1. Navigate to: Time and Labor > Enroll Time Reporters > Create (or) Maintain TL Security:
2. Enter the person's Empl ID.
3. If this is a NEW EMPLOYEE or if a NEW EMPL RECORD is being added for an existing employee, use Create TL Security. This can also be used if an existing employee has NOT had a TL Security Page created for that empl record previously.
Reminder:
When an employee is hired a TL Security page must be created at the same time to assure the accurate and timely processing of the employee's Payable Time and Absence Requests. If an employee is rehired or transfers into a position, the employee's existing TL Security page should also be updated with a new effective dated row. The effective date of the new row added to the TL Security page should be the same as the effective date of the job action row in JOB. Keeping the employee's TL Security page updated is very important to assure the accurate and timely processing of Payable Time and Absence Requests.
1. Click in Effective Date field and enter the employee's Start Date. The effective date should equal the employee's hire effective date on Job Data. The effective date will initially be blank until manually updated.
2. The Payroll Coordinator field will automatically be defaulted once the effective date is entered. The default is dependent on the employee’s Campus, Division/Department and Employee Classification combination. If there isn’t a default defined for the employee’s Campus, Division/Department and Employee Classification combination, the field will remain blank and needs to be entered manually. To request an update to the existing default payroll coordinator configuration or to have a new configuration set up, please complete the Default Payroll Coordinator Template and submit it on a Help Desk ticket to be processed.
NOTE: When an existing employee is transferring, if the receiving department does not have a default coordinator set up, the old payroll coordinators configuration will pull through on the new TL Security row. Be sure to review these fields, ensuring incorrect payroll coordinators are not assigned to the employee.
3. Click the UW Approver field and enter the Empl ID of the intended Time Approver. Use the Magnifying Glass to view a list and search for a person. To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).
4. Click into the UW Approver Backup field and enter the EMPLID of the intended Approver Backup. Use the Magnifying Glass to view a list and search for a person. To narrow the search, enter the Last Name and First Name of the person as well as the Department code (ex: N242400, the alpha letter 'N' designates UW-Whitewater).
5. If Approvers are non UW Staff use the fields for Non UW Approver and Non UW Approver Backup fields (these are usually off campus supervisors who are supervising work study students).
6. Click the Time Reporter Information tab.
7. Assign Student Differentials, Exam Differentials, and Meal Deductions, if applicable. Use the Magnifying Glass to view a list and select an appropriate code.
NOTE: If an employee's assigned schedule includes a meal deduction, it must be added on this page. If the employee's schedule changes to exclude the meal deduction, a new row should be added to the TL Security page to exclude the meal deduction.
8. Select a TCD Group, if applicable (this is used by those units using Time Collection Devices).
9. Select a Task Group, if applicable (this is currently being used by only a few units).
10. The Active TL Security check box is checked if the employee is active in Time and Labor.
11. The employees Time Entry Method will automatically be defaulted once the effective date is entered. The default is dependent on the employee's Campus/Division/Department and Employee Classification. If there isn't a default defined for the employee's Campus/Division/Department and Employee Classification combination, the field will remain blank and will need to be entered manually. To request an update to existing Default Time Entry Methods or creation of a new Default Time Entry Method configuration please complete the Default Time Entry Methods template and submit on a Help Desk ticket to be processed.
12. Review the information on the Time Approver Information and Time Reporter Information tabs carefully.
13. Click the Save button.
1. Click the "Plus" button to add a new row.
2. The Effective Date should be the first day of the pay period whenever possible. When a new row is inserted on the page, the Effective Date defaults to blank. If there is an existing TL Security row and corrections or changes need to be made to the row, insert a new row and change the Effective Date to the first day of the pay period. If the new inserted row has the same Effective Date as the prior row, then the Sequence number will automatically increase by 1.
3. The Payroll Coordinator field will automatically be defaulted once the effective date is entered. The default is dependent on the employee's Campus, Division/Department and Employee Classification combination. If there isn't a default defined for the employee's Campus, Division/Department and Employee Classification combination, the field will be populated from the prior effective dated row on the employee's TL Security page. To request an update to the existing default payroll coordinator configuration or to have a new configuration set up, please complete the Default Payroll Coordinator Template and submit it on a Help Desk ticket for processing.
4. Make changes to the fields for UW Approver and UW Approver Backup as applicable.
5. Make changes to the fields for Non UW Approver and Non UW Approver Backup as applicable.
7. Click the Time Reporter Information tab.
8. Make changes to the fields for Student Differentials, Exam Differentials, Meal Deductions, TCD Group, Taskgroup, and Time Entry Methods if applicable. Click the Magnifying Glass to view a list and select an appropriate code.
NOTE: If an employee's assigned schedule includes a meal deduction, it must be added on this page. If the employee's schedule changes to exclude the meal deduction, a new row should be added to the TL Security page to exclude the meal deduction.
9. The Time Entry Method field will automatically be defaulted once the effective date is entered. The default is dependent on the employee's Campus, Division/Department and Employee Classification combination. If there isn't a default defined for the employee's Campus, Division/Department and Employee Classification combination, the field will be populated from the prior effective dated row on the TL Security page. To request an update to existing Default Time Entry Methods or creation of a new Default Time Entry Method configuration please complete the Default Time Entry Methods template and submit to your Affinity Group.
10. Review the information on the Time Approver Information and Time Reporter information tabs carefully.
11. Click the Save button to save your work.
6. The Approvers and Backup Approvers will also need to be added for the gaining unit. The Approvers and Backup Approvers from the losing unit will automatically be brought forward from the previous effective dated row.
To add a new row for the Approvers from the gaining unit, click on the ‘Plus’ button.
If the default Time Entry Method has not been configured for the gaining unit, the Time Entry Method from the prior effective dated row will be brought forward to the new row. Adjust the Time Entry Method as needed.
12. Click Save to save your work.
4. Select the Time Reporter Information tab to assign the time entry methods to the employee.NOTE: Make sure the effective date is the beginning of a pay period.
Dynamic security roles for Payroll Coordinators and Approvers are managed on the TL Security page by the HR Staff or Payroll Coordinators. If a user is listed as a Payroll Coordinator or Approver on at least one active employee's TL Security page, the user will automatically be provisioned the appropriate Payroll Coordinator or Supervisor dynamic security role(s). To remove a dynamic security role from a user's security profile, the user must first be removed as a Payroll Coordinator and/or Approver from all active employee's TL Security pages. Once the user has been removed from all active employee's TL Security pages, the dynamic security role(s) will be removed automatically from the user's security profile. To assure that the Payroll Coordinator and Approver dynamic security roles are being provisioned to the appropriate users, it is important to keep TL Security pages updated and accurate.
Dynamic Security Roles
UW_UNV_TL Camp Div PY Admin: This dynamic security role will be automatically provisioned to a user if they are listed as a Payroll Coordinator on at least one active employee's TL Security page. This role will grant access to review and approve time. It will also grant the ability to report/change time entries, assign schedules, maintain an employee's payroll coordinators, time approvers and other TL Security information.4. If default Payroll Coordinators have been configured for the employee's department and employee classification, the current default Payroll Coordinators will appear. If the Payroll Coordinator defaults haven't been configured, then the Payroll Coordinators from the prior row on the TL Security page will pull forward to the new row.
8. Click the Save button to save your work.
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