Topics Map > Human Resource System (HRS) > Time and Labor
Elapsed Hourly Integrated Timesheets in HRS
Overview
This document will explain how an employee and/or manager enters time and absence into the elapsed hourly integrated timesheet. This timesheet is generally assigned to employees that record a quantity of hours for each shift and may or may not have a prepopulated schedule assignment.Process Considerations:
- "Exception" time reporters are generally assigned a default schedule which will automatically be processed by time administration to generate payable time without needing to click the Submit button on the timesheet.
- "Positive" time reporters generally do not have a schedule assignment. A default schedule may be assigned to the Employee but this type of timesheet will require to click the Submit button in order for scheduled hours to be processed for approval.
- Both Exception and Positive leave eligible time reporters will use their integrated elapsed timesheet to record worked hours and absence takes.
You may click on the links below to navigate directly to a section:
Instructions for Reporting Time Basics
- To access or review the timesheet or for a general overview of timesheet fields refer to TL - Accessing a Timesheet (Employee & Manager).
- Select the correct time period. If the employee does not have a default schedule assignment, scheduled hours will reflect "0.00". If the employee does have a default schedule assignment, the total scheduled hours for the period being viewed will display.
- Enter the quantity of hours that the employee worked in the Quantity field on the appropriate day(s)
- Click Submit.
- The timesheet has now been submitted and the Submitted icons appear in the Status column.
Instructions for Removing Rows
- Click the delete (-) button on the row you wish to delete. You may also check the "Select for Delete" box(es) for the row(s) you need to remove and then click "Delete Selected Rows". This function can be used to delete a single row or multiple rows at once.
- If using the (-) button to delete:
- If using "Select for Delete"
- If this completes your timesheet adjustments, click Submit.
Instructions for Adding Rows
- If multiple rows are needed for a single day (i.e. Multiple TRCs are necessary, partial day absences) add a row to that day in the timesheet by clicking the (+) button on the appropriate row
- A blank row is inserted for the day.
- You may now enter additional Time/Absence codes as necessary.
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- Multiple TRCs: In the example below, the employee worked their scheduled hours and was then on standby for 4 additional hours.
Employees with Default Schedules
- If the employee has a default schedule assignment, upon accessing the timesheet, the Scheduled Hours total be reflective of the schedule assignment. The quantity of hours will also be pre-populated in the quantity and the "Sched Hrs" column will display the total scheduled hours each day.
- Exception time reporters with a default schedule assignment only need their timesheet updated/submitted if they deviate from their scheduled hours.
Positive time reporters must physically click submit each pay period for scheduled hours to be processed by time admin.Overriding Default Scheduled Hours
If the employee did not work a scheduled day, it is necessary to clear the hours from that day in the timesheet. To clear the hours from a scheduled day:- Click the delete (-) button on the row for which you need to remove the scheduled hours. You may also check the "Select for Delete" box(es) for the row(s) you need to remove scheduled hours and then
click "Delete Selected Rows"
.
OR
- To override the scheduled hours, enter a "0" in the quantity column. Click Submit.
Adding a Full Day Absence Take
Whether the employee has a schedule or not, an absence take can be entered from the timesheet by selecting the appropriate take from the Time/Absence Code drop down on the row associated with the date of the absence.- Select the appropriate Time/Absence Code from the drop down on the row associated with the date of the absence.
- If the employee has a default schedule, the quantity will automatically populate with the number of scheduled hours. If the employee does not have a default schedule, enter the number of hours to be associated with the absence take.
- Click Submit.
Adding a Partial Day Absence Take
- Add a row to the day associated with the partial-day absence by clicking the (+) button.
- On the new row select the type of absence take from the Time/Absence Code drop down.
- Enter the appropriate number of hours associated with the absence take in the quantity field.
- If the employee had already submitted time or has a default schedule assignment, update the quantity of hours worked.
- Click Submit.
Deleting an Absence from the Timesheet
You may remove a previously requested/approved absence take by following the procedure to delete the row associated with the absence from the timesheet. The changes will flow into the UWS Absence and Absence Event pages accordingly.- To delete an absence delete the row with the absence from the timesheet using either the (-) button or Select for Delete/Delete Select Rows function.
