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BannerBanner Time Entry and Leave Management

HandbookRelease 9.9

September 2019

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Contents

Contents

About Banner Time Entry and Leave Management...................................................... 7Time entry types............................................................................................................................7Time entry formats........................................................................................................................ 8Terms and Definitions................................................................................................................... 8

Set up Time Entry and Leave Management................................................................... 11Enable Time Entry and Leave Management.............................................................................. 11Banner Support for Self-Service Time Entry.............................................................................. 11Define time entry rules on the Employee Class Rule (PTRECLS) page.................................... 12

Time Entry Method............................................................................................................... 12Payroll Time Entry Breakdown............................................................................................. 12Leave Report Entry Method and Payroll ID......................................................................... 12Time Entry Type................................................................................................................... 13Exception Time..................................................................................................................... 13Time In and Out Required....................................................................................................14Leave in Advance.................................................................................................................14Override Labor Distribution for Department......................................................................... 14Eligible Earnings Code window............................................................................................15

Set up departmental time entry.................................................................................................. 15Set up Time In and Out..............................................................................................................16Set up Clock In and Out.............................................................................................................17Set up exception time reporting..................................................................................................18Set up leave reports................................................................................................................... 18Set up Electronic Approvals for time and leave approvals.........................................................20Proxy............................................................................................................................................21Superuser.................................................................................................................................... 21Time entry employee job information......................................................................................... 22

Employee Jobs (NBAJOBS) page........................................................................................22Employee time reporting.......................................................................................................22Enter time..............................................................................................................................23When to enter time for a time period...................................................................................23Holiday hours........................................................................................................................24Clock In and Out.................................................................................................................. 24Time In and Out................................................................................................................... 25Time and leave document correction................................................................................... 26Administrator timesheet change........................................................................................... 27

Departmental Time Entry with Approvals................................................................................... 27Timesheet presentation and time collection.........................................................................28

Define time collection method........................................................................................28Define employees required to enter time in and out..................................................... 28

Leave Reports............................................................................................................................. 29Request Time Off........................................................................................................................ 30

Routing queues.......................................................................................................................... 31Understand routing queues.........................................................................................................31


Contents

Approver action.....................................................................................................................32Routing Queue Rule (NTRRQUE) page.............................................................................. 32

Multiple Incumbents....................................................................................................... 33No Incumbents............................................................................................................... 33

Override Routing Queue (NBAJQUE) page.........................................................................34Position Definition (NBAPOSN) page...................................................................................34

Understand routing queue processing........................................................................................34No approval routing queue...................................................................................................35

Establish a routing queue........................................................................................................... 36Define approval category for time transactions.......................................................................... 37Establish an override queue....................................................................................................... 37Define configurations to override vacant positions and build routing queue in EmployeeSelf-Service................................................................................................................................. 38

Routing queue configuration settings................................................................................... 39Transaction and Queue Statuses............................................................................................... 40

Transaction Statuses............................................................................................................ 40Queue Statuses.................................................................................................................... 40Return for Correction............................................................................................................ 41Approval queue example......................................................................................................42Approval End Date and Time...............................................................................................43

Transaction and Queue Status Action Chart.............................................................................. 43Time Sheet and Leave Report Time Entry - entered through Employee Self-Service..........43Time Sheet, Leave Report, and Departmental Time Entry (PHATIME, PHADSUM) -entered through the department...........................................................................................45Request Leave Valid Transactions Table - entered through Employee Self-Service............47Request Leave Valid Transactions Table - entered through the department........................48

Administrative Departmental Time Entry........................................................................ 51Process leave requests and leave reports................................................................................. 51Process approved timesheets.....................................................................................................52Electronic Approvals of Time Entry (PHATIME)......................................................................... 52

Selection Criteria Window.................................................................................................... 52Time In and Out Window..................................................................................................... 53Leave Taken Balance Window From a Leave Report..........................................................53Leave Balances Window...................................................................................................... 54Routing Queue Window........................................................................................................54Override Labor Distributions Window...................................................................................55Remove/Restart Time Transaction....................................................................................... 55

Time Entry Through PHADSUM................................................................................................. 55Superuser Actions.................................................................................................................55

Third Party Time Entry................................................................................................................56Department Time Keeping Concepts..........................................................................................56

Originator...............................................................................................................................57Pay Period/Leave Period Open or Closed...........................................................................57Time Entry Options...............................................................................................................57Types of Time Sheets...........................................................................................................59Daily Breakdown...................................................................................................................59Default Hours........................................................................................................................60Earning Codes...................................................................................................................... 60Interruption in Employee Status........................................................................................... 60

Transaction and Queue Status Action Chart.............................................................................. 61


Contents

Administrative Time Entry Procedures........................................................................................63Extract a Time Sheet for an Employee................................................................................63Enter Breakdown Hours for an Employee............................................................................64Approve/Acknowledge Time for an Employee..................................................................... 65Override Labor Distribution Hours........................................................................................65Extract a Leave Request......................................................................................................66Enter and Approve a Leave Request...................................................................................67Enter Comments...................................................................................................................68

Administrative departmental approvals...........................................................................69Establish electronic approval routing queue participants and security....................................... 69

Define Banner IDs and assign page access privileges........................................................70Establish relationship between Banner ID and Oracle ID....................................................70Set up user data security..................................................................................................... 70

Employee Self-Service time approvals....................................................................................... 71Time approval differences between administrative Banner and Employee Self-Service...... 71

Administrative approval tasks..................................................................................................... 72Approve time documents......................................................................................................72

Approve using Banner Human Resources.................................................................... 72Approve using Employee Self-Service...........................................................................72

Process Incorrect Timesheets.............................................................................................. 73Process timesheets using Banner Human Resources.................................................. 73Process timesheets using Employee Self-Service........................................................ 73

Return a time document for correction................................................................................ 74Recall a time document........................................................................................................74Cancel a time document...................................................................................................... 75Submit a time document...................................................................................................... 75Delete a time document....................................................................................................... 75

Notifications................................................................................................................................. 77Set up connection with Banner Communication Management...................................................77Set up event-based notifications.................................................................................................78

Dynamic reports.........................................................................................................................79Distributed Status report............................................................................................................. 79

Enable or disable the Distributed Status report................................................................... 79Entered Earnings report..............................................................................................................80

Enable or disable the Entered Earnings report....................................................................80Leave Balance report..................................................................................................................80

Enable or disable the Leave Balance report........................................................................80

Payroll............................................................................................................................................. 82Time entry, approvals, and payroll..............................................................................................82

Time Entry and Approvals — Flow 1................................................................................... 83Payroll — Flow 2..................................................................................................................84Payroll — Flow 3..................................................................................................................85Payroll — Flow 4..................................................................................................................86Time Entry and Approvals Flow........................................................................................... 86

Transaction Status and Disposition Combinations..................................................................... 89


Contents

Third Party With Approvals.........................................................................................................92Technical Note for PHATIME Table Field Descriptions........................................................ 92

Mass Time Entry Process (PHPMTIM).......................................................................................93Tables.................................................................................................................................... 94Dispositions........................................................................................................................... 94Labor Distributions................................................................................................................94Labor Distributions and Earning Codes............................................................................... 97Exception Hours....................................................................................................................97Earning Codes and Attendance Tracking............................................................................ 99

On-line Time Entry (PHAHOUR) page....................................................................................... 99Payroll Proof Process (PHPPROF).......................................................................................... 100Payroll Extract Process (PHPTIME)......................................................................................... 100Disposition Control Report (PHRDCON).................................................................................. 101

Troubleshooting........................................................................................................................102Time Entry on Self-Service and PHATIME............................................................................... 102Time Entry on PHATIME...........................................................................................................103Time Entry in Employee Self-Service....................................................................................... 104Leave Requests in Employee Self-Service and PHATIME.......................................................104PHADSUM.................................................................................................................................105PHPMTIM.................................................................................................................................. 105

Error Messages...................................................................................................................106Warning Messages............................................................................................................. 107

Sign On to Banner Human Resources Administrative pages...................................................107Sign On to Banner Position Administrative pages....................................................................108Time Entry error and warning messages................................................................................. 108

NTRRQUE...........................................................................................................................108PHATIME and Time Entry.................................................................................................. 108PHATIME and Leave Requests..........................................................................................109PHATIME and Security.......................................................................................................109PHATIME and Routing Queues..........................................................................................109PHADSUM.......................................................................................................................... 110


About Banner Time Entry and Leave Management

About Banner Time Entry and LeaveManagement

You can use Banner Time Entry and Leave Management if your institution uses Banner General andBanner Human Resources. You can enable employees and supervisors to enter and approve time,leave requests, and leave reports using Banner Employee Self-Service.

Banner Employee Self-Service enables employees to report time by directly submitting timetransactions (timesheets, leave reports, and leave requests) to the Banner Human Resourcesadministrative application.

Employees and approvers access the Time Entry and Leave Management application using theEmployee Profile dashboard page in Employee Self-Service.

When a user enters and submits a time transaction to the system, it goes through the electronicapprovals process. During the approvals process, employees receive feedback through EmployeeSelf-Service regarding the approval status and any changes made to the transaction by theapprovers. You can also configure the system to send email notifications using interface functionalitywith Banner Communication Management.

After an approver approves a time transaction, it continues through an extract into the Mass Timetables. This functionality results in efficient administration of both the time entry process and overallpayroll processing procedures.

Using a self-service approach to time entry streamlines the process by eliminating the need forpaper timesheets and reducing payroll processing tasks.

Time entry types

You can enter time for electronic approvals processing in multiple ways using either Banner HumanResources or Banner Employee Self-Service.

You can collect time in the following ways:

• Bulk hour collection – specify time as a total by Earn Code in either hours or units.• Time in and Time Out – specify time by selecting the in and out time, in 12 or 24-hour format.• Clock In and Clock Out – Employee Self-Service computes hours based on the Clock In

and Clock Out functionality. This is typically for regular work time and other standard timecomponents such as overtime. You can only access the clock icon for the current day, however,you can manually override the recorded time. (Banner Employee Self-Service only)

You control the time entry format types available to an employee using the rules defined on theEmployee Class Rule (PTRECLS) page and data stored on the individual’s job assignment record.



Time entry formats

Banner Time Entry supports employees reporting their work hours and leave time during each payperiod or reporting only their exception time each pay period.

• Pay period employees report their hours worked and their leave time, for example, sick time orvacation time, for each pay period. Employee Self-Service may display default hours for theseemployees depending on established rules and employee information or a work schedule withstandard time.

• Pay period exception time employees must report only their exception time each pay period.Neither Employee Self-Service nor the Electronic Approvals of Time Entry (PHATIME) pagedisplay default hours for these employees.

If allowed by Banner rules, employees can request time off in advance using Leave Requests.Banner routes and approves these requests to appropriate departmental supervisors. Employeeswho use Employee Self-Service to enter time and departments that enter an employee's time usingthe Banner administrative PHATIME page can use this functionality.

Employees also can enter their actual leave time taken using leave reports which are processedoutside of the payroll process. Banner posts the leave time directly to the employee leave balances.

According to established rules, some employees must enter their time in and time out each day forone or more of their positions. Others only need to enter bulk hours or unit figures. Employees whomust enter time in and out for a position must also make time in and out entries for leave requestsfor that position.

If a position requires time in and out entries, you must make those entries for any specific earningcodes to which you can charge time for the position. You cannot charge time in and time out entriesto earning codes that use units as the time measure.

Note: You maintain rules that govern earning codes for a specific position on the Employee ClassRule (PTRECLS) page. Use the Hours or Units item on the Earnings Code Rule Form (PTREARN)page to specify the type of earnings.

Terms and Definitions

The following table lists and describes special terms used in this manual.

Term Definition

Acknowledger An employee marked as FYI in the routing queue. Acknowlegers cannotchange records submitted by the originator but they can add comments.Action by the acknowledger is not required for the completion of timeentered using Employee Self-Service or the Electronic Approvals of TimeEntry (PHATIME) page.



Term Definition

Approval Queue

OR

Routing Queue

Defines the individuals who can approve timesheets, leave reports, andleave requests.

Approver An individual who has the ability to update, change, return, or approvethe time document submitted by the originator. Time documents enteredusing Employee Self-Service or the PHATIME Banner administrativepage require an approver's action. A routing queue can include multipleapprovers.

Clock In and Out Time entry feature used by employees to enter their time that mimicsthe functionality of a time clock. Employees can access this feature ontimesheets only for the current system date, and only when you take thefollowing actions:

• Enable the employee class affiliated with their job for entering time inand out.

• Activate Clock In and Out functionality for specified Earn Codes.

Departmental Entry Time entry by departmental timekeepers on the PHATIME page in theBanner administrative application.

Earning Code The code used on the Earn Code Rule (PTREARN) page to identify a kindof pay, for example regular earnings, sick pay, or vacation pay.

Entry on the Web Time entry by employees using the Employee Self-Service application.

Exception Time

OR

Leave Time

Time off, for example, vacation or sick time.

Exception TimeEarnings

Earnings codes defined on the Earnings Code Rule (PTREARN) pagethat have the Reduce Base Pay check box checked.

Leave Report A method for collecting actual leave time taken that is sent throughapprovals and posted directly to the employee's leave balances.

Leave Request A request for time off in a future time period.

Originator The creator of a time document in Employee Self-Service or the personwho enters information on the PHATIME page

Pay Period ExceptionTime Only Employees

Employees who enter only exceptions to normal hours worked for apay period on their timesheets. Records created by these employeesusually have default hours for payroll time entry; therefore, they onlyenter exception hours. This definition applies to time entry by employeesusing Employee Self-Service and by the department timekeeper on thePHATIME page.



Term Definition

Pay Period Time SheetEmployees

Employees who enter all hours worked (positive time) and absences(exception time) on their timesheets. Records created by theseemployees do not usually have default hours; therefore, they mustenter all hours. This definition applies to time entry by employeesusing Employee Self-Service and by the department timekeeper on thePHATIME page.

Payroll Time Entry Time entry on the On-line Time Entry (PHAHOUR) page

Proxy Someone who can act on another person's behalf to approve or accessa time document. The time entry proxy has access to the PHATIME pageand the Departmental Approval Summary (PHADSUM) page. If the proxyis acting on behalf of a Superuser, then the proxy also has Superuserprivileges and can change or approve all time transactions, not just thosefor the person for whom they are acting.

Queue Status Status of a time transaction while the transaction is in the approval queue.

Third Party Entry Time entered using a third party tool and then interfaced to the Mass TimeTable (PHRTMTIM) to import into the payroll process.

Superuser (TimeEntry)

A user who can change or approve all timesheets and leave requestsassociated with timesheets.

Superuser (LeaveReport)

A user who can change or approve all leave reports and the leaverequests associated with them.

Time In and Out The requirement for start and stop time entries through Employee Self-Service or the PHATIME page.

Time Transaction A timesheet, leave report, or leave request.

Transaction Status An indication telling the employee , the departmental timekeeper, or theapprovers the current status of a particular timesheet, leave report, orleave request.


Set up Time Entry and Leave Management

Set up Time Entry and Leave ManagementYou need to enable and set up the Employee Self-Service module to allow employees to enter timeworked and manage their leave requests using Banner Time Entry and Leave Management.

Enable Time Entry and Leave Management

You must enable Time Entry and Leave Management before users can access it in BannerEmployee Self-Service.

See the Banner Employee Self-Service Installation Guide for information about enabling Time Entryand Leave Management.

Banner Support for Self-Service Time Entry

Several pages in the Banner Human Resources application govern employees' access to the timeentry Self-Service pages, and control data entered on these pages.

The following table lists the Banner Human Resources pages that you must use to configure time-entry and define what data users can enter. Refer to the Banner Human Resources Online Help forinstructions about completing the fields and pages used to implement the Self-Service pages.

Page mnemonic Page name

NBAPOSN Position Definition

NBAJOBS Employee Jobs

NBAJQUE Override Routing Queue

NTRINST Position Control Installation Rule

NTRRQUE Routing Queue Rule

PTRCALN Payroll Calendar Rule

PTRECLS Employee Class Rule

PTRINST Installation Rule

PTRPICT Payroll Identification Rule

PTRSHFT Shift Premium Rule

PTRUSER User Codes Rule

PTVLCAT Leave Category Validation



Define time entry rules on the Employee Class Rule(PTRECLS) page

You define time entry rules on the Employee Class Rule (PTRECLS) page. For each employeeclass, you can specify various time entry methods and different rules to use for each time entry type.

Refer to the Banner Human Resources Online Help for more information and specific tasks thatdescribe how to define time entry rules for an employee class.

Time Entry Method

You can define time entry rules that allow employees to enter time using a variety of methods.

Use the following guidelines to specify the Time Entry Method field on the Employee Class Rule(PTRECLS) page under the Time Entry Rules tab.

• Select Department Time Entry with Approvals to establish time entry rules for decentralizeddepartmental time entry.

• Select Payroll Time Entry to create a rule that allows departmental time through the Online TimeEntry (PHAHOUR) page or through a custom modified departmental page.

• Select Employee Time Entry Via Web to create a rule that allows employees to use EmployeeSelf-Service to enter time.

Employee Self-Service supports department time entry by the Electronic Approvals of Time Entry(PHATIME) page.

Payroll Time Entry Breakdown

The Payroll Time Entry Breakdown field identifies how Employee Self-Service displays time on theOn-Line Time Entry (PHAHOUR) page because time entered using the Electronic Approvals of TimeEntry (PHATIME) page displays on PHAHOUR.

You can choose to display the breakdown in one of the following ways: Daily, FLSA (Fair LaborStandards Act) pay period, Pay Period, Weekly, or None (no breakdown for time entry).

Leave Report Entry Method and Payroll ID

You can define time entry rules that allow employees to enter leave time using a variety of methods.

Use the following guidelines to specify the Leave Report Entry Method field on the Employee ClassRule (PTRECLS) page under the Time Entry Rules tab.

• Select Departmental Leave Report to create a rule that allows leave reporting using BannerHuman Resources.

• Select Leave Report on the Web to create a rule that allows employees to use Employee Self-Service to enter leave time.



• At Leave Report Payroll ID, specify the Payroll ID (such as MN - Monthly or BI - Biweekly) toassociated with leave reports and leave requests.

You can override this field value at the individual employee level on the Employee Jobs (NBAJOBS)page.

You can specify an employee's default Work Schedule on the Employee Jobs (NBAJOBS) page.The schedule provides the default days, hours, and shifts that the employee typically works. WorkSchedules cannot co-exist with a Default Earnings entry on NBAJOBS. Consequently, you can useonly one of these techniques to default time.

Time Entry Type

You can choose between Pay Period Time Sheet and Pay Period Exception Time Only for the timeentry type.

A Pay Period Time Sheet employee enters his/her time during every pay event. He/she has eitherno default hours or default hours that require some sort of breakdown. The need for default hoursis established on the Main window of PTRECLS. At an institution, if an employee has default hours,he/she may need to enter a daily breakdown. For example, a lump sum number of hours woulddefault to PHATIME and the department timekeeper would need to enter an amount of hoursworked each day in the pay period. Likewise, if no hours default, then regular earnings must beadded and a daily breakdown of those hours made. Typically, a maintenance worker or a studentmight be classified as a Pay Period Time Sheet employee.

Pay Period Exception Time Only employees enter exception time by pay period. They have defaulthours but do not need to provide a breakdown of the regular hours. These employees are requiredto report their leave (sick, vacation, and so on), but it is reported by the pay event only whenthe time is taken. An employee using Employee Self-Service or a department timekeeper usingPHATIME can enter leave earning codes and other designated united based earning codes. BothEmployee Self-Service and PHATIME do not list default hours. For this type of employee class, thereduction of the default hours for the leave earning codes that are entered takes place during theMass Time Process (PHPMTIM). This process is described in more detail in Payroll on page 82.The value for the Time Entry Type field can be overridden on the Employee Jobs (NBAJOBS)page.

When you select Time Sheets in the Entry By field on either the Electronic Approval of Time Entry(PHATIME) page or the Department Approval Summary (PHADSUM) page, you query both PayPeriod Time Sheet and Pay Period Exception Time Only employees. As a department timekeeper,you enter regular and exception time for Pay Period Time Sheet employees and exception time forPay Period Exception Time Only employees as described previously.

Employee Self-Service extracts timesheets. Employees identified as Pay Period Exception TimeOnly employees can only enter exception time. Other employees can enter both regular andexception time. The displayed earn codes in the pull-down are derived by these rules.

Exception Time

You may check the Approval Required for Exception Time field to require Pay Period ExceptionTime Only timesheets to be approved before going to payroll. If this field is unchecked, then



approval is not required. Even though approval may not be required, a routing queue must beestablished for each transaction regardless of time entry type.

When a timesheet for a Pay Period Exception Time Only employee is submitted after time entryand the Approval Required for Exception Time Control rule is unchecked, it has a Queue Statusof Auto Approved. This status enables the timesheet to be submitted to the approval queue withan Approve Approver Action, yet does not require an approver to actually take action. As a result,the transaction is automatically approved. All Queue Statuses for Pay Period Exception Time Onlyemployees with an FYI Approver Action will be set automatically to Pending.

Time In and Out Required

Checking the Time In and Out Required field on PTRECLS requires time in and out to be enteredon PHATIME by persons with this employee class.

This indicator can be overridden on an individual basis on the Employee Jobs (NBAJOBS) page.Refer to the Time In and Out Window section that appears later in this chapter for more information.When this indicator is checked, all earning codes (except those that require units) must have time inand out entered against them at time entry.

Note: If the Time Entry Type specified on PTRECLS is Pay Period Exception Time Only, it isrecommended that you do not select Time In and Out on NBAJOBS. Otherwise, vacation days andsick days would require time in and out to be entered on PHATIME.

Leave in Advance

The Can Request Leave in Advance field applies Self-Service time entry, department time entry,third party with approvals.

Check this field to allow employees at your institution the ability to request leave time in advancesuch as a planned vacation. If this indicator is checked, then all employees within this employeeclass can enter a leave request. All leave requests require approval and need routing queuescreated.

Override Labor Distribution for Department

If you have Banner Finance and you selected the Override Labor Distribution for Department fieldon PTRECLS, you can override an employee's labor distribution on PHATIME or Employee Self-Service.

This allows the department timekeeper to override the employee's FOAPAL components orthe account number. If you do not select this rule, then you can access the labor distribution onPHATIME but you cannot override it. Without Banner Finance installed, this rule applies to ExternalAccount Codes that display on PHATIME and Employee Self-Service.



