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Kuali Time Complete User Guide - Financial Management Services

1. Roles A Lx nice Role OOOO Effective Date 05 09 2010 Principal Id 0000000008 Name Doe John Role Name Time Department Admin Active Yes Effective Date 05 09 2010 Principal Id 0000000007 Name Public John Q Role Name Time Department Admin Active Yes x hide Role Effective Date 05 09 2010 Principal Id 0000000009 Name Public Yes Role Name Time Department Admin Active Yes Inactive Roles 5 Clock Close to close the inquiry page 6 Click Cancel to close the search results page and return to the Admin tab 17 Kuali Time Complete User Guide Viewing Earn Code Details Use the Earn Code lookup screen to search for and view details about specific earn codes such as the description accrual category whether it is an overtime earn code has an inflate factor counts as regular pay or how it is recorded on the timesheet Time Hours or Amount To view the details for an Earn Code 1 Log into Kuali Time go to the Admin tab and click on Earn Code link 2 On the Earn Code Lookup enter your search criteria Earn Code Description Leave Plan Accrual Category Overtime Earn Code Y or N and or Effective Date From and Effective Date To y HINT Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click Search to find yo
2. Name this search optional search i clear cancel 2 items retrieved displaying all items Organization Timesheet Missed A Document Type Title Status Initiator es oo Document Department Work Document Task Clock Route id aca Created Description ea har O i eee eee a Number I Action MissedPunchDocument Public 10 02 2013 Missed 22808261 MissedPunchDocument Missed Punch ENROUTE atei a 04 16 PM Punch BL MUS 2199 008082320 3014 CI Q 0000000006 0000000006 MissedPunchDocument Public 10 02 2013 M ssed 22808233 MissedPunchDocument Missed Punch ENROUTE John Q 02 27 PM Punch BL MUS 1694 008082300 2874 CI Q 0000000006 i 0000000006 Export options CSV spreadsheet XML In the list of results retrieved click on the underlined Document Id of the Missed Punch document you want to review and approve This opens the document 39 Kuali Time Complete User Guide Case https test uisapp2 iu edu kpme reg kpme missedPunch methodToCall docHandler amp docld 22808261 amp command displayDocSea Qar Home Missed Punch a Document Number 22808261 Document Status ENROUTE Missed Punch Initiator Network Id jqpublic Creation Timestamp 04 16 PM 10 02 2013 expand all collapse all indicates required field Description Missed Punch 0000000006 Explanation Organization Document Number Person Name Public John Q Timesheet Document Id 0080823200 Assignm
3. on the page 3 To clear out the search results and return to a list of all your timesheets click the Clear button Sorting Timesheets by Approval Status Once timesheets have routed for approval in that Pay Period you can use the Approval Status field on the Approvals or Payroll Processor tab to sort the list of timesheets in your Action List You can sort by documents that are ready to approve by those that have a problem and can t be approved or reset the page to view all Approval Status Select a status m Select a status All Approvable Unapprovable 1 Inthe Approval Status field select the parameter you wish to sort by Approvable or Unapprovable 2 To clear out the search results and return to a list of all your timesheets click the Clear button Viewing Previous and Next Timesheets On the Approvals or Payroll Processor tab you can click on the Previous or Next buttons located on each side of the Pay Period dates to view the same set of employee timesheets by pay period 09 16 2012 09 30 2012 Go to Current Period All historical timesheets have been converted to the Kuali Time system so you can use these buttons to scroll back and forth and view previously approved timesheets in chronological order for your employees You can click on the Go to Current Period link as a shortcut to return to the current pay period Viewing Timesheets by Year and Pay Period 32 Ku
4. 3 Enter the date of your missed clock punch into the Missed Action Date field The Date format to use is MM DD YYYY You can type in the date or select it using the calendar button 4 Inthe Missed Action Time field a Enter the time of your missed clock punch using the notation hh mm A leading zero is added for numbers under 10 b Then enter a space followed by AM or PM The following examples show a correct entry 10 54AM 09 06 PM 5 If applicable use the Note field to explain why you missed the clock punch 15 Kuali Time Complete User Guide 6 Click Submit to enter the missed punch on your timesheet The document will show you it was successfully submitted If you receive an error message fix the item causing the error then resubmit 7 Click Close to return to the Clock tab Correcting a Time Block Clocked on the Wrong Job If you clock in on one job assignment and find that you have clocked in on the wrong assignment you should continue to work and clock out at the end of your work period That will record a Time Block for that assignment During the current pay period only you have the ability to change the Assignment for a Time Block you recorded under the wrong assignment so it is under the correct one To move a clocked Time Block and the hours worked over to the correct Assignment Go to the Time Detail tab on your timesheet Find the time block you need to change Click on the underlined Assign
5. During the Pay Period you can view the current work status of Clock Entry employees This allows you to monitor your employees in real time during the Pay Period and spot any employees who failed to clock out Coe 10036 000 a00 sm so a Spotting employees clocked in gt 12 hours Weel WED i OE di In this example you can see that the first employee is cid nuit clocked out while the second one is clocked in Since 02 23 2012 The third employee s Name cell is flagged highlighted 06 18 PM in red which indicates it s been more than 12 hours Doe 10046 0 00 7 50 4 50 0 00 4 Since the employee clocked in John SAVED 2000000028 This allows you to spot an employee who missed a Clocked in punch out so you can contact them to submit a Missed since Punch document to record their missed clock out 02 22 2012 09 30 PM You also have the option to submit a Missed Punch 19631 0 00 6 00 0 00 440 0 document for this employee to record their missed SAVED punch on the timesheet Refreshing Employee Timesheet Status At the bottom of the monitor and approval page there is a Refresh Status button When you click that button it updates the current work status of the employees and their timesheets Opening and Closing the Summary View of Employee Hours On the Approvals or Payroll Processor tab you can open and close a summary view of the hours that an employee recorded on their timesheet This summ
6. expand all collapse all 14334 405376 0000000007 fi 0100 RGH 02 09 2012 04 25 PM 02 09 2012 11 25 PM 7 Amou nt Clock Log Created Action History Principal Id Modified Time cl 5 Optional step You can click on the underlined Time Block Inquiry screen and view the details ab 6 Optional step You can click on the underlined results to open an Inquiry screen for that person along with their basic employment information 7 Clock Log Inquiry Yes Delete 3900006421 02 16 2012 01 17 PM ont Time Block Id link in the search results to open the out that Time Block Click Close to exit this page Principal Id or User Principal Id links in the search which shows their Kuali Affiliation Type student staff Click Close to exit this page Click Cancel to close the search results page and return to the Admin tab Reviewers Supervisors Payroll Processors and Department Administrators who have employees in Kuali Time can use the Clock Log to view the clock transactions logged on a particular timesheet Kuali Time Complete User Guide 91 Clock Log Lookup Clock Timestamp MM DD YYYY HH MM AM From Clock Timestamp MM DD YYYY HH MM AM To To perform a Clock Log Inquiry follow these steps Document Id Principal Id search IP Address Work Area a Task a al E clear cancel y Ll required field 1 Log into Kuali Time
7. If changed the field line will be highlighted in yellow Add edit or delete any Task you need to change Edit the Voucher Code only if you need to change it You can add edit or remove the accounting lines that fund this employee s job i Edit any Accounts you need to change ii To add a new Account click add accounting line button and enter the Account and Percent values iii To remove an account click remove accounting line button You may also need to change the Percent so it totals 100 for that Work Area Task If you need to edit another Assignment repeat Steps a through e If you need to remove an Assignment for this employee follow those steps in Step 5 above otherwise if you are finished editing Assignments continue to Step 6 Optional step You can also click add earnings button to add a New Earn Code OVT for example if you need to fund those hours under a different Account from regular hours If you add a new Earn Code to the document you must repeat Step 4 above to enter the Funding Type Timekeeping Assignment and Earning values Click Submit to route the document for approval Please Note This is a quick review of the steps to initiate this document to add edit or remove Kuali Time Assignments For additional help in initiating or approving eDocs please see the HRMS SOS System Online Support at http sos uhrs indiana edu Please Note When completing the Maintain TIME Assignment
8. That opens the employee s timesheet calendar on the Time Detail tab 4 On the Pay Period calendar select the day or date range on which to add the Time Blocks tg e To adda Time Block for one single day click on the day you want to add e To add the same Time Block across multiple days such as Monday through Friday click and hold down the left mouse button on the first day of your date range Monday and simultaneously drag the cursor over to the last day in the range Friday then release it When you select multiple days it highlights those days in blue and the Add Time Blocks entry box opens showing the date range you selected A single day entry just opens the Add Time Blocks screen with the date range showing as the same day e Ifthe employee works an overnight shift you can use the click and drag method to select both days in the shift But you must UNCHECK the Apply time to each day checkbox e Once the Add Time Blocks entry box is open you also have the option to type in the date range or click on the calendar Es button beside each date field to pop up a monthly calendar and select the range of dates For example you could type in or use the calendar button to enter a date range such as 07 17 2013 to 07 19 2013 A Note You can click and drag on the sizing handle aa the Add Time Blocks entry box located in the lower right hand corner to resize Year 2013 A
9. _expand all collapse all required field Description Clock Location Rule Maintenance Organization Document Number New Effective Date ES Department Id yO Work Area yu Principal Id yO Job Number yo Active 7 IP Addresses hide New IP Address IP Address add Explanation i You must enter or select values in all required fields Required fields are marked by an asterisk Kuali Time Complete User Guide 60 Enter a Description at the top of each rule document enter the Effective Date which will be the date when the new rule takes effect and enter your Department ID Next enter values for the Work Area Principal ID and Job Number and then verify the Active checkbox is checked Using Wildcards You can enter the percent sign as a wildcard value in the Work Area Principal ID and Job Number fields When you enter the percent sign in a required field it indicates you want this rule to affect ALL Work Areas ALL Principal ID s or ALL Jobs Note For the Clock Location Rule document shown in the illustration above you are also required to add one or more IP Addresses to specify Clock Locations In the IP Address field enter a valid IP address for example 200 200 95 10 or 200 200 95 and then click Add Repeat this step for each IP Address you need to add Note For
10. hide IP Address IP Address 33 33 33 33 delete v hide IP Address IP Address 129 49 12 12 delete Notes and Attachments 0 gt show Ad Hoc Recipients gt show Route Log gt show submit save close cancel 10 Leave the Active box checked as the default value unless you want to undo a rule In that case when you establish a new version of a rule leave the active box unchecked 11 When finished entering editing or verifying the rule settings are correct click Submit 12 Click Close to close out of document Department Lunch Deduction Rule Use this rule for employees who clock in and out to determine the automatic deduction for their meal breaks Default Lunch Deduction You can establish a default amount of meal hours usually 30 minutes or 60 minutes that are automatically deducted from the employee s work shift once they have worked the defined number of shift hours usually a minimum of 6 hours Note This rule does not apply to Manual Entry employees 1 Log into Kuali Time go to the Admin tab and click on Department Lunch Deduction Rule link 2 This opens the Department Lunch Rule Lookup e Tocreate a new rule click Create New and skip to step 4 e To edit or inactivate an existing rule enter your search criteria Department Work Area Principal Id and or employee Job Number Then click Search and continue to step 3 Use the symbol as a wil
11. it opens an Inquiry page which shows details about that person work area or task Click Close to exit page 5 Click Cancel to close the search results page and return to Admin tab Missed Punch Inquiry Reviewers Supervisors Payroll Processors and Department Administrators with Clock Entry employees can use the Missed Punch inquiry to find Missed Punch documents that were submitted by or for employees to report missed clock punches Kuali Time Complete User Guide 92 Document Search gt detailed search superuser search clear saved searches Searches Document Type Initiator Document Id Date Created From Date Created To Document Description Organization Document Number Department Work Area Timesheet Document Id Task Missed Clock Action Name this search optional search To perform a Missed Punch Inquiry follow these steps required field MissedPunchDocumer S LA su ES B a a a clear cancel 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Missed Punch link 2 This opens the Document Search screen with the Document Type pre loaded as MissedPunchDocument e Enter the Document Id of the Missed Punch document that was submitted by either you or the employee e If you don t have the Document Id then you can search for any Missed Punch documents by Initiator Username of the
12. section is a reference tool that shows you what Jobs and Time Assignments you have including your Job Number Department Work Area Task if applicable and the name of your timesheet approver s It includes active links you can click that allow you to send an email to your approver s to notify them of an issue or to ask questions The Your Roles section is a reference tool that shows if you have any Kuali Time approver payroll processor administrative or view only roles Logging Out To log out of the system and close your timesheet click on the Logout link located at the upper right hand corner of the page Logout Employee Name Pub U Auali Each employee is responsible for accurately recording their time Employee Id 987654321 ha rra and attendance hours using the TIME system Use of this a A pme Document ld 49148 timesheet is governed by the Timekeeping Policy available for gt Document Status Saved review here Time Detail Leave Accrual Approvals Person Info Help Approver Options This section discusses the key tasks that Time Approvers also called Supervisors and Payroll Processors can perform in the Kuali Time system such as approving Missed Punch documents approving timesheets adding modifying Time Blocks adding Notes to a timesheet or viewing Route Logs Overview of the Approvals Payroll Processor tab When you log into the system as a Supervisor you have the Approvals tab as a Payroll Processor yo
13. Add Time Blocks x 07 07 2013 07 20 2013 y Current Pay Period Actual Time Inquiry Current Pay Period Sun Mon All form fields are required Fri Sat 9 od Date range 7 10 2013 7 10 2013 El Assignment Customer Service 17 00 Rcd 0 UA FMOP E Earn code RGN Regular Pay Nonexempt Staff a a BODE Drag the HA sizing 6 Out handle in the lower Y Apply time to each day right hand corner to change the Sane size of this Me antru hnv This image shows the Add Time Blocks entry box which opens above the timesheet calendar 5 Verify the Date Range is correct 6 Select the Assignment for the time block you are adding If the employee has only one Assignment it will already be selected You will only be able to select the Assignments that you have access to A time Assignment is a unique combination of Job Job Number Work Area and Task and is used to record the hours that an employee works 36 Kuali Time Complete User Guide 7 The Earn Code field will default to the regular earn code for the employee s job RGH RGW RGP RGN or RBP e If you need to change it select the appropriate Earn Code from the dropdown list such as ABS SCK VAC PTO CPT etc 8 You can enter Time Blocks for regular hours worked hours of leave time taken or for fixed rate dollar amounts e ifthe entry is to add a Time Block for regular hours worked a Inthe In box enter the time that
14. FMLA Off Workman s Comp Off Default Amount of Time Allow Negative Accrual Balance Off Active Yes close 5 Clock Close to close the inquiry page 6 Click Cancel to close the search results page and return to the Admin tab Inquiries On the Admin tab Kuali Time provides four Inquiry screens that are useful tools for looking at the Time Blocks recorded on a timesheet the historical Time Block entries on a timesheet the clock transactions logged for an employee or the Missed Punch documents submitted by or for an employee e Use the Time Block lookup screen to view the recorded Time Blocks present on a particular timesheet e Use the Time Block History Detail lookup screen to view the history of Time Blocks added updated or deleted on a particular timesheet e Use the Clock Log lookup screen to view the real time clock transactions logged on a particular timesheet including the IP Addresses where the transaction was clocked e Use the Missed Punch Document Search screen to view any Missed Punch documents submitted to record a missed clock in or clock out action by an employee Additional information about these inquiry pages is provided in other sections of this manual Please see the topics entitled Time Block Inquiry Time Block History Inquiry Clock Log Inquiry and Missed Punch Inquiry Maintaining Time Assignments through eDocs Kuali Time Assignments for Work Areas and Tasks are made and ma
15. Help tab If you are an employee who also approves timesheets you will see the Approvals tab and or the Payroll Processor tab All timesheets display a Document Header in the top right corner that includes your identifying information such as Employee Name Employee Id timesheet Document Id and Document Status Saved Enroute or Final This header also includes a Logout link that is used to log out of the system and close the timesheet If you click on your underlined Employee Name here it will open the Person Info tab where you can view details about your Time assignments jobs and roles Or you can click on the Person Info tab to open the same page If you click on the Leave Accrual tab you can see any vacation sick or other leave hours that you have accrued All employees whether Clock Entry or Manual Entry will have the Time Detail tab which opens a calendar view of the pay period covered by the timesheet 14 days Clock Entry employees will use this tab to review the time blocks they have clocked on the timesheet and to manually enter any paid time off leave hours such as sick vacation or PTO they took during the pay period 11 Kuali Time Complete User Guide Manual Entry employees will use this tab to manually add time blocks for the hours they have worked and the paid time off leave hours they have taken There are Previous and Next arrow buttons located on each side of the Pay Period heading that allows you to
16. Hours for Work Study EMplOYeesS oocccccccccocccncccconcconccononcconononnnnnnnonnnnnrnnnnnnnanennnnss 42 HmeshestApproval and TA OUTING iets coke cc i ytccatuieh oa Pink A iia 42 EMPIOYeS AD DLOVAIS txnatsumtictasitsatads rd dd e O 42 Supervisor Time Approver Approvals oooccccococnocococconoconconconannnnononcnnonnnnnnnonnnnnononnnnnnnnnnnnnnannnnenannanennns 42 Payroll Processor ADDI OV AIS A la 42 Timesheets Not Ready to Approve ccccccccssssscceecseesecececeeeseceeesaeeeceeesaeaeceeeeseaeceeessaaeeeesessaeeeessaaageeeeees 43 APPrOVING TINESNEE S oarn a A A ed 43 Automated APPS lio catala 46 Time Hours onthe Payroll Voucher ii aS 47 Checking NE ROUTE LOO miruna aid 47 Time Reports mthe llenada 48 More Onulons fOr A PrOVETS cren Eaa ia 48 USMO NOUV P aJES aiina ea a aa e Jiciale 48 ME BOC MOUV airea a a A a a a a 48 TIMe BIOCK FAISTOFY NGUY tl Didi Le 50 A nD rE NA OD dee ne a ear NTO ane eee eee 51 MISS CA PCI NG Ca se iat aties ld 52 VIEWING HIMEKECDINGIAUICS nui iii 54 Rule Look Up Example tada 55 viewing Wore Arta Delta iia aaa aaa 55 Department Administrator OpHONS suis 57 HINGE KES OING AUS soriana A a 57 POW RUSS VV Oasis 58 FNS eO aaa A A a cutide ante tewsict 58 Elec Dales eree sad 59 a A 59 AAA alata peaches hiatus a Sedat ae acetal ae 60 Editing a Rule sieaa a liable Sait lulls sa Uriah sind Uda ancetuaiannitll iets 61 Macuvatng a RUE evista tiated A tii 62 Cloek Location A A 63 Department Lunch Dedu
17. Role i e Employee Approver Approver Delegate Payroll Processor or Time Department Admin li Enter Default Overtime Earn Code OVT CPE d Select your Department code such as BL RPAS or IN SPEA Enter the work area Admin Description This can be the same or different from the Description f Leave Active box checked Tasks hide A New Task Effective Date Es e Description Admin Description Active mr add Optional step Skip to step 6 if you are not adding Tasks To enter a New Task for the work area a Inthe Tasks sub section enter the Effective Date on which you wish this task to be effective b Enter the task Description This is what the employee sees when selecting this Assignment to clock or enter hours Enter the task Admin Description Can be the same or different from the Description Leave Active box checked Click Add The system will then assign a new Task number Repeat the Task steps step 5 for each Task you wish to add under this Work Area oao 70 Kuali Time Complete User Guide Roles w hide New Role Effective Date 07 23 2013 E3 Principal Id VE Position Number VL Name Role Name Approver y Expiration Date Fa Active 7 add 6 To add a New Role for the work area a Inthe Roles sub section enter the Effective Date when you want this role to become active b Enter th
18. SRC From Earn Group SHE _Begin Time 00 00 AM 06 00 PM End Time 00 00 AM 06 00 AM Min Hours 0 Sunday Yes Monday Yes _ Tuesday Yes Wednesday Yes Thursday Yes Friday Yes Saturday Yes Max Gap Minutes 0 User Principal Id Idingram Active Yes Pay Calendar Group IU 5 Clock Close to close the inquiry view 6 Click Cancel to close the search results page Administrative Functions Department Administrators will use the Work Area Maintenance document to create new Work Areas and Tasks to manage Time Approver Supervisor roles and to add temporary Approver delegates 68 Kuali Time Complete User Guide Work Areas are used to divide a Department into groups based on Approvers Employee time Assignments are associated with a Work Area Approvers are also assigned by Work Area therefore the Work Area drives routing for employee timesheets Each Work Area can have one or more Time Approvers Supervisors assigned to it Tasks are optional sub divisions of Work Areas Assignments in Kuali Time can associate employees with a Work Area and with that Work Area s Tasks Tasks allow departments to use increased tracking capabilities within a Work Area for example keeping track of the hours worked on a particular project Department Administrators can also view details about their Departments and about Earn Codes Creating a New Work Area Use the Work Area maintenance document to view create edit or inactivate th
19. Shift Location e Time Collection sets employee as Clock Entry vs Manual Entry Rules are discussed in more detail in the Administrative Functions section of this manual Viewing Work Area Details You can use the Work Area Lookup screen to view information about the work areas in your department Click on the Work Area Maintenance link under the Administrative section to open that Lookup screen 1 On the Admin tab click the Work Area Maintenance link to open the Work Area Lookup screen 2 Enter your search criteria you can search by Department or by Work Area Work Area Description and Effective Date From or Effective Date To 55 Kuali Time Complete User Guide Uy HINT Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click Search to find Work Area results The results of a search on this lookup screen will show you the Department the Work Area the Work Area Description the Effective Date the Default Overtime Earn Code and whether it is an Active work area WorkArea Lookup gt Department Effective Date From Effective Date To Active NFAY ya Work Area Description ESA Ig Yes No C Both Show History e Yes e No create new required field search clear cancel 3 items retneved displaying all items _ Actions Department _ Work Area Description Default Overtime Earn Code Effective Date Ac
