OTL OTL Timekeepingp g

Recertification

InstructorInstructor

Nancy Knight

Central/HR Payroll

2

you do as Timekeeper

3

Recertification class todayRecertification class todayPlus

C h i lComprehensive manualPlus

Labs created especially for you

4

5

TodayTodayTodayToday

• OTM – Oracle Time Management• Timecard – In the Integrated System• Timecard – In the Integrated System• Source Document (Discoverer report)

R g l W g OTM d h t• Regular Wages OTM and hours types• Calculating premium pay (straight/ot)• Supervisors of employees• OTM Exception Report

6

September 14September 14ththSeptember 14September 14thth

Coaching and CommunicatingSSTL – Self-Service Time and LeaveSSTL Self Service Time and LeaveOTL – Oracle Time and LeaveUVa Time Management form (Word.doc)UVa e Ma age e t o (Wo d.doc)Hours Type (SSTL); Payroll Elements in OTLRefer to Managers of employeesg p yOTL Timekeeper GroupsTimekeeper Entry formp y

7

September 14September 14ththSeptember 14September 14thth

• UVA Missing and Rejected Timecard UVA Missing and Rejected Timecard Report (required)

• UVA Time and Leave Summary Exception UVA Time and Leave Summary Exception Report (aka: Under Report - required)

Discoverer ReportsDiscoverer Reports• IS.PAY_Unapproved Timecard Report (new

and required)and required)• IS.PAY_Timesheets Reported OTL

(Comments column added and required)(Comments column added and required)

8

Timekeepers Timekeepers • The major focus of your duties will be to:

– Communicate with employees, managers and Central URH– Run reports to identify employees whose timecards are in a status that may result in no pay if a corrective action is not initiated

• The major focus of your duties will be to:• The major focus of your duties will be to:

Communicate with employees – Communicate with employees, managers and Central HR

– Run reports to identify employees whose timecards are in a status that may result in no pay check if a corrective action is not initiated

9

• Every Timekeeper must have a back-upEvery Timekeeper must have a back up

N if C l HR/P ll/L C if • Notify Central HR/Payroll/Leave Center if your back-up is on duty (982-2943 or 924-4404) il j i i i d d 4404) or e-mail njw@virginia.edu and copy cbh4u@virginia.edu)

10

EmployeesEmployeesManagersTimekeepers HRMS SpecialistsTimekeepers HRMS SpecialistsCentral HR

11

EmployeesEmployees

12

• Employees will enter their own time• Employees can enter all hour types

except STD,Workers Comp and FMLA

13

Non-Exempt EmployeesNon Exempt Employees

Pre-populatedp p

Pre-populated

• Enter time worked AND leave taken• Premium pay will be calculated by the systemp y y y• MUST SUBMIT a timecard in order to be paid

14

Exempt EmployeesExempt Employees

Exception: Worked on a holiday and Agency Closing

• Enter leave taken only

15

Exempt EmployeesExempt Employees

• Positive confirmation (no leave taken)• Will be paid if no timecard submittedp

16

Wage EmployeesWage Employees

• Submit time worked• Premium pay will be calculated by the Premium pay will be calculated by the

system17

ManagersManagers

18

ManagersManagers

A j t ti d f Approve or reject timecards for direct-report employees

19

ManagersManagers

• Can enter time and leave for an Can enter time and leave for an employee IF the timecard is not submitted

• Can change an employee’s timecard IF it Can change an employee s timecard IF it is saved but not submitted

• Cannot change an employee’s timecard once it has been submittedonce it has been submitted

20

HRMS SpecialistsHRMS Specialists

21

•Terminate assignments not being used

•Place 9,10 and 11 month employees on LWOPLWOP

•Maintain and update Time Information•Maintain and update Time Information(Rotation Plan, Earnings Policy, Shift Policy)Shift Policy)

•Monitor changes in Manager (supervisor)22

•Monitor changes in Manager (supervisor)

Central HR/PayrollCentral HR/Payroll

23

Central HR/PayrollCentral HR/Payroll

• Run reports to identify rejected timecards Run reports to identify rejected timecards only

• Will NOT run reports for not submitted timecards

• Tuesday morning after payroll close:– Run the Under Hours report and charge annual

leave to meet the goal hours for employees on this reportthis report

24

Assist EmployeesAssist Employees

• Attain a knowledge base of policies associated with time and leaveassociated with time and leave