Eligible Earnings Code window

The Eligible Earnings Code window of PTRECLS identifies the earning codes that you can enteron PHATIME or Employee Self-Service for the employee class. The Time Sheet Print Sequencefield determines which earning codes display on PHATIME and what prints on the hard copy Bannertimesheets.

Department timekeepers cannot enter earning codes on PHATIME unless they are assigned a TimeSequence Seq number.

Only the approvers in the routing queue can update or override earning codes if the ApproversIndicator check box is selected (for example, an earning type pertaining to stipends or bonuses).Department timekeepers cannot add or change this information. The system automatically selectsthe Approvers Indicator check box when you enter a value in the Time Sheet Print Sequence field.

Leave requests automatically show only exception time earning codes for entry based on the leaveearning codes indicated on the Eligible Earnings Code window of PTRECLS. These earning codesare defined on the Leave Category Rule (PTRLCAT) page.

The holiday information on PTREHOL defaults into a timesheet (web and departmental) when thefollowing conditions exist:

• The Employee Class is linked to the Holiday Rule.• A Holiday Earn Type exists in the Eligible Earn Code table.• The job has either default hours or a work schedule.

Banner inserts holiday hours on specific days of the pay period and computes the hours based onthe Hours per Day that is listed with the employee job record. This logic applies to both EmployeeSelf-Service and Departmental time entry.

Set up departmental time entry

Departmental time entry allows a department timekeeper to submit time transactions to approvers.After approval, you can submit these time transactions for normal payroll processing. This gives youan efficient and seamless method to implement time entry, electronic approvals, and overall payrollprocessing.

Procedure

1. Access the Employee Class Rule (PTRECLS) page.2. On Employee Class, enter an employee class, and then click Go.3. Select the Time Entry Rules window.4. On Time Entry Type, select Department Time Entry.5. Save your changes.6. Repeat the previous steps for each employee class that you want to use department time entry

functionality.



Results

Banner Human Resources uses these controls as the default in the Employee Job (NBAJOBS)record when it initially creates the record. You cannot default back to existing employee job recordsafter you change the controls on the Employee Class rule.

Set up Time In and Out

In Banner Human Resources, you must enable the Time In and Out functionality for each employeeclass that you want to use it. This controls how Employee Self-Service displays earn codes on timedocuments and PHATIME.

About this task

This setting also uses the Time Format Entry and Display indicator defined on the Installation Rules(PTRINST) page to set the time display for twelve or twenty-four hour time formats. The twelve hourformat displays an AM/PM indicator. Regardless of display format, the system computes and storesthe data in twenty-four hour format.

Note: There is not a link to Country Codes to determine this setting for the time entry system. Youmust establish it one time for your institution.

Procedure

1. Choose either the twelve or twenty-four hour format on PTRINST.2. Access the Employee Class Rule (PTRECLS) page.3. On Employee Class, enter an employee class, and then click Go.4. Select the Time Entry Rules window.5. Select the Time In and Out Required check box.6. Save your changes.7. Repeat the previous steps for each employee class that should use the time in and out

functionality.

Note: Banner Human Resources uses these controls as the default in the Employee Job(NBAJOBS) record when it initially creates the record. You cannot default back to existingemployee job records when you change the controls on the Employee Class rule.



Set up Clock In and Out

In Banner Human Resources, you must enable the Clock In and Out functionality for each employeeclass that you want to use it in Employee Self-Service.

Before you begin

To enable and use the Clock In and Out functionality you must also enable the Time In and TimeOut functionality. See Set up Time In and Out on page 16 for more information.

About this task

This setting also uses the Time Format Entry and Display indicator defined on the Installation Rules(PTRINST) page to set the time display for twelve or twenty-four hour time formats. The twelve hourformat displays an AM/PM indicator. Regardless of display format, the system computes and storesthe data in twenty-four hour format.

Note: There is not a link to Country Codes to determine this setting for the time entry system. Youmust establish it one time for your institution.

Procedure

1. Access the Employee Class Rule (PTRECLS) page.2. On Employee Class, enter an employee class, and then click Go.3. Select the Time Entry Rules window.4. Select Time In and Out Required check box.5. Select the Clock In and Out check box.

This enables Earn Codes that do not use the clock functionality to manually collect in and outtime.

6. Select the Eligible Earnings window.7. Select the Clock In/Out check box to enable this functionality for the employees associated with

an earnings code. Typically, select earnings codes that users use consistently on a daily basis,such as Regular Pay.

8. Save your changes.9. Repeat the previous steps for each employee class that should use the clock in and out

functionality.




Set up exception time reporting

Exception time allows you to collect hours that are not associated with the base pay generated byan employee’s assignment during payroll processing. Use exception time primarily for salary-basedemployees.

About this task

Following are some examples of exception time earnings:

• Leave Earn codes that tend to reduce the hours associated with an employee’s base earnings.• A collection of eligible Earn Codes that an employee enters and are supplemental to the base

earnings.

Procedure

1. Access the Employee Class Rule (PTRECLS) page.2. On Employee Class, enter an employee class, and then click Go.3. Select the Time Entry Rules window.4. On Time Entry Type, select Pay Period Exception Time Only.5. Save your changes.6. Repeat the previous steps for each employee class that you want to use exception timesheet

functionality.


Results

The Employee Self-Service timesheet displays all the Earn Codes that an employee can enter,except for the Regular (RP) Earn Code.

Set up leave reports

You need to establish rules on several Banner Human Resources pages to set up and enable leavereports in Employee Self-Service and PHATIME.

Before you begin

This task lists the administrative pages that you need to access and provide information to setup leave reporting. For detailed field descriptions of these pages, refer to the Banner HumanResources Online Help.



Procedure

1. On the Installation Rules (PTRINST) page in the Leave window, enter a value in the MinimumLeave Day Increment field if you want to accept leave time in days.

• Users can record time in days or hours. Enter a value in this field, only if you plan to recordtime in days. You must also select Day for the Day or Hour Indicator when you defineleave categories on the Leave Category Validation (PTVLCAT) page in a later step.

• The system always stores used and accrued time in hours, but converts the hours to aday format for input and display. The conversion is based on the number of Hours Per Dayspecified on the employee's job assignment.

2. On the User Codes Rules (PTRUSER) page, establish leave report approval Superusers byassigning Superuser privileges to employees. This ensures that designated individuals willhave privileges beyond that of a typical supervisor and can verify the completion of Approveractivities.

3. On the Leave Category Validation (PTVLCAT) page, specify the following information for eachleave category to include it for leave reports:a) On Leave Report Indicator, select either Payroll or Leave.

For Leave Reports, set this field to Leave. If you set this value to Payroll, the systemexpects to collect leave time from the Online Time Entry (PHAHOUR) page.

b) On Day or Hour Indicator, select Day or Hour, as appropriate for the leave category.Employees who belong only to these select leave categories can use leave reports tospecify any leave time used. The Leave Report accepts only the Earn Codes that are linkedto employee balances, such as vacation or sick time.

4. On the Payroll Calendar Rules (PTRCALN) page in the Leave Reports Rules window, define thefollowing information:

• Establish leave report periods.• Specify the open and close dates for entering leave report entries on Employee Self-

Service.• Specify the approval end date and time.

5. On the Employee Class Rules (PTRECLS) page in the Time Entry Rules window, define thefollowing information:

• On Leave Report Entry Method, specify for each employee class the default method forsubmitting leave reports using Employee Self-Service or departmental entry.

• On Leave Report Payroll ID, define the default ID to associate with the leave reportperiods that you previously established.

The method becomes the default control on the Employee Jobs (NBAJOBS) page for all jobsassigned to the Employee Class. You can override this value in the next step if needed.

6. On NBAJOBS in the Payroll Default window, define for each employee job the default methodfor submitting leave reports and the Leave Report Payroll ID if they are different from the defaultmethod set up on PTRECLS. Values you enter here override the values defined on PTRECLS.

7. Verify that you have set up the routing queues.8. Departmental timekeepers can access the Electronic Approval of Time (PHATIME) page to

establish and submit leave report time records using the Departmental Leave Report Entrymethod.



9. Designated leave report approvers and superusers can access the Department PayrollSummary (PHADSUM) page to validate and approve leave reports.Approvers and superusers can review and approve leave time directly on PHATIME. Approversmust take action on the records by the specified Approver End Date and End Time.

Set up Electronic Approvals for time and leave approvals

Use the Electronic Approval Category Code Validation (NTVACAT) and Position Control InstallationRule (NTRINST) pages to set up electronic approvals of Personnel Action Forms.

Procedure

1. Establish a time entry approval category code on the Electronic Approval Category CodeValidation (NTVACAT) page.

Note: Create and use only one approval code for Electronic Approvals of Time Entry onNTVACAT. Use a code that is intuitive. For example, use TIME for time transactions.

2. Optional: Establish a separate approval category for approving leave reports on the NTVACATpage.

Or

Choose an existing approval category that has established set of approvers.3. Access the Position Control Installation Rule (NTRINST) page.

a) At Time Entry Approval Category, select the approval category to be used for timetransactions.

This approval category code will be used in the creation of all routing queues when usedin conjunction with the Routing Queue Rule (NTRRQUE) page and the Override RoutingQueue Rule (NBAJQUE) page (as described in the Approval Queue Information sectionlater in this chapter)

b) At Leave Report Approval Category, select an approval category to be used for leavereport transactions.

Note: You can set up the same approval category for Leave Report approval and routingas you defined for Time Sheet Approval Category. However, if your organization separatesthese activities, you may want to use unique Approval Category codes.

c) In the Electronic Approvals Rules window select the Electronic Approvals check box toindicate that you want to use the Electronic Approvals module.

No distinction is made between the Electronic Approvals of Time Entry module andElectronic Approvals of Personnel Action Forms module. When you check this field, you areindicating usage of one or both modules.

The remaining fields in the Electronic Approvals Rules block apply only to ElectronicApprovals of Personnel Action Forms. They do not impact the functionality of the ElectronicApprovals of Time Entry; you can skip them for this module.



Proxy

A proxy is someone who can act on your behalf to approve or enter time for a time transaction inyour absence.

A time entry proxy has access to the following pages:

• Electronic Approvals of Time Entry (PHATIME)• Department Approval Summary (PHADSUM)• Web/Department Employee Time (PHIETIM)

Administrators can edit another user's proxy rules, maintain, and correct NTRPROX data for anyemployee on the Administrator Proxy Rules (NTRAPRX) page.

You set up proxies on the Electronic Approval Proxy Rule (NTRPROX) page in the OtherModules window. Establish proxies that have the same authority and security as your user ID. Ifyour institution uses Employee Self-Service Time Entry, these proxies can also act in EmployeeSelf-Service.

Superuser

A superuser can change or approve transactions for any user. The superuser function allowsa payroll administrator to complete time transactions at important processing times when extraintervention is required. You can define a user as a superuser for time entry approvals, leave reportapprovals, or both.

You define superusers for time transactions and leave reports on the User Codes Rule (PTRUSER)page by selecting the Time Entry Approvals Superuser and Leave Report Approvals Superusercheck boxes.

Checking these boxes identifies the superuser with an Oracle user ID. Superusers are able to entera check mark in the Superuser field of the Electronic Approvals of Time Entry (PHATIME) page, theDepartment Approval Summary (PHADSUM) page, or the Web/Department Employee Time Inquiry(PHIETIM) page. This check mark indicates that you are acting as a superuser. As a superuser,you do not have to enter a timesheet organization in the key of PHATIME, PHADSUM, or PHIETIM,unless you want to work with records in only one organization. When you move into the detail blocksof each of these pages you will see all employees in the pay event regardless of the timesheetorganization.

Superusers can process time transactions beyond the Employee and Approver End Dates thatare provided from the System Calendar. A superuser can approve records to ensure that thePHPTIME process sends information in time for payroll processing. It is important that superusersreview records before finalizing the pay period and stay in close communication with the PayrollDepartment during that time.

Superusers can interact with a time entry transaction at any time, except after the transaction iscompletely approved. If a superuser originated the time transaction then they must complete it andsubmit it for approval.



Time entry employee job information

Employee Jobs (NBAJOBS) page

You can change the indicators established on the Employee Class Rule (PTRECLS) page at theemployee job level to override rules defaulting from the employee class.

You change these rules on the Payroll Default Information window on the Employee Jobs(NBAJOBS) page. All of the fields - Time Entry Method, the Time Entry Type, Time In and Out,Leave Report Method, and the Leave Report Payroll ID - are effective-dated. Do not change therules during a pay period or leave period because a change can impact time entry for the employee.Make changes before you open the pay or leave period.

An effective-dated change means that the change becomes effective as of a certain date. If youchange an employee's NBAJOBS records after the pay period has been extracted and the effectivedate falls within the pay period, the departmental user should delete the time document and extracta new version.

Any timesheet organization or payroll ID/leave report payroll ID change mid-pay is reflected properlyin the timesheets. If you modify any of the rules for a day mid-pay, then the extract process basesthe time entry on the record associated with the latest effective date change. If an employeetransfers to another position during a pay period, Banner Time Entry splits the timesheets.

Employee time reporting

Employee Self-Service accommodates time reporting requirements for employees who report bothhours worked and exception time (for example, sick time or vacation time), and employees whoreport only exception time.

Based on institution-specific rules, you can define some employees in both of these categories toenter their time in and time out each day. Others need only enter hours/units amounts. EmployeeSelf-Service includes Self-Service page formats for each of these requirements, depending on theemployee timesheet rules that defined on the Employee Class Rules (PTRECLS) and EmployeeJobs (NBAJOBS) pages.

The following are highlights of the Employee Self-Service time entry functionality.

• If allowed by Banner rules, employees can request time off in advance (Leave Requests). Thisis true for employees who enter time through Employee Self-Service and for employees whosetime is entered through departmental time entry or third party reporting requiring electronicapprovals.

• If allowed by Banner rules, employees and departments can record leave time independent ofpayroll and submit the leave report for approval using Leave Reports.

• If allowed by their enterprises, employees who enter time using departmental entry or throughthird party time reporting requiring approvals can also access their time through Employee Self-Service.

• The Self-Service time entry options offer the same tight security provided by the other EmployeeSelf-Service options. Because employees can access the Self-Service functions only by



using a log in and password, employees are limited to entering and accessing their own timetransactions.

• Employees can access their current and historical time transactions through Self-Service.

Enter time

Employee Self-Service displays the Enter Time button only to employees who can enter or accesstime using Employee Self-Service for at least one of their positions.

These are the requirements for entering and accessing time in Employee Self-Service.

• An employee can view and enter time in Self-Service for a position if the Employee Class TimeEntry Method field on the associated Employee Class Rule (PTRECLS) page has been setto Employee Time Entry Via Web and an approval queue has been set up for the position jobassignment. This control is defaulted to the NBAJOBS record and can be overridden for anothermethod, if desired.

• To enter time and submit it for approval, the pay period must be open for entry based oncontrols in the Payroll Calendar Rule (PTRCALN) page as of the current System Date. Pasttimesheets can be viewed by the employee until the expiration of the Employee Web AccessUntil date, which is also specified on PTRCALN.

• An approval queue must be set up for any position for which timesheets can be entered. (SeeAdministrative departmental approvals on page 69 for information on approval queues.)

You must set up an approval queue for a position even if the position does not require approval.All timesheets for positions whose Time Entry Type field on the Employee Class Rule(PTRECLS) page is set to Pay Period Time Entry require approval. Timesheets for a positionwhose Time Entry Type field on PTRECLS is set to Pay Period Exception Time Only requireapproval only if the Approval Required for Exception Time check box for the employee classis selected. A timesheet that does not require approval is automatically approved after it issubmitted.

When the employee selects the Extract Time button, the system determines and verifies the type oftime entry that the employee will use and the time-entry options available for each of the employee'sjob records. Based on this information, the system presents the appropriate selection page for theemployee.

Employees can then select the position for which they want to enter new hours/units or accessprevious entries and can choose the pay period for which hours/unit entries are to be made oraccessed.

When to enter time for a time period

An employee in Self-Service or a departmental timekeeper on PHATIME can enter time on atimesheet, leave report, or leave request for a particular period any day during the timeframeestablished for time entry for that period using the rules on PTRPICT and PTRCALN.

During each time entry session, users can report or request time for a single day or for several days.They can enter time throughout the time entry period. After completing a timesheet, leave report, orleave request, the employee or departmental timekeeper must submit it for approval, as long as itcomplies with the Time Entry From and To dates that are specified in PTRCALN.



Approvers in the routing queue can choose to update or change employee time and labordistributions if necessary. Approvers need to be approve time records within the time period definedon PTRCALN.

An administrator can enable other system controls using the Applications Configurations(GUACONF) administrative page.

• Clock and Time In intervals• Total maximum time for a day• Employees' ability to approve their own time documents• Job detail formats on the time document

Holiday hours

During the extract process, Banner Time Entry computes Holiday hours based on the Hours per Daythat is listed with the employee job record and inserts the hours on specific holidays within the payperiod. This logic applies to both Web Time Entry and Departmental Time Entry.

To be eligible for holiday hours, the employee must have either default hours or a work schedule forthe job.

Time Entry and Leave Management processing computes Holiday hours and inserts them on a timedocument when it meets the following conditions:

• The Employee Class is linked to the Holiday Rule (PTREHOL).• There is a Holiday Earn Type (HP) listed in the Eligible Earn Code table.

Time Entry and Leave Management displays a holiday title for a selected holiday date in the detailand month views for active pay periods in timesheets, leave requests and leave reports. This isinformational only; it does not load the holiday hours into the time documents unless the job hasdefault hours or a work schedule. In mobile view, Time Entry and Leave Management does notdisplay the holiday title when you select a holiday in the pay period carousel.

Clock In and Out

You can automatically enter your time using the clock in or out feature. This method lets you quicklyenter your time because the system calculates your clocked time for you.

About this task

If you are entering time for a shift that goes past midnight into another day, you must make amanual adjustment using Time In and Out.

Procedure

1. Log in to Employee Self-Service.2. Access the Employee dashboard.3. Click Enter Time.



4. On the Timesheet page, click Start Timesheet or the In Progress status associated with thepay period for which you want to enter time.

5. Click Clock In.Banner Time Entry and Leave Management registers the current time as your clock in (starting)time or clock out (ending) time.

6. Click Save to accept the system time.

The system enters the time to the nearest 15-minute increment after the current time. Forexample, if the current time is 8:28 AM when you clock in, the system enters 08:30 AM. If thecurrent time is 4:48 PM, the system enters 05:00 PM.

7. If time is divided into shifts, Banner Time Entry and Leave Management uses the shift timesconfigured on PTRSHFT to determine how to split out hours after you have recorded the clockin and out times.

8. If you want to clock in or out at a time different from the system time (for example, if you forgotto record your time for a previous day), perform the following steps.a) Select the day for which you want to enter time.b) Enter the desired time in the System Time In or System Time Out field, as appropriate,

using HH:MM format.

You must enter the time in intervals of 15 minutes (the default time interval configuration) inHH:MM format, for example, 08:00, 10:15, 01:30, or 05:45.

c) Enter a comment explaining why you manually changed the time.d) Click Save.

Note: You can change the Clock In or Out intervals. See the Configuration section forinformation about this setting.

Time In and Out

Use the manual method when you need to adjust previously recorded time or to post time for daysyou plan to work in the future, for example, to record time before you go on vacation.

About this task

You can also use this method to enter new time records, but it does not allow the automatic entry ofthe system-calculated time as explained in Clock In or Out (Automatic Method). You must manuallyenter all time.

If an Error displays on any day with the period, select that day and review the detail timesheet todetermine whether clock time is missing on that day.

If any day in the pay period is missing the clocked out time, you will not be able to submit yourtimesheet for approval. Review the days in the period using the calendar carousel to look forincomplete entries.

Select a day to record time for earning codes that require you to manual record time in and out.Typically, you would use this method for non-regular work time, such as vacation or sick time.



Procedure

1. Access the Employee Dashboard.2. Click Enter Time.3. Select the current pay period to open the detail record.4. Click the day in the date calendar and earning type for which you want to enter or modify time.5. If applicable, enter the shift number in the Shift field.6. On the Clock In and Out page, enter the desired time in the Clock Time In or Clock Time Out

field, as appropriate, using HH:MM or 24 hour format.

You must enter the time in intervals that comply with your institution configurations, such as,none, 5, 10, or 15 minutes.

7. Select AM or PM in the appropriate AM/PM field unless specifying the 24 hour format.8. Enter a comment the appropriate Comment field explaining why you manually entered or

changed the time.9. Click Save.

Time and leave document correction

A timesheet, leave report, or leave request that needs correction is handled as follows.

After an employee completes the time transaction and submits it for approval, the time transactionstatus changes from In Progress to Pending. If the employee has to make any changes after atimesheet is submitted, the employee has to click the Recall button. The timesheet is returnedfor correction and the Submit button is displayed again, as long as the employee calendardates remain open. When you perform a Recall action, a time-stamped Comment record is alsoautomatically inserted to record this event for future viewing. The status of the time transaction willchange back to In Progress so the employee can access the record again. The employee wouldthen make changes to the timesheet and submit it for approval and the transaction status wouldchange to Pending (Approval).

If the time entry record was entered on PHATIME, it is returned to the departmental timekeeperfor correction. If a time document was entered using Self-Service, the action taken depends onthe setting of a rule on the Position Control Installation Rule (NTRINST) page. The time documentwill either be returned for correction to the employee or returned to the first approver in the queue.When there is only one approver in the queue and the rule specifies that time goes back to the firstapprover in the queue, the time document will remain with that approver for correction. However,Self-Service leave requests and leave reports always go back to the employee in Self-Servicefor correction. When a timesheet, leave report, or leave request is returned to an employeeor departmental timekeeper for correction, that individual will be able to make changes to thetimesheet, leave report or leave request and resubmit it for approval. In addition, an approver canmake changes to the hours entered by the employee and can then return the timesheet to theemployee or departmental timekeeper.

If an approver believes a time document request is incorrect and is not authorized to change thetime, the approver can return the item for correction.



Time entered through Self-Service or PHATIME will always be associated with a transaction status.The transaction status represents where a time transaction is as it moves from time entry throughthe approvals process.

When an approver returns a time transaction, Banner determines who gets the transaction based onwhether it is processed by Departmental Entry (on PHATIME) or Self-Service.

• For Departmental Entry, it routes the time transaction to the departmental originator.• For Self-Service entries, it uses the rule defined on the Position Control Installation Rule

(NTRINST) page to determine whether to route the transaction back to the employee or to thefirst approver in the routing queue.

Administrator timesheet change

When an approver modifies an employee's time, Banner displays either the Time In and Out page orthe Clock In and Out page depending on the system setup.