20. Work Area Warehouse Supervisor John McGuire Supervisor Rita Goodfellow Payroll Processor Sally Farnsworth Payroll Processor Sally Farnsworth Employees Employees Daniel Smith Ray Johnson Ramona Sinclair Daniel Smith The above example shows one Department with two different Work Areas in Kuali Time Notice that the Work Areas have different Supervisors but the same Payroll Processor In addition one employee Daniel Smith works in both Work Areas When employees have their job record and Job Funding associated with a Work Area or Task it appears as a Time Assignment on their timesheet Employees can have many different Assignments or even multiple Assignments associated with the same job Tasks can be used to split employees within a Work Area into smaller groups for project or reporting purposes For example let s say an hourly employee who referees various sports belongs to a Work Area called Refereeing Since this Department needs to track the number of hours the employee spends refereeing each sport basketball soccer and volleyball they set up three Tasks in that Work Area That will create three separate Assignments on the timesheet and the employee can record work hours under each one Employees either clock in out or manually edit their timesheet to record hours worked under one or more Assignments Staff employees who earn leave benefits can also enter any leave hours they take during that pay period such as sick
21. a a ia i 33 Viewing Timesheet Warnings and Notes cccccssecccceeseeeceeececeeseecseaseeeseaueeessauseeeseueeeessuseeessageesssaeees 33 VIEWING EMpPlOVee Work STalUsS aci n ii id si ld liad 34 Opening and Closing the Summary View of Employee Hours oooooccccnnccccccnoncccnnnccnnnnnnnncnonnncnnonnnnnnnnnnnnnos 34 Opening a TiMesheet sisian aana e aaae aa i anarai i eiae e aaia ai io iante 35 Adding a Time Block to a TiMesh8et oooncccccccnonccnncccnonccononononenononnnancnononnnnncnnnnnnnnnrnnnnnnnnnrnnnnnnnnrnnnnnnnanennnns 35 Editing Existing Time BlOCKS ccccccssscccseeeeeeceeseeecseeeeeceuseeessaeeecsauseceseuseeeseaseeessaeeessaueeeetsgseeessaaeeeeess 37 Deleting a Time BIOCK CAPPPNO C OOq0 5 UOO0 0O PO Un Sudueaccothuuardebiuvedubjuntecubeueres 37 Approving a Missed Punch Document cccccceeseeeeeeeccaeeeeeeeecaeeseeeeeeeeeeeeeseaeaeeeeessaaseeeeesseeeeeeessaeeeeeeeaas 38 Adding a Timesheet Note cccccccccssssececcceeseceeeceeeseceeecseeeeceeecsaaseceeessaaseceeessaaeceessseasecesssuageeeessaeaaggeeess 41 Deleting Automatic Meal Deductions cccocooonccnccccnoncnnncccnoncnnnnononnnnnnnononncnnnnonancnnnnnonancnnnnnnnancnnnnnnnnnnnnnnnnnns 41 Viewing Employee Jobs Assignments and Time Roles oocccoooccccncccnoccconcnonnncconononanccnncnonanccnnononnnccnncnnnnaness 41 Adjusting Smi Dillerential TOWNS asese denaeeetemensals nest eamesbetdd a tea eencace Sane E 42 Adjusting Overtime
22. an email from the employee When finished click Approve This is the only action you can take on this document AN Employees can submit one Missed Punch document per Time Block but it cannot be more Warning than 24 hours in the past A Time Block consists of a clock in and a clock out 38 Kuali Time Complete User Guide At the end of each two week Pay Period any Missed Punch documents not yet approved will be auto approved by the system You also have the option to approve a Missed Punch document in Kuali Time To approve a Missed Punch Document in Kuali Time On the Admin tab or System Admin tab if you have that tab under Inquiries click on the Missed Punch Inquiry link That opens the Document Search screen Enter enough search criteria to find results You can enter Initiator Document Id Date Created From and Date Created To Department Work Area Timesheet Document Id or Missed Clock Action Click Search Document Search gt 4 detailed search superuser search clear saved searches Searches y Warnings for this Section required field a 1 rows were filtered for security purposes Document Type MissedPunchDocumer a 28 Initiator 9a Document Id Date Created From 10 02 2013 Ea Date Created To Fa Document Description Organization Document Number Department a Work Area a Timesheet Document Id Task g Missed Clock Action
23. and approval page Log into Kuali Time and go to the Approvals tab or Payroll Processor tab Use the sort and filter or search by fields to find the timesheet you want to open ES Click on the underlined Document ID number That opens the employee s Pay Period calendar on the Time Detail tab The calendar header is clearly marked to indicate you are working on an employee s timesheet Here you can review or edit any Time Blocks recorded by this employee on the Assignments you have access to or click on other tabs to view the employee s Leave Accruals Person Info or last Clock action For clock entry employees you could go to the Clock tab and clock an employee in out or submit a Missed Punch document to record a missed clock action You will only see the Assignments you have access to view 5 returns you to the monitor and approval page on the Approvals tab or Payroll Processor tab Adding a Time Block to a Timesheet 35 Kuali Time Complete User Guide To close the timesheet calendar for this employee click the Return button at the top of the page This To add work hours leave hours or fixed rate dollar amounts to an employee s timesheet you must add a Time Block 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab Use the sort and filter or search by fields to find the timesheet you want to open 3 Click on the underlined Document ID number
24. be unable to remove this role if it is the only Approver role for this Work Area 73 Kuali Time Complete User Guide To remove a Role for a Work Area 1 Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Inthe Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search 3 Inthe search results find the Work Area where the Role you want to remove belongs and in the Actions column click edit Enter a document Description Go to the Roles sub section and find the role you want to remove then click Delete Click Submit Click Close to exit from the document OL a Viewing Work Area Details To view the details for a Work Area including Tasks and Roles 1 Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link 2 Onthe Work Area Maintenance Lookup enter your search criteria Department Work Area Description Effective Date From or Effective Date To Uy HINT Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click Search to find Work Area results WorkArea Lookup pr one eye gt i _ required fielc Department IN PAY ya Work Area Description Effective Date From Es Effective Date To Few Active Yes C No Both Show Histor
25. enter your search criteria e g Department ID and or Work Area and click Search In the search results find the Work Area you want to edit and in the Actions column of that search result click edit Edit the appropriate fields in the Work Area Maintenance sub section Be sure to enter a document Description and to check the Effective Date Leave the Active box checked as the default value unless you want to inactivate this Work Area If you don t use Tasks skip this step You can add edit or inactivate Tasks for this Work Area e To adda New Task go to the blank fields at the top of the Tasks sub section and enter values in all required fields then click Add The system will then assign a new Task number e To edit an existing Task change the appropriate fields for that Task under the New section on the right side of the Tasks sub section e To delete an existing Task find the Task you want to remove and click Delete e To inactivate an existing Task UNCHECK the Active box for that Task Note You will be unable to inactivate a Task that is currently being used in an active Assignment In the Roles sub section you can add new roles edit existing roles or inactivate a role e Toadda New Role as an Approver Approver Delegate or Reviewer go to the blank fields at the top of the Roles sub section and enter values in all required fields then c
26. filtering by HRR Pay Types The system will find the timesheets you specified If there are no timesheets found for that Department or Work Area you will see the message No values match this search on the page 5 To clear out the search results and return to a list of all your timesheets click the Clear button Searching for Specific Timesheets You can use the search by fields on the Approvals or Payroll Processor tab to search for a specific timesheet in that Pay Period by an employee s Principal ID University ID Principal Name Username Last Name or timesheet Document ID 31 Kuali Time Complete User Guide Search By Principal Id Value 1 Inthe Search By field select the parameter you wish to search by and in the Value field enter the specific name or number you want to find then click Search You must enter at least 5 characters to start a search unless the Principal Name or Last Name is less than that 2 The system searches to find this value and you may briefly see a black circle spinning next to the Search button Any matches found will display in a dropdown box under the Value field In that dropdown box click on the ID number or name to select it Search By Document Id w Value 22539129 lS Search Clear 22539129 This finds the timesheet for the value you selected If the search fails to find a matching value you will see the message No values matching this search
27. into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Inthe Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search 3 Inthe search results find the Work Area where you want to add an Approver Delegate and in the Actions column click edit 4 Enter a document Description 5 Goto the Roles sub section and enter the Effective Date on which you want this delegation to take effect 71 Kuali Time Complete User Guide A 10 11 12 To add a new delegate type in or select the Principal Id of that person Select Approver Delegate as the Role Name Optional step You can enter a date when you want this role to expire in the Expiration Date field Click Add to add the role to the document Leave Active box checked When finished with your entries click Submit Click Close to exit from the document Editing a Work Area Task or Role Use the Work Area Maintenance document to edit an existing Work Area the Tasks under that Work Area or the Roles Approver Reviewer and Approver Delegate you have assigned to review or approve timesheets for that Work Area To edit an existing Work Area including the Tasks and Roles for that Work Area 6 Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup In the Work Area Lookup screen
28. oooocnncccnncccccnnonnncnnnnnonononanennnnnonononnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnanas 10 Clock Entry TIM KG DING ccccccccseeeeceeecueeeeceeeceeeseeeeeseaeseeeesseeueeeeeeseaeeeeeesseaseceeesseaeeeeesssaesaeeeeesseaseeeesssaeeeeessaaass 13 eo a iesccedsctsccsesadsnstsacedatdassnnetsdseczabecsndanstsacedaddainninandsdacessbaaienidsnstdsoedabdasaesnicasedeedeasid ataaeecsestinacts 14 Clocking In Out USING a KIOSK ccccccccsseeeceeeeeeeeeeeeecaeeesceeeeaeaeeceeesseaeeeeeeeseaeseeeesaeaeeeeeesseaeeeeeessaaeeeeeessaaeees 14 Adding a Missed PUNCHN cccccseeccccceeeseceeecaeeeeeeeecsaeeeceeesaeeeeceeesseeseceeesaeaeeeeeesaaaeceesssaaeeeeessssaeeeeeessaeeeeees 14 Correcting a Time Block Clocked on the Wrong Job ccccccoonccnccccconconccononcconocononncononononncnnononannnnnononanenos 16 Viewing and Correcting Automatic Meal Lunch Deductions cccccoocccnncccconncnnccononncnnonononnnnnononancnnnononanenos 16 HS DEMAS ia cias 16 Manual Enty WIMGEKECDING siipeni E a Ea 17 Adding Time Blocks to a TiMesheet cccccoonccnnccccncccnncccnonncnncnonancnnnonononcnnnononnncnnnnnonnnrnnnnnnnnnrnnnnrnnnnnnnnnnnnanenns 17 Editing Existing Time BIOCKS simiente 19 Deleting Time BIOCKS soviisomsnariaea ini e 19 Viewing and Entering Leave Hout cccccccsssececceeseeecaeeeeeeeeeeeeeeeaseeesseeeesseeeeeessaeeessaueeessaceeesseeeeeseeeeeessneeesaaaeees 19 Viewing Your Leave Accrual HOUFS oocccooncncoconcnncononcnnono
29. or vacation At the end of each pay period the timesheet is routed to the Supervisor for approval and the Employee can still access it until that approval is done Each Supervisor must review and approve all hours worked under their specific Work Area along with any leave hours taken Once the Supervisor has approved the hours the Payroll Processor approves hours for all the Work Areas for which they are responsible within that Department Once the timesheet is Final it can only be changed at that point by the System Administrator In the above Work Area example for BL BOOK Daniel s timesheet will route to both supervisor John Work Area Cashier and supervisor Rita Work Area Warehouse for approval of hours worked in their work area John will be able to see Warehouse hours on Daniel s timesheet but he is not able to add modify delete those hours because he does not have a Kuali Time role in that Work Area The opposite is true for Rita she can view the Cashier hours but can only add modify delete hours worked in the Warehouse As the Payroll Processor for both work areas Sally has the ability to change any hours on Daniel s timesheet Kuali Time Complete User Guide After all approvals are recorded the hours for that employee are transferred to the HRMS payroll system as part of a regularly scheduled extraction process These hours automatically populate the payroll voucher which is then used to generate the pay for that employee Reco
30. policy as well as state and federal labor laws e Generation of relevant reports that are useful for tasks such as labor budgeting e Easy auditing of records and reports Kuali Time Complete User Guide Who uses it The Kuali Time system is used by hourly and biweekly staff employees on all eight IU campuses e Employees use the system to record the hours they work The system supports hourly and flat rate employees which allow it to handle uncommon pay conditions Employees also use Kuali Time to record leave balance usage such as days off when sick or on vacation e Approvers Supervisors use Kuali Time to review modify and approve the hours their employees have recorded Additionally they can view the rules lunch deduction shift rules etc set up for their department e Reviewers have the same view and edit timesheet options as Supervisors however they lack the ability to approve timesheets e Payroll Processors can also review modify and approve hours recorded Additionally they can view the rules lunch deduction shift rules etc set up for their department e Department Administrators are granted access to departmental administrative functions in Kuali Time which allows them to create Work Areas add supervisors and payroll processors for approval routing and view all rules and update certain rules for their department e Location Administrators are limited by campus location and can access all timesheets and some ad
31. rules for your department Most rules use the same basic criteria to identify whom a particular rule applies to We can think of this information as being identification criteria information that exists to tell Kuali Time who to apply the rule to Each rule also contains criteria that identify the rule itself indicating employees must clock in and out for lunch for example We can think of this as rule criteria information that tells Kuali Time what kind of rule limits to apply to the identified group The identification criteria used listed from most general to most specific are Department The Department ID such as BL PARK or IN SPEA Work Area The ID number for a particular Work Area and used to identify a group of employees within a department Principal ID The ID number that uniquely identifies a specific employee Job Number The identifying number for an employee s job Employees with multiple jobs will have multiple Job Numbers You can only specify a Job Number if you have also specified an employee s Principal ID Rules established using more specific criteria override those using less specific criteria Below is an example of different versions of the same rule using different identification criteria The symbol is a wildcard symbol 58 Kuali Time Complete User Guide that is used in rules to indicate a selection of ALL We ve numbered the rules so they can be identified and discussed b
32. tab you will see links to the Maintenance pages for Time Keeping rules Administrative functions and Inquiries see illustration below You will use these pages to create and maintain your Clock Location and Department Lunch Deduction rules to view the Shift Differential and Time Collection rules impacting your department and work areas to create and maintain Work Areas for your Department and to search for specific employee time blocks historical time blocks clock transactions or missed punch documents Logout FP Li Employee Name Public John Q uali kpme Employee Id 0000000001 Time Detail Leave Accrual System Admin Person Info Help Administrative Inquiries Clock Log Timesheet Missed Punch Time Block History Inquiry Time Block Inquiry e Department e Earn Code e WorkArea Maintenance Time Keeping Change Target Person Clock Location Rule Department Lunch Deduction Rule Shift Differential Rule Time Collection Rule Y Submit Clear Timekeeping Rules Department Administrators can establish and maintain business rules that determine how their department will interact with Kuali Time and what available options their employees will use These business rules allow you as a Department Administrator to customize the system to work in the most productive fashion for your department Establishing business rules for your Work Areas is an important part of configuring Kuali Time for use by your dep
33. the employee started work Roll your cursor over the Question Mark 2 to see what formats are accepted by time entry fields b In the Out box enter the time that the employee ended work e lf your entry is to add a Time Block of Leave Hours being taken e g sick vacation a Inthe Hours box enter the number of leave hours the employee is taking e lf your entry is to add a fixed rate dollar amount e g tips a Inthe Amount box enter the dollar amount e g 65 or 55 32 9 When checked the Apply time to each day checkbox will enter the same Time Blocks each day for the range of dates you entered Uncheck this box for an overnight shift 10 When finished click Add This adds a Time Block either for the regular hours worked the leave hours taken or the fixed dollar amount you entered Cust Serv Desk x Cust Serv Desk Cust Serv Desk x 08 00 AM 12 00 PM SCK 8 00 hours TPO 520 00 Example of the three RON 4 00 hours types of Time Blocks This image shows time blocks entered for regular hours leave hours i e sick and fixed dollar amounts i e tips Editing Existing Time Blocks To edit a Time Block already clocked or entered on an employee s timesheet as regular work hours leave hours or fixed rate dollar amounts 1 Use the sort and filter or search by fields to find the employee s timesheet you want to edit Click on the underlined Document ID number to open that
34. the minus button to close the Summary section SS SS o aS Le SS a LT HOL Holiday Customer Service 17 00 Red 0 UA FMOP RGN Regular Pay Nonexempt Staff CPE NO PAY Comp Hours Earned Customer Service 17 00 Red 0 UA FMOP Overtime Totals If necessary enter any changes to the Time Blocks for regular hours leave hours or dollar amounts on the timesheet You can also delete automatic meal deductions if an employee worked without taking a meal a Click on the Document Id to open that timesheet on the employee s Time Detail tab In the Pay Period calendar you can add edit or delete regular Time Blocks leave hours or amounts i To add a new Time Block or a block of leave hours or dollar amounts click on a day complete the fields on the Add Time Blocks entry box and click Add If the Time Block goes across multiple days make sure the Apply time to each day box is CHECKED ii To edit any Time Block on that timesheet click on the underlined Assignment name within that block to open the Add Time Block entry box You can modify the Date Range and or the Earn Code The fields in the entry box change based upon the Earn Code selected so you may need to modify the In Out times the Hours or the Amount to complete your correction When finished with your edits click Update 44 Kuali Time Complete User Guide f i iii To delete any Time Block from the timesheet click on the
35. the role Select the Role Name for this user Payroll Processor Payroll Processor Delegate Time Department Admin or Time Department View Only If this is temporary role such as a Payroll Processor Delegate who is covering for someone on vacation or leave of absence then enter a date when the role will expire into the Expiration Date field Leave Active box checked Click Add to add the role to the document Repeat steps 5 through 8 for each role you need to add When finished adding roles click Submit Click Close to exit from the document Removing Departmental Roles Use the Department maintenance screen to remove the following roles for your department Department Administrator Department View Only Payroll Processor and Payroll Processor Delegate Note For the Payroll Processor role at least one person must be assigned to that role To remove a Departmental role for a user ee gn Log into Kuali Time go to the Admin tab and click on Department link On the Department Lookup enter your Department and click Search Click on the edit link to open the Department Document maintenance screen Enter a document Description Go to the Roles sub section find the role you want to remove and click Delete Repeat this step for each role you need to remove When finished with your edits click Submit Click Close to exit the document Viewing Department Details
36. to approve one timesheet or multiple timesheets Employee Approvals Employees do not need to approve their own timesheets Timesheets are automatically routed to Supervisors for approval at the end of each pay period An employee can still enter edits on their timesheet until it is approved by their Supervisor Once this first approval is done the employee may no longer enter any changes on their timesheet Supervisor Time Approver Approvals Timesheets route from employees to Supervisors at the end of the pay period midnight on the second Saturday of that two week period Supervisors must approve timesheets for the employees in the Work Areas they supervise When Supervisors approve timesheets they verify that the hours worked are correct and recorded under the correct assignment Payroll Processor Approvals Payroll Processors approve timesheets for all the employees in their Department The Payroll Processor s approval verifies that it is okay to pay employees for the hours worked Timesheets will be available for Payroll Processor approval as soon as they have received Supervisor approval If an employee has multiple assignments in multiple Work Areas or multiple Departments the Payroll Processor will not receive that timesheet for approval until all the Supervisors have approved it Any timesheets not yet approved by Supervisors will be auto approved by the system and available to Payroll Processors on Wednesday morning 42
37. top of the column O Click the Approve button to approve timesheet s The Approve button at the bottom of the page allows bulk approval of all the timesheets you have selected If you select only one timesheet to approve you will use the Approve button for that specific timesheet located on the right side of the page in the Action column P Select an individual timesheet as ready to approve by clicking the Select checkbox Q Roll and hold your cursor over the Notes i button to pop open a quick view window that shows the notes entered on that timesheet R Click on the Document ID of the timesheet to open that employee s timesheet WN Click on the Plus button by an employee s name to open a summary view beneath that row so you can see the hours that employee recorded by Assignment Click the Minus button to close the summary T Click the Refresh Status button to refresh the current status of the timesheets you are viewing Monitoring Reviewing and Correcting Timesheets During the Pay Period and before timesheets are routed for approval you can go to the Approvals or Payroll Processor tab to open your timesheet Action List in a monitor review and correction mode This page provides a one stop portal to monitor correct and after routing to approve your employee s timesheets Here you will see a list of timesheets that currently route to you for review a
38. users Displays job assignment and role information for an employee e Help Displays information to help employees approvers and reviewers use the system If you have more than one role in Kuali Time you will see the appropriate tabs for each role Employee Options This section provides a description of the timesheet used in Kuali Time including navigational options In addition it describes the two methods used to record work or leave hours and explains how to use the timesheet to record hours and report missed clock punches Kuali Time Complete User Guide Timesheets Every employee in Kuali Time has one timesheet per pay period At Indiana University pay periods are two weeks long so the pay period is set up as biweekly beginning and ending at midnight on Sunday Each FSLA Fair Labor Standards Act pay period meets the standard for overtime hours overtime pay and collected unpaid overtime Each timesheet represents a document in the Kuali Rice Workflow system a routing and approval engine used to manage who can view and take actions on a particular timesheet document Timesheet Creation Employees with active Kuali Time assignments during the pay period will have timesheets created automatically the Friday before the next pay period begins or when the batch job is scheduled The batch job can be run nightly to create timesheets for newly hired employees Reviewers Supervisors Time Approvers Payroll Processors and
