TL - Timesheets and Time Reporters

GENERAL DESCRIPTION:

This procedure explains timesheets and the time reporter types who use them.

PROCESS CONSIDERATIONS:
  • Faculty/Academic Staff/Limited Appointment (FA/AS/LI) (Unclassified) employees will not be enrolled in Time & Labor and will not report time through timesheets except for FA/AS/LI (Unclassified) Hourly employees.



PROCEDURE STEPS:

Timesheets

There are two types of timesheets: Elapsed and Punch.

1. The following are examples of elapsed and punch timesheets.

  • Example of an elapsed timesheet. The elapsed timesheet defaults to three rows of dates for the two week time period.

    Elapsed Timesheet

    Once reported time has been submitted on the timesheet, the number of rows that have no time reported will go away.

    Elapsed Timesheet
    In this example, reported time is submitted on line one only, so when the timesheet was submitted, rows two and three went away.
  • Example of punch timesheet. The punch timesheet defaults to a list of dates for the two week time period, showing In/Out fields for each date.

    Punch Timesheet

2. The default timesheet view is for a two week time period, defined by the biweekly pay periods.

3. If you want to see the timesheet for a day or week, select the View By drop down and choose the view you want. 
Note: If the employee is a new hire, rehire, returning from a work break, or if the employee had a job change which changed the workgroup from punch to elapsed or elapsed to punch, select View By: Week. Please refer to user procedure TL - Using Timesheet View By for assistance with View By options.

Timesheet View By Options

4. In the View By field, select the day or week that you want to view and click Refresh.

5. If an employee has an assigned work schedule, the schedule hours will be processed automatically by the Time Admin job which runs six times a day (4a, 9a, 11a, 1p, 3p & 8p).

  • Example of an elapsed timesheet with an assigned work schedule.

    Elapsed Timesheet with Schedule

    This example shows an employee with an elapsed timesheet that is scheduled to work 80 hours within the pay period.  Scheduled hours will not appear on the timesheet unless there is a manual update made to the timesheet.  You can quickly identify that an employee has a schedule by the looking at the Scheduled Hours field, if the hours are greater than '0', the employee has a schedule.

    Processed Payable Time

    Once the regularly scheduled Time Admin job (4a, 9a, 11a, 1p, 3p & 8p) has run and processed the scheduled hours to payable time, the Reported Hours will update from '0' to the total payable time processed. (In this example the employee has 80 hours scheduled in the pay period, so Reported Hours is updated to show '80')


    Payable Time Tab

    In addition, once the scheduled hours have been processed by the Time Admin job, the Payable Time tab will show the payable time by day, along with the status of the payable time.  If the Time Admin job has not processed the scheduled hours to payable time, the Payable Time tab will be blank.
  • Example of a punch timesheet with an assigned work schedule.

    Punch Timesheet with Schedule

    You can verify if an employee with a punch timesheet has a schedule by looking at the Scheduled Hours field on the timesheet, if the number is greater than '0', the employee has a schedule.  In addition, if the employee has a schedule, the hours scheduled for each day will appear in the column on the Timesheet called 'Sched Hrs'.

    The default punches on the employee's schedule will not appear on the timesheet unless the timesheet is manually updated.  

    Punch Timesheet Reported Hours

    You can verify that the scheduled hours have been processed by the Time Admin job by looking at the Reported Hours field, if the value is greater than '0', the scheduled hours have been processed.

    Payable Time Tab

    Once the Time Admin job has processed the scheduled hours to payable time, you can verify the status of the payable time by clicking on the Payable Time tab and reviewing the status column.



Time Reporters

There are four types of time reporters who will utilize the timesheet.

  1. Punch positive employees include student help and University Staff Temporary Employment (TE) (Classified LTE) employees. Their timesheets will be the blank punch timesheet. Please refer to TL - Punch Positive Timesheet Entry (Employee & Manager) for more information.
  2. Elapsed positive employees include FA/AS/LI (Unclassified) hourly employees, such as Readers, Graders, and Ad Hoc Program Specialists. Their timesheets will be the blank elapsed timesheet. Please refer to TL - Elapsed Positive Timesheet Entry (Employee & Manager) for more information.

  3. Punch exception employees include University Staff Ongoing (Classified Permanent) nonexempt employees, such as Vet Tech 1 and Food Service Assistant 1. Their timesheets will be the punch timesheet with the populated schedule. Please refer to TL - Punch Exception Timesheet Entry (Employee & Manager) for more information.
  4. Elapsed exception employees include University Staff Ongoing (Classified Permanent) exempt employees, such as IS Network Services Specialist. Their timesheets will be the elapsed timesheet with the populated schedule. Please refer to TL - Elapsed Exception Timesheet Entry (Employee & Manager) for more information.



ADDITIONAL RESOURCES:

Related KBs:

Related Links:
    • N/A



    Keywords:Time entry reporting time entering time timesheet time sheet time recording time reporting punch timesheet elapsed timesheet alternate work weeks   Doc ID:17033
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-02-22 18:00 CSTUpdated:2017-02-22 10:29 CST
    Sites:Human Resource System (HRS)
    Feedback:  1   0