If an earning code exists for the Clock In and Out functionality and the approver selected the currentdate, a user can record time using the Clock In and Out page. If an earning code does not exist forthe clock in and out functionality, a user cannot use the Clock In and Out functionality.

The Clock function is only active on the current system date. Approvers may not have access to theclock because they access the time record after an employee has entered time. The approver canaccess the Time In and Out fields instead.

Departmental Time Entry with Approvals

Employees can enter and submit time using Employee Self-Service or a department timekeeper canenter time on the Electronic Approvals of Time Entry (PHATIME) page.

You create rules on the Payroll Identification Rule (PTRPICT) and the Payroll Calendar Rule(PTRCALN) pages to define when users can enter time for a particular payroll or leave reportperiod. PTRPICT also includes a rule that defines how far in advance a user can request leave time.

PTRPICT and PTRCALN also control the time period when an approver can take action on arecord. The System Calendar (PTRCALN) records hold an Approval End Date and ApprovalEnd Time that specify when the approver must complete their approval functions to insure thatrecords are ready to be extracted for the payroll. After the approval date and time have passed,the supervisor can no longer approve documents; a Superuser can take control of the record andfinalize the time transaction.

An employee in Self-Service or a department timekeeper on PHATIME can start time entry orchoose to continue entering data for a previous period. After the system determines that a payrollrequires entry, an initial extract process gathers the default information for the pay period. Thisextract process can be equated to an initial extract of the Time Processing Report (PHPTIME). Itdoes not, however, lock the employee's job and deduction records as the PHPTIME process does;that is, the records can still be updated after this process is complete. Each time a timesheet, leavereport, or leave request is subsequently accessed in Employee Self-Service or on PHATIME, it isautomatically populated with any previously entered data.



Timesheet presentation and time collection

Employee Self-Service presents timesheets and collects time either as Pay Period time or PayPeriod Exception time.

You define the time collection method on the Employee Class Rule (PTRECLS) page by indicatingone of the following methods:

• Pay Period Time - user enters positive hours by day• Pay Period Exception - collects leave or hours that are not regular

Define time collection method

Use the Employee Class Rule (PTRECLS) page to define whether to present timesheets and collecttime using the Pay Period Time or Pay Period Exception time method.

Procedure

1. Access the Employee Class Rule (PTRECLS) page.2. On Employee Class, enter an employee class, and then click Go.3. Select the Time Entry Rules window.4. Navigate to Time Entry Type and select one of the following options.

• Pay Period Time Sheet to display all employee-available Earn Codes.• Pay Period Exception Time Only to display all Earn Codes where the Base Salary indicator

is not selected.

Define employees required to enter time in and out

You can require that employees record when they arrive for and leave work. Employees can recordtime either automatically using the Clock In and Out feature (normally used for regular and overtimehours) or manually by entering the time in and out for each selected earn code.

Procedure

1. Access the Employee Class Rule (PTRECLS) page.2. On Employee Class, enter an employee class, and then click Go.3. Select the Time Entry Rules window.4. Select Time In and Out Required check box.

Note: If you will use bulk hour input, do not select this box.

5. Select the Clock In and Out check box.This enables Earn Codes that do not use the clock functionality to manually collect in and outtime.

6. Select the Eligible Earnings window.



In this window, identify specific Earn Codes that will use the Clock In and Out functionality.Typically, select Earn Codes that users use consistently, on a daily basis, such as Regular Pay.

7. Select the Clock In/Out check box for each earnings code that you want the Clock In and Outfunctionality to be available.

This setting also uses the Time Format Entry and Display indicator defined on the InstallationRules (PTRINST) page to set the format for time display, which is 12 or 24 hour time formats.

8. Save your changes.9. Repeat the previous steps for each employee class that should use the clock in and out

functionality.


Leave Reports

Employees have the ability to record their actual leave taken and submit for approval.

Banner Human Resources processes leave reports independently of payroll deadlines. Employeesand approvers do not need to complete leave time entries before the beginning of the payrollprocess. This alternative method for reporting time and leave eliminates the need for employees toreport their leave before the close of the specified pay period.

You will find leave reports useful to use for salaried faculty and staff where you do not needto expense the computation of hourly rates and leave time (such as sick and vacation) to adepartmental cost center. In this case, reported time goes through the electronic approval processand is posted directly to each employee's leave balance.

Additionally, leave balances are displayed on Self-Service in terms of either days or hours, asspecified in the Leave Category Validation (PTVLCAT) page.

Leave time entered by employees is subject to approval from a leave report approvals superuser ora leave report approver. To this end, the processes within the Time Sheet menu accommodate forthe leave report approval process.

The Leave Report option is presented to employees who can enter or access leave time on Self-Service for one or more of their positions. Employees can access and enter their leave time outsidethe payroll cycle only if the following are true:

• The Leave Report Entry Method is set to Leave Report on the Web for the associatedemployee job assignment on the Employee Jobs (NBAJOBS) page.

• An approval queue is set up for any position for which leave reports can be entered.

Note: An approval queue must be set up for a position or the organization even if the positiondoes not require approval.

• The Leave Report Payroll ID is set up for the employee class to refer to the leave reportcalendar for the referred payroll ID in the Payroll Calendar Rules (PTRCALN) page.



Note: Typically, the leave report pay ID should be set to the same frequency as that of thepayroll period. However, your institution can establish a different frequency on PTRCALN.For example, you can allow faculty who are paid on a semi-monthly basis to report leave on amonthly basis.

Request Time Off

The Request Time Off functionality allows employees to request leave time in advance for one ormore positions. This request usually goes through the electronic approvals process that uses aRouting Queue. Leave Requests are typically open for a future time period going forward from thecurrent pay period.

An employee can request leave in advance for a position if the Can Request Leave In Advancecheck box on the associated Employee Class Rule (PTRECLS) page was selected and an approvalqueue was set up for the position. (See Administrative departmental approvals on page 69 forinformation on approval queues.)

When an employees selects Request Time Off, the system displays the Leave Request Selectionpage where the employee can select the position for which leave is being requested and the payperiod in which they want to take the requested time off. Only positions for which a pay period hasnot been opened for entry are listed. The variable (nnn) in the Can Request Leave in Advancennn Pay Periods field on the Payroll Identification Rule (PTRPICT) page represents a one- to three-digit, user-supplied number specifying the number of pay periods available for requesting leave inadvance.

When the leave request is submitted to the system, it is placed into the time entry tables andprocessed through an approval queue. It is then saved in the time entry tables until the start of thepay period for which the leave has been requested. At that time the requested leave time is copiedto the employee's time document. The employee then completes and submits the time documentcontaining the requested leave time. If the leave information that has been copied to the timedocument is incorrect, the employee can modify it and can then add any other required informationto the time document.

If the employee's leave time is to be classified as a leave report due to their leave category, theapproved leave request will be copied into a leave report.

The processing described above occurs unless the status of the leave request is Returned ForCorrection when the time document for which the leave was requested is extracted. In this case,the information is not copied to the time document covering the requested exception time. Theemployee must complete the entire timesheet or leave report and then submit it for approval.


Routing queues

Routing queuesRouting queues, also called "approval queues", specify one or more individuals who must approvetime documents.

A time entry routing queue consists of one or more routing sequences that define the flow order forrouting time documents. Time Entry processes creae routing queues during the extraction of a timedocument and again during the submission for approval.

Employee Self-Service also manages routing queues as follows:

• If a routing sequence includes multiple queue members, the user must select one member torepresent each routing sequence before the extraction or submission can proceed.

• If a routing queue contains vacancies, you can configure the application to find an approver byentering a value in the NBAPOSN Reports to field or by defining and using a group.

Understand routing queues

You can set up routing queues for time transactions in several ways. You should base a routingqueue structure on your organizational hierarchy and what is easiest to manage at your institution.

You use several Banner administrative application pages to set up and maintain routing queues.You can create time transaction routing queues by timesheet organization, position, or both. Thislets you define who approves time for employees for a specific timesheet organization or a specificemployee position or both. Use the following pages to create routing queues based on a timesheetorganization or position:

• Position Definition (NBAPOSN) page• Routing Queue Rule (NTRRQUE) page• Override Routing Queue (NBAJQUE) page

It is critical that you plan the electronic approval routing queues to ensure that Time Entry correctlyroutes time transactions. To effectively plan and develop your routing queues, you should considerposition-reporting and people-reporting relationships and other functional factors. You can useseveral Banner Human Resources pages and reports to help you research these relationships.

Here are some questions to consider when planning your queues:

• Do you completely expense the job to a specific organization code (that is, a specificdepartment)?

• If you expense the job to multiple departments, do individuals in those departments need toapprove or acknowledge time or leave requests?

• Are there special requirements when an employee's job is partially funded by one or morerestricted funds?

• Do certain departments have multiple supervisors or approvers?• Do certain approvers (such as Assistant Coaches) share a pooled position?


Routing queues

• Do timesheets for certain jobs require multiple approvals?

Approver action

On NTRRQUE or NBAJQUE, an assigned approver can have an Approver Action of either FYI orApprove. If the action is FYI, then the approver should take a cursory look at the time transactionwhen it is ready for approval and acknowledge that they have viewed it.

For FYI actions, approvers cannot enter comments on PHATIME or PHADSUM, and they cannotchange the timesheet using either PHATIME or Employee Self-Service.

For Approve actions, approvers can either approve or disapprove the time transaction usingPHADSUM, PHATIME, or Employee Self-Service.

When a Pay Period Exception Time Only employee submits a timesheet after time entry andapproval is not required, the transaction status changes to Approved. Approvers who were in therouting queue for that person, see a queue status of Auto Approved. Approvers who have someemployees that use automatic approval, can still see all employees for their timesheet organization.

When a Pay Period Exception Time Only employee with an approver action of FYI submits time, thesystem sets their queue status to Pending.

Routing Queue Rule (NTRRQUE) page

Use the Routing Queue Rule (NTRRQUE) page to define a routing queue based on a position or atimesheet organization code.

This queue type eliminates the need to change queue definitions when an employee moves to anew position or timesheet organization, or when an incumbent holds a position.

The difference between setting up a routing queue based on a position or timesheet organization:

• Routing queue by position - the people in the queue review only the time documents for thatposition.

• Routing queue by timesheet organization - the people in the queue review the time documentsfor all positions within that organization.

You can have a mixture of position numbers and organization codes that control routing queues.Ellucian recommends that you establish your primary routing queues by an organization codebecause this allows approvers to approve all employee jobs associated with the organization in onequeue. This method requires less set up and maintenance than establishing a routing queue by aspecific position. You should use position numbers to control queues only for employees that requirean approval from a specific individual who is outside of the normal structure.

Note: During time transaction processing, NTRRQUE routing queues controlled by a position takeprecedence over queues controlled by an organization code.

For example, you could create a position-controlled routing queue that includes all employees withposition A00001 and define approvers to approve those time transactions. You could create anorganization-controlled routing queue that includes all employees who belong to organization 12000and define approvers to approve those time transactions.


Routing queues

Example

You can establish separate organization and position queues for specialized routing with a specificposition. You might do this when one employee within an organization is partially expensed toanother department and two supervisors must approve the work.

Timesheet organization code 12000 may have seven jobs associated with it. Five of those jobsare solely charged to and supervised by one department, and only that department head approvesfor those five jobs. The remaining two jobs are partially funded by another area and require twoapprovals. These two jobs need to supersede the organization queue. You could establish a queueby position number on NTRRQUE. The user also has the option of establishing an Override RoutingQueue (NBAJQUE) page for the individual's position/suffix, which creates a permanent override fora single employee.

Multiple Incumbents

When a position selected for approval or acknowledgment includes multiple approvers, if yourinstitution uses the Employee Self-Service application you have a choice about how to address this.

If you use Employee Self-Service Time Entry, you can either leave the multiple incumbents or usethe Override Routing Queue (NBAJQUE) page to define an override queue.

When the self-service application detects that there are multiple incumbents, it presents a list ofthese people to the employee who must identify their supervisor or appropriate approver. Thisfeature helps with queue maintenance when two or more supervisors must share a position.

You also has the option to set up an Override Routing Queue (NBAJQUE) which defines the routingqueue for each job assignment that uses the queue.

Note: If your institution only uses the administrative pages for time entry management, you mustdefine an override routing queue for queue processing to work correctly.

No Incumbents

When a selected position on NTRRQUE does not have an approver, the Approver Position/Current Incumbent field is vacant.

To avoid errors, employees can identify an alternate position or person on NTRRQUE or you canestablish an override on NBAJQUE for each job assignment that uses this queue.

If your institution uses Employee Self-Service, you can define employees to add into the queue ifthere is a vacancy when an employee extracts their time document. This lets you avoid errors whenan approver leaves without a replacement. You define this control on the Queue Participant Rules(NTRQPRT) page.

Related conceptsRouting queues


Routing queues

Override Routing Queue (NBAJQUE) page

Use the Override Routing Queue (NBAJQUE) page to define a routing queue for a specificemployee job assignment and override the routing queues defined on the Routing Queue Rule(NTRRQUE) page for the job's related position.

Typically you will not override the NTRRQUE routing queue. However, when multiple people holdthe approver position on NTRRQUE, you can set up an override routing queue on NBAJQUE. Forexample, set up an NBAJQUE rule when there is a college work study pooled position and you needto assign multiple supervisors with the authority to approve a time document.

Information that defaults to NBAJQUE when a user enters an ID comes from the NTRRQUE page. Itallows the user to choose an approver, in the case of multiple incumbents, or to name a position andapprover in case the original position is vacant.

An NBAJQUE requires the most setup and maintenance because it creates one queue for eachemployee assignment. You should only use it when necessary to override the main queue orestablish a customized queue for specific approval paths.

Position Definition (NBAPOSN) page

You can use the Reports to field on the Position Definition (NBAPOSN) page to define a routingqueue. If the person identified in that field approves time documents, the routing process uses thatperson to build the queue.

When you use the Reports to field to define at least one active approver and the position doesn'trequire any other approvers, you do not need to set up routing queues on NBAJQUE or NTRRQUE.

However, if the approver position in the Reports to field includes multiple incumbents or is vacant,you can set up a queue on NBAJQUE or NTRRQUE to facilitate the approval process.

In Employee Self-Service, if any routing sequence includes multiple queue members, the user mustselect one member to represent each routing sequence before the extraction or submission canproceed. For vacancies the self-service application uses the configurations and either goes to thesupervisor defined in the NBAPOSN Reports to field or goes to the defined group.

Understand routing queue processing

Banner Time Entry processing uses the information you define on NBAJQUE, NTRRQUE, andNBAPOSN in a specific order to build a routing queue. It also uses queue configuration settingsdefined on GUACONF or superusers defined on PTRUSER depending on whether you haveBanner Finance installed.

Routing queue processing

The Banner Time Entry and Leave Management queue processing checks for queue rules in thefollowing order.

1. The procedure searches rules on an employee's NBAJQUE for a routing queue defined for theemployee's ID and position.


Routing queues

2. If the procedure does not find a routing queue, it searches the rules on NTRRQUE for a routingqueue defined for the employee's position.

3. If the procedure does not find a routing queue, it searches the rules on NTRRQUE for a routingqueue defined for the employee's organization.

4. If the procedure does not find a routing queue, it goes to NBAPOSN to see if there is a value inthe Reports To field for the employee's position. If a value exists, the process uses that positionto find the person for the routing queue.

Banner Time Entry builds or rebuilds Approval Routing Queues at two different points in thetimekeeping process. It initially builds the queue when you start the time document for a specificperiod. Time Entry rebuilds the queue when the employee submits the document for approval. Thelast step attempts to avoid approval issues by ensuring that all approvers are valid (not terminatedor transferred).

Additional processing for Employee Self-Service

The Employee Self-Service application performs some additional processing that AdministrativeBanner does not perform.

Throughout the process of building a routing queue, the procedure checks the employee's statusand includes only active members in the queue. This ensures that the procedure does not includeterminated or transferred employees in a routing queue.

If at any point the procedure encounters a vacant position or determines that there are multipleapprovers residing in the same position, it performs additional checks to present a list of employees.You choose which one to include in the routing queue.

• If you have Banner Finance installed, the procedure checks the queue-related configurationsdefined in GUACONF to present a list of approvers.

• If you do not have Banner Finance installed, the procedure presents a list of the timesheet andleave report superusers defined in PTRUSER.

No approval routing queue

If you do not define an approval queue on NBAPOSN, NTRRQUE, or NBAJQUE, users willencounter errors when entering time using the Electronic Approvals of Time Entry (PHATIME) page.If you do not define the configurations, users will encounter errors in Employee Self-Service TimeEntry.

You must create or correct the routing queue before users can enter time.


Routing queues

Establish a routing queue

Establish a routing queue on the Routing Queue Rule (NTRRQUE) page. This is an alternative tousing the Reports To field on the Position Definition (NBAPOSN) page for routing.

Before you begin

Determine whether your enterprise approves transactions according to position or timesheetorganization.

About this task

You establish or change a routing queue using the administrative Banner Human Resourcesapplication. You can access a routing queue using Employee Self-Service, but you cannot change aqueue there.

Note: See the Banner Human Resources Online Help for more information about the fields on theNTRRQUE page.

Procedure

1. Access the Routing Queue Rule (NTRRQUE) page.2. For approvals by position, enter a value in Position and click Go.3. For approvals by timesheet organization, enter values in COA and Organization and click Go.4. Enter the Approval Category for time transactions. Use the approval category entered on the

Position Control Installation Rule (NTRINST) page.5. Enter the Approver Sequence number to indicate the this approver's place in the routing

queue.6. Enter the Approver Position.

Based on the position, Banner automatically fills in the Approver Position Description andCurrent Incumbent fields.

7. Select the Mandatory Approver check box to indicate that the routing queue requires thisperson's approval.

Note: After you make an approver mandatory you cannot remove or override that setting on theElectronic Approvals of Time Entry (PHATIME) page.

8. Select the Approver Action the approver must complete.9. Click Save.


Routing queues

Define approval category for time transactions

You create the time entry approval category code on the Electronic Approval Category CodeValidation (NTVACAT) page and enter it on the Position Control Installation Rule (NTRINST) page toestablish the time entry approval category. You can use either a timesheet or leave reports category.

About this task

You must also enter the approval category on the NTRRQUE, and NBAJQUE pages to associatethe approval category with the time transactions.

If you plan to use both time entry and leave reporting approvals, you must define an approvalcategory for each. You can use the same approval category for both approval types or you cancreate a separate category for each that controls approval routing. Consider your departmentalprocedures when defining this task because leave processing and timesheet may have differentapprovers in your organization.

When your institution uses Leave Requests, the routing depends on whether or not the employeeis set up to use a Leave Report document, which you establish on NBAJOBS. If the employee isauthorized only for timesheets, the system bases the routing queue on the Time Entry Approvalcode. If you have defined a Leave Report control, then the system uses the Leave Report Approvalcode for routing.

Procedure

1. Access the Electronic Approval Category Code Validation (NTVACAT) page and create anapproval category code for time transactions.

2. On NTVACAT, create an approval category code for leave reports if your institution uses them.3. Access the Position Control Installation Rule (NTRINST) page, under Time Entry Rules at the

Time Entry Approval Category field, enter the time entry approval category code.4. On NTRINST under Time Entry Rules at the Leave Report Approval Category field, enter the

leave report approval category code.5. Access the Routing Queue Rule (NTRRQUE) page and at the Approval Category field, enter

the approval category code.6. To override the routing queue for employees who have a specific approver that is different

from the normal approver, access the Override Routing Queue (NBAJQUE) page and at theApproval Category field, enter the approval category code.

Establish an override queue

You can define an override routing queue when you need to establish specific routing for a positionor when you need to address a queue that includes multiple approvers or has no approvers.

About this task

The override routing queue takes effect under the following circumstances:


Routing queues

• A queue defined on the Routing Queue Rule (NTRRQUE) page has an approver position thatincludes multiple approvers.

• A queue does not have any approvers when using PHATIME.• You need to establish a specialized routing for a specific position.

You establish or change an override routing queue using the administrative Banner HumanResources application. You can access an override queue using PHATIME but you cannot change aqueue there.

Note: See the Banner Human Resources Online Help for more information about the fields on theNBAJQUE page.

Procedure

1. Access the Override Routing Queue (NBAJQUE) page.2. Enter an employee ID, Position, and Suffix, and click Go.3. Enter the Approval Category for time transactions. Use the approval category entered on the

Position Control Installation Rule (NTRINST) page.Values from the existing NTRRQUE queue default.

4. Make changes to the Approver Sequence, Approver Position, Approver or Incumbent, andApprover Action fields as needed.

5. Click Save.

Related tasksDefine approval category for time transactions on page 37

Define configurations to override vacant positions and buildrouting queue in Employee Self-Service

Time Entry only, you can define queue-related configuration settings that specify who to route timedocuments to when the routing process encounters vacant positions in Employee Self-Service.These configurations do not apply to time entry using Administrative Banner.

About this task

Banner Employee Self-Service uses the baseline routing queue processing to check NBAJQUE,NTRRQUE, and NBAPOSN. If the process finds vacant positions and you have enabled the queue-related configurations, it will use the configuration settings to build the routing queue.

Procedure

1. Access the Banner Applications Configurations (GUACONF) page.2. Enter the Application ID Employee and click Go.3. Navigate to the Configurations tab.


Routing queues

4. Select the configuration ess.timeEntry.routingQueue.useReportsTo, which allowsyour institution to use the Reports To functionality for vacancies.

5. If your institution is using the reports to functionality, set theess.timeEntry.routingQueue.positionVacancyLevel to 1 or 2. This defines whetherprocessing checks up one or two levels when it encounters a vacancy in the Reports To field.

6. Click Save.

Routing queue configuration settings

If you have Banner Finance installed, you can use the routing queue configuration settings toensure that Employee Self-Service queue processing can build a routing queue when there arevacant positions or multiple employees share an approver position.

Note: If you do not have Banner Finance installed, the queue processing uses superusers definedin PTRUSER to build a selection for the queue.

Configuration Attribute Attribute value

ParticipantCode to usefor Timesheetsvacancies

ess.timeEntry.routingQueue.timesheet.participantCode

ParticipantCode to use forLeave Reportsvacancies

ess.timeEntry.routingQueue.leaveReport.participantCode

Enter the group code to associate with therouting queue. Two separate configurationsexist for timesheet or leave report vacanciesso that you can define different participantcodes depending on the document type.

