August 23, 2017 Version 4 Documents/MyHR... · 2019. 5. 14. · NOTE: Agency workers...

Vibe

August 23, 2017 Version 4.1

VERSION DESCRIPTION UPDATED BY DATE

0.1 Initial Release IHT SAP Time Project Team 01/08/2015

1.0 Major Revision IHT SAP Time Project Team 01/16/2015

1.1 Updated: Employee Dashboard Report, Day Divide on Timesheet, Time Summary Report, Time Clock, Time Stamp and Portal Time Clock

IHT SAP Time Project Team 04/02/2015

1.2 Updated sections: Time Entry, Time Management for Employees


1.3 Updated sections: Time Summary Report, Time Related Quick References


1.4 Updated Time Summary Report, Time Approval screen, Absence/Attendance Codes


1.5 Added Absence Type Details and Attendance Type Details




3.0 Major Revision for St. Louis Go Live IHT SAP Time Project Team 12/30/2016

4.0 Major Revision for Oklahoma Go Live IHT SAP Time Project Team 08/09/2017

4.1 Updated sections: Absence/Attendance Types, Attendance Type Details, Attendance Type Wage Type Mapping, Delete Internet Explorer Browsing History and Temp Files


MYHR SAP TIME MANAGEMENT FOR MANAGERS AND TIMEKEEPERS USER GUIDE

Page 1

Table of Contents TIME ENTRY FOR EMPLOYEES ................................................................................................................................ 5

Time Entry for Hourly (Non-Exempt) Employees .................................................................................................... 7 About Kronos Time Clocks ........................................................................................................................................ 7 About the SSM Time Clock ....................................................................................................................................... 8 About the Phone Clock ............................................................................................................................................. 8 About Employee Time Entry ..................................................................................................................................... 9 About the Manual Timesheet Form ......................................................................................................................... 9

Time Entry for Salaried (Exempt) Employees ....................................................................................................... 10 Using MyHR Time................................................................................................................................................... 10 Recording an Exception (PTO, Jury Duty, etc.) ....................................................................................................... 11 Recording Mileage ................................................................................................................................................. 13

TIME MANAGEMENT FOR EMPLOYEES ................................................................................................................... 15 MyHR SSM Self Service ........................................................................................................................................ 17 Employee Dashboard ........................................................................................................................................... 18 Employee Time Sheet Summary ........................................................................................................................... 20

Shows employee absence and attendance details ................................................................................................. 20 View PTO/EMB/EMTO Balance ............................................................................................................................ 22

Shows employee PTO and EMB/EMTO balances ................................................................................................... 22 Employee Occurrence Report............................................................................................................................... 23

Shows employee occurrences ................................................................................................................................ 23 Timesheet Exception Log ..................................................................................................................................... 24

TIME MANAGEMENT FOR MANAGERS/TIMEKEEPERS ............................................................................................... 25 Time Summary Report ......................................................................................................................................... 27

Reviewing Time ...................................................................................................................................................... 30 Editing Time ........................................................................................................................................................... 31 Simulating Time - To View How the Time Will Be Paid .......................................................................................... 31 Approving Time ...................................................................................................................................................... 33 Accessing Employee Dashboards ........................................................................................................................... 35 Review Time Summary by Day ............................................................................................................................... 36 Review Original Clock Times .................................................................................................................................. 36

Editing an Employee’s Timesheet ......................................................................................................................... 37 To record more than one absence/attendance type on the same day .................................................................. 38 To record an absence or attendance type ............................................................................................................. 39 To record a meal period ......................................................................................................................................... 40 To record on-call .................................................................................................................................................... 40 To fix a time collision ............................................................................................................................................. 41 To allocate time to a different entity/cost center .................................................................................................. 41 To record a shift that is partial attendance and partial absence ........................................................................... 42 To copy and paste one row of data ....................................................................................................................... 42 To copy and paste multiple rows of data ............................................................................................................... 42 To delete a row ...................................................................................................................................................... 43 To record an Occurrence (unscheduled PTO or tardy) ........................................................................................... 43 To insert a note about the employee’s absence or tardy ....................................................................................... 43

TIME MANAGEMENT REPORTING ......................................................................................................................... 45 Working with SAP Reports ................................................................................................................................... 45

Understanding the report “Selection” screen ........................................................................................................ 45


Page 2

Sorting report columns .......................................................................................................................................... 46 Filtering data.......................................................................................................................................................... 46 Adding Multiple Selection Criteria in One Field...................................................................................................... 47 Understanding Selection Variants ......................................................................................................................... 47 Understanding Display Variants ............................................................................................................................ 50

Additional Time Management Reports ................................................................................................................ 53 Time Sheet Report .................................................................................................................................................. 53 Evaluated Time Report ........................................................................................................................................... 55 Absence Quotas Report ......................................................................................................................................... 57 Origin of Time Entry Report ................................................................................................................................... 59 Muster Roll Report ................................................................................................................................................. 61 Exceptions Report .................................................................................................................................................. 63 Meal Period Exceptions Report .............................................................................................................................. 65 Manager Cost Center Report ................................................................................................................................. 66 Manager Productivity Report ................................................................................................................................ 67 Employee & FTE Counts Report .............................................................................................................................. 68 Manager Occurrence Report.................................................................................................................................. 69 Display Times for Manager’s Direct and Indirect Reports ..................................................................................... 71

APPENDIX ...................................................................................................................................................... 73 Kronos Time Clock Transfer Process ..................................................................................................................... 74 General SAP Navigation Tips ................................................................................................................................ 75

Delete Internet Explorer Browsing History and Temp Files .................................................................................... 75 Changing the Number of Rows Displayed on the Timesheet ................................................................................. 76 Printing a Report .................................................................................................................................................... 76 Creating a Personal Value List of Absence/Attendance Types ............................................................................... 77

Time Related Quick References ............................................................................................................................ 78 Designating a “Timekeeper” To Be Your Backup ................................................................................................... 78 Absence/Attendance Types in NUMERICAL Order ................................................................................................. 79 Absence/Attendance Types in ALPHABETICAL Order ............................................................................................. 80 Absence Type Details ............................................................................................................................................. 81 Absence Type Details (Wisconsin Only) ................................................................................................................. 82 Attendance Type Details ........................................................................................................................................ 83 Absence Type Wage Type Mapping .................................................................................................................. 85 Attendance Type Wage Type Mapping ............................................................................................................. 86 Rounding Chart ...................................................................................................................................................... 87 Minutes to Decimal Chart ...................................................................................................................................... 88 24 Hour Time, Shifts, Day and Week Divide Charts ............................................................................................... 89

Time Entry Training Materials .............................................................................................................................. 90 Using a BLACK Kronos Time Clock .......................................................................................................................... 90 Using a RED Kronos Time Clock.............................................................................................................................. 94 Using the SSM Time Clock ...................................................................................................................................... 98 Using the SSM Phone Clock .................................................................................................................................. 104 Using Employee Time Entry ................................................................................................................................. 112 Using the Portal Time Clock ................................................................................................................................. 116

TIME MANAGEMENT SUPPORT .......................................................................................................................... 122


Page 3

ABOUT THIS GUIDE

As a Manager or Timekeeper, you are also an employee and will use MyHR to manage your own working time. However, this guide was written specifically for Managers and Timekeepers to use when performing time management tasks.

Managers are defined as those who have employees who report directly to them.

Timekeepers are defined as those who may or may not have employees who report directly to them but who have been tasked with timekeeping responsibilities for other employees.

NOTE: The latest version of this guide can be found within MyHR SAP Time under the SSM Manager > Reports tab.


Page 4

NOTES


Page 5

TIME ENTRY FOR EMPLOYEES

This section includes information on time entry methods for:

Hourly (Non-Exempt) employees

Salaried (Exempt) employees

KEY POINTS

Time entered via the SSM Time Clock and Phone Clock is pulled into SAP Time approx. every 15 minutes.

Time entered via Kronos Time Clocks is pulled into SAP Time approx. every 2 hours.

Time only appears on an employee’s timesheet in pairs (START and END times)

Hourly (non-exempt) employees may use more than one time entry method. However, employees should NOT use a physical Kronos time clock AND the SSM Time Clock or Phone Clock during the same shift.

Agency workers who record their time for VisionWare purposes should ONLY use the SSM Time Clock.

Employees should use the Employee Dashboard to review their time on a regular basis.


Page 6

NOTES


Page 7

Time Entry for Hourly (Non-Exempt) Employees

Hourly (non-exempt) employees will record their time using one (or more) of the following methods (as determined by entity leaders):

Kronos Time Clock (physical time clock)

SSM Time Clock (online application that may be used on a desktop PC or on a wall-mounted tablet)

Phone Clock (telephone system)

MyHR Employee Time Entry (online application found within MyHR Employee Self-Service)

Manual Timesheet Form (paper form used only when above methods are unavailable)

Important! Employees who use a Kronos Time Clock should only use ONE time entry method per shift. If an employee is working a portion of their shift in a building where Kronos time clocks are available and the other portion of their shift in a location where Kronos time clocks are not available, they should use the SSM Time Clock app or the phone system for their entire shift.

For detailed instructions on each of the time entry methods listed above, see the Time Entry Training Materials section of this guide.

NOTE: Agency workers (non-employees) who are required to record their time for VisionWare purposes can NOT use a physical Kronos Time Clock. Instead, they should only use the SSM Time Clock.

About Kronos Time Clocks

NOTE: Kronos Time Clocks are not available at all entities. Please check with HR for availability at your entity.

After the transition to MyHR Time, the black and/or red Kronos time clocks will be reconfigured with new MyHR Time clocking activities and buttons, including (but not limited to):

Meal Period – Used to begin 30-35 minute meal period

Meal Off Site – Used when employee leaves campus for meal period

Also, once Kronos time clocks are reconfigured for MyHR SAP Time, employees will no longer be able to enter their ID using the time clock’s keypad. Instead, employees must use their ID badge.

For detailed instructions on using a Time Clock, see the Time Entry Training Materials section of this guide.


Page 8

About the SSM Time Clock

The SSM Time Clock is an online clock that can be found in the MyHR Portal on the SSM Intranet –OR– your entity may use it with wall-mounted touch-screen tablets with badge readers.

During a typical shift the employee will click the Start Shift, Begin Meal, Begin Activity and End Shift buttons only once.

However, if additional activities or transfers are needed, the employee will select the appropriate activity or cost center and then click Begin Activity button.

Work activities found on the Kronos time clock are also available in the SSM Time Clock.

For detailed instructions on using the SSM Time Clock, see the Time Entry Training Materials section of this guide.

NOTE: In the event the SSM Time Clock application is unavailable for technical reasons, an alternative online application called “the Portal Time Clock” will be available instead. The link found on the SSM Intranet under the MyHR portal that points to the SSM Time Clock will automatically redirect to the Portal Time Clock. For detailed instructions on using the Portal Time Clock, see the Time Entry Training Materials section of this guide.

About the Phone Clock

NOTE: The Phone Clock is not available at all entities. Please check with HR for availability at your entity.

When using the Phone Clock, only internal SSM phones can be used – personal cell phones will not work.

For detailed instructions on using the SSM Time Clock, see the Time Entry Training Materials section of this guide.


Page 9

About Employee Time Entry

As a Manager/Timekeeper, you have the option of allowing your employees to enter select Absence/Attendance types (ex: PTO, On-Call, Low Census) directly onto their timesheet using Employee Time Entry.

This will reduce the amount of time you spend entering certain recurring Absence/Attendance types on behalf of your employee. However, you will still need to review and/or edit and approve this time.

For detailed instructions on using Employee Time Entry, see the Time Entry Training Materials section of this guide.

About the Manual Timesheet Form

In the event one or more of the time entry methods is unavailable (down time, system outage, upgrades, etc.), employees should record their entire shift using the Manual Timesheet Form. After completing the form, employees should sign and return to you. You will review/approve/sign the form and then enter their time into MyHR Time.

ACCESSING THE MANUAL TIMESHEET FORM

From the SSM Self Service home:

1. Click Working Time.

2. Click Manual Timesheet Form. A pop-up will appear.

3. Click Open. The Timesheet Exception Log will appear.

4. If you point your mouse toward the bottom center of the screen, the following menu will appear:

5. Click the Print icon.

Robert Jones


Page 10

Time Entry for Salaried (Exempt) Employees

Salaried (exempt) employees will use MyHR SSM Self-Service to record:

Exceptions to their time (PTO, Jury Duty, etc.)

Mileage

Using MyHR Time

If accessing MyHR INTERNALLY:

1. Launch Internet Explorer.

2. Click .

3. Click Access Employee Self Service.

If accessing MyHR EXTERNALLY:


2. Go to http://myhr.ssmhc.com/.

3. Log on to the network using your Active Directory (Network) ID and password.

The MyHR login screen will appear:

4. Type your Active Directory (Network) ID and password into the appropriate fields.

5. Click Log On.

http://myhr.ssmhc.com/

http://intranet.ssmhc.com/entity/system/dept/SystemHumanResources/hr/SitePages/hrHome.aspx


Page 11

Recording an Exception (PTO, Jury Duty, etc.)

From the SSM Self Service home screen:


2. Click Record Working Time. NOTE: This link only appears for employees who have the ability to enter their own time.

3. When your timesheet appears, click the row next to the date the exception occurred:

4. Point your mouse in the cell under the Abs/Attd (Absence/Attendance) Type column.

The icon will appear just to the right of the column.

5. Click . The list of Absences/Attendance types will appear:

6. Scroll through the list and click the appropriate absence type.


Page 12

The absence type will populate into your timesheet:

7. Enter the total number of hours for the absence in the Content field:

8. Click . Important! Watch the upper left corner of the screen to make sure no errors occurred with the data you entered. If an error does occur, you must correct it before proceeding.

