PVA Fall Conference Workshop November 1, 2012

Presenters: Donna Seeberger and Charles Duke

“ETS-PVA: What You Told Us and What KHRIS Wants” Seelbach Hotel -Louisville, KY

TWO SYSTEMS…ONE GOAL

• • ETS-PVA is an exception based timekeeping system, which means you only record the time the employee does not work based on the

current Work Schedule in ETS-PVA.

KHRIS is Kentucky Human Resource Information System which centralizes data and all time is recorded (Regular hours worked and any time the employee is off).

ETS-PVA AND KHRIS

ETA-(PVA) UPLOADING (DONNA) C O T INTERFACE KHRIS KHRIS • THE TWO (2) MUST INTERFACE/RECONCILE WITH ZERO EXCEPTIONS, BEFORE PAYROLL RUNS

COMMON PROBLEMS

• WORK SCHEDULES • FLEX SCHEDULES • HOLIDAYS SCHEDULES • COMP TIME EARNED & USED • SPLIT WEEKS • PART TIME EMPLOYEES • MISC LEAVE – VOTE – BLOOD – ELECTION LEAVE – COURT AND JURY DUTY – ADVERSE WEATHER

(AWL)

Work Schedules

• All employees are set up in KHRIS as 24/7 employees. You are to work 7.50 hours for a 37.50 hour work week. You are only eligible to receive 7.50 hours pay for any Holiday. Any

other exception is rejected in KHRIS.

– Employees should be shown as working 7.50 hours and if they are working 8,8.5 or 9 hours per day they should earn Comp Time for the additional time. This additional time should be used on the day that the employee is not working.

Work Schedules

• • • All work schedules must be effective on a Monday. Do not change work schedules during the middle of the pay period. This presents problems with the employee’s leave balance. (This deletes the past months accrual) When a new employee starts and the current work schedule shows 8a – 4:30p with 1 hour for lunch and the office is open from 8a – 4p with a 30 minute lunch you need to record in the JUSTIFICATION Box in ETS (Wk Sch Error EE wk’d 8-4 w 30 m L). This covers the actual time the EE has worked.

You can change the work schedule before the next pay period to reflect the actual hours the EE is working.

Flex Work Schedule

• Bob works 7:00a- 3:30p (8 hrs), with 30 minutes for lunch for four (4) days and 5.50 hrs one (1) day = 37.50 hrs.

– The work schedule should be set up as working 7:00a – 3:00p, with lunch from 12:30 - 1:00p. When Bob works until 3:30 for four (4) days he will earn .50 hrs of Comp Time for four (4) days. On Monday Bob works 5.50 hours and uses the 2.00 hrs of Comp Time for the remaining two (2) hrs of the Monday work day.

Flex Work Schedule

• Mary works 7:00a – 4:00p (8.50 hrs), with 30 minutes for lunch for four (4) days and 3.50 hrs for one (1) day = 37.50 hrs.

– The work schedule should be set up as working 7:00a – 3:00p, with lunch from 12:00 – 12:30. When Mary works until 4:00 she will earn 1.00 hour of Comp Time for four (4) days. On Friday she will work her 3.50 hour and will use the four (4) hrs of Comp Time earned for the remaining fours (4) hrs of the Friday workday.

Flex Work Schedule

• Kelli works 8:00a – 4:00p (7.50 hrs), with 30 minutes for lunch for five (5) days = 37.50 hrs.

– The work schedule should be set up as working 8:00 – 4:00, with lunch from 12:30 – 1 PM. She is going to work on Saturday from 8:00 – 12 Noon, four (4) hrs. You can let Kelli off for four (4) hrs on another day during the week and show her working the four (4) hrs on Saturday. This information can put in the Justification Box in ETS PVA to account for the actual hours Kelli did work or

Flex Work Schedule

• • You can let Kelli earn 2.50 hours of Comp Time and be paid for 1.50 hours of Overtime (which is billed to the PVA Office).

If your office is closed at Noon on Wednesday, Thursday or any other day and the employee’s work on Saturday for four (4) hrs this should be reflected on the Work Schedule in ETS PVA. The work week is Sunday – Saturday you can put hours in on Saturday with no lunch.

Holiday Schedules

• • As stated previously EE’s are only eligible to be paid 7.50 hours for the Holiday with the “EXCEPTION” of Good Friday which is 3.75 hours.

All EE’s are to revert back to a 7.50 hour day during All Holiday’s and Part-time EE’s are not to be scheduled to work on any Holiday.

Holiday Schedules

• If the holiday falls on the day the P/T EE would be due to work you need to either have them work on a day they would not normally be working or have them work extra hours on a day they are working. (P/T employee’s are not eligible for Comp Time)

2013 State Holiday’s

• • • • • New Year’s (1 st day of Jan. + 1 extra day) Dec. 31, 2012 & Jan. 1, 2013 Martin Luther King, Jr’s Birthday Jan. 21st Good Friday, (1/2 day 3.75 Hours) March 29 th Memorial Day, May 27 th Independence Day, July 4 th • • • • • Labor Day, Sept. 2 nd Veterans Day, Nov. 11 th Thanksgiving plus I extra day Nov. 28 th & 29 th Christmas Day plus 1 extra day, Dec. 24 th & 25 th New Year’s plus 1 extra day, Dec. 31 st & Jan. 1st

Recording Misc Payroll information

• Vote and Blood Leave – Always hit the Blue Button and your cursor will be in the last set of boxes in the far Right hand corner. This is where you enter the hours the employee used to go Vote. (If the employee worked all day they are entitled to earn 4.00 hours of Comp Time.) – You do not need to put in the 4.00 hours in the box the hours will drop down automatically.

