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TAR online timekeeping - Business and Financial Services

1. 1 All Remove Cancel Updated Successfully Search Blink 93 This page intentionally left blank 94 Printing Timesheets and Reports module eight Select Timesheet Format Acrobat Reader Sample Timesheet Timekeeping Reports Sample Report 95 Select Timesheet Format The Online Timekeeping system has a built in timesheet printing option which is located on the Employee List screen Before you can print timesheets you must first select one or more employees from the list To select employees either click and drag or use the CTRL key to make multiple selections You may also use the select all button to auto select all employees on the list Next choose which timesheet format you wish to print with Hours W O hours or Blank and then click on the Iimesheets button With Hours Timesheets J W O Hours Blank WITH HOURS after timekeeping entries have been completed choose this option to print an employee timesheet documenting all hours that have been entered It is required that you provide employees a timesheet record of their entered hours W O HOURS prints employee timesheet s with all the current pay reporting line information This will be the best choice to distribute to your employees at the start of a pay period so they can accurately report their hours and obtain authorized signatures When the completed and approved timesheet is
2. LL TT EHHH E LTT TY i D 14 wt ea oris ell ii xesin Lal s ACROBAT READER DIAGRAM 97 Sample Timesheet Class Handout 98 Timekeeping Reports To view or print time entry reports click on the Timekeeping Reports link from the Timekeeping Menu The Timekeeper Select page will load Select a pay period and timekeeper code you wish to view The employee list page will load You will have several report format choices and also an optional sort list selection The list page can also be printed as an employee roster report See the sample EmployeeLink Timekeeper Reports Netscape File Edit Go Communicator Help 3 2 3 4 2 g Search Print Security Stag 2 Bookmarks A Netsite E ucsd edu cgi bin employeelink_tm pl 937364987 Node7 7057 What s Related Lecallnto E TopSites HowDol B MemberServices HI Help Where Do You Want Go Gol LOGOUT You are currently logged on Please remember to log out when you are done Generate Report Report Selection zl Go Employee Selection Go Entry Verification Audit Report by Name Audit Report by Index Employee List Period 09 01 99 09 30 99 Employee Employee Prior Current Current Current Hame ID Entered Entered Hours Percent Selected Did You Get What You Wanted D R NOGUCHI ALLEN 529568 NOGUCHI ANTONIO 536385 NO
3. Enter 24 00 hours in the Regular Hours field and 4 00 hours in the OT or Straight Overtime field Click Update button to record entries When you have finished click on the EXIT button and return to the EMPLOYEE LIST SCREEN 37 Detail Entry Screen The Detail Entry screen will allow you to complete more complex time entries From this screen you will be able to key adjustments for prior pay periods as well as to override certain pay block fields You have the choice of entering time in the Reporting Lines window or in the Override area of the Detail Entry screen When you have finished all time entries for an employee click on the Update button to save all entered data TIMEKEEPING UCSan Diego blink Employee Link Timekeeping Employee Link Timekeeping 000601 99 Detail Entry Period Note Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Total Hrs Total Pct ABBOTT JOLENE 2300 000 0 00 Quick Entry INDEX FUND S TITLE DOS RATE C PCT Du END DATE SICK VAC REG OT POT OTHER O CODE RA W IDDEPTREF HRS 0 00 v 0002 19900A 2 9612 REG 251667 05000 840009 30 7 v 000 000 000 000 000 00 v AAX0003 20000A 2 4011 BYA 000 M 0 0000 00009300 v 599 99 000 000 oo lt gt Special Empl 1 Remove Cancel DETAIL ENTRY SCREEN DIAGRAM 38 00601 99 Monthly Name
4. hts Avww act ucsd edu cgi bin employeelink pl 1 gt Live search a File Edit View Favorites Tools Help Convert select snagit i i Links Employeatink 2 6 dh 43 Where Do You Want To Go 12 EmpleyeeLihik EmployeeLink gt EmployeeLink Monday November 2 2009 Employee Reports Transactional Entry Services Employee History PPS Web Inquiry PAN General Selection Web Merit Other Population TimeKeeping Other Histo Policies Organizations Payroll Personnel General Personnel Payroll Human Resources Academic Personnel Staff UCOP UCSD Please note All queries are logged for audit review performance evaluation and problem resolution What s New Availability About EmployeeLink Campus access We welcome your comments about this new version of EmployeeLink If you have comments or suggestions regarding usability look amp feel or added functionality please let us know EmployeeLink v3 2 05 17 2002 Copyright 2007 Regents of the University of California All rights reserved Page Title f Trusted sites 100 EMPLOYEELINK HOME PAGE Again you will choose the Timekeeping link from the menu This will take you to the Sign On page To Sign On enter you assigned Username and password and then click on the Sign On button You will
5. Activity 2 1 Select the training timekeeper code assigned to you by clicking on it in the timekeeper code window It should now be highlighted 2 Choose the Monthly pay period 09 01 07 09 30 07 29 Now click the SELECT ALL button located above the employee list of the employees in your list should be highlighted These are the employees you have selected to enter time Click on the QUICK ENTRY button to proceed to the QUICK ENTRY SCREEN You should now see all of the selected employees appear in the QUICK ENTRY SCREEN time entry window Click on the EXIT button The system should now have returned to the EMPLOYEE LIST SCREEN Now click the SELECT ALL button located above the employee list of the employees in your list should be highlighted Next choose the option to print timesheets W O Hours and then click the TIMESHEETS button This will launch another browser window with the instructions to Click Here link to activate Acrobat Reader to view print your timesheets Please do not try to print the timesheets in the training room Now select any number of employees of your choice from the EMPLOYEE LIST SCREEN After you have made your selection click on the DETAIL ENTRY button The system will take you to the DETAIL ENTRY SCREEN and the information for the first employee chosen from the list will be displayed Click on the EXIT button to return to the EMPLOYEE LIST SCREEN 30 Quick and
6. Detailed Time Entry module four Quick Entry Screen Participant Activity 3 Detail Entry Screen User id Date Time Stamp Copying Pay Reporting Lines Participant Activity 4 31 Quick Entry Screen The Quick Entry screen was designed to facilitate efficient entry of hours for sub 2 positive time reported employees employees selected from the Employee List appear on the reporting lines ready for time entry TIMEKEEPING UCSan Diego blink Employee Link Timekeeping Employee Link Timekeeping 000601 99 Quick Entry Period Note Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Detail Exit NAME lD S INDEX 25 82 20082 RATES SICKS REGS 072 2 0 2102 ABBOTT ANTONIO 11 AAX0001 0 REG 2431 00 0 00 0 00 0 00 0 00 0 00 0 00 ABBOTT CARMEN 60 2 SDF 5568 00 00 50 09 00 liz ABBOTT CARMEN 690 AAX0002 2 REG 2064 00 0 00 0 00 0 00 0 00 0 00 0 00 ABBOTT CARMEN 60 2 REG 206400 00 00 00 ww M ABBOTT CELINE 800 AAXo001 1 REG 24200 000 00 599 00 00 v ABBOTT JOLENE 2300 AAX0001 2 REG 2516 67 00 ooo 590 000 ABBOTT JOLENE 230 2 REG 280887 00 00 oo 09 M ABBOTT JOLENE 2390 AAX0003 2 BYA oo 000 000 000 000 00 00 Y 2201 AAYNNNI 2 PRO ANN NAN NNN NNN NNN NNN 0 00
7. Update QUICK ENTRY SCREEN DIAGRAM If you need to change any pay line information you will need to make the change s on the Detail Entry screen Just click on the Detail button to toggle to the Detail Entry Screen When you have finished making changes you can select the Quick button on the Detail Entry Screen to return back to the Quick Entry screen Also note that adjustments to prior pay periods will not appear on the Quick Entry screen 32 Period Header Information amp Buttons PAY PERIOD INFORMATION Shows the pay period information for time entry that was selected on the Timekeeper Selection screen DETAIL Clicking on this button will take you to the Detail Entry screen for the selected employee EXIT Clicking on this button will exit you from hours entry and return you to the Timekeeper Select screen hours entered at the time of exit will be saved as indicated by the Update Completed message CANCEL Clicking on this button will cancel all hours entries for the employee line that you are on during this session of the Quick Entry screen Reporting Lines Information aD VINDEX CDOS RATES VACS OTHERY 0 v CODE ABBOTT ANTONIO n 1 REG w NAME Employee s name Last First populated from the Payroll Personnel System PPS This data field cannot be changed ID Employee identification numb
8. Vacation leave hours field Hours entered in this field will reduce the employee s vacation leave balance accordingly and will create pay for sub 2 employees REG Regular hours actual or estimated entered in order to create pay for positive time reported sub 2 employees It is not necessary to enter hours for monthly exception time reported employees sub 0 sub 1 OT Straight overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the employee s regular rate of pay Overtime hours worked for comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below PREMIUM OT Premium overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the premium rate of time and a half according to the Fair Labor Standards Act and the appropriate labor contracts In most cases this means any hours actually worked in excess of the employee s standard 40 hour work week Premium overtime hours worked for premium comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below OTHER Other hours field allows you to report hours for all other purposes and must be used in conjunction with the Other Code field O System derived letter code for other hours description If letter code is known it can be
9. assistance The following conventions apply to the hands on activities and the step by step instructions found in the Training Workshop NAME field System field and button names are displayed in bold typeface ABCDE Data that you enter is shown in single quotation marks ENTER Indicates to click this button or press the enter key DETAIL Screen titles are always indicated in capital letters mmddyy Date formats are shown in double quotation marks 24 00 Negative hour or dollar entry amounts are indicated between less than and greater than signs This page intentionally left blank 10 System Overview module one Payroll Timekeeping Cycle Salary Roll amp General Assistance PPS Database Production Calendar 11 Payroll Timekeeping Cycle New Employee Begins Work at UCSD Home Department Enters Employee into the Payroll ONLINE PROCESS Personnel System PPS J PPS Data Extraction to BERR RRP RRR Online Time Database Timekeepers Print amp Distribute Timesheets Enters and Updates Any 1 3 Employee Record Changes Into 4 PPS Employee Database M Online Time Daily Refresh of PPS Data amp Online Timekeepers Flagged of Changes Online Timekeepers Enter Time During Specified Entry Period J i Payroll Compute Takes a Place PPS Verifies Timekeeping Data Entered Against PPS Database 12 Exempt amp Non Exempt Now that yo