9. Click in the upper left corner of the screen to save. This also sends the exception to your manager for approval.

10. When you are finished, click X to close the timesheet.


Page 13

Recording Mileage

From the SSM Self Service home screen:


2. Click Record Working Time.

3. When your timesheet appears, click the row next to the date when the mileage was incurred:

4. If necessary, click insert row, as mileage must be entered on a separate line from other time.

5. Point your mouse in the cell under the Wage Type column. The icon will appear.

6. Click . The list of Wage Types will appear:

7. Click 4060. (Note: Executives should click 4062.)

8. Enter MI in the Int. meas. Unit column (MI = Miles).

9. Enter the number of miles in the Content field.


After clicking Check, notice a Note icon appears in the Details column:

11. Click and write a note explaining the details of your mileage:

12. Click OK.

13. Click in the upper left corner of the screen to save. This also sends the mileage to your manager for approval.

14. When you are finished, click X to close the timesheet.


Page 14

NOTES


Page 15

TIME MANAGEMENT FOR EMPLOYEES

This section includes information on time management for employees using MyHR SSM Self Service. As a Manager/Timekeeper, you will use this information for yourself (as an employee), and also as a reference when guiding your employees:

Employee Dashboard: Shows a breakdown of the hours that were paid on the pay statement and/or shows an estimate of the hours that will be paid on the next pay statement

Employee Time Sheet Summary: Shows employee absence and attendance details

View PTO/EMB/EMTO Balance Report: Shows employee PTO and EMB/EMTO balances

Timesheet Exception Log: Hard copy binder kept in each department where employees record their missed punches and/or clocking errors


Page 16

NOTES


Page 17

MyHR SSM Self Service

Hourly and Salaried employees will use the “Working Time” section of MyHR SSM Self-Service to view details about their time.

ACCESSING WORKING TIME

From the SSM Self-Service home:

1. Click Working Time:

The following screen will appear:

NOTE: The Record Working Time link only appears for those who are able to enter their own time.


Page 18

Employee Dashboard

IMPORTANT: The Employee Dashboard report should be reviewed by hourly employees on a regular, weekly basis to check their clock time for accuracy. If an error or missed punch is identified, the employee should report the error to you in their Exception Log.

The Employee Dashboard report can also be used by hourly employees to:

Compare their evaluated time (time that has been rounded) for each wage type in a prior pay period with their pay statement.

View their current clocked time with evaluation (rounding) applied for each wage type. This is an estimate of what will be paid on the next pay statement.

View PTO/EMB/EMTO accruals and balances.

Salaried employees can use the Employee Dashboard report but it will only show exceptions to their time.

NOTES

When estimating hours for the next pay statement, the data is “projected” based on the time that has been clocked or exceptions that were entered. This time is subject to change based on Manager/Timekeeper edit/approval.

To see a combined total of paid hours plus Low Census hours, look for the wage type 9FTE shown below in the Summary section (by week) and the Detail section (by day):


Page 19

ACCESSING THE EMPLOYEE DASHBOARD REPORT



2. Click Employee Dashboard. The Employee Dashboard report will appear for the current pay period showing an estimate of the hours that will be paid on the next pay statement.

To show a breakdown of the hours that were paid on the previous pay statement, click the appropriate period in the calendar that corresponds to the time frame on the pay statement.

3. Click Print to create a .pdf file that can be opened and printed.

The Employee Dashboard Report has three sections:

Projected Evaluated Time – Summary: This section displays totals for each wage type listed in the “Projected Evaluated Time – Detail” section on the right of the report, as well as PTO and EMTO balances and accruals. The totals in this section correspond to the totals found on the employee’s pay statement.

Projected Evaluated Time – Detail: This section displays totals from the “Time Sheet” section at the bottom of the report, but adds a wage type for each attendance type

Time Sheet: This section shows time totals as they appear on the employee’s timesheet for each day, by absence and attendance type. NOTE: When an employee works before and after the 0700 day divide, their time will split into two rows: the first row will end at 0700, the second row will start at 0700.

NOTE: In order to provide assistance to employees, Managers can also access the Employee Dashboard report via the Time Summary Report (see “Time Summary Report” section for details).

This section shows the time totals

found on the employee’s

Pay Statement


Page 20

Employee Time Sheet Summary

Shows employee absence and attendance details

The Employee Time Sheet Summary shows details about the employee’s absences and attendance over a specified period of time. For example, the report shows how many hours were Regular, PTO, Meal Periods, etc.

ACCESSING THE EMPLOYEE TIME SHEET SUMMARY



2. Click Employee Time Sheet Summary. The following selection screen will appear:

3. The report can be run for:

Current period (current pay period)

Other period (enter the pay period number and the year in the appropriate fields, press Enter)

4. One or more additional selections can be made (optional):

Enter an absence or attendance code in the Att./Absence Type field to display only that absence/attendance type. (For a complete list, see Appendix: Quick References > Absence/Attendance Types)

Enter 4060 in the Wage Type field to display mileage reimbursement

Enter a cost center in the Receiver cost center field to display absences/attendance charged to that cost center


Page 21

5. Click to run the report. The report will appear showing data based on options selected above:


Page 22

View PTO/EMB/EMTO Balance

Shows employee PTO and EMB/EMTO balances

The View PTO/EMB/EMTO Balance report shows the employee’s Paid Time Off (PTO) or Extended Medical Bank (EMB)/Extended Medical Time Off (EMTO) balances. The totals show the balances available at the start of the current pay period minus any PTO or EMTO that was entered for this pay period. This does not include any accrued time from this pay period.

NOTE: The balances shown on this report will be updated within 24 hours.

ACCESSING VIEW PTO/EMB/EMTO BALANCE



2. Click View PTO/EMB/EMTO Balance. The employee’s time account balances will appear:


Page 23

Employee Occurrence Report

Shows employee occurrences

Employees can see how many occurrences they have accumulated over the last 365 days from the current day, including point values associated with each occurrence. Occurrence point values are:

1 Point Occurrences

7110 Unpaid Hours - Called In

7115 No call/No show

7125 EMB/EMTO

7130 PTO Unscheduled

.33 Point Occurrences

8185 Tardy Unpaid

8186 Tardy PTO

ACCESSING EMPLOYEE OCCURRENCE REPORT



2. Click Employee Occurrence Report.

3. By default, the report will run for:

All “Occurrence” codes (see above)

The last 365 days from the current date

4. Click to run the report.

The report will appear showing data based on options selected above:


Page 24

Timesheet Exception Log

Use the Timesheet Exception Log to track hourly employees’ missed punches and clocking errors.

ACCESSING TIMESHEET EXCEPTION LOG



2. Click Timesheet Exception Log. A pop-up will appear.

3. Click Open. The Timesheet Exception Log will appear.

4. If you point your mouse toward the bottom center of the screen, the following menu will appear:


You may want to consider creating a 3-ring Timesheet Exceptions binder for your department and keeping it in an area where hourly employees can easily access it.

The binder should have a page divider/tab for each employee in the department.

Behind each employee’s tab, insert blank copies of the Timesheet Exception Log.

Teach your employees that when they miss a punch or make an error recording their time, they should write it on their Timesheet Exception Log in the binder.

On a weekly basis and ALWAYS before 10:00 am on payroll Monday, you will go through the binder and make appropriate edits to employee timesheets in MyHR Time.

After making the edits in MyHR Time, you will initial and date the row next to the exception to indicate that the edit was recorded.

Afterward, return the binder to its location in the department where employees can continue to record their exceptions, as needed.


Page 25

TIME MANAGEMENT FOR MANAGERS/TIMEKEEPERS

This section includes information on time management using the Time Summary Report. As a Manager/Timekeeper, you will use the information presented in this section to perform many of your time management tasks:

Reviewing time

Editing time

Approving time


Page 26

NOTES


Page 27

Time Summary Report

You will use the Time Summary Report to review, edit and approve time – all from one central location.

REMINDER

Managers/Timekeepers are expected to review, edit and approve time every Friday and always by 10am on payroll Monday.

All time entered prior to 7am Sunday must be approved by 10am on Monday in order to be paid on the employee’s CURRENT paycheck. For a visual depiction of the week divide, see Appendix: Time Related Quick References > 24 Hour Time, Shifts, Day and Week Divide Charts.

TO ACCESS THE TIME SUMMARY REPORT

From the SSM Manager home:

1. Click Time Approval:

2. The Time Summary Selection screen will appear.

3. Select a time period:

Current Period (today’s current pay period)

Previous Period (the pay period just prior to the current pay period)

Other Period (enter the appropriate dates in MM/DD/YYYY format)

NOTE: If you, as a Manager or Timekeeper, are not on SAP Time but your employees are, OR if you are on a different pay cycle than your employees, you must select Other Period and then enter the dates for the pay cycle you wish to approve.


Page 28

4. OPTIONAL: In the Employee Selection area:

If you are a manager with direct reports AND a timekeeper for employees who are not your direct reports, you can:

Check Exclude Manager Employees to exclude your direct reports

Check Exclude Timekeeper Employees to exclude your timekeeper (non-direct report) employees

If you have access to more employees that just your direct reports, you can:

Check Direct Reports Only to view only your direct reports

5. OPTIONAL: You can also enter a value in one or more of the following fields to limit the number of employees appearing on the report:

6. NOTE: By default, Exclude Total Evaluated Time is checked:

If you uncheck Exclude Total Evaluated Time, the report may take longer to run. However, the data on the report will include evaluated time and the Status column will reflect a comparison of Total Worked Hours vs. Total Evaluated hours.

IMPORTANT! On the last Friday of the pay period and on payroll Monday, uncheck “Exclude Total Evaluated Time” to see the employee’s “Total Evaluated Hours” on the report. This is the number of hours for which the employee will be paid.

7. OPTIONAL: Select a Display Variant to display custom layouts. (See Appendix: Navigating MyHR Reports for details on Using Report Display Variants and other report functionality.)



Page 29

The report will appear showing employee data based on the period and options selected above:

A The Status of the employee’s hours on the timesheet:

If IS checked, Status indicates: o Green – no exceptions and Total Work time equals or

exceeds PlnWork Hrs time o Yellow – has exceptions or Total Work time is less than

PlnWork Hrs time o Red – missed clock entries

If IS NOT checked, Status indicates: o Green – no exceptions and Total Eval time equals or

exceeds Total Work time o Yellow – has exceptions or Total Eval time is less than

Total Work time o Red – missed clock entries

B indicates an Exempt (Salaried) employee

C Employee’s home Cost Center

D Name of employee’s home Cost Center

E Employee’s personnel number

F Employee’s First and Last Name

G Exceptions to employee’s time. Example: o Short Meal o Long Meal o No Meal o Missed Clock Entry

H The Approved status of the employee’s timesheet: o Green – all hours on the timesheet have been

approved o Yellow – some hours on the timesheet have been

approved o Red – no hours on the timesheet have been approved o Grey – no hours were entered on the timesheet

I Employee’s planned work hours

J Employee’s total evaluated hours

NOTE: Unless you uncheck ,

the values in this field will be blank

K Employee’s total work hours

L Employee’s regular hours

M Employee’s PTO/EMTO

N Employee’s mileage

O Number of No Meals, Short Meals and Long Meals

P Number of Missed Clocks

Q Number of Paid meal hours

R Number of Unpaid meal hours

S Employee’s PTO balance

T Employee’s EMTO balance

NOTE: The Time Summary Report also includes additional hours and exceptions not shown above (On Call, Low Census, Unscheduled Absences, Tardy, etc.). The Time Summary Report is also customizable. You can remove and rearrange columns as needed.


Page 30

Reviewing Time

From the Time Summary Report:

1. Review the Status column for each employee to determine the status of their hours:

If was checked:

Green – no exceptions and Total Work time equals or exceeds PlnWork Hrs time

Yellow – has exceptions or Total Work time is less than PlnWork Hrs time

Red – missed clock entries

If was not checked:

Green – no exceptions and Total Eval time equals or exceeds Total Work time

Yellow – has exceptions or Total Eval time is less than Total Work time

Red – missed clock entries

ACTIONS: Continue reviewing/editing employee’s time.

2. Compare PlnWrk Hrs column with Total Eval column or Total Work column to identify:

Potential overtime

Missing absences

ACTIONS: Review the employee’s PTO EMTO column. If you need to add PTO or EMTO, check their PTO Balance column and EMTO Bal column.

3. Review the Exceptions column to identify:

SHORT MEAL – Indicates the employee will be paid for meals 29 minutes or less

LONG MEAL – Indicates the employee’s meal period was longer than 35 minutes

MISSED MEAL – Indicates the employee did not clock a meal period

LONG SHIFT – Indicates the employee’s shift was greater than 14 hours

ERROR: Missed clock entry – Indicates the employee missed a punch

ON CALL w/o CALL BACK - Indicates the employee clocked CallBack without On-Call

ACTIONS: Follow up with the employee regarding Short, Long or Missed Meals or missed punches. For missed punches, make sure the employee records the correct punch in their “Timesheet Exception Log”. You will then need to change the 8999 Missed Clock Entry with the appropriate attendance code.


Page 31

Editing Time


1. Single-click to select an employee’s row.

2. Click . The employee’s timesheet will appear in a new window.

3. Edit the employee’s timesheet, as needed. (For detailed steps, see Editing an Employee’s Timesheet in the next section.)

Simulating Time - To View How the Time Will Be Paid

This will enable you to:

View the employee’s total paid hours by day and week

Determine how much PTO is needed to make the pay period whole

View shift differentials, charge, alternate rates, etc.

View overtime

Determine pay rule eligibility


1. Single-click to select an employee’s row.

2. Click . The Time Evaluation Report will appear showing an estimate of how the employee will be paid:

NOTE: If differentials appear on the report, weekly total will be inflated. See Appendix: Navigating MyHR Reports > Filtering Data.

This report displays overtime, differentials and

premiums.


Page 32

TO VIEW OVERTIME

From the Time Summary Selection screen:

1. Click Other Period and enter the appropriate dates:

2. Click to select all employees.

3. Click .

4. Click and select /OT HOURS.

5. Click . Employees with overtime will display.


Page 33

Approving Time

IMPORTANT NOTE ABOUT SALARIED EMPLOYEES! By default, salaried employees will be paid without your approval. You ONLY need to approve their time if/when they have exceptions (PTO, Jury Duty, etc.) or mileage on their timesheet.

TO APPROVE ONE EMPLOYEE’S TIME

From the Time Summary Report: 1. Single-click to select an employee’s row.

2. Click . The Approve Working Times screen will appear displaying the hours that need to be approved:

TO APPROVE ONE ROW

1. Single-click the row making sure the whole row Is highlighted.

2. Click to approve the row.

3. Click to exit and return to the Time Summary Report.

4. Click to update the Approval status for this employee.

TO APPROVE ALL ROWS

1. Single-click the first row to be approved. 2. Press SHIFT on your keyboard. 3. Single-click on the last row to be approved.

4. Click to approve all rows.



EXIT APPROVE


Page 34

TO APPROVE A GROUP OF EMPLOYEES’ TIME


1. Choose one of the following methods to select employees:

To select ALL employees:

a. Click . All employees will be selected.

To select a GROUP of employees: a. Highlight the first employee in the group. b. Scroll down. c. Press the SHIFT key on your keyboard. d. Click the last employee in the group.

