TL - Timesheet Adjustments

GENERAL DESCRIPTION:

After time has been entered on the timesheet, it may be necessary to make changes or corrections to the submitted time. This procedure provides instructions for how to make adjustments to time using the timesheet. If time is entered incorrectly or was entered correctly but needs to be changed, follow these steps to assure the timesheet is properly adjusted. To see how timesheet adjustments change payable time, please refer to step 23 in user procedure 15628.

PROCESS CONSIDERATIONS:
  • There are two MyUW portals, MyUW Madison and MyUW System, which provide all UW employees access to their Personal, Time and Labor, Absence, Payroll, and Benefit information applications (app).  Each app displays personalized employee information stored in the Human Resources System (HRS), as well as links to HRS-Self Service modules and Help information

  • All UW: Employees can access the MyUW System portal at https://my.wisconsin.edu/ using their UW Institutional ID username and password.  On the MyUW System portal, the Timesheet can be accessed through the Timesheet link on the Time and Absence app.

  • UW-Madison: Employees can access the MyUW Madison portal at https://my.wisc.edu/ using their UW-Madison NETID username and password.  On the MyUW Madison portal, the Timesheet can be accessed through the Time and Absence app.



PROCEDURE STEPS:

To perform this procedure, please follow these steps:

  1. Access the timesheet by clicking Manager Self Service > Time Management > Report Time > Timesheet.  

    Timesheet Selection Criteria


  2. The timesheet search criteria page will appear. 
  3. Choose the date of the time adjustment.
  4. Enter a specific employee ID (EmplID), or look up by Last Name and/or First Name. Click Get Employees.

    Timesheet Selection Criteria Best Practice


    Best Practice: When selecting multiple employee timesheets to update, use the Group ID selection criteria only.  Entering in multiple selection criteria can cause some employees to be inadvertently filtered out of the search results.  The use of multiple selection criteria is best used when a Group ID contains over 100 employees.

  5. Click the employee name hyperlink to access the timesheet.

    Click the employee name hyperlink


  6. You are taken to the timesheet. The timesheet page displays the two week period which includes the date for which the time adjustment will be made.

    Timesheet



Entering missed time for the current period

  1. In an elapsed timesheet, if time was not reported for a day, enter the total hours for the day in the corresponding field.

  2. Before change

    Elapsed Timesheet Missing Time

    After change

    Elapsed Timesheet Missing Time

  3. In a punch timesheet, if time was not reported for a day, enter the In and Out times, as applicable. If the employee does not have auto lunch and took a meal break, enter meal times.

    In the example below, time is missing for Tuesday. Enter In/Out times as appropriate.

  4. Before change

    Punch Timesheet Missing Time

    After change

    Punch Timesheet Missing Time

  5. Click Submit to save your changes.


Deleting time for the current period

  1. In the elapsed timesheet, if the day's time needs to be deleted, replace the day's hours with 0.00 hours.

    Before change

    Elapsed Timesheet Missing Time

    After change

    https://kb.wisc.edu/images/group61/15612/9.2Upgrade/KB156129.2TimesheetElapsedRemoveTimeB.png


  2. In the punch timesheet, if the day's time needs to be deleted, click the minus (-) sign at the end of the day's row.

    Punch Timesheet Remove Time


  3. In the punch timesheet, if the day was a scheduled work day but the employee did not report an absence, enter 0.00 hours in the Quantity field.

    Before change

    Punch Timesheet Removing Scheduled Time

    Punch Timesheet Scheduled Time Remove


    Punch Timesheet Scheduled Time Remove


    After change


    Punch Timesheet Scheduled Time Remove

    The only way to remove scheduled hours from and employee's timesheet is to delete the row, select REG00 or REG01 in the TRC field and put '0' in the Qty field.  Just deleting the row will result in the scheduled hours re-populating the timesheet when the timesheet is submitted.

  4. Click Submit to save your changes.


Changing time for the current period

  1. To change time in an elapsed timesheet, replace the current quantify with the corrected quantity.

    Before change

    Elapsed Time Change Time

    After change

    Elapsed Timesheet Change Time
  2. To change time on a punch timesheet, delete the day's In or Out punch time which needs to be modified and replace it with the corrected time.

    Before change

    Punch Timesheet Change Time

    Punch Timesheet Change Time

    Punch Timesheet Change Time

    Punch Timesheet Change Time

    After change

    Punch Timesheet Change Time

  3. If the day's time on the punch timesheet was reported with a Time Reporting Code and Quantity, change either as needed.

    Before change

    Punch Timesheet TRC Change

    After change

    Punch Timesheet TRC Change

  4. Click Submit to save your changes.



Changing a day's time to use multiple Time Reporting Codes

  1. If the elapsed timesheet day's reported hours should be assigned to multiple Time Reporting Codes, add a new row by clicking the plus (+) button at the end of the row.

    Elapsed Timesheet Multiple TRC


  2. Enter the number of hours in the day's field on the new row and select the Time Reporting Code from the drop-down.

    Before change

    Elapsed Timesheet Multiple TRC

    After change

    Elapsed Timesheet Multiple TRC


  3. If the punch timesheet day's reported hours should be assigned to multiple Time Reporting Codes, add a new row by clicking the plus (+) button at the end of the day's row.

    Punch Timesheet Multiple TRC

  4. On the new row, select the Time Reporting Code from the drop-down. Then enter the In time in the first In field and the Out time in the last Out field or enter the number of hours in the Quantity field. (Example: Someone works the regular assigned shift and then is called back to work. The new row will reflect the hours which were worked with the call back TRC selected.)