25

Special Payroll Policies/Definitions

Leave PoliciesLeave Policies

26

www.hrs.virginia.edu

27

Policy and ProceduresPolicy and Procedures

28

29

Leave types that require Documentation

30

31

Assist EmployeesAssist Employees

• Assist employees who need help getting started using SSTLstarted using SSTL

From any timecard you can view the SSTL y yTutorial for employees

32

Tutorial – SSTL and EmployeesTutorial SSTL and Employees

• Sstl website www hrs virginia edu/sstlSstl website www.hrs.virginia.edu/sstl

OROR

• www.hrs.virginia.edu/online/employees

33

Assist ManagersAssist Managers

• Assist managers who may need help getting started to view/approve or reject getting started to view/approve or reject employee timecards

• Assist managers who need to enter time for an employee

34

www.hrs.virginia.edu/online/managers

35

CommunicateCommunicate

• UHR will communicate (e-mail) with the UHR will communicate (e mail) with the Timekeeper regarding the pay period or any problems/special notices

• The Timekeeper will communicate this information to the employees and managers

• It is very important to read all e-mails to Timekeepers

36

TimekeepersTimekeepers

37

Ensure that Employees h kReceive a pay check

• Remind, remind, remind employees and managers that timecards are duemanagers that timecards are due

• Run the OTL Missing and Rejected Timecard Report to identify employees who have not submitted time and leave

38

• Concentrate on non-exempt employees whose timecard has no status (not submitted), working or rejected timecards

• Concentrate on wage employees with a f “ k d”status of “working or rejected”

• Run UVA Time and Leave Summary Exception report to identify “under” h f l

39

hours for employees

• Enter time and leave upon occasion for employees

40

Monday Deadline DayMonday Deadline Day

• Before you leave for the day, key annual hours taken for any non-exempt y pemployee who has not submitted a timecard

• so they WILL get paid• …so they WILL get paid………

41

Post-Payroll Post Payroll

• Run IS.PAY Timesheets reported to monitor Run IS.PAY Timesheets reported to monitor leave that require documentation

• Run post-deadline reports to identify managers who have not yet approved the timecards for their direct-reports

• Follow-up with those managers to approve the timecards

42

Getting ReadyGetting Ready

• Take UPK tutorials• Take UPK tutorials• Read the manual – cover to cover• Practice in our labs• Create an e-mail Group for SSTL p

employees and managers• Become acutely aware of the employees Become acutely aware of the employees

who are non-exempt

43

44

UVA Pay Missing and Rejected dTimecard Report

45

46

47

48

Exempt employees are timecard required “No”Exempt employees are timecard required “No”

49

50

51

P

52

53

UVA Time and LeaveS E i RSummary Exception Report

54

55

56

57

58

59

60

61

Copy Reports RequestsCopy Reports Requests

62

63

64

65

66

67

68

69

70

View HRMS RecordsView HRMS Records

71

Employee on the “under” report @ 76 8 hoursEmployee on the “under” report @ 76.8 hours

72

73

74

75

76

77

78

scroll

79

Reconcile HoursReconcile Hours

• Pay period 06-July – 19-JulyPay period 06 July 19 July• Changed from 32 hrs to 40 hours 08-July

• 2 days @ 6.4 hours/day = 12.8 total8 d @ 8 0 h /d 64 0 t t l• 8 days @ 8.0 hours/day = 64.0 total

• Under report will show: 76.8 hoursThis is correct

80

81

82

83

84

85

86

Enter Time for the EmployeeEnter Time for the Employee

87

UVA Time Management formUVA Time Management form

88

UVA Time Management formUVA Time Management form

89

Best Business PracticeBest Business PracticeUVA Time Management formUVA Time Management form

• Use a pen for all entries and signatures (not pencil; no white out)• Employee signs• Employee signature date is the actual date signed• Hours worked should be totaled in the Total column• Leave taken should be totaled in the Total column• Enter a Grand Total for all hours worked and leave taken• Enter a Grand Total for all hours worked and leave taken

• Manager (supervisor) signs; signature date is the actual date signed– Do not sign and pre-date prior to the employee’s signature and date

• Timesheets must be delivered to the Timekeeper by Manager or by a designated person other than the employee

90

Best Business PracticeBest Business Practice• IF Manager or Timekeeper completes the timecard for the employee –

i l d t i th C t fi ld t i di t h / h l t d th include a note in the Comment field to indicate he/she completed the timecard. (No other documentation required.)

• IF a Manager enters the time for an employee on an ad hoc basis, include IF a Manager enters the time for an employee on an ad hoc basis, include a note in the Comment field to indicate the circumstance. (No other documentation required.)

IF a Timekeeper enters time for the employee for the entire pay period • IF a Timekeeper enters time for the employee for the entire pay period, an approved UVA Management form must be maintained to support the entries submitted.