39. you can add a note to your timesheet See Clock tab illustration below e All employees whether Clock Entry or Manual Entry will have the Time Detail tab This tab provides a Note section so you can add a note to your timesheet and a Route Log section so you can view its routing activity See Time Detail tab illustration on the next page o Ifyou have a Manual Entry assignment your timesheet will open on this tab where you manually add the time blocks you have worked each day on your pay period Calendar o Ifyou accrue paid time off you also use this tab to enter the number of leave hours you have taken Navigation tabs Document Header with Logout link Logout mployee Name Public John Each employee is responsible for accurately recording their time and attendance hours using the TIME system Use of this timesheet is governed by the Timekeeping Policy available for review here Employee Id 987654321 Document Id 49148 D tument Status Saved Time Detail Leave Accrual Approva Clock Current Time 02 28 46 pm Work Status Clocked out since Thu August 25 2011 5 27 49 Eastern Daylight Time Clock Assignment select an assignment y Clock In Missed Punch Distribute Time Blocks Note section This image demonstrates the Clock Entry tool that employees use to clock in out Other navigational tabs you may see on your timesheet include the Leave Accrual tab Person Info tab and the
40. you clocked out Clocking In Out Using a Kiosk A kiosk is a personal computer that acts as an electronic time clock and allows employees to authenticate with a username and passphrase to login to their timesheet and clock in or out Departments can also purchase a card reader that is paired with the kiosk and allows employees to swipe their university employee ID cards to authenticate and clock in or out To clock in out on the Kiosk 1 Click the login button on the Kiosk screen to open the login screen Enter your username and passphrase and click the Login button Your timesheet will open on the Clock tab 3 Inthe Clock Assignment field select an Assignment If you only have one assignment it will already be selected 4 Click on the Clock In or Clock Out button to clock in or out 5 After you clock in out click logout to close your timesheet That resets the Kiosk so the next person can clock de Some Kiosks may be equipped with card readers 1 Swipe your ID card through the card reader 2 This opens your timesheet on the Clock tab In the Clock Assignment field select an Assignment If you only have one Assignment it will already be selected 3 Click on the Clock In or Clock Out button to clock in or out 4 After you clock in out click Logout to close your timesheet That resets the Kiosk so the next person can clock Adding a Missed Punch If you missed your last clock action you can click on the Missed P
41. you have trouble logging on or have other difficulty with your timesheet 1 Check with your departmental Supervisor or Payroll Processor to make sure that your Time Assignment was established 2 Ifthe Assignment was established and you still cannot login verify that you logged in under the right username and passphrase 3 If you continue to have difficulty using your timesheet for all campuses except IUPUI please ask your Supervisor or Payroll Processor to contact FMS Customer Service at 812 855 0375 or fmscustr indiana edu For the IUPUI campus please ask your Supervisor or Payroll Processor to contact the OFS Help Desk at 317 274 3919 or ofshelp iupui edu Employees on any campus can also submit a question or problem to the Time Help Desk via the TIME Support form http www fms indiana edu support support_form asp Other Employee Options Available in Kuali Time Viewing Recorded Time Blocks on your Pay Period Calendar Click on the Time Detail tab to open the Pay Period calendar and view the current pay period two weeks 14 days See the illustration of the Calendar under the section Timesheet Overview and Navigation A Document Header at the top includes your Name Employee Id timesheet Document Id and shows the Document Status Saved Enroute or Final This tab displays all the time blocks you have clocked or manually entered such as time blocks you added to record any leave hours that you took during the
42. 0 0 00 43 50 61 06 RGH Regular Pay Temporary Cust Serv Desk 516 00 Red 0 UA FMOP Bus Office 18 00 Red 1 BL CHEM Lab 518 00 Red 1 BL CHEM 4 00 00 9 50 Summary Reg Pay Totals 9 00 9 00 9 00 9 50 OVT Overtime 1 5 Lab 18 00 Red 1 BL CHEM Summary Overtime Totals 5 50 5 50 5 50 An earn code is a classification of earnings that represents regular hours worked or special type of earnings like sick time shift or premium pay Regular Pay hours that contribute toward weekly overtime eligibility are totaled and displayed Sick Vacation or PTO hours will also appear in separate rows Overtime or Compensatory hours if they exist will appear in a row below your regular pay hours Additional pay hours such as shift rates or premiums will appear in rows above or below that Changing Comp Hours to Overtime and Vice Versa Each Department sets up rules that determine whether or not their employees earn comp time or overtime when accumulating more than 40 hours in a week The following five categories of paid time off do count as part of the 40 hours in a week to determine if overtime pay is applicable Adverse Weather WTH Adverse Working Conditions ADW Emergency Rest Time ERT Holiday HOL and Holiday Taken HTK and Injury with pay INJ If overtime is selected as the default rule when work hours exceed 40 during the Sunday through Saturday work week those employees will qualify for overtime
43. 2 left early personal approved by supervisor 03 08 a 17 40 03 0 Clocked out s a de E a ea a E U Doe H DODOOO Car No previous clock information Scroll bars 3 Ifa Note contains several lines of text move your cursor onto the quick view window and use the scroll bars located on the right to scroll up and down and read the entire Note To view Warnings 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 To open the Warnings quick view window for a timesheet roll and hold your cursor over the Warnings EN button 33 Kuali Time Complete User Guide 4 0000000 a E Clocked out 5 Warnings mm F reir a ral Daroz at U3 Warning Total hours entered 8 00 for Accrual Category Sick SCK hak Dos H exceeded balance 0 Problem Time Blocks are DOOODOGU TT ENRO No previous clock information Warnings button scroll bars 3 Ifa Warning contains several lines of text move your cursor onto the quick view window and use the scroll bars located on the right to scroll up and down so you can read the entire Warning Viewing Employee Work Status The Name column on the timesheet monitor and approval page shows the name of each employee their University Id and if they are a Clock Entry employee it shows their current Work Status The current Work Status for a Clock Entry employee appears just under their Name and Principal ID
44. Add Time Blocks entry box you also have the option to type in the date range you want or else click the calendar button located with each date field to pop up a monthly calendar and select your range of dates For example you could type in or select the date range as 07 17 2013 to 07 19 2013 17 Kuali Time Complete User Guide A Note You can click and drag on the sizing handle the Add Time Blocks entry box oor y i Vez 2013 Add Time Blocks Current Pay 07 07 2013 07 20 2013 r Period sun Mon All form fields are required 7 8 gt x 2 Pa 2 Date range 7 10 2013 7 10 2013 Assignment Customer Service 17 00 Rcd 0 UA FMOP PM 10 F a Earn code RGN Regular Pay Nonexempt Staff N In 8 00 A 14 15 16 Out v Apply time to each day Add Cancel located in the lower right hand corner to resize x Current Pay Period Actual Time Inquiry Fri Sat a Drag the sizing handle in 20 the lower right hand corner to change the size of this entry box This image shows the Add Time Blocks entry box which opens above the timesheet calendar i Verify the Date Range is correct 4 Select the Assignment for the time block you are adding If you only have one Assignment it will already be selected A time Assignment is a unique combination of your Job Job Number Work Area and Task and is used to record the hours that you work 5 The Earn Code
45. Department Administrators will be able to access an employee s timesheet as soon as it is created If an employee is missing a timesheet one may need to be created by the System Administrator who can use the Timesheet Initiate Maintenance document to do so Please contact your Supervisor or Payroll Processor or else submit an issue via the Time Support Form http www fms indiana edu support support_form asp Please include the employee s Principal ID University ID number in the request Clock Entry vs Manual Entry There are two methods an employee may use to record regular pay hours 1 Clock Entry is used when capturing exact in and out times After an employee logs in the timesheet opens on the Clock tab This tab includes a clock section with a dropdown list of active Clock Assignments and employees select the appropriate assignment to clock in or out Clock buttons that may be visible here include Clock In Clock Out and Missed Punch When a Clock Out is recorded Kuali Time evaluates many business rules shift differential overtime etc to determine what the net timesheet result will be for the Time Block created The system records the clock out in the clock log and shows your current Work Status clocked in clocked out etc Only assignments where you must clock in and out will show up in the Clock Assignment dropdown If you also have Manual Entry assignments you will need to click on the Time Detail tab to manually enter t
46. Detailed steps are presented below for performing individual and bulk timesheet approvals Please note these procedures list all the possible steps including ones where you may need to change automatic lunch deductions or enter a correction on a timesheet If you have already performed that step or find it unnecessary please go to the next step in the procedure To approve an individual timesheet follow these steps 1 2 3 Log in to Kuali Time and go to the Approvals tab or Payroll Processer tab Select the Department you wish to approve from the Department dropdown That displays a list of timesheets you can approve e You can use the Work Area field to sort and view your timesheets by a specific work area e You can use the Approval Status field to view which timesheets are approvable or to view the ones that have a problem and are un approvable e You can use the Search By field to search for a specific timesheet by Document ID Principal ID University ID Principal Name Username or Last Name Select the parameter you wish to search by and in the Value field enter the specific value you want to find and then click Search Note You must enter at least 5 characters into the Value field to start a search Review the Summary of hours for that timesheet You can click on the plus button next to the employee s name to open a view of the timesheet summary section and view the hours recorded under each Assignment Click
47. Info Available to all users Displays job assignment and role information for an employee e Help Displays information to help employees approvers and reviewers use the system View Only tabs may include e Time Detail View Only users use this tab to view timesheets but do not have any editing capabilities e Admin View Only users use this tab to view global campus location or departmental rules depending on their level of access or to run several types of inquiries to view timesheet data e Person Info Available to all users Displays job assignment and role information for the selected employee e Help Displays information to help employees approvers and reviewers use the system Kuali Time Complete User Guide Supervisor Approver tabs may include Clock After opening an employee s timesheet supervisors can use this tab to clock the employee in out or to submit a Missed Punch document to record a missed clock action If the Supervisor is a Clock Entry employee they will use this tab to clock in out on their own timesheet Time Detail After opening an employee s timesheet supervisors use this tab to enter time block corrections for that employee If the Supervisor is a Manual Entry employee they use this tab to add time blocks on their own timesheet Leave Accrual After opening an employee s timesheet supervisors can use this tab to verify an employee s leave balances and ensure usage is correct If the Superviso
48. Kuali Time Complete User Guide Payroll Processor approvals function just as the Supervisor approvals described above except these approvals are the final approvals required in Kuali Time Payroll processors have until 3 00 PM Wednesday following the end of a pay period to approve timesheets After 3 00 PM on Wednesday the interface with HRMS Payroll begins and on Thursday employee hours will be available for approval on the payroll vouchers Supervisors and Payroll Processors will be notified via Kuali Time email listservs or OneStart announcements if there are any changes to the normal approval schedule ami The Approve button will not appear in the timesheet Action column for dd Payroll Processors until they log in using their OTP One Time Password token Timesheets Not Ready to Approve Some timesheets may have problems that prevent them from being approved In this case the Supervisor or Payroll Processor should enter needed corrections to the timesheet before approving it For some departments this is the only approval and it verifies that it is okay to pay employees for the hours worked and the timesheet becomes Final The Time Detail tab will display error and warning messages at the top of the timesheet in red text Most entries such as using sick or vacation time in excess of available balances will issue a warning If there are only warnings the timesheet will advance for approval but the warning stays on the timeshe
49. Kuali Time Complete User Guide Table of Contents Introduction to Kuali Time and Attendance icicocicccicicai dia ida 3 RV CS UA IIS occitano E A 3 VIVA MIS CG E MELO o o A PE OO OI E OO OO 3 WAO USEE 7 arcas rail 4 WTS VS no AP A 4 a o o A fei E E E E T T R 4 Work Area EXa Mple ccccccscecccccsesececeeeeeeeeeeeeeeseaeeeeseeeeeeseeeeeeeeeeeeseaeeesseaeeeeseaseeessaueeesseeeesseeeeeeseaseeessegeeeens 5 Recommended System Specifications coooccnnccnnnnccnonononnnnnnnnonononnnncnnnnnnnnnnnnnnrnnnnnnonnnnnnnnnnnnnnnnnnnnnnnrnnnnnnnnnnnnnnennss 6 DesktOp DIS1V 0151S PIPIR 6 Kiosk Card Readers cccccccccsssecccccececeeeeeeeceeeeeeeaeesseeceeeeseeeeusueceeeeeesaeeuseceeeesssaeeueeceeeeesssaaaseeseceeeeessaaaaeeeeeeees 6 Kuali Time User Roles cccccocccccccoccncoconcnncononcncononcnnononcnnnn nn nn nn n nn ERATE idas ENEAS Eana beana in iad ankaa ins 6 A nn AP 8 o e MM e lO A o e PA 9 OO A PA 8 e esi Ea a ira nenoneeaaceneeescsusneeter 9 Clock Entry vs Manual Enttry occccoconnnnncccconcnnncccnoncnnnnonnnncnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnrnnnrnnrnnnnnnnnnnnnenananess 9 Logging into your Timesheet in OneStald ccccoooonnnnncccccnccnncccnnnncnnnnonnnnnnnnnonnnncnnnnnnnnnrnnnnnnnnnrnnnnnnnnnrnnrnrnannrinnnnnnns 9 Logging in to your Timesheet via a KiOSK cocccooncccccooncncononcnnononcnnonnnnnnconancnnnnnnronnonnnnnnnnnnrnnnnnnrnnnnnnnnnnenanennss 10 Timesheet Overview and NavigatiQN
50. Location Lunch Deduction Shift Differential and Time Collection rules for the campus location where they are an administrator to update Lunch Deduction and Clock Location rules to update user roles for a Department to lookup Earn Codes and Earn Code Groups and to run inquiries on clock actions time blocks time block history and missed punches In addition they can add or edit Work Areas and Initiate Timesheets for their campus e Person Info Available to all users Displays job assignment and role information for an employee e Help Displays information to help employees approvers and reviewers use the system System Administrator tabs may include e Clock If a Clock Entry employee System Admins use this tab to clock in out on their timesheet e Time Detail If a Manual Entry employee System Admins use this tab to add time blocks on their timesheet e Leave Accrual On their timesheet System Admins use this tab to verify their leave balances e Admin System Admins can access all departmental maintenance and rules pages to define attributes associated with employees and work areas and can run inquiries on clock actions time blocks time block history and missed punches e System Admin System Admins can access all system maintenance and rules pages to define attributes associated with employees work areas departmental and system level settings and can run various batch jobs and system reports e Person Info Available to all
51. OVT If Comp Time CPE is set as the default rule when work hours exceed 40 then hours are added to an employees Compensation Hours bank for use later Except for the paid time off categories listed above paid time off such as vacation PTO sick time Income Protection and compensatory time off do not count as part of the 40 hours in a week to determine if overtime pay is applicable If overtime is selected as the default rule hours exceeding 40 during the Sunday through Saturday work week that do not qualify for overtime calculate as Non Overtime Eligible Pay NEP hours hours x regular pay rate If Comp Time is set as the default rule when work hours exceed 40 any hours that do not qualify for overtime are added to the employee s Compensation Hours bank as NEC No Pay Non Ovt Eligible Comp for later use hours X 1 If your department has granted you the option to change CPE to OVT hours or NEC to NEP hours and vice versa then follow the steps below 1 If you have this option go to the Time Detail tab and find the Time Block you want to change 2 Roll your cursor over the underlined earn code text of CPE OVT NEC or NEP in that Time Block and the cursor will change to a hand cursor which indicates the underlined text serves as a link 24 Kuali Time Complete User Guide M 3 Click on that link to pop open the Change the overtime earn code box then go to the dropdown field and change the earn code to the one yo
52. Services Home ancemen Email My IU Calendar R MS vuali pme Human Resource Management System Administrative Systems Go to HRMS Portal Enter Kuali Time Application Access MORE INFO HRMS Support Center MORE INFO TIME Support Form Financials KFS options v EPTO Portal options Each Employee is assigned a user role that determines which navigational tabs they will see after logging in Logging in to your Timesheet via a Kiosk Departments not using PCs will use Kiosks computer s dedicated to the Kuali Time system Click the login button on the Kiosk computer screen to open the login screen and then enter your username and passphrase to login and open your timesheet If the Kiosk has a card reader just swipe your employee ID card and that opens your timesheet If you have a problem with the card reader click the login button on the Kiosk screen and enter your username and passphrase to login and open your timesheet Timesheet Overview and Navigation When you open a timesheet it shows side by side Navigation tabs that you can use to navigate from page to page These tabs show where you are and where you can go within the timesheet 10 Kuali Time Complete User Guide To navigate to any other page in your timesheet just click on that tab e If you are an employee with a Clock Entry assignment your timesheet will open on the Clock tab so you can easily clock in and out This tab also provides a Note section so
53. To view the details for a Department which includes a list of users who are assigned Roles 1 2 Log into Kuali Time go to the Admin tab and click on Department link On the Department Lookup enter your search criteria Department Location and or Description ely HINT Use the symbol in any field except date fields as a wildcard value to indicate ALL 3 Click Search to find your Department 76 Kuali Time Complete User Guide Department Lookup gt required field Department BL 8US Location La Description ho Show History e Yes g No Active g Yes e No e Both search clear cancel 2 items retrieved displaying all items 1 Actions Department Location Description Time Stamp Active view BL BUS BL KELLEY SCHOOL OF BUSINESS 02 17 2013 12 00 AM Yes view BL BUS IN BUSINESS 02 17 2013 12 00 AM Yes Export options CSV Excel XML 4 In the search results click view to view the details for that Department That opens the Department Inquiry page where you can view details about the Department and the users who have administrative or view only Roles in that Department Department Inquiry collapse all Department OOOO Effective Date 02 17 2013 Department BL BUS Description KELLEY SCHOOL OF BUSINESS Location BL Chart L Org BU Active Yes UN
54. a rule lookup screen You can enter search criteria or simply click Search to view existing rules It s recommended that you enter the Department ID Work Area or Location in the search criteria if you wish to see all the rules for your particular department or campus Using the Show History and Active radio buttons on rule lookup screen When a rule row is edited the system adds an inactive row for that rule with the same effective date as the new row being edited added This will inactivate the old values and the new values will be in place as of the effective date A key is established which then allows the search to know which rows are prior edited rows vs new rows Show History The purpose of this radio button on a rule or maintenance lookup screen is to allow you to see the highest effective dated row only for a record or the entire history of a record If Show History No The results will be the highest effective dated row as of the system date and any future rows 54 Kuali Time Complete User Guide If Show History Yes The results will be all rows in the database for the values entered Active The purpose of this radio button is to allow you to filter rows based on their active status To find the row which is in effect as of today search for active Both show history No Rule Look up Example In the example below for Clock Location Rule we entered a Department ID UA FMOP and clicked Sear
55. ad personal appt Used my lunch hour as part of it Pane 14213 iid E ia E Oo 00 500 8 00 0000 40 00 20 00 sera pao 0008 EAOUTE M Clacked out since dm 1041220132 0504 FM Dor Mo EHO 60 000 4150 oe T 410 8 20 8 20 8 50 8 00 00 8 00 8 00 8 00 73 00 ayroll Service 10 8 20 8 20 8 50 7 00 40 00 8 00 8 00 8 00 8 00 32 00 72 00 s 510 40 Red 0 UA FMOP Surimary for reg pay Totalt B10 820 6 10 50 7 00 800 o 8 00 00 800 40 00 oo 0 00 CPE HO PAY Comp Hours Earned Payroll Service 5U 10 90 Red o UA FH Overtime Totals i 1 50 1 50 1 50 Approve Refreih Status 1 Note This image presents all the tools available on the Approvals Payroll Processor tab and is intended only to demonstrate those tools Please note you will only be able to open and view one set of timesheet Notes or Warnings at a time Let s look s at the tools available to you on the Approvals tab or Payroll Processor tab You can A Select a specific Department from the dropdown list at the top of the page to view all the employee timesheets for that department B After selecting a Department select a specific Work Area from the dropdown list at the top of the page to view the timesheets for that work area C Click the Approval Status button to show you a list of timesheets that are ready to approve Approvable vs the ones that are not ready to approve Unapprovable D Search fo
56. ails are included in the Labor Ledger 82 Kuali Time Complete User Guide 5 6 7 To enter multiple accounts click on the add accounting line button again and enter the appropriate Account number and Percent The total of the all accounts must equal 100 If you need to add another Assignment for hourly employees only click add assignment button located under Work Area Task fields and repeat Steps a through f If you need to edit or remove other Assignments for this employee go to Step 5 otherwise if you are finished adding new Assignments skip to Step 6 If there are current Assignments for this employee all the Assignments active as of the entered effective date will be displayed on the page Continue to Step 5 Find the Timekeeping Assignment you want to edit or remove To remove that one Assignment a Click Remove Assignment button located under the Work Area Task fields The screen will reload and the assignment information is deleted blanked out in the right pane and highlighted in yellow to indicate it is no longer there If you need to remove another Assignment repeat Step a If you need to edit other Assignments for this employee continue with Step 5 otherwise when finished removing Assignments skip to Step 6 To edit that one Assignment a Edit the Work Area only if you need to change it You can type in a new Work Area or select one from the dropdown list