    Before change

    Punch Timesheet Multiple TRC Row

    After change

    Punch Timesheet Multiple TRC

  5. Click Submit to save your changes.



Changing the meal time

In the punch timesheet, if the assigned schedule includes lunch In/Out punches, modify the day's first Out or second In field to adjust the lunch Out or In time.

1. Click on the '-' button to far right of the timesheet for the row that you wish to change the meal time punches
2. Confirm the deletion of the row
3. Update the timesheet with the all punches, including the updated meal punches.

Before change
Punch Timesheet Change Lunch Break

Punch Timesheet Change Lunch Break

Punch Timesheet Change Lunch Break

Punch Timesheet Change Lunch Break

After change

Punch Timesheet Change Lunch Break

1. If the assigned schedule includes an auto lunch and does not include lunch In/Out punches, modify the day's lunch time by selecting a different lunch time in the timesheet Rule Element 2 field. Scroll to the far right of the timesheet and type the amount of lunch, followed by "_lunch" or "_LUNCH", or click on the Rule Element 2 look up icon to make the selection.

https://kb.wisc.edu/images/group61/shared/9.2_Warning_Sign.png Note: Do not use Rule Element 2 for a lunch selection in an elapsed timesheet.  Rule Element 2 does not work for elapsed time reporters.

Punch Timesheet Auto Lunch Change

Punch Timesheet Auto Lunch Change


Punch Timesheet Auto Lunch Change


Before change

Punch Timesheet Auto Lunch Change

After change

Punch Timesheet Auto Lunch Change

2. Click Submit to save your changes


Choosing Compensatory Time in lieu of paid Overtime for eligible employees


1. In the punch timesheet, to choose Compensatory Time in lieu of paid Overtime, scroll to the far right of the timesheet, enter "comp" or "COMP" in the Rule Element 1 field or click on the Rule Element 1 look up icon to select COMP.   To assure that any overtime is calculated as comp time by the Time Administration job, it is important to select 'COMP' in the Rule Element 1 field on a day within the week that actually contains reported time. Updating the Rule Element 1 field with 'COMP' only needs to be done on one day containing reported time within the week.  You do not have to select 'COMP' on each day showing reported time.

Punch Timesheet Comp Time Update
Punch Timesheet Apply Comp Time
Punch Timesheet Apply Comp Time

2. Comp may be designated on any row containing reported time of a work week with excess of 40 hours. (Note: To designate comp time instead of paid overtime for both weeks, Comp must be designated on one day with reported time for each work week.)

After change
Punch Timesheet Apply Comp Time

After change
Punch Timesheet Apply Comp Time

Comp time designated for both weeks

Punch Timesheet Apply Comp Time

Elapsed Timesheet

  1. In the elapsed timesheet, Comp is not designated with Rule Element 1. Instead, the employee designates Comp time with a Time Reporting Code, ECT10 (Exempt Comp Time Earned 1.0) or ECT15 (Exempt Comp Time Earned 1.5).
  2. Scroll to the right to add a row.

    Elapsed Timesheet Apply Comp Time


  3. Enter the number of overtime hours worked for the appropriate day and select the appropriate TRC.

    Elapsed Timesheet Apply Comp Time


  4. Click Submit to save your changes.


Prior period adjustments

To make time adjustments for a previous time period, on the Timesheet Summary page select the date or period for the adjustment. Use the guidelines listed above to make the timesheet changes.
(Note: Access to prior periods is restricted by roles. Supervisors will be able to make adjustments in a pay period 17 days prior to the current period. Payroll coordinators will be able to make adjustments in a pay period 90 days prior to the current period. HRS Service Center will be able to make adjustments in a pay period 18 months prior to the current period.)

Warning_5.png  NOTE: If time adjustments are made to a prior period, be sure to review exceptions and approve time for the prior period along with processing time for the current period.

If time has been approved and then the employee's time is changed, the adjusted time will create adjustments in payable time which must be approved.  Sometimes these adjusted payable time will be negative, it is very important that all payable time be approved.

In the examples below, two hours per day are approved. Then time on one day is changed to four hours, and time on another day is changed to one hour. After Time Admin runs, the changed times appear in Approve Payable Time details for the amounts of the change and must be approved.


Original payable time to approve

Original Time

Changes made in timesheet: time for one day changed to four hours, and time on another day is changed to one hour.

Payable Time Prior Pay Period


Payable time requiring approval after changes made in the timesheet and after the Time Admin job runs.

After Changes



Verifying time adjustment on payline instead of timesheet

  1. To verify if a payline adjustment was done instead of fixing on the timesheet directly, view the employee's Payable Time Details. Menu Navigation: Manager Self Service>Time Management>View Time>Payable Time Detail 

  2. On the Payable Time Detail Page, enter the Empl ID and click Get Employees.

    Payable Time Detail Page


  3. If payline entries were done, or adjustments were made directly in payroll (off-cycle, check corrections, etc) then a Record Adjustment entry will be reflected on the payable time details page. This is an indicator that a correction has already been completed and that a correction should not be made directly on the timesheet.

    Closed Record Adjustments


  4. The adjustment will also be reflected on the Review Paycheck page for the employee. Navigation: Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck

    Review Paycheck



ADDITIONAL RESOURCES:

Related KBs:

Related Links:
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    Keywords:adjust time correcting time change time correction modify time update time timesheet update timesheet correction adjusting time change meal time change Comp time deleting time splitting time   Doc ID:15612
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2010-11-16 18:00 CSTUpdated:2017-09-15 07:47 CST
    Sites:Human Resource System (HRS)
    Feedback:  5   7