Timesheet Adjustments: Current, Previous & Future Pay Periods

Steps:

  1. From Internet Explorer you can enlarge the view of this tutorial.

    Select the Page drop-down list located on the toolbar.

    Select Zoom and choose an appropriate percentage that you would like to view this in.
       Step 1
  2. Click the Manager Self Service link.   Step 2
  3. Click the Timesheet link (located under Report Time in the center of the screen.)   Step 3
  4. Searching for Employees: You can search for employees several different ways.

    Two Group ID's may be assigned to you, bi-weekly and monthly. Using the Group ID criteria for bi-weekly employees will return only the bi-weekly employees assigned to you.

    Click the Look Up button.   Step 4
  5. On the Look Up Value screen, click the Look Up button.   Step 5
  6. Note:  For security purposes, when changes are made to your group, you may be asked to provide your Group ID when submitting Help Desk requests.

    Click the Group ID link.   Step 6
  7. You can also search for an individual employee by entering their EmplID, or by entering the Last Name, First Name. To do this, enter the desired search criteria and click Get Employees.

    Note: If you are searching by name, you must enter the name in title case, i.e., John Doe.    Step 7
  8. In addition, you can also retrieve all employees by clicking the Get Employees button.

    No criteria is required in the Employee Selection fields.

    Note: This will pull both bi-weekly and monthly employees.
       Step 8
  9. Click an entry in the Name column.   Step 9
  10. To enlarge the view of the timesheet,
    click the Collapse Menu button.   Step 10
  11. Employee information will be displayed at the top of the screen.    Step 11
  12. The Click for Instructions link will provide you with detailed information regarding the page you are viewing.    Step 12
  13. To return to the Timesheet page, click the Click for Instructions link.   Step 13
  14. Views Available: The View By: drop down box will allow you to choose a preferred view.

    The Day view allows you to see time for a single day. Selecting the Time Period will allow you to see the entire two-week time period. You can also choose to see a single Week.    Step 14
  15. To select a different view, click the desired View By list item. Select the Day option.    Step 15
  16. Note: The day view is now displayed. 

    Enter the appropriate Date in the field or use the calendar icon to select a date.    Step 16
  17. Click the Refresh Timesheet button to see the date chosen in the selected view.   Step 17
  18. The requested date is displayed.   Step 18
  19. To return to previous view, click the Time Period list item.   Step 19
  20. Editing Pay Periods: TIMEaccess will allow you to edit two previous pay periods and one future pay period.

    You can view previous or future pay periods by clicking on the Previous Time Period or Next Time Period links.
       Step 20
  21. Viewing Employees: In addition, you can also view the Previous Employee or Next Employee by clicking on the desired link.   Step 21
  22. Reported Hours: Information about Reported Hours is available.

    Note: This is raw data and does not reflect Payable Time.

    To view instructions for Payable Time see "Viewing Payable Time - Payable Time Details" or "Viewing Payable Time - Payable Time Summary."   Step 22
  23. Important!

    •Every employee should have an initial IN punch when the day's work is started.

    •When the employee takes a lunch (or meal) break, his time record will reflect a MEAL OUT and subsequent IN punch.

    •An OUT punch is required at the end of each workday.

    There is no automatic [lunch] deduction, so ensure that the employee has correctly recorded his meal break.    Step 23
  24. The clock, exception time icon, indicates that there is an exception on an employee's timesheet.

    This must be resolved to ensure that the record reflects the correct activity for the time period - before you approve the employee's timesheet activity.

    For detailed instructions regarding exception time refer to "Manage Exceptions."    Step 24
  25. If an employee has worked more than 5.5 hours without a break, you will be alerted by the exception time icon.

    This will allow you to determine if an employee has worked through lunch (working through lunch: only IN/OUT punches needed) or if meal punches were missed.

    To see exceptions for all employees refer to "Manage Exceptions."    Step 25
  26. Click the Exception button.   Step 26
  27. Exception Information: Certain exceptions are not allowable and will prevent time from being passed through to Payroll. The disallowable exceptions are noted with a HIGH severity level; you must correct these in order for the Payable Time to generate for that day or time span. You must return to the employee's timesheet and correct the row/data that generated the error.

    Other exceptions are allowable; they are "warnings" to prompt you that a condition exists in case you need to correct the timesheet. The allowable exceptions are noted with a MEDIUM severity level. You can approve the exception by clicking Allow next to the exception row and Save.
       Step 27
  28. Check the box on the appropriate exception row.   Step 28
  29. Click the Save button.

    Note: If you edit a timesheet to correct the data that generated an exception, you must wait for the Time Administration process to run to see the changes reflected in Payable Time. The Time Administration process is scheduled to run every 15 minutes.    Step 29
  30. Click the OK button.   Step 30
  31. Click the Return to Timesheet link.   Step 31
  32. Retrieving Comments: An employee can alert you about missed punches. The Comments icon will populate to signify a comment is available for viewing.

    Click the Comments button.   Step 32
  33. The comment is available for your review.

    Click the Cancel button to return to the previous screen.
       Step 33
  34. Adding Paid Time to an Employee's Current Work Day:

    An employee may need you to add paid leave time for a personal appointment such as a doctor's visit. To add additional hours to an employee's workday (vacation, ill, jury, etc...) you must insert them on a separate row.

    To do so, scroll to the right at the bottom of the page.    Step 34
  35. Select the appropriate row, click the Add pushbutton to Insert an additional row.
       Step 35
  36. A new row has displayed.
    Select the desired Time Reporting Code from the drop down list.   Step 36
  37. Enter the appropriate number of hours into the Quantity field.    Step 37
  38. Click the Submit button to save changes.   Step 38
  39. A confirmation displays. Click OK.   Step 39
  40. Adding Paid Time to an entire day: An employee may need you to record payable time for an entire day (ill, vacation, jury, etc.)

    On the empty row, select the desired form of payable time from the Time Reporting Code list item.   Step 40
  41. Enter the desired number of hours in the Quantity field.   Step 41
  42. Deleting Rows: Rows can be deleted if necessary. (For example, you may have realized that you added vacation time to the wrong employee.)

    To delete a row, first scroll to the right.   Step 42
  43. Click the Delete button.   Step 43
  44. A delete confirmation page will display. Click the appropriate Delete button.   Step 44
  45. Missed Punches: The exception icon indicates a missed punch. You must correct these in order for the Payable Time to generate for that day or time span.

    On the timesheet, click in the field that you need to edit and add the missing punch.    Step 45
  46. The missing punch has been entered.    Step 46
  47. Time Clocks: When an employee uses a time clock to record hours, you will see the location of each different clock listed in a separate row under the Time Collection Device Description column.    Step 47
  48. Reported Hours: Click the Reported Hours Summary - click to view link.
       Step 48
  49. (Note: This is raw data. To view instructions for Payable Time see "Viewing Payable Time - Payable Time Detail" or "Viewing Payable Time - Payable Time Summary.")

    Click the Reported Hours Summary - click to hide link.   Step 49
  50. Balances: Click the Balances - click to view link.   Step 50
  51. The employee's available balances display. Note the balances reflect any leave hours that were submitted on the employee's timesheet, even if that payroll has not been processed yet.

    Click the Balances - click to hide link.   Step 51
  52. Before you exit: After completing your edits and review of the timesheet, click the Submit button.

       Step 52

This completes the Timesheet Adjustments: Current, Previous & Future Pay Periods Tutorial.

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