MISC Payroll Information

– This is the only way the Vote and / or Blood Leave can be entered so that it will compute correctly.

– November 6th, Presidential Election Day is already coded in ETS-PVA as a holiday. (Employee’s are not given extra time for working the polls or voting by absentee ballot).

Misc Payroll Information

• Court Leave and Jury Duty – This is recorded as CORT in ETS-PVA. Any employee that is called to testify in a court case or to serve on the Jury are entitled to be paid for the time served and allowable travel time to & from work. (This does not apply for employees that are suing someone.)

Misc Payroll Information

• Adverse Weather Leave (AWL) – AWL Leave is recorded in AWL and when you make it up you record it under WMAD. You enter the hours used in the time boxes and then put the number of hours either used or made up in AWL or WMAD.

–

MANDATE TIME HAS TO BE MADE UP IN FOUR (4) MONTHS, IF NOT THE TIME WILL BE DEDUCTED FROM THE EMPLOYEE TIME.

Earning and Using Leave Time

• • • You must work at least 100 hours per month to accrue any leave time.

Time is earned at the end of the month on the last day of the pay period and can not be used until the first day of the following month.

It takes eight (8) to ten (10) days for the time to show up in ETS PVA from the KHRIS interface after the payroll runs.

Comp Time Earned (CTE) & Used (CTU)

• • • Any full-time employee that works over 37.50 hours is eligible to accrue up to 2.50 hours of Comp Time (CTE).

Anything over 40.00 hours will rollover to Overtime unless the employee is not eligible to receive overtime pay. If they are not eligible for overtime pay then any hours will be Comp Time Earned (CTE).

Comp Time and Split Work Weeks

• • Anytime the employee earns CTE during a split work week it will not be available for use in KHRIS until after the work week is completed in the next payroll cycle. Work weeks start from Sunday to Saturday (KHRIS holds the time until Saturday). • Therefore, it will show up on the day earned but will not be within the accumulated totals at the end of the pay period at hand in ETS-PVA.

Comp Time and Split Work Weeks

• • • • If CTE does not show up in ETS-PVA total; it is not visually available for use. If you attempt to use the time this will often create a NEGATIVE Comp Time balance. You cannot enter any payroll information on the employees timesheet in ETS-PVA until; The PVA Administrative Support Branch adjust the Negative time balance. Please contact our office for this to be adjusted so that you can complete your timesheets.

Using the Reasons-Justification Box

• • • • •

YES, CAN BE USED:

Different Lunch Period for Same Amount of Time.

EE comes in early and leave early for the same amount of time.

Special Notes: Disciplinary, FMLA, LWOP Initials to Verify a day/week has been checked to daily sign-in. • • • •

NOT TO BE USED:

Correct time Use time not in ETS-PVA* Leave PVA Admin Note • *Typically exception is Re-Hire with accrued leave not posted.

Help, I cannot Get Into ETS-PVA

• • Is it Your Hardware?

– Things/Programs That May Be The Cause Is it Connectivity?

– Internet Explorer (versions) – VPN – @ky.gov

Some programs to delete

• • • • • • • • • • • • Driver Restore Uniblue Speed UPMYPC Microsoft Visual C Epson Printer Software (Printer we don’t use often…) MSXML 4.0 SP2 LogMeIn PL2303 Vista Driver Installer Microsoft Silverlight Adobe Air VIP Access Evernote v4.2.3

Google Chrome

I am in…ETS-PVA

• • • • When you try to enter your timesheet and the program closes down on you.

If says you cannot submit or approve, TRY hitting the F5 key on your keyboard and this will refresh your screen.

“Save Next” can be used, vs. going back out to click on the next day to enter time.

Additional Tidbits

• • If the holiday falls on the day the P/T EE would be due to work you need to either have them work on a day they would not normally be working or have them work extra hours on a day they are working. Once the interface is completed between ETS-PVA to KHRIS the holidays drop off on all Part-time employees. (You don’t have to send Donna any email to remove the Holiday)

Two Systems … One Objective

•

PVA – RPA (Request for Personnel Action)

•

KHRIS – PAN ( Personnel Action Notification)

PAN = RPA + PAR

• Example of Personnel Action Notification (PAN) – It is the final product of a payroll/personnel action from KHRIS (OUTPUT).

• Example of Request for Personnel Action (RRA) – It is still the official recommendation/direction of an action(s) from the PVA (INPUT).

• Example of Position Action Request (PAR) – It’s the (INTERFACE) of the RPA and KHRIS-PAN by Branch.

PERSONNEL ACTION NOTIFICATION (PAN)

(PAN)

• • • DUE TO THE PVA SUPPORT BRANCH DATABASE NO LONGER BEEN UPDATED TO/FROM KHRIS.

EFFECTIVE 2013, THE PVA COST OF LIVING INCREASE (CPI) RPA WILL BE REPLACED WITH THE PAN DOCUMENT THE HB 538, EDUCATIONAL INCENTIVE PAY, WILL STILL BE PRINTED ON THE RPA AND SENT BACK AS BEFORE.

REQUEST FOR PERSONNEL ACTION (RPA)

Position Action Request (PAR)

PAR

• Uses most of the RPA information – Action Type and Effective Date – Employee Name, Address and County – Grade and Position – Pay or Hourly Wage – Rest Come from FSLA, K-4 and W-4

UPLOADING AND INTERFACING OF (ETS-PVA, KHRIS, PAN, RPA AND PAR) …

EVER SO HAPPY ENDING

Q U T I E S O N S A N D E R S A N S W