1. HR Conference 2006 Tallahassee, Florida November 14 &15 Programs ~ Processes ~ Partnerships ~ Programs ~ Processes ~ Partnerships Time and Payroll HR Conference 2006

2. Programs Processes Partnerships People First Time and Attendance and Payroll Enhancements Since Last Conference Pay Cycle selection was added to the One-Time Regular Payroll and Supplemental screens. Stop/Cancel Payment functionality was implemented. Timesheet Template was created. Implemented the ability to edit multiple lines of an existing timesheet. Numerous changes were made to the Employee Time Entry Approval functionality. Holiday hours type was implemented.

3. Programs Processes Partnerships People First Time and Attendance and Payroll Enhancements Since Last Conference Several enhancements were implemented for Law Enforcement employees (CBU 06). Leave Balance Overview screen was implemented. Improved Overtime Rate of Pay calculation was implemented. Numerous Flex Schedule enhancements were implemented. Payroll Input enhancement was implemented to reduce the number of pay checks that employees receive.

4. Programs Processes Partnerships Addition of Pay Cycle to One-Time and Supplemental Pay Screens Enhancement: This enhancement created the ability for agencies to select their agencies regular (1 for biweekly agencies and 2 for monthly agencies) Pay Cycle in the Regular Salary Payments, OPS Salary Payments and Military Supplemental Payments entered through either of these screens. Process: Simply pull up the employee on the Management Screen (must be an H or an A roll), pull up the One-Time Regular Payroll Pay or Supplemental Pay screen (depending on which payroll you are paying), enter the record as normal, hit save and then select the pay cycle for the record on the next screen (screen shots follow for examples) and select “continue”.

5. Programs Processes Partnerships Addition of Pay Cycle to One-Time and Supplemental Pay Screens Notes: –For biweekly agencies, only 1 (regular) and 3 (supplemental – results in higher taxes) will be valid. –For monthly agencies, only 2 (regular) and 4 (supplemental – results in higher taxes) will be valid. –To change the pay cycle on a record you have already created, select the record from the overview box, select “edit”, change any information on this screen that also needs to be corrected and select “save”. This will take you back to the pay cycle screen, once here select the appropriate pay cycle and hit “continue”.

6. Programs Processes Partnerships New Stop/Cancel Payment Functionality Enhancement: With this enhancement agencies are able to cancel payments that exist after the Prelim has been processed. Using this functionality keeps these payments from going to the F0001 (Payroll Input File). Process: Simply pull up the employee on the Management Screen (must be a H or an A roll), select the drop down for Time and Payroll, scroll to the bottom of the drop down and select “Stop/Cancel Payment” and click “Go”.

7. Programs Processes Partnerships New Stop/Cancel Payment Functionality –Once within the “Stop/Cancel Payment” screen you will see the payments that existed in the system for the employee at the time the Prelim was processed. These are the ONLY payments that are eligible to be cancelled using this functionality. –Once within the cancellation screen, to cancel a payment, select the edit button and then select the status of “Stopped” and click the “Save” button. –History of the payments cancelled will remain in the overview section of this screen by Payroll Run Date and will be available for future viewing by the agency. –If there are no records available for cancellation, the screen will simply show a message “No Preliminary Payments are Available.”

8. Programs Processes Partnerships Timesheet Template Functionality Purpose: This functionality is intended to ease the timesheet process for employees who are required to perform cost allocation and/or project allocation of their time. Benefit: Reduces manual re-entry of charge objects every week, when the employee uses the same charge objects each period.

9. Programs Processes Partnerships Accessing the Timesheet Template The timesheet template functionality is ONLY available through the time entry process. –Select the appropriate employee, select Employee Time Entry from the Time and Payroll dropdown menu and select “Go”. –Once within the timesheet, select a week that does not have time already saved, then select the “Create Template” Button at the bottom of the screen. This will take you into the Template screen. –You are always in edit mode when in this screen.

