Transcript September 2015 HR Fundamentals

HR Fundamentals
October 13, 2015
Web and Departmental Time Entry:
Time Entry, Approvals and Approver
Setup
•
Time
Entry
-Web
On or After the 1 of the month, the current month will be
st
displayed under the “pay Period and Status” drop down menu.
The prior month’s timesheet can be found by clicking on the drop
down box.
• Timesheets need to be entered by the Employee no later than 11:59AM on
the 1st business day of the month.
• The System will lock out employees for time entry after 11:59am on the 1st
business day.
Salaried Employee Time Entry
Enter Exception Time ONLY
Classified Employees
Annual Leave
Sick Leave
Overtime (if eligible)
Comp Time (if eligible for overtime)
Holiday Hours Worked
Extra Hours (if less than Full Time)
Professional/Faculty EE
Annual Leave
Prof & FY Faculty
Sick Leave
Leave without Pay
*Note: if an Employee is not eligible for a
certain type of time (ex: OT) the line item
will not be available for them to enter.
Hourly Employee Time Entry
For the pay period, enter:
Classified Employees
HOURS WORKED EACH DAY - Regular Pay (Hours)
Annual Leave
Sick Leave
Comp Time
Overtime
Holiday Hours Worked – Please use the Holiday
Calculator, Slide 5.
Extra Hours
Student/Short Term Workers
HOURS WORKED EACH DAY
OT **
**915.30 Overtime Compensation Rates
Overtime compensation rates shall be one and one-half times the
regular rate of pay for all time in a pay status in excess of 40 hours per
week. Agricultural workers are not eligible for overtime, but may
receive straight time for hours worked over 40 per week according to
the established practice in the department or research center.
Holiday Time – Hourly Classified
These are the hours to be
Employees entered on the Employee’s
timesheet as Holiday Time
http://www.montana.edu/hr/Payroll.html
Time Entry Tips
• EXH – Extra Hours
– An employee is Full Time if at or over .75 FTE
– If an employee worked extra hours and is at or above
a .75 FTE you will not be able to enter the EXH hours
on the timesheet since they are coded as full time
– If an employee is coded as part time, EXH can be
added for the number of hours up to a 1.0 FTE on
their timesheet
– ** If an earn code is not available or is not “working”
and you believe it should be, please contact your
payroll technician to troubleshoot why the employee
cannot enter time.
Time Entry Tips
HOL - Holiday Time vs HHW – Holiday Worked
• HOL: holiday time is reported for any Hourly Classified
employee on months when there is at least one holiday.
– Holidays are not included in any sort of “salary” so they must be
accounted for on a persons payroll.
– Holiday Hours pay at 1.0 times the employees rate of pay
(straight time).
• Please use the Holiday Hour calculator to figure the amount of holiday
time to report.
– HOL hours are prorated based on the number of hours worked
and total working hours in the month.
• HHW: holiday worked is reported only if the employee
physically worked on the holiday
– HHW pays at 1.5 times the employees hourly rate of pay, similar
to OT
Errors Occurring During Time Entry
• Submit Not Allowed
– Employee tried to submit their timesheet twice
• Approval not Allowed
– The timesheet has already been approved
• Records Cannot be processed-contact HR/payroll
– An approver has not been assigned to the Zorg# the
employees records are attached to
– Incorrect entry on the Employee’s job set up
• Ex: payroll Time entry instead of WTE or DTE
• No timesheet
– The job for the Employee has not been established yet.
Common Errors in WDTE
These Errors will stop payroll!!
• Students, Temps, Hourly Employees –
reporting OT instead of Student hours or
Regular hours.
– Over time is calculated on a 40 hours
work week.
– Students, Temps, Classified Hourly
Employees - changing the “Shift” code.
– MSU only recognizes Shift 1. Anything
else, regardless of when the hours were
worked will drop out of payroll and not
be recognized.
– Entering all worked hours for the month
on one day
Common Errors - Continued
• Entering Military Leave when not applicable.
• Entering 100% annual leave in lieu of regular hours, when the
regular pay category is not displayed.
– If you are a salaried employee, you do not report actual
hours worked.
• Defaulting “0” to all leave categories per day.
– If no leave is used, please have employees leave their
timesheet blank.
*** The above errors should NOT be approved and timesheets should be
returned for correction.
*** When an approver approves time in the above categories, they have
authorized these errors to pay and can be contested. These errors can cause
an overpayment or short pay to an employee
Copying Time
Do Not Enter “0” for
each day or Payroll
will error!
Faculty Please: Do Not Use
*APPROVERS:
Time should
not be
approved if
Personal Leave
has been
entered OR if a
time sheet
contains a mass
applied “0” for
every day of
the month.
These items
will error the
loading of time
and stop
payroll
processing.
Approving Time
How to Approve time- What to look
for during payroll
• What does it mean to be an approver
– Responsibility
– Approvers cannot see timesheets to approve until the
timesheets have been submitted by the employee.
– Deadline for approving timesheets is 5pm on the 1st
business day of each month.
– Incorrect Earn Codes create overpayments and/or short
payments.
Common Approval Errors
• Approving students reporting only Overtime.
• Missing Timesheet/Approval deadlines
– Approvals are due at 7pm on the 1st business day of each month
• Shift errors
• Timesheets not approved
– Payroll 10, 2015 had 428 unapproved timesheets
• Over 600 including timesheets “In Progress” with hours
– Payroll 9, 2015 had 185 unapproved timesheets
– Payroll 8, 2015 had 150 unapproved timesheets
• When Timesheets are not approved employees may not be paid
correctly and leave balances (annual/sick leave) may not be
deducted causing leave balances to be incorrect for future usage
• Approving more than 8 hours in a day. Employees cannot
enter all of a weeks exception time or hours onto one day
on the timesheet
How to Setup an Approver
• All requests for a new approver OR a new approver organization number
(“Zorg#”) need to be requested through the ITC help desk ticket System.
• New Approvers:
– Requests Submitted through Banner Account Requests
– A Banner User name
– An Active position number in NBAJOBS
– A Zorg# to be tied to
• New Zorg#’s need:
– Requests submitted through HR Ops Support Request
– The approver number being created
– The title/description of the Zorg# (ex: Z6635Z – HR Students)
Banner Request
• www.montana.edu/itcenter
SAIS Reports
• WDTE Approvers
– Use an open search for your department:
• Ex: Z6635% or Z5613%
– Report gives all Zorg# that begin with
Z6xxx and the assigned approver
• Payroll Earnings and Labor Distribution
– Run During Payroll
– Verifies the hours approved have been
uploaded and will pay correctly for the
Employee
– If an Employee’s hours are not on the
Payroll Report:
• Hours were not submitted or
approved
• Check the approval queue to ensure
hours are at a “complete” status.
WDTE: – Training Resources
http://www.montana.edu/hr/Payroll.html