57. ali Time Complete User Guide On the Approvals or Payroll Processor tab you can use the Year and Current Pay Period fields jointly and select a year and then a pay period in that year to jump directly to that set of employee timesheets Year 2013 Current Pay Period 06 09 2013 06 22 2013 You can click on the Go to Current Period link as a shortcut to return to the current pay period Returning to the Current Pay Period If you leave the current pay period timesheet Action List to view any previous future or historical timesheets you can click on the Go to Current Period link as a shortcut to return to the current pay period Viewing Timesheet Warnings and Notes You can view the Warnings and Notes entered on a timesheet without having to open it The Action List of timesheets on the Approvals or Payroll Processor tab provides special roll over buttons that appear next to or under the Document ID number whenever that timesheet contains any Warnings or Notes When you roll and hold your cursor over either one of these special buttons it will pop up a quick view window of any Warnings or Notes on that employee s timesheet To view Notes 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab m 2 To open the Notes quick view window for a timesheet roll and hold your cursor over the Notes button Created Creator ben Content Date 2012 03 08 1
58. and click edit 4 This opens the Clock Location Rule document Enter a Document Overview Description no matter whether you are creating editing or inactivating a rule e If all you want to do is inactivate this rule a In Effective Date field enter the date when the rule will no longer apply b UNCHECK the Active box in the right pane under New c Then skip to step 11 and submit the document 63 Kuali Time Complete User Guide To create a new rule you must enter values in the required fields marked by an asterisk Continue to Step 5 To edit an existing rule the document shows the Old values for that rule in the left pane and you can edit any of the fields in the right pane Continue to Step 5 5 Enter a valid Department Id or verify the existing value is correct 6 Entera valid Work Area for that Department or verify the existing value is correct You can enter as a wildcard value to indicate ALL work areas 7 Enter a valid Principal Id or verify the existing value is correct Note If you want this rule to affect only one employee in that Work Area then enter a specific Principal Id You can enter as a wildcard to indicate ALL employees for the specified Work Area s 8 Enter a valid Job Number or verify the existing value is correct Note If you want this rule to affect only one job record for employee s then enter a specific Job Number You can enter as a wi
59. artment If used correctly business rules can help make everyone s job easier and make Kuali Time reflect your departmental policies and procedures Each departmental business rule is briefly described below Clock Location Rule Allows you to specify if employees should be clocking in and out from a particular computer identified by that computer s IP address Department Lunch Deduction Rule Determines if your Clock Entry employees will use an automatic meal deduction once they work a certain number of hours in a shift It allows you to set a maximum number of minutes for an employee s meal and that value usually 30 minutes or 60 minutes is deducted from the employee s clocked hours Shift Differential Rule View only for Department Administrators Determines how and when shift pay is earned based on University policies which tells the timesheet which shift pay earn codes to use 57 Kuali Time Complete User Guide Time Collection Rule View only for Department Administrators Determines whether your employees will record work hours by clocking in and out Clock Entry or by adding hours manually to their timesheet Manual Entry These rules must follow University Campus and or Departmental policies and will be set up by the System Administrators You can request an exception to these policies based on unusual circumstances for an employee How Rules Work Most rules such as the Departmental Lunch Deduction rule o
60. artment Id Work Area ii IJ Eu Principal Id 9a required field Create New button Job Number Effective Date From Effective Date To A A i Search fields 3 items retrieved displaying all items 1 Active Show History E Yes no e Yes e No e Both search clear cancel Actions Department Id Work Area Principal Id Job Number Effective Date i Time Stamp Active IP Addresses edit view UA FMOP 2794 9000000065 2 03 07 2012 03 13 2012 10 46 AM Yes 140 182 79 edit view UA FMOP 12794 1 PA 03 07 2012 03 07 2012 02 05 PM Yes 140 182 72 edit view UA FMOP En e aa 03 07 2012 03 07 2012 08 34 AM Yes 140 182 72 3 items retrieved displaying all items 1 Export options CSV Excel XML Creating a New Rule On the Admin tab go to the Time Keeping section and click on the underlined link to open the Lookup screen for that rule Then click the Create New button at the top right of the page see previous illustration This initiates a new Workflow document form where you enter values in the required fields to create the new rule see document example below ClockLocationRuleDocument gt Doc Nbr 110086728 Status nata Initiator ktrinkde Created 08 53 PM 03 01 2012 Document Overview Document Overview
61. ary view is the same as the hours Summary located on the employee s Time Detail tab Both will show you the total Worked Hours for each day along with a breakdown of the hours worked by Assignment day and by earn code regular vacation sick overtime shift etc It also provides a Weekly and Period Total 34 Kuali Time Complete User Guide 1 Log into Kuali Time and go to the Approvals tab or Payroll Processor tab 2 Toopenthe summary view for an employee click the Plus button by employee s name Doe No 1937575 0 00 8 20 8 20 8 50 8 00 3 00 0 00 0000000017 FINAL lo previous clock FN information This opens just beneath that row the summary view of worked hours by the employee HOL Holiday Customer Service 8 00 8 00 10 00 Red 7 UA FMOP RGN Regular Pay Nonexempt Staff Customer Service 8 20 8 20 7 60 8 00 8 00 8 00 8 00 8 00 10 00 Rcd 7 UA FMOP Regular Pay Totals 8 20 8 20 7 60 8 00 8 00 40 00 8 00 8 00 8 00 8 00 8 00 40 00 80 00 CPE NO PAY Comp Hours Earned Customer Service 10 00 Red 7 UA FMOP Overtime Totals 3 To close the summary view click the Minus button by employee s name Note You can open the summary view of hours worked for more than one employee at a time Opening a Timesheet To view an employee s timesheet or to enter corrections you can open it from your action list of timesheets on the monitor
62. b Here you enter your time In and time Out which adds a Time Block to your timesheet If you accrue benefit leave hours you will also enter a Time Block to record the type of leave sick vacation PTO and number of Hours that you took This tab also allows designated employees to add a Time Block to enter a fixed rate dollar Amount such as tips Adding Time Blocks to a Timesheet To add work hours leave hours or fixed dollar amounts on your timesheet you must add a Time Block 1 Log into Kuali Time Timesheet opens on the Time Detail tab 2 Onthe pay period calendar select the day or a range of dates to add your time blocks e To adda Time Block for one single day click on the day you want to add e To add the same Time Block on multiple days such as Monday through Friday click and hold down the left mouse button on the first day of your date range Monday and simultaneously drag the cursor over to the last day in the range Friday then release it When you select multiple days it highlights those days on the calendar and the Add Time Blocks entry box opens showing the range of dates you selected For a single day entry the Add Time Blocks screen opens and shows the date range as the same day e If you work an overnight shift you can use the click and drag method to select your two days But make sure you UNCHECK the Apply time to each day checkbox e Once you open the
63. ch By default the Show History button is set to No and the Active button is set to Yes to find the highest effective dated row This search found the active rules established for our sample department Clock Location Rule Lookup required field Department Id UA FMOP ya Work Area Es Principal Id y a Job Number vy La Effective Date From H Active Yes 6 No Both Show History C Yes No search clear cancel 2 items retrieved displaying all items Actions Department Id Work Area Principal Id Job Number Effective Date Time Stamp Active IP Addresses edit view UA FMOP So Mo So 03 07 2012 03 07 2012 02 05 PM Yes 140 182 72 179 79 25 edit view UA FMOP 794 0000000005 a 03 07 2012 03 13 2012 10 46 AM Yes 140 182 79 In this example the rule results that were retrieved show the date and time that the Clock Location rule was established when it became effective and the department work area and University ID of the employee who is required to clock at the IP Addresses listed in the rule In general the results retrieved will display values for most of the fields used as search criteria on that specific Administrative or Rule Lookup screen It always shows the Effective Date of that rule row and whether or not it is Active You can view the following Time Keeping Rules for your department e Clock Location e Department Lunch Deduction e
64. ction Rule occcccccoccccnccccconcnnnccnnnncnnnnononccononononnnnnnnnnnnnnnnnnnnnncnnnnnrnancnnnnnnnanennnnnnnns 65 Time Collection Alle lala 67 Shift Ditterential Rule oa olas 67 Administrative FUNCION caia aio ria 68 Creating a NEW Wok Ar iio lacio tica io acosada 69 Adding a Delegate tor a Time Approve ni as 71 EGItING a VV OIrkK Area Task Or ROIG laa dese cota 72 2 Kuali Time Complete User Guide acuivalnd a Work ASA nt a bale Gin aarmnioa cana nbarw O aomsdannat iat toueenans Removno a Fasa sacas Removing an Approver Approver Delegate or Reviewer Role ccccccsseeeeeceseeeeseeeeeeeeeeeeeesaeeeeeas VIEWING Work Area Detalladas nica anar Adding Departmental Roles Department Admin Department View Only Payroll Processor and Payroll Processor DElE Gale nuca diria Removing Departmental ROS cnica ii A di VIEWING Department Detallada id A A i Viewing Esta Code Dell odios A Semi r E EE rS Maintaining Time Assignments through eDocs oocccccnccnnccconcnnccnnnnnconanoncononennnnonnnnnnnnnnnconancnnnnnnrnnrnnnnnnnnnanennss NEW A a a raaraa a Understanding Assignments and Funding oooccncccccncccnncccnnnnnnncnnnnncnnncnnnnncnnnnonnnncnnnnononnrnnnnonannrnnnnnnanenss Pf a a a a EA Adding Editing Removing a Time Assignment coccccooccnncccnnnccnncnnnnnnnnnnnnnnncnnnononancnnnonnnancnnnnnnnanennnonnnas Editing Earnings IMOM alos esea a dde Removing an Employee from Kuali Time ooccccccocnnccccnnnn
65. cument Kuali Time Complete User Guide 53 C fi 8 https festuisapp2s u edu PRES reg kpme missedPunch methodToCall docHandler amp docld 22808261 amp comma nd Sina o DocSea QS Home Missed Panck Document Number 00808233 Document Status ENROUTE Missed Punch Initiator Network Id jgpublic Creation Timestamp 04 16 PM 10 02 2013 expand all collapse all indicates required field Description Missed Punch 0000000006 Explanation Organization Document Number Person Name Public John Q Timesheet Document Id 00808232 Assignment MAC Ticket Office Customer Service 8 00 Rod 4 BL MUS w 7 Missed Action Date MM DD YYYY 10 02 2013 laa Missed Action Time HH MM AM 02 40 PM Missed Clock Action cjock jn y Y Notes and Attachments 1 Posted Date Time Stamp Principal Name Note Text Attached File Actions add No file chosen add cancel 1 10 02 2013 04 16 PM jqpublic I forgot to clock in earlier today delete approve close 5 Click Close to close the Missed Punch Document and return to your search results 6 Click Cancel to close the search results page and return to the Admin tab Viewing Timekeeping Rules If you are a Supervisor or Payroll Processor you can view the business rules for your department On the Admin tab under the Time Keeping section all Rule maintenance screens will take you to
66. dcard value in the Work Area Principal Id and Job gt HINT O di Number fields to indicate ALL 65 Kuali Time Complete User Guide Department Lunch Rule Lookup gt Department In Pay sid YO Work Area WLU Principal Id SL Job Number y Effective Date From E Effective Date To Es Active Yes No Both Show History Yes 0 No search clear cancel One tem retrieved 1 Acwons Department Work Area Principal Id Job Number Lunch Deduction Minutes Shift Hours Effective Date Time Stamp Active iew IN PAY 0000000007 5 0 1 01 01 2012 02 28 2012 03 29 PM Yes pow options CSV Excel XML 3 Inthe search results find the rule that you want to edit or inactivate go to the Actions column at left side of page in that result row and click edit 4 This opens the Department Lunch Rule document Enter a Document Overview Description no matter whether you are creating editing or inactivating a rule e If all you want to do is inactivate this rule a In Effective Date field enter the date when the rule will no longer apply b UNCHECK the Active checkbox in the right pane under New c Then skip to step 12 and submit the document To create a new rule you must enter values in all required fields marked by an asterisk Continue to Step 5 To edit an existing rule the document shows the Old values for that rule in the left pane and you can edit any
67. description of that Time Block The details displayed are the TimeBlock Id Document Id Job Number Work Area Earn Code Begin Time End Time and the Hours or Amount if applicable User Principal Id Principal Id Lunch Deleted Time Stamp along with a confirmation indicating whether or not the entry was logged by the clock At the bottom are the Time Hour Details which show the Earn Code Hours and or Amount including any minutes deducted for a lunch or meal Click Close to exit this page Kuali Time Complete User Guide 49 Time Block Inquiry Time Block v hide Time Hour Detail Object N al Time Block History Inquiry y hide expand all collapse all TimeBlock Id 398 Document Id Job Number Work Area Earn Code Begin Time End Time Hours Amount Clock Log Created User Principal Id Principal Id Overtime Preference Lunch Deleted Time Stamp y hide Time Hour Details 0100 HOL 07 04 2013 12 00 PM 07 04 2013 12 00 PM 8 No tk user 0000000007 No 06 21 2013 12 10 AM Earn Code Hours Amount HOL close 6 Click Cancel to close the search results page and return to the Admin tab Reviewers Supervisors Payroll Processors and Department Administrators who have employees in Kuali Time can go to the Admin tab and use the Time Block History Inquiry to view the history of time blocks entered on a particular timesheet or for a specific emplo
68. diting a leave time block 1 Click on the underlined Assignment name in the image shown above for example you would click on Cust Serv Desk 2 This reopens the Add Time Blocks entry box and you can modify the Date Range the leave Earn Code VAC PTO SCK CPT etc or the number of Hours of leave you are taking 3 When finished click Update and verify that the leave time block s are correct on your timesheet Deleting Leave Hours from a Timesheet 1 To delete a leave time block from a timesheet click on the red X E button in the upper right hand corner of the time block See Leave time block example above 2 When asked to confirm the deletion click OK to delete it 21 Kuali Time Complete User Guide Timesheet Errors and Warnings If an employee should input an error when adding or modifying time blocks the Add Time Block entry box will show an error message highlighted in red at the top of the box Corrective action should be taken to fix the fields noted in the error message Add Time Blocks x Error The start date time is outside the pay period Date range 2 23 2011 EF 2 23 2012 EN Assignment Customer Service 52 27 Rod 0 UA FMOP Possible entry errors include e The time or date is not valid e Start time and end time cannot be equivalent e Time entry field cannot be empty 6 Hour field cannot be empty e Hours cannot have more than two digits after decimal point e Amou
69. e This completes the approval grays out the Approve button for those timesheets and if this is the final approval updates the Document Status for each to show as Final 7 To update the Document Status for those timesheets on your Action List you can click the Refresh Status button When finished approving your timesheets you can logout Automated Approvals If a Supervisor fails to approve a timesheet the Kuali Time system will do an auto approval for that Supervisor at midnight on the Tuesday following the end of the pay period in order to route that timesheet on to the Payroll Processor The Supervisor will receive an FYI notification that the system did this approval Accessing the timesheet via the action list will clear the FYI from the action list If a Payroll Processor fails to approve a timesheet the Kuali Time system will do an auto approval for that Payroll Processor at 3 00 PM on the Wednesday following the end of the pay period in order to final approve that timesheet The Payroll Processor will receive an FYI notification that the system did this approval Accessing the timesheet via the action list will clear the FYI from the action list o Important The system auto approvals are NOT to be used in lieu of reviewing and approving timesheets The system does these auto approvals as a fail save measure to ensure that employees are paid if a problem keeps a Supervisor or Payroll Processor from complet
70. e Attachment field just below the Note textbox click the Browse button If you are using Internet Explorer this opens the Choose File to Upload dialog box If you are using Firefox this opens the File Upload dialog box If you are using Chrome this opens the Open dialog box Select the name of a file to upload and click Open 3 Verify the Attachment field shows the selected file is ready to upload then click Save The title of the file you attached will appear next to a download link If you click the download link it allows you or others such as your timesheet approvers to view the attached file l In the timesheet Notes do NOT enter text or attach a document that contains Warning sensitive information such as SSN s or HIPPA related data Viewing the Route Log Click on the Route Log section to open that section and view the approval routing for your timesheet Viewing Jobs Assignments or Roles Open the Person Info tab on your timesheet to view details about your person job and roles Time Detail Leave Accrual Your Person Details Principal Id Principal Name Name Service Date 6000000006 jqpublic Public John G 2001 09 16 Timezone Preference America Indianapolis Update Your Jobs Your Roles 26 Kuali Time Complete User Guide The Your Person Details section shows your Name Employee Id number Principal Id Username Principal Name and Service Date The Your Jobs
71. e Date Range and or the Earn Code The fields in the entry box change based upon the Earn 45 Kuali Time Complete User Guide Code selected so you may need to modify the In Out times the Hours or the Amount to complete your correction When finished with your edits click Update iii To delete any Time Block from the timesheet click on the red X E button in the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it iv To delete an automatic meal deduction and credit the meal hour s as regular work hours find the Time Block s with the meal deduction that needs to be removed In the yellow bar showing the meal deduction click on the red X E button b When finished with the timesheet click Return in the header to return to your Action List on the Approvals or Payroll Processor tab c Repeat this step step 4 for each timesheet you need to adjust 5 To mark a timesheet in your list as ready to approve a Click the Select checkbox for that timesheet You can select multiple timesheets in your Action List as ready to approve but you must select each one individually b To mark ALL timesheets in your list for bulk approval use the select all checkbox at the top of the Select column 6 To take the bulk approval action for the selected timesheets click the Approve button at the bottom of your Action List pag
72. e Principal ID of the user you are assigning to this role c Inthe Role Name field select the role you are assigning i e Approver Approver Delegate or Reviewer d Optional step If this role is temporary you can enter a date when you want this role to expire in the Expiration Date field e Leave Active box checked f Click Add g Repeat the Role steps step 6 for each role you wish to add Note You must have at least one person assigned to the Approver role 7 After you ve completed the work area document click Submit 8 Click Close to exit from the document Adding a Delegate for a Time Approver Delegation allows the Department Administrator to temporarily assign approval to another person The intent of delegation is to allow an alternate to approve timesheets when the main approver is unavailable to do so lt does NOT permanently delegate those responsibilities to that user Delegations are created by the Department Administrator using the Work Area maintenance document in Kuali Time Delegations are set to a specific person and work area This means when a Supervisor who approves timesheets for three Work Areas goes on vacation there should be three different delegates established to cover all of that Time Approver s responsibilities Delegates should be chosen from among other Time Approvers or Payroll Processors To add a person as an Approver Delegate follow these steps 1 Log
73. e Work Areas and Tasks that will exist for your Department Work Area and Task numbers are unique and assigned by the system When creating a new work area the Work Area Description is important because that is what the employee sees when choosing an assignment to clock into In the Work Area maintenance document you will select the Overtime Edit Role to determine which role will be able to edit the Overtime Earn Code and change it to Comp Time and vice versa You have the option to set the Default Overtime Edit Code as OVT but If you don t select a value in this field the timesheet will automatically compute Comp Time CPE or NEC when an employee works more than 40 hours in a week You have the option to add one or more Tasks to further sub divide the work area for employees paid from multiple accounts or working on multiple projects The Time Approver Supervisor role is also assigned on the Work Area maintenance document The Work Area must have at least one valid Approver to route a timesheet for approval You can also assign the Reviewer role which allows a user in that role to view and edit timesheets and the Approver Delegate role to set up a temporary delegate to approve timesheets whenever a Supervisor is not available to do so To add a new Work Area 1 Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup 2 Click Create New but
74. e to close the inquiry page 6 Click Cancel to close the search results page and return to the Admin tab Adding Departmental Roles Department Admin Department View Only Payroll Processor and Payroll Processor Delegate Use the Department maintenance screen to add the following roles for your department Department Administrator Department View Only Payroll Processor and Payroll Processor Delegate This screen also allows you to view a list of users who hold these roles for any other department To add a new Role Payroll Processor Payroll Processor Delegate Department Admin or Department View Only 1 Log into Kuali Time go to the Admin tab and click on Department link Department Lookup gt required field Location vw LJ Department UA FMOP Description Show History Yes Y No Active yes No Both search clear cancel pe itam retrieved 1 ctions Department Description Time Stamp Active UA FMOP FMS ADMINISTRATION 11 16 2010 12 00 AM Yes em retrieved 1 Export options CSV Excel XML 75 Kuali Time Complete User Guide E a aa On the Department Lookup enter your Department and click Search Click on the edit link to open the Department Document maintenance screen Enter a document Description To add a new Role a Go to the Roles sub section and enter the Effective Date when you want this role to be active Enter or select the Principal Id of the user who will be assigned
75. eaeeeeeessaaeceeesseaeeeeesssaseeeesssaaeeeees 25 Viewing the Route LOG cccccccccseeececseeeeeeeeeeeeeceeeeesaeseeeesseseeeesaaeeeesaaeeeeesaueeessaeeeeseeeeeseaseeesssaeeeeesaneeeensens 26 Viewing Jobs Assignments Or Roles cccccseeecceeceeeeseeeeeeeeeeeeeeeeeeeceeeeeeeeeeeeessaaeeeeessssaeeeeessaaeeeeeesaaeeeees 26 oo A E E E 27 ADONE O DUONS iniciacion teres peewee cee E E E E E 27 Overview of the Approvals Payroll Processor tab oocccccccconnconccoconnconccononncnnnononancnnnnnonancnnnnonnnnrnnnnonnnncnnnnnnnnncnnnnnnnns 27 Monitoring Reviewing and Correcting TiMesheetS oooccccccccocccnnccononncnncnnnonnnnnononannnnnononnncnnnnnnnnnrnnnonnnanrnnnonnnanennnnss 30 Sorting Timesheets by Department and Work Ar8a ooccccccccocnccnccccoonconnconnoncnnnnonnnncononononnnnnononnnrnnnennnanenos 31 Searching for Specific TiMesheetS cccccoconnncnncccnonncnncnononcnnnnnnnnnnnnonononnnnnnnonnnrnnnnnnnnnnnnnnnnnannnnnnnnranrnnnnnnnnnes 31 Sorting Timesheets by Approval Status ccccccconccnncccconncnncnonancnnnnnnnnncnnnnnnnnncnnnnonnnnnnnnnonnnnrnnnnonnnrnnnnnnnancons 32 Viewing Previous and Next TiMesheets ooocccccconnoccconnoncccnnonconononcononcnnononnnnnnnnnnconannnnononnnnnnnanannnnannnnenanens 32 Viewing Timesheets by Year and Pay Period ccccccccessseeeeeceeeeeceeeceeeeeceesseeaeceesssaaseceesssaaeeeeessaaaeeeees 32 Returning to the Current Pay Period yerse a BeradecludasensiGciadeclan wi