10. Programs Processes Partnerships Accessing the Timesheet Template Select to create a template

11. Programs Processes Partnerships Creating a Timesheet Template Once within the Timesheet Template screen, select the appropriate Charge Objects and Hours Types from the applicable dropdown menus (or manual enter if you know the codes). Once you have completed your entry, select the “Save” button at the bottom of the screen. When entering the template, if you need to reset the template, select the “Reset Template” button at the bottom of the screen. This will reset the template to its last saved status. If never saved, it will reset to a blank template. If you want to exit the template without saving, select the “Return to Time Entry” button at the bottom of the screen. This button does NOT save the template and any changes made since the last time you selected “Save” will be lost.

12. Programs Processes Partnerships Timesheet Template Screen Action Buttons – See Previous Slide for Details

13. Programs Processes Partnerships Applying a Timesheet Template Once the template has been saved, select the “Return to Time Entry” button at the bottom of the template screen. –Once you are back on the Time Entry Screen, select the “Apply Template” button. –Once you select the “Apply Template” button the timesheet will open in edit mode.

14. Programs Processes Partnerships Timesheet Once Template is Applied Click to change existing template for the employee. Click to apply template to work week.

15. Programs Processes Partnerships Timesheet Template Final Notes Timesheet Template can ONLY be applied to weeks that have NO time saved on them. Timesheet Template can be applied by a manager, timekeeper, HR professional, etc. on behalf of an employee. Timesheet Template is ONLY available through the Time Entry screen and NOT as a separate dropdown item in the Time and Payroll dropdown list. Timesheet Template contains 10 lines for standard setting. To add additional lines to the timesheet once the template has been applied, save the timesheet, then select edit. This can be done as many times as needed to add lines above the standard 10 lines.

16. Programs Processes Partnerships Editing Multiple Hours Types in One Step Once multiple hours types exist on the employees timesheet, he/she may now move hours from hours type to another hours type in one step. Employees NO longer must edit one line at a time to move hours. All lines on the timesheet can be edited in one step.

17. Programs Processes Partnerships Editing Multiple Hours Types in One Step All lines can be edited in one step.

18. Programs Processes Partnerships Timesheet Approval Security Change Effective with the 10/28/06 release, coding was implemented to keep all employees from being able to approve their own timesheets.

19. Programs Processes Partnerships Time Entry Approval Overview With this enhancement, managers can now see excluded, exempt, SES and SMS employees by their pay period. Additionally, 28-day employees are viewable by FLSA period. 40-hour included employees are only viewable by FLSA period.

20. Programs Processes Partnerships Time Entry Approval Changes Additional way to access Time Entry Approval screen was made available. Employees are sorted in Alphabetical order by last name (within Time Entry Approval screen). There is a new box on the Time Entry Approval screen that shows rejected hours. 28-day employees are now presented separate 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 are met (except for 28-day employees, who are based on 28-day period).

21. Programs Processes Partnerships Time Entry Approval Changes Continued: Link associated with the employees identification number takes the approving authority to an Approval/Rejection details screen. To approve one week of time (only applies to 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. If time is rejected, you will not be able to approve the employees timesheet for that period until he/she meets contract hours for the period.

22. Programs Processes Partnerships 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 simply click the Employee Time Entry Approval link. –You no longer have to find the employees supervisor to access the Employee Time Entry Approval screen for an employee. –If you are approving time for a non-manager employee and have selected the employee, only the selected employee will be displayed in the approval screen. –If you are approving time for a manager and have selected the manager, both the manager and his/her direct reports will be shown in the approval screen. –If a manager wants to only view one employee in the approval screen, he/she can simply select that employee in his/her direct reports page and then click on the Employee Time Entry Approval dropdown.

23. Programs Processes Partnerships Time Entry Approval – New Approval/Rejection Detail Screen Once you have selected the correct pay period, click on the employee’s ID number (Emp. ID#). This will take you to the new detail screen. This link no longer takes you to the Employee Time Entry Screen, rather it takes you to the new Approval/Rejection details screen. To go back to the Employee Time Entry Approval screen at any point while in the Approval/Rejection screen simply select the “Time Approval” button. Time for the entire Pay Period or 28-day period can still be approved in the Employee Time Entry Approval screen without accessing the details screen. Time can ONLY be approved in the Employee Time Entry Approval screen if the Pay Period hours have been met. –For 28-day employees, the time can only be approved once he/she meets the 28- day contract hours.