10. etc may vary 89 Sign Off Help Blink Home Search Blink Timekeeping Training 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pet en Ca XUAN CELINE 950790 168 00 100 00 erem INDEX FUND TITLE DOS RATE PCT END DATE SICK VAC REG OT POT OTHER 0 CODE RA W I DEPTREF 0 00 0001 07427A 1 4722 REG 2442 00 M 0 0000 0 00 08 31 07 Y 000 4000 000 000 000 8 00 D St Cmp Used 4 0001 07427A 1 4722 REG 2442 00 M 0 0000 0 00 09 3 0777 000 000 000 000 000 800 T Compt Used Special Empl Update Copy All Remove Cancel Updated Successfully 90 Title Code and Rate Change for Sub 2 EXAMPLE For this activity use the Monthly employee from your class worksheet named Yusof Effective this month a 100 Blank Assistant III title code 4722 and a monthly rate of 2442 00 received a reclass to Administrative Coordinator title code 9701 and a new monthly rate of 2850 00 Note Title code and rate changes for exception time reported sub 0 and sub 1 employees are paid by entries into the Payroll Personnel System PPS So they should not be entered into the Online Timekeeping system However since all overtime payments are positive time reported for all employees sub 0 1 2 you must override the title code and rate for all overtime payments Please see
11. mouse select the monthly pay period 9 1 07 9 30 07 Click on the SPECIAL button The system will prompt you to type the employee ID number or Name in the Employee ID or Name field of the SPECIAL WINDOW as shown below Use the Employee ID of the Special employee named David from your class worksheet Special Employee ID or Name 123456 Close If you are authorized to enter time for the employee the system will display the employee s DETAIL ENTRY SCREEN If you receive a system message indicating that you are not authorized please contact your departmental Payroll Personnel System PPS contact Access to an employee record is dependent on your department s affiliation to the employee record on the PPS database Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields To report the regular hours tab or click your cursor on the Reg field of the selected line and enter 80 00 hours Click on the UPDATE button to update the entry The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index es etc may vary 66 UCSD Timekeeping Training 000620 99 Monthly Period 09 01 07 09 30 07 Name Empl ID Total Hrs XUAN DAVID E 951020 80 00 INDEX FUND TITLE DOS RATE Special Updated Successfully Entry 0
12. need to complete the timekeeping class in order to be set up with a password that will let you access the system See the sample Sign On page on the next page 17 UC SanDiego SINGLE SIGN ON UC San Diego gt Single Sign On Business Systems Sign on only from secure locations If you remain inactive you ll be automatically signed off and you ll lose your work By pressing the Sign On button you agree to Use the system and data only for bona fide University transactions Sign on using your UCSD email and Business Systems password Never share your password or access Username New User Promptly report suspected security violations Understand UCSD s computer security policy Sign out and close your browser when you re finished Password Reset your password Help Contact your Departmental Security Administrator DSA Contact the ACT Help Desk Find your UCSD E mail address UCSD logs all transactions for audit and security purposes Access violators will be prosecuted PUCSanDiego Send us your feedback Official Web site of the University of California San Diego University of California San Diego 9500 Gilman Dr La Jolla CA 92093 858 534 2230 Copyright 62006 Regents of the University of California All rights reserved Terms and Conditions of Use SIGN ON PAGE DIAGRAM Sign On Window Fields USERNAME This is assigned by ACT securit
13. pay reporting line Hours entered in this field will reduce the employee s sick leave balance accordingly and will create pay for sub 2 employees VAC Vacation leave hours entered for this pay reporting line Hours entered in this field will reduce the employee s vacation leave balance accordingly and will create pay for sub 2 employees 40 Regular hours actual or estimated entered in order to create for positive time reported sub 2 employees It is not necessary to enter hours for monthly exception time reported employees sub 0 sub 1 OT Straight overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the employee s regular rate of pay Overtime hours worked for comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below P OT Premium overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the premium rate of time and a half according to the Fair Labor Standards Act and the appropriate labor contracts In most cases this means any hours actually worked in excess of the employee s standard 40 hour work week Premium overtime hours worked for premium comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below OTHER CD Other hours and code fields allow
14. should have been reported as premium comp time used Other hours code The following pages will give you step by step instructions on how to correct the negative balance using the Online Timekeeping system 88 Instructions Select the employee named Celine from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the pay reporting line with the pay period end date of 09 31 07 by clicking on any of the hour reporting fields Move the cursor to the Other field and enter lt 8 00 gt note to enter negative hours use the minus sign Next move the cursor to the Code field and enter the Other hours code D to reverse the previous entry of straight comp time used Next make a copy of this reporting line Click on the COPY 1 button The system will make one copy of your selected line that contains the same information and the same pay period end date 08 31 07 Once you have successfully copied the new line move the cursor to the Other field and enter 8 00 hours and then move to the Code field and enter the Other hours code to correctly report premium comp time used When you have finished the rate entries for this employee click on the UPDATE button to complete the leave correction entries The sample DETAIL ENTRY SCREEN on the next page shows how the completed entries for Celine should appear Note some of the information such as employee name index s
15. the report The report will be formatted similarly to other FinancialLink reports The hours column has been shaded for easy readability There is a save to icon which will let you export the report to a spreadsheet such as Microsoft Excel The report printing format works best if you change your printer settings to landscape Netscape Edit View Go Communicator Help 4 5 3 cd d E Fonward Reload Home Search Netscape Print Security Stop Timekeeper Audit Report By Name Period 09 01 99 09 30 99 0612 99 Payroll E E Index Sick i Reg Straight Premium Other Seq Period Index Fund Sub Description WSP Title Pay Rate DOS pa Vacation Hours OT OT ours ID 523568 Name NOGUCHI ALLEN DEPARTMENT 1 j09 30 93 ALX0001 07427A 1 OF ALX 2298 00 REG 25 00 FUND 07427 DEPARTMENT 500 09 30 99 ALX0002 074274 1 OF ALX 2298 00 FUND 07427 E ID 536385 Name NOGLICHI ANTONIO DEPARTMENT 1 09 20 99 ALX0001 074274 0 OF ALX 2431 00 FUND 07427 Bbs Document Done 05 0000 TIMEKEEPING REPORT DIAGRAM 101 Sample Report Class Handout 102 103 Payroll Specialist Directory The UCSD Payroll Office is located in Suite 305 of Torrey Pines Center South The Campus Mailcode is 0952 FAXNumber Customer Service Director Assistant Director Compensation Academic Sub 0 General
16. timekeeper code which is assigned and maintained in the Payroll Personnel System PPS by the employee s home department Access to the employee s time record will only be granted to the employee s assigned timekeeper If you are not the employee s assigned timekeeper the system will allow you to create a special entry if you meet the following criteria a your department is set up in PPS with home department access or b your department has a current or previous appointment on the employee s PPS data file Questions pertaining to PPS information should be directed to your departmental PPS contact We will discuss special pay entries further in Module 6 System Login The Online Timekeeping system is a web application The link to this application is found on the EmployeeLink menu You will need to have a recent version web browser Internet Explorer Mozilla Firefox or Apple Safari installed on your workstation to run the timekeeping application If you are not familiar with what web browser or version you have please consult with your systems administrator or contact the ACT Help Desk at 41853 for assistance When you re ready to login proceed to EmployeeLink employeelink ucsd edu page and select Timekeeping from the Transactional Entry Services or click the Time Entry button on the left border See the sample EmployeeLink screen on the next page 16 EmployeeLink Windows Internet Explorer EIE Go
17. to 2600 00 month retroactive to last month Since PPS had been updated to reflect the proper rate for the current month the employee is only due a retroactive pay adjustment for last month This employee is due the difference in salary of 83 33 per month 2516 67 2600 00 for the period ending August 31 2007 Note The in the field labeled indicates that this is a retroactive adjustment of pay for hours which have previously been paid This is the only time the RA field should be used Please see the step by step instructions on the following pages 79 Instructions Select the employee named Jolene from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields Using your mouse click on the COPY ALL button The system will make one copy of each of the pay reporting lines and each of the copied lines will have the previous pay period end date For this activity the end date is 08 31 07 To easily identify the copied lines the end date text will appear active To report the retro payment using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields Move your cursor to the Rate field of the override area of the screen and key 83 33 this is the difference between the new and
18. you to enter time for all other purposes For a list of other hours codes refer to page 32 in module 4 41 Userid Date Time Stamp INDEX FUND TTE DOS MT ADR ENDDATE SICK VAC REGO OT POT OTERO CODE R W 1 DEPTREF MIR 2 4920 REG JUH 00D 000090007 7 000 00 20000 2 4320 REC 1808 00000 40 000 000 000 000 200 Det rp Used _ USERID DATE TIME STAMP INFORMATION DIAGRAM The last feature of the screen is a Userid Date Time stamp of each pay reporting line that contains entered data To view the stamp feature just hover over the avatar icon 2 This is also a security feature The first timekeeper that updates a pay reporting line will have their Userid recorded for that line and only this timekeeper can make any further changes to the line for the remainder of the pay reporting period Any other timekeepers who have access to this employee can see the Userid Date Time stamp but will be unable to update the line They should contact the timekeeper who has access or copy the pay line to make or correct entries 42 Override Area Fields amp Information ME RATE POT FADAR SICK WAL OT POT OTHER CIDE RA W T DEPTREF DAE Cn Use DETAIL OVERRIDE AREA DIAGRAM INDEX Indicates the employee s seven digit index code Hovering over it provides the departmental account and fund source information from the General Ledger syste
19. 1 07 Name Empl ID Total Hrs Total Pct XUAN KAREN 953290 0 00 0 00 INDEX FUND TITLE DOS RATE C PCT FXDHR END DATE SICK REG OT POT OTHER 0 CODE Sign Off Help BlinkHome Search Blink Hrs 158 00 Quick Entry Ly RA W I DEPTREF 0001 07427A 2 4126 PRQ 500 00 M 0 0000 0 00 000 000 000 000 000 000 LII MEE 4 undefined 1 Copy All Remove Updated Successfully 84 Transferring Vacation Credit When Salary Moved by PET EXAMPLE For this activity use the Monthly employee from your class worksheet named Carmen note this employee is split funded and only one of the indexes was moved by a PET An employee was originally paid salary on index fund APX0004 63000A 2 and had reported 20 00 hours of vacation usage creating a financial credit on the VACLAC Report A Payroll Expense Transfer PET was completed to move the salary payment to index fund A X0001 07427A 2 The department needs to move the financial credit on the VACLAC Report for the vacation usage from APX0004 to A X0001 using the Online Timekeeping system The following step by step instructions provide the detail on how to complete this entry for all sub types 85 Instructions Select the employee named Carmen from your EMPLOYEE LIST and proceeds to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want t
