time entry person also perform the approval of timesheets on PHATIME
Time entry person needs to setup proxy / proxies in Web4

5. Department Time Entry of ‘Exception hours’ for Classified Employees
Status driven process. Status goes from:
‘Not Started’ – timesheets has not been extracted for the pay period
‘All’ – which included ‘In Progress’, ‘Approved’, and ‘Completed’ statuses
‘In Progress’ – time entry person is currently in the process of entering time
‘Approved’ – time sheet for individual employees has been approved
‘Completed’ – timesheets has been processed by payroll

6. Department Time Entry of ‘Exception hours’ for Classified Employees
Open an internet browser
Go to
Click on ‘Banner INB Production’ in Red
Click on one of the 2 available INB servers
Log in with your Banner Username and password 4

7. Department Time Entry of ‘Exception hours’ for Classified Employees
Enter ‘PHATIME’ in the Go To… box 1

8. Department Time Entry of ‘Exception hours’ for Classified Employees4 1 2
To enter hours
Enter your Organization number
First time only, select ‘Not Started’
Enter appropriate Year, ‘BW’ for bi-weekly classified payroll, and your pay period
Hit Ctrl & Page Down key, or use Block/Next on menu bar, or use ‘Next Block’ icon on the icon bar
A dialog box will open asking if you like to extract and begin time entry for pay period - click ‘Yes’ to start time entry 3 5

9. Department Time Entry of ‘Exception hours’ for Classified Employees3
It will tell you a number of records has been extracted successfully
You will see the name of the first person on the list in the 2nd block (Jobs block)
Use Ctrl & Page Down key, or use Block/Next on menu bar, or use ‘Next Block’ icon on the icon bar to navigate between blocks
While in 2nd (Jobs) and 3rd (Time Entry) block, use up and down arrow keys and tab key to navigate between employees and their time records
1st block
2nd block
3rd block 2

10. Department Time Entry of ‘Exception hours’ for Classified Employees5
Use Ctrl & Page Down key to go from 2nd to 3rd block
In 3rd block, enter exception earn code and their corresponding hours
You can access all available ‘Exception Earn Code’ by clicking the dropdown button below Time Entry Earn
Select an exception earn code from the list and start entering hours in the days that hours were taken
Remember to use F10 key or Save icon on the icon bar or File / Save on the Menu bar to ‘Save the entry’
1st block
2nd block
3rd block 3 4

11. Department Time Entry of ‘Exception hours’ for Classified Employees3
Override Labor Distribution
You can also override labor distribution in PHATIME
To override FOPAL, make sure your cursor is at the hour entry that you want to override
Go to menu bar, click on Options / “View or Override Labor Distribution” 2

12. Department Time Entry of ‘Exception hours’ for Classified Employees1
Override Labor Distribution
Enter the override FOPAL
Split the exception hours equally and accordingly
Always remember to hit F10 key to ‘Save’ your work 2

13. Department Time Entry of ‘Exception hours’ for Classified Employees
Run YDEPTHRS report
Enter ‘YDEPTHRS’ in Go To… box
Time entry person can use this to monitor their progress and should print a final copy to file it with the original IN/OUT employee time records
All original IN/OUT time records are required by law to be kept at each department for up to 3 years for audit purposes 1

14. Department Time Entry of ‘Exception hours’ for Classified Employees
Run YDEPTHRS report
Use Ctrl-Page Down to navigate to the 2nd block and enter Printer name
Go to the 3rd block and enter appropriate parameters in Year, Pict Code (Pay ID), Pay No, and Orgn information
Go to 4th block and check ‘Save Parameter’, and hit F10 key to save and submit job
1st block 1
2nd block
3rd block 2
4th block 3

15. Department Time Entry of ‘Exception hours’ for Classified Employees
Run YDEPTHRS report
Report shows you the status of employee’s exception hours by earn code reported for the pay period
Notice the status, it goes from:
‘I’ – In progress
‘A’ – Approved
‘C’ – Completed
3rd block 2