76. ed time block that shows an automatic meal deduction If an employee works through a scheduled meal or works a shorter shift usually 6 hours that qualifies for an automatic deduction without taking any meal break you can delete the automatic meal deduction and the timesheet will credit those minutes back to the employee s timesheet as work hours To remove an automatic lunch or meal deduction On the Approvals or Payroll Processor tab find the timesheet for that employee Click on the Document Id of the timesheet to open it and go to the Time Detail tab Find the Time Block showing the lunch or meal deduction that needs to be deleted In the yellow bar showing the number of minutes being deducted for the lunch or meal click on the red oe AA button That will delete the lunch or meal deduction and add those minutes back as work hours on the timesheet Viewing Employee Jobs Assignments and Time Roles From the monitor and approval page you can view an employee s jobs and time assignments and see if they have any roles in Kuali Time such as Approver or Department Administrator This opens the Person Info tab for that employee and shows their Principal Id University Id and Principal Name Username 1 To view an employee s job s time assignment s or role s click on the Name of the employee 2 This opens the Person Info tab for that employee e Click on the Jobs section to view details about the employ
77. ee s job and time assignments o Click on the Click to expand assignments text to view the employee s assignments 41 Kuali Time Complete User Guide e Click on the Roles section to view what roles the employee has in Kuali Time 3 Click the Return button at the top of the page to return to your monitor and approval page Adjusting Shift Differential Hours Approvers or Payroll Processors may have to adjust shift differential hours for Manual Entry employees working an overnight shift that starts in one pay period but ends in the next pay period e g 11 PM to 7 AM because the Minimum Hours for shift pay will not be met before the end of the first Pay Period Adjusting Overtime Hours for Work Study Employees Employees in Work Study jobs do NOT earn regular overtime when they work more than 40 hours per week Ifa timesheet for a Work Study employee shows overtime OVT look at the total number of hours the employee worked Then edit the timesheet so the regular pay hours total 40 and manually enter any additional hours worked over 40 under the OVW Overtime Workstudy earn code Please contact the Payroll Processor in Payroll who is assigned to assist you if you have any questions about entering work hours for work study employees Timesheet Approval and Routing This section explains how timesheets are routed for approval briefly reviews issues that might prevent you from approving a timesheet and explains how
78. elow The rule criteria itself is unimportant to understanding the hierarchy so the criteria has been abstracted to simple values of X Y or Z Example Department ID Principal ID Job Number Rule Criteria BA BKST 0001 BA BKST 0001 0001234567 Rule 1 indicates that all employees in the Department BA BKST follow rule X The symbols in all the other identification criteria fields indicate that all Work Areas employee IDs and associated employee records apply this version of the rule If you want to establish one version of a rule for the entire department this is a simple way to do that Rule 2 indicates that members of Work Area 0001 apply rule criteria Y This means that all employees and all employee record numbers associated with Work Area 0001 are an exception to the general rule established in example 1 Employees in this Work Area will have rule Y applied instead Rule 3 takes it one step further and says that a specific employee identified by the employee ID number 0001234567 needs a different version of this rule applied All this employee s jobs associated with BA BKST Work Area 0001 will apply rule Z It s unlikely that many users will need the level of flexibility provided by employee Principal ID and employee Job Number Most users will find being able to apply rules to the Department and Work Area level are sufficient for their needs However the flexibility exists t
79. en before the job pay flag has been turned off for that pay period for specific dates see the payroll bulletins and calendars here https fms iu edu payroll payroll calendars If the eDoc is NOT final approved and saved to PeopleSoft in time to appear on the voucher then any hours recorded in the Kuali Time system will not be transmitted to the voucher and you must complete an adjustment voucher to pay that employee for that period New Employees and Kuali Time Log In If hiring a brand new person i e someone not currently in PeopleSoft that employee will need to have a valid user ID before they can log in to the Kuali Time system It generally takes a couple days for the ID table to be updated after the person is initially hired New Time Assignments should be added within 60 minutes of processing the hire but until the employee has a user ID established they may not be able to login to Kuali Time Understanding Assignments and Funding When hiring an employee with a single assignment and a single funding source enter 100 All of the expenses associated with the work done on this assignment will be paid 100 against the accounting string that you ve indicated If hiring an employee into a single assignment with multiple funding sources you ll need to fill this component out twice once for each account funding source In this case the percentages entered should be relative to how you want the funding split between the two sources For in
80. ent MAC Ticket Office Customer Service 8 00 Red 4 BL MUS Missed Action Date MM DD YYYY 10 02 2013 Fr Missed Action Time HH MM AM 99 49 PM Missed Clock Action Clock In Y Notes and Attachments 1 Posted Date Time Stamp Principal Name Note Text Attached File Actions add No file chosen add cancel 1 10 02 2013 04 16 PM jqpublic I forgot to clock in earlier today delete approve close 5 Review the entries on the document to ensure they are correct Before you approve the document you can change the Assignment Missed Action Date and or Missed Action Time fields to correct any mistakes entered for the missed punch 6 Optional You can also add a Note to explain any changes you entered or to add an attachment such as a copy of an email from the employee a Enter the text of the note into the Note Text input box b To add an attachment click Choose File and in the dialog box that opens find the file you want to attach and then click Open This uploads the file to the Missed Punch document The name of the attached file will then show in the Attached File section of that note along with a download attachment link that users can click to open and view it c Click Add to save the note and any attachments Y Notes and Attachments 5 Posted Principal Note Text Attached File Actions Date Time Name Stamp add Choose File No file cho
81. et so the Supervisor and Payroll Processor will see it during approvals Timesheets with problems will not have an active approval button in the Action column the button will be grayed out or the column will be blank These timesheets must be individually opened and corrected before approval can occur Supervisors or Payroll Processors will be unable to approve timesheets with the following problems Overlapping Time Blocks Time Blocks which include the same hours Hours charged to an invalid assignment This means hours were charged to an assignment that was later deleted or end dated on a prior date A warning message will be displayed when viewing a timesheet with invalid Time Blocks To correct this problem simply open the timesheet and make any needed corrections to the employee s hours or assignment Expected hours are not met Appointed staff employees have a number of expected hours that must be accounted for each week For example a full time Biweekly employee must account for 40 hours while a half time Biweekly employee needs to account for 20 hours each week ABS hours exceed standard hours For a Biweekly employee hours charged to ABS Absent without benefits must not exceed Standard Hours 40 hours each week for a full time Biweekly employee Corrective action should be taken to fix any errors or warnings that violate University or departmental policies Approving Timesheets 43 Kuali Time Complete User Guide
82. ete User Guide You can use the Plus and Minus buttons in the Name column of your Action List to pop open and close a summary view of the hours worked by that employee to monitor their daily hours or to review their daily weekly and total pay period hours by Assignment when you are ready to approve that timesheet The page provides two other search fields Year and Current Pay Period Once you select a specific Year and Pay Period from the dropdown list the system jumps directly to that set of historical employee timesheets In addition there are Previous and Next arrow buttons located on each side of the Pay Period heading that allow you to scroll back and forth through each set of historical timesheets by Pay Period in sequential order These search tools allow you to find and open any historical timesheet and review the recorded Time Blocks hours and approvals for that employee Once you leave the current Pay Period a Go to Current Period link will appear and serves as a shortcut you can click to return to the same set of employee timesheets in the current pay period If you click on an employee s Name in your Action list it opens the Person Info tab and you can view the jobs assignments and Kuali Time roles held by that employee If you are a Supervisor you should check your Action List notification emails during each Pay Period to Approve or to Correct and Approve any Missed Punch documents r
83. field will default to the regular pay earn code for your job RGH RGW RGN RGP or RBP If you need to change it select the appropriate Earn Code from the dropdown 6 You can enter Time Blocks on your calendar for hours you have worked hours of leave you took or for fixed dollar amounts e lf your entry is to add a time block for hours you have worked a Inthe In box enter the time you started working Roll your cursor over the Question Mark button to see what entry formats this field accepts b In the Out box enter the time you stopped working e lf your entry is to add a time block of Leave Hours you took e g sick vacation PTO a Inthe Hours box enter the number of leave hours you are taking e lf your entry is to add an amount e g tips or flat rate a Inthe Amount box enter the fixed dollar amount e g 29 or 100 or 79 75 7 When checked the Apply time to each day checkbox will enter the same time blocks each day for the Date Range you entered UNCHECK this box when entering an overnight shift 8 When finished click Add This adds a time block either for the hours you worked the leave hours you took or the fixed amount you entered 12 Cust Serv Desk x 08 00 AM 12 00 PM Cust Serv Desk Cust Serv Desk SCK 8 00 hours TPO 20 00 RON 4 00 hours 18 Kuali Time Complete User Guide Example of the three types of Time Blocks This image shows t
84. figured through Window s Group Policies to only allow use of the Kuali Time application users can t surf to other websites for example Kiosks can also be configured to work with a card reader that allows employees to swipe an employee ID card to authenticate instead of logging in with a username and passphrase Departments first create Work Areas in Kuali Time to define areas where employees can record their work and to set up the Approval Routing for timesheets In addition Kuali Time allows optional divisions of Work Areas called Tasks which permits departments to track the hours an employee works on a particular project When setting up a Work Area a Department should route timesheets for approval to an employee s immediate Kuali Time Complete User Guide supervisor the person who knows what hours the employee has worked and then to the payroll clerk who verifies those hours are correct on the HRMS Payroll Voucher Work Areas are also used to define multiple rules in the system such as Time Collection rules to designate whether the employee will clock in out or manually record time blocks and Clock Location rules to designate the computer by IP location where the employee is expected to clock in out Together the work area and task are used to set up Assignments that the employee selects to record work hours or to enter leave hours on a timesheet Work Area Example Department BL BOOK Department BL BOOK Work Area Cashier
85. for final approval except for documents involving Hourly Work Study employees which will route to Bloomington Payroll or the Maintain TIME Assignment eDocs which will route to Bloomington FMS for final approval On the IUPUI campus hire documents will route to Human Resources for final approval Assuming the document used a current or earlier effective date the Time Assignments made on an eDoc document will be available 60 minutes after the eDoc is routed This document does not need to be final approved in order for the Time Assignments to become available on the timesheet It may take up to an hour after initiation for the system to generate a new timesheet and allow this employee access to Kuali Time If the document is disapproved during the routing the resultant Time Assignments will be terminated Please Note While the employee may be able to record hours in Kuali Time shortly after this document is routed the employee will not appear on a payroll voucher until the Hire document has been final approved and saved to PeopleSoft 80 Kuali Time Complete User Guide Please be aware of the following e Anemployee will not appear on the payroll voucher and cannot be paid through Kuali Time unless the Hire eDoc has received final approval and been saved to PeopleSoft e eDocs must be received in the final approver s Action List before the UHRS eDoc processing deadline for that pay period e This final approval and save to PeopleSoft must happ
86. go to the Admin tab and in the Inquiries column click the Clock Log link 2 Enter the Document Id of the timesheet or Principal Id of the employee you wish to view You can also search by Work Area Task IP Address or Clock Timestamp From and Clock Timestamp To 3 Click Search The results of this search are displayed in a tabular format and include Document ld Principal Id Work Area Task IP Address Clock Action Job Number User Principal Id Clock Timestamp Clock Timestamp Timezone Timestamp and Missed Punch Document Id 4items retrieved displaying 1 to 4 Work Area Document Id Principal Id 10000 1000000009 7891 O 129 79 25 18 10000 0000000081 7891 o 10 56 9 153 10000 0000000081 7891 O 10 56 9 153 10000 0000000081 7891 o 10 56 9 153 CI co CI co Task IP Address Longitude Latitude Clock Action Job Number UserPrincipal Id o 0 o 0 1000000009 09 07 2010 12 00 AM 0000000081 09 07 2010 01 00 AM 0000000081 09 20 2010 03 00 PM 0000000081 09 21 2010 12 00 AM Clock Timestamp MM DD YYYY HH MM AM Timezone Clock Timestamp America Indianapolis America Indianapolis America Indianapolis America Indianapolis Missed Punch Timestamp Timestam Document Id 09 17 2010 12 34 AM 09 17 2010 01 00 AM 09 20 2010 03 01 PM 09 20 2010 11 57 PM 0109700 4 Optional step If you click on an employee s underlined Principal Id Work Area or Task links
87. her Code required field Accounting Lines are also required to fund the job so click the Add Accounting Line button to open that section on the eDoc and then enter the Account number and Percent being funded by that account You also have the option to enter values in the Sub Account and Sub Object fields which will include those funding details in the Labor Ledger To enter multiple accounts select the Add Accounting Line button again and enter the appropriate Account number and Percent The total of the all accounts must equal 100 For additional help in initiating or approving eDocs please see the HRMS SOS System Online Support at http sos uhrs indiana edu Please Note Only Work Areas that were effective as of the effective date of the hire will be presented as valid Work Areas to choose from Work Areas can be specific to either hourly or biweekly employees or you can set up one work area for both employee types Voucher Code This determines what payroll voucher an employee s job will appear on Only Voucher Codes belonging to the Department that owns this position will be available to choose from Use the lookup screen to do a search or to see a list of all the available Voucher Codes Routing This document will route to the Fiscal and Personnel Approvers and through any Organizational routing established Final approval varies based on campus On the Bloomington campus documents will route to Human Resources
88. hose work hours see Manual Entry below 2 Manual Entry is used when clocking is not required and the hours worked are recorded by entering blocks of time manually onto the timesheet After logging in the timesheet opens on the Time Detail tab Manual Entry assignments do not appear on the Clock tab If your only time assignment is a Manual Entry assignment there will be no Clock tab on your timesheet Logging into your Timesheet in OneStart To open a timesheet an Employee will enter their username and passphrase to log into OneStart https onestart iu edu Kuali Time Complete User Guide Then in the left menu page choose Administrative Systems then TIME and in the TIME Portal click on the Enter Kuali Time link Y INDIANA UNIVERSITY action list logout Campus Services Notifications 2 My Groups My Zone Services gt Administrative Systems gt TIME set default home Services Home IU Advancement IQ TIME Portal Email My IU Calendar Administrative Systems Application Access ePTO Enter Kuali Time MORE INFO TIME Support Form Or an Employee can log into OneStart select Administrative Systems go to the TIME channel and click on the Enter Kuali Time link W INDIANA UNIVERSITY action list logout AY search OxeStart Campus Services Services gt Administrative Systems Notifications 2 My Groups My Zone
89. how the employees in your depart ment will interact with Kuali Time Will they clock in and out Clock Entry or will they record time blocks and leave hours directly on their timesheet Manual Entry Time Collection rules are managed centrally to ensure t polices concerning how employees should enter their ti 1 2 and or Pay Type Time Collection Rule Lookup gt Location Department Work Area Pay Type Active Show History hey follow established University Campus and or RC me Log into Kuali Time go to the Admin tab and click on Time Collection Rule link On the Time Collection Rule Lookup enter your search criteria Location Department Work Area create new required field Esa v SA GMES Yes No Yes No Both search clear cancel One item retrieved 1 Actions view Y CSV Excel XML Location Work Area Effective Date 01 01 2013 Clock User Active Yes Department 2 o O z No EXM 3 4 Click Search In the search results you can click the view link to open an Inquiry screen and view the rule details Time Collection Rule Inquiry expand all collapse all Time Collection Rule v hide Location Effective Date Department Work Area Pay Type Clock User Hr Distribution User Principal Id Active 01 01 2013 No Idingram Yes close Clock Close to close the inquiry view Click Cancel to close the
90. ime blocks entered for regular pay hours leave hours i e sick and fixed dollar amounts i e tips Editing Existing Time Blocks Editing a Time Block 1 Click on the underlined Assignment name in the image above you would click on Cust Serv Desk 2 This reopens the Add Time Blocks entry box and you can edit the Date Range and or the Earn Code 3 Depending on the Earn Code you select you may also need to edit the In and Out times the number of Hours or the Amount 4 Verify whether you need to select the Apply time to each day checkbox 5 When finished with your entries click Update 6 Verify that your Time Blocks are correct before you exit the timesheet Deleting Time Blocks To delete any Time Block from a timesheet click on the red X El button in the upper right hand corner of the Time Block See Time Block examples above When asked to confirm the deletion click OK to delete it Employees can continue to edit their timesheets until it is aoproved by their Supervisor If you have any questions about which Assignments or Earn Codes you should use please contact your Supervisor Viewing and Entering Leave Hours Employees in Kuali Time who are eligible to accrue paid time off can view their leave balances on the Leave Accrual tab The Pay Period Calendar on the Time Detail tab is then used to enter time off hours taken on the timesheet Viewing Your Leave Accrual Hours If your position q
91. ing on your timesheet if you attempt to use more than your available balance Check with your supervisor to find out about University and or departmental rules before going into negative balances Adding Leave Hours to a Timesheet Any employee whether Clock Entry or Manual Entry who qualifies to accrue benefit Leave Hours such as paid time off PTO vacation VAC or sick hours SCK will use the Time Detail tab to enter those hours This requires that you enter the number of hours to track your usage Once the appropriate benefit earn code is selected the Add Time Blocks entry box will change to display an Hours input field instead of the usual In Out fields To enter leave hours on your timesheet 1 Log into Kuali Time and go to the Time Detail tab 2 Onthetimesheet pay period calendar select the day or date range on which you want to add leave hours This will open the Add Time Blocks entry box e To add leave hours for one single day click on the day you want to add e To add the same number of leave hours on multiple days go to the first day you are taking leave in the calendar and simultaneously click and hold down your left mouse button and drag the cursor across the days you will be out and then release the button For example click and hold on Monday drag cursor across to Friday and release it and that will enter a date range of Monday through Friday e You can also type in or selec
92. ing their normal approvals Auto approvals performed each pay period are audited by Payroll and departments may be contacted to explain why that timesheet was not approved 46 Kuali Time Complete User Guide Time Hours on the Payroll Voucher The hours transmitted from Kuali Time will be loaded as protected on the payroll voucher so these will always remain unchanged for audit purposes However the hours may be adjusted up or down if needed by adding or subtracting hours from the appropriate earn code using the Add Hours button to generate a blank line To add hours to a voucher with Kuali Time hours already loaded click the Add Hours button to add a blank row Changes made in this way will not retroactively be recorded on the timesheet They should be documented in the same way that changes to employees timesheets would be the timesheet from Kuali Time should be printed the change s noted initialed by the employee and kept on file for the mandatory retention period If every employee on a Payroll Voucher is a Kuali Time employee with hours brought over from Kuali Time for at least one week of the pay period then the Payroll Voucher will already be approved in HRMS If the Voucher contains any employees who don t record their hours in Kuali Time or any Kuali Time employees who recorded no hours for the pay period then the Payroll Processor must go into the voucher and select Approve All Do NOT enter information o
93. ipal Id University Id of employee User Principal Id University Id of person who entered the Time Block Document Status and Date From and Date To to find Time Blocks entered on a specific date or range of dates 4 Click Search The results of this search are displayed in a tabular format and include Document Id Principal Id Job Number User Principal ld Earn Code Work Area Task Hours or Amount Overtime Preference Lunch Deleted and Begin Time and End Time 9 items retrieved displaying all items ee Principal Id me acca 10000 00000000070 000000000 10000 00000000070 OOOO00000 10000 OO00000007 0 000000000 10000 0000000007 0 0000000007 110000 000000000710 00000000 10000 0000000007 0 O00000000 10000 0000000007 0 0000000007 Export options CSV Excel XML RBP RBP HOL RBP RBP 0100 0100 0100 0100 Task Hours Amount 4 5 3 42 Deleted Ho Ho No Na No No Na Begin Time 07 01 2013 08 30 AM 07 05 2013 08 30 AM 07 03 2013 01 30 PM 07 01 2013 02 00 PM 07 04 2013 12 00 PM 07 03 2013 08 30 AM 07 02 2013 02 00 PM End Time 07 01 2013 01 30 PM 07 05 2013 01 30 PM 07 03 2013 05 45 PM 07 01 2013 05 00 PM 07 04 2013 12 00 PM 07 03 2013 01 00 PM 07 02 2013 05 25 PM 5 Optional step You can click on any of the underlined Document Id numbers in the results to open a page that shows a full
94. ldcard to indicate ALL job records for the specified employee s 9 Youcan enter one or more than one IP Address as a clock location a Verify any IP Address entries already present in the document are correct this is the IP address of the computer or kiosk that you wish this group of employees to clock in and out from b If required enter a new IP Address and click Add to add that address to the document Note You can use the symbol as a wildcard to indicate multiple computers under the same subnet For example if employees will be clocking in from multiple computers in the same room they are on the same subnet so you could enter 129 72 25 c Click Delete to remove an existing IP Address that is no longer valid d Repeat this step step 9 for each IP Address that you need to add or delete 64 Kuali Time Complete User Guide 7 T ClockLocationRuleDocument 2 Doc Nbr 10117957 Status INITIATED Initiator ktrinkle Created 12 11 PM 03 05 21 expand all collapse all required field Document Overview hide Description lupdati ng CL rule for WA 1111 Explanation Organization Document Number i Clock Location Rule Maintenance hide New Effective Date 03052012 Department Id UA FMOP yva Work Area 1111 WL Principal Id Y SL Job Number 0 yl Active F f IP Addresses hide New IP Address l IP Address add