2. Click .

The Approve Working Times screen will appear displaying the hours that need to be approved:

TO APPROVE ONE ROW

1. Single-click the row.

2. Click to approve the row.



TO APPROVE ALL ROWS

1. Single-click the first row to be approved. 2. Press SHIFT on your keyboard. 3. Single-click on the last row to be approved.

4. Click to approve all rows.




Page 35

Accessing Employee Dashboards

Employees will use the Employee Dashboard to review their time. In order to provide assistance to employees, Managers will also have access to Employee Dashboards via the Time Summary Report To access an employee’s dashboard.

TO ACCESS AN EMPLOYEE DASHBOARD


2. Click .

The Employee Dashboard report will appear in .pdf form:

The report has three main sections:

Projected Evaluated Time – Summary: This section displays totals for each wage type listed in the “Projected Evaluated Time – Detail” section, as well as PTO and EMTO balances and accruals. The totals in this section correspond to the totals found on the employee’s pay statement.

Projected Evaluated Time – Detail: This section displays totals from the “Time Sheet” section at the bottom of the report, and adds a wage type for each attendance type

Time Sheet: This section shows time totals as they appear on the employee’s timesheet for each day, by absence and attendance type

NOTE: Rows that display Wage Type “9FTE FTE Hours” show a total of all paid hours plus low census hours.


Page 36

Review Time Summary by Day

While the Time Summary Report displays data for the whole pay period, you also have the option of reviewing the Time Summary for each day within the pay period. This can be helpful if you are looking for the specific day an exception occurred or mileage was incurred, etc.

TO ACCESS DAILY DETAIL


2. Click . The following pop-up will appear showing a daily summary of the employee’s time:

Review Original Clock Times

If needed, you can review an employee’s original clock times. This may be helpful if you edit an employee’s timesheet and then need to refer back to their original clock time.

TO ACCESS ORIGINAL CLOCK TIMES


2. Click . The following pop-up will appear showing the employee’s original clock times:


Page 37

Editing an Employee’s Timesheet

Before editing an employee’s timesheet in MyHR, make sure the employee has logged exceptions to their time on their Timesheet Exception Log. (For more information, see Time Management for Employees > Timesheet Exceptions Log.)

IMPORTANT! Never edit an employee’s time for their current work day. Doing so could cause time collisions (errors) on their timesheet. Always wait until the day after they clocked their time to edit their timesheet.

TIMESHEET TIPS

To increase the number of rows displayed on the time sheet, see Appendix: Navigating MyHR Reports > Changing the Number of Rows Displayed on the Timesheet.

To customize the list of absence and attendance types you see in the timesheet, see Appendix: Navigating MyHR Reports > Creating a Personal Value List of Absence/Attendance Types.

Always look for code 8999 (missed punch) on the timesheet. You must change this code to the appropriate absence or attendance type.

Every time you enter a row of data, it’s a good idea to click Check and then immediately look in the upper left corner of the screen to make sure no errors occurred with the time you entered. If an error occurs, you must correct it before proceeding. If no error occurs, click Approve and Send to save your work.

When an employee works before and after the 0700 day divide, their time will split into two rows: the first row will end at 0700, the second row will start at 0700. This also happens automatically after you add time to an employee’s timesheet that crosses the 0700 day divide and click CHECK.

All attendance types for hourly employees should be entered with a START TIME and END TIME.

Most absence types for hourly employees should be entered as total number of hours in the Content field (except for: 1. Low Census, 2. PTO for employees who work 3rd shift IF their regularly scheduled shift crosses the 0700 day divide, and 3. shifts that are partial attendance and partial absence. These need to be entered with START and END times).

All activities must be entered on separate lines on the timesheet.

Time appears on the timesheet in Military/24 hour clock time (ex: 1pm = 1300)

Enter time using one of the following formats:

HHMM

HH:MM

HH:MM am or HH:MM pm

Time must be entered on the actual date it was worked. This is very important when recording time for employees who work 2nd and 3rd shift. If not, a time collision may occur.

There are 2 layers to the approval process:

Approval on the employee’s behalf (via the timesheet)

Approval by the Manager/Timekeeper


Page 38

If the employee does not take a meal period, you do not need to enter one on the timesheet.

If an employee is put on Low Census, the Manager/Timekeeper needs to enter the appropriate Low Census absence type on the timesheet. Low Census is used specifically when an employee is not required to be available to return to work. If an employee is required be available to return to work, the Manager/Timekeeper should enter in the appropriate Availability code. The employee will receive an additional Availability premium (if eligible).

If the employee on Availability is asked to return to work, the Manager/Timekeeper must reduce the amount of Availability on the timesheet by the hours the employee worked.

If you need to add Low Census PTO in order to make the employee whole for the pay period, use Evaluated Time at the end of the pay period to determine the appropriate amount of Low Census PTO to give the employee and then add 1 row of Low Census PTO on the timesheet at the end of the pay period.

You can approve an employee’s time at any time and are encouraged to do so. The MyHR timesheet does not lock.

To record more than one absence/attendance type on the same day

From an employee’s timesheet:

1. Click the row next to the appropriate date on the employee’s timesheet:

2. Click Insert Row. A new row will appear where you can enter the appropriate absence or attendance type.


Page 39

To record an absence or attendance type


1. Click the row next to the appropriate date on the employee’s timesheet: (Reminder: If needed, click Insert Row, as all activities must be entered on a separate line.)

2. Click inside the Abs/Attd Type field for the row you highlighted.

The icon will appear just to the right of the field:

3. Click . A list of Absence and Attendance Types will appear:

4. Click the row next to the appropriate Attendance / Absence type. The code will populate into the employee’s timesheet. NOTE: You can select codes from the search list OR you can type the code directly into the field. (See Appendix: Quick References > Absence/Attendance Types.)

5. Enter the time employee started this activity in the Start Time field. Ex: 0815

6. Enter the time employee stopped this activity in the End Time field. Ex: 1215


After clicking , notice the Pay Date column (if displayed) populates with the date this data will be paid:

8. Click to save.


Page 40

To record a meal period

Hourly employees are required to clock their meal period on a daily basis.

If an employee records the start of their meal period but forgets to record their return, a Missed Clock Entry will appear on the timesheet one hour after the meal period was started.

If an employee misses a meal period, they must log the missed meal on their Timesheet Exception Log, and then you will make the adjustment on their timesheet. (For more information, see Time Management for Employees > Timesheet Exceptions Log.)


1. Click the row next to the appropriate date. 2. Click Insert Row. A new row will appear.

3. In the new row, click inside the Abs/Attd Type field. The icon will appear.

4. Click the icon. The list of Absence/Attendance Types will appear. 5. Click the row next to the Meal Period attendance type.

The code will populate into the employee’s timesheet. 6. Enter the time employee started this activity in the Start Time field. Ex: 1215 7. Enter the time employee stopped this activity in the End Time field. Ex: 1245


After clicking , notice the Pay Date column (if displayed) populates with the date this data will be paid.

9. Click to save.

To record on-call

Hourly employees have the ability to enter On Call themselves using “Employee Time Entry” via Employee Self Service. See “Appendix > Time Entry Training Materials > Using Employee Time Entry” for details. However, if you need to enter On Call on their behalf, you must enter it on their timesheet with a Start Time and End Time. You should always enter On Call in advance due to the pay rule that says employees must be On Call in order to receive Call Back. This will prevent errors from occurring on the timesheet when an employee is called back to work.

From the employee’s timesheet:

1. Click the row next to the date the employee was on-call. (Reminder: If needed, click Insert Row, as all activities must be entered on a separate line.)

2. Click inside the Abs/Attd Type field. The icon will appear.

3. Click the icon. The list of Absence/Attendance Types will appear.

4. Click the row next to the On-Call attendance type. The code will populate into the employee’s timesheet.

5. Enter the time employee started this activity in the Start Time field. Ex: 1530


Page 41

6. Enter the time employee stopped this activity in the End Time field. Ex: 0700



8. Click to save.

TO RECORD ON-CALL FOR A 24 HOUR PERIOD

When recording on-call over a 24-hour period, you should record on-call based on the employee’s regularly scheduled shift Start and End times.

For example: If the employee’s regular shift is 7:00a – 3:30p and they are on-call from 3:30pm Friday until their next shift begins at 7:00am Monday morning, On-Call would be entered as shown below:

Friday ON-CALL Start Time: 1530 End Time: 0700 Saturday ON-CALL Start Time: 0700 End Time: 0700 Sunday ON-CALL Start Time: 0700 End Time: 0700

(This is also an example of how on-call is entered to cross over a day)

To fix a time collision

If you enter a row of time on the employee’s timesheet that overlaps with another row of time, when

you click , you will receive a “time collision” error. Pay special attention to the error message as it will tell you exactly which day the time collision occurred and the two rows of time that are overlapping. You will need to adjust one of the rows of time so that time does not overlap.

To allocate time to a different entity/cost center


1. Click the row next to the date the transfer occurred. 2. Click inside the Rec. CCtr column. 3. Type the 8 digit receiving cost center (4 digit department + 4 digit entity code). Example:


Page 42

4. Enter the time employee started this activity in the Start Time field. Ex: 0815 5. Enter the time employee stopped this activity in the End Time field. Ex: 1230



7. Click to save.

NOTE: If a salaried employee needs to allocate time to a different cost, the attendance type 8000 (Regular) should be entered in addition to the allocation.

To record a shift that is partial attendance and partial absence

For example: If an employee worked the first half of their 8 hour shift and took PTO the second half of their shift, you would enter the employee’s time into MyHR Time Management, as follows:

Monday REGULAR Start Time: 0700 End Time: 1100

Monday PTO Start Time: 1100 End Time: 1500

To copy and paste one row of data


1. Click to select the row you want to copy.

2. Click , and then click Copy Line.

3. Click to select the row where you want to paste the data.

4. Click to paste the data.


To copy and paste multiple rows of data


1. Click to select the row you want to copy.


Page 43

2. Hold down your Shift Key on your keyboard. 3. Repeat steps 1 and 2 until all rows you want to copy are highlighted.

4. Click , and then click Copy Line.

5. Click to select the row where you want to paste the data.

6. Click to paste the data. All rows you selected will be pasted on to the timesheet.


To delete a row


1. Locate the row you want to delete, click . The row will be deleted. Once you click delete, the data is deleted. There isn’t a warning and “undo” is not an option!


To record an Occurrence (unscheduled PTO or tardy)

If the employee takes unscheduled PTO, or if the employee was tardy reporting for work, you should record the occurrence on the timesheet using the appropriate absence/attendance code. This will enable you track occurrences in your reports.

1. Click the row next to the appropriate date on the employee’s timesheet. 2. Click inside the Abs/Attd Type field for the row you highlighted. 3. Enter the appropriate code below:

7130 for PTO Unscheduled

8185 for Tardy Unpaid

8186 for Tardy PTO 4. Enter the total number of minutes or hours in the Content field.


6. Click to save.

NOTE: If the employee is 7 minutes or less tardy for work, their start time will round back to the time they were scheduled to begin working – and they will be paid. However, if you want to track the tardy, you will need to record the tardy using 8185 Tardy Unpaid. You should also enter a note about the Tardy (see below).

To insert a note about the employee’s absence or tardy


1. Click . The Details pop-up will appear. 2. Type a note in the Note field. For ex: you may want to note the employee’s reason for being tardy. 3. Click OK.


Page 44

NOTES


Page 45

TIME MANAGEMENT REPORTING

Working with SAP Reports

Understanding the report “Selection” screen

When you are preparing to run a report in SAP, the first thing you need to do is tell the system exactly what data you want to see on your report. You do this by entering specific values on the report’s “Selection” screen.

You can also run the report without selecting any specific values (also known as running the report “Wide Open”), which will return all data fields available on the report, typically for all of the employees you have access to.

Example: If you want to run the “Time Sheet Report” (shown below), and you only want to see one employee’s Unscheduled PTO for the year 2016, you would enter the following values on the selection screen:

OTHER PERIOD = 01/01/2016 to 12/31/2016

PERSONNEL NUMBER = the employee’s ID

ATT/ABSENCE TYPE = 7130 (Unscheduled PTO)


Page 46

Sorting report columns

After you run the report, you can sort reports by a column. For example, if you want to sort by the Cost Center column, you would:

1. Click on the Cost Center column heading to highlight the column.

2. Click the Sort in Ascending or Sort in Descending icon.

Data will appear in the sort order you selected.

Filtering data

You can filter out data you do not want to see on your reports. For example, if you want to exclude Differential Wage Types on your Time Evaluation Report, you would:

1. Click the WT (wage type) column heading.

2. Click at the top of the screen.

3. Click on the right side of the screen.

4. Click the Exclude Single Values tab.

5. Click the next to the first field. A list of wage types will appear:

6. Double-click on the Wage Type you want to exclude. The Wage Type you selected will appear in the field.

7. Repeat steps 5 and 6 for each Wage Type you want to exclude.

8. Click .

9. Click .

The Wage Types you selected will no longer appear on your report.


Page 47

Adding Multiple Selection Criteria in One Field

When you see the yellow arrow icon on report Selection screen, this means you can add more than one value per field. For example, if you want to run a report for 2 employees at the same time, you

can click on the Selection screen and then add both employee IDs in the column (shown below).

When all values have been entered, click . Then proceed with running your report.

Understanding Selection Variants

If you find you are running the same report on a regular basis and every time you have to enter more than 5 or 6 values on the Selection screen, you can setup and save a “Selection Variant”. Then, every time you want to run the report, you can use your Selection Variant to quickly and easily populate the fields on the Selection screen for you.

TO CREATE A SELECTION VARIANT

1. Open the report you want to create the selection variant for.

2. Enter all of the values on the selection screen that you would want pre-populated.

To Enter Multiple Values in a Single Field:

a. Click to the right of the field.

b. Enter all of the appropriate values:


Page 48

c. Click when you are finished entering values. The selection screen will reappear. Notice the Yellow Arrow icon will have a green square below it indicating there are multiple values

in the field:

3. Click . The Variant Attributes screen will appear:

4. Enter a Name and Description for your variant. Hint: Make sure the name and description you enter are meaningful to you.

5. Click at the top of the screen. A message will appear in the lower left corner indicating your variant has been saved.

TO USE A SELECTION VARIANT

1. Open the report.

2. Click at the top of the report. The Find Variant pop up will appear with your ID in the Created By field:

If you are looking for a variant that you created, leave your ID in the “Created by” field

If you are looking for a variant that someone else created, remove your name from the “Created by” field

3. Click . A pop-up screen similar to the one shown below will appear:

4. Double-click on the variant you want to use.

The values saved in the variant will appear in the report’s Selection screen.

