TL - Create and Maintain Time and Labor Security

GENERAL DESCRIPTION:

After an employee is hired into a Job or has a Job change, Time and Labor Security needs to be set up or may need to be updated. Payroll coordinators and approvers need to be assigned to allow for time and/or absence request approval. Time approval is a required step in the payroll process. The maintenance of TL Security will be completed by HR Staff or Payroll Coordinators. This set up will allow the supervisor, backup supervisor, and/or Payroll Coordinators the ability/access to approve employee time or absence request prior to a pay calc. Within TL Security, student differentials, meal deductions, and time and absence entry methods are also assigned.

PROCESS CONSIDERATIONS:
  • N/A



PROCEDURE STEPS:

Navigate to Maintain/Create TL Security

To perform this procedure, please follow these steps:

1. Navigate to: Time and Labor > Enroll Time Reporters > Create (or) Maintain TL Security:

2. Enter the person's Empl ID.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageSelectionCriteriaV2.1.png

3. If this is a NEW employee or if a NEW position is being added for an existing employee, use Create TL Security:

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageSelectionCriteriaV2B.1.png


Reminder:

  • The Create TL Security Data page can only be used for employees that do not have a TL Security page.  
  • When updating an existing TL Security Data page, use the Maintain TL Security Data page.



Create TL Security for New Employee or New Position for an Existing Employee

1. Click in Effective Date field and enter the employee's Start Date. The effective date should equal the employee's hire effective date on Job Data. The effective date will initially be blank until manually updated.

TL Security Page Effective Date

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageSelectionEffDteV2.2.png

2. The Payroll Coordinator field will automatically be defaulted once the effective date is entered.  The default is dependent on the employee’s Campus, Division/Department and Employee Classification combination.  If there isn’t a default defined for the employee’s Campus, Division/Department and Employee Classification combination, the field will remain blank and needs to be entered manually.  To request an update to the existing default payroll coordinator configuration or to have a new configuration set up, please complete the Default Payroll Coordinator Template and submit it to your Affinity Group.

  • To manually enter, click into the Payroll Coordinator field and enter EMPLID. Use the Magnifying Glass to view a list and search for a person. To narrow the search, enter the Last Name and First Name of the Person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).
  • Click the "Plus" button to add another Payroll Coordinator and repeat Search Mechanism or enter the additional EmplIDs.

    https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod5V2.1.png

    https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod6V2.1.png

3. Click the UW Approver field and enter the Empl ID of the intended Time Approver. Use the Magnifying Glass to view a list and search for a person. To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).

  • Click the "Plus" button to add another Approver and repeat Search Mechanism or enter the additional Empl IDs.

4. Click into the UW Approver Backup field and enter the EMPLID of the intended Approver Backup. Use the Magnifying Glass to view a list and search for a person. To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).

  • Click the "Plus" button to add another Backup Approver and repeat Search Mechanism or the additional EmplIDs.
  • As a best practice there should only be one Primary Approver.  All other approvers for the employee should be entered as a Backup Approver.

5.    If Approvers are non UW Staff use the fields for Non UW Approver and Non UW Approver Backup fields (these are usually off campus supervisors who are supervising work study students).

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod7V2.1.png

6. Click the Time Reporter Information tab.
7. Assign Student Differentials, Exam Differentials, and Meal Deductions, if applicable.  Use the Magnifying Glass to view a list and select an appropriate code.

Warning_5.png  NOTE: If an employee's assigned schedule includes a meal deduction, it must be added on this page.  If the employee's schedule changes to exclude the meal deduction, a new row should be added to the TL Security page to exclude the meal deduction.

8. Select a TCD Group, if applicable (this is used by those units using Time Collection Devices).
9. Select a Task Group, if applicable (this is currently being used by only a few units).
10. The Active TL Security check box is checked if the employee is active in Time and Labor.

  • 21 days after an employee has been given a status of ‘Terminated’ in the Job Data record the employee will automatically be removed from the build of the Approver's Static (B-E) Group ID and the Payroll Coordinator's Static ‘A’ Group.  Please refer to TL - Employee Search Options for an overview of Static and Dynamic Group IDs.

11. The employees Time Entry Method will automatically be defaulted once the effective date is entered.  The default is dependent on the employee's Campus/Division/Department and Employee Classification.  If there isn't a default defined for the employee's Campus/Division/Department and Employee Classification combination, the field will remain blank and need to be entered manually.  To request an update to existing Default Time Entry Methods or creation of a new Default Time Entry Method configuration please complete the Default Time Entry Methods template and submit to your Affinity Group.