You establish routing queue participants onthe Routing Queue Participant Validation(NTVQPRT) page. Use NTVQPRT to definea group routing queue entity that the BannerTime Entry and Leave Management processcan use for the Group code.

Use the Queue Participant Rule (NTRQPRT)page to define the routing queue membersfor the groups defined on NTVQPRT. Youcan reuse participants between charts withdifferent rules.

Use PositionReports To ifthe applicationencounters avacancy in thetime documentrouting queue

ess.timeEntry.routingQueue.useReportsTo

When set to Yes, Banner Time Entry andLeave Management uses the position numberfrom the routing rules to search NBAPOSN,find the supervisor of the vacant position, andadd that person to the routing queue.

When set to No, the procedure uses thegroup configurations to determine how tobuild the routing queue.


Routing queues

Configuration Attribute Attribute value

Go up 1 or 2levels on ReportsTo when findvacancies whilebuilding routingqueue

ess.timeEntry.routingQueue.positionVacancyLevel

When set to Yes and the "Reports to" field onNBAPOSN is empty, Banner Time Entry andLeave Management finds the supervisor upone or two levels and adds that person to therouting queue.

When set to No, the system checks for aGroup routing configuration. If there are noother configurations defined and the processencounters a vacancy in the routing queue,the employee cannot extract or submit theirtime document and will get an error.

Transaction and Queue Statuses

Transaction Statuses

The transaction statuses that were described for PHATIME are also used on PHADSUM andEmployee Self-Service. The following transaction statuses are noteworthy.

• For a transaction to be approved, it must first be in a Pending status. It remains Pending until allapprovers in the queue have approved the time transaction.

• Once all approvers have approved the transaction, the status becomes Approved. At this point,the timesheets are ready for processing by the Mass Time Process (PHPMTIM).

For more details about transaction statuses and adjusting routing queues after employees havebeen extracted refer to Administrative Departmental Time Entry on page 51.

A table in the Approval queue example on page 42 illustrates different combinations oftransaction and queue statuses and the actions required to move time through the approval queue.

Queue Statuses

The Transaction and Queue Status Action chart describes how time transactions go through therouting queue process on the Department Approval Summary (PHADSUM) page, the ElectronicApprovals of Time Entry (PHATIME) page, or Approvals using Self-Service according to the role ofthe operator.

The Available Action identifies what can or cannot be done given the transaction status, role, andqueue status listed to the left.


Routing queues

Queue Status Description

In the Queue Time has been extracted but not submitted to the queue yet, or the statusis set to In the Queue if the queue has more than one approver and thetimesheet or leave request has not yet been approved by the peopleearlier in the queue than you. After the time has been approved by thefirst person in the routing queue, the queue status for the next approverchanges to Pending. This process will continue until all approvers haveapproved the record. Returning time for correction will also set the routingqueue back to In the Queue.

Pending The timesheet or leave request has been submitted to the approvalqueue and is awaiting approval or acknowledgment.

Auto Approved A timesheet or leave request that does not require approval hasbeen submitted. (Some timesheets submitted by exception time onlyemployees do not require approval. This status occurs when theApproval Required for Exception Time check box is not checked onthe Employee Class Rule (PTRECLS) page. Any timesheets submittedfor approval for this employee class are automatically approved andretain the Auto Approved status until processed through payroll. Theyachieve a Completed status after processing through PHPMTIM.)

Approved The timesheet or leave request has been approved.

Acknowledged The timesheet or leave request has been acknowledged.

Overridden The timesheet or leave request has been approved by a Superuser. It isno longer in the queue for approval.

None (Superuser) If acting a Superuser, this status appears for time transactions that arepending approval. This status indicates that the Superuser can approvea specific employee's time. The Superuser role is established on theUser Codes Rule (PTRUSER) page and activated when you check theSuperuser check box is checked on the Time Sheet/Leave Request/Proxy Self-Service page.

Return for Correction

When an approver returns a time document for correction, either the employee or first approvermust correct it depending on how you have defined and indicator on the Position Control InstallationRule (NTRINST) page.

• If the timesheet or leave transaction was entered on the Self-Service application and the ReturnTime Sheet to Employee on Web for Correction indicator was checked on the NTRINSTpage, then the employee receives the timesheet back for correction and resubmission.

Note: An employee can resubmit a time document that was Returned for Correction even afterthe close of the period. In this situation, the supervisor must quickly review the record andcommunicate with Payroll to ensure that the changes are entered for the payroll period.

• If the timesheet or leave transaction was entered on Self-Service and the Return Time Sheetto Employee on Web for Correction indicator was unchecked on the NTRINST page, then thetimesheet is returned to the first approver in the queue for correction and resubmission.


Routing queues

• If the timesheet or leave request was entered through departmental time on the ElectronicApprovals of Time Entry (PHATIME) page, then the timesheet is returned to the originator of thetime (for example, the departmental timekeeper) for correction and resubmission.

• If the leave request or leave report was entered on Self-Service, then the leave transaction isreturned directly to that employee for correction and resubmission.

After an approver approves a timesheet, it can be processed through the Mass Time Process(PHPMTIM). This process only moves Approved transactions into the payroll. Unacknowledged FYItransactions do not prevent a time transaction from moving to payroll.

PHPMTIM does not process leave requests in an Approved status. The system holds Approvedtransactions in the payroll tables so that they default to the appropriate timesheet or leave report onEmployee Self-Service or PHATIME for payroll processing.

Approval queue example

The following illustration of an approval queue shows an employee, Sally, starting a time transactionthrough Employee Self-Service and then submitting it for approval. There are two approvers in thequeue. Bill approves the time first followed by Jim.

As each of these people performs a specific action in the queue, the transaction and/or queuestatuses change. The Required Action field displayed on PHADSUM and on Self-Service showsthe approver the action he/she is required to take to move the transaction along in the routingqueue.

The transaction status begins with a status of In Progress after the time transaction is extracted.Once it is submitted to the queue, it becomes Pending. Only after the final approver approves it,does it change to Approved.

The following chart shows the combination of the transaction and queue statuses for Bill and Jim.Sally’s timesheet moves through the queue and can only be given to one approver at a time.

First, Sally enters time against her timesheet and saves it. Before Bill and Jim approve this timetransaction, their queue statuses are In the Queue. After Sally submits her time to the approvalqueue, the transaction is Pending for Bill. After Bill approves the transaction, Bill’s queue statusbecomes Approved. Jim’s queue status becomes Pending when he approves the transaction. Hisqueue status becomes Approved. At this point, the transaction status of Sally’s timesheet becomesApproved. Now, this time transaction is ready to be included when PHPMTIM is run.

Action Transaction Status Queue Status Required Action

Sally starts time entryon Employee Self-Service

In Progress Bill - In the Queue

Jim - In the Queue

N/A

N/A

Sally submitstimesheet

Pending Bill - Pending

Jim - In the Queue

Bill-Approve

Jim-N/A

Bill approves time Pending Bill - Approved

Jim - Pending

Bill-N/A

Jim-Approve


Routing queues

Action Transaction Status Queue Status Required Action

Jim approves time Approved Bill - Approved

Jim - Approved

N/A

N/A

Approval End Date and Time

The supervisor must also comply with the Approver End Date and Approver End Time defined onthe Payroll Calendar Rules (PTRCALN) page.

These dates will provide the approver with the cut-off for submission of their approval. These datesare evaluated based upon the current server date and time and will not allow the approver to act onthe record after the date and time have passed. The Superuser has no such restriction and can actupon the time documents after the date and time have passed. It is recommended that Superuserswork closely with the payroll department to monitor transactions that may be in jeopardy of beingextracted into the payroll.

Transaction and Queue Status Action Chart

You can approve or acknowledge individual transactions using the Electronic Approvals of TimeEntry (PHATIME) page or Employee Self-Service. To approve or acknowledge multiple transactionsat a time, use the Department Approval Summary (PHADSUM) page or Employee Self-Serviceapprovals.

The Notes that follow each table include a legend of numbered items that correspond to thenumbered items in that table.

Time Sheet and Leave Report Time Entry - entered through EmployeeSelf-Service

The following table indicates the possible combinations for valid timesheet transactions or leavereports that users enter through Employee Self-Service.

Time Sheet/Leave Report Valid Transactions Table - Time Entry Method = WEB

TransactionStatus

Employee Department Approver Superuser

Not Started Extract (3) Extract (11 or 12)


Routing queues

Time Sheet/Leave Report Valid Transactions Table - Time Entry Method = WEB

TransactionStatus


In Progress Restart (1, 3)

Update (1, 3)

Submit (1, 3)

Submit (4, 7, 8) Submit (4,7, 8, 12) Restart (2)

Update (2)

Delete (2)

Submit

Cancel (12)

Returned Restart (1, 5)

Update (1, 5)

Submit (1, 5)

Restart (6, 7, 8)

Update (6, 7, 8)

Submit (6, 7, 8)

Restart (6, 7, 8)

Update (6, 7, 8)

Submit (6, 7, 8)

Delete (4, 11)

Restart (2)

Update (2)

Submit

Delete (2)

Pending - In theQueue

Recall (3) No actions forApprovers;they cannotacknowledge orapprove.

Superusers do notsee Pending - Inthe Queue in thelist; they only seePending - Pendingrecords.

Pending - Pending Recall (3) Update (9)

Approve (9)

Acknowledge (10)

Return (9)

Update (9, 11)

Approve (9, 11)

Acknowledge (10)

Return (9) 1

Delete (4, 11)

Update

Approve

Acknowledge

Return

Cancel (12)

Delete (4, 11)

Pending -Approved

Recall (11) Superusers donot see Pending- Approved in thelist; they only seePending - Pendingrecords.

Approved Acknowledge (10) Acknowledge

Complete Acknowledge (10) Acknowledge

Error

1 If the approver period is closed and the approver has returned the time record for Correction, the approver canno longer approve or update it. However, the Superuser can process the time transaction after the ApproverEnd Date and Approver Time specified on the System Calendar.


Routing queues

Notes

1. The current user must be the originator of the time transaction.2. Any Superuser must be the originator of the time transaction.3. The Employee Time/Leave entry period must be open.4. The Employee Time/Leave entry period must be closed.5. On NTRINST, the Return Time to Employee on Web indicator is Y.6. On NTRINST, the Return Time to Employee on Web indicator is N.7. This only applies when the current user is the first approver in the approval queue.8. The employee must be the originator of the time transaction.9. The user must be a valid approver in the queue.10. The user must be a valid FYI in the queue.11. The Approver Time/Leave entry period must be open.12. The Approver Time/Leave entry period must be closed.

Upon final approval in the routing queue, a transaction automatically goes to Approval status, thento Complete status.

When a transaction has an error and goes into Error status, an message is displayed to the userand the system returns the transaction to the status it was in when it encountered the error.

Time Sheet, Leave Report, and Departmental Time Entry (PHATIME,PHADSUM) - entered through the department

The following table indicates the possible combinations for valid timesheet transactions or leavereports that users enter through the department.

Time Sheet/Leave Report Valid Transactions Table - Time Entry Method = DEPARTMENT

TransactionStatus


Not Started Extract (3) Extract (11 or 12)

In Progress Restart (1, 3)

Update (1, 3)

Submit (1, 3)

Delete (1, 3)

Restart (2)

Update (2)

Submit

Cancel (12)

Returned Restart (1)

Update (1)

Submit (1)

Restart (2)

Update (2)

Submit


Routing queues

Time Sheet/Leave Report Valid Transactions Table - Time Entry Method = DEPARTMENT

TransactionStatus


Pending Update (9)

Approve (9)

Acknowledge (10)

Return (9)

Update (9, 11)

Approve (9, 11)

Acknowledge (10)

Return (9) 2

Update

Approve

Acknowledge

Return

Cancel (12)

Approved Acknowledge (10) Acknowledge

Complete Acknowledge (10) Acknowledge

Error

Notes

1. The current user must be the originator of the time transaction.2. Any Superuser must be the originator of the time transaction.3. The Employee Time/Leave entry period must be open.4. The Employee Time/Leave entry period must be closed.5. On NTRINST, the Return Time to Employee on Web indicator is Y.6. On NTRINST, the Return Time to Employee on Web indicator is N.7. This only applies when the current user is the first approver in the approval queue.8. The employee must be the originator of the time transaction.9. The user must be a valid approver in the queue.10. The user must be a valid FYI in the queue.11. The Approver Time/Leave entry period must be open.12. The Approver Time/Leave entry period must be closed.

Upon final approval in the routing queue, a transaction automatically goes to Approval status, thento Complete status.

When a transaction has an error and goes into Error status, an message is displayed to the userand the system returns the transaction to the status it was in when it encountered the error.

2 If the approver period is closed and the approver has returned the time record for Correction, the approver canno longer approve/update it. However, the Superuser can process the time transaction after the Approver EndDate and Approver Time specified on the System Calendar.


Routing queues

Request Leave Valid Transactions Table - entered through EmployeeSelf-Service

The following table indicates the possible combinations for valid request leave transactions thatusers enter through Employee Self-Service.

Request Leave Valid Transactions Table - Time Entry Method = WEB

TransactionStatus


Not Started Extract Extract

In Progress Restart (1)

Update (1)

Submit (1)

Cancel

Request (1)

Restart (2)

Update (2)

Submit

Cancel (4)

Delete (2)

Returned Restart (1)

Update (1)

Submit (1)

Cancel

Request (1)

Restart (2)

Update (2)

Submit

Delete (2)

Pending - In theQueue

Recall (1)

Cancel

Request (1)

No actions forApprovers;they cannotacknowledge orapprove.

Superusers do notsee Pending - Inthe Queue in thelist; they only seePending - Pendingrecords.

Pending - Pending Recall (1)

Cancel

Request (1)

Update (9)

Approve (9)

Acknowledge (10)

Return (9)

Delete (9)

Update (9)

Approve (9)

Acknowledge (10)

Return (9)

Delete (9)

Update

Approve

Acknowledge

Return

Cancel (4)

Delete


Routing queues

Request Leave Valid Transactions Table - Time Entry Method = WEB

TransactionStatus


Pending -Approved

Recall (1)

Cancel

Request (1)

Recall (11) Superusers donot see Pending- Approved in thelist; they only seePending - Pendingrecords.

Approved Recall (1)

Cancel

Request (1)

Complete

Error

Notes

1. The Employee is the originator.2. The Superuser is the originator.3. The Department person is the originator.4. Time cannot be returned to the employee in accordance with the Return Time Sheet to

Employee on Web indicator on NTRINST.

Request Leave Valid Transactions Table - entered through thedepartment

The following table indicates the possible combinations for valid request leave transactions thatusers enter through the department.

Request Leave Valid Transactions Table - Entered by the Department

TransactionStatus

Employee Department All Approvers Superuser

Not Started

(time entry periodpre- open)

Extract Extract

Not Started

(time entry periodopen or closed)


Routing queues

Request Leave Valid Transactions Table - Entered by the Department

TransactionStatus

Employee Department All Approvers Superuser

In Progress


Restart (3)

Update (3)

Submit (3)

Restart (2)

Update (2)

Submit (2)

In Progress


Returned toDepartment


Restart

Update

Submit

Returned toDepartment


Returned toSuperuser

Restart

Update

Submit

Pending


Update

Approve

Acknowledge

Return

Update

Approve

Acknowledge

Return

Pending


Approved

Complete

Error

Notes

1. The Employee is the originator.


Routing queues

2. The Superuser is the originator.3. The Department person is the originator.4. Time cannot be returned to the employee in accordance with the Return Time Sheet to

Employee on Web indicator on NTRINST.


Administrative Departmental Time Entry

Administrative Departmental Time EntryThe Electronic Approvals of Time Entry (PHATIME) page has been developed especially to collecttime by moving time entry to the department level.

PHATIME is a data entry page where the department timekeeper only enters time for the group ofemployees within their timesheet organization (department). The main thrust of departmental timeentry is to decentralize time entry and provide an electronic means to approve timesheets, leavereports and leave requests.

Using PHATIME allows the user to enter time transactions without needing the necessary payrollknowledge required for entry on the On-line Time Entry (PHAHOUR) page. More importantly,PHATIME regulates earning codes that can be submitted with a timesheet and provides an area toenter comments for each timesheet.

Additionally, when the employee's record is initially extracted, the system can calculate and insertHoliday hours if the employee's job is linked to the Holiday Rule (PTREHOL) through the EmployeeClass. The system will use the Daily Hours from the job record to insert hours on designated dayswithin the pay period.

Through departmental time entry, the department timekeeper can submit time transactions toapprovers and after these time transactions are approved, then they can be submitted for normalpayroll processing. This functionality results in efficient administration of the time entry process, theelectronic approvals function, and overall payroll processing procedures.

Process leave requests and leave reports

An employee can enter a leave request or report using Self-Service or a departmental timekeepercan enter the request on the Electronic Approvals of Time Entry (PHATIME) page. Approversreceive an electronic notification when they access Banner Human Resources.

About this task

Banner Time Entry requires all approvers in a routing queue to approve leave reports. After the firstapprover in the queue has approved a leave report, the leave report moves to the next approver inthe queue. Approvers receive an electronic notification when a document is ready for approval.

If an approver does not act on a leave request within the specified period, the time records arestill eligible for extraction into the employee’s timesheet or leave report regardless of the approvalstatus. This allows employees or departmental personnel to change the leave time if employeeshave revised their time off. When you start the pay period or leave period for which the leave wasrequested and the requested time has not been returned for correction, Banner Time Entry copiesthe requested time to the employee’s timesheet or leave report. The employee or departmentaltimekeeper can then make changes to the time information and submit the time transaction forapproval.

Procedure

Use the Department Approval Summary (PHADSUM) page to approve leave reports.



Results

When the final approver approves a leave report, the transaction status of the leave report changesto Complete on PHADSUM and Banner Time Entry updates the employee’s leave balances.

Process approved timesheets

All timesheet information entered using Employee Self-Service, Electronic Approvals of Time Entry(PHATIME), or third-party reporting requiring electronic approvals is stored in time entry tables.

Procedure

Use the Mass Time Entry (PHPMTIM) process to move approved timesheets from the time entrytables into the Mass Time (PHRMTIM) table.

Results

PHPMTIM processes the time (using various edits) and places it into the payroll history tables withthe appropriate disposition. Data in the payroll history tables can be accessed on the On-line TimeEntry (PHAHOUR) page. The data then continues through normal payroll processing.

Electronic Approvals of Time Entry (PHATIME)

The Key block of the Electronic Approvals of Time Entry (PHATIME) page allows you to select theparameters that determine exactly what else is going to display on the remainder of the page.

This area is where the type of time entry activity (Time Sheet, Leave Report, or Leave Request),method of time entry (Department, Web, or Third Party), Chart of Accounts, timesheet Organization,Transaction Status, Year, Pay ID, and Pay Period are selected. A different value in any of thesefields can create different results. For example, if you do not see a display of the employees youwant in the Employee ID block, it may be because you have not selected the correct transactionstatus. You can rollback and reselect your options.

Selection Criteria Window

The Selection Criteria window can be accessed from the navigation frame or while in the Key blockof the page. It can be reached if you tab or press enter through the Pay Period/Leave Period field.

This window allows you to select individual names or IDs that you want displayed on PHATIME fortime entry.



Time In and Out Window

On the Employee Class Rule (PTRECLS) page within the Time Entry Rules window, the field TimeIn and Out Required is checked when you want the members of the employee class to enter timein and out.

You can override this selection at the job level if necessary by unchecking the Time In and Out fieldon the Payroll Default Information window on the Employee Jobs (NBAJOBS) page. If this box ischecked, you cannot enter a lump sum number of hours in the daily breakdown area of PHATIMEfor an employee; it must be entered in the Time In and Out window. The Time In and Out windowcan be accessed from the navigation frame or by choosing a daily time breakdown field.

If a shift code is connected to the employee class based on rules set up on the Shift Code PremiumRule (PTRSHFT) page, then the Time In and Out window appears without a Shift field. Since theshifts are already defined on PTRSHFT, it is unnecessary to define them again in this window. If ashift code is not established anywhere for an employee class, the Shift field does appear on theTime In and Out window and must be entered.

Timesheet or leave request information entered in the Time In and Out window is required for allearning codes entered by the department timekeeper or those additional earning codes entered byan approver for each position requiring time in and out entries. This includes vacation and specialrate earnings. The only exception to this rule is those earning codes that have been defined as unitson the Earnings Code Rule (PTREARN) page. In this case, the number of units are specified for thespecific day in which they occur.

Examples

Time In and Out Window when shift code is established on PTRSHFT:

Time In Time Out Total Hours

8:00 am 12:00 pm 4

1:00 pm 5:00 pm 4

8

Time In and Out window when shift code is not established on PTRSHFT:

Shift Time In Time Out Total Hours

1 8:00 am 12:00 pm 4

2 1:00 pm 5:00 pm 4

8

Leave Taken Balance Window From a Leave Report

This window that allows you to view how the leave time was applied to an employee’s leave balanceupon final approval of the leave report. Access this window by selecting the View Leave Taken



Balance menu option from the Options menu of PHATIME when the cursor is located on the LeaveEarn Code record.

For each leave code, the window displays how the reported time was applied to the employee'sleave balances. After the final approval has been submitted, the procedure will attempt to apply thetotal of the leave time entered to the leave earn code specified.

In the event of an insufficient balance exists for a leave code, this window displays how the leavetime was distributed to alternative leave codes based on the leave priority rules set up in PTRLCAT.

For example, if an employee entered 8 hours of sick leave, and has an insufficient leave balance forthat leave code, this window displays the leave codes against which the 8 hours were distributedbased on the leave priority rules setup as shown below:

Leave Balances Window

The Leave Balances window of the Electronic Approvals of Time Entry (PHATIME) page displaysthe total of all Position and Suffix leave codes, and display the leave balances based on the methodin which leave is being tracked or entered. (i.e., by Day or by Hour).

When there is a mixture of hour-based and day-based leave codes, as a result of an employeebeing associated with multiple Leave Categories, all leave balances will be displayed as hours.

Routing Queue Window

The Routing Queue window displays routing queue information in a fashion similar to the OverrideRouting Queue (NBAJQUE) page because information is listed according to the employee’stimesheet.

The Routing Queue window displays the originator ID which identifies the originator of the timetransaction. Only the originator can update the record prior to the close of the pay period on thePayroll Calendar Rule (PTRCALN) page. Approvers can be added to the Routing Queue window ifthe transaction is In Progress (the originator adds) or in Pending (the approver adds) status.