• IF a Timekeeper views a completed timecard in “working” status, the Timekeeper may enter a Comment “Submitted for employee” and Save. (No other documentation required.)

91

Enter Time for the EmployeeEnter Time for the Employee

Define a Group Find the EmployeeFind the Employee

92

Exempt Employees

Non-Exempt Employees

Wage EmployeesWage Employees

Entire Organization

93

Timekeeper Navigation ScreenTimekeeper Navigation Screen

94

OTM Timecard – View OnlyOTM Timecard View Only

95

Define a GroupDefine a Group

96

97

Naming ConventionNaming Convention• Begin your Group name(s) with your Begin your Group name(s) with your

computing id

• Make the names meaningful

• Keep it simplep p

98

Make SURE you can FINDyyour Employee

99

100

Define a Group by OrgDefine a Group by Org

101

102

Group – No EmployeesGroup No Employees

103

Group w/one or more EmployeesGroup w/one or more Employees

104

Timekeeper EntryTimekeeper Entry

105

SSTL & Timekeeper EntrySSTL & Timekeeper Entry

106

One Specific EmployeeOne Specific Employee

107

108

109

110

111

112

113

114

115

116

117

118

119

Employees by GroupEmployees by Group

120

121

122

123

124

125

126

127

128

129

130

131

132

When you SAVEWhen you SAVEYou are taken back to the TOP of the list!!!!

133

134

Do NOT Delete a RecordDo NOT Delete a Record

135

Status CodesStatus Codes

136

Error MessagesError Messages

137

138

Mass EditMass Edit

139

ShiftShift

140

SSTL - ShiftSSTL Shift

Start/Stop

In/Out

141

142

Shift WorkChapter 7 – Page 21

• Shift that started Sunday night, but ends on Monday morning (rather than 11:59 on Monday morning (rather than 11:59 Sunday night) will be paid in the current pay periodpay period.

• Call Back and Stand By must be selected in SSTL and in OTL

143

Shift WorkShift Work

• Enter In and Out hours using military Enter In and Out hours, using military time but without the colon. The employee must consider time taken for employee must consider time taken for lunch, as the system will use the calculations according to the In and Out calculations according to the In and Out times only.

144

Shift WorkShift Work

• Adding or changing shift information for the Adding or changing shift information for the employee must be initiated before the pay period begins.

• It is the responsibility of the HRMS Specialist to maintain and/or update shift information in the Time Information fields before the pay period beginsbefore the pay period begins.

145

146

Tuesday – After Monday DeadlineTuesday After Monday Deadline

• Run IS PAY Timesheets Reported OTLRun IS.PAY Timesheets Reported OTL

147

Monday-One week after h P ll D dlithe Payroll Deadline

• Run IS PAY Unapproved Timecards ReportRun IS.PAY_Unapproved Timecards Report

Run seven (7) days after payroll close

Notify managers that timecards must be approvedapproved

148

149

Unapproved Timecard NoticesP

Unapproved Timecard Notices

• 1st Notice – Timekeeper notifies Manager1 Notice Timekeeper notifies Manager• Central HR notifies Manager

C l HR ifi M i• Central HR notifies Manager…again

• Frequent late notices to a Manager– Manager’s Manager and/or VP is notifiedManager s Manager and/or VP is notified

• Audit will pay a visit

150

151

Important to Remember!!!!Important to Remember!!!!

A SAVED i d i h • A SAVED timecard is not the same as a submitted timecard. A saved timecard is in ‘working’ statusworking status

• After a timecard has been submitted, it ,cannot be changed unless the manager rejects the timecard

• If a timecard is submitted, but the manager has not approved or rejected it, the has not approved or rejected it, the timecard will be processed

152

Important to Remember!!!!Important to Remember!!!!

• If an employee has multiple assignments, all p y p g ,assignments are on the one timecard in SSTL.

• Wage employees should NOT submit the timecard until hours are entered for all timecard until hours are entered for all assignments.

• Managers of wage employees with multiple assignments, will be receive the notification with all assignments entered with all assignments entered.

153

Important to Remember!!!!Important to Remember!!!!

• The manager will approve/reject the entries for the assignment he/she entries for the assignment he/she manages. HOWEVER….

• If a manager rejects the timecard entries If a manager rejects the timecard entries for his/her assignment, the entiretimecard is rejected.j

• The employee will correct and re-submit. All managers will need to re-approve.g pp

154

ReviewReview

• Take UPK tutorials• Take UPK tutorials• Read the manual – cover to cover• Practice in our labs• Create an e-mail Group for SSTL p

employees and managers• Become acutely aware of the employees Become acutely aware of the employees

who are non-exempt

155

156