  • To manually enter , select the employee's Time Entry Method as a TL User and AM User, as applicable.  The TL User options are: Timesheet, Time Clock, Web Clock or None.  The AM User options are AM ESS or None.

    https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageTimeReporterInformationTab.1.png

12. Click the Save button.


To the top

Maintain TL Security for an Existing Employee whose Position has a TL Security Record

For an existing employee whose position already has a TL Security record, use Maintain TL Security:

1. Click the "Plus" button to add a new row.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageUpdateExistingEmpEffDteV2.1.png

TL Security Page Effective Date


2.The Effective Date should be the first day of the pay period whenever possible.  When a new row is inserted on the page, the Effective Date defaults to blank.  If there is an existing TL Security row and corrections or changes need to be made to the row, insert a new row and change the Effective Date to the first day of the pay period.  If the new inserted row has the same Effective Date as the prior row, then the Sequence number will automatically increase by 1.

3.The Payroll Coordinator field will automatically be defaulted once the effective date is entered.  The default is dependent on the employee's Campus, Division/Department and Employee Classification combination.  If there isn't a default defined for the employee's Campus, Division/Department and Employee Classification combination, the field will be populated from the prior effective dated row on the employee's TL Security page.  To request an update to the existing default payroll coordinator configuration or to have a new configuration set up, please complete the Default Payroll Coordinator Template and submit it to your Affinity Group.

  • To manually enter, click the Payroll Coordinator field and enter the EMPLID of the intended coordinator.  Use the Magnifying Glass to view a list and search for a person.  To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).
  • Click the "Plus" button to add another Payroll Coordinator and repeat Search Mechanism or enter the additional EmplIDs.

4.Make changes to the fields for UW Approver and UW Approver Backup as applicable.

  • Enter a new Backup Approver EmplID in an existing blank field if possible.
  • Click the "Plus" button to add another row and repeat Search Mechanism or enter the additional EmplIDs.
    • As a best practice there should only be one Primary Approver.  All other approvers for an employee should be entered as Backup Approvers.
  • Changing an existing Approver or Backup Approver
    • Remove the EmplID from the (Approver and/or Backup Approver) field.
    • Click the Save button
    • Enter the new EmplID into the appropriate field.

5.Make changes to the fields for Non UW Approver and Non UW Approver Backup as applicable.

6.Use the Magnifying Glass to view a list and search for a person.  To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex. N242400, the alpha letter 'N' designates UW-Whitewater).

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageUpdateExistingEmpDefPYCV2.1.png

7. Click the Time Reporter Information tab.

8. Make changes to the fields for Student Differentials, Exam Differentials, Meal Deductions, TCD Group, Taskgroup, and Time Entry Methods if applicable.  Click the Magnifying Glass to view a list and select an appropriate code. 

Warning_5.png  NOTE: If an employee's assigned schedule includes a meal deduction, it must be added on this page.  If the employee's schedule changes to exclude the meal deduction, a new row should be added to the TL Security page to exclude the meal deduction.

9. The Time Entry Method field will automatically be defaulted once the effective date is entered.  The default is dependent on the employee's Campus, Division/Department and Employee Classification combination.  If there isn't a default defined for the employee's Campus, Division/Department and Employee Classification combination, the field will be populated from the prior effective dated row on the TL Security page.  To request an update to existing Default Time Entry Methods or creation of a new Default Time Entry Method configuration please complete the Default Time Entry Methods template and submit to your Affinity Group.

  • To manually enter, click the down arrow next to each of the Time Entry Method fields and Select the employee's Time and Labor and Absence Management time entry methods as applicable.  The TL User options are: Timesheet, Time Clock, Web Clock or None.  The AM User options are AM ESS or None.

    https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageUpdateExistingEmpTimeRepInfoTabV2.1.png

10. Click the Save button to save your work.



Job Change Mid-Period for Existing Employee

1.  If the employee has a job change with an effective date that is not at the start of the pay period, the Maintain TL Security page will have to be set up so that temporarily the employee's current and new supervisors, as well as current and new payroll coordinators, will be able to approve time for the pay period. 

Note: The losing and gaining unit payroll coordinators will need to confer to determine who will make the changes to the Maintain TL Security record.  Depending on the effective date of the job change, either the losing unit will make the change or the gaining unit will make the change.  This will depend on whether the job change effective date is in the current pay period or whether it is future-dated.

2. The most current record will show the current payroll coordinators and supervisor(s) (UW Approver).

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod1V2.1.png

3. Click the "Plus" button to insert a new effective dated row on the TL Security page.  Enter the same date in the Effective Date field as the employee's effective dated row for the position change in Job Data.

TL Security Page Effective Date

          The Effective Date field will initially default to blank and will need to be entered manually.

