new time and effort reporting system business manager demo ... · new time and effort reporting...

New Time and Effort Reporting SystemBUSINESS MANAGER DEMO

Grants and Funds ManagementController’s Office

Agenda• Time and Effort eForm Demo• Using HCM Distribution to Verify Time and Effort • Understand Responsibilities• Where to find Resources• Contact Information

Who Should Expect an T&E Report?

• A T&E Report will automatically be generated for any individual where a portion of their salary is:– Directly charged to a sponsored project and/or– Used as cost share on a sponsored project– NEW process will include HOURLY employees

(students, temporary workers, etc.)

• GFM will generate the reports and send a mass notification to Business Managers when they are ready!

Email Notification• Once you receive email notification that reports are

ready, login into HCM – My Workplace and select the Grant Time and Effort Tile

• Click here to Log In directly to HCM PeopleSoft!

HCM – My Workplace

• Select the Grant Time and Effort Tile

• You should be able to see this tile now!• If you do not have access to this tile, please let us know asap!

Grant Time & Effort Tile

• You will have access to “Update” & “View” Grant Reports• You may also have access to “Certify a Grant Report”

– You will only need to use this if you are listed a employee’s supervisor or if you (as an employee) are charged to a sponsored award and need to certify a grant report.

Update a Grant Report

• When you are ready to take action on a T&E effort, use the Update Tab to verify the payroll distribution is correct and release it to employee/Supervisor/PI workflow routing for certification.

View a Grant Report

• Use View to look at the current T&E reports and review where they are currently in the workflow.

• Queries are in the process of being developed!

Time & Effort eForm – Sponsored Accounts

Verifying Time and Effort in HCM Distribution

Verifying Time and Effort in HCM Distribution

Time & Effort eForm – University Accounts

Verifying Time and Effort in HCM Distribution

Earnings Codes Included:

Time & Effort eForm – Acknowledgment

eForm Routing & Workflow

eForm Signature & Action Logs

eForm Workflow• Forms begin with the Business Manager verification

and then workflow to:– Employee for certification– Primary Supervisor of Employee for certification– Principal Investigators (of applicable projects) for

certification• Email notifications will sent at each step alerting the

individual an action is needed. • Employees, Supervisors, and PI(s) have the option to

recycle the form if corrections are needed. • If a form is recycled by an individual, it will return to

the Business Manager (and an email notification will be generated)

• A Form will also be automatically recycled if a retro funding change is processed that affects or changes an already created effort report (regardless of where it is in the approval routing).

eForm Status

eForm Status Options• Business Manager – Receives the reports in

“Saved” status and submits or releases them to Employees for certification.

• Employees, Supervisors, & PIs receive the reports in “Pending” status (because they are pending approval)

• If a report is recycled by a PERSON at any point, the report will return to the Business Manager in a “Partially Approved” Status

• If a report is recycled by the SYSTEM it will return to “Saved” status.

• Once a report is fully certified, the report status is “Executed”.

Use View Option to review form status, not Update! (to prevent accidently restarting workflow)

New Time and Effort eForm Demonstration

Business Manager – Verifying the eForm

HCM HDEV

Business Manager Responsibilities

• To serve as central point of contact for Time and Effort certification.

• To assist employees, supervisors and PI’s with certification process.

• Training aids and tools will be provided at go-live. – Several Demos will be recorded and available

demonstrating each approver role (Employee, Supervisor and PI)

– Training Aids for each role will also be available

Where to Find Resources

• Training Aides for each User Role will be located here along with Short video demonstrations.

• The Full Webinar on Time & Effort and our training on how to use HCM Distribution can also be found here!

Questions?

Contact: Grants and Funds Management Office gfmecert@mailbox.sc.edu