95. lick Add You must assign a role to a person e To edit an existing Role change the appropriate fields for that Role under the New section in the right pane of the Roles sub section You could change the Principal Id of the person in that role or you could change their role to Approver Approver Delegate or Reviewer If this is a temporary role you can also edit or enter the date you want this role to expire in the Expiration Date field e To remove a user from an Approver Approver Delegate or Reviewer role click Delete 72 Kuali Time Complete User Guide e To inactivate a user from an Approver Approver Delegate or Reviewer role you can UNCHECK the Active box for that role The person removed will then show under the Inactive Roles sub section of the document 7 When finished editing the Work Area document click Submit 8 Click Close to exit from the document Inactivating a Work Area You can inactivate a Work Area if there are no active Assignments under either the Tasks or the Work Area To inactivate an existing Work Area 1 E Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup In the Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search In the search results find the Work Area you want to inactivate and in the Actions c
96. lock add clock missed punch or delete and time when it was modified 122 item retrieved displaying 1 to 100 First Prev 1 2 Next Last Time Document Principal Time Block Work Job Earn ti Id Id Id Area 135E member Gods Begin Time 3113 10039 975575 10005 o o RGN 0217 2012 04 33 fi9 2 03 4 3113 10039 975575 10005 o lo RGN O f 12019 3113 10039 975575 10005 o o SCK 18 2012 11 59 d d Clock Log Action User Principal Modified End Time Hours Amount o Histo 1d Time 17 2012 04 3 9 17 2012 04 09 17 2012 04 36 9 05 10 00 Yes Delete 10039 09 17 2012 04 36 PM ERA pm 20 2012 12 17 2 09 20 2012 12 00 7 70 0 00 Yes Add 10039 09 17 2012 04 36 AM cee ee PM 18 2012 17 2012 53 09 18 2012 11 59 3 00 No Add 10039 09 17 2012 04 5 pm pM Optional step You can click on the underlined Document Id link in the search results to open a full description of that historical Time Block The details shown in this Inquiry screen are the Time Block Id Document Id Principal Id Work Area Job Number Earn Code Begin Time End Time Hours or Amount along with the Clock Log Created confirmation Action History indicator User Principal Id and time when it was modified Click Close to exit this page TimeBlockHistory Inquiry TimeBlockHistory hide A Time Block Id Document Id User Principal Id Job Number Work Area E Code Begin Time Bal ieee Hours
97. ls or Payroll Processor tab 2 Select the department you wish to approve from the Department dropdown That displays a list of timesheets you can approve e You can use the Work Area field to sort and view your timesheets by a specific work area e You can use the Approval Status field to view which timesheets are approvable or to view the ones that are un approvable 3 Review the timesheet summary of hours information for each employee You can click on the plus button by the employee s name to pop open a summary view which shows you the hours that employee recorded by Assignment Click the minus button to close up the summary 4 If necessary enter any changes to the Time Blocks leave hours or amounts on these timesheets and or delete any automatic meal deductions if an employee worked without taking a meal a Click on the Document Id which opens that timesheet on the employee s Time Detail tab In the Pay Period calendar you can add edit or delete regular Time Blocks leave hours or amounts i To add a new Time Block or a block of leave hours or dollar amounts click on a day complete the fields on the Add Time Blocks entry box and click Add If the Time Block goes across multiple days make sure the Apply time to each day box is CHECKED ii To edit any Time Block on that timesheet click on the underlined Assignment name within that block to open the Add Time Block entry box You can modify th
98. m the employee s regular hours 1 Open the Maintain TIME Assignments eDoc 2 Use the Document Lookup Screen to search for the Employee and or Job Click the Maintain Time Assignments Document link beside the employee and job record you want 3 Enter an Effective Date and click Continue e If adding a new Assignment or editing a current one use the date preferably at the start of a Pay Period that you want this employee to be able to record hours under this Assignment in Kuali Time e If removing an Assignment use the date that you longer wish this employee to be able to record hours in Kuali Time for the deleted assignment 4 Find the Funding Type Timekeeping Assignment and Earning sections of the eDoc e If you are adding a new Assignment a Select Timekeeping as the Funding Type b Enter or select the Work Area a required field You also have the option to enter or select a Task if you are breaking this employee s job assignment down to the task level c Enter or select the Voucher Code a required field d Accounting lines are required to fund this job so click the add accounting line button located below the Voucher Code field which opens the Accounting Line section on the page In those fields enter the Account number and Percent being funded by that account required fields e Optional step You also have the option to enter values in the Sub Account and Sub Object fields so those funding det
99. ment link in that time block which opens the Add Time Block entry box In the Assignment dropdown select the assignment that you actually worked Click Update 0 A This will update your timesheet so that Time Block and the work hours will show under the Assignment that you actually worked Viewing and Correcting Automatic Meal Lunch Deductions Some departments set up automatic lunch deduction rules for Clock Entry employees In those departments all employees have to do is clock in and clock out and work the required minimum number of hours and the timesheet will automatically deduct the meal whether breakfast lunch or dinner usually 30 minutes 0 50 hours or 60 minutes 1 hour Timesheets will show the amount of time deducted for a meal highlighted in a yellow bar at the bottom of a clocked time block Example of a clocked time block that shows an automatic lunch deduction This image demonstrates how the automatic lunch deduction will appear to employees on a timesheet If an employee works through a scheduled meal or skips it for some reason the timesheet may still show that a meal was deducted on that day If you are a Clock Entry employee and work through or skip your scheduled meal break with departmental approval and a meal was deducted on that day please notify your supervisor to correct your timesheet Time Detail Tab 16 Kuali Time Complete User Guide The Time Detail tab is visible
100. ministrative functions for that campus view system and location rules and provide support to answer questions or assist users e System Administrators are able to access all timesheets administrative and system functions and provide support to answer questions or assist users e View Only users are granted access to view but not modify timesheets either globally or for a specific location or department When is it used The Kuali Time system is available 24 hours 7 days a week and 365 days a year for employees to record hours worked and for approvers to process timesheet approvals At the end of every two week pay period supervisors and payroll processors will need to approve all timesheets Approvers can access timesheets by logging into the Kuali Time system and using the Approval tab to review and approve timesheets Approvers can also access the Approval tab via their Kuali Workflow Action List or via the link in their notification emails Approved timesheets feed hours information into the HRMS Payroll Voucher How does it work Kuali Time is a web based application and can be accessed from any network connected device with a web browser Employees will log into the Kuali Time central portal which provides access to timesheets for either Clock Entry or Manual Entry of hours worked Some departments have established Kiosks which are Windows based PCs that are dedicated solely for Kuali Time system access Kiosks are specially con
101. mmended System Specifications Note These configurations are current as of the publication of this User Manual Desktop Devices Workstations must run Windows 7 XP or Vista with Internet Explorer version 5 5 Service Pack 2 or newer Kuali Time may function with other operating systems and browsers such as Mozilla Firefox or Chrome but customer support is not provided for these other configurations Kiosk Card Readers Kiosk card readers using an ActiveX control allows the session to be refreshed for the next user instead of closing reopening the browser Contact Time Support or IU Purchasing for information on purchasing card readers for kiosks used in recording time for the Kuali Time system Kuali Time User Roles Each user is assigned a role that determines which navigational tabs they will see after logging in Below is a description of each User Role and the tabs that are visible once that user logs into the system Employee tabs may include e Clock Clock Entry employees use this tab to clock in and out e Time Detail All employees with a valid Time Assignment can see this tab Clock Entry employees use this tab to review their daily weekly or total hours for the pay period and to add time blocks for any leave hours taken Manual Entry employees use this tab to add all of their time blocks for hours worked and leave hours taken e Leave Accrual Employees who earn leave use this tab to verify their leave balances e Person
102. n the payroll voucher for Kuali Time employees before the Time Warning data has been loaded to the Vouchers Any data manually entered on the Vouchers will be wiped out by the Time Extract data load and lost Checking the Route Log The Route Log for a timesheet shows who has approved a timesheet and who still needs to approve it efresh Route Log E ID 41084 v hide Title TimesheetDocument Type TK Timesheet Created 03 43 PM 08 01 2011 Initiator Employee Edna Last Modified 03 28 PM 08 08 2011 Route Status ENROUTE Last Approved Node s Timesheet Attribute Finalized Actions Taken w hide Action Taken By For Delegator Time Date Annotation COMPLETED Employee Edna 03 28 PM 08 08 2011 Routing for Approval Pending Action Requests v hide Action Requested Of Time Date Annotation IN ACTION LIST show APPROVE admin admin 03 28 PM 08 08 2011 Dept UA FMOP Work Area 1002 Future Action Requests show To check the Route Log for a document click on the Route Log section at the bottom of the Time Details tab on the employee s timesheet The Route Log will open and show who has taken action and whose action if any is still pending e The Document ID section contains identifying information about the document itself e The Actions Taken section shows who has taken action on the timesheet and when Note that timesheets will appear here as initiated by the employee though the Kuali Time system initiates
103. naged through HRMS eDocs Assignments can be established in the Hire eDoc when an employee is hired New assignments can be added using the Maintain Time Assignment eDoc after an employee is hired and existing assignments can be changed and deleted using this document Other eDocs that prompt users for job funding information such as Maintain Pay Rate or Transfer Employee eDocs also have special options available to allow Departments to add update or delete Kuali Time Assignments Anyone who processes eDocs for Departments using Kuali Time should be familiar with establishing the correct 79 Kuali Time Complete User Guide Work Area for timesheet routing and funding for Kuali Time employees Missing or incomplete assignment and funding information in an eDoc for Kuali Time employees can inadvertently delete existing assignments New Hires When a Department using Kuali Time creates a Hire eDoc for an hourly or biweekly employee they will be given the opportunity to add Kuali Time Assignments on the Earnings tab for that new employee as part of the Hire In the Funding Type section of the Hire eDoc select Timekeeping as the Funding Type In the Timekeeping Assignment section enter select the Work Area required field You also have the option to break an employee s assignment down to the Task level by entering selecting a Task under that Work Area In the Earning section enter select the Vouc
104. ncnnnonanonconncnnnnnnrnnnnnnnrnnnnnnrnnrnnnrnnrrnnnnnronnnrnnrnnnranennnns 19 Adding Leave Hours to a TiMesheet ooonccnnccccncccnncccnonccnncnonancnnncnnnnncnnnnnnnnncnnnnnnnnnrnnnnnnnnnnnnnnrnnnrnnnnnnnanennnos 20 Editing Leave Hours on a Timesheet cooccccccoccnccccncnnccnncnncononennonnncononnnnnnonnnnrnnnnnnrnnnnnnnnnrrnnnrnrnnnnrnnrnnannnnnnaneness 21 Deleting Leave Hours from a TiMeShN8lt oooccccccoccnnccnnccncononcnnnnnncnncnnanoncnnnncnnnnnnrnnnnnnnnnnnnnnrnrrnnnrnnrnnaninnnnanennss 21 Timesheet Errors and WarningS rn ion 22 Getting Help and Reporting Problems oooccccccccocncnncccconccnncnonancnnnononanonnnononanennnnnnnnnnnnnnonnnnrnnnnonnnrrnnnnnnnarens 22 Other Employee Options Available in Kuali Time oooooccccccccnnnccnnncconccononcnnnncnnncnnnnnnnnnncnnrnnnnnnnnnnn nn rrnennnnnnnnnr rr rrnnnananas 23 Viewing Recorded Time Blocks on your Pay Period Calendar occoooonccnncconoccconccononcconenonanccnnononanccnnononancnns 23 Viewing a Summary Of Worked Hours cccccoocccccconcnncccnnnnccconnnnononcnnnnonnnnonnnnnnnonnnnnnonnnnnnononnnnnnnannnnnnancnnononens 23 Changing Comp Hours to Overtime and Vice Versa ccccccoconnccnccccconnonncnnnanonnnnonnnncnnnnonnnncnnononnnrnnnenonanenns 24 Notifying Your Timesheet ApproVeTS occcccooncnccconconccnnconcononcnnnnoncnnnnnnnnnconnncnnnnnnrnnnnnnnnnrnnnnrnrrrnnrnnrnnnrnnrrnaninnnns 25 Adding a Timesheet Note cccccccccsssseceeeceeeseceeeesaeeeceeeeeeeeeeeeesseaseceeess
105. nd approval along with several sort and search fields that allow you to sort timesheets by Department and Work Area to find specific timesheets or to filter enroute timesheets by Approval Status Timesheets are accessible to you throughout the pay period which allows you to monitor employee status in real time to catch employees who are clocked in greater than 12 hours and if warranted to open and edit specific timesheets to enter corrections 30 Kuali Time Complete User Guide The Work Status of clock entry employees clocked in clocked out is shown along with the status of each timesheet saved enroute or final You can roll your cursor over icons that open up quick views of Notes and Warnings and clickable icons are provided to open and close a brief summary view that shows all hours and dollar amounts recorded by Assignment on an employee s timesheet When a timesheet or set of timesheets are ready to approve you will use the Approve buttons on these tabs to do your approvals Once a timesheet is fully approved Final the information is then processed and extracted to the HRMS Payroll system Sorting Timesheets by Department and Work Area When you open the Approvals or Payroll Processor tab it finds a list of all the departments in which you approve timesheets If you approve timesheets for only one department it is already defaulted in the Department field Use the sort and filter fields see ill
106. ng values into a section called New on the right side of the form and you will edit those fields to change the current values for this rule Fields requiring values are marked by an asterisk 61 Kuali Time Complete User Guide Document Overview v hide eee Description Explanation Organization Document Number A a PRISTON ay TB a N Clock Location Rule Maintenance w hide Old New Effective Date 03 07 20 12 Effective Date 03 07 2012 Fa Department Id UA FMOP Department Id lUA FMOP VL Work Area Work Area YL Principal Id Principal Id vL Job Number Job Number VL Active Yes Active Pree ARES IP Addresses v hide New IP Address IP Address add hide 7p Address Old New ___IP Address 140 182 72 a l __IP Address 140 182 72 delete Notes and Attachments 0 show iq Route Log show A submit save close cancel You must enter a Description at the top of each rule document enter the Effective Date you want as that is the date the modified rule takes effect and then update the values in any fields you need to change Make sure all the required fields are completed and the Active box is checked unless you are inactivating this rule When finished click the Submit button and then click Close to close out of the rule document Note To get rid of a rule you don t want add a new rule that
107. nt field cannot be empty e Amount cannot have more than two digits after decimal point e The start date time is outside the pay period e The end date time is outside the pay period e One time block cannot exceed 24 hours e The time block you are trying to add overlaps with an existing time block The Time Detail tab will also display error and warning messages at the top of the timesheet in red text Most entries such as using sick or vacation time in excess of available balances will issue a warning If there are only warnings the timesheet will advance for approval but the warning stays on the timesheet so the Supervisor and Payroll Processor will see it during approvals Corrective action should be taken to fix any errors or warnings that violate University or departmental policies The image below shows an example of a timesheet warning Jun 2013 Jul 2013 Warning Total hours entered 1 00 for Accrual Category SCK has exceeded balance 0 Problem Time Blocks are Earn code SCK Hours 1 00 on Date 07 25 2013 Sun Mon Tue Wed Thu Fri 24 25 6 af 28 29 Cust Serv Desk Cust Serv Desk x SCK 1 00 hours 08 00 AM 10 00 AM RGH 2 00 hours Getting Help and Reporting Problems The Help tab on your timesheet provides how to videos if you need help in clocking in out or adding time blocks and leave hours Links to online system documentation are also provided there 22 Kuali Time Complete User Guide If
108. o make rules specific to individuals and individual jobs if necessary Effective Dates All Rules are effective dated allowing them to be changed on specified dates while maintaining a historical record of previous rules The Effective Date is the date that a rule takes effect Rules don t have an end date but instead end the day before a new rule takes effect For example you could have two rules established as shown below Effective Date Department ID Principal ID Job Number 01 01 2013 UA FMOP 09 01 2013 UA FMOP Bo In this case rule A would be in effect starting on January 1st 2013 and would stay in effect through August 31st 2013 Beginning on September 1st 2013 rule B would take effect Searching for Rules On the Admin tab under the Time Keeping section all Departmental Rule maintenance screens will take you to a Rule Lookup screen On the Admin tab go to the Time Keeping or Administrative sections and click on the underlined link to open the Lookup screen for that rule 59 Kuali Time Complete User Guide Then enter your search criteria such as Department ID Work Area Principal ID Job Number etc or simply click Search to retrieve a list of existing rules It s recommended that you enter only your Department ID in the search criteria if you wish to see all the rules for your particular department Clock Location Rule Lookup gt create new Dep
109. oconcnnnncnnnncononcnnononnonnnnannnconannnnononnnnnnnaneneos HRMS Updates to Gall TINE etiese a e a a EaR Introduction to Kuali Time and Attendance What is Kuali Time The Kuali Foundation launched a project entitled Kuali People Management for the Enterprise KPME KPME will be an open source comprehensive and enterprise wide Human Resources Payroll system designed BY and FOR institutions of higher education As part of Phase 1 of this project a Time and Attendance module was developed called Kuali Time Kuali Time provides hourly support and service staff and biweekly professional employees a 24 7 electronic timekeeping system to record hours worked hours in pay status and absent time in an easy to use always accessible web based interface It handles multiple jobs pay types and pay cycles based on employees active appointments within a department It also calculates all special rates of pay such as overtime shift differential premium and holiday pay The system also provides approval routing based on jobs so designated supervisors and departmental payroll processors can view and approve employee timesheets online Why is it used The primary purposes of the timekeeping system are e Elimination of paper based departmental or outsourced systems e Appropriate approval routing based on jobs and labor distribution e Transfer of approved hours directly into the Payroll Voucher e Consistent application of an institution s
110. of the fields in the right pane Continue to Step 5 5 Entera valid Department ld or verify the existing value is correct 6 Entera valid Work Area for that Department or verify the existing value is correct Note You can enter as a wildcard to indicate ALL work areas 7 Enter a valid Principal Id or verify the existing value is correct Note If you want this rule to affect only one employee in that Work Area then enter a specific Principal Id You can enter as a wildcard to indicate ALL employees for the specified Work Area s 8 Entera valid Job Number or verify the existing value is correct Note If you want this rule to affect only one job record for employee s then enter a specific Job Number You can enter as a wildcard to indicate ALL job records for the specified employee s 9 Enter or edit the number of Lunch Deduction Minutes usually 30 or 60 minutes 10 Enter or edit the number of Shift Hours the employee must work before a meal is deducted usually 6 hours 11 Leave the Active box checked as the default value unless you want to undo inactivate a rule In that case when you establish a new version of a rule leave the Active box unchecked 12 When finished entering editing or verifying that the rule settings are correct click Submit 13 Click Close to close out of document 66 Kuali Time Complete User Guide Time Collection Rule Use this rule to view
111. olumn click edit Enter a document Description To inactivate the Work Area which will inactivate all the Tasks and Roles under that Work Area a Gotothe Work Area Maintenance sub section and in the New section on the right enter the Effective Date on which you want the Work Area to be inactive b Then UNCHECK the Active box for that Work Area Note You will be unable to inactivate a Work Area or a Work Area with Tasks that is currently being used in an active Assignment Click Submit Click Close to close out of the document Removing a Task You can remove a Task if there are no active Assignments under that Task To remove a Task for a Work Area NDA Log into Kuali Time go to the Admin tab and click on Work Area Maintenance link to open the Work Area Lookup In the Work Area Lookup screen enter your search criteria e g Department ID and or Work Area and click Search In the search results find the Work Area where the Task you want to remove belongs and in the Actions column click edit Enter a document Description To remove a specific Task under that Work Area click Delete Click Submit Click Close to exit from the document Removing an Approver Approver Delegate or Reviewer Role You can remove a Time Approver Approver Delegate or Reviewer role for a Work Area Note For the Time Approver role at least one person must be assigned to that role You will
112. ou the last clock action you recorded on your timesheet clocked in clocked out and the date and time of that action The Clock Assignment field will show you a list of your current assignments so you can select the specific Assignment you are going to clock in on If you only have one assignment or are already clocked in there won t be an assignment dropdown An Assignment or Clock Assignment is a unique combination of your Job Job Number Work Area and if applicable Task and is used to record the hours that you work The Clock In and Clock Out buttons allow you to clock in or out 13 Kuali Time Complete User Guide If you forgot to clock in or clock out the Missed Punch button allows you to submit a missed punch document to notify your supervisor and to record the missed punch on your timesheet The Note section allows you to add a Note on your timesheet The Logout link located with the Document Header in the upper right hand corner of the page allows you to log out of the system and close your timesheet Clocking In and Out Clocking in 1 Log into Kuali Time Timesheet opens on the Clock tab 2 Inthe Clock Assignment field select an Assignment If you only have one assignment it will already be selected 3 Click on Clock In button Work Status will then change to show you are clocked in Clocking out 1 Log into Kuali Time and click on Clock Out button Work Status changes to show
113. outed to you These documents inform you of any missed clock actions by the employees you supervise and you can review each one and if applicable correct any submitted with an inaccurate clock in or clock out time before you approve it Finally at the end of each Pay period Supervisors and Payroll Processors each must approve timesheets The Action List monitor and approval page provides you the option to approve an individual timesheet or do bulk approvals The hours on a Final timesheet are then processed and sent to the HRMS Payroll system 28 Kuali Time Complete User Guide 3 ES Payroll Processor Admin Person Info Help Calendar IU Department UA FMOP Work Area Show All Approval Status Select a status Search By Principal Id cL _EY e 2013 id Search Char 06 09 2013 06 22 2013 gt j Current Pay Period 06 09 2013 06 22 2013 a Cumont Per B M Sun Mon Tue Wed Thu Fr Sat Week Period DS t Status Warning Total hours entered 8 00 for Accrual Category SCK has 106 30 07 01 07 02 07 03 07 04 07 05 07 06 8 2 Total ag E exc paini Lalsace fo epee Tina MOI a Are 250 300 800 000 0 00 0 00 000 24 50 8 50 Approve E ET AED nia 2 00 2 00 2 00 2 00 a 0 00 O00 2 00 2 00 E 00 8 00 fun 0000 40 00 laa o FINAL Hotes Y Creator Es Content po 2 00 8 50 7 50 000 400 60 00 rs vets 2013 06 14 27 h
