1 electronic time & effort reports brought to you by the offices of business and financial...
TRANSCRIPT
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Electronic Time & Effort Reports
Brought to you by the Offices of Business and Financial Affairs, Innovation &
Development, Title I, and Human Resources
July 2009
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Why You?
• All or part of your salary is paid for with federal funds
• All or part of your salary is match to a federal grant
• You supervise someone who falls into one of these categories
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What is Time & Effort?
• Personnel Activity Reporting is a federal requirement
• Demonstrates necessary & reasonable costs (OMB Circular A-87)
• A legal affirmation/documentation of your time
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Time & Effort “Before”
Paper formsDifferent procedures
No unified trainingAudit findings
Not timelyIncorrect data
Incorrect datesEtc.
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Time & Effort “After”
• Simple: on-line system
• Convenient: same place on-line as electronic pay stub (not another password)
• Accurate: records actual hours worked
• Timely: automatic reminders
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Why Now?
• Over the previous few years SPPS has gotten better at T&E Reporting
• Compliance must be 100%
• SPPS was sited for non-compliance in its FY2008 audit
• Improved T&E reporting is part of the district’s corrective action plan
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What is Reported?
• Time present, sick, holiday, vacation, etc. that is part of your regular paid time
• Short-term paid leaves
• Time worked as match to a federal grant
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What is Not Reported
• Short-term subs who are doing your job
• Bus Duty
• Workshops and other hourly payments that are on a time sheet (paid with a supplemental pay form)
• Un-paid leave
• Non-duty days
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When is it Reported
• Employees whose payroll is split between two or more budgets will enter their time and effort every pay period (bi-weekly).
• Employees whose time is 100% on a federal budget will be reported by their supervisor in January and in July (semi-annual certification)
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How Does it Work?
• Log in to PeopleSoft
• On payday, check out your pay stub
• Then click link to Bi-weekly Time & Effort
• Click on the pay period
• Make sure you have the right supervisor
• Enter your actual hours worked
• Submit to your supervisor for approval
• That’s it!
Reporting Actual Hours
• Keep track of how you are spending your time– Calendar / Schedule– Work log– Post-its– Other
• Report the actual time for which you are paid (many salaried employees are paid for 80 hours but actually work more)
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Reminder Schedule
• Monday after pay day: you will get an email reminder to report
• Wednesday after pay day: you and your supervisor will get an email reminder
• Twelve days after pay day: you, your supervisor, and their supervisor will get an email
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Getting Help• Your supervisor should be your first point of contact
• Lost instructions: http://www.businessoffice.spps.org/Time_and_Effort_Procedures.html
• Forgotten password: use the link on the reporting log-in page (Patty Norwig @ 767-8210 or Theresa Nistler @ 767-8225)
• Wrong supervisor: contact HR (Jeff Cummings @ 767-8221)
• Wrong account codes: supervisor or accountant (if you are a supervisor)
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Questions?
Next: Hands-on Demo