20. 9 01 07 09 22 07 Total Pet 47 62 PCT END DATE 09 30 07 Detail Entry Pay 10 01 07 SICK 0 00 VAC REG OT POT OTHER O CODE Sign Off Help Blink Home Hrs 168 00 Quick Entry Exit RA W I DEPTREF Copy 1 Copy All Remove Update Cancel Search Blink Blink 67 By Agreement Payment EXAMPLE For this activity use the Monthly employee from your class worksheet named Jolene A positive time reported employee sub 2 needs to be paid a By Agreement amount of 250 00 on the current monthly pay period Only the amount of the payment needs to be entered in the Rate field of the By Agreement pay reporting line These instructions would also apply to By Agreement payments for exception time reported sub 0 and sub 1 employees Please see the step by step instructions on the following pages 68 Instructions 1 Select the employee named Jolene from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN 2 Using your mouse select the correct By Agreement distribution pay line the DOS code should be BYA and click in the Rate field located below in the override area of the screen This is where you will enter the By Agreement payment amount For this example delete the 00 rate and enter the the By Agreement pay amount of 250 00 dollars 3 When you have finished the rate entry for this employee click on the UPDATE button
21. 900A 2 9612 REG 2516 67 M 0 5000 84 00 000 000 000 000 000 0 00 ATMO001 07427A 2 4011 BYA 250 00 M 0 0000 0 00 0 00 000 000 000 000 0 00 a ATMO001 07427A 2 9612 REG 83 33 0 0000 0 00 08 31 07 v 000 400 80 00 000 000 000 ATM0002 19900A 2 9612 REG 83 33 M 0 0000 0 00 08 31 07 v 000 400 80 00 000 000 000 al A MED ATMO001 07427A 2 4011 BYA 250 00 M 0 0000 0 00 08 31 07 v 000 000 000 000 000 0 00 a a 001 07427A 2 4011 BYA 250 00 M 0 0000 0 00 08 2 07 000 0 00 000 000 000 000 P Special Empl Update 1 All Remove Cancel Updated Successfully 8l Perquisite Reporting EXAMPLE For this activity use the Monthly employee from your class worksheet named Karen A 500 00 Perquisite amount needs to be reported for an eligible employee on the current monthly pay period Employees that require Perquisite time entries need to have at least two 2 PPS distributions One for the total dollar value of their perquisite 1 room and board meals with a DOS code of PRF and the second distribution for the total dollar cost of the perquisite with a DOS code of PRQ These distributions will need to be updated by your departmental PPS preparer please consult him her for assistance For this example both amounts are 500 00 therefore no actual pay is being generated If the amount of the PRF pay reporti
22. ABBOTT ALLEN Detail Entry Fields amp Buttons Header Fields amp Buttons Detail Entry Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Total Hrs Total Pct 5 168 00 100 00 Chged Quick Entry Exit PAY PERIOD INFORMATION Contains the details of time entry for the pay period which was selected on the Timekeeper Selection screen NAME Employee s name Last First MI populated from the Payroll Personnel System PPS This data field cannot be changed EMP ID Employee identification number generated by PPS This data field cannot be changed TOTAL HOURS This value represents the total number of hours for which the employee is to receive compensation or reported comp time For full time salaried employees this field will default to the total number of working hours for the given monthly pay period otherwise the default is 0 00 TOTAL percentage of time based on the number of hours reported for Subl and Sub2 employees in relation to the total number of hours in the pay period excluding overtime or comp time hours For full time salaried employees the percentage will default to 100 00 otherwise the default is 0 00 CHGED When this flag is present it indicates that the employee s PPS pay data has been updated and changed QUICK ENTRY Clicking on this button will take you to the Quick Entry screen EXIT Clicking on this button will exit you from the Det
23. BUTIONS SCREEN for Allen 4 Notice the new PPS pay distribution line 12 with the new Index effective 09 01 99 This new distribution was not part of the pay period data extraction It was just recently entered into PPS by your departmental PPS preparer and was captured by the nightly timekeeping database refresh process 5 To transfer this pay data into the Online Timekeeping system click on the new Distribution line to highlight it 6 With the Distribution line highlighted click on the TRANSFER button 7 The system will return to the DETAIL ENTRY SCREEN Allen s new Index Pay Line will be available for you to enter the 16 00 hours of Straight Overtime Please note that you are not able to remove the old pay line because it is system generated 9 Next click on the UPDATE button to save this entry 10 Click on the EXIT button to finish and return to the EMPLOYEE LIST SCREEN 55 This page intentionally left blank 56 Special Pay Entry Creating a Special Pay Entry Why We Need to Create Specials Security Issues Participant Activity 6 57 Creating a Special Pay Entry Creating a special is easy using the Online Timekeeping system Just click on the Special button from the Timekeeper Select screen or Detail Entry screen This will create the special pop up window where you will be prompted to enter a valid Employee Identification Number or Name Then click on the OK button and you will be
24. Campus Academic Sub 0 School of Medicine Staff Sub 1 Staff Sub 2 Also Medical Center Biweekly Employment Verification Expense Transfers PET Health Life Insurance A K L Z LOA Insurance P ayments Non Citizen Information Payroll Reports Requests Retirement Refunds C alCasualty Credit Union P arking Retirement S ocial Security Tax Shelters 403B Sea Pay Allotments Direct Deposit Taxation Timekeeper Information Vacation Accounting Withholding Tax W 4 Workers Compensation Salary Adjustments W 2 Statement of Earnings 619534 7423 4 3247 4 3247 4 3247 4 3244 4 3248 4 2784 4 2269 4 3247 4 3244 4 2271 4 3246 4 2270 2 1185 4 3247 4 2271 4 3249 4 2784 4 0665 4 3241 4 3245 4 3245 4 3241 4 2270 4 0665 104 Symbols See Introduction and Legend A Academic 11 42 Acceptbutton 45 Access 16 57 See also Security ACT 16 Action buttons 45 Administrative leave 32 Alternate Department See Access Appointment 25 43 Biweekly 11 18 By agreement entries 67 Calendar 12 See also Production Cancel 30 Cancel button 45 52 Chged 39 Chged flag See Flag PPS Clipboard tool 23 Comp time balance corrections 92 Copy 36 Copy button 45 Copy window 36 Copying pay reporting lines 36 Current updated 24 Cycle 10 11 42 D Database 37 See also Payroll personnel system PPS database flags Flags Database updates 50 Date stamp 39 Department search 110 Departmental security admi
25. GUCHI CARMEN 550675 NOGUCHI CELINE 550730 NOGUCHI JOLENE 552230 NOGUCHI KAREN 553290 5 SI SI a I NOGUCHI YUSOF 561192 EMPLOYEE LIST DIAGRAM 99 Generate Report Options ENTRY VERIFICATION generates a report showing only selected employees and reporting line s that have updated time entries current or prior The list is displayed in alpha order AUDIT REPORT BY NAME generates a report showing all selected employees from the list reporting lines will be displayed whether time was entered or not The list is displayed in alpha order AUDIT REPORT BY INDEX generates a report showing all selected employees from the list just as the Audit Report by Name above only the report will be formatted by index The Employee List also allows you to optionally sort the list by the yes and indicators for the Prior Entered or Current Entered columns of the list You may also check or uncheck the boxes in the Selected column to determine which employees will appear in a report By default all employees and selected boxes will be checked when the list initially loads Employee Selection Employee Selection All Prior NO Prior YES Current NO Current YES Prior amp Current WO Prior amp Current YES 100 After you have determined which employees and report you wish to generate click on the button to display
26. ICK VAC REG oT X Sign Off Help Blink H Detail Entry Entry 09 01 07 09 22 07 Chged Hrs 168 00 Quick Entry Exit RA W I DEPTREF Pay 10 01 07 POT OTHER O CODE AT40001 07427A 1 4723 REG 3000 00 M 1 0000 168 00 M 0 00 2 00 0 00 0 00 0 00 1 00 C St Earned a 0002 19900A 1 4723 REG 2298 00 M 0 0000 0 00 09 30 07 0 00 0 00 0 00 0 00 0 00 0 00 2298 00 M 0 0000 2298 00 M 0 0000 AT40002 19900A 1 4723 REG AT40001 07427A 1 4723 REG Employee Distribution 000620 99 Monthly Period 09 01 07 09 30 07 Name Employee ID KUAN ALLEN 918175 Begin Date End Date Index Fund S Title 0 00 0 00 0 00 0 00 0 00 0 00 0 00 09 30 07 a 0 00 08 31 07 0 00 0 00 0 00 0 00 000 0 00 a Employee Distributions Entry 09 01 07 09 22 07 Pay 10 01 07 Hours 168 00 Transfer Cancel Dos Rate Pct F V Perq WSP Title Description 11 03 01 97 12 09 01 99 08 31 99 0001 07427A 1 4723 REG 2298 00 M 1 0000 F ATW40002 07427A 1 4723 REG 2298 00 M 1 0000 F ASSISTANT II ASSISTANT II a EMPLOYEE DISTRIBUTIONS SCREEN DIAGRAM 53 Transferring Updated PPS Data To move the updated pay information into the Online Timekeeping system so you can enter time to effect the employee s pay just select the changed PPS distribution line s and click on the Transfer button The new information will be added to the Detail Entry screen The new pay reporting line s are now rea
27. OYEE LIST SCREEN select the employee named Celine Then click on the DETAIL button The DETAIL ENTRY SCREEN should now be displayed with employee record information for Celine Click on the only pay reporting line for Celine in the Reporting Lines area of the screen Note the reporting line you are working on will be highlighted in blue Next click on the COPY ALL button The system will make a copy of Celine s only pay reporting line and the copied line will have the pay period end date 08 31 07 To enter the 40 00 hours of vacation for Celine click in the Vac field of the copied pay reporting line red text and pay period end date 08 31 07 Now enter 40 00 hours for vacation Click on the UPDATE button to update the retroactive vacation entry Notice the Update Completed message text at the lower part of the screen 48 9 Finish the activity by clicking on the EXIT button which will return you to the EMPLOYEE LIST SCREEN and then the EXIT button on this screen to return to the TIMEKEEPER SELECT SCREEN 49 This page intentionally left blank 50 PPS Database Updates module five PPS Database Flags Employee Distributions Screen Transferring Updated PPS Data Participant Activity 5 51 PPS Database Flags In modules 3 and 4 you learned about the PPS Database Flag Indicators They are found on the Employee List screen and the Detail Entry screen Let s review which are
28. RA 43 Rate 31 40 42 Rate adjustment 43 Rate change entries 96 Refresh 25 See also payroll personnel system database Reg 31 41 Regular 18 Retroactive entries 70 Reversing previously reported leave usage 77 108 Regular hours 31 41 43 Remove 36 Remove button 45 Report printing 104 Reporting lines 30 Reporting lines information 40 Reports 103 105 Reset 110 Retroactive adjustment of hours previously paid 81 S Salary roll 11 Search 108 109 110 Security 57 See also Access Select timesheet format window 100 Selecttool 23 Server 16 Sick 31 40 43 Sorttool 23 Spcl button 37 45 Special 19 37 56 Special pay entry 56 Special window 56 Staff 11 42 Straight comp time 32 Straight overtime 31 41 44 Sub 2 29 96 Subtype 11 30 39 40 42 T T S gen 24 Time entry 61 Time entry verification report 104 Time reporting 61 Time stamp 39 Timekeeper 10 15 17 38 57 108 109 110 Timekeeper audit report 104 Timekeeper code 15 17 18 57 108 109 110 Timekeeper information 110 Timekeeper information screen 109 Timekeeper selection fields amp buttons 18 Timekeeper selection screen 17 Timekeeping reports 103 Timesheet 10 22 30 40 42 100 102 Timesheet printing 100 See Printing Title 30 40 42 Title code change entries 96 Title description 42 Typ 43 109 Toolbar 23 Total hours 24 39 Total percent 24 39 Transfer button 52 Transferring updated info