114. pay period If you work more than one time assignment they are color coded so you can see the time blocks and hours that you have accumulated under each assignment There are Previous and Next buttons next to the pay period dates that allow you to scroll back and forth to view your previous timesheets This tab also provides two search fields Year and Current Pay Period where if you jointly select the year and pay period it jumps to the selected timesheet so you can view it Once you open any previous timesheet the Current Pay Period link serves as a shortcut you can click to return to your timesheet in the current pay period Clock Entry employees also can click the Actual Time inquiry link to view a list of their actual clock times Viewing a Summary of Worked Hours On the Time Detail tab below the timesheet calendar is a section showing a Summary of the hours that you have recorded on your timesheet This section shows you the total Worked Hours for each day along with a breakdown of the hours you worked by assignment day and by earn code regular pay vacation sick overtime shift etc It also provides a Weekly and Period Total 23 Kuali Time Complete User Guide summary sun Mon Tue Wed Thu Fri Sat mwejyy Sun Mon Tue Wed Thu Fr Sat 09 30 10 01 10 02 10 03 10 04 10 05 10 06 10 07 10 08 10 09 10 10 10 11 10 12 10 13 Week 2 Period Total Worked Hours 0 00 1358 U0 CF 0 00 0 00 0 00 15 58 0 00 9 00 400 30 30 90
115. person who submitted the document usually the employee by Department or by a date range in the Date Created From and Date Created To fields W HINT Use the lookup A button next to the Initiator field to search for a specific employee 3 Click Search This will find any Missed Punch Document that matches your search criteria Timesheet Missed Organization ez Date Document Work Route atus Initiator Document Department Document Task Clock id Description Area Log Id Created Description a Area Id athe Lo MissedPunchDocument Public 10 02 2013 Missed gt 00808233 MissedPunchDocument Missed Punch NEOUTE 04 16 PM Punch BL MUS 2005 00808232 0 CI 2 0000000006 John i 0000000006 The information displayed in the search results includes the Document Id Document Type Title Status Initiator Date Created Department and Route Log 4 Click on the underlined Document Id number to open a copy of the Missed Punch Document that was submitted for an Assignment so you can view the clock action and date and time of the clock punch that was missed a Ifyou are the employee s Supervisor and the Missed Punch document is awaiting your approval you have the option to edit it before approving to enter any corrections to the employee s Clock Action Action Date and or Action Time b Ifthe date and time of the missed punch is correct then click Approve to approve the do
116. r a specific timesheet in that pay period by Principal ID Principal Name Last Name or by Document ID In the Search By field select Principal ID Principal Name Last Name or Document ID from the dropdown then enter the specific Name or ID number of the employee or timesheet you want to find in the Value field and click Search 29 Kuali Time Complete User Guide m Click the Clear button to clear out results from a sort or search on your action list of timesheets Click the Previous or Next arrow buttons to view the previous or next set of timesheets for your employees in sequential order by pay period G Search for historical employee timesheets by year and then pay period by using the Year field jointly with the Pay Period field H Click on the Go to Current Period link to jump from a previous timesheet back to the one for the current pay period Roll and hold your cursor over the Warnings button to pop open a quick view window that J shows the warnings present on that timesheet K Spot employees clocked in gt 12 hours as they are flagged highlighted in red L Click on an employee s Name to open the Person Info tab for that employee and view their jobs Time assignments and roles M See the current Work Status of clock entry employees N Select all of the ready to approve timesheets on that page by clicking the Select ALL checkbox at the
117. r has a timesheet they use this tab to view their own leave balances Approvals Supervisors use this tab to review edit and approve timesheets for their employees Admin Supervisors use this tab to view the rules or maintenance pages that impact their department They can also run several types of inquiries to view timesheet data Person Info Available to all users Displays job assignment and role information for an employee Help Displays information to help employees approvers and reviewers use the system Payroll Processor tabs may include Clock After opening an employee s timesheet supervisors can use this tab to clock the employee in out or to submit a Missed Punch document to record a missed clock action If the Supervisor is a Clock Entry employee they will use this tab to clock in out on their own timesheet Time Detail After opening an employee s timesheet supervisors use this tab to enter time block corrections for that employee If the Supervisor is a Manual Entry employee they use this tab to add time blocks on their own timesheet Leave Accrual After opening an employee s timesheet supervisors can use this tab to verify an employee s leave balances and ensure usage is correct If the Supervisor has a timesheet they use this tab to view their own leave balances Payroll Processor Payroll Processors use this tab to review edit and approve timesheets for their employees Admin Payroll Processors u
118. r the Clock Location rule will not prevent your employees from using Kuali Time in any way They are intended to establish limits which will generate exceptions when those limits are exceeded For instance let s say you set a Clock Location rule requiring the employees under Work Area 1002 to clock in on a specific workstation with an IP Address of 129 29 29 10 Kuali Time will not in any way stop an employee from clocking in or out at a different workstation but the timesheet will display a Warning message that stays on the timesheet indicating the employee clocked elsewhere The Time Collection rule differs from the other rules in that it impacts what options will be available for employees to record their work hours It determines whether a time Assignment for a Work Area will be Clock Entry or Manual Entry Rule Hierarchy Kuali Time is flexible in that it allows you to apply different rules to different groups of employees For instance you might want most of your employees to clock in and out for lunch but perhaps there s a group of employees for which this choice is impractical You d like to establish a general rule for all employees to clock in and out for lunch yet make an exception for this particular group To support this flexibility rules exist in a hierarchy where rules that are more specific override rules that are more general Understanding how this hierarchy functions makes it easier and more efficient for you to establish
119. red X button in the upper right corner of the block A confirmation message opens asking you to click OK to confirm the delete or click Cancel to cancel it iv Optional step To delete an automatic meal deduction and credit the meal hour s as regular work hours find the meal deduction Time Block that needs to be removed In the yellow bar showing the number of minutes deducted for the meal or lunch click on the red X E button b When finished with this timesheet click Return in the header to return to your Action List on the Approvals or Payroll Processor tab 5 To approve an individual timesheet you can use any of three methods e ifthe timesheet is still open on the pay period calendar you didn t return to your Action List click the Approve button located just below the calendar e On your Action List click the Select checkbox for that timesheet and then click the Approve button located next to the checkbox e Click the Approve button at the bottom of the Action List page to approve that one timesheet This completes the approval grays out the Approve button for that timesheet and if is the final approval updates the Status field of the timesheet to show Final 6 To update the Document Status for that timesheet on your Action List you can click the Refresh Status button To approve more than one timesheet or to do bulk approvals 1 Log into Kuali Time and go to the Approva
120. rs OVT 5 00 hours Lab x Lab Lab 07 00 AM 04 00 PM 07 00 AM 04 00 PM 07 00 AM 04 00 PM RGH 9 00 hours RGH 9 00 hours RGH 9 00 hours Summary Sun Mon Tue Wed Thu Fri Sat 09 30 10 01 10 02 10 03 10 04 10 05 10 06 0 00 135 58 0 00 0 00 0 00 0 00 0 00 Fri 10 12 9 00 Tru 10 11 9 50 Sat 10 13 0 00 Sun Mon Tue Wee 10 07 10 08 10 09 10 10 0 00 9 00 9 00 9 00 Period Total 61 08 Worked Hours RGH Regular Pay Temporary 15 50 Bus Office 18 00 Rcd 1 BL CHEM 0 08 Lab 18 00 Rcd 1 BL CHEM 9 00 9 00 9 00 Hours Summary 9 00 9 00 9 00 9 Summary Reg Pay Totals OVT Overtime 1 5 Lab 18 00 Red 1 BL CHEM i Summary Overtime Totals Route Log Note 8 Route Log sections Note Employees use the Time Detail tab to view current and previous timesheets to view or record time blocks and to view a summary of hours worked Below the calendar is a Summary section that shows the total Worked Hours for each day along with a breakdown of the hours worked by assignment and by earn code regular pay vacation sick overtime shift etc It also provides a Weekly and Period Total 12 Kuali Time Complete User Guide If you work more than one time assignment they are color coded so you can see the time blocks and hours that you have accumulated under each assignment An Earn Code is a classification of earning tha
121. rs Reviewers and Administrators which were not discussed in the previous sections of this manual It also includes a brief review of how to view the timekeeping rules set up for your department Using Inquiry Pages On the Admin tab Kuali Time provides four Inquiry screens that are useful tools to look at the time blocks recorded on a timesheet to view the history of time blocks added or deleted from a timesheet to see the clock transactions logged by an employee and to find any missed clock punch documents submitted by or for an employee Time Block Inquiry Reviewers Supervisors Payroll Processors and Department Administrators with employees in Kuali Time can use the Time Block Inquiry to view the time blocks recorded on a particular timesheet or for a specific employee O Important Time Blocks are never deleted from the system they are just inactivated Time Block Lookup required field Document Id y E Principal Id 9 User Principal Id y L Document Status y Date From ES Date To Fs search clear cancel 48 Kuali Time Complete User Guide To perform a Time Block Inquiry follow these steps 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Time Block Inquiry link 2 Enter the Document Id of the timesheet you want to view the time blocks entered on that particular timesheet 3 You can also search by other criteria including the Princ
122. rs worked on assignment 1 A will be split 50 50 between accounts 1912610 and 1912611 All hours worked on assignment 1 B will be paid 100 from account 1036200 because there are no other distributions of any kind for this assignment The actual split job funding for assignment 1 A will be 50 from Account 1912610 and 50 from Account 1912611 The actual job funding for the second assignment 1 B will be 100 from Account 1036200 If you are you unsure whether or not your funding entries are correct in your Hire or Maintain TIME Assignment eDoc click Continue Submit and the system will display an error message that tells you what fields you need to correct Terminations If a Termination eDoc is processed for a current or past effective date then any Kuali Time Assignments associated with the terminated job will be inactivated within 60 minutes after the routing of the eDoc Future dated terminations will deactivate the assignment on the effective date of the termination You do not have to deactivate the Kuali Time Assignments for the terminated job Adding Editing Removing a Time Assignment If an employee already has a job in a Department using Kuali Time please use the Maintain TIME Assignment eDoc to add a new Time Assignment edit a current Time Assignment or to remove a current Time Assignment You also have the option to add a New Earn Code if you want to fund overtime for example to a different account fro
123. rt Action List for approval The system sends the Supervisor an email notification which you may or may not see depending on how you have set your Action List email preferences Each Pay Period Supervisors should open and review every Missed Punch document in their Action list You can approve it or else edit the document to correct the missed punch clock action entered by the employee and then approve it Note This document can t be disapproved This approval verifies the Time Block is correct and should be included in the work hours for that employee To approve a Missed Punch Document in your Action List 1 In OneStart go to your Action List and open it Action List Action List preferences refresh filter Action List Outbox 5 items retrieved displaying all items Date Current Route Created Nodes sass A T 1 eres SO Ore ys pprowa AD RO WE AE 12 AM je APPROVE lio 2013 Final Ap In the list of documents retrieved click on the underlined Document Id of the Missed Punch document you want to review and approve This opens the document Review the entries on the document to ensure they are correct Before you approve the document you can change the Assignment Missed Action Date and or Missed Action Time fields to correct any mistakes entered for the missed punch Optional You can also add a Note to explain any changes you entered or to add an attachment such as a copy of
124. s document the employee must have at least one Kuali Time Assignment or the document will not route Also 100 of regular earnings must be accounted for To remove the last Kuali Time assignment an employee has see the section entitled Removing an Employee from Kuali Time below 83 Kuali Time Complete User Guide Routing This document will route to the Fiscal and Personnel Approvers and through any Organizational routing established Final approval of Maintain TIME Assignment documents is performed by a campus specific workgroup associated with that campus Payroll Office Assuming the document used a current or earlier effective date the Kuali Time assignments added or edited on this document will be updated 60 minutes after the document is routed for approval Any Kuali Time Assignments deleted on this document will be removed 60 minutes after the E Doc is routed This document does not need to be final approved in order for the Kuali Time assignments to be added updated or removed If the document is disapproved during the routing the resultant Kuali Time assignments will either revert back to their previous attributes when initially added or edited or reestablished when initially removed For additional help in initiating or approving eDocs please see the HRMS SOS System Online Support at http sos uhrs indiana edu Editing Earnings Information Earnings information including Voucher Code is normally set up as par
125. scroll back and forth by pay period in chronological order and view a previously approved timesheet or to go forward to the next timesheet in the order This tab also provides two dropdown search fields Year and Current Pay Period where if you jointly select the year and pay period it jumps to the selected timesheet so you can view it Once you open any previous timesheet you can use the Current Pay Period link which serves as a shortcut you can click to return to your timesheet in the current pay period Also Clock Entry employees can click the Actual Time inquiry link to view a list of their actual clock times Document Header with Logout link Current Pay Period amp Year search fields Navigation tabs Current Pay Period amp Actual Time Inquiry links Logout Employee Name Public John Employee Id 987654321 Document Id 49148 Document Status SAVED Previous amp Next timesheet buttons dle for accurately recording their time a the TIME system Use of ths Tirneksepinw Policy available for ual q Each employee s raspo and attendance hours L k pme timesl set is vowermacl ir review here Clock META Leave Accrual Approvals Person Info Sep 2012 Oct 2012 Current Pay Period Actual Time Inqui Year 2012 Current Pay 3 Period 09 30 2012 10 14 2012 Tue Fri o ab x Lab x Timeblocks 06 00 AM 03 30 f A 06 00 AM 03 00 PM RGH 9 50 hour RGH 4 00 hou
126. se this tab to view the rules or maintenance pages that impact their department They can also run several types of inquiries to view timesheet data Person Info Available to all users Displays job assignment and role information for an employee Help Displays information to help employees approvers and reviewers use the system Reviewer tabs may include Clock After opening an employee s timesheet Reviewers can use this tab to clock the employee in out or to submit a Missed Punch document to record a missed clock action If the Reviewer is a Clock Entry employee they will use this tab to clock in out on their own timesheet Time Detail After opening an employee s timesheet Reviewers use this tab to enter time block corrections for that employee If the Reviewer is a Manual Entry employee they use this tab to add time blocks on their own timesheet Approvals Reviewers use this tab to review and edit timesheets for their employees Leave Accrual After opening an employee s timesheet reviewers can use this tab to verify an employee s leave balances and ensure usage is correct If the Reviewer has a timesheet they use this tab to view their own leave balances Person Info Available to all users Displays job assignment and role information for an employee Help Displays information to help employees approvers and reviewers use the system Department Administrator tabs may include Clock If a Clock Entry emplo
127. search results page Shift Differential Rule Use this rule to view any shift pay rules that may impact your employees Shift Differential rules will follow University polices so they are set up by the System Administrators 1 Log into Kuali Time go to the Admin tab and click on Shift Differential Rule link 67 Kuali Time Complete User Guide 2 On the Shift Differential Rule Lookup enter your search criteria Location Salary Group Pay Grade and or Effective Date From and Effective Date To Shift Differential Lookup 2 required field Location WLI Salary Group SL Pay Grade v Effective Date From En Effective Date To l Es Active yes No Both Show History Yes Y No search Clear cancel 2 items retrieved displaying all items 1 s Salary Pay User Effective From Earn Earn Begin Time 00 00 End Time 00 00 Min ln gt Jime Stamp ACtive Location Group Grade Principal Id Date Time Stam Group Code AM AM Hours Active Idingram 01 01 2013 nie epi SHE PRM 12 00 AM 12 00 AM 0 Yes LE Idingram 01 01 2013 bal SHE SRE 06 00 PM 06 00 AM 0 Yes tions CSV Excel XML 3 Click Search 4 Inthe search results you can click the View link to open an Inquiry screen and view the rule details Shift Differential Rule Inquiry expand all collapse all Shift Differential Rule v hide A Effective Date 01 Location BL Salary Group LE Pay Grade 2 Earn Code
128. sen fs cancel 1 POAR tpal changed assignment to job red 2 and changed clock in time to 7 12 AM download attachment Please fix my clock in txt 316bytes text plain 7 When finished click Approve This is the only action you can take on this document 8 To close out of the document click Close 40 Kuali Time Complete User Guide Adding a Timesheet Note Anyone with access to a timesheet employee supervisor payroll processor reviewer or administrator can enter and view a note in the Note section accessible at the bottom of both the Clock tab and Time Detail tab These users can also attach a file as an Attachment within a Note Please go to the topic heading entitled Adding a Timesheet Note under the employee section of this manual for detailed steps on how to add a Note and how to attach a file as an Attachment within a Note Deleting Automatic Meal Deductions Departments have the option to set up automatic lunch meal deduction rules for Clock Entry employees Once a rule become effective all employees have to do is clock in and clock out while working the minimum number of hours required for this deduction and the timesheet will automatically deduct the meal whether breakfast lunch or dinner usually 30 minutes 0 50 hours or 60 minutes 1 hour Timesheets will show the amount of time deducted for a meal highlighted in a yellow bar at the bottom of a clocked time block Example of a clock
129. stance if you want hours worked to be split evenly between two accounts then both accounting lines would have a percentage of 50 If you wished three quarters of an assignment s hours to be charged to one account and one quarter to another you would need to enter percentages of 75 and 25 Remember that you must distribute 100 of each earn code for which you establish funding on the eDoc Hire Job Funding screen For employees with multiple assignments percentages are not relative to each other Percentages are only relative to other percentages for that same assignment The funding percentage assigned to an accounting line of an assignment is calculated by first identifying all accounting lines associated with a unique work area task combination Divide the percentage entered on the e doc for that accounting line by the sum of all the percentages associated with that work area task combination Example You hire an hourly employee who will have multiple assignments on the same job You want one assignment to be split funded and the other to be funded from a single account You would enter the following accounting lines and percentages on the Accounting Lines of your eDoc Work Area Task Account Sub Account Sub Project Org Ref ID Percent Number Object aR io Si a h pom j e e o aoo e pew e e id E 81 Kuali Time Complete User Guide This is a valid distribution because all the percentages added together equal 100 All hou
130. supersedes it with a more recent effective date or by entering a new version of the rule with the same effective date as the current one Each rule also contains an active flag If you just want to undo a rule establish a new version of it with this active flag unchecked This new inactive rule will take precedence effectively removing the former rule Inactivating a Rule To inactivate an existing rule go to the Admin tab and then the Time Keeping section and select the rule you want by clicking on the link underlined name of the rule That opens the rule Lookup screen Enter your search criteria e g Department ID and or Work Area to lookup the rule you want to inactivate Once you find that rule in your search results go to the Actions column and click on the edit link for that rule This opens a Workflow document form showing the Old values on the left The rule form will carry over the existing values into a section called New on the right side of the form 62 Kuali Time Complete User Guide You must enter a Description at the top of each rule document and enter an Effective Date which is the date when the rule will no longer apply Find the Active box in the left pane under New and UNCHECK it When finished click the Submit button and then click Close to close out of the rule document This will inactivate the rule on the effective date you entered Clock Location Rule Use this rule
131. t a range of dates in the Date Range fields on the Add Time Blocks entry box to enter the same number of leave hours on each day If you type in the dates use this format M D YYYY e g 7 7 2013 or 10 22 2013 Note You can click and drag on the sizing handle es located in the lower right hand corner to resize the Add Time Blocks entry box 20 Kuali Time Complete User Guide Add Time Blocks x Date range 2 27 2012 D 2 28 2012 El Assignment Customer Service 500 00 Red 0 UA FMOP Earn code SCK Sick Nonexempt Hours Drag the Apply time to each day sizing handle in the lower right hand corner to change the Add Cancel size of this A entry box 3 Select the Earn Code for the type of leave you are taking such as SCK sick PTO VAC vacation etc In the Hours field enter the number of leave hours you are taking 5 Ifyou selected a range of dates verify the Apply time to each day checkbox is checked so the hours you entered are applied to each day 6 Click Add and verify that the time block s for your leave hours are correct on your timesheet 13 Example of a Leave time block Cust Serv Desk W SCK 8 00 hours Shows the Assignment Earn Code that describes the type of leave i e sick and number of Hours of leave taken This image demonstrates how a Leave time block will appear on a timesheet Editing Leave Hours on a Timesheet E