When an approver enters the PHATIME page, the action that can be performed is based on howhe/she is defined in the approval queue. The approver may only act upon a time transaction whenthe status is Pending. If the approver action is defined as Approve, he/she can approve or returna transaction for correction. Therefore, the Approve and Return for Correction options are enabledin the navigation frame when this approver enters PHATIME. For an approver with the approveraction of FYI, the Acknowledge option is enabled in the navigation frame when this approverenters PHATIME. When the action is FYI, the approver cannot enter comments on PHATIME orPHADSUM, and they cannot change the timesheet on PHATIME.

Routing queues can be adjusted after an employee has been extracted for a timesheet or a leaverequest. However, a mandatory approver can never be removed from the approval queue.



Override Labor Distributions Window

The Override Labor Distributions window can be accessed if the Override Labor Distribution rule onthe Employee Class Rule (PTRECLS) page is checked for the employee class associated with theemployee shown on PHATIME.

To access this window, the cursor must rest in the day the labor needs to be overridden for; hoursworked must also have been entered for the day. The labor distribution option in the navigationframe is enabled for the day based on the cursor placement. Within the labor window only the hoursand specific FOAPAL components that differ from the default shown in the top of the window needto be entered. For example, if for an eight hour day, four hours were worked in program 40, only thefour hours and program 40 pieces need to be entered on the override area. This same functionalitypertains to non-Finance clients and the external account codes.

If the labor cannot be overridden for the employee, it is still possible to access the labor window onPHATIME to access the defaults.

Remove/Restart Time Transaction

There are two features available on PHATIME that allow you to either remove or restart a timetransaction.

To remove a time transaction entirely from the payroll process, place your cursor in the ID field inthe Employee ID block, and select Record Remove from the menu bar at the top of the page. Thisaction completely removes the time record from PHATIME. In order to access it again, a transactionstatus of Not Started must be selected in the Key block on PHATIME and the extract process mustbe run again. You cannot remove an Approved or Completed timesheet from PHATIME.

If, on the other hand, you want to remove any data entered for the timesheet but do want tocontinue entering time on a fresh record, select the Restart Time for Employee option from theOptions menu. This action removes data that has been entered and restarts the time transaction forthe employee.

Time Entry Through PHADSUM

Time can also be entered on PHATIME if accessed through the Department Summary (PHADSUM)page. An approver can enter time on PHATIME for those transactions in his/her queue with aPending transaction status only.

Superuser Actions

Superusers can interact with a time entry transaction at any time, except when the transaction iscompletely approved. If a Superuser has originated the time transaction then they must complete itand submit it for approval.

On PHATIME, time transactions that are In Progress attain a Pending transaction status whenthe Superuser submits them. The approver then determines if the incomplete time is correct. Ifthe Superuser were to submit time that goes into Error status (instead of Pending), the approver



or the Superuser can correct the time and approve it to move it forward. Finally, if the timesheetis submitted with errors and the Queue Status is Auto Approved (in other words for Pay PeriodException Time Only employees who do not require approvals), then the system forces the approveror Superuser to approve the time document after it has been corrected by the approver/Supersuser.

Third Party Time Entry

When time is entered into the time entry tables from a third party time reporting system, it is madevia a client-written interface.

Time that is uploaded into the tables from the interface is loaded in a Pending transaction statussince the time is waiting for approval; third party time is never extracted on PHATIME. The uploadedthird party time can be queried on PHATIME, PHADSUM, or PHIETIM by choosing a time entrymethod of Third Party. Adjustments to the time can be made on PHATIME during the approvalsprocess by the proper approver.

Third party time entry with approvals is uploaded to Banner through a third party interface as statedabove. However, third party leave requests with approvals can be extracted on PHATIME.

In order extract a third party leave request, make the following selections in the Key block ofPHATIME: Entry by/ Leave Request, Time Entry Method/Third Party, and Transaction Status/NotStarted.

Similarly, extract a third party leave report by selecting the following:

• Entry by/Leave Report• Time Entry Method/Third Party• Transaction Status/Not Started

Determine the information for the remaining fields in the Key block based on the requirements ofyour individual leave request/leave report.

Department Time Keeping Concepts

Before you access the Electronic Approvals of Time Entry (PHATIME) page, complete all supportingpages, paying close attention to the treatment of time transactions for all employee classes and thecreation of routing queues for all time transactions. Once the supporting pages are complete, youare ready to enter time on PHATIME.

To start time entry, select a transaction status of Not Started. The Not Started status triggers theextract process. This extract process generates all job defaults, routing queues, and any leaverequest hours. This extract is similar to the extract created by Time Processing Report (PHPTIME),yet the extract does not lock the job and deduction records like PHPTIME. Once the extract has run,enter the time for each employee; the records have an In Progress transaction status. Later, the InProgress transaction status then becomes Pending once the transaction has been submitted forapproval.

Additionally, when the employee's record is initially extracted, the system will calculate and insertHoliday hours if the employee's job is linked to the Holiday rule (PTREHOL) through the Employee



Class. The system will use the Daily Hours from the job record to insert hours on designated dayswithin the pay period.

After time is entered, the transaction is submitted to the routing queue for approval. An approver cando several things. He/she can approve the transaction, correct and approve the transaction, returnthe transaction, or acknowledge the transaction. What the approver can do, depends on how he/sheis defined in the queue. The approver can access the Department Approvals Summary (PHADSUM)page to approve, acknowledge, or return time, or can do it individually on PHATIME.

Originator

The originator of the time transaction is the department timekeeper who extracts and begins timeentry on PHATIME.

Only an originator of a time transaction can update information in the daily breakdown area ofthe page after time entry has begun and the status displayed is In Progress. Other departmenttimekeepers may access this information, but cannot change it as long as they have similar securityprivileges. There are two exceptions to this rule. A proxy may change time if querying a recordstarted by someone else or a Superuser may change time at any time.

Pay Period/Leave Period Open or Closed

A pay period is open or closed based on the Employee Time Entry Start Date and EmployeeTime Entry End Date specified on the Payroll Calendar Rule (PTRCALN) page.

The Employee Time Entry Start Date indicates when the pay period is open for time entry. TheEmployee Time Entry End Date indicates when the pay period is closed for time entry. TheEmployee Time Entry End Date works in conjunction with the Employee Time Entry End Timefield. Messages are received on PHATIME if querying a pay event that is open or closed for timeentry.

If allowed by the enterprise, a leave request can only be made for pay periods that are in the futureand are not open on PTRCALN. The intent of a leave request is that it is made in advance of a payevent. If the current open pay period is from February 1st through February 14th, a leave requestcannot be entered during this period, but can be specified beyond that date combination.

Similarly when initiating a leave report, the leave reporting period must be open for input basedupon Employee Leave Entry Start Date and Employee Leave Entry End Date in the LeaveReport Rules window of PTRCALN. The Employee Leave Entry Start Date indicates when theleave period is open for leave reporting. The Employee Leave Entry End Date indicates when theleave period is closed for leave reporting. The Close Date works in conjunction with the EmployeeLeave Entry End Time field.

Time Entry Options

The department timekeeper can select the following types of time transactions to query and entertime against on PHATIME: timesheet, leave report, or leave request.

Selecting Time Sheet enables the department timekeeper to enter time against employees for aspecific timesheet organization. Time entered can include regular hours worked and exception



hours or just exception hours, depending upon the selections in the Employee Class Rule(PTRECLS) page or the employee job assignment from the Employee Jobs (NBAJOBS) page.

Selecting Leave Reports displays one or more employees in the Job block, one record peremployee job selected. Departmental time keepers can enter leave time taken relative to the periodspecified in the Key block. Based on the employee's leave category along with the Leave ReportEntry Method (set to Departmental Leave Report), the page will format the appropriate controls.The acceptable Leave Codes and the units in which the time is to be reported will be available.

Using the Day or Hour Indicator, specified on PTVLCAT, leave time can be entered in terms ofDays or Hours. A label above the Leave Earn Code Description field displays the unit of measurein which the time is being accepted for the employee as one of the following:

• Leave by Hour• Leave by Day

Specifying leave taken in hours for leave reports is similar in functionality to regular timesheetinput on PHATIME. With each employee's job that is eligible to accept leave report time, this pagedisplays information relative to the person's job, the Leave Report Status and Method of Entry, andaccepts time entry by Leave Earn Code in the body of the page.

Select the List of Values to retrieve the valid earn codes associated with an employee's leavecategory and eligible leave codes. After the leave earn codes are established, departmenttimekeepers may enter leave time under the appropriate day within the period. There is no editingfor the maximum amount of time that can be entered for any given day. This allows for all leave timeto be posted on one day when calendar history of leave time is not important.

Departmental users have the option to enter zero hours or days on a leave report to denote that notime is to be applied for the employee. However, negative time or blank time is not permitted after aleave earn code is specified.

When leave time is specified in Days, a day is directly associated with an employee's hours perday. For example, if a department timekeeper posts 1.00 day against a job that is specified at fourhours per day, after the time has been approved, four hours will be updated as taken against theemployee's leave balance.

Similarly, an example of taking a partial day would be where the timekeeper enters 0.50 daysagainst a job specified at four hours per day results in two hours as taken against the employee'sleave balance.

However, the system uses a different formula for the day calculation when processing leaves byemployee. Here, regardless of the employee's job assignment(s), the hours per day affiliated withthe employee is the Hours per Day specified on the Employee Class Rule (PTRECLS) page for theEmployee Class associated with the primary employee record (PEAEMPL). Thus, if 1.00 day wasposted on the Leave report and the employee's primary Employee Class specifies eight hours perday, then eight hours is posted as leave taken against the leave balance.

When using Leave Reports, departmental timekeepers will not have access to certain timesheetfunctions, such as Time In/Out or Labor Distribution Overrides as these functions have norelationship to leave time entered against an employee's leave balance.

The Possible Insufficient Leave indicator provides a visual indication to the departmental user, orapprover, that leave time entered is in excess of the leave balance available for that leave earn codeassociated with the job. Other factors, such as time borrowed from identical leave codes associatedwith another job or leave time borrowed from other leave codes through the use of leave priorities,



are not considered at this time. This process is controlled through the update of the employee'sleave balance with the final approval of the leave report.

After the departmental user finalizes the entry or the leave report, the input may be submitted forapproval by selecting the Submit Time for Approvals option. After submitted, the transaction is set toPending and is ready for the approval process available on this page or by PHADSUM.

Selecting Leave Request permits a department timekeeper to request leave time on the employee'sbehalf in advance. This request must go through the electronic approvals process. Later, duringnormal processing for the pay period in which the requested time is taken, the leave hours (if theyhave been approved) are copied to the employee's timesheet. Then, after making any necessarychanges to the timesheet containing the copied information, the department timekeeper submits thattimesheet to the system. The time transactions then go through the electronic approvals processand finally go through payroll processing.

Types of Time Sheets

The type of time transactions (whether the employee is defined on NBAJOBS as a Pay Period TimeSheet employee or as a Pay Period Exception Time Only employee) determines what is entered foremployees in the Earnings block of PHATIME. For Pay Period Time Sheet employees, all regularand exception earnings are entered. For Pay Period Exception Time employees, only exception timeis entered.

Pay Period Time Sheet employees report their hours worked (that is, their positive time) and theirleave time (for example, sick time or vacation time) each pay period in order to receive a paycheck.Some employees in this category must enter their time in and time out each day. Others need toonly enter hours/units figures. According to established rules, default hours may or may not beavailable for these employees.

Pay Period Exception Time Only employees are only required to report their leave time each payperiod. No default hours are displayed for these employees. Only exception time should be enteredfor these types of employees (for example, vacation and sick). The employees’ hours are processedduring the normal payroll cycle. Employee time transactions in this category override earningsdefaults imposed on the Employee Jobs (NBAJOBS) page.

Daily Breakdown

On the Electronic Approvals of Time Entry (PHATIME) page, entry of regular and exception timeearnings codes occurs as a daily breakdown; no weekly or pay period totals can be entered onPHATIME.

Other types of time breakdowns that appear on the On-line Time Entry (PHAHOUR) page areunaffected by this. Time still can be seen on PHAHOUR in the breakdown established on PTRECLS(Payroll Time Entry Breakdown rule) regardless of the daily entry on PHATIME.



Default Hours

Regardless of whether default hours display, the department timekeeper must enter all time foremployees if they are Pay Period Time Sheet.

When default hours exist, the employee still requires a daily breakdown unless work schedulesexist. When that happens, the time that appears in the daily breakdown area defaults from the workschedule. Default earnings amounts are established on the Default Earnings Code window of theEmployee Jobs (NBAJOBS) page. A work schedule is created on the work schedule window ofNBAJOBS. If they are Pay Period Exception Time Only employees, then the department timekeepermust enter only exception time.

Default Earnings are added to the Employee Jobs (NBAJOBS) page on the Default Earnings Codewindow. This creates an amount and an earning code for default earnings to appear on PHATIMEdepending on the type of employee and the type of earnings. New earning codes, however, must beadded to NBAJOBS after the last paid date in order to default in the PHATIME window.

Earning Codes

In order for an Earning Code to appear on PHATIME, it must appear on the Eligible Earningswindow of the Employee Class Rule (PTRECLS) page and it must have a number assigned to theTime Sheet Print Sequence.

Entering a value in this field, allows the originator of the timesheet to select the earning code. Ifa number is not assigned to an earning code, then the originator cannot enter it and it does notappear on the List of Values for that employee. On the other hand, approvers do have the ability toaccess earning codes that don't have a sequence if the Approvers Indicator check box is selectedon PTRECLS. This distinction allows them to add special bonuses or one-time-pay items. Theoriginator may access these items but cannot change them.

Interruption in Employee Status

If an employee is terminated or placed on leave in the middle of the pay period, then PHATIMEonly displays the days the employee was active. Hours cannot be entered for any day past thetermination date. The dates do not display in the daily breakdown area of PHATIME.

If an employee was terminated after an employee was extracted on PHATIME and time was enteredagainst the record after the termination date, and the time has been approved, then the PHPMTIMprocess generates an error. At this point, this transaction becomes the responsibility of the payrolldepartment and would require manual adjustment on the On-line Time Entry (PHAHOUR) page.Likewise, if an employee begins employment sometime within the pay period, hours may not beentered prior to the start date within the job.

When an employee transfers to another organization, PHATIME creates two time document eachhaving their own organization number. Only the respective days worked at each organization appearon each timesheet. This situation also applies when an employee changes their position within anorganization or the payroll ID changes.



Transaction and Queue Status Action Chart

The transaction status works with other items completed in the main section to determine whatinformation Employee Self-Service displays in the remaining sections of PHATIME.

When the department timekeepers enter PHATIME and begin time entry, they select a transactionstatus of Not Started. This triggers an extract process that pulls all new transactions for the payperiod into the Employee ID block. From there, they can enter time in the Earnings section for theemployees displayed. After a time transaction begins and the time is entered against it, it resides inan In Progress transaction status. It resides in this status until submitted to the routing queue whereit then becomes Pending.

Pending transactions are those that are being reviewed by the approvers. After all approvers in anindividual's approval queue have approved the time document, then it has an Approved transactionstatus. When an approver returns the timesheet for correction, it has a Return for Correctiontransaction status. The originator for a department timesheet is required to correct it when inReturn for Correction status. Timesheets can go into an Error status either during submission orapproval. All time document transactions at an Approved status are picked up by the Mass TimeEntry (PHPMTIM) and set to a Complete status. If the department timekeepers want to display alltimesheets except the ones not started, then they would select a transaction status of All (exceptNot Started).

For leave reports, transaction statuses follow the same logic, except on completion. A leave reportis considered complete when the final approver submits their approval. The leave report will then beset to Complete and the leave time taken is posted to the database.

The following table highlights the action that can be taken based on the transaction status.

TransactionStatus

Role Queue Status forApprovers Listed inthe Routing Queue

Available Action

Not Started N/A N/A Transaction is not available for anyrouting queue actions.

In Progress Originator In the Queue The originator can remove, add,or change any non-mandatoryapprovers or acknowledgersin the Routing Queue windowon PHATIME. Any person in amandatory approver position withmultiple incumbents can be changedas well.

In Progress Approver In the Queue The approver cannot modify therouting queue.

In Progress Superuser In the Queue The Superuser cannot modify therouting queue.

Pending Originator Pending (or In theQueue if multipleapprovers exist)

The originator cannot modify therouting queue.



TransactionStatus

Role Queue Status forApprovers Listed inthe Routing Queue

Available Action

Pending Approver Pending The current approver cannot removeany approver/acknowledger fromthe queue. The current approvercan, however, add new approvers/acknowledgers to the queue.

Pending Acknowledger Pending The current acknowledger cannotremove any approver/acknowledgerfrom the queue.

Pending Superuser Pending for anapprover

None (Superuser) for aSuperuser

The Superuser can add to, deletefrom, or modify the routing queue asneeded.

Pending Approver In the Queue The approver cannot modify therouting queue if the transaction isnot ready for approval.

Approved Originator,Approver, orSuperuser

Approved for allapprovers

The originator, approver, orsuperuser cannot modify the routingqueue because the transaction hasbeen fully approved.

Approved Acknowledger Pending orAcknowledged

The acknowledger cannot modify therouting.

Completed Originator,Approver, orSuperuser

Approved for allapprovers

The originator, approver, orsuperuser cannot modify the routingqueue because the transaction hasbeen processed by the Mass TimeProcess (PHPMTIM).

Completed Acknowledger Pending orAcknowledged

The acknowledger cannot modify therouting. However, the acknowledgermay acknowledge the timetransaction after it has beenCompleted.

Transactions are approved/acknowledged individually on PHATIME through the actions selectedfrom the navigation frame. To approve or acknowledge more than one transaction at a time, use theDepartment Approval Summary (PHADSUM) page.

The Approver must take action by the Approver End Date and Approver End Time that isspecified in the Leave Calendar window on PTRPICT. Should the Approver miss the cut-off dateand time, the superuser will need to perform the final approval.



Administrative Time Entry Procedures

The time entry Administrator at your institution needs to perform several tasks to manage the timeentry process for your employees.

Extract a Time Sheet for an Employee

After a transaction has been initialized or started, only the originator or Superuser can changetime on those time transactions. The originator is the person who extracts a time transaction onPHATIME for a given organization and pay period.

About this task

Note: An originator can only enter time while the pay period is open as indicated on the PayrollCalendar Rule (PTRCALN) page.

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page. Your Banner Oracle ID isdisplayed in the top left corner of the page. If you are acting as a proxy or Superuser, indicatethat in the area provided.

2. Select the following in the Key block:

• Time Sheet as the value in the Entry By field• Department as the value in the Time Entry Method field• The desired COA, organization, year, payroll ID, and payroll number• Not Started as the value in the Transaction Status field

3. Select Next Block.

The following message is displayed: Do you want to extract time to begin time entry? Yes or No.4. Select Yes.5. Select the View Errors option in the pop-up message window to access errors on the Pay

History Display Errors (PHIDERR) page.

or

Select Continue in the pop-up message window to move the cursor to the Transaction Statusfield where you select In Progress to see the newly extracted time. From here, select Next Blockto see all employees (one by one) in the Employee ID block at an In Progress status.



Enter Breakdown Hours for an Employee

This procedure applies only to a person who originated or initialized the time transaction asdescribed in the Extract a Time Sheet for an Employee procedure. Any other departmenttimekeeper can only access information initialized by another originator in the Earnings block.

About this task

If you want to determine who is the originator of a time transaction, place your cursor in thetransaction and select View/Change Routing Queue from the navigation frame. The originator of thetransaction is displayed in that window.

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page.2. Enter into the Key block the pay event specifics for transactions that you want to approve.

Select a transaction status of In Progress.3. Select Next Block to go to the Employee ID block and select the time transaction you want to

update. Use the arrow keys or the scroll bar to access each employee.4. Select Next Block and go to the Earnings block to access or enter the hours worked or leave

taken. Time entered in the breakdown area is entered on a daily basis for the entire pay period.The information displayed in the Earnings block belongs to the employee selected in theEmployee ID block.

5. Select an Earn code that represents the regular earnings and exception time earnings that youwant to update. Move to the day where you can enter the hours for this earning. A check markappears in the Time In and Out check box when time in and out information is required for theearning code.

6. You can do any of the following depending on the type of employee.

• For the Pay Period Exception Time Only employee, the department timekeeper entersexception earnings in the Earn field and enters the hours taken in the daily breakdown area.As the leave amount is entered there, the Totals By Earn field totals the entire amountof exception time for the earning code entered. The Total Hours field reflects all the timeentered per day and the sum total of all hours. When default earnings exist, an amountappears in the Default Hours field.

• For the Pay Period Time Sheet employee, the department timekeeper enters regular hoursand exception time according to the appropriate earning codes. For example, for eachday worked (REG), the timekeeper can enter 8, and for each day of vacation (VAC), thetimekeeper can enter 8. As the department timekeeper does this, the Totals By Earn valueincreases to reflect the total number of hours entered for each earning code and the TotalHours reflects the total hours entered for all earning codes by day and as a sum total.

• For the Pay Period Exception Time employee, the department timekeeper only entersexception time (no regular hours) according to the appropriate earning codes. For example,for each day of vacation (VAC), the timekeeper can enter 8. As the department timekeeperdoes this, the Totals By Earn value increases to reflect the total number of hours entered foreach earning code and the Total Hours reflects the total hours entered for all earning codesby day and as a sum total.

• For Pay Period Time Sheet employees with the Time In and Out indicator checked, afteryou select the earning code you want a check appears in the Time In and Out check box



when Time In and Out information is required for the earn code, select View/Enter Time Inand Out from the navigation frame or place the cursor in the desired cell and double-clickto go to the Time In and Out window. Enter the shift (if applicable), time in, and time out forthe highlighted day. Select OK. When you return to the main window, totals and shifts aredisplayed. It is possible to copy the time in and out time to the next day of the pay periodwithin the time in and out window.

7. You can save changes, exit the page, and return at another time, or you can submit time forapprovals. On PHATIME, time transactions can only be submitted on a per transaction basis.

8. To submit the current transaction on PHATIME for approvals, select Submit Time forApprovals from the navigation frame.

9. To continue to enter or access time for the next transaction, from the Earnings block selectOptions > Access Next Record or return to the Employee ID block and use the arrow keys tomove to the next record.

Approve/Acknowledge Time for an Employee

Normally, approvers approve and acknowledge time on the Department Approval Summary(PHADSUM) page where more than one transaction can be approved and acknowledged at a time.

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page.2. Enter into the Key block the pay event specifics for transactions that you want to approve.

Select Pending as the transaction status.3. Select Next Block to go to the Employee ID block and select the employee you want to approve.4. Select Approve Time from the navigation frame. If you are an approver, then the words Approve

Time are highlighted in the navigation frame when you enter the Electronic Approvals of TimeEntry (PHATIME) page.

