Hourly Timesheets (HRLY-TS) Quick Reference
January 2010
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 may be entered by day through the Time Entry By
Day (TEBD) command or in a time-clock format using Time
Entry By Time (TEBT).
Hourly Time Commands
To initiate a command, you can select it from a menu or
type the command in the Command field:
Commands within Hourly Time and what they are used to
accomplish.
Command
|
Description
|
HT
|
Hourly Titles...view approved titles and pay ranges
|
HTA
|
Hourly Time Approval...submit and approve time
package for a BU
|
LABU
|
List Appointed employees for a BU
|
LHBU
|
List Hourly employees for a BU
|
LTBU
|
List Time for a Budgetary Unit...show detail of HTA
time package
|
LTEW
|
List Time for an Employee and Week...all time sheets
and locations
|
LTPR
|
List Transactions Pending Review...find txns pending
approval by a reviewer
|
LTRS
|
List Txns for Requestor, Status, & cmd...view
status of submitted txns
|
LTWR
|
List Transactions for a Wage Rate
|
LWRB
|
List Wage Rates for a Budgetary unit
|
LWRE
|
List Wage Rates for an Employee
|
MENU
|
main MENU
|
MLST
|
Menu of List Commands
|
MTE
|
Menu of Time Entry Commands
|
SUNE
|
Set Up New Employee
|
TEBD
|
Time Entry By Day
|
TEBT
|
Time Entry By Time
|
UNIT
|
UNIT pay entry
|
UWR
|
Update Wage Rate
|
WR
|
Wage Rate
|
? or PF1
|
Display on-line help
|
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 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.
Setting 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";
-
In the Action field, type "A" (for add). Press Enter.
The SUNE screen appears.
-
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 is not a new
employee.
-
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.
Establishing 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";
-
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's SSN or 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.
-
By typing a character in the selection fields, identify
whether this employee is a Work-Study student, whether
they are to be paid at a special rate, if they are to
receive unit-based pay, if they are eligible to be paid
overtime at a straight rate, or if the work they are
performing is "different and sporadic."
Note: Only select these fields if they apply. Before you
submit the wage rate for approval, you will be required
to enter a comment if any of these fields are selected.
These fields also require additional approvals before you
can enter time against the wage rate.
-
In the Cost Centers fields, enter the CCCs to which the
employee's wages may be charged.
-
Tab to the Percent Allocated column for each cost center
and indicate the percentage of the wages that will
normally be charged to each cost center (zero is
allowable as long as the total equals 100). You may
distribute the wages among up to ten cost centers. To do
so, press PF8 to display Screen 2 and enter the
additional cost centers there.
Note: Be sure to enter all of the active cost centers to
which the employee's wages will be charged. You can enter
cost centers without identifying a percentage of wages
distribution if the cost centers will seldom be used. By
entering the cost centers on the original wage rate, you
will save yourself time and trouble in the long run. Use
only active cost centers, however, as use of inactive
cost centers will invalidate the entire wage rate and
require re-entry and approval of the wage rate before the
employee can be paid. Also, if CCCs which were active at
the time of entry become inactive later, the entire wage
rate will become unusable and will need to be copied to a
new form with active CCC numbers.
-
In the Comments field on Screen 1, enter comments
regarding your selection of any of the special fields
(Work-Study, Special Rate, Unit Based, Different and
Sporadic and OT Straight Rate) or other comments as
appropriate.
-
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.
Copying 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.
Updating a Wage Rate
Wage rates can be updated under certain circumstances. If,
for example, a grant for which you've established a wage
rate goes inactive, you can identify the wage rate as
inactive so that no time can be charged past the closing
date of the grant. You also may want to update a wage rate
to change percentage distribution of charges among cost
centers or the ending date of a wage rate. Updates to wage
rates do not require approval.
Assuming you will want to locate the wage rate using the
LWRE command, follow these steps:
-
In the Command field, type "LWRE";
-
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 "UWR"; 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.