- Enter a quantity of hours if necessary or 0.00 if the employee did not report to work that day.
- Click Submit.
Updating an Absence Type or Quantity
Updates made to absence types or quantity of hours can be made from the integrated elapsed timesheet. These changes will automatically be updated on the UWS Absence and Absence Event pages.- To update the absence type, choose the appropriate take from the Time/Absence Code dropdown.
- To update the absence quantity, enter the appropriate number of hours associated with the absence take in the Quantity field.
Status Icons
Status icons on the integrated elapsed Timesheet indicate the stage of processing reported or payable time is in. Access the legend of status icons by hovering over the "Status" link. You may also hover over the icon itself to view the description.
Viewing Payable Time Detail for a Day
When time is first submitted on the timesheet, it is considered to be "Reported Time". Following the Time Administration process, the reported time is converted to "Payable Time." Details of daily payable time can be viewed by clicking on the Date link for the day you wish to view. Prior to payable time generating the link is not available.Reported time is submitted. Time Admin has not yet processed the reported time to payable time.
Following Time Admin, payable time is generated and the date becomes a hyperlink. Clicking the hyperlink triggers a pop up display of payable time detail for that day.
For more information on the Time Administration process including when it runs each day refer to TL- Time Administration.
Earning Comp Time for FLSA Exempt Employees
Note: Not all FLSA Exempt staff are eligible for overtime or compensatory time because of the total job concept. Overtime and compensatory time earnings are granted at the discretion of the employing department.If a FLSA exempt employee's work week is more than 40 hours and the employee's employing unit has deemed them eligible for overtime, the employee may prefer to accrue comp time instead of overtime payment. Compensatory time earnings are granted at the discretion of the employer. Splitting of overtime and compensatory time during the same week will no longer be permitted.
Comp time earnings will be based on the earnings per week, not by the total time period; thus it will be necessary to designate Comp Time for each eligible week.
- Add a row to the day on which comp time earnings are applicable by clicking the '+' button.
- Enter the quantity of hours to be designated as comp time earnings and select the appropriate comp time earnings code from the Time/Absence Code drop-down. (ECT10 = Straight Rate Comp Time Earnings, ECT15 = Time and one half Rate Comp Time Earnings).
- Click Submit.
Using Comp Time
An employee's comp time balance can be viewed on the Compensatory Time tab in the summary section of the timesheet. The comp time balance is reflective of what is available as of the start of the Calendar Period when viewing the entire period, the start of the week when viewing by week, or as of a specific day when viewing by day.
- To use comp time hours, select the CTUSE time reporting code from the Time/Absence code dropdown and enter the quantity of hours to be used.
- Click Submit.
Comp Time Error
If the employee has no comp time balance or the amount of the comp time usage exceeds the comp time balance, an error message will occur.
In the error message shown, the employee is trying to use one more hour of comp time than is available in their balance. (Note: This error is a bit misleading because the employee is trying to use too many hours, however the comp time balance may not go negative).
The number of hours associated with the CTUSE time reporting code must be reduced to an appropriate amount before the timesheet can be submitted.
Additional Elements
Some departments may use additional time reporting features such as Taskgroup and Task Profile ID. These elements are accessed by clicking the "Additional Elements" tab. For more information on Taskgroup/Task Profile IDs refer to TL - Taskgroup/Task Profile Reference Setup.
Once expanded, enter the desired information into the appropriate fields. You may choose for the additional elements section to remain expanded each time you access the timesheet. To default the expanded timesheet view, put a checkmark in the "Show all columns by default" box prior to submitting time on the timesheet.
Copy from Previous
Depending on the timesheet view you are using, the Copy from Previous feature allows you to copy reported time and absences from the previous period, week, or day. If an employee works the same or similar hours from week to week, this feature saves the amount of manual entry necessary to complete the timesheet. Once time is copied, you may then make any additional necessary changes before submitting.
In the below example, time is reported for the first week of the period, with the "View By" set to Week view. On Friday the employee used 8 hours of vacation.
- To copy the same hours into the next week, click the "Next Week" link.
- On the blank week, click "Copy from Previous Week"
- All reported time and absences from the prior week will populate.