29. REN 953290 No Yes 0 00 0 00 0 XUAN YUSOF 957561 0 00 0 00 Add to List With Hours Timesheets W O Hours Clear List Blank EMPLOYEE LIST SCREEN DIAGRAM Before you can proceed to the time entry screens or timesheet printing you must first select the employee s from the employee list for the selected Timekeeper Code To select an employee simply move the pointer over the selected employee and left click Use the Ctrl key or click and drag to select more than one employee 8 You may also click the Select button to auto select all the employees contained in the list 26 Decoding the Buttons SELECT ALL This button will auto select all employees contained in the employee list to complete time entries or print timesheets UNSELECT ALL This button will unselect select all employees contained in the employee PERIOD This button will be active if there is a note If there is no note it will be gray out DETAIL After selecting employee s from the list choose this button to complete time entries using the Detail Entry Screen QUICK After selecting employee s from the list choose this button to complete time entries using the Quick Entry Screen ADD TO LIST Use this handy button to add employees to your employee list that are assigned to another timekeeper code for which you do not have access This will allow you to print timesheets for these employees before the
30. TAR online timekeeping training workshop M Q Produced by University of California San Diego SSP Business amp Financial Services 4 Payroll Training Division Version 2 2 April 04 2011 Design and Production Coordination George Gomez UCSD Business and Financial Services Payroll Tom Pirolli UCSD Business and Financial Services Payroll Anne Winterton UCSD Business and Financial Services Payroll UCSD Business amp Financial Services Payroll Training Division 9500 Gilman Drive Mail Code 0952 Suite 305 TPC S La Jolla CA 92093 0952 http www bfs ucsd edwpay timehm htm Copyright 2009 by UCSD Business amp Financial Services Revisions are made periodically to this document Technical inaccuracies and typographic errors will be corrected in subsequent releases Credits We are pleased to express our sincere thanks and appreciation to the following contributors individuals and teams whose efforts helped to make the UCSD TAR Online Timekeeping application possible Development Team Departments that participated in the implementation of Phase I ACT Dee Chilcoat Ron Block Bob Merryman Payroll Pearl Trinidad Tom Pirolli Beta Testers Cancer Center Christine Mata Extensions Sean Smith External Relations Margaret Coombs Marketplace Pricilla Martine IR PS Linda Thai Schlossman IR PS Hillary Ann Walker Payroll Team The internal payroll team comprised
31. ail Entry screen and return you to the Employee List screen hours entered at the time of exit will be saved 39 INDEX AQ 0 REG 00 O00 00 000 2A 2 00 M 000 00 00 O00 00 000 Reporting Lines Information Fi 008 RATE C KT ENDDATE NK VAC OT POT OTHER O CODE RA W IDDEPTREF vT DETAIL REPORTING LINES WINDOW DIAGRAM INDEX Indicates the employee s index funding source and sub account type for the reporting line This data field can be overridden in the Index field of the Override area TITLE Employee s assigned title code populated by PPS for this pay reporting line This data field can be overridden in the Title field of the Override area DOS Description of Service code that indicates the type of service or time to be reported against the departmental funding source for this pay reporting line This data field can be overridden in the DOS field of the override area PAY RATE Indicates the rate of pay for this pay reporting line Biweekly rates are expressed as and hourly pay rate Salaried employees are expressed as a monthly pay rate or 1 12 th of their annual rate This data field can be overridden in the Rate field of the override area END DATE Indicates the pay period end date for this pay reporting line This date can be overridden in the Period End field of the Override area SICK Sick leave hours entered for this
32. al Empl Update 1 Copy All Remove Cancel Updated Successfully 75 Reversing Previously Reported Leave Usage EXAMPLE For this activity use the Monthly employee from your class worksheet named Allen note that there may be 16 00 hours of premium overtime for the current pay period that was entered from a previous activity Eight 8 hours of anticipated vacation usage that was reported in the month of June was actually not used Since the hours have already been recorded and deducted from the employee s Leave Activity Summary Report LASR The timekeeper needs to return the hours to the employee s LASR by making a reversing entry Please see the step by step instructions on the following pages 76 Instructions Select the employee named Allen from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields Using your mouse click on the COPY 1 button The system will make one copy of your selected line To easily identify the copied line the text will appear in blue To make changes to the pay period end date click on the down arrow next to the Period End field located in the override area of the DETAIL ENTRY SCREEN END DATE 06 30 07 09 08 07 08 31 07 08 25 07 07 31 07 For this activity choose the pay per
33. as vacation sick comp time etc Only overtime to be paid either standard or premium must be positive time reported Monthly employees are paid on the first day of the month following the pay period unless the first falls on a non work day then payday will be the last working day of the pay period month December earnings are always paid on the first working day of January The standard workweek is Monday to Sunday PERIOD pay period begin and end dates ENTRY begin and end date for time entry PAY paydate for this pay period HRS standard number of working hours for pay period 22 TIMEKEEPER CODE This code is assigned to departmental timekeepers primary or backup authorized to perform time entry for specified employees Only employees with the same timekeeper code on the Employee Database EDB will be listed for time entry The employee s EDB record is maintained by their home departmental PPS preparer Please consult your departmental PPS contact for information SPECIAL Click on this button to create a special time entry for an employee with a timekeeper code for which you are not the authorized timekeeper You must have some affiliation to the employee s EDB record before you will be allowed access This was discussed in Security and System Access You may also consult your departmental PPS contact for affiliation requirements SIGN OFF Click on this button to sign off the timekeeping application To completely log out
34. aset Enter your training userid in the USERNAME field Tab or click in the PASSWORD field and enter your training password which will be provided by the instructor Click on the SIGN ON button to proceed to the Timekeeping Menu page 20 Timekeeper Select Screen From this screen you will select pay cycle for which you wish to key time either Biweekly or Monthly The current active pay period will be marked by an asterik You also have the option of reviewing time entered for previous pay periods just click the down arrow to see the previous periods from which you can choose You can only view prior pay period data Any changes should be keyed on the current pay period as an adjustment to a prior pay period Sign Off Help Blink Home Search Blink Timekeeping Training Timekeeper Id 000601 99 DEPT 601 Reports and Timesheets Payroll Training Payroll Users Manual Bi Weekly Select Period Delegation Form Monthly Select Period Select All Unselect All Special Period Note Detail Quick Enty 1 5 PRIOR CURRENT TOTAL TOTAL GEN ABE UPDATED UPDATED HOURS PERCENT Addtolist With Hours Timesheets Clear List U W O Hours 0 Blank TIMEKEEPER SELECT SCREEN DIAGRAM 21 Select Timekeeper Code from the Timekeeper Id drop down list Most timekeepers will only have one code from which to choose while others may hav
35. dy for you to enter time You can also copy these lines just as you would any other pay reporting line Employee Distributions Fields amp Buttons NAME The employee s name Last First MI as it appears in PPS ID The employee s identification number that is generated by PPS TRANSFER BUTTON Click on this button after selecting a changed distribution line to transfer the changed data into the Online Timekeeping system CANCEL BUTTON Click on this button to exit the Employee Distributions screen and return to the Detail Entry screen without transferring any changed pay data DISTRIBUTION INFORMATION The employee distribution pay data and related fields are populated by PPS Any questions related to this information should be directed to your departmental PPS contact Participant Activity 5 Working with PPS Refreshed Data While finishing your Monthly time entries you notice that Allen has an asterisk flag next to his name on the Employee Selection screen You have also just been informed that Allen has a new fund source and you need to 54 report 16 00 hours of Straight Overtime for this monthly pay period The following steps will guide you through transferring the changed data and keying the new hours for Allen l Proceed on your own to the DETAIL ENTRY SCREEN for your employee named Allen 2 From the DETAIL ENTRY SCREEN click on the EMPL button 3 The system should now be displaying the EMPLOYEE DISTRI
36. e UCSD Blink Web site dedicated to information about and the use of the UCSD Online Timekeeping system It can be located at the following address http blink ucsd edu finance payroll timekeeping index html The Online Timekeeping system was specifically designed for the UCSD campus From the beginning departmental staff were consulted and actually active members of the development team They were very instrumental in making the system features beneficial and easy to use Whether you are an existing timekeeper or a new one we believe you will find both the system and training a positive experience that will help you be successful and productive Following this introduction you will find the Training Workshop The material contains system information demonstrations and hands on activities for each training module in the workshop A table of contents and index have been included to help you quickly locate information within the Training Workshop Following the workshop modules you will find additional quick reference tools and resources including Payroll Specialist Directory This reference provides the phone numbers and e mail addresses of payroll staff that can assist you The following conventions apply throughout the Online Timekeeping Training Workshop Symbolizes a Helpful Hint or Shortcut Note this reference Not Advised Could result in serious repercussions o Ao Contact a Payroll Specialist for