5. Run the report.


Page 49

TO EDIT A SELECTION VARIANT

1. Open the report that contains the variant you want to edit.

2. Click at the top of the report. The Find Variant pop up will appear with your ID in the Created By field:

3. Click to find all variants you created. A pop-up screen similar to the one shown below will appear:

4. Double-click on the variant name you want to edit.

The values you saved in your variant will appear in the report’s Selection screen.

5. Make the changes to your selection variant.

6. Click .

7. Do not change the name or the description of your variant.

8. Click Save at the top of the screen. The message Do you want to overwrite the variant will appear.

9. Click Yes. The variant you edited has been saved.


Page 50

Understanding Display Variants

If you want to customize the layout of an SAP report (add/remove/rearrange/sort columns, add subtotals/totals, etc.), you can create a “Display Variant”. Then, every time you run the report, you can use your Display Variant to view your custom layout.

TO CREATE A DISPLAY VARIANT

1. Run the report.

2. One of two display variant icons or will appear at the top of the screen.

3. Click the display variant icon. The Change Layout screen will appear:

The Change Layout screen will allow you to change the order of the columns or to hide the columns that you do not want to view on the report.

To change where a field appears in the report use the icons - . This will move them up or down.

To remove a field or to add a field to a report, use the icons - . This will move the fields from being displayed or not.


Page 51

4. Once you have the layout setup the way you want, click Save . The following screen will appear:

5. Type a short name for your layout in the Save Layout field.

6. Type a descriptive name for your layout in the Name field.

7. Check Default Setting if you want this layout to be the default layout for this report.

8. Click . Your Display Variant has been saved. The Change Layout screen will appear.

9. Click .

TO USE THE DISPLAY VARIANT

1. Open the report and look for the “Layout” or “Display Variant” field on the selection screen:

OR

2. Click next to the “Display Variant” or “Layout” field:

A list of Display Variants will appear.

3. Click on the layout you created for the report.

4. Run the report. The report will appear using the display variant (layout) you created.


Page 52

TO EDIT A DISPLAY VARIANT

1. Run the report.

2. One of two display variant icons or will appear at the top of the screen.

3. Click the display variant icon. The Change Layout screen will appear.

4. Make the appropriate edits to the layout.

5. When you are finished editing, click Save .

6. The list of display variants will appear:

7. Select the variant you want to edit.

8. Click . The following pop-up will appear:

9. Click Yes to overwrite your existing layout.

10. Click .


Page 53

Additional Time Management Reports

Additional time management reports can be found on the SSM Manager tab under Reports:

Time Sheet Report

You can use the Time Sheet Report to:

Identify employee absences and attendance over a specified period of time. This may help when completing employee evaluations and counseling

Search for an employee’s future dated PTO

View who edited and/or approved an employee’s clocked time

TO RUN THE REPORT

From the SSM Manager Home:

1. Click the Reports tab. 2. Click Time Sheet Report. The Selections screen will appear.

3. Click . The Period screen will appear:

4. Enter start and end dates in MM/DD/YYYY format in the Period fields (shown above). 5. Select one (or both) of the following options:

Enter an employee’s ID in the Personnel Number field to display all absence, attendance and wage types for this employee (for the period of time selected)

Enter an absence or attendance code in the Att./Absence Type field to display only that absence/attendance type for the employee(s) selected. (See Appendix: Quick References > Absence/Attendance Types.)


Page 54


TO SEARCH FOR FUTURE DATED PTO

1. Follow steps 1-5 on the previous page to run the Time Sheet Report.

2. Click the Get Variant icon .

3. Select Future PTO.

4. Click .



Page 55

Evaluated Time Report

Use the Evaluated Time Report to view an employee’s time with rounding and pay rules applied. For example, you can use this report to:

View the number of Overtime hours your employees worked to help with budgeting

Compare the number of hours your employees were paid vs their Full Time Equivalent (FTE)

TO RUN THE REPORT


1. Click the Reports tab.

2. Click Evaluated Time. The Selections screen will appear.

3. Click . The following screen will appear:

4. Select the appropriate period from the list of options:

Today

Current month

Current Year

Up to today (the first entry in SAP through today’s date)

From today (today’s date through 12/31/9999)


5. OPTIONAL: Enter an employee’s ID in the Personnel Number field to display all absence, attendance and wage types for this employee (for the period of time selected)

6. OPTIONAL: Enter a wage type (see Appendix: Quick References > Absence and Attendance Type Wage Type Mapping) in the Wage Type field to view a specific wage type.

If you leave the Personnel Number and the Wage Type fields empty, the report will run for all employees showing all wage types.


Page 56


TO SEARCH FOR OVERTIME HOURS

1. Follow steps 1-4 to run the report.

2. Click at the top of the report. The Find Variant pop up will appear with your ID in the Created By field.

3. Remove your ID from the “Created by” field.

4. Click . A pop-up screen similar to the one shown below will appear:

5. Double-click on the variant titled “OVERTIME VARIA”.

The OT values saved in the variant will appear in the report’s Selection screen.

6. OPTIONAL: Enter an employee’s ID in the Personnel Number field to view one employee’s overtime OR leave blank to view all employee’s overtime.

7. Click to run the report. The report will appear showing overtime, if applicable.


Page 57

Absence Quotas Report

You can use the Absence Quotas Report to view your employee’s PTO and EMTO balances.

TO RUN THE REPORT



2. Click Absence Quotas. The Selections screen will appear.

3. Click . The following screen will appear:


Today

Current month

Current Year




5. OPTIONAL: Enter an employee’s ID in the Personnel Number field:

6. OPTIONAL: Enter an absence type in the Absence Quota type field to display only that absence type for the employee(s) selected:

The most commonly used:

90: Paid Time Off (PTO)

91: Extended Medical Time Off (EMTO)

NOTE: If you leave the Personnel Number and the Absence Quota type fields empty, the report will run for all employees showing all absence types.


Page 58



Page 59

Origin of Time Entry Report

You can use the Origin of Time Entry Report to display details about which device an employee is using to clock their time, including date and time of punches, network IP address, clock ID, and building/floor information.

NOTE: If the clock ID is in the ‘9000’ range, the employee used the SSM Time Clock or the Phone Clock.

TO RUN THE REPORT



2. Click Origin of Time Entry Report.


Today

Current month

Current Year



Other Period (enter the appropriate dates in MM/DD/YYYY format) in both the Data selection period and the Person selection period

4. REQUIRED: Enter a value in the Personnel Number field.


Page 60

5. OPTIONAL: Enter a value in one or more of the following Additional Selection fields to further refine your report:

Terminal ID (employee’s terminal or clock id where they clocked in or out)

Att/Abs Reason

Number

Changed By

Changed On

Display Variant (see Appendix: Navigating MyHR Reports > Using Report Display Variants)



Page 61

Muster Roll Report

You can use the Muster Roll Report to identify employees who are currently clocked IN but whose time has not yet appeared on the timesheet (time does not pass to the timesheet until there is a pair, meaning a Start and End punch).

The Muster Roll Report displays the following data:

Employee name

Org details (Personnel area/subarea, cost center, etc.)

Job

Work contact number

Manager name

Location of last clock activity (clock ID + location)

TO RUN THE REPORT



2. Click Muster Roll (Hospitals).


Today

Current month

Current Year





Page 62

4. Enter a value in one or more of the following fields to limit the number of employees appearing on the report:

Personnel Number

Employee status

Company Code (this is your 4-digit entity code)

Payroll Area

Personnel Area/subarea/cost center

Employee group/subgroup 5. OPTIONAL: Enter a value in one or more of the following fields to further refine your report:

Job

OCC Code

Clock ID



Page 63

Exceptions Report

You can use the Exceptions Report to identify the number of absence or attendance types for a selected period.

TO RUN THE REPORT



2. Click Exceptions.


Today

Current month

Current Year




4. OPTIONAL: Enter a value in one or more of the following fields to limit the number of employees appearing on the report:

Personnel Number

Employee status

Company Code

Payroll Area

Personnel Area

Personnel Subarea


Page 64

Employee Group

Employee Subgroup

Payroll area

Cost Center

5. Enter an absence or attendance type in the att/abs types field to further refine your report. (See Appendix: Quick References > Absence/Attendance Types.)



Page 65

Meal Period Exceptions Report

You can use the Meal Period Exceptions Report to see trends in employee meal period behaviors.

TO RUN THE REPORT



2. Click Meal Period Exceptions.

3. Enter a Start Date and End Date in MM/DD/YYYY format:



Page 66

Manager Cost Center Report

You can use the Manager Cost Center report to determine if employees from another cost center are charging time to your cost center(s). You should run this report every pay period to ensure the hours being charged to your cost center are valid. If no hours appear on the report, no time has been charged to your cost center. If hours appear on the report that should not be charged to your cost center, locate the Manager or Timekeeper’s name who approved the allocation and contact them for details and/or correction.

NOTE: If you are responsible for more than one cost center, all of your cost centers will be pre-populated in the Cost Center field (if setup correctly in SAP).

TO RUN THE REPORT



2. Click Manager Cost Center Report. By default, your home cost center(s) will prepopulate the Cost Center field.




Page 67

Manager Productivity Report

You can use the Manager Productivity Report to view hours being charged to your cost center. This report includes all of your employees as well as employees from other cost centers who are charging time to your cost center(s).

NOTE: If you are responsible for more than one cost center, all of your cost centers will be pre-populated in the Cost Center field (if setup correctly in SAP).

TO RUN THE REPORT



2. Click Manager Productivity Report. By default, your home cost center(s) will prepopulate the Cost Center field.



The report will appear showing which cost center(s) are being charged in the “ChrgCstCtr” field:


Page 68

Employee & FTE Counts Report

You can use the Employee & FTE Counts Report to compare the total number of employees currently employed in your department with the total number of full time equivalents (FTEs) positions in your department.

TO RUN THE REPORT



2. Click Employee & FTE Counts. The following selection screen will appear:

3. Click to highlight all of the employees.

4. Click . The report will appear:

In the above example, the manager has 8 employees on staff and 9 FTE positions available, totaling 7.40% FTEs actively working.

Bob Barker 00000000 Agatha Frisky 00000000 Britney Spurs 00000000

Gayle Benson 00000000 Scott Young 00000000 Cindy Antonacci 00000000


Page 69

Manager Occurrence Report

You can use the Manager Occurrence Report to see how many occurrences employees have accumulated over the last 365 days from the current day (depending on your SAP Time go live date), including point values associated with each occurrence. Occurrence point values are:

1 Point Occurrences

7110 Unpaid Hours - Called In

7115 No call/No show

7125 EMB/EMTO

7130 PTO Unscheduled

.33 Point Occurrences

8185 Tardy Unpaid

8186 Tardy PTO

However, in order to see tardy occurrences on the report, you will need to manually enter the appropriate tardy code on the employee’s timesheet when the employee is late for work.

Also, SAP Time does not know whether multiple consecutive absences are related (ex: employee was sick 3 days in a row) or independent of each other (ex: employee was sick one day, employee’s car wouldn’t start the next day, employee’s child was sick the next day). You will need to review the report comments to determine if multiple consecutive absences count as 1 occurrence or multiple occurrences.

TO RUN THE REPORT



2. Click Manager Occurrence Report.

3. By default, the report will run for:

All employees you have access to

All “Occurrence” codes (see above)

The last 365 days from the current date

To refine your search, enter/modify data in one or more of the following fields:


Page 70


The report will appear showing data based on options selected above:


Page 71

Display Times for Manager’s Direct and Indirect Reports

You can use the Display Times For Manager’s Direct and Indirect Reports to see the employee’s time, who edited and who approved their time.

TO RUN THE REPORT



2. Click Display Times for the Manager’s Direct and Indirect Reports.


Current Period (Current Payroll Period)

Other Period (Other Payroll Period)

Or the Period button (includes date selections, shown below)

Today

Current month

Current Year




4. OPTIONAL: Enter an employee’s ID in the Personnel Number field:


Page 72

5. OPTIONAL: Enter additional values to further refine your report. (See Appendix: Quick References > Absence/Attendance Types.)



Page 73

APPENDIX This section includes information on the following:

Time Transfer Process

Understanding PTO Balances

Navigating the SSM Portal

Time Related Forms

Time Related Quick References

Time Entry Training Materials


Page 74

Kronos Time Clock Transfer Process

The following information will help you understand what happens when time is transferred from a Kronos Time Clock into MyHR Time.

Punches go from the Time Clocks immediately into the Kronos database.

Approximately every 2 hours, punches are transferred out of the Kronos database and into SAP where they are stored until a “pair” of time is found.

“Pairs” of time are the START and END times of a “span of time”. Pairs of time are made up of ACTUAL punches and COPIES of actual punches.

The example above shows an employee’s punches for one day. ACTUAL punches are in bold, COPIES of actual punches are in light gray.

- The employee punched IN at 7:55 am and worked until 12:00 pm, that’s when they punched to start their meal period.

- Notice the COPY of the 12:00 pm punch in light gray. The copied 12:00 pm punch makes up the time “pair“ for the first half of this employee’s shift.

- At exactly 12:30 pm, this employee punched to end their MEAL PERIOD and started working the last half of their shift.

- Notice the COPY of the 12:30 pm punch in light gray. The copied 12:30 punch makes up the time “pair” for the meal period.

- Then the employee worked the last half of their shift and punched out at 4:38 pm. The 12:30 punch and the 4:38 OUT punch make up the last time “pair” for this day.

“Pairs” of time are what you see on the employee’s timesheet.

Once SAP is able to match up “pairs” of time, the Time Evaluation Process begins (this happens behind the scenes before time is posted into MyHR where you can see it):

- Rounding rules are applied to the first punch in and the last punch out - The 5-minute meal period “grace” is applied - Time is converted from Standard to Military/24 Hour Time - Time is evaluated according to the Pay Rules and the employee’s eligibility for differentials

The bottom line: Although punches are pulled from Kronos time clocks into MyHR SAP Time approximately every 2 hours, it could take much longer to actually see punches on the employee’s timesheet.


Page 75

General SAP Navigation Tips

Use single clicks to access all menus and commands in MyHR.

Always use MyHR’s BACK and Refresh buttons instead of your web browser’s buttons.

Click to close any open windows (this also works if you want to stop a report from running)

For security reasons, the following message will appear when there has been several minutes of inactivity. If you click OK within the allotted timeframe, your session with continue. If you do not, your session will end.