- If any changes are necessary, update/delete the punch times or absence rows accordingly. When finished, click Submit.
The Copy from Previous button will update depending on if you are viewing the timesheet by Day, Week, or Calendar period and will function accordingly.
View By Day:
View by Calendar Period:
Reviewing Absence Balances
View the employee's Absence Balances by clicking the "Absence Balances" tab in the summary section underneath the punch timesheet.
NOTE: More information about each column can be found by clicking on the blue i (information icon)
NOTE: More information about each column can be found by clicking on the blue i (information icon)
- Posted Leave Balances show balance totals as of the last completed payroll (Available Balance).
- Projected Balances shows all absences that have been entered, approved and run through overnight processing, for the current and/or future pay periods.
- Beginning Balance – balance as of the end of the last pay period processed.
- Current Usage – any requests entered for current pay period that have been approved and overnight processing has run.
- Current Balance – beginning balance minus current usage.
- Future Usage - any requests entered for future pay period(s) that have been approved and overnight processing has run.
- Future Balance - beginning balance minus current usage and future usage.
Banked Leave Conversion
- To enter a banked leave conversion take, selected "Convert Vac Banked Lv (CLS)" Time / Absence Code on a non-scheduled day during the month of December
- Fill in the number of hours you would like to convert and payout based upon the employee's eligibility statement.
- Click Submit.
Overtime for FLSA Exempt Employees
FLSA exempt employees who use the elapsed timesheet are technically exempt from overtime and Time Administration does not automatically calculate overtime for them as it does for nonexempt employees. In order to pay overtime to FLSA exempt employees in the elapsed timesheet the appropriate overtime time reporting codes must be selected and number of hours entered.- Click '+' to add a row on the corresponding day for which overtime is to be earned.
- On the new row, enter the quantity of hours to be allocated as overtime and select the appropriate overtime time reporting code from the Time/Absence Code drop-down. (EOT10 = Straight Rate Overtime, EOT15 = Time and one half Rate Overtime).
- Click Submit.
Night and Weekend Differentials for FLSA Exempt Employees
- Click '+' to add a row on the applicable day.
- On the new row(s) for the respective dates, enter the number of hours which apply to the night or weekend work as shown below.
- Click Submit.
Employees with Multiple Jobs
If your employee search was for one employee who has multiple jobs, click the Next Empl/Job hyperlink at the top of the timesheet to go to the employee's previous or next Empl Rcd. If you employee search was for a group of employees, click the Next Empl/Job hyperlink to move to the next employee in your group selection. (Note: The group of employees retruned in the selection results will be sorted alphabetically by last name).
The timesheet retains the time period from the previous screen.
Enter time for the employee's other job(s), remember to click Submit before exiting the timesheet.
Employees with Alternate Work Week Schedules
If exempt employees report more than 40 hours in a work week, any hours in excess of 40 will automatically be placed in a "NOPAY" status by the time administration process and will not process for payment.
In the event an alternate work schedule is approved by the employing department the NOPAY status for hours in excess of 40 can be avoided by using the ALTWK Time Reporting Code. This may be necessary in cases where an employee works more hours one week and less the next, for example a 36/44 schedule. To ensure all hours process for payment for the second week, associate the ALTWK TRC to any hours over 40 that should not be placed in NOPAY status.
In the example below, the employee crosses 40 hours after the 4th hour of work on Friday of the 2nd week in the pay period. A new row is added for the 4 hours over 40 to be associated to the ALTWK TRC. **Note: In some cases it may be necessary to break the shift at a different point.
- Add a row and enter the quantity of hours associated with the ALTWK TRC.
- Click Submit.
Work on Legal Holiday
For information on reporting time when an employee works on a Legal Holiday, refer to TL - Work on Legal Holiday.
Additional Resources
Related KBs:
- Accessing a Timesheet (Employee & Manager) in HRS
- Rounding of Reported Time to Payable Time in HRS
- Creating and Maintaining Time and Labor Security in HRS
- Review of Time Administration in HRS
- Entering Compensatory Time Payout upon Termination in HRS
- Setting Up Taskgroups and Task Profiles in HRS
- Entering Time When an Employee Works on a Legal Holiday in HRS