TL Security Page Effective Date
         

4.  Once the date has been entered in the Effective Date field, the payroll coordinators will default automatically on to the page.  Because the effective date entered is the same date as the date of the employees job change, the default payroll coordinators will be from the gaining unit.

If default payroll coordinators have not been configured for the gaining unit, the payroll coordinators will then have to be added manually for the gaining unit.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod4V2.1.png


5.  The payroll coordinators from the losing unit then need to be added.

          To add a new row for the payroll coordinators from the losing unit, click on the ‘Plus’ button.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod6V2.1.png
 

6.  The Approvers and Backup Approvers will also need to be added for the gaining unit.  The Approvers and Backup Approvers from the losing unit will automatically be brought forward from the previous effective dated row.

          To add a new row for the Approvers from the gaining unit, click on the ‘Plus’ button.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod7V2.1.png

7.  To remove the temporary access for the losing unit, another future effective dated row needs to be inserted on the TL Security page by clicking on the ‘Plus’ button.  The effective date of the new row should be the first day the next pay period after the start date of the employee.

TL Security Page Effective Date


          Once the date has been entered in the Effective Date field, the payroll coordinators will default on to the page from the gaining unit.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod9V2.1.png

8. The approvers from the previous effective dated row will automatically be brought forrward.  Remove the approvers from the losing unit by clicking on the ‘Minus‘ button.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod10V2.1.png

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod11V2.1.png


9. Select the Time Reporter Information Tab to verify if the following fields require updating for the employee:

    a.  Student Differentials
    b.  Exam Differentials
    c.  Meal Deduction
    d.  Task Group
    e.  TCD Group (Time Collection Device Group, only for applicable departments)

10. The Time Entry Method will have automatically defaulted on the page when the effective date was  entered on the Time Approver Information tab.

If the default Time Entry Method has not been configured for the gaining unit, the Time Entry Method from the prior effective dated row will be brought forward to the new row.  Adjust the Time Entry Method as needed.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageMidPayPeriod12V2.1.png
           

11. Click Save to save your work.


To the top

Maintain TL Security After Employee's Termination

When an employee is terminated in Job Data the system will automatically remove the employee from the Approver's Static Groups (B – E) and the Payroll Coordinator’s Static Group (A) 21 days after termination.  However, if you wish to remove the employee from Static Groups earlier than the 21 day period, use the following steps.

NOTE: Terminated employees will remain in the Payroll Coordinator's F Dynamic Group indefinitely.  The below procedure applies to Static Groups only.

1. Click the "Plus" icon to add a new record. Change the Effective Date to be the effective date of the employee's termination.

TL Security Page Effective Date

2. Click the Time Reporter Information tab.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageTRDPageTermEmpV2.1.png

3. On the Time Reporter Information tab, uncheck the Active TL Security check box. This will remove terminated employees from Static groups.
4. Click Save to save your work.


To the top

Automated Time Reporter Roles

1. To change an employee's Time Reporter Role or Absence Self-Service Role (Timesheet, Time Clock, Web Clock, or AM ESS access), update the Maintain TL Security page to reflect the desired updates.

2. Add a new row on the Time Approver Information tab to update the employee's time entry method.

3. The Effective Date field will initially default to blank and will need to be entered manually.

TL Security Page Effective Date

TL Security Page Effective Date

Warning_5.png  NOTE:  Make sure the effective date is the beginning of a pay period.

4. Select the Time Reporter Information tab to assign the time entry methods to the employee.

5. Under the Time Entry Method section, update the TL User role and/or AM User role, where applicable.

https://kb.wisc.edu/images/group61/17043/9.2Upgrade/KB170439.2TLSecPageTRDDefMethodsV2.1.png

6. Click Save to finalize the update.

7. The employee will be assigned the role identified on the TL Security page within twelve hours after the provisioning process has run.



TL Security Page WED Reports

1. UW_TL_NO_TL_SECURITY

Description: Active hourly employee does not have a TL Security Page.

Resolution: Create TL Security for the employee with the appropriate Payroll Coordinators and Approvers listed.

2. UW_TL_INVALID_PYC_OR_APPROVER

Description: Active hourly employee's TL Security page has either no active payroll coordinators in the same business unit or has approvers listed but no active approvers in the same business unit.

Resolution: Review Payroll Coordinators and Approvers listed on the employee's TL Security page and make necessary updates.



ADDITIONAL RESOURCES:

Related KBs:

Related Links:



    Keywords:setting up supervisors add payroll coordinators assign student differentials assign meal deduction automate time reporter roles timesheet access webclock access time clock access AM ESS access assign time entry methods hire rehire   Doc ID:17043
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-02-23 18:00 CSTUpdated:2017-04-18 13:35 CST
    Sites:Human Resource System (HRS)
    Feedback:  3   8