24. Programs Processes Partnerships Time Entry Approval – New Approval/Rejection Detail Screen Once within the Approval/Rejection details screen you can approve or reject time. –To approve the time, click the “Edit” button and then click the “Save” button. This will approve only the time presented. –To reject a day (or more), select the “Edit” button, then mark the “Reject Hours” check box and enter appropriate comments for the day (s) that you are rejecting, then click the “Reject Entries” button. 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 check 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. To approve time for 40-hour included employees by FLSA period (workweek), you must access the new Approval/Rejection details screen.

25. Programs Processes Partnerships New Time Entry Approval/Rejection Detail Screen Select “Save” to approve this Time Period. To reject entries, mark the “Reject Hours” check box for the appropriate day and then click the “Reject Entries” button. Select “Cancel” to exit out of Edit Mode. Select “Time Approval” to go back to the Time Entry Approval Screen.

26. Programs Processes Partnerships State Holiday Hours Type 1005 The State Holiday hours type (1005) is prepopulated for employees once they hit the “Edit” button on the Time Entry screen for the workweek containing the holiday. Edits are built in to ensure that the employee can ONLY enter hours under 1005 that match his/her credit for the holiday. For employees on a Workers Compensation LWOP status (Action Type LWOP, Reason Code 60 or hours type 0060 recorded on the timesheet on the scheduled work day the day before the holiday) they will ONLY be able to record 1/3 of their scheduled hours as the holiday credit on the holiday.

27. Programs Processes Partnerships State Holiday Hours Type 1005 Employees on full LWOP on the scheduled workday the day before the holiday will be forced to remove the State Holiday from their timesheet before being able to save their timesheet. Employees on Military Leave will be able to enter their scheduled hours for the day. For full-time employees the system will force a State Holiday credit equal to the greater of the employees scheduled hours on the day of the Observed State Holiday and 8 hours. For part-time employees the system will force a State Holiday credit equal 8 hours times the employees FTE rounded to the nearest quarter hour. –For example, for an employee with an FTE of 0.50, the system will force a holiday credit of 4 hours.

28. Programs Processes Partnerships Personal Holiday Full-time employees can enter and submit their Personal Holiday (0066) with less than their scheduled hours for the day they are using the holiday, however they will still be charged for their entire Personal Holiday for the Fiscal Year. For part-time employees, the employees personal holiday credit is prorated based on the employees FTE. The employee can still use less than their eligible hours, however they will be charged for their entire Personal Holiday for the Fiscal Year. The Personal Holiday cannot be split over multiple days. The Personal Holiday applies to only one day per fiscal year.

29. Programs Processes Partnerships Changes for Law Enforcement Employees FLSA Accrual Cap was increased from 80 to 100 hours, except for Law Enforcement employees in a Training Status. For these employees in a training status, the CAP was removed as they can accrue unlimited FLSA Compensatory leave. –Training status is determined by appointment status 10 – Trainee-Recruitment. New Administrative Leave Type for Law Enforcement employees (hours type 0089) was created – –ONLY Used during periods with a holiday. –Must be used to apply Law Enforcement contract rules, other admin. Leave types do not apply to IUPA rules during holiday period.

30. Programs Processes Partnerships Guaranteed Callback for Law Enforcement Guaranteed call-back increased from 2 hours to 4 hours for Law Enforcement employees (CBU 06). This change is effective in People First starting with the 10/28/06 release. This change is NOT retroactively applied in People First.

31. Programs Processes Partnerships Leave Balance Overview – Current Balance Section The Current Balance Section contains the employee’s “Current” balance. This section is updated every 15 minutes. Total Hours Available – This is the employees balance without consideration of leave that is pending submission or approval. Pending Timesheet Hours – This is the composite leave (by leave type) that is pending approval. This includes pending leave for all prior periods. This balance factors in leave that is either saved on the employees timesheet for a given period or submitted for approval, but not approved. Net Hours Available – This is the employees actual leave available for use. This is “Total Hours Available” minus “Pending Timesheet Hours”.

