1. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Dora Sanchez, Payroll Supervisor Payroll Training September 9, 2015 Administrative Services

2. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Agenda  Staff  Dates & Deadlines  Earn Types  Time Card Entry  Differential Codes  Time Card Errors  Negative Leaves  Comments  Questions

3. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Data Entry

4. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry Dates and Deadlines (example)

6. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Earn Type Codes

7. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 3. Enter period end date. Always the 10 th of the month (except for June 30 th ).

10. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 4. Enter “N” unless you are entering back-pay (BCP). (as a rule easier to say “Y” than starting over)

11. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 5. 3 ways to lookup employee: Colleague ID (easiest), Social Security #, or Last Name.

12. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 7. Enter the Number that corresponds with the position in box below and press “Enter”

14. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 8. Make Changes to Time Card and Approve. Press “F10” to save and move on to next employee.

15. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 10. Differential Codes, Certain “Earn Types” require manual input of the differential code (PHOL, UNPD, & CNWP).

17. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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.

18. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 13. If you see this pop up on the screen do not update. Go to LEVS to review leaves.

19. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu 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. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry 15. Comment Screen, Place comments for Over- Time, Substitutes, Saturday work for Students or other Hourly Staff.

21. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry Examples of Time Card Entry  Student  Non Academic  Academic All training materials and forms can be found here, Website: http://www.hartnell.edu/business-officehttp://www.hartnell.edu/business-office Or http://www.hartnell.edu/payrollhttp://www.hartnell.edu/payroll

22. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry Contact Information: Tracey Richardson, Controller 831-755-6752 Dora Sanchez, Payroll Supervisor 831-755-6951 Abel Del Real, Payroll Technician 831-755-6993

23. GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu Time Card Entry Questions?