TL - Processing Procedure Timeline

GENERAL DESCRIPTION:

This document will go over the key Time and Labor processes that occur daily, nightly, weekly, and during the bi-weekly payroll processing week. The document also lists some of the reports and queries that should be run and reviewed during the biweekly pay period to process and pay employees correctly.

PROCESS CONSIDERATIONS:
  • N/A



PROCEDURE STEPS:

TL Auto Enroll, TL Auto Security, TL Refresh Dynamic Groups, and Time Admin run on a nightly basis. The Time Administration (Time Admin) job stream runs six time daily at 4a, 9a, 11a, 1p, 3p, and between 6p and 8p. During payroll processing week the TL Load job processes payable time to Payroll in the evenings on Sunday, Monday, Tuesday, and Wednesday, with the final TL Load job running on Thursday at noon. Also, during the bi-weekly payroll processing week the external billing system file is loaded and processed in HRS.

Brief Descriptions of Key Jobs that are Processed:

  1. TL Auto Enroll - This job runs nightly as part of the HRTLN_BCALC job stream. The Automated Time Reporter Enrollment (Auto Enroll) of employees into Time and Labor (TL) uses criteria from the employee's job data to determine the correct information to use when enrolling employees into TL. The job will recognize job transactions such as new hires, rehires, transfers and changes in employee status and then automatically makes the additions or updates to the time reporter data page. The data on the time reporter data page that needs to be updated will include employee start date, status, elapsed or punched time, time period ID, Workgroup, Task Group, and Task Profile ID. See document TL - Auto Enroll in Time and Labor for additional information.

  2. TL Auto Security - This job runs nightly as part of the HRTLN_BCALC job stream. The job reads the TL Security page that lists the payroll coordinators and supervisors and determines which employees belong to which/whose Static and Dynamic Group IDs. For new employees it will determine whether they belong to a payroll coordinator's, supervisor's, etc. current Static Group ID or if a new Static Group ID should be created (this would happen if the employee is assigned to a person who didn't already have a Static Group ID). This process also determines which employees can be viewed and managed on TL pages. See user procedure TL - Create and Maintain Time and Labor Security for additional information.

  3. TL Refresh Dynamic Groups - This job runs nightly as part of the HRTLN_BCALC job stream. The job refreshes the Dynamic Groups used by payroll coordinators, supervisors, and their backups. This process also determines which employees can be viewed, reported time entered and payable time approved on TL pages. 

  4. Time Admin - The Time Admin job stream runs six times daily: 4am, 9am, 11am, 1pm, 3pm, and between 6pm & 8pm. This job reviews new reported time and any changes to reported time for an employee.  Based on the workgroups rule program the Time Admin job determines the rules and edits that should be applied to the employee's reported time on their timesheet. After this job has run, reported time is then processed to payable time or TL Exceptions may be created.  It's important that Payable time with a TL Exception(s) be reviewed and resolved in a timely fashion to assure the associated payable time is processed to payroll so the employee is paid correctly.  See document TL - Time Administration for more information.

  5. Load Time and Labor - This job runs as part of the payroll processing week job streams each night on Sunday, Monday, Tuesday, Wednesday, and Thursday at noon. This job takes all approved payable time without TL Exceptions and creates/loads to paysheets in payroll.

  6. External billing system load - This job will be run once during the bi-weekly payroll processing week, usually on Monday afternoon, loading and processing payable time from DoIT, Housing and FPM into HRS. Once the payable time has been processed in HRS, the payable time is then reviewed by the Time Admin job to verify that the payable time passes all rules and then if necessary TL exceptions are created. A mass approval of the payable time occurs in HRS since the time has already been approved within the departments respective billing systems. 

Each day/week/biweekly the supervisor or payroll coordinator can enter Absences and Reported time for employees. The supervisors/payroll coordinators should be checking employee timesheets after absences are entered and then adjust reported time as needed. Please refer to user procedures TL - MSS Report Elapsed Time , TL - MSS Report Punch Time and TL - Timesheet Adjustments . It is recommended as a best practice that absence and time entry be done weekly in order to better balance the heavy volume of time reporters entering reported time in HRS. Absences should always be entered first for ease of the overall time entry process.

Every day the time admin job stream runs six times, creating payable time and TL exceptions. It is recommended that a review of TL exceptions occur frequently during the biweekly pay period. This will result in less data cleanup having to be done during the payroll processing week and will make the approval process quicker. User procedure TL - Review and Approve Exceptions provides a listing of exceptions and provides guidance on how to resolve exceptions. Once payable time has been created by Time Admin, the approval process can then occur. As stated above, it is recommended that you perform the time entry/approval process on a weekly basis to balance the heavy volume of time entry during the bi-weekly payroll processing week.

A typical biweekly processing calendar is attached PayrollCalendarProcessingGeneral.docx.

If a user chooses not to enter the absence and reported time on a weekly basis, these steps should occur during the bi-weekly payroll processing week in order for employees to be paid correctly.

Below are the details of what should be done during the payroll processing week by day.

Sunday

  • Employees using Employee self service should complete absence and reported time entry.
  • Supervisors and payroll coordinators can begin reviewing and approving payable time, and resolving TL exceptions.
  • The first TL Load job runs at night to process approved payable time to Payroll.

Monday

  • Supervisor/Payroll Coordinators complete all absence and time entry as applicable.
  • Supervisor/Payroll Coordinators clean up any outstanding TL exceptions.
  • Supervisor/Payroll Coordinators approve payable time.
  • External Billing System files are loaded and processed in HRS by the Service Center.
  • The Second TL Load job runs at night to process approved payable time to Payroll.