37. e several You will only be able to access employees for which you are an authorized timekeeper An individual employee s timekeeper code is assigned and maintained by the employee s home department in the Payroll Personnel System PPS Please consult your departmental PPS contact for assistance After selecting the pay period desired the list of employees with selected codes will be displayed Click the Special button to complete a special entry for an employee which you are not the authorized timekeeper You will need to have affiliation to the employee s record as discussed earlier in this module under Security and System Access Timekeeper Select Fields amp Buttons BIWEEKLY Pay cycle for general assistance employees These employees are Positive Time Reported which means all hours that they are to be compensated for must be key entered otherwise they will not be paid Biweekly employees are paid every other Wednesday 11 days following the end of the pay period The standard workweek is Sunday to Saturday PERIOD pay period begin and end dates ENTRY begin and end date for time entry PAY paydate for this pay period HRS standard number of working hours for pay period MONTHLY Pay cycle for salary roll employees typically on staff and academic titles These employees are Exception Time Reported which means they only report exceptions to their regular time or standard hours Exceptions are considered approved absences such
38. ee s PPS data file Questions pertaining to PPS information should be directed to your departmental PPS contact 60 Participant Activity 6 I ll Have the Special of the Day You have just been informed by your department that they have hired Theodore for additional employment for the next six months Theodore is currently a casual employee in the Architecture Department which is his Home Department Your departmental PPS preparer is just entering his appointment and distribution data into PPS Theodore will be a Staff Research Associate title code 9612 and he will be paid a monthly rate of 2516 67 on the fund source 0005 69750 2 His description of service code DOS is REG Because the Online Timekeeping database is refreshed once every 24 hours with PPS updates his record will not be flagged for the PPS updates until tomorrow You will need to create a Special Pay Entry to pay Theodore for the time he has worked in your department for this pay period because today is the deadline to key time into the system Theodore worked 62 00 Regular hours for the Monthly Pay Period 09 01 907 to 09 30 07 The following steps will guide you through creating a Special for Theodore s time entry 1 Proceed by clicking on the SPECIAL button located on the TIMEKEEPER SELECT or DETAIL ENTRY SCREEN The system will then display the SPECIAL WINDOW 2 Enter the employee identification number for Theodore located on your class t
39. entered here 44 NN OTHER CODE The other code field allows you to select an Other Hours Code from a predefined drop down list see diagram below For a list of other other hours codes refer to page 32 in module 4 A Admin Leave H Holiday Pay J Jury Duty M Military Leave L Other Leave Comp t Earned Z Comp 4 Payoff T Comp 4 Used C St Cmp Earned P St Cmp Payoff D St Cmp Used W Wrkr Cmp Leaw B Voting Time Off K TRIP Hrs Usage RA Enter an A in this field to indicate a retroactive pay rate adjustment for sub 2 employees only Retroactive pay adjustments for sub 0 and sub 1 employees are processed by the Payroll Personnel System PPS consult your departmental PPS contact for more information W This field is used to indicate a Work study pay block and should be used for student employment only F Federal funding S State finding I Institutional funding 45 Action Buttons Empl Prev next Update Copy 1 Copy All Remove DETAIL ACTION BUTTONS DIAGRAM SPCL BUTTON Clicking on this button will initiate the Special Window to create a special pay for an employee Note you must have access to an employee s record to complete a special time entry EMPL BUTTON Clicking on this button will initiate the Employee Distributions screen where you can transfer changed PPS data into the Online Timekeeping system Refer to PPS Database C
40. er generated by PPS This data field cannot be changed INDEX SUB Indicates the employee s index funding source and sub account type for the pay reporting line This data field can be overridden on the Detail Entry screen W Workstudy code which indicates a PPS workstudy distribution F federal funding S state funding or I institutional funding This field can be overridden on the Detail Entry screen 33 DOS Description of Service code that indicates the type of service or time to be reported against the departmental funding source for this pay reporting line This data field can be overridden on the Detail Entry screen PAY RATE Indicates the rate of pay for this pay reporting line Biweekly rates are expressed as and hourly pay rate Salaried employees are expressed as a monthly pay rate or 1 12 th of their annual rate This data field can be overridden on the Detail Entry screen SICK Sick leave hours entered for this pay reporting line Hours entered in this field will reduce the employee s sick leave balance accordingly and will create pay for sub 2 employees VAC Vacation leave hours entered for this pay reporting line Hours entered in this field will reduce the employee s vacation leave balance accordingly and will create pay for sub 2 employees REG Regular hours actual or estimated entered in order to create pay for positive time reported sub 2 employees It is not necessary to enter hours for monthly
41. es pay for sub 2 Jury Duty creates pay for sub 2 Furlough Time Used creates pay for sub 2 and for all employees reduces the employee s Furlough Time Off balance by the number of hours reported Other Leave with Pay creates pay for sub 2 Military leave with Pay creates pay for sub 2 No Pay Absence without Pay used only with sub 1 salaried employees to reduce their number of regular hours to be paid should not be used for sub 0 Academic employees Straight Compensatory Time Payoff Used to pay employees for Straight Comp Time balance when separating from UCSD or upon transfer to another department Creates pay for all employees and deducts the reported time from the employee s Comp balance on LASR Premium Compensatory Time Used creates pay for sub 2 and for all employees reduces the employee s CMP balance on the LASR by the number of hours reported Worker s Compensation Leave creates pay for sub 2 and should only be entered upon advice of the Departmental Business Office and or Payroll Office 35 Premium Compensatory Time Earned hours must be converted to time and a half before entering for example 4 premium comp hours worked Q X would be converted and entered as 6 hours does not create pay for any employee but adds the reported hours to the employee s CMP balance on the LASR Premium Compensatory Time Payoff Used to pay employees for Premium Comp Time balance when separating from Z UCSD or upon t
42. exception time reported employees sub 0 sub 1 OT Straight overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the employee s regular rate of pay Overtime hours worked for comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below P OT Premium overtime hours entered to create pay for eligible employees on all sub account types Hours reported will be paid at the premium rate of time and one half according to the Fair Labor Standards Act and the appropriate labor contracts most cases this means any hours actually worked in excess of the employee s standard 40 hour work week Premium overtime hours worked for premium comp time purposes should not be reported here but in the other hours field using the appropriate other hours code see below OTHER CD Other hours and code fields allow you to enter time for all other purposes as described on the next page A Administrative Leave with Pay creates pay for sub 2 B Voting Time Off creates pay for sub 2 34 Straight Compensatory Time Earned does not create for any employee but adds the hours reported to increase the employee s Comp balance on the LASR Straight Compensatory Time Used creates pay for sub 2 and for all employees reduces employee s Comp balance on the LASR by the number of hours reported Holiday Time creat
43. flags are on which screen Employee List Screen The asterisk symbol indicates that appointment or distribution data was added changed and or deleted on the employee s record in PPS T The plus symbol indicates that the employee was not originally extracted on the employee list and was added or reactivated in PPS virgule forward slash symbol indicates that the employee was added to PPS and also appointment or distribution updates Detail Entry Screen The Changed or Added flag appears in the Pay Period header information between the Total Pct field and the Quick button Employee Distributions Screen When you click on the Employee button from the Detail Entry screen you will see the Employee Distributions screen This screen will show what data information was added changed or deleted from the Payroll Personnel System PPS as indicated by the chged or added marker on the Detail Entry screen or the PPS flags preceding the employee s name on the Employee List screen If you have a question or need more information as to why the employee data has been updated please consult your departmental PPS contact See sample diagram of the Employee Distributions screen on the next page 22 D Timekeeping Training 000620 99 Monthly Name Empl ID XUAN ALLEN 918175 Period 09 01 07 09 30 07 Total Hrs 168 00 RATE INDEX FUND TITLE DOS Total Pct 100 00 PCT FXDHR END DATE S
44. hanges for more detailed information PREV BUTTON Clicking on this button will return you to the Detail Entry screen for the previous employee NEXT BUTTON Clicking on this button will move you to the Detail Entry screen for the next employee UPDATE BUTTON Clicking on this button updates and saves the data entered You will see the message Update Completed COPY 1 BUTTON Clicking on this button will make one copy of the selected pay reporting line Text on the copied line will appear in red COPY ALL BUTTON Clicking on this button will make one copy of all pay reporting lines and the copied lines will be assigned the prior pay period end date Text on the copied line s will appear in red REMOVE BUTTON Clicking on this button removes the selected copied pay reporting line System Generated lines cannot be removed CANCEL BUTTON Clicking on this button will cancel all current pay entries for this employee since the last update 46 Copying Pay Reporting Lines Copy 1 Very useful functions if you need to key an adjustment for a prior pay period are the Copy buttons It is also beneficial if you need to enter time for more than one Other Hours Code If you would like to remove a pay reporting line just click on the Remove button COPY 1 Choosing this button will make one copy of the selected pay reporting line COPY ALL Choosing this button will make one copy of all pay re
45. iod end date 06 30 07 To reverse the 8 hours of vacation previously reported move your cursor to the Vac field and key 8 00 hours note negative hours entries should be reported using the minus sign To report regular hours to offset the negative vacation hours move the cursor to the Reg field and key 8 00 hours TI When you have finished your entries for this employee click on the UPDATE button to save all of the entries The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index s etc may vary UCSD Timekeeping Training Sign Off Help Blink Home Search Blink 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pct EVER fm XUAN ALLEN 918175 168 00 100 00 e Quick Entry Bst INDEX FUND TITLE DOS RATE PCT FXDHR END DATE SICK VAC REG OT POT OTHER 0 CODE RA W I DEPTREF ATXOOOL 07427A 1 4723 REG 3000 00 M 0 0000 Special Empl Updated Successfully 0 00 06 30 07 0 00 8 00 8 00 0 00 0 00 0 00 Update 1 All Cancel 78 Retroactive Adjustment of Hours Previously Paid EXAMPLE For this activity use the Monthly employee from your class worksheet named Jolene 100 split funded employee received a merit increase from 2516 67 month