32. Programs Processes Partnerships Leave Balance Overview – Pay Period Overview Section The Pay Period Overview section contains the activity for the pay period selected. This section ONLY contains what happened in that pay period. This section does NOT consider pending hours in the presentation of Beginning to Ending Balances. All fields within this section are updated every 15 minutes, except for leave balance adjustments, which are updated nightly.

33. Programs Processes Partnerships Leave Balance Overview – Pay Period Overview Section Once old timesheets are approved, that leave balance statement and all subsequent Leave Balance Statements will be updated. This update will occur every 15 minutes. Each leave type the employee has a balance for is presented separately. If the employee does not have a balance for a particular leave type, the leave type will not be shown. LWOP Hours Types and Administrative Leave Types (except Military Training) are NOT shown in this screen.

34. Programs Processes Partnerships Leave Balance Overview – Fields Within the Pay Period Overview Section Beginning Balance – This is the employee’s ending leave balance from the previous pay period. This does not consider pending hours. Used – This is the total leave used (based on approved timesheet) during the selected pay period. Accrual – This is the leave earned during the pay period. Accrual will show based on the day accrued.

35. Programs Processes Partnerships Leave Balance Overview – Fields Within the Pay Period Overview Section 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. Ending Balance – Beginning balance minus leave used plus leave earned plus/minus adjustment processed. Pending Approval – This contains ONLY the pending hours for the pay period selected. This is not factored into the beginning or ending balances in the Leave Balance Statement section.

36. Programs Processes Partnerships Leave Balance Overview Screen Current Balance Section contains Time for ALL Pay Periods. Pay Period Section contains detail for Selected Pay Period ONLY.

37. Programs Processes Partnerships Leave Balance Overview Final Notes For eligible employees, up to 18 months of history will be viewable (last 18 months). –History is based on Employee ID number. If the employee has had multiple Employee ID numbers, they will only see the history under their current ID number. “Current Balance” section within the Leave Balance Overview screen shows the employees actual current balance, NOT their Pay Period History. “Pay Period Overview” section contains the employees history for the selected Pay Period ONLY. Future dated items do not show until the Future date occurs. Only current and prior pay periods are shown, future periods are not shown.

38. Programs Processes Partnerships Overtime Rate of Pay How are On-Call, CJIP, FFIP and FNA Pay included in the Overtime Rate of Pay? –On-Call is included in the employees overtime rate of pay based on the FLSA period earned. Specifically, On-Call is only included in the Overtime Rate of Pay for the periods that both Overtime and On-Call are earned. –CJIP is included based on the employees last CJIP payment received. –FFIP is included based on the employees last FFIP payment received. –FNA Pay is included based on the FLSA period earned.

39. Programs Processes Partnerships Overtime Rate of Pay What you should be aware of: –As the employees overtime rate of pay includes On- Call, employees who receive On-Call pay will experience different overtime rates of pay, depending on the On-Call hours worked during each respective period. –Retro payments will be created when additional pay is processed for employees for a pay period that has already been processed. –Payments processed through the One-Time and Supplemental screens will not impact the Overtime Rate of Pay. –When entering Overtime payments into the One- Time and Supplemental screens, agencies should enter the desired hourly rate of pay.

40. Programs Processes Partnerships Flex Schedule/Contract Hours for Monthly Employees What to be aware of: –Contract hours for monthly employees on a Flex Schedule are no longer based on the standard BOSP contract hours. Rather, each employees contract hours are calculated based on their individual schedule. Contract hours will be calculated by adding all scheduled hours from the first to the last day of the month. –This calculation for contract hours is critical when the employee works less than full contract hours for the month (e.g. mid-period hires, terminations, etc, LWOP). For example, if I schedule 170 hours during the month and I work 160 hours, with 10 hours of LWOP, then I will be paid for 160 of 170 hours. All calculations will be based on 170, not the standard BOSP contract hours.

41. Programs Processes Partnerships Flex Schedule/Contract Hour Changes for Monthly Employees Continued : –Monthly employees must submit Flex Schedules on a week by week basis, not a pay period basis (except 28-day employees). One Schedule can still be projected forward for multiple weeks by changing the end date as desired. The key is these employees must balance their flex schedule to a 40 hour week (for part-time employees this is 40 hours times their FTE). –The new Contract hours are used to drive the employees timesheet submission for the period (Career Service Excluded, SES Excluded, SMS, Exempt, etc., NOT INCLUDED EMPLOYEES). –Overtime is based on the employees FLSA period, not the monthly contract hours.