OR

If you are acknowledging transactions, repeat the instructions above and substitute the wordAcknowledge for Approve.

5. Save.

The transactions are approved or acknowledged.

Override Labor Distribution Hours

Check the Time Entry Rules window of the Employee Class Rule (PTRECLS) page to see if theOverride Labor Distribution for Department indicator has been checked for the employee classassociated with the employee listed on PHATIME. If this indicator has not been checked for a givenemployee classes, the labor distributions cannot be overridden.

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page.



2. Enter the pay event specifics in the Key block.3. Select Next Block to go to the Employee ID block and select the employee whose labor

distribution you want to override.4. Select Next Block to go to the Earnings block and select the earning code and day for which you

want to change the labor distribution.5. Select View/Override Labor Distribution from the Options menu.

The default labor distribution is displayed in the top section of the window and the overrideportion is displayed in the bottom portion of the window.

6. In the override portion of the window, change only those portions of the distribution (Index,Fund, Organization, Account, Program, Activity, Location, Cost or Project) that are necessary.

You do not have to enter the complete distribution only the pieces that differ from the default.The Hours/Units entered cannot exceed the total number of hours/units of time entered for thatday. This number appears in the Total Hours or Units entered for Date field as display only.

The changes that you make on the override window only impact the highlighted day in thebreakdown time entry area from the main window of PHATIME. When you make changes tothe override window, you only enter the changed parts of the labor distribution. You do notneed enter the entire FOAPAL. Later, when PHPMTIM is run, the labor distribution amountsare allocated to their proper account codes. This process adds the new parts of the labordistribution while retaining the existing parts that did not change. This is described in more detailin Payroll on page 82.

Extract a Leave Request

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page. Your Banner Oracle ID isdisplayed in the top left corner of the page. If you are acting as a proxy or Superuser, indicatethat in the area provided.

2. Select the following in the Key block of PHATIME:

• Leave Request as the value in the Entry By field• Department as the value in the Time Entry Method field• The desired COA, organization, year, payroll ID, and payroll number• Not Started as the value in the Transaction Status field

3. Select Next Block.

The following message is displayed: Do you want to extract time to begin time entry? Yes or No.4. Respond Yes.

Once the extract has completed, a message is displayed that indicates how many transactionsprocessed successfully and how many processed with errors.

5. Select the View Errors option in the pop-up message window to access errors on the PayHistory Display Errors (PHIDERR) page.

OR



Select Continue in the pop-up message window to move the cursor to the Transaction Statusfield where you select In Progress to see the newly extracted time, then select Next Block to seeall employees (one by one) in the Employee ID block at an In Progress status.

Enter and Approve a Leave Request

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page.2. In the key of the Electronic Approvals of Time Entry (PHATIME) page, select a transaction

status of In Progress.3. Select Next Block to go to the Employee ID block and select the employee for whom you are

requesting leave.4. Select Next Block to go to the Earnings block.5. Select the earning code that depicts the exception time earnings that you want to request. Move

to the correct day and enter hours for this request.

A check mark appears in the Time In and Out check box when time in and out information isrequired for the earning code.

6. Save your changes.7. Exit the page or submit the transaction for approval.8. To submit your request for approvals, select Submit Time for Approvals from the navigation

frame.

This action submits the completed timesheet to the routing queue where an approver canapprove the time. It also changes the transaction status from In Progress to Pending.

Multiple leave requests can be approved on the PHADSUM page. Leave requests can also beapproved on PHATIME.

After the leave request has been approved, the Pending status changes to Approved. Thesystem stores the leave request information which later defaults to a future timesheet whenthe proper pay event (the one containing the leave request or leave report) opens. At thattime the leave time can be overridden. Leave requests default to the appropriate timesheetwhen the proper pay event opens as long as they have any transaction status except Returnfor Correction. Leave requests that are in a Return for Correction status when the designatedperiod is extracted, are not pulled into the employee’s timesheet or leave report.

Note: A Leave Request does not need to be in the Approved status to be included in the timereporting period when the pay event is opened, except as noted above. The Leave Requestrecords that are in any status, other than Return for Correction, will be extracted into the TimeSheet or Leave Report records.

9. To continue to enter/access leave time for the next transaction, either return to the Employee IDblock and use the arrow keys to move to the next record while in the Earnings block, or selectAccess Next Record from the navigation frame.



Enter Comments

Procedure

1. Access the Electronic Approvals of Time Entry (PHATIME) page.2. Select the Key block and enter the pay event specifics.3. Select Next Block to go to the Employee ID block.4. Select the employee whose comments you want to access/update.5. Select Next Block and go to the Earnings block. Earnings must exist in order to create

comments.6. Select View/Enter Comments from the Options menu to display the Comments window.7. Enter any comments regarding the time transaction.

These comments may be accessed by anyone who has access to this transaction. However,should the employee access his or her time through Self-Service and the CommentsConfidential box is checked, the employee does not see the comments in the Self-Serviceapplication.

8. Save.


Administrative departmental approvals

Administrative departmental approvalsYour institution likely has multiple users involved in approving time transactions including time entry,leave requests, and leave reports. You must set up which users can approve time transactions anddefine routing queues that the approvals process uses.

The overall approvals process includes the following actions:

• Administrator establishes a routing queue.• End-users submit time using the Electronic Approvals of Time Entry (PHATIME) page,

Employee Self-Service, or a third party interface.• Approvers approve or reject time transactions using the Department Approval Summary

(PHADSUM) page or Employee Self-Service.

Electronic approvals and time entry

To allow users to electronically approve time transactions, you establish a routing queue, userssubmit and enter time through Employee Self-Service, PHATIME, or a third party interface.Finally, approvers approve or reject time transactions using the Department Approval Summary(PHADSUM) page or Employee Self-Service.

Establish electronic approval routing queue participants andsecurity

As you determine the participants who will approve or acknowledge timesheets or leave requests,you need to set up system access and roles for these users and assign data security accessprivileges.

These are the tasks you'll need to complete and topics you should consider when defining routingqueue participants and data security.

• Define user Banner IDs and assign page access privileges.• Establish users on the Enterprise Access Control (GOAEACC) page and define the relationship

between their Banner ID and Oracle ID.• Set up appropriate user data security.• Plan the routing queues and assignment of proxies.• Plan Superuser capabilities.



Define Banner IDs and assign page access privileges

Users who will approve and acknowledge time transactions need to have a Banner ID and accessprivileges to approvals pages in the Banner Human Resources application. This includes all userswho need to originate, approve, or acknowledge transactions.

Procedure

1. In Administrative Banner, access the Identification (PPAIDEN) page.2. Create Banner IDs for all users who need to approve and acknowledge time transactions.3. Assign each user access privileges to the approvals pages.

You can create a standard security role that you assign to users, which provides access to alltables and pages needed for their operations.

Establish relationship between Banner ID and Oracle ID

You must associate each approvers Banner user ID with an Oracle ID so that Time Entry sends timetransactions to the correct users for approval or acknowledgment. You establish this relationship onthe Enterprise Access Control (GOAEACC) page.

About this task

Setting up the ID relationship on GOAEACC allows Time Entry to notify the correct users abouttasks that they need to perform on the Electronic Approvals of Time Entry (PHATIME) page,Department Approval Summary (PHADSUM) page, or using Employee Self-Service

Procedure

1. Access the GOAEACC page.2. Click Insert.3. At Username, enter a user's Oracle ID.4. At ID, enter the user's Banner ID.5. Click Save.

Set up user data security

Determine the appropriate data security access for all participants, originators, approvers, andacknowledgers. You must establish each of these users on the User Codes Rule (PTRUSER) pageand assign security access privileges to control who accesses Banner Human Resources data.

Before you begin

Consider whether you need to assign employee class, organization code, or employer codesecurity for each departmental timekeeper, approver, or acknowledger. Refer to the Banner HumanResources Online Help for the PTRUSER page for full instructions about setting up user security.



Procedure

1. Access the PTRUSER page and set up security for a user.2. Use the Access the Employee Class Security (PSAECLS) page to assign security access by

employee class.3. Use the Organization Security (PSAORGN) page to assign security access by organization.4. Use the Employer Security (PSAEMPR) page to assign security access by employer.

Employee Self-Service time approvals

Managers or supervisors can approve employee timesheets, leave reports, and leave requestsusing Employee Self-Service in the same way that they approve time using the administrativeBanner PHADSUM page.

Banner routes the transactions through the established approvers queue. After all approvers haveapproved a transaction, the process sends it to Banner payroll processing.

Time approval differences between administrative Banner andEmployee Self-Service

It is important to understand the approval process differences between the administrative Bannerapplication and Employee Self-Service.

• Approvers cannot adjust the routing queue using Employee Self-Service. They can only makerouting queue changes using the Department Summary (PHADSUM) page after the record hasbeen extracted.

• Approvers can access and approve time records using Employee Self-Service. Administratorscannot enter or change hours before the user submits time entry records. This functionalityremains with the employee using Employee Self-Service or the department administratorusing the Electronic Approvals of Time Entry (PHATIME) page in the administrative Bannerapplication.

• Neither employees nor approvers can enter a special rate using Employee Self-Service. Theymust do this using the PHATIME page.

• You must manually resolve vacancy and multiple approvers issues in Departmental Time Entrybecause there is no multiple selection or lists of administrators when a routing queue cannot beresolved.



Administrative approval tasks

An approver can use either Employee Self-Service or the Administrative Banner Department PayrollSummary (PHADSUM) page to approve time transactions.

Approve time documents

Approvers and Superusers can use either Banner Human Resources or Employee Self-Service toapprove pending timesheets and leave reports for a payroll.

Approve using Banner Human Resources

Approvers can use Banner Human Resources to approve time documents.

Before you begin

Establish Superuser privileges for your ID on the User Codes Rule (PTRUSER) page.

Procedure

1. Access the Department Approval Summary (PHADSUM) page.2. Select the Superuser check box.3. Select Approval of Time Sheets, Transaction Status as Pending, Year, Pay ID, and Pay Number

for the transactions that you want to approve.4. Go to the Employee Detail Listing block to access all transactions selected according to the

criteria above.5. Select Approve/Acknowledge All from the Options menu. A check mark appears for all names

listed in this window.6. Review the list and clear the items that should not be approved.7. Select Apply All Actions from the Options menu. This applies and saves your transactions.

Approve using Employee Self-Service

Approvers can use Employee Self-Service to approve time documents.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Optional: Access the Proxy or Super User item.4. Optional: In the Act as Proxy section, check the appropriate superuser or the person.5. Launch the Time Entry and Leave Management application.6. Select the department to approve.



7. Select the employee.8. Use the mass approvals or select Preview to approve a single employee time document.9. Approve or Acknowledge as appropriate.

Process Incorrect Timesheets

Process timesheets using Banner Human Resources

You can process timesheets using Banner Human Resources.

Procedure

1. Access the Department Approval Summary (PHADSUM) page.2. Select Approval of Time Sheets, Transaction Status as Pending, the Year, Pay ID, and Pay

Number for the transactions you want to approve.3. Go to the Employee Detail Listing block.4. Select any employee whose timesheet needs to be changed due to an error.5. Select the Return for Correction field so that the timesheet is returned to the employee,

originator, or first approver.

OR

Select the View/Change Time Detail from the Options menu to access the Electronic Approvalsof Time Entry (PHATIME) page and make the change yourself as follows.

a) Make changes to the incorrect timesheet.b) Save information on PHATIME.c) Approve the time on PHATIME (or exit and approve time on PHADSUM).d) Exit and return to PHADSUM.

When you do this, the employee’s timesheet that is highlighted on PHADSUM is displayedon PHATIME.

Process timesheets using Employee Self-Service

You can process timesheets using Employee Self-Service.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Launch the Time Entry and Leave Management application.4. Select the employee.5. Open the Preview for the employee.6. Click Detail.



7. Edit entries in the Detail window as appropriate.8. Save the transaction.9. Enter Preview.10. Submit the transaction to send it back to the routing queue.

Return a time document for correction

An approver can return a time document for correction using Employee Self-Service.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Launch the Time Entry and Leave Management application.4. Select the employee.5. Open the Preview for the employee.6. Enter a comment.7. Click Return for Correction from the Preview.

Results

You successfully returned a time document for correction.

Recall a time document

An approver can recall a time document to make a change using Employee Self-Service.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Launch the Time Entry and Leave Management application.4. Select the employee.5. Open the Preview for the employee.6. Select Recall.

Results

You successfully recalled a time document.



Cancel a time document

A Time Entry or Leave Report superuser can cancel a time document using Employee Self-Servicewhen the Time Entry and Approver periods are closed.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Launch the Time Entry and Leave Management application.4. Select the employee.5. Open the Preview for the employee.6. Select Cancel.

Results

You successfully cancelled a time document.

Submit a time document

You can submit a time document using Employee Self-Service.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.3. Launch the Time Entry and Leave Management application.4. Select the employee from the In Progress or Returned section.5. Open the Preview for the employee.6. Select Submit.

Results

You successfully submitted a time document.

Delete a time document

A Time Entry or Leave Report superuser can delete a time document using Employee Self-Serviceonly if the superuser originated of the time transaction.

Procedure

1. Access the Employee Dashboard.2. Select Approve Timesheets, Approve Leave Reports, or Approve Leave Requests.



3. Launch the Time Entry and Leave Management application.4. Select the employee.5. Open the Preview for the employee.6. Select Delete.

Results

You successfully deleted a time document.


Notifications

NotificationsYou can schedule to send notifications to employees and approvers reminding them to submitor approve time documents. Time Entry and Leave Management uses Banner CommunicationManagement (BCM) to send email notifications.

Time Entry and Leave Management uses a Quartz scheduler to schedule notifications. Bydefault, the process sends the notifications 24 hours and three hours before the pendingdeadline, which are based on the date and time rules defined on the Payroll Calendar(PTRCALN) for that particular pay event, pay number, and pay ID. You can change this in theess.timeEntry.scheduler.deadlineHours configuration. You can also send messagesbased on events that occur.

The 24 hour notification job is scheduled to run at midnight and identifies the records that need tobe processed for that date. The PTRCALN entry must be present in the table one day before thedeadline.

You can change the three hour notification using a configuration.

In addition, Time Entry and Leave Management sends notifications based on the time document'sstatus and the user receiving the notification. The following table identifies for each user type thetime document statuses when BCM can send a notification.

Time documentstatus

Employee Approver Superuser

Not Started X

In Progress X X

Returned X X

Error X X

Pending X

Set up connection with Banner Communication Management

Time Entry and Leave Management uses Banner Communication Management (BCM) to sendnotifications.

Before you begin

To use notifications, you must install and enable BCM, enable both theess.timeEntry.useBannerCommunicationManagement andess.timeEntry.scheduler.enabled configurations on GUACONF, activate BCM events, andpublish some BCM templates.


Notifications

Procedure

1. Set the following BCM events as Active:

• CM_HR Time Entry Approve Leave Report Reminder• CM_HR Time Entry Approve Leave Request Reminder• CM_HR Time Entry Approve Timesheet Reminder• CM_HR Time Entry Submit Leave Report Reminder• CM_HR Time Entry Submit Leave Request Reminder• CM_HR Time Entry Submit Timesheet Reminder

2. Publish the following BCM templates:

• CM_HR Time Entry approve leave report reminder• CM_HR Time Entry approve leave request reminder• CM_HR Time Entry approve timesheet reminder• CM_HR Time Entry submit leave report reminder• CM_HR Time Entry submit leave request reminder• CM_HR Time Entry submit timesheet reminder

Set up event-based notifications

If you enable Banner Communication Management, you can send notifications based on actionscompleted by an approver. For example, send a message to an employee when an approverreturns a time document for correction. The notification includes information the employees needs toresubmit the time document.

Before you begin

To use notifications, you must install and enable BCM, define theess.timeEntry.useBannerCommunicationManagement configuration on GUACONF, activateBCM events, and publish some BCM templates.

Procedure

1. Set the following BCM events as Active:

• CM_HR Time Entry Return Timesheet• CM_HR Time Entry Return Leave Report• CM_HR Time Entry Return Leave Request

2. Publish the following BCM templates:

• CM_HR Time Entry Return Timesheet• CM_HR Time Entry Return Leave Report• CM_HR Time Entry Return Leave Request


Dynamic reports

Dynamic reportsTime Entry and Leave Management includes dynamic reports that administrators can use to seethe distribution processing status of time documents, estimate payroll earnings, and forecast annualemployee leave balances.

These reports run dynamically within Time Entry and Leave Management and display in theappropriate pages based on Time Entry report configuration settings that you define on theApplications Configurations (GUACONF) page. You do not need to run a process using jobsubmission to see these reports.

Refer to the "Time entry reports" section under "Time entry configuration options" in the BannerEmployee Profile Handbook for more information about how to enable and disable these reports.

Distributed Status report

The Distributed Status report displays across time entry, leave reports, and leave requests. Thereport shows where documents are in the processing cycle based on their document type andstatus.

This report displays the count for each status by pay period, which is a graphical representation ofthe approver summary page. An approver can click a status to drill to the approval summary pageand see more detail.

Enable or disable the Distributed Status report

Your institution should determine whether you want to display the Distributed Status report for TimeEntry and Leave Management users.

Procedure

1. Open the Applications Configurations (GUACONF) page.2. Set the ess.timeEntry.report.displayEnteredEarnings configuration to Y to display

the report or set it to N not to display the report.3. After the configuration job runs, sign out of the application and then log back in to see the

changes take effect.


Dynamic reports

Entered Earnings report

The Entered Earnings report displays the earnings in timesheets, leave requests, and leave reports.The report shows where documents are in the processing cycle based on their document type andstatus.

This report displays a graphical count of hours, units, or days entered on a time document for adepartment. A user can click a slice on the graph to see the employees and their associated hoursfor that piece of data.

Enable or disable the Entered Earnings report

Your institution should determine whether you want to display the Entered Earnings report for TimeEntry and Leave Management users.

Procedure

1. Open the Applications Configurations (GUACONF) page.2. Set the ess.timeEntry.report.displayDistributedTime configuration to Y to display

the report or set it to N not to display the report.3. After the configuration job runs, sign out of the application and then log back in to see the

changes take effect.

Leave Balance report

The Leave Balance report shows employee leave balances compared with the maximum balanceby leave category for the current pay period. Administrators can use the report to assess theprogression of leave usage throughout the leave year.

Administrators can view the Leave Balance report in the leave reports area from the ApproverReports option. The report includes information about all employees who have entered timesheetsor leave reports for the current calendar period and all timesheets and leave report dispositionsexcept for Not Started or Error. It also includes as supplemental information any hours in the LeaveEarn Codes that are present in the current pay or leave report period because these hours are notyet updated to the leave balances.

Enable or disable the Leave Balance report

Your institution should determine whether you want to display the Leave Balance report for TimeEntry and Leave Management users.

Procedure

1. Open the Applications Configurations (GUACONF) page.


Dynamic reports

2. Set the ess.timeEntry.report.displayLeaveBalance configuration to Y to display thereport or set it to N not to display the report.

3. After the configuration job runs, sign out of the application and then log back in to see thechanges take effect.


Payroll

Payroll

Time entry, approvals, and payroll

Several flow charts illustrate the different types of time entry, both with and without approvals, andthe payroll processes that accompany them.

The first four types of time entry illustrated in the first flow chart do not require you to run theTime Processing Report (PHPTIME) to begin processing. They are a third party interface withno approvals, a third party interface with approvals, Self-service time entry, and department timeentry. Self-service time entry and department time entry require approvals which are processedthrough either the Department Summary (PHADSUM) page or the Electronic Approvals of TimeEntry (PHATIME) page as shown in the Time Entry and Approvals — Flow 1 on page 83.

Timesheets that need approval have a status associated with the time as it moves through theprocess. The statuses display in the flow chart where they apply during each phase of time entrywith approvals.

You can run PHPTIME at any point during any time entry with approvals method as long as you runit before you run PHPMTIM. You can run the Mass Time process multiple times, primarily to pickup records that have not previously been moved to the payroll tables. It is important to carefullycoordinate the final run with Approvers and Superusers to collect all time to be posted.


Payroll

Time Entry and Approvals — Flow 1


Payroll

Payroll — Flow 2

You can enter time directly on the On-line Time Entry (PHAHOUR) page. To do this, you must runPHPTIME before you enter time on PHAHOUR as illustrated in the following flow chart.


Payroll

Payroll — Flow 3


Payroll

Payroll — Flow 4

Time Entry and Approvals Flow

The items below outline the steps involved in processing a payroll for a time entry with approvalstime transaction.

Procedure

1. Before extraction, the status of the time transaction is Not Started. When the extract processfor Self-Service and Department Time Entry is run, all pertinent employee and job informationis created: the employee's name, ID, position, suffix, any default earn codes and hours, thetype of time entry, and the routing queue. After the extract is completed, the status becomes InProgress. The user that starts the time record is considered the Originator and owns the recorduntil submission.


Payroll

Enter time (In Progress status): The employee in Self-Service or the department timekeepercan enter hours and save the data multiple times throughout the time entry period. The recordremains in the In Progress status until submitted for approval.

Submit time for Approval: When the record is submitted for approval, the status can beApproved, Pending, or Error. If the employee is exception time only with approvals, thetransaction status of the record becomes Approved and awaits processing by PHPMTIM.The transaction goes to Pending upon submission for all other time transactions that requireapproval. If time is submitted and it goes into Error status, then the Pay History Display Errors(PHIDERR) page should be accessed to see the specific error. After the error is corrected, it canbe resubmitted for approval. If the error is not corrected, then it does not progress any further inthe approvals process. The Originator can Return the time transaction to themselves, as long asit has not been Approved.

2. Approve time (Pending status): For those records requiring approval by a manager, approvaltakes place on the Department Approvals Summary (PHADSUM) page. The approver canapprove time for one or many people at the same time within a department. PHATIME can beaccessed during the approvals process for singular time transactions if needed; the time can beaccessed, changed, or approved on PHATIME.

If a transaction only has one approver in the routing queue, then when approval is given for thetime, the time transaction moves to an Approved status.

If a transaction has multiple approvers in the routing queue, then the transaction remains ina Pending status until the final approver has approved the time. At that time, the transactionmoves to an Approved status.

It is possible that when the time is approved, it goes into Error status. If the time goes intoError status, then the Pay History Display Errors (PHIDERR) page can be accessed to see thespecific error. The error needs to be corrected by the approver. After corrected, the approverthen needs to re-approve the time to move it along in the approvals process.