46. m FUND Indicates the six digit funding source that is derived and linked to the Index code This field cannot be overridden SUB Indicates the employees single digit subaccount number Academic Titles 0 Staff Titles 1 General Assistance Titles 2 TITLE Indicates employee s four digit title code in reference to the employee s appointment classification Hovering over it displays the employee s job description as related to the Title code DOS Indicates the employee s Description of Service code for the type of service or time to be reported against the departmental funding source or Index RATE Indicates the rate of pay Biweekly rates are expressed as an hourly pay rate Salaried employees are expressed as a monthly pay rate or 1 12 th of their annual rate H M Indicates the rate type M Monthly H Hourly PERCENT Indicates the pay percentage for this pay reporting block and is always expressed to the fourth decimal This field cannot be overridden FIXED HOURS Indicates fixed percentage hour equivalent This field cannot be overridden Clicking on this field will auto enter the fixed number of hours into the REG field of the pay reporting line for Sub 2 employees PERIOD END Indicates the last day of the specified pay period 43 SICK Sick leave hours field Hours entered in this field will reduce the employee s sick leave balance accordingly and will create pay for sub 2 employees VAC
47. make sure you click on the red X on the blue bar in EmployeeLink or close all browser windows This will prevent any unauthorized access to the system using your id 23 Pay Period Note Screen Period Hote IE Tr oe Th ndr g e a dlin For this L Pay Period i Tus c m ptember F Soot Please ens ura th at ycr x pr dcag i como pelete by tha end oF Bus im this date E E H OGLI ea a c Elease r to calculate h olid ay Pay For eligible e2eroplove For th Labor E avy Holiday Monday eptember Select theae appropriate oF h clid Il hour ko pay frora the chart below after determining the murmber ort ura th m pl o y nc pay tatu Fr ma FOS to Sri SrO Cthi i r M ca de Sick Leave cS bio and o Cee eS Tim e usage report holiday haur om th p gx p Frist Pay period a a cda ent iF ne ces s ary Ec c pag Ee E REP GRAT H GOL gt Hele S THE PAv PER I gt DO THE sy O T CURAR R ED aes Se Haor F ns tati PAY PERIOD NOTE WINDOW DIAGRAM Prior to moving on to the time entry screens you will may be prompted with the Pay Period Note window Here you will find important inf
48. ng line is greater than the amount of the PRQ pay reporting line the difference will result in payment equal to that amount 82 Instructions Select the employee named Karen from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using your mouse select the first Perquisite distribution pay line it should have a PRF or PRQ description of service code and click in the Rate field located below in the override area of the screen This is where you want to enter the Perquisite value or cost dollar amount For the example click the Rate field of the Perquisite pay reporting line with the PRF description of service code DOS Next delete the 00 rate and enter the perquisite value amount of 500 00 dollars Continue your entries by clicking in the Rate field of the next Perquisite pay reporting line with the PRQ description of service code DOS Again delete the 00 rate and enter the perquisite cost amount of 500 00 dollars When you have finished the rate entries for this employee click on the UPDATE button to complete the Perquisite entries The sample DETAIL ENTRY SCREEN on the next page shows how the completed Perquisite reported entries for Karen should appear Note some of the information such as employee name index es etc may vary 83 UCSD Timekeeping Training 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 0
49. nistrator 16 See DSA Description of service code 30 40 43 Detail entry button 30 Detail entry screen 35 50 51 Distribution 25 Distribution information 52 DOS 30 40 43 DSA 16 See Departmental security administrator Duc 43 Index 105 EmpID 24 39 Empl button 37 45 Employee distribution screen 37 50 Employee ID 24 39 Employee identification number 52 56 Employee list headings 24 Employee list screen 22 50 57 100 Employee name 30 39 52 Employee reporting lines 30 End date 40 Entering a by agreement 67 Entering a perquisite 85 Entering a retroactive adjustment of hours 81 Entering a special 63 Entering leave usage 74 Entering or reversing previously reported leave 77 Entering retroactive leave usage 70 Entering title code and rate changes 92 Erase tool 23 ERC 43 Exception time reporting 11 Exit 30 39 Extraction 12 See Payroll personnel system Database F Fair labor standards act 31 Fixed hours 43 Flags 50 See PPS PPS database flags Database Fund 42 G General assistance 11 42 H H M 42 Holiday time 32 Home department 57 Hourly 11 42 Hours 24 39 How to correct negative comp time balances 92 How to enter a by agreement 67 How to entera perquisite 85 How to enter a retroactive adjustment of hours 81 How to enter a special 63 How to enter leave usage 74 106 How to enter retroactive leave usage 70 How to enter tile code and rate changes 96 How t
50. nk Timekeeping Training 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 RUAN ANTONIO WR e INDEX FUND TITLE DOS RATE PCT END DATE SICK VAC REG OT POT OTHER 0 CODE RA W I DEPTREF NEED 1 AT40001 07427A 0 3240 REG 2431 00 M 0 0000 0 00 08 31 07 0 00 2400 24 00 0 00 000 000 a Special Empl Update Copy 1 Copy All Remove Cancel Update Updated Successfully 72 Leave Usage Entry EXAMPLE For this activity use the Biweekly employee from your class worksheet named Frances note that there may be 38 50 regular hours that were entered in a previous activity In the current month the employee used 4 00 hours of sick leave 2 00 straight comp time Since all these hours create pay for Sub 2 employees the total of all the leave usage hours and the regular hours worked must equal the amount of hours to be paid These hours will not affect pay for exception time employees Sub 1 and 0 Please see the step by step instructions on the following pages 73 1 Instructions Select the employee named Frances from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields TO REPORT LEAVE USAGE HOURS USED FOR SUB 2 EMPLOYEES Move your cu
51. o report the hours by clicking on any of the hours reporting fields Using your mouse click on the COPY ALL button The system will make one copy of each of the pay reporting lines and each of the copied lines will have the previous pay period end date For this activity the end date is 08 31 07 To easily identify the copied lines the end date text will appear active First click in the VAC field of the copied pay reporting line for the index 0002 2000 2 and enter 20 00 hours Then move to the Reg field and enter lt 20 00 gt hours note to enter negative hours use the minus sign Click on or move to the second copied pay reporting line with the index A X0002 1990A 2 and click on the Index field of the override area Delete the current index information and enter 0004 this was where the vacation was previously reported Tab to move the cursor to the Vacation field and enter lt 20 00 gt again to enter negative hours use the minus sign Tab the cursor to the Reg Hrs field and enter the offsetting 20 00 hours When you have finished your entries for this employee click on the UPDATE button to save all of the entries 86 8 The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index s etc may vary Sign Off Help Blink Home Timekeeping Training 000620 99 Detail Entry Monthl
52. o reverse previously reported leave usage 77 How to transfer vacation credit 88 ID 16 30 52 Index 30 40 42 Index description 42 Jury duty 32 K no entries L Leave usage entries 74 Logging off the system 111 Logon 16 57 See Access Lookup 108 109 Lookup search menu 108 M Military leave 32 Monthly 11 42 monthly 18 Name 24 39 52 Next 36 Next button 45 No pay 32 0 0T 31 41 Other cd 31 41 44 Other hours 31 32 33 41 Other hours code 31 41 44 Otherleave 32 See Other hours Override 42 Override area 42 Overtime 31 41 44 107 P POT 42 Paid overtime eligibility indicator 42 Password 16 cycle 18 period end date 40 42 Pay period information 30 39 Pay period note screen 19 Pay reporting lines 30 36 40 Paydays 11 Payrate 31 40 42 Payroll office 10 12 Payroll Personnel System See PPS Database Payroll specialist directory 114 Percent 24 39 43 Period end 42 Perquisite reporting 85 PET 88 Phone directory 114 Positive time reporting 11 PPS 10 15 17 25 37 50 57 See also Payroll personnel system Database PPS database flags 25 50 See Flags Database PPS updates 25 50 Premium comp time 32 33 Premium overtime 31 41 44 Prev 36 Prev button 45 Print 104 Printtool 23 Printing 100 Prior updated 24 Production calendar 16 See also Calendar PTRs See timesheet Q Quantity tool 23 Quick entry button 39 Quick entry screen 29 R
53. of Adelina Ludwig Aileen Serrano Anne Pratarelli Anne Winterton Ben Manuel Carmen Puente Coleen Griffen Eric Holmes George Gomez Gloria Poon Jennifer Farrell Judy Garnet Karen Yamada Amos Loida Alberter Nini Cruz Paul Rodriguez Pearl Trinidad Remy Razon Shiela Carlson and Tom Pirolli participated in Alpha and Beta testing Other Contributors ACT Payroll Systems Ron Block Dee Chilcoat Ben Hodson Rick Espinosa ACT Security Ron Campnell Everett Stauffer Chair and Sponsor Sally Brainerd Payroll Manager Business amp Financial Services Don Larson Assistant Vice Chancellor Business amp Financial Services This page intentionally left blank Introduction module one System Overview module two System Features and Logon module three Employee Selection and Navigation module four Quick and Detailed Time Entry module five PPS Database Updates module six Special Pay Entry module seven Time Entry Activities module eight Printing Timesheets and Reports reference and index 14 25 32 52 58 64 96 105 introduction Introduction Welcome to the UCSD Online Timekeeping Training Workshop This material was designed to help you become an effective timekeeper and understand key concepts of the Online Timekeeping system It is not intended to be a substitute for your hands on training or experience In addition to this Training Workshop there is a complete electronic facility on th
54. old rates The employee was already paid their original rate for the monthly pay period ending 08 31 907 We just want to pay the difference on this monthly pay period After you have completed the rate overide move your cursor to any of the hours entry fields Reg Vac Other etc to report the hours affected by the retroactive change In this example key 4 00 hours in the VAC field 80 00 hours in the Reg field These hours represent the time that was originally reported for the monthly pay period ending 08 31 07 Move your cursor to the RA field of the override area and key the letter A This is to indicate the retroactive rate adjustment Now you need to enter the retroactive rate adjustment for the additional funding source repeat steps 4 through 7 80 9 When you have finished your entries for this employee click on the UPDATE button to save all of the entries 10 The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index s etc may vary UCSD Sign Off Help BlinkHome Search Blink Timekeeping Training 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pct XUAN JOLENE 952290 0 00 0 00 Quek Entry INDEX FUND TITLE DOS RATE PCT FXDHR END DATE SICK VAC REG OT POT OTHER 0 CODE RA W I DEPTREF 002 19