42. Programs Processes Partnerships General Flex Schedule Enhancements: Timesheet Related Flex Schedule can be created and/or modified up to the point that the employee’s timesheet is approved. Once the timesheet is approved, the employee’s flex schedule cannot be changed. –If there is submitted or approved time for any part of the FLSA period for included employees or pay period for excluded employees, then the employee will NOT be able to create a flex schedule for any part of the period.

43. Programs Processes Partnerships General Flex Schedule Enhancements: Timesheet Related Employees cannot project a flex schedule into the future, IF an approved timesheet exists for one or more of the projected periods. –Employees will receive an error message advising them that they have approved time in the future if they attempt to project a timesheet into the future, when one or more of those periods contain approved time.

44. Programs Processes Partnerships General Flex Schedule Enhancements Once an employee’s flex schedule is approved, ONLY the employee’s manager or HR office will be able to modify the flex schedule. –Employees will receive an error message when attempting to modify an approved Flex Schedule: “You already have an approved flex schedule for this period, please contact your manager to change your schedule.”

45. Programs Processes Partnerships 28-Day Employees For 28-day employees, the flex schedule screen will be shown in 4 week increments, based on employees’ 28-day cycle. Schedules can still be projected into the future, but must use an end date that corresponds with the last day of a future period. Flex schedule hours must correspond with the FLSA period (160 or 192 hours, depending on cycle). To save the flex schedule, employees must meet their FLSA hours. Flex Schedule MUST be approved BEFORE the employee’s timesheet is approved. Timesheet submission and approval will be based on the FLSA period hours (160 or 192). Flex Schedule Changes

46. Programs Processes Partnerships Flex Schedule – 28-Day Employees

47. Programs Processes Partnerships 28-Day Employees LWOP will ONLY be considered if presented in TOTAL for the pay period. Mid transactions (hires, terminations, transfers, etc.) will be paid based on the employee’s scheduled hours for that period (based on days eligible). Overtime and FLSA Accruals will only occur when employees physically work more than the 160 or 192 hours (based off of cycle) in an FLSA period. Key Payroll Points

48. Programs Processes Partnerships Payroll Input File (F0001) Change Effective with the 10/28/06 release, new payroll (F0001) combine logic was implemented to reduce the number of supplemental pay checks that an employee receives.

49. Programs Processes Partnerships Payroll Input File (F0001) Change How Combining works: –When multiple FLSA periods are contained within one pay period and the employee has multiple Overtime (OT), On-Call, On-Call Weekend/Holiday or Extraordinary payments in the same pay period, then the beginning and ending rate and hours fields will be used to combine payments to reduce the number of payroll checks the employee receives. –ONLY like kind payments will be combined. For example, one overtime record will be combined with another overtime record, but would not be combined with an on-call record.

50. Programs Processes Partnerships Payroll Input File (F0001) Change How Combining will work: –If the employee has multiple payment types (e.g. overtime, on-call, on-call weekend and extraordinary pay), then separate payroll records are sent for each payment type. –ONLY two payments will be combined using this process per payroll record. If an employee has more than two like kind payments during the same pay period, then multiple records will still be sent for processing. Each F0001 record would contain up to 2 like kind payments. For example, if an employee has three different OT payments in the same pay period, then two records would be sent for processing. The first record would contain the first two OT payments and the second record would contain the third and final record.

51. Programs Processes Partnerships Additional Useful Information The Department of Management Services (DMS), People First Team sends out numerous communications ranging from Alerts, System Enhancements document, General Communications, etc. These communications are all posted at the following website: http://dms.myflorida.com/human_resource_su pport/people_first/for_hr_professionals/corresp ondence http://dms.myflorida.com/human_resource_su pport/people_first/for_hr_professionals/corresp ondence In addition, there are numerous training videos and other useful documents (for example, manual timesheets) that are available on the following DMS People First Team Website: http://dms.myflorida.com/human_resource_su pport/people_first http://dms.myflorida.com/human_resource_su pport/people_first