After time is in Approved status, it is ready to be moved into the Payroll History tables. TheTime Processing Report (PHPTIME) needs to be run first. Then, the Mass Time Entry Process(PHPMTIM) is run. This process takes the approved time and changes it to a Completed status.All time having a Completed status has been moved to the Payroll History tables.

3. To start the payroll, run the Time Processing Report (PHPTIME). This process extracts the datanecessary to populate the Pay History tables. PHPTIME can be run multiple times throughoutthe payroll process and extracts records that have not previously been extracted.

After you run PHPTIME, dispositions for each time transaction are set to either 05 (AwaitingExtract), 10 (Awaiting Time Entry), or 20 (Awaiting Proof). The following information describeseach of these dispositions in more detail.

• Disposition 05 (Awaiting Extract)—There are problems with the employee time record.• Disposition 10 (Awaiting Time Entry)—The record has no errors. However, there are no

default hours and time needs to entered against the record.• Disposition 20 (Awaiting Proof)—The record has no errors. This disposition is reflective of a

time record with default hours.

To determine or verify employee dispositions and status, submit the Disposition Control Report(PHRDCON). To access dispositions on-line by employee, access the Pay Event List (PHILIST)page. You may run PHRDCON or access PHILIST at any time during the payroll process.


Payroll

4. If there are time transactions at Disposition 05, do one of the following to review payroll errorsfor those records.a) Run the Payroll Errors Display Report (PHRDERR). This report displays the errors for each

time transaction, for example, missing deductions, earning codes that are not valid.

ORb) Access the Pay History Display Errors (PHIDERR) page. This page displays the errors

encountered during the payroll for a specified employee. When accessed directly, it listsall errors for one employee. When accessed directly from the Key block of the ElectronicApprovals of Time Entry (PHATIME) page, it displays all errors for each employee in the payevent identified on PHATIME. Select View Errors from the Options menu on PHATIME toaccess PHIDERR.

5. Correct all errors.6. After all errors have been corrected, resubmit PHPTIME using the re-extract mode. The process

selects all employees who were at Disposition 05 after the initial extract process was run.Repeat steps 3 through 5 until all dispositions have advanced to 10 or 20.

7. Run the Mass Time Entry (PHPMTIM) process to move the approved time entered from Self-Service, PHATIME, and a third party interface (requiring approvals) into the Mass Time table(phrmtim) and the Pay History tables. When PHPMTIM is run, it also changes Approvedtransaction statuses to Completed. Transactions processed by PHPMTIM have a Disposition 20(Awaiting Proof) or a Disposition 15 (Awaiting Error Correction). Time transactions reaching aDisposition 20 are ready for the Pay Period Proof Batch Process (PHPPROF).

Note: During the final extract of the Mass Time Entry process (before finalizing all payrollcalculations), it is a recommended practice that the Payroll users audit the time transactions thatare being interfaced from the Web, Department Time Entry (PHATIME, or Third Party Time.

It is important to evaluate employee time that is Not Started, Pending, Returned for Correction,and Approved (but not yet Complete) to ensure that employees and supervisors have taken allappropriate actions on the pay period time records.

8. Transactions with a Disposition 15 (Awaiting Error Correction) have incurred an errorsomewhere during the PHPMTIM process and require correction before proceeding to thenext process in the payroll. Errors could exist because a job change occurred after time wasentered, yet before PHPMTIM was run. For example, a change could have been made to theEmployee Jobs (NBAJOBS) page to terminate the employee after a timesheet was created. Ifthe time entered in Web/EA tables do not agree with the information in the Pay History tables,the PHPMTIM process places the time in error status at Disposition 15.

9. If there are time transactions at Disposition 15, do one of the following to review payroll errorsfor those records.a) Run the Payroll Errors Display Report (PHRDERR). This report displays the errors for each

time transaction.

ORb) Access the Pay History Display Errors (PHIDERR) page. This page displays the errors

encountered during payroll for a specified employee.10. Correct all errors on the Online Time Entry (PHAHOUR) page or the Mass Time Entry

(PHAMTIM) page.


Payroll

If PHAMTIM is used, PHPTIME must first be run in the re-extract mode for the employee andPHPMTIM must be run to update pay history. Run PHPMTIM again to update the record.Running PHPMTIM updates the dispositions from 15 to 20.

11. The On-line Time Entry (PHAHOUR) page can be used to review and adjust any timetransactions at Disposition 20 (Awaiting Proof).

If timesheets are re-extracted from PHAHOUR, PHPMTIM can be re-run to repopulate the PayHistory tables with the approved time (after PHPTIME is run in the re-extract mode first).

12. Run the Pay Period Proof Batch Process (PHPPROF) to proof and validate time transactions.There are three types of dispositions that can occur at this process in the payroll:

• Disposition 15 (Awaiting Error Correction)—The employee timesheet cannot be validated.• Disposition 22 (Hours Correction)—A person with default hours requires a time breakdown

as specified on the Payroll Time Entry Breakdown rule on the Employee Class Rule(PTRECLS) page. Correct the time breakdown on PHAHOUR.

• Disposition 25 (Awaiting Leave Process)—You have successfully completed processingwith PHPPROF and are ready to go to the Leave Accruals/Taken Process (PHPLEAV).Warning messages are received if time transactions remain in Web/EA tables at an InProgress, Pending, Return for Correction, or Approved status.

Note: During the final extract of the Mass Time Entry process (before finalizing all payrollcalculations), it is a recommended practice that the Payroll users audit the time transactionsthat are being interfaced from the Web, Department Time Entry (PHATIME, or Third PartyTime.

It is important to evaluate employee time that is Not Started, Pending, Returned forCorrection, and Approved (but not yet Complete) to ensure that employees and supervisorshave taken all appropriate actions on the pay period time records.

13. You can then proceed to the next step in the payroll process.Refer to the Banner Human Resources User Guide to see flow charts that illustrate the entirepayroll process.

Transaction Status and Disposition Combinations

For Self-Service, departmental, and third party with approvals time entry, the Disposition ControlReport (PHRDCON) provides a list of employees for each disposition and transaction statuscombination available in the payroll. The following table summarizes these combinations andprovides insight about what they mean and what action may or may not need to be taken.

Trans. Status Disposition Description

Not Started None Time entry has not started. PHPTIME has not been runsince a disposition does not exist. Run PHPTIME to createthe dispositions.


Payroll


05 Time entry has not started. PHPTIME has been run, buterrors exist that need to be corrected. For example, adeduction has not been set up.

10 Time entry has not started. PHPTIME has been run and therecord is awaiting time entry on PHAHOUR.

20 Time entry has not started. PHPTIME has been run and theemployee has default hours on PHAHOUR.

None Employee has been extracted and time entry has started.PHPTIME has not been run since a disposition does notexist. Run PHPTIME to create the dispositions.

05 Employee has been extracted and time entry has started.PHPTIME has been run, but errors exist that need to becorrected. For example, a deduction has not been set up.

10 Employee has been extracted and time entry has started.PHPTIME has been run and the record is awaiting timeentry on PHAHOUR.

In Progress

20 Employee has been extracted and time entry has started.PHPTIME has been run and the employee has defaulthours on PHAHOUR.

None Time entry has been completed and is awaiting approval.PHPTIME has not been run since a disposition does notexist. Run PHPTIME to create the dispositions.

05 Time entry has been completed and is awaiting approval.PHPTIME has been run, but errors exist that need to becorrected. For example, a deduction has not been set up.

10 Time entry has been completed and is awaiting approval.PHPTIME has been run and the record is awaiting timeentry on PHAHOUR.

Pending

20 Time entry has been completed and is awaiting approval.PHPTIME has been run and the employee has defaulthours on PHAHOUR.

None The time has been approved by all approvers in the routingqueue and is awaiting processing by the Mass Time EntryProcess (PHPMTIM). PHPTIME has not been run since adisposition does not exist. Run PHPTIME before runningPHPMTIM to create the dispositions.

Approved

05 The time has been approved by all approvers in the routingqueue and is awaiting processing by the Mass Time EntryProcess (PHPMTIM). PHPTIME has been run, but errorsexist that need to be corrected before PHPMTIM can berun. For example, a deduction has not been set up.


Payroll


10 The time has been approved by all approvers in the routingqueue and is awaiting processing by the Mass Time EntryProcess (PHPMTIM). PHPTIME has been run and therecord is awaiting time entry on PHAHOUR.

20 The time has been approved by all approvers in the routingqueue and is awaiting processing by the Mass Time EntryProcess (PHPMTIM). The employee has been extractedand time entry has started. PHPTIME has been run and theemployee has default hours on PHAHOUR.

None Errors exist on the time transaction coming about, eitherduring submission or approval of the time. PHPTIMEhas not been run since a disposition does not exist. RunPHPTIME to create the dispositions.

05 Errors exist. Errors can also happen during the approvalsprocess for a pay period timesheet employee.

10 Errors exist. PHPTIME has been run and the record isawaiting time entry on PHAHOUR.

Error

20 Errors exist. Employee has been extracted and time entryhas started. PHPTIME has been run and the employee hasdefault hours on PHAHOUR.

None Time transactions have been returned by the approverduring the approvals process. PHPTIME has not been runsince a disposition does not exist. Run PHPTIME to createthe dispositions.

05 Employee has been extracted and time entry has started.PHPTIME has been run, but errors exist that need to becorrected. For example, a deduction has not been set up.

10 Time transactions have been returned by the approverduring the approvals process. PHPTIME has been run andthe record is awaiting time entry.

Return forCorrection

20 Time transactions have been returned by the approverduring the approvals process. PHPTIME has been run andthe employee has default hours on PHAHOUR.

Completed 15 PHPTIME has been run. PHPMTIM has been run, buterrors exist. Run PHRDERR to access errors. To correctthe errors do one of the following:

Re-extract the employee, fix time on PHAMTIM, and rerunPHPMTIM.

Fix time on PHAHOUR.

Delete and re-extract the timesheet on PHAHOUR andthen rerun PHPTIME followed by PHPMTIM.


Payroll


20 This status occurs for all timesheets after PHPMTIM hasbeen run and successfully processed. These transactionsare ready for payroll processing.

A Disposition 20 is created two ways:

A timesheet was at Disposition 20 from running PHPTIME.Then, PHPMTIM was run. The timesheet dispositionremains at 20. However, PHPMTIM overwrites thetimesheet with the most current information from PHATIMEor Employee Self-Service.

A timesheet was at a Disposition 10, PHPMTIM was run,and now the timesheet has a Disposition 20.

Third Party With Approvals

At times, a third party time reporting system external to Banner® is used to collect employee timeinformation. An interface is written to Banner from this external system that uploads data into theproper Banner tables. Thus, third party time entry with approvals requires that the upload move thetime into the Web/EA (perjobs) tables.

Once this upload occurs, time can be accessed on the Electronic Approvals of Time Entry(PHATIME) page; it is approved on the Department Approval Summary (PHADSUM) along with thedata coming from Self-Service or entered by a department timekeeper on PHATIME. The approvedtime is then moved in to the Banner Payroll History tables using the Mass Time Entry Process(PHPMTIM). Prior to running PHPMTIM, the Time Processing Report (PHPTIME) must be run.Once the time has been moved to the Payroll History tables by PHPMTIM, the employee can bereviewed, updated, or corrected on either the On-line Time Entry (PHAHOUR) page or the MassTime Entry (PHAMTIM) page. At this point, the payroll process resumes as it normally would.

Technical Note for PHATIME Table Field Descriptions

Normally, when interfacing data from a third party timekeeping system to Banner, time records areuploaded to the Mass Time Entry table (PHRMTIM). If you want to utilize the time entry methodof third party with approvals, however, you must develop a custom interface from your thirdparty timekeeping system to populate a different set of tables; the time entry tables listed below.Ellucian does not deliver or support an interface to populate these tables. The Mass Time Process(PHPMTIM), when run for a payroll, formats this data and populates the Mass Time Entry Table(PHRMTIM), in addition to the Payroll History tables.

PERTETH Time Entry Sequence Table

PERJOBS Time Entry Jobs Table

PERDAYS Time Entry Pay Period Effective DateBreakdown Table


Payroll

PEREARN Time Entry Earnings Repeating Table

PERHOUR Time Entry Hours Breakdown Table

PERELBD Time Entry Labor Distribution Repeating Table

PERROUT Time Entry Routing Queue Table

PERTITO Time Entry Hours Breakdown Table

Mass Time Entry Process (PHPMTIM)

Processing with the Mass Time Entry Process (PHPMTIM) includes time transactions originating inthe Web/Electronic Approvals of Time Entry module. PHPMTIM moves the time entry informationinto pay history and into the phrmtim table while performing various edits. Time transactionsprocessed through time entry with approvals is entered on a daily basis.

PHPMTIM does not require an effective date to process time transactions; it bases edits on thebegin dates. The process can easily calculate time by day because time is entered on a daily basisfor Self-Service, department, and third party time entry with approvals.

Every time PHPMTIM runs, it overwrites the data stored on the Payroll History tables. PHPMTIMselects only Approved records (for the Self-Service, department time entry, third party withapprovals). As a transaction is processed, PHPMTIM changes the status from Approved toCompleted and changes the disposition from 10 to 20 (if applicable). You can display the timesheeton the On-line Time Entry (PHAHOUR) page to see the Disposition 20 (Awaiting Proof) record or itcan be seen on the Mass Time Entry (PHAMTIM) page. When PHPMTIM is run more than once iftime has been re-extracted on PHAHOUR or modified on PHAMTIM, the time entered via EmployeeSelf-Service and PHATIME is not lost. The proper information is processed again.

Errors created during PHPMTIM are listed on the Payroll Display Errors Report (PHRDERR) andcan be accessed on the Pay History Display Errors (PHIDERR) page. Time transactions with errorsset to a Disposition of 15 (Awaiting Error Correction). For example, a terminated employee whosetime entry was submitted and approved before a personnel action page was submitted for theEmployee Jobs (NBAJOBS) page would generate an error status if the time entered went beyondthe termination date.

If using Employee Self-Service or PHATIME, time is entered on a daily basis. PHPMTIM insertsattendance information into the Employee Attendance Inquiry (PEIATND) page when theAttendance Indicator is selected for eligible earnings on the Employee Class Rule (PTRECLS)page. Therefore, attendance does not have to be entered on Self-Service or PHATIME.

Employees in Self-Service or departmental timekeepers on PHATIME can enter timesheets withzero hours. When PHPMTIM finds a timesheet with zero hours, it changes the status to Completed,but the time is not sent to the Payroll History tables. You can review a timesheet with zero hours onPHATIME or on Employee Self-Service. Since no data is passed to the Payroll History tables, youcannot access this timesheet on PHAHOUR. This functionality allows you to require an employee tosubmit a timesheet, even when they have no hours to report for a payroll.

PHPMTIM updates records in the Payroll History table (PHRHOUR), the Pay History AttendanceRepeating table (PHRATND), Pay History Earnings Repeating table (PHREARN), and the PayHistory L/D Override Repeating table (PHRELBD). It also updates the Pay History Error Log


Payroll

Repeating table (PHRERRL), History Jobs table (PHRJOBS), and the Pay Event History table(PHRHIST).

Tables

There are multiple types of time entry.

• Self-Service, department (PHATIME), and third party time entry with approvals all process theirapprovals through the Departmental Approval Summary (PHADSUM) page, and their timesheetdata is stored on the Web/EA (PERJOBS) tables.

• The next type of time entry is the third party time entry without approvals. There is no formalapprovals process within Banner for this type of time entry, and its data is uploaded and storedon the PHRMTIM table.

• The last type of time entry is on the On-line Time Entry (PHAHOUR) page. There is noelectronic approval associated with this page. Information entered on PHAHOUR is stored onthe Payroll (PHRHOUR) tables. The following paragraph explains how the tables that supportthem interact.

Before you run PHPMTIM, you must run PHPTIME. Running PHPTIME extracts all informationneeded for a payroll (for example, names, pay IDs, earning codes, and so on). It can be run morethan once in initial status and will automatically pick up any last minute new hires or job changes.

When you run PHPMTIM, it takes all approved transactions from Self-Service, PHATIME, andthird party time entry with approvals and moves them into the PHRMTIM and PHRHOUR tables.PHPMTIM overwrites any information existing in the PHRHOUR table with information from theperjobs table. PHPMTIM replaces any time it finds in the Payroll History tables for Pay PeriodTime Sheet employees (see the rules setup in Administrative Departmental Time Entry on page51 for more information about these types of employees) when time originates from Self-Service,PHATIME, or a third party source since those are the hours identified as having been worked.PHPMTIM reduces any default hours for Pay Period Exception Time Only employees when anyexception time is fed through from the Web/EA tables.

Dispositions

When the Time Processing Report (PHPTIME) is run, it supplies information to the On-line TimeEntry (PHAHOUR) page. This process creates time transactions with Dispositions of 05 (AwaitingExtract), 10 (Awaiting Time Entry), and 20 (Awaiting Proof). These were discussed in more detailearlier in the chapter.

When the Mass Time Entry Process (PHPMTIM) is run, it inserts records into the Payroll Historytables at a Disposition of 15 (Error) or 20 (Awaiting Proof).

Labor Distributions

Time entered on Employee Self-Service and PHATIME is not edited for labor distribution overrides;PHPMTIM performs this editing. A labor distribution override (a whole labor distribution doesnot have to be entered in the time entry with approvals module) that is entered on the AccountDistribution page of Self-Service or on PHATIME on the Labor Distribution Override window issubject to the following logic. If a portion of a new labor distribution is unspecified, the system


Payroll

applies it to the existing labor distributions. In one example (below), two labor distributions existwith each one having a different organization code. The override hours entered belong to adifferent organization code. In the second example, two labor distributions exist each having adifferent program code. The employee/administrator overrides the labor distributions with a differentorganization and a different program code. Having two different account code overrides createsmore variations of the labor distribution. They can be seen on the On-line Time Entry (PHAHOUR)page after PHPMTIM is run.

Example 1

John Smith, an employee, enters his time on Employee Self-Service. He worked in a differentdepartment for part of the day than where his time was normally charged. Therefore, his timeis interfaced with overrides to the organization code where John’s time is typically charged. Hisoriginal labor distribution contained two different organization codes. It appeared like this:

Original Labor Distribution as it appears on NBAJOBS:

Percent Fund Orgn Acct Prog

50 1110 11001 6112 30

50 1110 11002 6112 30

On the Account Distribution Self-Service page, there are 8 regular hours entered for January 8th.John enters 4 hours for organization 11004 and 1.5 hours for organization 11003.

Hours entered on the Account Distribution Self-Service page:

8 hours of regular pay

4.0 override hours are applied to orgn 11004


The remaining hours (8 hrs less the 5.5 hour override = 2.5) are applied to the original labordistribution. Since there are two labor distributions each receiving 50% of the distribution, the 2.5hours is split between these.

1.25 (2.5 override hours x .50) is applied to orgn 11001

1.25 (2.5 override hours x .50) is applied to orgn 11002

Labor Distribution as seen on PHAHOUR after PHPMTIM is run and overrides are applied.

Hours Fund Orgn Acct Prog

4.00 1110 11004 6112 30

1.5 1110 11003 6112 30

1.25 1110 11001 6112 30

1.25 1110 11002 6112 30


Payroll

Example 2

Sally Jones, a department administrator, enters time for her department. The timesheet she isentering contains information for an employee, Bob, who had different FOAPAL overrides enteredfor an organization code and a program code. Bob's original labor distributions contained twodifferent program codes.

They appeared like this:

Original Labor Distribution as it appeared on NBAJOBS:

Percent Fund Orgn Acct Prog

.25 1000 11009 6111 20

.75 1000 11009 6111 10

On the Override Labor Distribution window, 8 hours of regular time are reflected on April 8th for Bob.Sally entered 4 hours for organization code 11555 and 1 hour for program code 90.

Hours entered on the Labor Distribution Override window:

8 hours of regular pay


1.0 override hours are applied to prog 90

• Four override hours are applied to the existing labor distribution to change the organization to11555. Of this amount, (.25 x 4)1 hour goes to Program 20 and (.75 x 4) 3 hours go to Program10.

• One override hour is applied to the existing labor distribution to change the organizationprogram to 90. Since this consolidates the two distinct program codes into one, there is onlyneed for one labor distribution. Of this amount, (100% x 1) 1 hour goes to Program 90.

• The remaining hours (8 hours less the 5 hr override = 3) are applied to the original labordistribution. Since there are two labor distributions receiving 25% and 75% of the amount, the3.0 hours are prorated between these. Of this amount, (3.0 override hours x.25) .75 hour isapplied to program 20 and (3.0 override hours x.75) 2.25 is applied to program 10.

Labor Distribution as seen on PHAHOUR after PHPMTIM is run and overrides are applied:

Hours Fund Orgn Acct Prog

1 1000 11555 6111 20

3 1000 11555 6111 10

1 1000 11009 6111 90

.75 1000 11009 6111 20

2.25 1000 11009 6111 10


Payroll

Labor Distributions and Earning Codes

When an override value for any part of a FOAPAL is entered on the Earnings Code Rule(PTREARN) page for an earning code, it always overrides any corresponding FOAPAL value thatexists on the Employee Jobs (NBAJOBS) page, or on PHATIME, or in Employee Self-Service. Thisoverride is processed when PHPMTIM is run. The User Input on PHAMTIM will not be overwritten.

For example, you can override the organization code used in your labor distribution for overtimeonly. You would enter the earning code for overtime on PTREARN (earning code OT) and thenenter the override organization code (00111). When PHPMTIM runs, it uses the new organizationcode (00111) for all OT earning codes regardless of any other organization code that appears onNBAJOBS, PHATIME or Employee Self-Service. The other parts of the FOAPAL remain unchanged.

Exception Hours

This section discusses the treatment of hours for a pay period timesheet employee or a pay periodexception time only employee when exception time is entered for a pay period having no regularhours. As stated earlier, pay period timesheet employees report their time by pay period and reportall regular time and timesheet exception time. Pay period exception time only employees report theirtime by pay period and report only their exception time or time that is not Base salary.

When PHPMTIM runs, it replaces data stored on the Pay History (phrhour) tables with data from theWeb/EA (perjobs) tables. For example, for a Pay Period Time Sheet employee an active pay periodtimesheet employee having default hours takes a vacation for the entire two-week pay period. His/her hours default in as 80 to the Pay History tables. These hours can be seen on PHAHOUR as 80for regular pay (REG). When that person's time is entered in Employee Self-Service or PHATIME,vacation hours are entered as 80. When PHPMTIM is run, the regular hours are reduced to 0and the vacation becomes 80. The perjobs data replaced the phrhour data. When the employee/department timekeeper returns to PHAHOUR, they see the time displayed correctly.