55. ormation related to the pay period which you selected The pay period details will be displayed again in the fields at the top of the screen It is essential to review the information because it may affect your timekeeping entries If there is no pay period note information for the pay period you have selected then you will not see the Pay Period Note window Once you have reviewed the information click the OK button to continue 24 Employee Selection and Navigation module three Employee List Screen Decoding the Buttons Employee List Headings PPS Database Flags Participant Activity 2 25 Employee List Screen UCSD Sign Off Help BlinkHome Search Blink Timekeeping Training B lin k Tools Timekeeping Timekeeper Id 000620 99 DEPT 620 1 Reports and Timesheets Payroll Training Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 v Payroll Users Manual Bi Weekly Select Period v Delegation Form TimekeeperCode Administration Select All Unselect All Special Detail Quick Entry Timekeeping Calendar reas __ mT T S PRIOR CURRENT TOTAL TOTAL GEN SERE UPDATED UPDATED HOURS PERCENT 1 XUAN ALLEN 918175 No Yes 168 00 100 00 0 XUAN ANTONIO 928790 No 168 00 100 00 1 XUAN CARMEN 950675 Yes Yes 5 00 2 98 0 XUAN CELINE 950790 Yes 168 00 100 00 0 XUAN JOLENE 952290 Yes Yes 0 00 0 00 0 RUAN KA
56. otal number of working hours for the given monthly pay period otherwise the default is 0 00 TOTAL PERCENT The percentage of time based on the number of hours reported for Subl and Sub2 employees in relation to the total number of hours in the pay period excluding overtime or comp time hours For full time salaried employees the percentage will default to 100 00 otherwise the default is 0 00 28 PPS Database Flags REVELLE ALLEN Note the preceding the employee Allen Revelle This is an indicator flag to alert you of any Payroll Personnel System PPS updates to an employee s record since you first loaded the extraction file The data in the Online Timekeeping system is refreshed every 24 hours For example if you had started keying time for a number of employees and went back a day later to finish your entries any employees with PPS data updates would now be flagged indicating that a change had occurred There are 3 different flag symbols representing the types of changes The following legend defines each symbol The asterisk symbol indicates that appointment or distribution data was added changed and or deleted on the employee s record in PPS The plus symbol indicates that the employee was not originally extracted on the employee list and was added or reactivated in PPS The virgule forward slash symbol indicates that the employee was added to PPS and also appointment or distribution updates Participant
57. ou are not the authorized timekeeper For example Kathy works in department x and also works for your department let s call it y Her Timekeeper Code is assigned to the timekeeper for department X and for security purposes only timekeeper x would be able to enter time for Kathy This would not work very well if you had to send timekeeper x Kathy s timesheet in order for her time to be entered So the system allows you to create a special so that you are able to enter the time In order for you to complete the special your department must have some affiliation to the employee s file please read security issues below Security Issues We know that this information was covered previously but we thought that it would be a good idea to review it once again All timekeepers are assigned valid timekeeper code s for which they have been delegated the responsibility by their department All employees working at UCSD must have a valid timekeeper code which is assigned and maintained in the Payroll Personnel System PPS by the employee s home department Access to the employee s time record will only be granted to the employee s assigned timekeeper If you are not the employee s assigned timekeeper the system will allow you to create a special entry if you meet the following criteria a your department is set up in PPS with home department access or b your department has a current or previous appointment on the employ
58. pay period is activated for time entry To complete time entries for these employees you will need to add them as a Special Refer to Module 6 for more information TIMESHEETS This button will initiate the timesheet printing process Refer to Module 8 for more detailed information about printing timesheets O with Hours Timesheets J W O Hours Blank 1 With Hours prints timesheets with entered hours 2 W O Hours prints timesheets without entered hours Select this option to print timesheets at the beginning of a pay period 3 Blank prints a blank timesheet with no employee information 27 Employee List Headings 1 PRIOR CURRENT TOTAL TOTAL GEN MAE UPDATED UPDATED HOURS PERCENT EMPLOYEE LIST HEADINGS DIAGRAM T S GEN Number of timesheets generated for employee PPS FLAG Symbol indicating a PPS Update to employee s record See next page for detailed information NAME The employee s name Last First MI EMPLOYEE ID The employee s identification number generated by PPS PRIOR UPDATED Yes or No Indicates if the employee s file has an update for a prior pay period CURRENT UPDATED Yes or No Indicates if the employee s file has an update for the current pay period TOTAL HOURS This value represents the total number of hours for which the employee is to receive compensation or reported comp time For full time salaried employees this field will default to the t
59. pdated by authorized departmental PPS preparers It is the responsibility of the employee s Home or Authorized Department to maintain accurate information regarding the employee s employment status and any changes thereto in the PPS employee database Throughout this Training Workshop you find many references to the PPS database and its impact on Online Timekeeping data Please consult your departmental PPS contact first with any questions in reference to PPS The Payroll Office will also be available to answer general questions related to the system Production Calendar A production calendar providing pay period schedules and deadlines is available for you to view on the Online Timekeeping website located at http blink ucsd edu finance payroll timekeeping deadline html Note dates are subject to change 14 System Features and Logon module two Security amp System Access System Login Participant Activity 1 Timekeeper Select Screen Pay Period Note Screen Security and System Access Please be aware that the UCSD Online Timekeeping system is secure to protect both the University and its employees from unauthorized use To use the system you must have completed this training class and be an active authorized timekeeper All timekeepers are assigned access to a valid timekeeper code s for which they have been delegated the responsibility by their department All employees working at UCSD must have a valid
60. porting lines and the copied lines will be assigned the prior pay period end date See the sample of this function in the diagram below INDER FUND TITLE 005 982 REG 139004 2 3612 REG p D MIN 982 REG 139004 2 9612 REG Ha ak RATE 2916 67 2916 67 250 00 2916 67 2916 67 FADAR 900 Ui i000 900 JU 000 400 10 Y Y Y 08 2007 00 VAC REG 07 OTHER 0 CODE M W I DEPTREF 07 COPY WINDOW DIAGRAM 47 Participant Activity 4 Detail Screen Time Entry In this activity you enter time for a 100 percent career Exception Time Reported employee Sub 1 paid monthly You will use the employee on your class list named Celine For the monthly pay period ending August 31 2007 Celine took a week of vacation 40 00 hours however it was not reported It must now be reported on the current monthly pay period as an adjustment to a prior pay period The following steps will guide you through this activity 1 Click on your training timekeeper code in the window to highlight it From the TIMEKEEPER SELECT SCREEN choose the Monthly pay period 09 01 07 09 30 07 From the EMPL
61. raining worksheet under Specials in the Employee ID or Name field Now click on the OK button 3 The system will return to the DETAIL ENTRY SCREEN and display the Pay Information for Theodore 61 10 11 12 Click on any current pay reporting line and then click the COPY 1 button The pay reporting line will be copied to a new reporting line with the same information and current pay period end date Click on the copied line to select it it should be highlighted in blue Now click in the Index field on the DETAIL ENTRY SCREEN Delete the existing index and key Theodore s new index 0005 in the field Use the Tab key to advance to the Sub field and enter 2 Continue by moving to the Title field where you will delete the existing title code and enter 96127 Proceed to the Rate field and replace the existing monthly pay rate with 2516 67 and make sure there is an M in the H M field Next you will advance to the DOS field and enter the description of service code Use the Tab key to move to the Reg Hrs field and enter the 62 00 Regular Hours for Theodore Click on the UPDATE button to update the entry and receive the message Update Completed You will be going to lunch very soon 62 Time Entry Activities module seven Special Payroll By Agreement Payment Retroactive Leave Usage Leave Usage Reversing Previously Reported Leave Usage Retroactive Adj
62. ransfer to another department Creates pay for all employees and deducts the reported time from the employee s balance on LASR These codes are mandatory nonproductive codes for hospital funded 63XXX use and optional nonproductive codes for campus funded use as approved by the Accounting Office Participant Activity 3 Quick Screen Time Entry In this activity you enter time for two student employees in your department Frances and Mitch They are General Assistance Sub 2 and Positive Time Reported For the Biweekly pay period 08 26 07 to 09 08 07 Frances worked 38 50 Regular Hours and Mitch worked 24 00 Regular Hours plus 4 00 Straight Overtime Hours The following steps will guide you through this activity Click on your training timekeeper code in the window to highlight it Choose the Biweekly pay period 08 26 07 09 08 07 From the EMPLOYEE LIST SCREEN select the employees Frances and Mitch Then click on the QUICK button 36 The QUICK ENTRY SCREEN should now be displayed with Frances and Mitch appearing in the time entry window Click on the Pay Line for Frances under the heading Reg and enter 38 50 in the Regular Hours field Note the pay line you are working on is highlighted in blue Now use the TAB key to advance through fields until you move down to Mitch s Pay Line Note the system updates the entered hours and advises with a message after you leave a pay reporting line
63. returned to the Detail Entry screen where this employee s information will be displayed provided you have access to the employee s file see security issues on the next page UCSD Timekeeping Training Tools Timekeeping Timekeeper Id 000620 99 DEPT 620 Reports and Timesheets Cuo Payroll Training Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 10 01 07 Hrs 168 00 v Payroll Users Manual Bi Weekly Select Period Delegation Form Timekeeper Code Administration Select All Unselect All special Detail Quick Entry Timekeeping Calendar E T S PRIOR CURRENT TOTAL TOTAL GENI EMPLID UPDATED UPDATED HOURS PERCENT XUAN ALLEN 918175 Yes Yes 168 00 100 00 XUAN ANTONIO 168 00 100 00 Special XUAN CARMEN 5 00 2 98 XUAN CELINE 168 00 100 00 Employee ID or Name JOLENE 0 00 0 00 XUAN KAREN Xuan David Close 0 00 0 00 XUAN YUSOF 0 00 0 00 th Hours Timesheets W O Hours Clear List Blank SPECIAL WINDOW DIAGRAM 58 The employee will also be added to your Employee List under the selected timekeeper code for this pay period only Note the employee s permanent timekeeper code is determined and maintained by the employee s Home Department in the Payroll Personnel System PPS 29 Why We Need Create Specials There may be times when you need to enter time for an employee that y
