Training Guide Employee Self-Service Training

1 Training Guide Employee Self-Service Training Page 1 Employee Self-Service Training Reporting Weekly Elapsed Time Overview: Understanding Reporting Weekly Elapsed Time Process In this topic, you will find detailed information about entering time into an Elapsed Timesheet. As an A&P, USPS or Faculty Employee , your assigned work schedule will pay you for your regular scheduled hours. You will only need to report exceptions to regular hours, such as leave events (sick, vacation, etc.) or special pay events (on-call, shift, etc.). If you worked a complete work week, no adjustment is necessary. Procedure Scenario: In this topic, you will learn how to report weekly elapsed time. Training Guide Employee Self-Service Training Page 2 Step Action 1. Click the Timesheet link. Step Action 2. The Timesheet pulls up the current pay week with your regular scheduled hours.

2 No Time Reporting Code (TRC) is populated for your regular scheduled hours. If you make changes to your time entry, you will need to choose a TRC. NOTE: If you worked your regular scheduled hours without taking leave time, do not make any changes to your timesheet. Only adjust your timesheet when leave was taken. 3. In this example, we will adjust the timesheet to reflect 6 regular hours worked and 2 sick leave hours taken to care for a sick child on Monday 1/25. Training Guide Employee Self-Service Training Page 3 Step Action 4. Click the Time Reporting Code menu. Step Action 5. Select a Time Reporting Code (TRC) for the Regular Hours worked (REGHP) assuming you are A&P, USPS, or 12 month Faculty. For 9 and 10 month Faculty, select REGCP. Training Guide Employee Self-Service Training Page 4 Step Action 6.

3 In order to record leave hours, an additional row must be added. Click the Add a new row button. 7. Adjust the regular hours worked in the first row (labeled as Regular Hours Worked). NOTE: Do not enter hours as zero, as it will show up as reported time. If no regular hours were worked, leave the field blank. Training Guide Employee Self-Service Training Page 5 Step Action 8. Hours less than a whole number must be entered using decimals in 15-minute increments. Total the time worked for the whole day and round to the nearest quarter hour. For example, if you worked 7 hours and 26 minutes you would enter hours. Refer to the Time Conversion Chart below if needed: Minutes Converted to quarters of an hour 00-07 08-22 23-37 38-52 53-60 9. Adjust the regular hours worked as needed. 10. All leave hours should be entered on subsequent rows.

4 11. Click the Time Reporting Code menu for the second row. Training Guide Employee Self-Service Training Page 6 Step Action 12. Select the appropriate Time Reporting Code (TRC) for the leave or pay event. Step Action 13. Enter the total hours of leave taken. 14. Some Time Reporting Codes require an Override Reason Code (ORC) to be specified. The system will generate an error if you try to submit time using a Time Reporting Code that requires an ORC. 15. If an ORC is required, click the Override Reason Code Look up button to assign the appropriate override reason code. Training Guide Employee Self-Service Training Page 7 Step Action 16. Scroll down the list of ORC's to identify the appropriate code. 17. Select the correct ORC from the list. 18. You must enter regular hours in addition to the dual entry time for the following Time Reporting Codes: - Family Medical Leave Taken FMLAT - Asbestos Weekday Pay ASBRP - Asbestos Weekend Pay ASBWP - Biohazard Weekday Pay BHZRP - Biohazard Weekend Pay BHZWP - Shift Pay 5% - S05HP - Shift Pay 10% - S10HP - Shift Pay 12% - S12HP For example, if you enter 8 hours for Shift Pay 5% - S05HP on a Monday, you must also enter at least 8 Regular Hours REGHP for that same Monday.

5 19. Verify all entries are accurate and no errors exist. Click the Submit button. Step Action 20. Click the OK button to confirm your weekly reporting for elapsed time. 21. Submitted hours can be viewed in the Reported Time Status section of the timesheet. Training Guide Employee Self-Service Training Page 8 Step Action 22. Comments can be entered in the Reported Time Status section as well. To enter a comment, click on the Comment bubble to the right of the associated time entry. Once you enter a comment, it cannot be deleted or changed. Step Action 23. You can also review Reported Hours for a previous week. If you have not entered any exceptions, your regular schedule will appear. Click the Previous Week link. Training Guide Employee Self-Service Training Page 9 Step Action 24. For pay weeks which include a holiday (such as Monday 1/18 in the example below), no hours will default into your regular schedule for that day.

6 This will not affect your pay. The Time Administration process will generate holiday hours automatically. Do not report the holiday. 25. Click the Home link. 26. Congratulations! You have completed this topic. End of Procedure.