Hourly Work Study 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:

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:

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
LHBU List Hourly employees for a BU
LTBI List Transactions for Biographical Information
LTBU List Time for a Budgetary Unit...show detail of HTA time package
LTET List workstudy Time for an Employee and Term...all time sheets and locations for a term
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
SUNE Set Up New Employee
TEWS Time Entry for Work Study
UWR Update Wage Rate
UWRS Update Wage Rate Supervisor
WR Wage Rate

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.

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:

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:

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:

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:

Updating a Wage Rate Supervisor

Wage rates supervisors can be updated at any time. If, for example, an employee ends employement with the UA or moves to another department. You will want to change the supervisor id. Updates to wage rate supervisor do not require approval.

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

Viewing Work Study Award Information 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.

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:

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:

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

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:

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:

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:

If corrections are required before the hourly time is approved, it can be withdrawn by the submitter by:

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:

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). The employees to be paid for a BU are displayed within HTA.

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.