MyHR SAP Time is a web application. Occasionally, if you and another person are using the same computer to access the portal, Internet Explorer may cause an error. If this happens, you or your IS department should follow the steps below:

Delete Internet Explorer Browsing History and Temp Files

Important! Before you begin, close ALL open Internet Explorer windows.


2. Press ALT + X on your keyboard to open the Tools menu.

3. Click Internet Options.

4. On the General tab, in the Browsing History section, click Delete

(see image to the right).

5. Make sure all checkboxes are checked.

6. Click Delete.

7. Click Settings (see image to the right).

8. Click View Files.

9. Press CTRL + A on your keyboard to highlight all files on the right

side of the screen.

10. Press Delete on your keyboard.

11. Press the X in the upper right corner to close the window.

12. Click OK.

13. Click OK again.

Your Internet Explorer history and temp files have been deleted.


Page 76

Changing the Number of Rows Displayed on the Timesheet

From within a timesheet:

1. Click on the right side of the timesheet:

The Settings screen will appear:

2. Click the Display tab.

3. Type 30 (or another number) in the Displayed Rows field to view 30 rows worth of data.

4. Click . The Save View As popup will appear.

5. Enter a name for your view in the Description tab. (ex: Cindy’s View)

6. Check Initial View to make this view appear by default every time you open an employee’s timesheet, click OK.

Printing a Report


2. Select the printer name PDFPTR (WINPTR):

3. Click the green checkmark to print.


Page 77

Creating a Personal Value List of Absence/Attendance Types

You can create a Personal Value List that only shows the Absence/Attendance types you use the most.

From within a timesheet:

1. Click inside the Abs/Attd Type field. The icon will appear just to the right of the field.

2. Click . A list of absence and attendance types will appear:

3. Click Personal Value List.

4. Click Maintenance of Personal Value List.

5. Click on the absence or attendance type you want to add to your personal list.

6. Click the right arrow (in the middle of the screen) to move it to your Personal Value List on the right side of the screen:

7. Repeat steps 5 and 6 for all absence and attendance types you want in your list.

8. Click OK when finished. Your Personal Value List is now your default list.

NOTE: You can always click All Values to view all absence and attendance types. You can also make changes to your list by clicking Maintenance of Personal Value List.


Page 78

Time Related Quick References

Designating a “Timekeeper” To Be Your Backup

By default, your one-up manager/director has the ability to approve your employees’ time when you are not available. However, you may want to consider designating someone (another manager, team leader, admin assistant, etc.) as your “timekeeper” to be your backup when you are on PTO, leave of absence, etc. Doing so will grant your timekeeper access to your employees’ time 100% of the time. Designating a timekeeper can also be beneficial if you manage a large group of employees (25+) and need regular help reviewing, editing and approving time.

NOTE: As a Manager, designating someone as your backup does not relieve you of your timekeeping responsibilities. You are ultimately responsible for approving your employees’ time. Should you elect to designate a timekeeper, you will need to communicate and coordinate with your timekeeper to ensure they know WHEN you need them to review and approve your employees’ time.

For more information or to have a timekeeper setup for you, please contact your local HR.


Page 79

Absence/Attendance Types in NUMERICAL Order

7010 Suspension with Pay 7015 Suspension without Pay 7020 Severance 7025 Bereavement 7070 FMLA- PTO 7075 FMLA- EMB/EMTO 7076 FMLA-Unpaid 7080 Military LOA - UNPAID 7081 Military LOA – PTO 7085 Non-FMLA LOA PTO 7087 Non-FMLA LOA Unpaid 7088 Non-FMLA LOA EMB/EMTO 7095 Workers Comp - day 1-3 7100 Workers Comp - after day 3 7105 Workers Comp - Doc Appt 7110 Unpaid Hours - Called In 7115 No Call/No Show 7117 Unpaid hours - Scheduled 7120 PTO 7121 PTO Workers Comp - day 1-3 7122 PTO Wrkrs Comp - after day 3 7123 PTO Wrkrs Comp - Doc Appt 7125 EMB/EMTO 7126 EMB/EMTO WC - day 1-3 7127 EMB/EMTO WC - after day 3 7128 EMB/EMTO WC – Doc Appt 7130 PTO Unscheduled 7131 Low Census - PTO (Mandatory) 7132 Low Census - PTO (Voluntary) 7135 Witness 7140 Jury Duty 7145 Executive Holiday

WIS

CO

NSI

N O

NLY

7150 WMLA Empl-PTO 7151 WMLA Empl-EMB/EMTO 7152 WMLA Empl-Unpaid 7153 WMLA Family-PTO 7154 WMLA Family-EMB/EMTO 7155 WMLA Family-Unpaid 7156 WMLA Birth-PTO 7157 WMLA Birth-EMB/EMTO 7158 WMLA Birth-Unpaid

8000 Regular Attendance 8005 Committee 8010 Epic Project 8015 In-Service 8020 Meeting 8025 Synergy Project 8035 Workers Comp - Light Duty 8045 Orientation - Productive 8050 Orientation - Non Productive 8055 On the Job Training 8060 Charge 8061 Charge + Critical Shift 8065 Call Back Onsite 8066 Call Back Onsite + Charge 8067 Call Back Onsite + Critical Shift 8068 Call Back Onsite + Preceptor 8070 Call Back Offsite 8075 Call Back St. Louis 8076 CB Onsite Travel + Charge 8077 CB Onsite Travel + Critical 8078 CB Onsite Travel w/Preceptor 8080 Hold Over 8085 Alt Rate 1 8090 Alt Rate 2 8095 Alt Rate 3 8105 Education/Training 8110 Preceptor 8113 Patient Sitter Flat + Critical Shift 8114 Patient Sitter Flat + Critical Shift 2.0 8115 Patient Sitter Regular 8116 Patient Sitter - Flat Rate 8117 Patient Sitter Regular + Critical Shift 8118 Patient Sitter Regular + Critical Shift 2.0 8120 Availability on Site 8124 Availability No PTO 8126 Availability PTO 8135 ECMO 8140 Sane Level 1 8141 Sane Level 2 8142 Sane Level 3 8155 Low Census - No Pay (Mandatory) 8160 Low Census - No Pay (Voluntary) 8165 On-Call 8180 Meal Period Uninterrupted 8181 Meal Period Interrupted 8182 Meal Period Interrupted Unapproved 8183 Meal Period Off Site 8185 Tardy Unpaid 8186 Tardy PTO 8190 Critical shift 8191 Critical Shift Level 2 8192 Critical Shift Level 3 8195 Transport 8200 TRNSP-Cape, Hannibal 8210 Trauma Weekend 8999 Missed Clock


Page 80

Absence/Attendance Types in ALPHABETICAL Order

8085 Alt Rate 1 8090 Alt Rate 2 8095 Alt Rate 3 8124 Availability No PTO 8120 Availability on Site 8126 Availability PTO 7025 Bereavement 8070 Call Back Offsite 8065 Call Back Onsite 8066 Call Back Onsite + Charge 8067 Call Back Onsite + Critical Shift 8068 Call Back Onsite + Preceptor 8075 Call Back St. Louis 8076 CB Onsite Travel + Charge 8077 CB Onsite Travel + Critical 8078 CB Onsite Travel w/Preceptor 8060 Charge 8061 Charge + Critical Shift 8005 Committee 8190 Critical shift 8191 Critical Shift Level 2 8192 Critical Shift Level 3 8135 ECMO 8105 Education/Training 7125 EMB/EMTO 7127 EMB/EMTO WC - after day 3 7126 EMB/EMTO WC - day 1-3 7128 EMB/EMTO WC – Doc Appt 8010 Epic Project 7145 Executive Holiday 7075 FMLA- EMB/EMTO 7070 FMLA- PTO 7076 FMLA-Unpaid 8080 Hold Over 8015 In-Service 7140 Jury Duty 8155 Low Census - No Pay (Mandatory) 8160 Low Census - No Pay (Voluntary) 7131 Low Census - PTO (Mandatory) 7132 Low Census - PTO (Voluntary) 8181 Meal Period Interrupted 8182 Meal Period Interrupted Unapproved 8183 Meal Period Off Site 8180 Meal Period Uninterrupted 8020 Meeting 7081 Military LOA - PTO 7080 Military LOA - UNPAID 8999 Missed Clock 7115 No Call/No Show 7085 Non-FMLA LOA PTO

7087 Non-FMLA LOA Unpaid 7088 Non-FMLA LOA EMB/EMTO 8055 On the Job Training 8165 On-Call 8050 Orientation - Non Productive 8045 Orientation - Productive 8116 Patient Sitter Flat 8113 Patient Sitter Flat + Critical Shift 8114 Patient Sitter Flat + Critical Shift 2.0 8115 Patient Sitter Regular 8117 Patient Sitter Regular + Critical Shift 8118 Patient Sitter Regular + Critical Shift 2.0 8110 Preceptor 7120 PTO 7130 PTO Unscheduled 7121 PTO Workers Comp - day 1-3 7122 PTO Wrkrs Comp - after day 3 7123 PTO Wrkrs Comp - Doc Appt 8000 Regular Attendance 8140 Sane Level 1 8141 Sane Level 2 8142 Sane Level 3 7020 Severance 7010 Suspension with Pay 7015 Suspension without Pay 8025 Synergy Project 8186 Tardy PTO 8185 Tardy Unpaid 8195 Transport 8210 Trauma Weekend 8200 TRNSP-Cape, Hannibal 7110 Unpaid Hours - Called In 7117 Unpaid hours - Scheduled 7135 Witness 7100 Workers Comp - after day 3 7095 Workers Comp - day 1-3 7105 Workers Comp - Doc Appt 8035 Workers Comp - Light Duty

WIS

CO

NSI

N O

NLY

7150 WMLA Empl-PTO 7151 WMLA Empl-EMB/EMTO 7152 WMLA Empl-Unpaid 7153 WMLA Family-PTO 7154 WMLA Family-EMB/EMTO 7155 WMLA Family-Unpaid 7156 WMLA Birth-PTO 7157 WMLA Birth-EMB/EMTO 7158 WMLA Birth-Unpaid 7150 WMLA Empl-PTO


Page 81

Absence Type Details

Code Description Use When

Available to Hourly or Salary

7010 Suspension with Pay Employee is suspended from work for disciplinary action with pay Both

7015 Suspension without Pay Employee is suspended from work for disciplinary action without pay Both

7020 Severance Employee is due wages after termination Both

7025 Bereavement Employee on authorized funeral or bereavement leave Both

7070 FMLA- PTO Employee on leave under Family Medical Leave Act using Paid Time Off Both

7075 FMLA- EMB/EMTO Employee on leave under Family Medical Leave Act using Extended Medical Bank/Extended Medical Time Off Both

7076 FMLA-Unpaid Employee on leave under Family Medical Leave Act without pay due to unavailability of benefit hours Both

7080 Military LOA - Unpaid Employee on military Leave of Absence without pay Both

7081 Military LOA – PTO Employee on military Leave of Absence using Paid Time Off Both

7085 Non-FMLA LOA PTO Employee on Leave of Absence (non-Family Medical Leave Act) using Paid Time Off Both

7087 Non-FMLA LOA Unpaid Employee on Leave of Absence (non-Family Medical Leave Act) without pay due to unavailability of benefit hours Both

7088 Non-FMLA LOA EMB/EMTO Employee on Leave of Absence (non-Family Medical Leave Act) using Extended Medical Bank/Extended Medical Time Off Both

7095 Workers Comp (day 1-3) Employee on Worker's Compensation Time days 1 - 3 (tracking purposes only - please contact Payroll to ensure proper payment to employee) Both

7100 Workers Comp -after day 3 Employee on Worker's Compensation Time after day 3 (tracking purposes only - please contact Payroll to ensure proper payment to employee) Both

7105 Workers Comp- Doc Appt Employee on Worker's Compensation Time attending doctor's appointment (tracking purposes only - please contact Payroll to ensure proper payment to employee) Both

7110 Unpaid Hours - Called In Employee called in (absence greater than 2 hours - will not be paid) Both

7115 No call/No show Employee did not call in or show up for work (absence greater than 2 hours - will not be paid) Both

7117 Unpaid Hours –Scheduled Employee scheduled absence without pay due to unavailability of benefit hours Both

7120 PTO Scheduled Employee scheduled Paid Time Off Both

7121 PTO WC(Day 1-3) Employee on Worker's Compensation Time days 1 - 3 (taking PTO-please contact HR to ensure proper payment to employee) Both

7122 PTO WC - after day 3 Employee on Worker's Compensation Time after day 3 (taking PTO - please contact HR to ensure proper payment to employee) Both

7123 PTO WC- Doc Appt Employee on Worker's Compensation Time attending doctor's appointment (Taking PTO - please contact HR to ensure proper payment to employee) Both

7125 EMB/EMTO Employee using Extended Medical Bank/Extended Medical Time Off Both

7126 EMB/EMTO WC (day 1-3) Employee on Worker's Compensation Time days 1 - 3 (taking EMTO-please contact HR to ensure proper payment to employee) Both

7127 EMB/EMTO WC - after day 3 Employee on Worker's Compensation Time after day 3 (taking EMTO - please contact HR to ensure proper payment to employee) Both

7128 EMB/EMTO WC- Doc Appt Employee on Worker's Compensation Time attending doctor's appointment (Taking EMTO - please contact HR to ensure proper payment to employee)

Both

7130 PTO Unscheduled Employee on approved unscheduled Paid Time Off Both

7131 Low Census-PTO(Mand.) Employee sent home before end of scheduled shift (not required to be available) - using Paid Time Off Hourly

7132 Low Census-PTO(Vol) Employee volunteers to be sent home before end of scheduled shift (not required to be available) - using Paid Time Off Hourly

7135 Witness Employee representing entity as a witness in a legal or regulatory hearing Both

7140 Jury Duty Employee on jury duty Both

7145 Executive Holiday Salaried Personnel enters Holiday Time - Executive Only - (Does not reduce PTO Quota) Salary


Page 82

Absence Type Details (Wisconsin Only)

WISCONSIN ONLY

7150 WMLA Empl-PTO Employee on leave for self under Wisconsin Medical Leave Act using Paid Time Off Both

7151 WMLA Empl-EMB/EMTO

Employee on leave for self under Wisconsin Medical Leave Act using Extended Medical Bank/Extended Medical Time Off

Both

7152 WMLA Empl-Unpaid

Employee on leave for self under Wisconsin Medical Leave Act without pay due to unavailability of benefit hours or per employee request

