Hourly Work Study Timesheets (HRLY-TS) Quick Reference

June 2011

Process Overview

When a new person joins the University as an hourly employee, or when an hourly employee accepts another hourly position, certain administrative steps must be followed to ensure that the required information is obtained about the employee and the new position. These include:

• Setting up the new employee on administrative systems, including HRLY-TS
• Ensuring that required paperwork for the employee is filed with the Department of Human Resources
• Establishing a wage rate for the new employee.

Once these steps are completed, ongoing use of HRLY-TS to enter time worked for the employee will be possible.

Hourly time will be entered in a time-clock format using Time Entry for Work Study (TEWS).

Hourly Time Commands

To initiate a command, you can select it from a menu or type the command in the Command field:

Phone Help

If you need assistance and can't find the answer in this or other Hourly Time documentation, call the Payroll Department in Human Resources at x5-4851.

About Wage Rates

Wage rates are established by employee and budgetary unit. Since employees may work in multiple departments or at different jobs within the same department, it is possible to create multiple wage rates for the same employee. Also, a new wage rate must be created whenever an employee's pay rate changes.

Looking up an Employee

The Hourly Timesheets application lets you look up an employee's ID by a name or by phonetic search. To use this feature, place the cursor on the Emp ID field and enter a "?", or press the PF1 (help) key.

A window containing the employee name search feature will appear. In the Search for field, type the name of the employee for which you wish to find the ID. The entry of the name must be in the format of last name, "," first name or initial, and optionally a "/" and a middle name. For example, "Smith, John/P." or "Smith, J./Paul". A name or a portion of a name must be entered in the Search for field. Press Enter.

Alternatively, you may also choose the Perform a phonetic search (Y/N) option to search for names that sound like the name you typed. Employee names that match the search specification are listed for possible selection. If an employee is selected via this facility, the employee ID is returned to the entry field where help was requested. For additional information on the name search facility, place the cursor on the Search for field and press the PF1 (help) key or consult the help topic in the appendix of the Hourly Timesheets User's Manual.

How to Set up a New Employee (SUNE)

New employees must be identified on the system before you can establish a wage rate for them.

To set up a new employee:

• In the Command field, type "SUNE"; Press Enter. The SUNE screen appears.
• In the Action field, type "A" (for add). 
• Enter the SSN for the new employee and press Enter. If the individual has already worked for the University, the message line notifies you that this based upon current employment data, you are not authorized access to this SSN.
• Input the employee's information in the appropriate fields, using on-line help to identify options as needed.  Note:  The Hourly Check Distribution BU field identifies the department to which the employee's hourly pay checks will be delivered.
• Press PF10 to add the employee after you enter the required information. The employee is assigned an employee ID number and added to the BASIS employee file. (This number is returned to the Emp ID field so that you can process a wage rate.)

Please note that an employee's check may be routed to the Treasurer's Office if the I-9 and/or Drug-Free forms are not properly completed and filed with the Department of Human Resources. To check this, use LHBU (List Hourly employees for a BU). There is an I9 Required column to the right of the screen. An "X" in this column for an employee indicates the need to follow-up with HR to ensure the timely delivery of checks.

Other conditions can cause an employee's check to be held in the Treasurer's office as well. If an employee's check is being held for a reason other than a missing I-9, contact the Treasurer's office to find out why.

How to create a Wage Rate (WR)

Wage rates are used to indicate the rate of pay for hourly employees. An hourly employee may have a single wage rate or multiple wage rates for different positions they hold at the University. To establish a new wage rate for an employee, follow these steps:

• In the Command field, type "WR"; Press Enter.
• Tab to the Action field and type "A" (for add);
• In the BU field, enter the four-letter budgetary unit code of the department for which you are establishing the wage rate.
• In the Emp ID field, enter the employee ID (or press PF1 to use the on-line name search facility).
• In the HTC field, enter the hourly title code for the wage rate you want to add (if you don't know the title code, press PF1 and use the on-line help facility to look up the desired title code).
• In the WR Seq field, enter "A" if this is the first (or only) wage rate for this employee/title code/BU combination. Otherwise, enter the next alphabetic character to distinguish this wage rate from other pre-existing wage rates for this employee/title/BU combination.
• Press Enter to display the wage rate screen.
• In the Effective from field, enter the starting date for this wage rate (in the form MMDDYY).
• Next, tab to the Thru field and enter the ending date for the wage rate. (For Work Study students, the Thru date should be the last date of the fiscal year.)
• Tab to the Hourly Rate field and enter the hourly rate of pay.
• Type an "X" in the Work-Study selection field.
• In the assignment, enter an appropriate job assignment.
• Tab to the field labeled Supervisor, input the employee id number of the work-study supervisor. PF1 help is available.
• In the comment field, enter comments appropriate to work study job duties.
• Press PF8 to proceed to the cost center screen.
• Press Enter. The Work-Study Cost Center and percentage will be displayed.
• In the Cost Centers fields, enter the CCCs to which the employee's wages may be charged.
• Tab to the Percent Allocated column for the cost center and indicate the percentage of the wages that will normally be charged to each cost center. Press PF8 for third screen to enter additional cost centers.
• Press PF10 to submit the wage rate for approval.

The wage rate must be approved before you can enter time for the employee with this wage rate. If you want to see who will need to approve the wage rate, change the Action field to V and press Enter. Then press PF11 (Optns) and select View Transaction Reviewer's Activity. Press Enter to return to the wage rate when you finish viewing information about reviewers.

How to Copy a Wage Rate

To save time in entry, you can copy existing wage rates. This is particularly handy in establishing new wage rates for employees who have received an increase in pay.