64. returned to the timekeeper it should be retained as the formal audit copy per policy Suggestion we have found it helpful to print the timesheets on colored paper so employees are less likely to lose them BLANK TIMESHEET prints a blank timesheet without any employee information or pay reporting line information 96 Acrobat Reader After you have chosen a timesheet format and clicked on the Timesheets button the server will begin processing your timesheet PDF file Another browser window will be opened displaying the timesheet completed message Go to the Time sheets link in the message and click to launch the Acrobat Reader application where your timesheets will be ready for printing In the Acrobat Reader application you can click the printer icon or select file gt print form the menu options to start printing the timesheets Note as this is a resource intensive process you will want to send your timesheet print job to a larger network printer if possible Adobe Acrobat timekeeping6540 990912202056 pdf Iof x T Document Tools View Window la xl gt DOA 0001 01 TIMESHEET Period 09 01 99 09 30 99 Signature Tinekeuper SCOTT n 0962 BFS PAYROLL GENERAL FUND J 955800 23 FEEPHETEEEEEETEFF T T FTT LIT TIR Eq Ks i ee E p ETT H i G EZ Cr PT
65. rmation 51 See PPS Transferring vacation credit entry 88 TRIP 32 U Update 110 Update button 45 Userid 16 39 108 109 Userid date time stamp 39 V Vac 3l Vacation 31 40 43 Voting time 32 Ww Work study program 43 Workers compensation leave 32 workweek 11 WSP 43 WWW 12 X no entries Y no entries 7 no entries 110 111
66. rsor to the Sick hours field and key 4 00 hours next move the cursor to the Other Cd field and key 2 00 hours and Other hours code D If you are not sure which Hours Code to use click your mouse on the down arrow of the Other Code description field located in the override area of the DETAIL ENTRY SCREEN The window will display all the Other Hours Codes from which you can choose A Admin Leave H Holiday Pay J Jury Duty M Military Leave L Other Leave x Comp Earned Z Comp Payoff T Comp 4 Used C St Cmp Earned P St Cmp Payoff D St Cmp Used W Wrkr Crp Leav B Voting Time Off K TRIP Hrs Usage 74 In this activity choose the Other Code Straight Comp Time Used 4 When you have finished your entries for this employee click on the UPDATE button to save all of the entries 5 The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index s etc may vary PUCSD Sign Off Help Search Blink Timekeeping Training Blink 000620 99 Detail Entry Biweekly Period 08 26 07 09 08 07 Entry 09 01 07 09 12 07 Pay 09 19 07 Hrs 80 00 Name Empl ID Total Hrs Total Pct Se FA XUAN FRANCES 951790 6 00 7 50 Quek entry J INDEX FUND TITLE DOS RATE PCT FXDHR END DATE SICK VAC REG oT POT OTHER 0 CODE RA W DEPTREF 4 00 D St Cmp Used Speci
67. the step by step instructions on the following pages 91 Instructions Select the employee named Yusof from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields To report the current month hours move the cursor to the appropriate field Sick Vac Reg OT Prem OT and enter the hours For this example move to the Reg field and enter 168 00 regular hours To change the employees title code click on the Title field in the override area of the DETAIL ENTRY SCREEN and enter the new title code 9701 To change the pay rate click or move to the Rate field of the override area and enter the new pay rate of 2850 00 When you have finished the entries for this employee click on the UPDATE button to complete the leave correction entries The sample DETAIL ENTRY SCREEN on the next page shows how the completed entries for Yusof should appear Note some of the information such as employee name index s etc may vary 92 Sign Off Help Blink Home 000620 99 Detail Entry Monthly Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pct oT fS XUAN YUSOF 957561 168 00 100 00 Leick Enty INDEX FUND TITLE DOS RATE PCT FXDHR ENDDATE SICK VAC POT OTHER 0 CODE RA W I DEPTREF Special Empl Update
68. to complete the By Agreement entry 4 The sample DETAIL ENTRY SCREEN on the next page shows how the completed By Agreement payment entry for Jolene should appear Note some of the information such as employee name index s etc may vary Sign Off Help BlinkHome Search Blink Timekeeping Training 00620 99 Detail Entry Monthly Period 09 0 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pt YUAN JOLENE mm 00 FUND S TITLE DOS RATE C PtT FADHR ENDDATE REG OT OTHER 0 CODE RA W I DEPTREF 74274 2 912 RES 2667 M 05000 84 00 QM 000 000 000 000 199004 2 0 REG 2667 M 05000 84 00 000 000 000 00 000 AEN 69 Retroactive Leave Usage EXAMPLE For this activity use the Monthly employee from your class worksheet named Antonio Twenty four 24 hours of vacation leave was used in a prior period but not reported This example illustrates vacation usage and would apply to all subs both monthly and bi weekly The same method would also be used for retroactive sick leave usage If base salary is paid from more than one fund source reported hours should always equal reversed hours for leave adjustments that are not to affect the employee s pay Note that the period end date for all adjustments MUST be an actual payroll period end date Please see the step b
69. u have seen the Payroll Timekeeping Cycle you can better understand the two pay cycles that occur at UCSD which are Monthly Exempt and Biweekly Non Exempt Please refer to the following chart for their differences MONTHLY EXEMPT BIWEEKLY NON EXEMPT Pay Period st 1 to last day of the month period 80 hours Staff SUB 1 Staff SUB 2 TYPE OF EMPLOYEE 2 Some exceptions for Readers and AND SUB ACCOUNT P Staff Tutors Medical Center Employees SUB 0 Only appointments with accruing leave codes Exception Reporting SUB 1 vacation sick other absences a 3 additional hours TIME REPORTING Exception Reporting vacation sick other REQUIREMENTS absences SUB 2 Positive Pay must report all n hours in order to get paid Positive Pay Ex Effort Reporting Need to report hours in order to be paid WORKWEEK Monday Sunday Sunday Saturday Once per Month The first of the month unless the first is a non work day then payday will be the last Every other Wednesday FREQUENCY working day of the pay month Pay day is 11 days in arrears OF PAY EXCEPTION December earnings are always paid on the first working day of January 26 paychecks per year 12 paychecks per year 13 PPS Database of the data used and populated in the Online Timekeeping system is extraction of the Payroll Personnel System PPS employee database The PPS database is maintained and u
70. ustment of Hours Previously Paid Perquisite Reporting Transferring Vacation Credit When Salary Moved by PET Correcting Negative Comp Time Balances on LASR Title Code and Rate Change for Sub 2 63 Choose Your Activities Modules one through six provided the details on how the Online Timekeeping system operates This module will concentrate on developing skills for actual payroll time reporting There are ten specific time entry activities on the following pages Each activity provides detailed instructions to assist you Complete as many of the entry activities as you can in the allotted time 64 Special Payroll EXAMPLE For this activity use the Employee ID on your class worksheet for the employee named David Eighty 80 00 hours need to be reported for an employee that works in your department but does not belong to your timekeeper code In order for an employee to be listed on your timekeeper Employee List he she must be assigned one of your timekeeper code s in PPS You will still be able to access and report time for employees who are not assigned your timekeeper code provided the employee has an appointment or home department code affiliation with your department To report time for these types of employees you will need to complete a special Please see the step by step instructions on the following pages 65 Instructions Sign on and select your assigned TIMEKEEPER ID code Using your
71. y Please consult your Departmental Security Administrator DSA for more information or visit the ACT AccessLink website A valid username is required in order to access and use the UCSD Online Timekeeping system PASSWORD This code is initially assigned by ACT security when you are authorized to access the UCSD Online Timekeeping production server If you experience problems with your password please contact the ACT help line at 858 534 1853 for assistance 18 Sign Off Help Blink Home Search Blink EmployeeLink Where Do You Want Go v EmployeeLink gt EmployeeLink Monday November 2 2009 Timekeeping Menu Timekeeping Entry Update Preferences Reports and Timesheets Payroll Training Payroll Users Manual Delegation Form MENU PAGE DIAGRAM When you have successfully sign in the Timekeeping Menu page will be loaded in your browser The menu will provide you several options such as links to Timekeeping Entry Timekeeping Reports see Module 8 Payroll Training Payroll User s Manual and Delegation Form For now we want to select the Timekeeping Entry link Clicking this link will launch another browser window where the timekeeping application will begin to load Please be patient as the application may take up to a minute or so to finish loading 19 Participant Activity 1 Let s Sign on to the System 1 Your instructor will assign you your own training dat
72. y Period 09 01 07 09 30 07 Entry 09 01 07 09 22 07 Pay 10 01 07 Hrs 168 00 Name Empl ID Total Hrs Total Pet ERA ax XUAN CARMEN 950675 5 00 2 98 J L3 INDEX FUND 5 TITLE DOS RATE PCT FXDHR END DATE SICK VAC OT POT OTHER 0 CODE RA W I DEPTREF Search Blink 005 20000A 2 6761 REG 2064 00 M 0 5000 84 00 Y 0 00 0 00 5 00 0 00 000 100 C 8t Earned AT40002 19900A 2 6761 REG 2064 00 M 0 5000 84 00 Y 0 00 000 000 000 000 0 00 ATW0001 07427A 2 6761 SDF 95 68 M 0 0000 0 00 08 31 07 0 00 0 00 0 00 0 00 000 000 ATXOOOS 20000A 2 6761 REG 2064 00 M 0 0000 0 00 08 31 07 Y 000 2000 20 00 000 000 0 00 4 MA 004 63000A 2 6761 REG 2064 00 M 0 0000 0 00 08 31 07 000 2000 20 00 0 00 000 0 00 Special Empl Updated Successfully Update Copy 1 Copy All Remove Cancel 87 Correcting Negative Comp Time Balances on LASR EXAMPLE For this activity use the Monthly employee from your class worksheet named Celine note that she may have 40 00 hours of vacation already reported for a prior pay period that you entered from another activity An employee s Leave Activity Summary Report LASR reflects a negative comp time balance because hours were previously reported on the August 2007 monthly pay period using the incorrect Other hours code This employee incorrectly reported 8 00 hours of straight comp time used Other hours code D when it
73. y step instructions on the following pages 70 Instructions Select the employee named Antonio from your EMPLOYEE LIST and proceed to the DETAIL ENTRY SCREEN Using the mouse select the distribution pay line wherein you want to report the hours by clicking on any of the hours reporting fields Using your mouse click on the COPY 1 button The system will make one copy of your selected line To easily identify the copied line the end date text will appear active To make changes to the pay period end date click on the down arrow next to the Period End field located in the override area of the DETAIL ENTRY SCREEN 09 30 07 10 20 07 2 09 08 07 08 31 07 08 25 07 For this activity choose the pay period end date 08 31 07 To report the 24 hours of vacation used in the example move your cursor to the Vac field and key 24 00 hours Make sure you enter the hours on the copied pay reporting line To reverse the hours previously reported to regular time move the cursor to the Reg field and key 24 00 hours Note negative hours entries should be reported using the minus sign When you have finished your entries for this employee click on the UPDATE button to save all of the entries The sample DETAIL ENTRY SCREEN below shows how the completed entry should appear Note some of the information such as employee name index s etc may vary 71 Sign Off BlinkHome Search Bli

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