Both

7153 WMLA Family-PTO

Employee on leave for qualifying family member under Wisconsin Medical Leave Act using Paid Time Off

Both

7154 WMLA Family-EMB/EMTO

Employee on leave for qualifying family member under Wisconsin Medical Leave Act using Extended Medical Bank/Extended Medical Time Off

Both

7155 WMLA Family-Unpaid

Employee on Leave for qualifying family member under Wisconsin Medical Leave Act without pay due to unavailability of benefit hours or per employee request

Both

7156 WMLA Birth-PTO Employee on leave for birth/adoption under Wisconsin Medical Leave Act using Paid Time Off Both

7157 WMLA Birth-EMB/EMTO

Employee on leave for birth/adoption under Wisconsin Medical Leave Act using Extended Medical Bank/Extended Medical Time Off

Both

7158 WMLA Birth-Unpaid

Employee on leave for birth/adoption under Wisconsin Medical Leave Act without pay due to unavailability of benefit hours or per employee request

Both


Page 83

Attendance Type Details



8000 Regular Attendance Employee performing regular work duties Both

8020 Meeting Employee attending a meeting Both

8025 Synergy Project Wisconsin Only Salary

8035 Workers Comp-Light Duty

Employee performing light duty due to Worker's Compensation (use for tracking purposes - will be paid regular rate) Both

8045 Orientation-Productive Employee in training doing "productive" work (will be paid regular rate) Both

8050 Orientation-Non Prod. Employee in training doing "unproductive" work (will be paid regular rate) Both

8055 On the Job Training Employee in on-the-job training doing "unproductive" work (will be paid regular rate) Hourly

8060 Charge Employee takes on additional Charge responsibilities (will be paid regular rate plus Charge premium) Hourly

8061 Charge + Critical Shift Employee takes on additional Charge responsibilities on a critical shift (will be paid regular rate plus Charge premium plus critical shift premium) Hourly

8065 Call Back Onsite Employee who is On-Call is called back to work on premises (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8066 CB Onsite + Charge Employee who is On-Call is called back to work on premises as Charge. (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8067 CB Onsite + Critical Employee who is On-Call is called back to work on premises on a critical shift (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8068 CB Onsite w/ Preceptor Employee who is On-Call is called back to work on premises as a preceptor (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8070 Call Back Offsite Employee who is On-Call is called back to work off premises (employee must be eligible - check with HR). This will only pay for the actual time worked Hourly

8075 Call Back Travel

Employee who is On-Call is called back to work on premises (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum. Employee receives travel pay with at least 30 minute duration between each occurrence. This is used primarily in St. Louis and Wisconsin regions Hourly

8076

CB Onsite Travel+Charge for entities with Travel

Employee who is On-Call is called back to work on premises in a charge position (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8077

CB Onsite Travel+Critical for entities with Travel

Employee who is On-Call is called back to work on premises on a critical shift (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8078

CB Onsite Travelw/Precep for entities with Travel

Employee who is On-Call is called back to work on premises as a preceptor (employee must be eligible - check with HR). The first Call Back of the SSM day is guaranteed a 2-hour minimum Hourly

8080 Hold Over Employee is required to complete a case or must stay past their scheduled shift into their scheduled call period (employee must be eligible - check with HR) Hourly

8081 Holdover + Charge Employee is required to complete a case or must stay past their scheduled shift into their scheduled call period in a Charge position (employee must be eligible - check with HR)

8085 Alt Rate 1 Employee works 1st alternate job and paid at a rate different from the employee's regular rate Hourly

8090 Alt Rate 2 Employee works 2nd alternate job and paid at a rate different from the employee's regular rate Hourly

8095 Alt Rate 3 Employee works 3rd alternate job and paid at a rate different from the employee's regular rate Hourly

8105 Education/Training Employee attends an entity approved training class or seminar Both

8110 Preceptor Employee is performing as a Preceptor (employee must have completed Preceptor training to be eligible - check with HR prior to clocking). Will be paid regular rate plus Preceptor premium Hourly

8113 Patient Sitter Flat/Critical

Employee is performing as a Patient Sitter and it is not within the scope of their normal work. Will be paid a flat rate + additional Critical shift bonus for Patient Sitter hours work.

Hourly

8114 Patient Sitter Flat/Critical 2.0

Employee is performing as a Patient Sitter and it is not within the scope of their normal work. Will be paid a flat rate + double Critical shift bonus for Patient Sitter hours work. Hourly

8115 Patient Sitter Employee’s title is patient sitter. A clinical employee (example: RN, clinical partner) is temporarily assigned as a patient sitter Hourly

CONTINUED ON NEXT PAGE


Page 84



8116 Patient Sitter- Flat Rate Employee is performing as a Patient Sitter and it is not within the scope of their normal work. Will be paid a flat rate for Patient Sitter hours work. (example: EVS, Secretary) Hourly

8117

Patient Sitter Reg/Critical

An employee’s title is patient sitter A clinical employee (example: RN, clinical partner) is temporarily assigned as a patient sitter Employee receive additional Critical Shift Bonus Pay for the shift Hourly

8118 Patient Sitter Reg./Critical 2.0

An employee’s title is patient sitter A clinical employee (example: RN, clinical partner) is temporarily assigned as a patient sitter Employee receive additional double Critical Shift Bonus Pay for the shift Hourly

8120 Availability on Site

An employee is required to stay on site should they be needed. Availability on site is paid at the employee’s base rate and will be included in overtime calculation. Availability On Site and any worked hours cannot overlap. Hourly

8124 Availability No PTO Employee sent home before end of scheduled shift (required to be available) - not using Paid Time Off (will receive Availability premium. Must be eligible - check with HR) Hourly

8126 Availability PTO Employee sent home before end of scheduled shift (required to be available) - using Paid Time Off (will receive Availability premium. Must be eligible - check with HR) Hourly

8135 ECMO Employee takes on additional responsibilities related to the operation of specific ECMO equipment (will be paid regular rate plus ECMO premium) Both

8140 Sane Level 1 Employee takes on additional responsibilities related to the operation of specific ECMO equipment (will be paid regular rate plus ECMO premium) Both



8155 Low Census-No Pay(Mand.)

Employee sent home before end of scheduled shift (not required to be available) - will not be paid (will accrue benefits for the rest of the shift) Hourly

8160 Low Census-No Pay(Vol.)

Employee volunteers to be sent home before end of scheduled shift (not required to be available) - will not be paid (will accrue benefits for the rest of the shift) Hourly

8165 On-Call Employee is on-call during off-scheduled hours - will receive additional premium. If employee is On-Call and asked to return to work, employee will receive Call Back pay Hourly

8180 Meal Period Uninterrupted Employee takes 30-35 minute uninterrupted meal period Hourly

8181 Meal Period Interrupted

Employee returned to work prior to the completion of 30-35 minute meal period with approval. Employee will be paid for the Short Meal Period- system generated code if employee cards back before .50 Hourly

8182 Meal Period Int. Una.

Employee returned to work prior to the completion of 30-35 minute meal period without approval. Employee will be paid for the Short Meal Period. (Use this to designate an unapproved short meal period) Hourly

8183 Meal Period Off-Premise

Employee takes 30-35 minute uninterrupted meal period off premises away from work site Hourly

8185 Tardy Unpaid Employee is late clocking in for their shift (absence 2 hours or less - will not be paid) Hourly

8186 Tardy PTO Employee is late clocking in for their shift (absence 2 hours or less - using Paid Time Off) Hourly

8190 Critical shift Employee working a shift deemed as Critical (will be paid regular rate plus Critical premium - must be eligible - check with HR) Hourly

8191 Critical Shift Level 2 Employee working a shift deemed as Critical (will be paid regular rate plus Critical premium - must be eligible - check with HR) Hourly

8195 Transport Transport Differential Regular Hourly

8200 TRNSP-Cape, Hannibal Transport Differential Cape Hourly

8210 Trauma Weekend Trauma Weekend Hourly

8999 Missed Clock Out

Employee missed a punch (displays on the timesheet when a punch could not be paired). Managers must review and correct on the timesheet - system generated code if employee misses a clock Hourly


Page 85

Absence Type Wage Type Mapping

Absence Type Absence Type Description Generates Wage Type Wage Type Description

7005 No call/No show 0023 Unpaid Salary

7010 Suspension with Pay 1100 Disc/Suspended w/pay

7015 Suspension without Pay 0023 Unpaid Salary

7020 Severance 1500 Severance

7025 Bereavement 1000 Bereavement

7070 FMLA- PTO 2000 PTO/ETO/Vacation

7075 FMLA- EMB/EMTO 2100 EMB/EMTO/Sick Taken

7076 FMLA-Unpaid 0023 Unpaid Salary

7085 Non-FMLA LOA PTO 2000 PTO/ETO/Vacation

7086 Non-FMLA LOA Unpaid 0023 Unpaid Salary

7087 Non-FMLA LOA Unpaid 0023 Unpaid Salary

7080 Military LOA – UNPAID 0023 Unpaid Salary

7081 Military LOA – PTO 2000 PTO/ETO/Vacation Taken

7110 Unpaid Hours - Called In 0023 Unpaid Salary

7115 Unpaid Hours - No Show 0023 Unpaid Salary

7117 Unpaid Hours - Scheduled 0023 Unpaid Salary

7120 PTO 2000 PTO/ETO/Vacation

7125 EMB/EMTO 2100 EMB/EMTO/Sick Taken

7130 PTO Unscheduled 2000 PTO/ETO/Vacation

7131 Low Census-PTO (Mandatory) 2000 PTO/ETO/Vacation Taken

7132 Low Census-PTO (Voluntary) 2000 PTO/ETO/Vacation Taken

7135 Witness 1650 Witness

7140 Jury Duty 1200 Jury Duty

WIS

CO

NSI

N O

NLY

7150 WMLA Empl-PTO 2000 PTO/ETO/Vacation Taken

7151 WMLA Empl-EMB/EMTO 2100 EMB/EMTO/Sick Taken

7152 WMLA Empl-Unpaid 0023 Unpaid Salary

7153 WMLA Family-PTO 2000 PTO/ETO/Vacation Taken

7154 WMLA Family-EMB/EMTO 2100 EMB/EMTO/Sick Taken

7155 WMLA Family-Unpaid 0023 Unpaid Salary

7156 WMLA Birth-PTO 2000 PTO/ETO/Vacation Taken

7157 WMLA Birth-EMB/EMTO 2100 EMB/EMTO/Sick Taken

7158 WMLA Birth-Unpaid 0023 Unpaid Salary

PREMIUMS GENERATED THROUGH TIME EVALUATION ONLY

No call / No show

Suspension with pay

Suspension without pay

Severance

Bereavement


Page 86

Attendance Type Wage Type Mapping

Attendance Type

Attendance Type Description

Generates Wage Type Wage Type Description

Premium Wage Type, if applicable

8000 Regular Attendance 0010 Hourly Rate

8020 Meeting 1250 Meeting

8050 Orientation - Non Productive 1350 Orientation Day (New Hire)

8055 On the Job Training 0100 Orientation OJT Training

8060 Charge 0010 Hourly Rate 3370 Charge Pay

8065 Call Back Onsite 0150 0152

Call Back Call Back Non-Worked Hours

3255 Call Back Premium

8070 Call Back Offsite 0010 Hourly Rate + Differentials, if applicable

8075 Call Back St. Louis 0150 Call Back

8080 Hold Over 0175 Hold Over 3510 Hold Over Premium

8085 Alt Rate 1 0200 Alt Rate 1



8105 Education/Training 1550 Training/Education

8110 Preceptor 0010 Hourly Rate 3600 Preceptor Differential

8115 Patient Sitter 0010 Hourly Rate

8120 Availability On Site 0010 Hourly Rate

8124 Availability No PTO 4240 LCD – Low Census Days 2300 Availability Premium

8126 Availability PTO 2000 PTO/ETO/Vacation Taken 2300 Availability Premium

8155 Low Census-No Pay (Mandatory) 4240 LCD – Low Census Days

8160 Low Census-No Pay (Voluntary) 4240 LCD – Low Census Days

8165 On-Call 3250 Call Pay Flat

8181 Meal Period Interrupted 0010 Hourly Rate

8182 Meal Period Interrupted Unapproved 0010 Hourly Rate

8186 Tardy PTO 2000 PTO/ETO/Vacation Taken

8190 Critical shift 0010 Hourly Rate 3410 Staffing Premium

8191 Critical shift Level 2 0010 Hourly Rate 3412 Staffing Premium

8192 Critical shift Level 3 0010 Hourly Rate 3413 Staffing Premium

OVERTIME AND HOLIDAY PREMIUMS

3550 OT Premium

3590 CBK OT

3520 Hold Over OT

3460 Holiday Premium


Page 87

Rounding Chart

The following chart will help you interpret rounded time.

Min: Rounds To: Example: Min: Rounds To: Example:

1 hour 7:01 rounds to 7:00 31 half 7:31 rounds to 7:30







8 quarter 7:08 rounds to 7:15 38 three quarter 7:38 rounds to 7:45















23 half 7:23 rounds to 7:30 53 hour 7:53 rounds to 8:00









Page 88

Minutes to Decimal Chart

Use the following chart to help interpret minutes in decimals.