To copy a wage rate:

• Display the wage rate you want to copy.
• Change the Action code to "C" (for copy).
• Change other key fields to identify the new wage rate. (For example, you may want to change the WR Seq to "B" for a second wage rate for the same employee, or the Emp ID to use the copy to establish a wage rate for a different employee.)
• Press Enter to copy the wage rate to a form.
• Make changes as appropriate. (For example, change the rate of pay or the CCC mix.)
• Press PF10 to save the wage rate.

How to Update a Wage Rate

Wage rates can be updated for a variety of reason. Some updates to wage rate require approval.

Assuming you will want to locate the wage rate using the LWRE command, follow these steps:

• In the Command field, type "LWRE" press Enter.
• Tab to the Emp ID field and enter the employee ID number (use PF1 for on-line help if needed).
• Press Enter to display a list of wage rates for the employee.
• In the Command field, type "WR"; in the Action field input "U" (for update). Tab to the appropriate wage rate in the list and press Enter. The Update Wage Rate screen is displayed with the selected wage rate.
• Input changes to the wage rate as appropriate.
• Press PF10 to save changes.

How to View Work Study Awards for a Term

You may want to see the award amount, date changes, if the student drops below half time and the paid to date amounts for an employee.

• In the Command field, type "LTET" press Enter.
• Tab to the Emp ID field to enter the employee ID number (use PF1 for on-line help if needed).
• Tab to the TERM field to enter the term you wish to view (use PF1 for on-line help if needed).
• Press Enter to display the information for the employee.

How to Enter Time for a Work Study

To enter time for an employee, you must first select the appropriate wage rate (the rate under which they will be paid for the work performed).

Finding the Right Wage Rate

There are two ways to look up an established (approved) wage rate and use it in time entry:

• LWRE lets you list wage rates for an employee.
• LWRB lets you list wage rates for a budgetary unit.

From these lists, you can select the wage rate to view it or to use it in time entry. You also can use the lists in conjunction with the suspend feature (PF2) to work with time sheets.

Time Entry

The time entry command for work study is TEWS. TEWS allows you to enter time in a time-clock format.

You cannot enter time for an employee on a wage rate until that wage rate has been approved. If you try to enter time for an employee using a wage rate that has not yet been approved, the message line will indicate that the wage rate you are trying to use does not exist.

Time Entry for Work Study (TEWS)

The TEWS command lets you specify time worked in a time clock format. To enter time using TEWS, follow these steps:

• Using LWRE or LWRB, locate and select the wage rate under which you want to pay the employee.
• In the Command field, type "TEWS"; enter "A" in the Action field (if you're updating or changing a time sheet already entered, enter "U");
• In the Date field, enter the starting date for the compensation period;
• In the End Date field, enter the ending date of the compensation period and press Enter to display the TEWS screen.
• Tab to the day field and enter the numeric value of the day;
• Tab to the In field and enter the starting time.
• Tab to the next field and enter the stop time. Repeat this process for each time range worked.
  Note: The system does not assume any time off for this entry method. You must, for example, identify start and stop times for lunch breaks.)
• Repeat Step 3 for each day worked.
• Once you have entered all the hours on the TEWS screen press PF10 to save them.

After you enter all the hourly time for your budgetary unit, use the HTA command to submit the time for approval. (See "Submitting Hourly Time.")

If necessary, up until the time you submit time for the budgetary unit, you may return to the record with an Action of U (for update) and change or add hours worked.

Cutoff Dates for Payrolls and Academic Terms

How to find Payroll Cutoff Dates

The cutoff dates for getting hourly time reported and approved are maintained through the PDAY (Payroll Dates And due bYs) command.

To view cutoff dates:

• Type "PDAY" in the Command field and press Enter.
• Look to the right of the window in the Updates and Approvals Due By column. Change the value of the Date field and press Enter to view earlier or later cutoff dates than those displayed.

How to find Academic Term Cutoff Dates

The cutoff dates for hourly time reporting for an academic term are maintained through the HWSC (Hourly Work Study Calendar) command.

To view dates:

• Type "HWSC" in the Command field and press Enter.
• Type the Academic Term in the field and press Enter. PF1 help is available for this field.
• The information displayed is date period begin, date period end and last payroll date for term.

How to Submit Hourly Time for a Budgetary Unit

Use the HTA (Hourly Time Approval) command with an Action of S to submit hourly time for approval. Before you submit time for approval, be certain that all hourly time sheets for all employees have been reported for the pay period.

To submit all reported (saved) hourly time for a department:

• Enter "HTA" in the Command field and press Enter.
• In the Action field, enter an "S" (for submit).
• In the BU field, enter the four-digit code for the budgetary unit for which you wish to submit hourly time.
• In the Date field, enter the pay date for the hourly time.
• Press Enter to display the HTA screen.
• Include a comment explaining the time period and employee(s) covered.
• Press PF10 to submit hourly time for approval.

If corrections are required before the hourly time is approved, it can be withdrawn by the submitter by:

• Viewing it in HTA
• Changing the Action to W
• Pressing Enter
• Next, press PF10

Before the cutoff date, if hourly time has already been approved, you also have the option of having the reviewer delete their approval by:

• Viewing it in HTA
• Changing the Action to D
• Pressing Enter
• Then pressing PF10

How to Review Hourly Time for a Budgetary Unit

To review hourly time, use the HTA command with an Action of R (review). The employees to be paid for a BU are displayed within HTA.

• Viewing it in HTA
• Changing the Action to R
• Pressing Enter
• Change the Status to A
• Then press PF10

Obtaining Updates & Other Documentation

Copies of the latest version of the Quick-Reference materials as well as the comprehensive User's Manual can be obtained at the BASIS site on the Web (http://www.uark.edu/BASIS). The Manual contains further information about each on-line function, as well as more detailed Help documents, a glossary, and a system outline.