The following tables illustrate more examples for both types of employees. Earning codes used inthis example are:

• REG (regular pay)• VAC (vacation pay)• SIC (sick pay)• HOL (holiday pay)• LWB (leave pay with benefits)

Pay Period Time Sheet Employees—Biweekly Pay

Type of Hours Status PHAHOURPay History(PHRHOURTable)

Self-Service/PHATIME(PERJOBS Table)

Result afterPHPMTIM is Run(on PHRHOURTable)

Default Hours Active REG 80 VAC 80 REG 0 VAC 80


Payroll




Default Hours Active REG 80 REG 80

SIC 10

REG 80

SIC 10

Default Hours Active REG 80

HOL 8

SIC 10 REG 0

SIC 10

HOL 0

Default Hours Active REG 80

HOL 8

SIC 10

HOL 10

REG 0

SIC 10

HOL 10

Default Hours On Leave LWB 80 VAC 80 LWB 0

VAC 80

No Default Hours Active No earnings VAC 80 REG 0

VAC 80

PHPMTIM createsa REG 0 record

No Default Hours Active No earnings REG 80

SIC 10

HOL 10

REG 80

SIC 10

HOL 10

No Default Hours On Leave No earnings VAC 80 LWB 0

VAC 80

PHPMTIM createsa LWB 0 record

Pay Period Exception Time Only Employees—Monthly Pay




Default Hours Active REG 176.66 VAC 80 REG 96.66

VAC* 80


Payroll




Default Hours Active REG 176.66

HOL 8

SIC 10 REG 166.66

SIC* 10

HOL 8

Default Hours Active REG 176.66

HOL 8

SIC 10

HOL 10

REG 166.66

HOL* 10

SIC 10

Default Hours On Leave LWB 80 VAC 80 LWB 0

VAC* 80

No Default Hours Active No earnings SIC 10 PHPMTIM Error:

“NoCorrespondingBase SalaryEarnings Found”

* Earning code reduces regular pay.

Earning Codes and Attendance Tracking

If an earning code has the Attendance Indicator checked in the Eligible Earnings controls on theon the Employee Class Rule (PTRECLS) page, then the PHPMTIM process automatically insertsattendance records. These may be accessed on the Attendance Inquiry (PEIATND) page.

On-line Time Entry (PHAHOUR) page

The On-line Time Entry (PHAHOUR) page is available to users of the Time Entry with Approvalsmodule. PHAHOUR allows you to review and correct hours. You can re-extract individual employeesand also recreate the payroll using PHAHOUR.

When you delete a time document on PHAHOUR and it also has information on PHATIME (inany status except Completed), the system displays a warning message. If the time transactionon PHATIME is approved and it is later picked up by the PHPMTIM process (after the deletion onPHAHOUR), then an error is generated and time is not put into the Pay History tables.


Payroll

Payroll Proof Process (PHPPROF)

The Payroll Proof Process (PHPPROF) allows flexibility when deleting timesheets. The parameter,Delete Time Sheets with No Hour, allows you to select (D) Delete Disp 10 Time Sheets if 20, (A)Delete All Disp 10 Time Sheets, or (N) Do Not Delete Disp 10 Time Sheets (default).

PHPPROF catches any timesheets that exist at any other status than Not Started or Completedafter the Mass Time Process (PHPMTIM) has been run and inserts warning messages into theerror table for any time found In Progress, Pending, Approved, Error, and Return for Correctionstatuses. PHPMTIM inserts warning messages into the Error table (phrerrl) by employee name andID. Examples of the warning messages include Time Sheet Not Complete; In Progress Status; InApproved Status; In Pending Status; In Error Status; Return for Correction. These messages canthen be accessed on the Payroll Errors Display Report (PHRDERR) and the Payroll History DisplayErrors (PHIDERR) page.

Note: During the final extract of the Mass Time Entry process (just prior to finalizing all payrollcalculations), it is a recommended practice that the Payroll users audit the time transactions thatare being interfaced from the Web, Department Time Entry (PHATIME, or Third Party Time. It isimportant to evaluate employee time that is Not Started, Pending, Returned for Correction, andApproved (but not yet Complete) in order to ensure that employees and supervisors have taken allappropriate actions on the pay period time records.

These timesheets still might need some action taken on them so those employees get paidcorrectly. The Payroll department must decide how to handle these timesheets with the varyingstatuses at this point in the payroll process.

Within the control report of PHPPROF, if employee records are located with the status other thanNot Started or Complete, then they are added into the Number of Failure records.

Payroll Extract Process (PHPTIME)

The Payroll Extract Process (PHPTIME) allows the user to select the initial extract option multipletimes during the payroll process. Thus, if employee timesheets are deleted at any point duringthe payroll process, then PHPTIME can be rerun by selecting I for Initial extract again. Thoseemployees are picked up again for the payroll. Also, any employee’s time transactions that were notpicked up initially by PHPTIME (new hires are an example) are picked up and placed into the properpayroll history tables each time PHPTIME is run as an Initial extract.

If last minute job changes have occurred for an employee who may have a started time documentin the system and he/she is picked up by PHPTIME, it will be important to ensure that the employeeor departmental user restarts his/her time document. Otherwise, there could be a mismatch withinformation being submitted on the time document with the records in Payroll History.


Payroll

Disposition Control Report (PHRDCON)

The Disposition Control Report (PHRDCON) keeps track of all of the employees within a payrollwho may or may not have regular payroll entry (through the Online Time Entry Form, PHAHOUR)and those whose time is originating from Employee Self-Service or the new Electronic Approvals ofTime Entry (PHATIME) page. With the Electronic Approvals of Time Entry module, there is also aneed to see the transaction status associated with employee time transactions.

PHRDCON shows the time transaction statuses (Not Started, In Progress, Pending, Approved,Return for Correction, Error, Completed). As a result, PHRDCON can be run even before PHPTIMEis run (which starts the payroll and creates the dispositions) to show the employees who need tohave Self-Service or departmental entry. Enterprises using Banner time entry approvals with athird party time reporting tool can also make use of PHRDCON to show the employees and theirtimesheet status in the approval queue.

If PHPTIME has not been run, PHRDCON only shows those employee records that have a statusrelated to time entry with approvals. It sorts these records in the following status order: Not Started,In Progress, Pending, Approved, Error, Return for Correction, and Completed.

If PHPTIME has been run, then those employee records that are part of time entry approvals nowhave a disposition as well as a timesheet status. In this case, the sort order is by Disposition andthen Disposition and Status. For example, when PHRDCON is run, it first lists all disposition 20employee records that are not part of time entry approvals. Then, it would list all disposition 20employee records with a time transaction status of Completed.

PHRDCON also shows where the time for the payroll was submitted from if using Self-Serviceor Departmental Time Entry on PHATIME. A column on the report contains either W (Web) or D(Department) time.

Employee Self-Service lists employees only one time on the report. Leave requests do not show upon the PHRDCON report. See Transaction Status and Disposition Combinations on page 89 fora list of valid dispositions and statuses.


Troubleshooting

TroubleshootingThe troubleshooting information provides solutions for problems that may arise when you use theTime Entry and Leave Management module.

Time Entry on Self-Service and PHATIME

Why did I receive an error "Inspection of time not allowed"?

The error means that someone (employee or approver) has tried to submit a time document thatdoes not have a status of In Progress, Returned, or Pending.

Why did only a partial pay period display on Self-Service or PHATIME?

The days displayed for entry on Employee Self-Service or on the Electronic Approvals of Time Entry(PHATIME) page are based the effective dates on the Employee Jobs (NBAJOBS) page. If the jobhas a status of terminated, any dates beyond the effective date of the terminated job record will notdisplay. Also, if the job begins halfway through the pay period, time may not be submitted prior tothe start date.

Additionally, the employee may have had a Time Sheet Organization change within the payrollperiod and may be split into two timesheets. If a payroll ID change took place in the middle of a payperiod, two separate timesheets for each pay period also display only partial dates of a pay period.

Why can’t I see all the earning codes when I do a List of Values on PHATIME or when Iaccess Employee Self-Service?

As long as an earning code is assigned a sequence number in the TS Seq field in the EligibleEarnings window of the Employee Class Rule (PTRECLS) page, it appears in the earning codes Listof Values on PHATIME or on Employee Self-Service.

Do I have to enter an entire FOAPAL when I do a labor distribution override?

No, you only enter the values that you are overriding.

Why can’t I override a labor distribution?

To override a labor distribution in Employee Self-Service or PHATIME, the indicators on theEmployee Class Rule (PTRECLS) page must be properly set for Self-Service and departmental timeentry.

Why did shift codes that I did not enter appear when I saved the time in and out entries?

If there is a shift code associated with the employee’s job employee class that has a correspondingshift schedule on the Shift Code Premium (PTRSHFT) page, the shift values from that scheduleautomatically default to the time document. For more detail on PTRSHFT, please see AdministrativeDepartmental Time Entry on page 51and the Banner Human Resources Online Help.


Troubleshooting

Why can’t I enter or see a Shift Code with my time document entry?

If there is a shift code associated with the employee’s job employee class that has a correspondingshift schedule on the Shift Code Premium (PTRSHFT) page, the shift values from that scheduleautomatically default to the time document. For more detail on PTRSHFT, see the AdministrativeDepartmental Time Entry on page 51 and the Banner Human Resources Online Help.

Why did the record I entered (on either Employee Self-Service or PHATIME) not appear on theMass Time Entry (PHAMTIM) page after I ran the Mass Time Entry Process (PHPMTIM)?

Check the Pay History Display Errors (PHIDERR) page for an error message and verify that theentry has an Approved status.

Time Entry on PHATIME

If I am the originator of the transaction, why am I unable to enter time for employees nowwhen I could enter it earlier in the day and yesterday?

The pay period is closed for time entry according to the limits specified on the Payroll Calendar Rule(PTRCALN) page. After the time deadline has passed, only a Superuser can take action on a timedocument on PHATIME.

Where did the default hours that display in the time breakdown section of PHATIME comefrom?

There are two sources for the default hours that can show on a timesheet. Mostly default hourscome from the Default Earnings window on the Employee Jobs (NBAJOBS) page. Or, if theemployee is on a work schedule, the work schedule hours default in. If Time In and Out is requiredfor employees with a work schedule, each defaulted day must contain time in and out periods beforethe timesheet can be submitted successfully.

Why can't I rollback when I am on an empty line in the Earnings block of PHATIME?

The system reserves a blank record when you access a new record in this block. This blank recordmust be deleted before you can continue. Use the Remove Record function to delete the record.

Why, as an originator, am I unable to update In Progress time transactions on PHATIME? I'vealso designated myself as a Superuser on the page.

If you are an originator, but are acting as a Superuser because the Superuser box is checked,you are not able to update records until the pay period is closed. If you want to enter time at an InProgress status as an originator, clear the Superuser box. Superusers can only update recordsafter the pay period is closed.

Why can't I restart the time transaction if I am a Superuser?

Only an originator can restart the time transaction.

Why can't I submit the time transaction if I am a Superuser?

As a Superuser, you cannot submit the entry unless the pay period is closed.


Troubleshooting

Time Entry in Employee Self-Service

An employee who entered time in Self-Service received an error message indicating that thepayroll office needed to be contacted. How can the payroll office determine the nature of theproblem?

Access the Pay History Display Errors (PHIDERR) page with that employee’s ID and access thespecific error.

Why did the first day of time entry disappear when I used the copy hours feature?

If you select the first entry day when copying hours, the entry will be removed. The function copieshours from that day to the other days selected. When you select the originating day, the systemremoves the hours instead of copying them forward.

Why am I unable to use my ID and PIN when I try to log onto Employee Self-Service?

Your access may not have been established. Verify that your PIN has been entered on the ThirdParty Access Audit (GOATPAD) page.

Leave Requests in Employee Self-Service and PHATIME

How are the earning codes that appear in the List of Values in Employee Self-Service andPHATIME selected?

As long as an earning code is assigned a sequence number in the TS Seq field in the EligibleEarnings window of the Employee Class Rule (PTRECLS) page, it appears in the earning codes Listof Values on PHATIME.

What do I do if I entered a vacation request, but the hours I requested did not appear on mytimesheet when I started entering time for that pay period?

Your leave request was returned to you for correction by your supervisor. Since your pay period isextracted, consult with your supervisor about your leave time and place your hours directly on yourtime document.

What do I do when I receive an error message from the extract process in Employee Self-Service and PHATIME that there are multiple incumbents when there is only one incumbentin the position?

Verify that the position on the Routing Queue Rule (NTRRQUE) page was set up correctly. Verifythat the Position Incumbent List (NBIPINC) page only has one incumbent set up in the approvalposition. If there are multiple incumbents, you may have to set up NBAJQUE.


Troubleshooting

PHADSUM

Why can’t I find what I expect when I do a query on the Department Approval Summary(PHADSUM) page?

Use PHADSUM to approve/disapprove time transactions found only in your approval queue. Ifyou want to access all employee records on PHADSUM, you can select All (Except Not Started).However, it is recommended that if you want a quick summary, query all transactions on PHATIMEor PHIETIM.

Why can’t I see all the payrolls that I am responsible for when I query on the Pay ID onPHADSUM?

The List of Values on the Pay ID field displays only the Pay IDs that require action from you. If youhave completed approval of your timesheets for a specific payroll ID, that payroll ID value no longerappears in the list.

As an approver, I reviewed employee’s records that I needed to approve. Why did nothinghappen when I selected Save?

Employees are only approved when the Appr/Ackn check box is checked for approval and theApply All action is selected from the navigation frame.

PHPMTIM

Why doesn't PHAMTIM contain any records from Employee Self-Service or PHATIME?

All records from Employee Self-Service or PHATIME must have been approved on PHADSUMor PHATIME before they appear on the Mass Time Entry (PHAMTIM) page after the Mass TimeProcess has been run.

Verify that the records are not on PHAMTIM and if they are not, verify if the records are at anApproved status on the Web/Department Employee Time (PHIETIM) page.

If the records are on PHAMTIM, run the Payroll Errors Display Error Report (PHRDERR) to reviewthe errors that prevented to records from joining the payroll.

I have an employee with a work schedule and PHPMTIM did not transfer the hours correctly.Why not?

The Time Entry By field on the Employee Class Rule (PTRECLS) page must be set to Dailyotherwise the hours are not transferred properly.


Troubleshooting

Error Messages

The following error messages can appear on the Payroll Error Display Report (PHRDERR) or thePay History Display Errors (PHIDERR) page when the Mass Time Entry Process (PHPMTIM) is run.

Message Comments

*ERROR* ID entered is not valid 3 Verify ID on POIIDEN using Search button.

*ERROR* ID not extracted for pay event Verify that the employee was extracted forthis payroll on PHAHOUR and they are not atDisposition 05. Rerun PHPTIME in the initialextract mode for the employee if they have notbeen extracted or run PHPTIME in the re-extractmode if they are at Disposition 05.

*ERROR* Posn/Suf/Eff date not found. ExtractEmp?

Verify PHPTIME was run for this payroll. Also,verify on PHAHOUR in the History Jobs blockthat the employee was extracted for this payrollfor the position and suffix entered

*ERROR* Invalid Earn Code entered foremployee

Verify PTRECLS for eligible earnings.

*ERROR* Employee disposition > 42, cannotprocess

Verify disposition on PHAHOUR or run thePHRDCON report.

*ERROR* Begin Date is not in the Pay Period Verify date on PHATIME.

*ERROR* End Date is not in the Pay Period Verify date on PHATIME.

*ERROR* Begin/End Date Cross TimeBreakdown Period 3

Review PHAHOUR History Jobs block for splittimesheets. Begin and End dates cannot overlapwith the Effective Date.

*ERROR* Base salary earnings could not beinserted 3

Verify the employee's job status on PHAHOUR.Ensure that for the employee's job employeeclass, the required eligible earnings/earningtype associated with the job status is defined onPTRECLS.

*ERROR* Special Rate must be same withineffective date period

Verify on PHAMTIM that for earnings with aspecial rate, the special rate is the same withinall shifts for the same effective date.

*ERROR* Special Rate must be entered rate ind= (S)p

Verify earning code on PTREARN for SpecialRate identifier.

*ERROR* Special Rate not allowed for this earncode

Verify earning code on PTREARN for SpecialRate identifier.

3 If one of these errors is encountered for an employee, the process stops processing the employee at thatpoint. Additional errors may exist for the employee. The user should correct the reported error on the MassTime Entry (PHAMTIM) page, re-extract the employee through the Time Processing Report (PHPTIME), andresubmit PHPMTIM to complete processing and validation of the employee’s data.


Troubleshooting

Message Comments

*ERROR* Hours exist beyond termination date 3 Verify NBAJOBS Effective Dates againstPHATIME entry dates.

*ERROR* No corresponding Base Salary Hoursfound 3

An earning code was entered that reduces basepay and no base pay earning code was enteredfor the employee for this payroll.

*ERROR* Affected Leave Ineligible forEmployee’s Leave

Verify PTRLCAT setup for eligible leaves. Anearning code was entered that is associatedwith a leave code that is not eligible for theemployee's leave category.

*ERROR* Exception hours are greater thanbase hours. This will result in negative basehours 3

Verify on PHAHOUR that base hours aregreater than or equal to exception hours for thisemployee.

Additional error messages for FOAPALcomponents

Examples include, inactive, terminated, notdefined as data entry, invalid, or not a laboraccount FOAPAL components.

Warning Messages

The following warning messages can appear on the Payroll Error Display Report (PHRDERR) or thePay History Display Errors (PHIDERR) page when the Mass Time Entry Process (PHPMTIM) is run.

Message Comments

*WARNING* Employee is not Active Hours were entered for a terminated employee.Review PEAEMPL status.

*WARNING* Regular Hrs for Employee exceedshrs/pay

Hours input exceed the Hours per Pay onNBAJOBS.

*WARNING* Possible insufficient leave balance Review employee’s available leave onPEAEMPL.

Sign On to Banner Human Resources Administrative pages

When I sign on to Banner and navigate to a Human Resources page, Why do I get themessage, “You have Electronic Approvals Transactions. Do you wish to view them now?”

You have been added to the Time Entry with Approvals routing queue as an approver oracknowledger and an action has been submitted to your queue that requires your approval orreview. The system takes you directly to the Department Approval Summary (PHADSUM) pagewhen you select Yes.


Troubleshooting

Sign On to Banner Position Administrative pages

What is the difference between "You have Electronic Approvals Transactions. Do you wantto view them now?" and "Do you want to be notified of new transactions during the currentsession"?

The first message notifies you that some action has been submitted for your approval or review andallows you to navigate directly to PHADSUM for approvals.

The second message gives you the option to have a notification message appear if any newtransactions are submitted to your approver/acknowledger queue during the current Bannersession. This message appears when you move in and out of Human Resource pages.

Time Entry error and warning messages

The causes of time entry error and warning messages are categorized by whether you encounterthe error during the time entry or leave request process.

NTRRQUE

*ERROR* You must either enter an Organization and Chart of Accounts or a position.

You must enter either a position or an organization in the Key block of Routing Queue Rule(NTRRQUE) page. If you enter an organization, you must also enter a chart of accounts code.

If you are entering a position, the organization code and chart of account code must be blank. If youhave already entered the position, you must remove the position value before you can remove thechart of accounts and/or organization code.

If you are entering an organization code, you must also enter the chart of accounts. The Positionfield must be blank.

PHATIME and Time Entry

*ERROR* There were no employees available for extract.

The following conditions can cause this error message:

• There are no Employee Jobs (NBAJOBS) page records with department time entry availablefor extract. Check the Employee Class Rule (PTRECLS) page and/or the Employee Jobs(NBAJOBS) page records to see if the Employee Class Time Entry Method field is set upcorrectly.

• There are no Electronic Approvals of Time Entry (PHATIME) page records for that payroll witha Transaction Status of Not Started. Query on All (Except No Started) in the Key block to see iftransactions exist already for the pay event.

• You have selected the wrong time entry method. Verify that you have selected Department asthe Time Entry Method when setting up the selection criteria at the top of PHATIME.


Troubleshooting

• You have selected the wrong timesheet organization for the pay event. Please verify the Keyblock information entered is correct.

*ERROR* Hours or Units must be entered, or the record should be removed.

The earn code record is partially created when the earning code is entered or defaults in. The hours/units and days/special rate must be completed before you can exit the line in the Earnings block. Ifyou do not want to enter time for that earning code, use the Remove Record function to delete therecord.

*Warning* Pay Period not open for Time Entry.

The pay period not open or is closed.

Check the Payroll Calendar Rule (PTRCALN) page for the Pay Period Time Entry Dates.

PHATIME and Leave Requests

*ERROR* Leave Requests cannot be created once the time entry period is open.

Leave requests cannot be made against an open pay period. The leave request process is designedfor approval prior to the pay period.

Select a pay period that has not been opened yet. Determine the number of pay periods leave canbe requested in advance on the Payroll Identification Code Rule (PTRPICT) page.

PHATIME and Security

*ERROR* You do not have security privileges to see records.

You do not have Human Resources security privilege to see records.

Refer to Chapter 2, “Human Resources Security”, of the Banner Human Resources User Guide formore information about security access.

PHATIME and Routing Queues

*ERROR* No approval routing queue established.

There is no routing queue established for the employee extracted.

Set up a routing queue on either the Position Definition (NBAPOSN) page, the Routing Queue Rule(NTRRQUE) page, or on the Override Routing Queue (NBAJQUE) page. Once the routing queuehas been established, rerun the extract process for the pay event.

*ERROR* Approver’s position is vacant for the pay period.

If the approver’s position is vacant (for the time transaction), you receive this error message whensubmitting the time.


Troubleshooting

Correct the routing queue on the Override Routing Queue (NBAJQUE) page. Once the correctrouting queue has been established, rerun the extract process for the pay event.

*ERROR* Approver’s position has multiple incumbents.

If the approver’s position has multiple incumbents (for the time transaction) you receive this errormessage when extracting the time transaction.

Correct the routing queue on the Override Routing Queue (NBAJQUE) page. Once the correctrouting queue has been established, rerun the extract process for the pay event.

PHADSUM

*ERROR* You do not have security privileges to see records.

You do not have Human Resources security access for that set of records. Or, if you are acting asa proxy for someone else, you must have the same security privileges as the originator or approverfor whom you are acting.

Refer to Chapter 2, “Human Resources Security,” of the Banner Human Resources User Guide formore information about security access.


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