Minutes Decimals Minutes Decimals

1 = 0.02 31 = 0.52

2 = 0.03 32 = 0.53

3 = 0.05 33 = 0.55

4 = 0.07 34 = 0.57

5 = 0.08 35 = 0.58

6 = 0.10 36 = 0.60

7 = 0.12 37 = 0.62

8 = 0.13 38 = 0.63

9 = 0.15 39 = 0.65

10 = 0.17 40 = 0.67

11 = 0.18 41 = 0.68

12 = 0.20 42 = 0.70

13 = 0.22 43 = 0.72

14 = 0.23 44 = 0.73

15 = 0.25 45 = 0.75

16 = 0.27 46 = 0.77

17 = 0.28 47 = 0.78

18 = 0.30 48 = 0.80

19 = 0.32 49 = 0.82

20 = 0.33 50 = 0.83

21 = 0.35 51 = 0.85

22 = 0.37 52 = 0.87

23 = 0.38 53 = 0.88

24 = 0.40 54 = 0.90

25 = 0.42 55 = 0.92

26 = 0.43 56 = 0.93

27 = 0.45 57 = 0.95

28 = 0.47 58 = 0.97

29 = 0.48 59 = 0.98

30 = 0.50 60 = 1.00


Page 89

24 Hour Time, Shifts, Day and Week Divide Charts

Standard Time 24 Hour Time Shifts Day Begins

12:00 am = 24:00 7:00 am 7:00 am

1:00 am = 01:00

1st Shift

8:00 am

2:00 am = 02:00 9:00 am

3:00 am = 03:00 10:00 am

4:00 am = 04:00 11:00 am

5:00 am = 05:00 12:00 pm

6:00 am = 06:00 1:00 pm

7:00 am = 07:00 2:00 pm

8:00 am = 08:00 3:00 pm 3:00 pm

9:00 am = 09:00

2nd Shift

4:00 pm

10:00 am = 10:00 5:00 pm

11:00 am = 11:00 6:00 pm

12:00 pm = 12:00 7:00 pm

1:00 pm = 13:00 8:00 pm

2:00 pm = 14:00 9:00 pm

3:00 pm = 15:00 10:00 pm

4:00 pm = 16:00 11:00 pm 11:00 pm

5:00 pm = 17:00

3rd Shift

12:00 am

6:00 pm = 18:00 1:00 am

7:00 pm = 19:00 2:00 am

8:00 pm = 20:00 3:00 am

9:00 pm = 21:00 4:00 am

10:00 pm = 22:00 5:00 am

11:00 pm = 23:00 6:00 am

12:00 am = 24:00 6:59 am

7:30 am Day Ends

Week Begins Week Ends

Sunday 7:00 am Monday Tuesday Wednesday Thursday Friday Saturday Sunday 06:59 am

Important! Time must be entered on the timesheet on the ACTUAL day it was worked. For example, if an employee clocks in at 11:00 pm on August 1st but forgets to clock their meal that started at 12:15 am, you will need to enter the meal period on August 2nd starting at 12:15 am.


Page 90

Time Entry Training Materials

Using a BLACK Kronos Time Clock

SWIPING YOUR BADGE

After the transition to MyHR Time, you must use your badge at the time clock:

1. Hold your badge with the bar code facing the wall:

2. In one steady motion, swipe your badge down and through the clock.

If done properly:

A green light will flash

The clock will beep once

The screen will display ACCEPTED

You clocked your time successfully.

If done improperly:

An orange light will flash

The clock will beep 3 times rapidly

The screen will indicated that your punch was rejected or there was an error reading your badge

You will need to re-swipe your badge (in addition to any blue Activity buttons you may have pressed prior to swiping).


Page 91

CLOCKING IN

NOTE: If needed, you can clock an Activity (Meeting, Orientation, etc.), or Transfer your time, or a combination of both, at the same time you are clocking IN.

1. Hold your badge with the bar code facing the wall.

2. Swipe your badge down.

CLOCKING OUT



CLOCKING THE START OF YOUR MEAL PERIOD

NOTE: Clock the Start Time of your meal period and the End Time of your meal period using the same time clock.

1. Press the blue Meal Period activity button to begin your meal period.



4. Important! Look at the time displayed on the time clock when you begin your meal period. You should return from your meal period 30 – 35 minutes after the meal period began.

CLOCKING THE END OF YOUR MEAL PERIOD

1. When your meal period is over, select the appropriate option below:

If you are returning to your regular work time in your home department and entity, press the blue End Activity button.

If you are returning to your regular work time in a different department and/or entity, press the blue MORE… button and then press the blue End Activity and Transfer button. Then, enter the appropriate department and/or entity code using the key pad.

If you are returning to another activity (ex: Charge, Meeting, etc.), press the appropriate blue Activity button.



NOTE: The clock does not remember what activity you were doing or if you transferred your time before you started your meal period. If you transferred your time to a different department and/or entity before your meal period started and you need to work the rest of your shift in that same department and/or entity, you will need to transfer your time again once your meal period is over. Likewise, if you were doing an activity (ex: Charge, Training/Education, etc.) before your meal period started and you need to work the rest of your shift doing that same activity, you will need to select that activity again once your meal period is over.


Page 92

CLOCKING THE START OF AN ACTIVITY (MEETING, ORIENTATION, CHARGE, ETC.)

1. Press the appropriate blue ACTIVITY button.

NOTE: If you do not see the Activity you want to clock on the 1st Activity screen, press the More… button to go to the 2nd Activity screen. The More… button works like a toggle between screens.

2. Select the appropriate option below:

If charging this activity to your home department and entity: A. Press the gray ENTER button to skip these fields

If charging this activity to a different department and/or entity: A. Enter the appropriate 4 digit department number and press the gray ENTER button (or press

ENTER to skip this field). B. Enter the appropriate 3 digit entity code and press the gray ENTER button (or press the gray

ENTER button to skip this field).



WHEN THE ACTIVITY HAS ENDED


If you are returning to your regular work time in your home dept/entity, press End Activity

If you are returning to your regular work time but need to charge your time to a different dept and/or entity, press the End Activity and Transfer button, and enter the appropriate dept and/or entity codes

If you need to begin another activity, press the appropriate Activity button




Page 93

TRANSFERRING YOUR TIME TO ANOTHER DEPARTMENT OR ENTITY

1. Press the blue Transfer button.

2. Enter the appropriate 4 digit department number and press the gray ENTER button.

3. If necessary, enter the appropriate 3 digit entity number and press the gray ENTER button, OR, if you are not transferring to a different entity, press the gray ENTER button to skip this field.

4. Hold your badge with the bar code facing the clock (your picture should be facing you).


TO RETURN TO YOUR HOME DEPARTMENT OR ENTITY FROM A TRANSFER

1. Press the blue Transfer button.

2. Enter your 4 digit home department number and press the gray ENTER button.


If you are returning from an entity other than your home entity, enter your 3 digit home entity and press the gray ENTER button OR

If you are returning from a department AT your home entity, press the gray ENTER button to skip this field.

4. Hold your badge with the bar code facing the clock (your picture should be facing you).



Page 94

Using a RED Kronos Time Clock

CLOCKING IN

1. Hold badge with bar code facing badge reader.

2. Swipe badge down. Badge reader will display “X-PUN” and your badge number. You have been clocked in.

CLOCKING OUT

1. Hold badge with bar code facing badge reader.

2. Swipe badge down. Badge reader will display “X-PUN” and your badge number. You have been clocked out.

CLOCKING THE START OF YOUR MEAL PERIOD

NOTE: Clock the Start Time of your meal period and the End Time of your meal period using the same time clock.

1. Press F1 key. Badge reader will display “SAP LUNCH”.

Badge reader will display “ENTER BADGE”.

2. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your meal period has begun.

CLOCKING THE END OF YOUR MEAL PERIOD

1. Press the F3 key. Badge reader will display “ACTIVITY CLEAR”.


2. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. You have ended your meal period.


Page 95

CLOCKING THE START OF AN ACTIVITY

1. Press the appropriate Activity Key below:

2. Are you transferring to a different department?

YES: Type 4-digit dept. no., press ENTER.

NO: Press ENTER.

3. Are you transferring to a different entity?

YES: Type 4-digit entity no., press ENTER.

0020 = SJHC 0230 = SJHW

1280 = DePaul 1130 = SCHC

NO: Press ENTER.


4. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your activity has started.

WHEN THE ACTIVITY HAS ENDED

1. Press F3. Badge Reader will display “ACTIVITY CLEAR”.


2. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your activity has ended.

NOTE: If you transferred your activity to a different department or entity, you will need to follow the steps for “Transferring Your Time Back to Your Home” on the following page.


Page 96

TRANSFERRING YOUR TIME TO ANOTHER DEPARTMENT OR ENTITY

1. Press F2. Badge reader will display “DEPARTMENT”.

2. Type 4-digit dept. no., press ENTER.



0020 = SJHC 0230 = SJHW


NO: Press ENTER.


4. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your time has been transferred.

TRANSFERRING YOUR TIME BACK TO YOUR HOME

1. Press F2. Badge reader will display “DEPARTMENT”.

2. Type 4-digit HOME dept. no., press ENTER.

3. Type 4-digit HOME entity no., press ENTER.

0020 = SJHC 0230 = SJHW



4. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your time has been transferred back to your home.


Page 97

ENDING AN ACTIVITY AND TRANSFERRING YOUR TIME

1. Press F11. Badge reader will display “ACTIVITY CLEAR”.

Badge reader will display “DEPARTMENT”.

2. Type 4-digit dept. no., press ENTER.



0020 = SJHC 0230 = SJHW


NO: Press ENTER.


4. Swipe your badge down. Badge reader will display “X-PUN” and your badge number. Your activity has ended and your time has been transferred.

REVIEWING YOUR PUNCHES

1. Press F12. Badge reader will display “SCAN STORED PUNCHES”.


2. Swipe your badge down. Your last punch will display.

3. Press NEXT or PREV to toggle through your punches (last 12 hours on that clock).


Page 98

Using the SSM Time Clock

SIGNING IN

1. Launch Internet Explorer and navigate to the MyHR Portal on the SSM Intranet.

2. Follow the timekeeping link, then click the SSM Time Clock.

Use one of the following methods to sign in:

Badge Scanner: Scan your badge

Screen: 1. Click the Employee Number field, enter your

employee ID, press .

2. Click the Password field, enter the last 4 digits of your Social Security Number, press .

3. Click Sign In >>.

The SSM Time Clock will display:


Page 99

STARTING YOUR SHIFT

After signing in:

1. Click START SHIFT. The time and the status of your shift activity will display:

If needed, you can record an activity (Meeting, Orientation, etc.), or transfer your time to a different department or entity, or a combination of both, at the same time you are recording your time IN. See instructions on the following pages.

NOTE: In most cases, the employee will only click START SHIFT one time per shift. If they attempt to click START SHIFT a second time during the same shift (ex: after their meal period ends), the following pop-up will appear:

ENDING YOUR SHIFT

After signing in:

1. Click END SHIFT. The time and the status of your shift activity will display:


Page 100

BEGINNING YOUR MEAL PERIOD

After signing in: 1. Click BEGIN MEAL.

The time and the status of your meal activity will display:

A pop-up will appear displaying the time you should return from your meal, including the 5-minute grace period:

ENDING YOUR MEAL PERIOD

After signing in: 1. Select the appropriate option below:

Are you returning from your meal to your regular work in your home department and entity? Go to step 3 below.

Are you returning from your meal to an activity (ex: Charge, Meeting, etc.)? Click the down arrow in the Select Activity field. A list of activity types will appear. Scroll through the list and select the appropriate ACTIVITY code.

2. Are you transferring your time to a different entity/department? If not, go to step 3 below. If yes, select the appropriate option below:

If you know the 8 digit cost center (4 digit department + 4 digit entity code) you are transferring your time to, type the 8 digit number in the Cost Center field.

If you do not know the 8 digit cost center number:

a. Click the search icon in the Search for Cost Center field. b. Enter your entity code in the Company Code field. c. Type all or a portion of the department name in the Name field, Click Accept, Click Search.

Scroll the list of search results. d. Click the appropriate cost center code.

3. Click BEGIN ACTIVITY.

The time and the status of your activity will display:

If you are clocking back in before 30 minutes has passed, the following pop-up message will display:

Are you sure you want to clock back from lunch before your 30 minutes are up?

NOTE: The SSM Time Clock does not remember what activity you were doing or if you transferred your time before you started your meal period. If you transferred your time to a different department and/or entity before your meal period started and you need to work the rest of your shift in that same department and/or entity, you will need to transfer your time again once your meal period is over. Likewise, if you were doing an activity (ex: Charge, Training/Education, etc.) before your meal period started and you need to work the rest of your shift doing that same activity, you will need to select that activity again once your meal period is over.


Page 101

TRANSFERRING YOUR TIME TO ANOTHER ENTITY AND/OR DEPARTMENT

After signing in:






2. Click BEGIN ACTIVITY.

The time and status of your activity will display, along with the cost center you transferred your time to:

RETURNING TO YOUR REGULAR WORK TIME IN YOUR HOME ENTITY AND DEPARTMENT

After signing in:

1. Click BEGIN ACTIVITY. The time and the status of your activity will display:


Page 102

BEGINNING AN ACTIVITY

After signing in:

1. Click the down arrow in the Select Activity field. A list of activity types will appear. Scroll through the list and select the appropriate ACTIVITY.

2. Are you charging the time you spend on this activity to a different entity/department? If yes, select the appropriate option below:







After signing in:



Page 103

REVIEWING PUNCHES

After signing in:

1. Click SHOW PREVIOUS ENTRIES. A pop-up will display your SSM Time Clock punches for the last 48 hours:

2. When you’re finished reviewing punches, click CLOSE.


Page 104

Using the SSM Phone Clock

1. Dial the appropriate 4-digit SSM Phone Clock extension for your entity.

You will hear:

Welcome! The current time is:_____________. Please enter your employee ID and PIN.

2. Enter your 8-digit employee ID (include leading zeroes) + the last 4 digits of your Social Security Number. You will hear:

You entered: ____________. Is that correct?

3. Press 1 for YES or 2 for NO. You will hear:

Please enter your clock code or press 4 to check last transaction.

4. Enter the appropriate clock code below and follow the prompts to record your time:

1 Clock In to Regular Attendance

2 Call Back On Site W/Travel

3 Meal Period

4 To check last clock code transaction

5 Department / Entity Transfer

9 Clock Out

60 ECMO

61 Education/Training

62 Orientation non-productive

63 Meeting

64 Preceptor

65 On the Job Training

66 Patient Sitter

67 Alternate Rate 1

68 Alternate Rate 2

69 Regular Attendance

80 Charge

81 On-Call (225), or Orientation (678)

82 Hold Over

83 Meal Period Off-Premise

84 Patient Sitter - Flat Rate

85 Orientation Productive

87 Transport

88 Transport Cape/Hannibal


Page 105

STARTING YOUR SHIFT

1. Dial the appropriate extension for your entity.





4. Press 1 to clock in. You will hear:

Thank you. Your transaction is complete.

5. Hang up.

NOTE: If needed, you can record an activity (Meeting, Orientation, etc.), or transfer your time to a different department or entity, or a combination of both, at the same time you are starting your shift. Just enter the appropriate code and follow the prompts.

ENDING YOUR SHIFT






4. Press 9 to clock out. You will hear:


5. Hang up.


Page 106







4. Press 3 to begin your meal period. You will hear:

Please return between____ and _____. Thank you. Your transaction is complete.

5. Hang up.








Are you returning from your meal to your regular work in your home department and entity? Press 69.

Are you returning from your meal to an activity (ex: Charge, Meeting, etc.)? Enter the appropriate code and follow the prompts.

Are you transferring your time to a different entity/department? Press 5 and follow the prompts.