Entering Time
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
There are several options for time entry. TEBD lets you
enter time by day, while TEBT allows you to enter time in a
time-clock format. Use the time entry function that best
meets your needs.
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 by Day (TEBD).
The TEBD command lets you specify a range of days and enter
or view time for that range. To enter time by day:
-
Using LWRE or LWRB, locate and select the wage rate under
which you want to pay the employee.
-
In the Command field, type "TEBD";
-
Enter "A" in the Action field (if you're updating or
changing a time sheet already entered, enter a "U");
-
In the Date field, enter the starting date for the
compensation period;
-
Press Enter to display the TEBD screen.
Note: If you try to update (Action U) a record that
hasn't been created or add (Action A) a record that has
already been created, a message will be displayed
informing you of the error.
-
If appropriate, change the End Date for the compensation
period
-
Press Enter.
-
Tab to the appropriate days in the calendar and enter the
number of hours worked (rounded to the nearest quarter)
for each day.
To enter holiday hours for non-students, position the
cursor on the day of the holiday, press PF6 and enter the
number of holiday hours to be paid. After entering the
holiday hours, press PF10 to return to the entry screen.
-
For wage rates with multiple cost centers, press PF9 to
specify the amounts or percentages to be charged to each
cost center. To enter the cost center distribution by
percentages, enter the appropriate percentage in the
Percent column beside the corresponding cost center. To
enter the distribution by hours, mark the Calculate % by
hours field then press Enter. This enables entry of time
in the Hours column. If you distribute time by hours, the
system actually recalculates the percentages. Hours
reported after the change (on the same time record) are
distributed based on the new (recalculated) percentage
distributions. After entering the percentages or hours
for cost center distribution, press PF10 to save the cost
center distribution and return to the TEBD screen--where
you must always press PF10 again to associate the new
distribution with the time record.
-
Once you have entered all the hours on the TEBD 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 point when 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.
Time Entry By Time (TEBT)
The TEBT command lets you specify time worked in a time
clock format. To enter time using TEBT, 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 "TEBT"; 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;
-
Press Enter to display the TEBT screen.
-
In the End Date field, enter the ending date of the
compensation period and press Enter.
-
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.
-
For wage rates with multiple cost centers, press PF9 to
specify the amounts or percentages to be charged to each
cost center. See the discussion in "Time Entry By Day"
for details on using this feature.
-
Once you have entered all the hours on the TEBT 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
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.
Overtime Detected
Whenever you save time worked for an employee, the system
considers all reported hours for the employee to detect any
overtime hours. If overtime is detected, the system returns
the following message:
“Overtime
Detected……………Press ENTER
to
continue…………….Overtime
has been detected for this employee for this time period.
Please use View action and PF4 Decode or HRLY-TS LTEW
command to obtain more information.”
To view the result of the overtime:
-
Press Enter to return to the time entry screen.
-
Enter a "V" in the Action field; then press Enter.
-
Press PF4 to display information about the hours reported
for the employee and how they are charged.
Alternatively, you may use the LTEW (List Time for an
Employee by Wage Rate) to display information about the
charges. If overtime is detected, it is charged to the last
wage rate under which time is reported for the employee. If
adjustments need to be made to the way overtime is charged,
you should go back into the time entry record where the
overtime charge should occur and press PF10 to update the
record (making it the last wage rate under which time is to
be reported). If changes are needed after reported time is
approved, the changes must system.
Submitting Hourly Time
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.
-
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.
-
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
Then, after corrections are made, the hourly time can be
submitted again for approval.
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
Following deletion of the approval, you can make changes and
resubmit the hourly time for approval.
Reviewing Hourly Time
To review hourly time, use the HTA command with an Action
of R (review). Prior to indicating your review decision,
you should also use LTBU and LTEW to review time and
charges for your budgetary unit and employees as
appropriate.
To use LTBU:
-
Enter "LTBU" in the Command field.
-
In the BU field, type the budgetary unit code for the
department.
-
In the Date field, enter the pay date (you can use the
PDAY command to identify the pay date).
-
Press Enter to display the list of time for the budgetary
unit.
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.