132. t of Job Funding when an employee is hired Earnings information should be maintained for employees using the Kuali Time system by completing a Maintain TIME Assignment eDoc Removing an Employee from Kuali Time If an employee s job is terminated then all Kuali Time Assignments associated with that job will be terminated as well If you wish to keep an employee s job active but no longer wish to have that employee record their hours in Kuali Time you may process a Maintain Funding eDoc to establish regular funding Percent or Amount for that job Once this document is routed all Kuali Time Assignments associated with that job will be terminated Other eDocs that have a funding component such as Maintain Job Data Transfer Employee and Maintain Pay Rate may also be used to establish regular funding for an employee s job and remove them from Kuali Time HRMS Updates to Kuali Time Most assignment changes will be reflected in Kuali Time within 60 minutes after the eDoc is routed If the employee does not yet have a timesheet in Kuali Time that is they have no other current Time Assignments it may take up to one hour for the system to generate the employee s timesheet and allow them access to the system If the employee is a mid pay period hire the system will generate a timesheet for that employee whenever they log into Kuali Time 84 Kuali Time Complete User Guide
133. t represents the hours worked or some special earning like shift time sick time or overtime An Assignment is a unique combination of your Job Job Number and Work Area and Task and is used to record the hours that you work The bottom of the timesheet on both the Clock tab and the Time Detail tab contains a Note section which allows you your approvers and administrators to add and save notes on the timesheet The Time Detail tab also includes a Route Log section that allows you to view the approval routing for your timesheet Clock Entry Timekeeping Employees with Clock Entry assignments use the Clock tab to clock in and out When you login to Kuali Time your timesheet will open on this tab Logout Employee Name Public John Each employee is responsible for accurately recording their time U uali s and attendance hours using the TIME system Use of this Z li ea a kpme timesheet is governed by the Timekeeping Policy available for Document Id 49148 review here Document Status Saved Time Detail Leave Accrual Approvals Person Info Help Clock Current Time 02 28 46 pm Work Status Clocked out since Thu August 25 2011 5 27 49 Eastern Daylight Time Clock Assignment select an assignment y Clock In Missed Punch gt Note Let s review the fields and buttons available on this tab page The Current Time field shows you the current clock Time The Work Status field shows y
134. the Department Lunch Deduction Rule document you are also required to add the number of Lunch Deduction Minutes to be deducted usually 30 or 60 and the minimum number of Shift Hours an employee must work before the meal break is deducted usually 6 When finished entering your values in the document click the Submit button and then click Close to close out of the rule document Editing a Rule To edit an existing rule go to the Admin tab and then the Time Keeping section and select the rule you want by clicking on the underlined link That opens the rule Lookup screen Enter your search criteria e g Department ID and or Work Area to lookup the rule you want to edit Once you find that rule in your search results go to the Actions column and click on the edit link for that rule Department Lunch Rule Lookup create new required field Department IN PAY sid yo Work Area 2 ss WL Principal 1d SJ Job Number Effective Date From Effective Date To Es Active Yes No Both Show History Yes No search clear cancel One item retrieved 1 i ns Department Work Area Principal Id Job Number Lunch Deduction Minutes Shift Hours Effective Date Time Stamp Active edit Wew IN PAY Oo 0000000007 5 0 1 01 01 2012 02 28 2012 03 29 PM Yes WP options CSV Excel XML This opens a Workflow document form showing the Old values on the left The rule form will carry over the existi
135. them on behalf of the employee Timesheets are completed by the employee and submitted by the system for approval at the end of the pay period e The Pending Action Requests section shows who still needs to take action on the document It is possible that multiple requests exist at the same time This situation will occur if the employee has 47 Kuali Time Complete User Guide multiple Time Assignments with different Supervisors e The Future Action Requests section shows who will need to take future action on the document Time Reports in the IUIE Reports generated from Kuali Time data are available in the Indiana University Information Environment IUIE IUIE is a web based interface that gives users access to data from several university applications including Time Users can customize the environment to meet their data reporting needs Prior to using IUIE users must have an lUIE account Supervisors Time Approvers and Payroll Processors should receive an IUIE account when their Kuali Time access is granted For more information about the IUIE or to request an account visit the IUIE web page via Onestart or https www indiana edu iuie prod luieWelcome html For more information about using the lUIE and the reports available there see the TIME User Documentation page https fms iu edu payroll kuali time More Options for Approvers This section discusses other options that Kuali Time provides for Supervisors Payroll Processo
136. timesheet on the Time Detail tab 3 Inthe Pay Period calendar click on the underlined name of the Assignment you want to edit In the illustration above you would click on Cust Serv Desk 4 This reopens the Add Time Blocks entry box and you can edit the Date Range and or the Earn Code 5 Depending on which Earn Code was selected you can also edit the In and Out times the number of Hours or the Amount 6 When finished with your editing click Update 7 Verify that the Time Blocks are correct before you exit the timesheet Deleting a Time Block To delete a Time Block already clocked or entered on an employee s timesheet 37 Kuali Time Complete User Guide 4 Use the sort and filter or search by fields to find the employee s timesheet you want to edit Click on the underlined Document ID number to open that timesheet on the Time Detail tab To delete a Time Block from the Pay Period calendar click on the red X El button in the upper right corner of that Time Block See the Time Block illustration above When asked to confirm the deletion click OK to delete it amp Important Employees can still edit their timesheets after the pay period ends until the Supervisor approves it Approving a Missed Punch Document Whenever an employee submits a Missed Punch document that document will route just like any other Kuali Rice Workflow document such as an eDoc to the Supervisor s OneSta
137. tive VIEW IN PAY 1204 Hourly Assistant 01 01 1901 Yes view IN PAY 2696 Training Computer Support CPE 10 22 2006 Yes view o IN PAY 2747 Payroll CPE 04 06 2008 Yes Export options CSV Excel XML 4 Click on the view link in any search result row to open the Work Area Inquiry screen and view work area details such as a list of Tasks under that Work Area or a list of Approvers Approver Delegates and Reviewers who can edit or approve that t imesheets for that Work Area 5 Click Close to close the Inquiry screen then click Cancel to close the search results screen WorkArea Inquiry WorkArea hide Work Area Default Overtime Earn Code 7 _ Department Admin Description Tasks v hide Effective Date Description Overtime Edit Role Active 01 29 2008 2747 Payroll Payroll Processor CPE IN PAY Customer Service Yes expand all collapse all y hide Task Effective Date Description Administrative Description Roles hide Task Active 01 01 1901 0000 Circulation Circulation Yes v hide Role Inactive Roles hide Effective Date Principal Id Name Role Name Active 01 29 2008 0000000006 Position Number Doe John amp Approver Yes Kuali Time Complete User Guide close 96 Department Administrator Options As a Department Administrator when you open the Admin
138. to all employees Click on the Time Detail tab to open the Pay Period Calendar and view the current pay period two weeks 14 days See the illustration of the Pay Period Calendar under the section Timesheet Overview and Navigation For Clock Entry employees this tab allows you to view the time blocks clocked on your timesheet to add time blocks that record any paid time off leave hours you are taking and to correct the assignment for a time block that was accidently clocked on the wrong assignment You can also use this tab to view a summary of your worked hours to add a timesheet Note to view the Route Log which shows who approves your timesheet and if applicable to view any automatic meal deductions that were subtracted Additional information about these functions is provided in other sections of this manual For help in viewing and entering your paid time off leave hours please see the topics under the Section entitled Viewing and Entering Leave Hours For help with any other timesheet functions available to you such as viewing a summary of your work hours or adding timesheet notes please see the topics under the Section entitled Other Employee Options Available in Kuali Time Manual Entry Timekeeping Employees with Manual Entry assignments will use the Time Detail tab to manually add time blocks for the hours they work or the hours of leave they take When you login your timesheet will open on this ta
139. to specify that you want a particular group of employees to clock in and out from a specific workstation location Clock Location Please specify the IP Address of the computer where you want your Clock Entry employees to clock in and out You can specify more than one IP address as the workstation locations where your employees can clock If clock actions are entered at other machines this rule will generate warnings on the timesheet Note This rule does not apply to Manual Entry employees 1 Log into Kuali Time go to the Admin tab and click on Clock Location Rule link Clock Location Rule Lookup Department Id ya Work Area y a Principal Id 4 L Job Number S LA Effective Date From Effective Date To En Active Yes No C Both Show History C yYes No search clear cancel 2 This opens the Clock Location Rule Lookup e To create a new rule click Create New and skip to step 4 e To edit or inactivate an existing rule enter your search criteria Department Id Work Area Principal ld and or employee Job Number Other lookup parameters include Effective Date From and Effective Date To Then click Search and continue to step 3 Use the symbol as a wildcard value in the Work Area Principal ID and Job QD HINT M Number fields to indicate ALL 3 Inthe search results find the rule that you want to edit or inactivate and go to the first column of that rule
140. ton to create a new rule which opens a Work Area Maintenance document Each Work Area Maintenance document is divided into four sub sections Document Overview Work Area Maintenance Tasks and Roles Required fields are marked by an asterisk Note New Work Area numbers and Task numbers are automatically generated by the system 69 Kuali Time Complete User Guide Document Overview hide i Description a xplanation Organization Document Number Y Work Area Maintenance w hide Effective Date Fa ay El WorkArea 1074 Description p Overtime Edit Role i Default Overtime Earn Code a Department a LA Admin Description Active M At top of document under Document Overview enter the document Description In the Work Area Maintenance sub section a Enter the Effective Date that you want this Work Area to be effective b Enter the Work Area Description This is what the employee sees when selecting this Assignment to clock or enter hours c Setthe Overtime Preference for employees in that Work Area This is split into two fields the Default Overtime Earn Code and the Overtime Edit Role When you select an Overtime Edit Role it will allow that role and every role above it to edit For example if you select Employee then the Employee Approver Supervisor and Payroll Processor can edit the overtime code i Select Overtime Edit
141. u have the Payroll Processor tab These tabs are identical in function and if you have both roles you will have both tabs Each of these tabs opens the monitor and approval page which acts as your Action List and provides a one stop portal for approvers to monitor clean up and approve timesheets The Pay Period heading on the tab will show what pay period you are in You can sort and filter your Action List of timesheets to view them by Department and then by Work Area or sort enroute timesheets by Approval Status to view which ones are ready for approval You can search by the employee s Principal ID Principal Name or Last Name and by the timesheet Document ID number to find a specific timesheet in that Pay Period You can monitor a Clock Entry employee s work status in real time and If one of your employees fails to clock out after 12 hours the cell with their Name is shaded in red to flag it for your attention You can also open quick views of any Notes and Warnings present on your employee s timesheets so you are aware of any issues or time entries that may need to be corrected When necessary you can click on the Document Id number and open that employee s timesheet to clock them in out to submit a Missed Punch document that records a missed clock action to enter Time Block corrections and to delete an automatic meal deduction when the employee did not take one 2 Kuali Time Compl
142. u want and click Update x Drag the sizing handle in the lower Change the overtime earn code OWT Overtime right hand corner to change the size of this entry box Update Cancel The hours will update to that earn code in the Time Block and on the timesheet hours Summary Notifying Your Timesheet Approvers Employees without access to e mail or immediate access to their timesheet Approvers Supervisors can go to the Person Info tab on their timesheet and send an e mail message to report a problem or convey other work related information To send an e mail to your approver s 1 Open your timesheet and go to the Person Info tab 2 Click on the Your Jobs section to open it 3 Click anywhere on the sentence Click to expand assignments This shows details about your time assignments and the names of your timesheet Approver s Payroll Processor s and Department Administrator s are listed there Timesheet Approvers are usually your direct Supervisors 4 Click on the underlined Name of one of your Approvers 5 If that opens an Internet Explorer Security window click the Allow button Otherwise skip to the next step 6 This opens a blank email screen in Outlook already addressed to your Approver Type in the subject and message you wish to send 7 When finished click Send Adding a Timesheet Note Anyone with access to a timesheet employee supervisor payroll processor re
143. ualifies you to earn benefit leave paid time off hours such as sick vacation or PTO then you will have the Leave Accrual tab on your timesheet Accrual Category Yearly Carryover Hours Accrued Hours Taken Hours Adjust Total Hours Effective Date Sick 50 367 88 51 8 36 08 0 07 06 2013 Vacation PTO Accrued 51 253 55 124 88 61 63 0 07 06 2013 Vacation PTO Available 5V 253 55 124 88 61 63 0 07 06 2013 Holiday Hours 5X 0 0 0 5 8 07 06 2013 Compensation Hours 5Y 0 0 3 12 3 12 0 00 07 06 2013 The leave balances and yearly carry over displayed come directly from the HRMS Payroll system and will be updated every two weeks when the biweekly payroll is run Since leave balances usually lag since they are computed after the end of the previous pay period your balances may not reflect your current totals and do not update based on usage recorded on the current timesheet The Effective Date shows when the balances were last updated Hours Adjust column will populate if you accrue more hours than you are allowed to take in a year also populates and may show negative hours when you transfer hours from one leave bank to anoth a a Umperan PTO to SCK SCK to VAC or take sick vacation or PTO hours coded as FMLA SFL PFL VFL etc 19 Kuali Time Complete User Guide Roll your cursor over the Question Mark 2 button located in the Total Hours column to see how the Total Hours are computed You will receive a warn
144. unch button to add that missed clock in or clock out to your timesheet 14 Kuali Time Complete User Guide This opens the Missed Punch maintenance document where you enter your missing clock action information and submit it for approval Once you submit this document the missed clock action is added to your timesheet and the missed punch document is routed to your timesheet approver for approval Missed Punch Person Name Public John Q Timesheet Document 0080823200 ld Assignment MAC Ticket Office Customer Service 8 00 Rcd 4 BL MUS Missed Action Date 40 09 2013 EE MM DD YY YY Missed Action Time 49 39 PM HH MM AM Missed Clock Action Clock In a Note forgot to clock in earlier today Mm ly Only submit a Missed Punch document if you missed your last clock action Warning Employees can submit one Missed Punch document per Time Block but it cannot be more than 24 hours in the past A Time Block consists of a clock in and a clock out To submit a Missed Punch 1 From the Clock tab click on Missed Punch This opens the Missed Punch document and inserts your Timesheet Document ID and your Name 2 Select the Assignment where you missed clocking in or out If you only have one Assignment it is already selected Note The Missed Clock Action field already shows the clock punch that you missed i e clock in if you missed clocking in or clock out if you missed clocking out
145. ur Earn Code Earn Code Lookup gt create new required field Earn Code NEP Description Leave Plan WLU Accrual Category vw La Overtime Earn Code Yes No Both Effective Date From LA Effective Date To EX Active Yes No Both Show History Yes No search clear cancel One item retrieved 1 e Earn Leave Accrual Overtime Earn Counts as Regular z 5 z Description ategory SS res y Effective Date Jime Stamp Active Actions Code Description Plan A Code Pa Effective Date Time Stam Active edit view NEP Non Overtime Eligible Yes No 01 01 2006 02 14 2012 12 04 PM Yes Pay Export options CSV Excel XML 4 Inthe search results click view to view the details for that Earn Code That opens the Department Inquiry page where you can view details about the Department and the users who have administrative or view only Roles in that Department 78 Kuali Time Complete User Guide Earn Code Inquiry expand all collapse all Earn Code v hide Effective Date 01 01 2006 Earn Code NEP Description Non Overtime Eligible Pay Leave Plan Accrual Category Accrual Balance Action Usage Fractional time allowed 99 99 Rounding Option Traditional Roll up to Earncode Overtime Earn Code Yes Record Method Time Usage Limit Include Inflate Min Hours 0 Inflate Factor 1 Eligible for Accrual Yes Affect Pay No Counts as Regular Pay No Allow Scheduled Leave Off
146. ustration below to sort timesheets by Department and then to filter the list down by Work Area so you see only those timesheets for the employees in that work area Additionally you can focus on specific paygroups by selecting a Pay Type filter Calendar IU Department Selecta Dept Work Area Show All Pay Type Show All 1 Log in to Kuali Time and go to the Approvals or Payroll Processer tab 2 Select the Department you wish to view from the Department dropdown That displays a list of timesheets you can monitor review and at the end of the pay period approve Note It may take the system several seconds to find all of your timesheets the bar at the bottom of the page will show waiting for response from iu edu while this search occurs 3 You can use the Work Area field to filter and view your timesheets by a specific work area Select the Work Area you want to view in the Work Area dropdown 4 Filtering by Pay Type can provide easy access to your different pay groups within work areas Important Note Filtering by Pay Type may return timesheets for employees who have a job in that paygroup in a different department Your results will only return the timesheets for jobs in your department but may be of a different pay type than the Pay Type filter identifies Example Bob Hoosier has two jobs with IU a BW1 with UA FMOP and a HRR with BA ATHL The UA FMOP payroll processor will return Bob s UA FMOP BW1 timesheet when
147. viewer or administrator can enter a note in the Note section The Note section is located at the bottom of the page on both the Clock tab and the Time Detail tab To add the first note open the Note section click add notes and the notes entry page will appear You can also attach documents and images as desired Be sure to click save on the notes line to save your note Notes are saved in the Kuali Rice Workflow system which also routes the timesheet documents for approval 25 Kuali Time Complete User Guide 1 Click on the Note section to expand it 2 To add the first note click the Add Note button in that section 3 Inthe Note textbox that appears type a note and click Save gt Note Create Note Author Date Note Action i 08 27 2014 Public John EA save _ Attachment Choose File No file chosen View Notes Author Date v Note Action 08 27 2014 I was out for a doctor appt on 8 25 from 8a 10a Public John 08 39 AM Dr Note docx download Once a note has been added the timesheet displays that note and provides a blank textbox where you can enter and save a new note Since corrections additions to timesheets are made based on these notes the edit and delete buttons on saved notes have been disabled To maintain the integrity of the notes you will need to add a new note with any corrections You can also add an attachment such as a Word Excel or email file to a note 1 Inth
148. y el Yes g No search clear cancel 3 items found Please refine your search criteria to narrow down your search 3 items retrieved displaying all items 1 Department Work Area Description Default Overtime Earn Code Effective Date Active IN PAY 1204 Hourly Assistant 01 01 1901 Yes IN PAY 2696 Training Computer Support CPE 10 22 2006 Yes IN PAY 2747 Payroll CPE 04 06 2008 Yes 3 items retneved displaying all items 1 Export options CSV Excel XML 4 Inthe search results click view to view the details for that Work Area That opens the Work Area Inquiry page where you can view details about the Work Area including Tasks and the users assigned as timesheet Approvers Reviewers or Approver Delegates 74 Kuali Time Complete User Guide WorkArea Inquiry WorkArea v hide Effective Date Work Area Description Overtime Edit Role Default Overtime Earn Code Department Admin Description Active Tasks v hide Task v hide Effective Date Task Description Administrative Description Active Roles v hide Role v hide expand all 01 29 2008 2747 Payroll Payroll Processor CPE IN PAY Customer Service Yes 01 01 1901 0000 Circulation Circulation Yes collapse all Effective Date Principal Id Position Number Name Role Name Active Inactive Roles v hide 01 29 2008 0000000006 Doe John A Approver Yes 5 Clock Clos
149. yee Department Administrators use this tab to clock in out on their timesheet Kuali Time Complete User Guide e Time Detail If a Manual Entry employee Department Administrators use this tab to add time blocks on their timesheet e Leave Accrual On their timesheet Department Administrators use this tab to verify their leave balances e Admin Department Administrators can use this tab to add or edit departmental Work Areas Clock Location and Lunch Deduction rules or to view Department Earn Code Shift Differential and Time Collection rules e Person Info Available to all users Displays job assignment and role information for an employee e Help Displays information to help employees approvers and reviewers use the system Location Administrator tabs may include e Clock If a Clock Entry employee Location Administrators use this tab to clock in out on their timesheet e Time Detail If a Manual Entry employee Location Administrators use this tab to add time blocks on their timesheet e Leave Accrual On their timesheet Location Administrators use this tab to verify their leave balances e Approvals If this user also has Supervisor roles they use this tab to review edit and approve timesheets for those employees e Payroll Processor If this user also has Payroll Processor roles they use this tab to review edit and approve timesheets for those employees e System Admin Location Administrators use this tab to view Clock
150. yee The history that is recorded will show when time blocks were added updated or deleted from that employee s timesheet Important Time Block History Lookup Document Id Time Blocks are never deleted from the system they are just inactivated Principal Id vw La User Principal Id VO Document Status Date From Date To E Es Modified Time From Modified Time To search clear To perform a Time Block History Inquiry follow these steps al El cancel required field 1 Log into Kuali Time go to the Admin tab and in the Inquiries column click the Time Block History Inquiry link 2 Enter the Document Id of the timesheet you want to view the history of any Time Blocks clocked added or deleted on that particular timesheet e You can also search by other criteria including the Principal Id University Id of employee User Kuali Time Complete User Guide 50 Principal Id person who added removed the Date To fields 3 Click Search The results of this search are displayed in a tabular format time block Document Status and the Date From and and include Document Id Principal Id Time Block Id Work Area Task Job Number Earn Code Begin Time and End Time and Hours or Amount and User Principal Id along with a confirmation indicating whether the action was recorded in the clock log what Action History was performed on that Time B

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