5. You will hear:


6. Hang up.


Page 107

TRANSFERRING YOUR TIME ANOTHER ENTITY AND/OR DEPARTMENT






4. Press 5. You will hear:

Please enter a 4 digit department code.

5. Enter the appropriate 4 digit department code. You will hear:

Please enter a clock code.

6. Enter the appropriate activity code. You will hear:


7. Hang up.

RETURNING TO YOUR REGULAR WORK IN YOUR HOME ENTITY/DEPARTMENT








5. Hang up.


Page 108







4. Enter the appropriate activity code. You will hear:


5. Hang up.

RETURNING TO YOUR REGULAR WORK IN YOUR HOME ENTITY/DEPARTMENT








5. Hang up.


Page 109

ENTERING ON-CALL







Please enter a department code or # for your home department.

5. Enter the appropriate 4-digit department number. You will hear:

Please enter a pay code.

6. Press 225.

Please enter a 4-digit date (2 for month, 2 for date), or press # for today’s date.

7. Enter the appropriate date. You will hear:

Please enter number of hours with 4-digits (first 2 for number of hours, last 2 for number of minutes).

8. Enter the appropriate number of hours/minutes. You will hear:

Press 1 for another non-clock transaction, press 4 to repeat the transaction for the following date, or press 9 to exit.

Important! Minutes must be entered as quarter hours, i.e., 15 minutes = 25, 30 minutes = 50, 45 minutes = 75. For example, 8 hours would be entered as 0800, 4 hours and 15 minutes would be entered as 0425.

9. Press the appropriate option. Follow the prompts to complete your transaction. You will hear:


10. Hang up.


Page 110

ENTERING ORIENTATION







Please enter a department code or # for your home department.

5. Enter the appropriate 4-digit department number. You will hear:

Please enter a pay code.

6. Press 678.

Please enter a 4-digit date (2 for month, 2 for date), or press # for today’s date.

7. Enter the appropriate date. You will hear:

Please enter number of hours with 4-digits (first 2 for number of hours, last 2 for number of minutes).

8. Enter the appropriate number of hours/minutes. You will hear:

Press 1 for another non-clock transaction, press 4 to repeat the transaction for the following date, or press 9 to exit.

Important! Minutes must be entered as quarter hours, i.e., 15 minutes = 25, 30 minutes = 50, 45 minutes = 75. For example, 8 hours would be entered as 0800, 4 hours and 15 minutes would be entered as 0425.

9. Press the appropriate option. Follow the prompts to complete your transaction. You will hear:


10. Hang up.


Page 111

CHECK LAST CLOCK CODE TRANSACTION







Your last clock transaction was code ______ at _______.


5. Enter the appropriate clock code or hang up.


Page 112

Using Employee Time Entry

Employee Time Entry enables hourly employees to enter select Absence/Attendance types (ex: PTO, On-Call, Low Census) directly onto their timesheet – subject to the manager’s approval.

ACCESSING EMPLOYEE TIME ENTRY



2. Click Employee Time Entry. The Employee Time Entry screen will appear:

ENTERING PTO

From the Employee Time Entry screen:

1. Click New Entry. The Employee Time Entry pop-up will appear:

2. Click in the Abs/Attd Code field. A list of absence/attendance types will appear:

Select the row next to the appropriate PTO code.

Robert Jones

IMPORTANT! When you enter “PTO-Unscheduled” on the employee’s timesheet, you should approve it immediately, as it will appear in Employee Time Entry. If you do not approve it immediately, the employee will have the ability in Employee Time Entry to change it to “PTO”.


Page 113

3. Click OK. The PTO code will populate into the Abs/Attd Code field:

4. Click the calendar icon in the first Date field:

A calendar will appear:

5. Navigate to and then click on the appropriate START date of your PTO entry.

6. Click the calendar icon in the second Date field:

7. Navigate to and click on the appropriate END date of your PTO entry.

8. Enter the START time of your PTO entry using military/24 hr clock format in the first Time field:

9. Enter the END time of your PTO entry using military/24 hr clock format in the second Time field:

(HINT: Do not include a meal period.)

10. Click Save. Your PTO entry will appear on the screen:

The message will also appear at the bottom of the screen.

11. Your PTO entry has been submitted to your Manager or Timekeeper for review. Notice the yellow Status of your entry in the far left column. This indicates your manager has not yet approved your PTO entry. If/when your Manager/Timekeeper approves your PTO, the Status icon will appear green.

12. Click X to close the Employee Time Entry screen.

IMPORTANT! Do not enter PTO beyond the next two weeks. Make sure you have enough PTO right now and not what you would expect to earn just before your vacation. If you enter PTO and have not accrued enough PTO to cover that entry, your time will not flow through to your time card.


Page 114

ENTERING ON-CALL

On-Call may be entered across multiple contiguous days.

Employees may enter On-Call for a maximum of up to 2 weeks at a time.

On-Call entered across the day divide will be broken into two separate rows on the timesheet.

From the Employee Time Entry screen:

1. Click New Entry. The Employee Time Entry pop-up will appear:

2. Click in the Abs/Attd Code field. A list of absence/attendance types will appear:

Select the row next to On-Call.

3. Click OK.

The On-Call code will populate into the Abs/Attd Code field:

4. Click the calendar icon in the first Date field:

A calendar will appear:

5. Navigate to and then click on the appropriate START date of your On-Call entry.


Page 115

6. Click the calendar icon in the second Date field:

7. Navigate to and click on the appropriate END date of your On-Call entry.

8. Enter the START time of your entry using military/24 hr clock format in the first Time field:

9. Enter the END time of your entry using military/24 hr clock format in the second Time field:

10. Click Save. Your On-Call entry will appear on the screen:

The message will also appear at the bottom of the screen.

11. Your On-Call entry has been submitted to your Manager or Timekeeper for review. Notice the yellow Status of your entry in the far left column. This indicates your manager has not yet approved your entry. If/when your Manager/Timekeeper approves your entry, the Status icon will appear green.


DELETING AN ENTRY

From the main Employee Time Entry screen:

1. Use the calendar at the top of the screen to click on the week of your existing time entry, if necessary.

2. Click the entry you want to delete:

3. Click Delete Entry. The following pop-up will appear:

4. Click Yes. The message will display at the bottom of the screen.



Page 116

Using the Portal Time Clock

Important Note: The Portal Time Clock will only be used as a backup if/when the SSM Time Clock is unavailable.

ACCESSING THE PORTAL TIME CLOCK

In the event the SSM Time Clock is not available, the link to the SSM Time Clock will automatically point to the Portal Time Clock. In other words, you

1. Launch Internet Explorer and navigate to the MyHR Portal on the SSM Intranet.

2. Follow the timekeeping link, then click the SSM Time Clock.

The Portal Time Clock will appear:

NOTE: You will use the Start Shift, Begin Meal and End Shift buttons only once during each shift. You will use the Begin Activity button to record all other activities and transfers, including when you end your meal.


Page 117

STARTING YOUR SHIFT

1. Type your Employee ID in the Employee Number field.

2. Enter the last 4 digits of your Social Security Number in the last 4 SSN field.

3. Click .

The message “ Start Shift recorded successfully” will appear at the bottom of the screen.

NOTE: If needed, you can record an activity (Meeting, Orientation, etc.), or transfer your time to a different department or entity, or a combination of both, at the same time you are recording your time IN. See instructions on the following pages.

ENDING YOUR SHIFT

1. Log in with your employee ID and the last 4 digits of your SSN.

2. Click .

The message “ End Shift recorded successfully” will appear at the bottom of the screen.


Page 118



2. Click . The following will appear at the bottom of the screen:




Are you returning from your meal to your regular work in your home department and entity? Go to step 5 below.

Are you returning from your meal to an activity (ex: Charge, Meeting, etc.)? Click the menu icon in the Activity field. A list of activity types will appear. Scroll through the list and select the

appropriate ACTIVITY code, click OK.

3. Are you transferring your time to a different entity/department? If yes, select the appropriate option below:



a. Click the menu icon in the Cost Center field. The Cost Center Values pop-up will appear. b. Click the menu icon in the Company Code field. The Company Code Values pop-up will

appear. c. Click the row for the entity you are transferring you time to. The entity code will populate

into the Company Code field. d. Click inside the Name field. To search for a department, type an asterisk + 2-3 letters of the

department name + another asterisk (ex: if searching for Radiology, type *rad*). When the department appears, select the row for the appropriate department. The complete 8 digit cost center will appear in the Cost Center field. If no, go to step 5 below.

4. Click .

NOTE: The Portal Time Clock does not remember what activity you were doing or if you transferred your time before you started your meal period. If you transferred your time to a different department and/or entity before your meal period started and you need to work the rest of your shift in that same department and/or entity, you will need to transfer your time again once your meal period is over. Likewise, if you were doing an activity (ex: Charge, Training/Education, etc.) before your meal period started and you need to work the rest of your shift doing that same activity, you will need to select that activity again once your meal period is over.


Page 119

TRANSFERRING YOUR TIME ANOTHER ENTITY AND/OR DEPARTMENT





b. Click the menu icon in the Cost Center field. The Cost Center Values pop-up will appear. c. Click the menu icon in the Company Code field. The Company Code Values pop-up will

appear. d. Click the row for the entity you are transferring you time to. The entity code will populate

into the Company Code field. e. Click inside the Name field. To search for a department, type an asterisk + 2-3 letters of the

department name + another asterisk (ex: if searching for Radiology, type *rad*), click Start Search. When the department appears, select the row for the appropriate department. The complete 8 digit cost center will appear in the Cost Center field.






Page 120



2. Click the menu icon in the Activity field. A list of activity types will appear.

3. Scroll through the list, and select the appropriate ACTIVITY code.

4. Click OK.

5. Are you charging the time you spend on this activity to a different entity/department? If yes, select the appropriate option below:




a. Click the menu icon in the Cost Center field. The Cost Center Values pop-up will appear. b. Click the menu icon in the Company Code field. The Company Code Values pop-up will

appear. c. Click the row for the entity you are transferring you time to. The entity code will populate

into the Company Code field. d. Click inside the Name field. To search for a department, type an asterisk + 2-3 letters of the

department name + another asterisk (ex: if searching for Radiology, type *rad*). When the department appears, select the row for the appropriate department. The complete 8 digit cost center will appear in the Cost Center field.






Page 121

REVIEWING PUNCHES

You can review your Portal Time Clock punches using the following options:

Option 1: After you type your Employee Number and the last 4 digits of your SSN, press ENTER. You will see the following on the right side of the screen:

Start Shift: Shows the date/time you started your shift

Begin Meal: Shows the date/time you started your meal period

Begin Activity: Shows the date/time you started your most recent activity

End Shift: Shows the date/time you ended your shift

NOTE: You can clear dates/times and cost centers

from the screen by clicking .

Option 2: After you type your Employee Number and the last 4 digits of your SSN, press ENTER, then

press . A list of your punches for the last 2 days will appear in descending order:


Page 122

TIME MANAGEMENT SUPPORT

QUESTIONS ABOUT PAY?

Managers are the first line of support for employees who have questions about their pay. If you cannot answer their question, please contact your HR or Payroll department, whichever is appropriate.

QUESTIONS ABOUT TIME?

Managers and Timekeepers are also the first line of support for employees who have questions about their time. If you cannot answer their question, please contact your HR or Payroll department, whichever is appropriate.

PROBLEMS WITH TECHNOLOGY?

If you or your employees are experiencing problems with technology, please contact the SSM Technical Support Center (TSC) at 1-866-SSM-HELP (1-866-776-4357). In St. Louis, call 314-644-7345.


Page 123

FREQUENTLY ASKED QUESTIONS

Q: What is the username and password to access MyHR? A: Your Active Directory ID and password.

Q: How do employees review their time? A: Both hourly and salaried employees should use the Employee Dashboard Report to see a summary of their time for the current (or past period) as well as detailed time entries by day.

Q: Can PTO be entered in advance? A: Yes, as long as the employee has the appropriate balance in their PTO account. However, the PTO they enter in the future will come out of their current PTO bank.

Q: What does a typical shift look like on the timesheet? A: A typical shift will have at least 3 “pairs” of time: 1: Time IN for the day and START time of meal period 2: START time of meal period and END time of meal period 3: END time of meal period and time OUT for the day

If the shift crosses the 0700 day divide, there will be at least 4 “pairs” of time: 1: Time IN for the day and the 0700 “implied” punch to mark the end of the day 2: The 0700 “implied” punch to mark the beginning of the next day and the START time of meal period 3: START time of meal period and END time of meal period 4: END time of meal period and time OUT for the day

Q: I received an error message with Call Back on the timesheet? A: An employee is only eligible for Call Back if On-Call. You will need to enter On-Call for the appropriate time period in order for Call Back to be paid appropriately.

Q: If an employee is On-Call and they are called back on-site, do I need to manually adjust the employee’s timesheet if they clocked Call Back at a time clock? A: No, the timesheet will show the overlapping periods; however once time is approved, Time Evaluation will run and adjust the hours accordingly. The evaluated time can be viewed on the Time Statement prior to payment.

Q: How does an hourly employee enter Call Back? A: Most employees will record Call Back using their time entry method. However, if this needs to be manually entered, a new line will need to be inserted on the timesheet on the day the Call Back occurs. Choose Call Back Onsite (if they returned to work) or Call Back Offsite (if they did not return to the workplace) and then enter the start time and end time.

Q: I cannot delete a row on the timesheet even though it says 0 hours. A: Click Approve and Send and then you should be able to delete the row.

Q: Does the home cost center need to be entered on timesheet daily? A: No, you only need to select a cost center allocation if work is performed outside of the home department/cost center.

Q: What if I am not available to approve my employee’s time? A: If a designated Timekeeper has been setup for you, the Timekeeper can approve your employee’s time with no additional action on your part. If you are unexpectedly absent and not able to approve time, your “one up” supervisor always has access to approve your employees’ time on your behalf.


Page 124

Q: In KRONOS, I was able to view my managers’ direct reports. In MyHR SAP Time, will I be able to approve my managers’ direct reports in his/her absence? A: No, not by default. However, you will be able to if your manager sets you up as a designated Timekeeper for their department (see Appendix > Navigating the SSM Portal > Designating Someone As a Timekeeper).

Q: Are managers required to review and approve his/her employees’ time on a daily basis? A: No, at a minimum, you should review and approve time every Friday and always prior to 10:00 am on payroll Monday. Your timely approval gives the employee an opportunity to review their time for accuracy, and you time to make any corrections prior to payment.

Date post:	02-Apr-2021
Category:	Documents
Upload:	others
View:	1 times
Download:	0 times