Transcript Kuali Time @ IU is an

Kuali Time @ IU is an
UPgrade!
Lora Headdy
FMS: Payroll & Kuali Time System Manager
Kuali Time @ IU
• Implementation date Sunday, February 23rd
• System will be down in the early morning for
approximately 3 hours
• All data is being converted to new system
• OneStart banner to notify employees next week
• Kuali KPME Time product based on current IU
TIME system
Accessing Kuali Time
Set a bookmark
Use existing kiosk
OneStart Kuali Time portal
Services > Administrative Services >
Kuali Time
Person Info Tab
Person Details:
Principal ID
Principal Name
Service Date
Timezone Preference
Job Details:
Job (including
voucher code)
Assignment
Approver, Pay
Processor, Admin
Role Details:
Displays user’s
current roles
Employee Timesheet Activities
• Timesheet creation
– Friday before pay period starts
– Creating nightly
– Still click on clock/time detail to create on the fly
– Timesheet available for enroute eDocs after 1 hr
• “Change employee”
– All activities demonstrated as an employee, are the
same for approvers/pay processors.
Regular Time: Clock Entry
• Employee can NOT
change times or delete
the timeblock.
• 6 minute rounding still
in place.
• Click Actual Time
Inquiry for actual clock
times.
New Functionality: Missed Punch
• Can only be submitted
for last clock action
• Only one missed punch
per shift
• Inputs the clock action
for the employee
• Reportable in inquiry
and in the IUIE
• Missed punch entries are
subject to rounding
• Routes to assignment
approver(s) action list
• Auto Approved at end of
pay period
Regular Time: Manual Entry
• Time Detail Tab
• Click on a day
• Multiple time entry
formats supported
Time Detail Activities: Editing Timeblocks
Time Detail Activities: Adding Non-Regular Codes
Time Detail: New Features
Color Coding on timesheet
• Visibility of hours
recorded per
assignment easier for
approvers
Historical data available
• Use arrows at the top
Auto Lunch Deduction
• Visibility of deducted
hours on timesheet
• Ability to delete by
approver and payroll
processor
Time Detail: Overtime Earn Code Edit
Overtime Earn Code Editing
• Drop down will limit to OVT/CPE or
NEP/NEC combos.
• Can set the role which can edit on
the work area maintenance doc.
• Converted existing values
Time Detail: Errors & Warnings
Visibility of warnings on Time Detail and on Approver Tab.
o Affordable Care
o 22-28 hr and 29+ warning
o Earn Code specific
o Ex: FMLA, Injury, NEP/NEC
o Clock Location
o If clock taken from unapproved IP per “Clock Location Rule”
o Accrual Balance Exceeded
o Ready to Approve Errors
o
o
o
o
Invalid Assignment
Overlapping Timeblocks
Standard hours (of 40) not met
More than 40 “counts as regular” hours recorded
Approver/
Payroll Processor Tab
• Displays employees and
their Work Status
• Over 12 hrs=Red
• Filtering by Dept, Work
Area and Approval
Status
• Search by employee ID,
name, username and
Doc ID
• Visibility of historical
data
• Warnings
• Notes
• Drill Down to Employee
day by detail
Approving Timesheets
• Document will still route to
Action List with a link to the
Approval Tab.
• Approval Status Filter
• Three ways to Approve
• Approve button on
Approval Tab
• Check box select on
Approval Tab
• Approve button on
individual timesheet
• Plus sign to expand
summary on the Approval
tab
• Click document ID to drill
down to timesheet detail.
Here you can make
corrections, add notes and
approve.
Live Demo
• Approver tab during approvals
– Approval status filter
– Warnings/notes
– Plus sign
– Approve buttons
• Adding time
– Drop down
– Multiple day select
Approver/Pay Processor Admin Functions
View only of setup data:
Administrative
• Department
• Earn Code
• Work Area
Timekeeping
• Clock Location Rule
• Department Lunch Deduction Rule
• Shift Differential Rule
• Time Collection Rule
Inquiries: Same as current TIME
Clock Log- View clock actions/IP for clock entry
employees
Missed Punch- View report of missed punch
documents created
Time Block History Inquiry- View every
timeblock ever added/deleted on timesheet.
Time Block Inquiry- View active timeblocks
Change Target Person: Input username to drill
down to employee’s timesheet detail.
IUIE Reporting
• All Time users can access IUIE.
• All Datagroups and Reports rewritten/improved.
• Added F/C/H indicator to enable you to
only select current values
• Overtime, Premium and Shift are now in
the detail, no longer their own column
• Exception Reporting
• Totally reworked concept
• Reports to enable you to dynamically
define exceptions for your area.
• Work in Progress
• Once they are available, please give
feedback and ideas for new reports to
meet your needs.
• Time data is for during the pay period or detail
reporting. After the fact/high detail should be
out of payroll/labor ledger data.
Support during Implementation
• Kuali Time Website
– http://www.fms.indiana.edu/kualitime/home.asp
– Written documentation
– Video Tutorials
• Multiple, short videos
• Decision Trees
– Recording of this training
• Help tab in Kuali Time
• FMS Customer Service
– Support form
Questions?
• Approvers, Reviewers and Payroll Processors
can leave IF you aren’t also a Payroll Manager
• Additional information following questions for
Kuali Time Administrators
• Upcoming session info found on Kuali Time
Website along with recorded webinar
Department & Work Area
• Department
– Edit roles: Time Dept Admin, Payroll Processor, Payroll
Processor Delegate, Dept View Only
– Enabled edit of Time Dept Admin
• Work Area
– No longer classified by E and H
– Add, Edit, Inactivate
– Effective date updates when you edit
– Edit roles: Approver, Approver Delegate, Reviewer
– Overtime Edit Role & Default Overtime Earn Code
• Maintenance
document
• Must enter
description
• Must click
Add button
• Inactive
Roles section
Rule Maintenance
• Always define at highest level, and define
exceptions. Rules at employee level are hard to
maintain.
• Clock Location Rule
– Allows establishment of IP address/subnet as an
“approved location”. When clock recorded at an
unapproved IP, warning will show.
• Department Lunch Deduction Rule
– Lunch buttons are eliminated
– Establish an automatic meal deduction per shift
• Shift Differential
– View of existing shift rules for the university
Time Collection Rule
• Maintenance now done centrally
• Campus level rules are established to
determine time collection.
• Only exceptions officially recorded are being
converted.
• To request an exception, form in TIME portalSupport Links (will be on the Help tab in the
future)
Documentation
Review what’s published
• Written
• Video Tutorials
Give feedback, and
request additional
videos, documentation
Questions?
• Are you in the test environment trying it out?