timesheets and payroll 1. toyna holman, omes payroll team lead – toyna.holman@omes.ok.gov...

Timesheets and Payroll

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Toyna Holman, OMES Payroll Team Lead – toyna.holman@omes.ok.gov 405-521-2172

Carol Fletcher, Payroll Specialist – carol.fletcher@omes.ok.gov405-522-0365

John Funderburk, Payroll Specialist – john.funderburk@omes.ok.gov 405-521-6347

Lyndsey States, Payroll Specialist – lyndsey.states@omes.ok.gov 405-521-6292

Kathy Haney-Crabb, Payroll Manager – kathy.haney-crabb@omes.ok.gov 405-522-0004

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• Positive Entry, Positive Pay• Timesheet Entry Deadlines• Sign In and Navigation• Timesheet Overview

• Time Period• Time Reporting Codes (TRC)• Reported Time Status• Leave Balances

• Report and Submit Time• Work Hours Reporting• Leave Hours Reporting• Submitting Time• Inputting Comments

• Reporting Projects• Manager Approval

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• All hours for the pay period must be reported in Timesheet in order to be paid– Hours Worked– Holidays– Leave

• Always enter your actual hours worked

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Weekly entries – ALL OMES EMPLOYEES and SUPERVISORS•Timesheet entries for the previous week should be entered no later than the close

of business every Monday.• Supervisors should verify and approve the Timesheet entries from the previous

week for their employees no later than noon every Tuesday.

DAILY TIMESHEET ENTRY– ALL EMPLOYEES

•Efforts to enter hours daily in Timesheet is appreciated and encouraged!

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TIMESHEET LOCKOUT•Employees may only add, change or delete entries for five days after the pay

period ends• Supervisors may add, change or delete entries for 30 days after the pay period

ends• In the event an employee needs their Timesheet updated after five days, the

supervisor will need to update Timesheet for them

Payroll begins processing on Thursday immediately following the end of the pay period

1. Call the OMES Help Desk to activate your Self Service Account2. OMES Help Desk Phone Numbers:

405 521-2444 or 866 521-2444 (Toll Free) 3. Open your Internet web browser – Explorer• Enter Self Service Link: https://corehr.ok.gov/psp/mrhri/?

cmd=login&languageCd=ENG• You may see a security alert message; click to proceed.

The PeopleSoft sign-in page will appear:

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Navigation: Self Service > Time Reporting > Report Time

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Timesheet View:•Day•Time Period•Week

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Time Reporting Codes:•Regular Work Hours •Holiday Hours•Leave Hours

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Reported Time Status:•Needs Approval•Approved•Deny Selected – (Do Not Use)

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Leave Balances:• Annual and Sick

Balances are updated instantly when leave hours are submitted

• Comp TimeBalances are updated after Time Administration is processed for approved time (OMES payroll process)

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Work Hour ReportingTime Reporting Codes:

• REGHR for full time salary employees• HREG for part-time hourly employees

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Leave Hours Reporting• Each Time Reporting Code requires a separate row. To add a new row, scroll to the right of the screen and click on the (+) sign.

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Leave Hours Reporting•Holiday hours are required to be entered on timesheet to pay• If you work on a holiday, enter the hours worked using REGHR Time Reporting Code.

• For hours worked less than eight (8), enter the number of hours worked AND holiday hours to complete the eight-hour work day.• For eight (8) hours worked or over, do not enter any holiday hours, just hours worked.

** OMES Payroll Unit will enter up to eight (8) holiday hours accrued for employees who work on the holiday **

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Submit Time

After verifying that the information on your timesheet is correct, simply click the SUBMIT button to submit your time.

Note: Time for the previous week must be submitted by close of business Monday

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Inputting CommentsYou or your supervisor may enter Comments once the entries have been

submitted by clicking on the Comment “bubble” under Reported Time Status. Once saved, the comments cannot be deleted.

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Frequently Used Time Reporting Codes: ADMPD – Administrative Leave

ADMPP – Accrued Administrative Leave Taken (Essential Employees Only from banked hours)ADMWK – Administrative Leave days worked (Essential Employees Only to bank hours for use later)ANLVP – Annual Leave TakenAWOLP – Unauthorized Leave Without PayCTPT – Compensatory Time TakenENFLP – Enforced Leave TakenHOLCP – Holiday Comp Time Taken (earned for use when hours are worked on a holiday)HOLPP – Regularly Scheduled Holiday HoursHREG – Work Hours (Hourly Employees)JURYE – Jury Duty (must have summons) LWPHM – Military Leave Without PayLWPHW – Authorized Leave Without PayOJC – On-call hours (requires supervisor authorization)REGHR – Regular hours workedSCKPP – Sick Leave Taken

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Certain ISD employees are required to report hours worked on various projects. Your supervisor will inform you if you must report projects and which Project IDs, Activity IDs and Resource Categories you will use.

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• To view employees, simply click “Get employees”. The list of employees will populate at the bottom of the screen for you to select from.

Approve Timesheet•Timesheet must be approved in order for payroll to process•Navigation to access Approval screen:

Manager Self Service > Time Management > Report Time > Timesheet

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To Approve Time:Step 1: Review employees hours for accuracy Step 2: Click on the Select checkbox to the left of the dates with time to be

approved or click “Select All” to approve all time.Step 3: Click the “Approved Selected” button.

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Deny Selected:•If the hours are denied, the employee will not be paid. •In the event of a discrepancy, discuss with employee and change the hours as necessary•Follow steps to approve once corrected