Note: Bullet #1,#2, and #3 can continue to occur throughout the day as the Time Administration process runs. New payable time will be ready for approval and new TL exceptions may need to be resolved.

Note: Employees are no longer able to enter or update reported time on their timesheet for the pay period being processed as of midnight on Monday.  All updates to reported time on an employee's timesheet will have to be made by the supervisor or payroll coordinator after midnight on Monday.

9.2_Warning_Sign.png  NOTE: The Time Administration process takes approximately 60 minutes to run through all of the workgroup segments. While the earlier groups may complete sooner and payable time ready to approve, the last group may take the entire time. Plan accordingly to complete the Time Approval Process.

Tuesday

  • Supervisor/Payroll Coordinators complete all absence and time entry as applicable (supervisors may not be applicable here depending on your campus/institutions policies).
  • Supervisor/Payroll Coordinators clean up any exception data that is outstanding (supervisors may not be applicable here depending on your campus/institutions policies).
  • Supervisor/Payroll Coordinators approve time (supervisors may not be applicable here depending on your campus/institutions policies).
  • The 3rd TL Load job runs at night to process approved payable time to Payroll.

Note: Bullet #1, #2, and #3 can continue to occur throughout the day as the Time Administration process runs. New payable time will be ready for approval as well as new exceptions that may need to be resolved.

9.2_Warning_Sign.png  NOTE: The Time Administration process takes approximately 60 minutes to run through all of the workgroup segments. While the earlier groups may complete sooner and time ready to approve, the last group may take the entire time. Plan accordingly to complete the Time Approval Process.

Wednesday Morning

  • Absence and time corrections occur. It is not recommended to be entering/adjusting reported time this morning, should be working on final corrections and clean up.
  • Supervisor/Payroll Coordinators clean up any outstanding TL exceptions (supervisors may not be applicable here depending on your campus/institutions policies).
  • Supervisor/Payroll Coordinators approve payable time (supervisors may not be applicable here depending on your campus/institutions policies).
9.2_Warning_Sign.png  NOTE: The Time Administration process takes approximately 60 minutes to run through all of the workgroup segments. While the earlier groups may complete sooner and time ready to approve, the last group may take the entire time. Plan accordingly to complete the Time Approval Process.

Wednesday Mid-Day

  • Final absence and time corrections for 3pm Time Admin run are completed.
  • Final time entry, corrections and payable time approval must be completed by 5pm for the final Time Admin run.

Note: Any high severity exceptions resulting from the 8pm Time Admin run may not be corrected in time for the final TL load to payroll. If cleaned up/corrected, the time will be processed on the next biweekly payroll period.

9.2_Warning_Sign.png  NOTE: The Time Administration process takes approximately 60 minutes to run through all of the workgroup segments. While the earlier groups may complete sooner and time ready to approve, the last group may take the entire time. Plan accordingly to complete the Time Approval Process.

Wednesday Night

  • 4th TL Load to Payroll will occur this evening for the pay period being processed.

Thursday

  • 5th and final TL Load to Payroll will occur at noon. Final payroll calc process starts as soon as this has completed. Any time entry or corrections from the pay period being processed will be processed on the next biweekly period.
9.2_Warning_Sign.png  NOTE: The Time Administration process may NOT run as normally scheduled on Thursday of a biweekly processing week, to accommodate for payroll processing.



Reports and Queries

The Time and Labor reports and queries are attached to both the payroll coordinators and supervisors security roles and can be run ad-hoc as needed. Below is a brief description of the reports and queries, and recommendations on when and by whom they should be run. User procedures TL - Time and Labor Queries and TL - Time and Labor Reports give a complete description of the reports, run control parameters, and sample output from each report.

Note: Much of the data that is displayed on several reports/queries can also be accessed via online pages within the system.

Reports during pay processing week (Monday, Tuesday, Wednesday, Thursday)

  • Payable Status Report (can also be seen on View Payable Time pages)
  • Time Clock and Web Entry Report
  • Compare Payable Time to Paysheet (Tuesday, Wednesday, Thursday)
  • Payable Time Report (can also be seen on View Payable Time pages and Payable Time Approval page)

Queries during pay processing week (Monday, Tuesday, Wednesday, Thursday)

  • Approved NOPAY TRC
  • Exception Query (can also be seen on the Exceptions page)
  • Duplicate Time Query
  • Time Rejected by Payroll
  • Time Entry Status
  • Needs Approval Query (also can be found on Approve Payable Time and View Payable Time Pages)

Queries during the pay processing week (Ad-Hoc)

  • Exception Query (can also be seen on the Exceptions page)
  • Duplicate Time Query
  • Payable Time by Task (UW Stout, UW Madison Housing, UW Athletics)
  • Needs Approval Query (also can be found on Approve Payable Time and View Payable Time Pages)

Reports Ad-Hoc

  • Timesheet Report (usually before the start of next week or pay period)
  • Labor Report
  • Schedule Definition Report
  • Overtime and Comp Time Report
  • Total 80 Report
  • No Reported Time

Queries Ad-Hoc

  • Comp Time Balance Query
  • TL Group Membership Query
  • Inactive TL Approvers
  • Payable Time by TRC

Queries for Legal Holiday Processing Pay Periods

  • Schedule Hours exceed Legal Holiday Accrual
  • SH Work on a Legal Holiday



ADDITIONAL RESOURCES:

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    Keywords:Report queries hire rehire payable time dynamic groups billing payroll reported time punch exceptions security time and labor time admin time administration   Doc ID:17481
    Owner:Wendy G.Group:Human Resource System (HRS)
    Created:2011-03-26 18:00 CSTUpdated:2017-07-25 10:16 CST
    Sites:Human Resource System (HRS)
    Feedback:  0   0