Transcript How to enter contracts and timesheet authorizations

How to enter contracts and
timesheet authorizations
Human Resources
my.brocku.ca
Agenda
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Introduction
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How to enter contracts and t/s authorizations
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Budget Accounts
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Approving contracts and printing contracts
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Viewing status
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Creating reports
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Benefits of fixed coding and immediate changes
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Additional resources
How do I log on to the Contract System?
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Visit my.brocku.ca
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Click My Work tab
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Select BrockDB—Menu
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Select HumanResources
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Select Contract/TSAuth
How do I enter a contract?
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Click HRC_Contract
 Employee number for returning employees or SIN for new employees to the University
 Address information (if they have an employee number, you can choose the permanent
address or the current address)
 Job information – title, department, start and end dates (cannot exceed 1 year duration),
and course information when required
 Rate of pay using the Part-time & Student Rate Schedule or Collective Agreements or
contract HR
Please remember to split
 Fiscal year, Account number(s) via weight (%) and click
financial data for contracts that
calculate and then insert
span more than one fiscal year
 Supervisor
 Specific Notes - summarize job duties or pertinent job related information (please
remember that these notes appear on the employee’s contract)
 Click insert to save
 Once entered successfully a number will be assigned
How do I change a contract?
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Click HRC_Contract
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Enter contract number and click Go
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Make the appropriate changes and add comments in Specific Notes
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Changes to existing contracts and t/s authorizations must be approved by L2 three
weeks prior to end date
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If a contract is to be cancelled, change the contract as above and notify Payroll
([email protected]) immediately to avoid an overpayment
Budget Account
In order to ensure you are budgeting appropriately when working with non-salary
accounts (i.e. an account that does not start with 116), you need to consider the 10% mandatory
government deductions that are added to the account you are using. (Note: Salary
accounts beginning with 116 have the 10% mandatory government deductions built into a corresponding
account that Finance has budgeted.)
For example (using a research account),
• Researcher has a total budget of $7,000.00
• Rate is third year complete -> $15.35 (+ 4% vacation to be added to the contract)
• Back out 4% vacation -> $7,000.00/1.04 = $6,730.77
• Back out 10% mandatory government benefits -> $6,730.77/1.10 = $6,118.88
• Now you have a working budget of $6,118.88
• Divide the hourly rate of $15.35 into the working budget of $6,118.88 to get the
total number of hours -> 398
 398 hours x $15.35 x 4% = $6,353.67 (which will display on the contract)
 $6,353.67 x 10% = $6,989.04 (which will be charged to the account and display on FIN02)
How do I approve?
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Click HRC_Authorize (for contract
approvals)
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Click HRC_ChgReqAuth (for change
request approvals)
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Select contracts for signing by “All” or
through various filters (name, contract
number, department, status, type, title)
or simply click Go and all will appear
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Check the boxes of those you want to
sign, enter your password and click the
Approve button
How do I print?
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Click HRC_ContractPDF
Select contracts for signing by “All” or through various filters (name, contract
number, department, status, type, title) or simply click Go and all will appear
Check the boxes of those you want to print and generate the pdf
Remember to duplex
Remember that
employees sign their
contracts online
How do I view status?
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Click HRC_Contract
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Enter contract or t/s authorization number
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Contract Status is displayed on the right-hand side of the screen
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Show audit
How do I create reports?
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Report filters include; department, contract status, job title, contract type, and/or
duration
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Once you fill in the filters (one or more or none), you click Go
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The information will display in a grid
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The grid can be exported to Excel, Comma Separated, or Tab Delimited files or
Print the document
• Status Codes
Awaits L1 Approval
• Awaiting authorization from L1 - e.g. Chair, Manager
Awaits L2 Approval
• Awaiting authorization from L2 - e.g. Dean, Director, Budget Officer
Awaits HR Validation • Awaiting authorization from Human Resources, has L1 and L2 authorization
Approved
• Contract has 3 levels of approval, awaiting employee signature
Employee Signed
• Contract has 3 levels of approval and employee signed
Pay Started
• Contract has 3 levels of approval, employee signed, and payment has started
Contract Complete
• Contract has been paid in full
Awaits HR Processing • Contract has 3 levels of approval and 3 levels of change approval and awaiting HRIS Systems Officer to review and authorize
Cancelled
• Contract has 3 levels of approval, no payments made, cancelled
Fiscal Year Transition • A temporary code used by Finance during fiscal year transition, usually only on the contract for a couple of days
Benefits of fixed coded rates for job titles
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Research & Stats
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Reduce data entry errors
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Expedite approval process
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Facilitate workload calculations
For example:
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Simplify ROE process
Marker/Grader will have the following titles
and rates fixed coded,
MARKER-GRADER - 1st yr complete
MARKER-GRADER - 2nd yr complete
MARKER-GRADER - 3rd yr complete
MARKER-GRADER - 4th yr complete
MARKER-GRADER - Masters complete
MARKER-GRADER - Grad Student
MARKER-GRADER - MA+Grad Student
$14.82
$15.71
$17.86
$24.19
$28.07
$25.86
$29.74
IMMEDIATE CHANGES:
• Fixed coded rates and job titles
• All titles that are inactive with begin with ZZZ – can still report
and view them
• All titles with fixed rates will be in full caps
• Rate Schedule moved from Word to Excel allowing users to
search job titles
NEXT STEPS:
• Schedule 8
Non-Stat Holidays and Temporary Employees
This is a reminder that the University will be observing two non-statutory holidays in the next few months:
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June 30, 2014 – President’s Holiday
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August 4, 2014 – Civic Holiday
As these are not statutory holidays, not all employees are entitled to payment for these days. In particular, employees who are
not entitled to University benefits coverage (temporary employees) are not entitled to payment for non-statutory holidays.
When entering and/or approving contracts for temporary employees, please remember to ensure that these hours are removed.
For clarity, the following language can be entered in the contract notes:
This temporary position does not include eligibility for University benefits coverage, including payment for non-statutory
University holidays. Payment for statutory holidays is in accordance with the Employment Standards Act.
For your reference, other upcoming non-statutory holidays in 2014 are:
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December 24 – University Closure commencing at 12:00 noon
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December 29 – University Closure
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December 30 – University Closure
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December 31 – University Closure
If you require assistance in determining an appropriate rate of pay, please contact: [email protected]
If you have any questions when entering or approving a contract, please contact: Karen Merritt ext. 3969
Additional resources
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Rates of pay for positions not covered under a collective agreement must be in
accordance with the Part-time and Student Rate Schedule located on the HR
website
– www.brocku.ca/hr-ehs/compensation
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Information on how to enter and authorize contracts and timesheet authorizations
is found on the HR webpage under Payroll
– www.brocku.ca/hr-ehs/payroll-2
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Salary schedules and rates of pay negotiated between Brock University and the
various unions can be located on the HR webpage under Collective Agreements
– www.brocku.ca/hr-ehs/collective-agreements-2
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If you require assistance in determining an appropriate rate of pay, please e-mail
[email protected].
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If you have any questions when entering or approving a contract, please contact
Karen Merritt ([email protected]), ext. 3969.
• Questions
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