hbs –time and attendance
TRANSCRIPT
HBS TIME AND ATTENDANCEHBS – TIME AND ATTENDANCE SYSTEM
(Huntington Business Systems)
NON‐EXEMPT EMPLOYEE TRAININGNON EXEMPT EMPLOYEE TRAINING
Why are we using a new Time and dAttendance System?
• As part of the University of California UCPathinitiative to implement PeopleSoft, each p pcampus has been asked to adopt a time and attendance system that would integrate with
hUC Path.
Why HBS?Why HBS?
• Currently used for all staff at UCLA HospitalCurrently used for all staff at UCLA Hospital System; staff and academic personnel at UCSF Health System and all staff at UCSD HealthHealth System and all staff at UCSD Health System.
• HBS has pay rules built into the system that• HBS has pay rules built into the system that automatically calculates overtime and shift differential pay and other special pay fordifferential pay and other special pay for eligible employees.
Employee ResponsibilitiesEmployee Responsibilities
• Edit and submit timesheets before theEdit and submit timesheets before the deadline communicated by Payroll (email reminders will be sent to you).
• Regularly check vacation balance by logging into HBS. Request vacation time from supervisor prior to vacation balance reaching the maximum.
• Notify your approver on current and prior pay period corrections as soon as known.
Logging into HBSLogging into HBS
“DGSOM/FPG HBS TimeSuite” at: wwwmednet ucla edu“DGSOM/FPG HBS TimeSuite” at: www.mednet.ucla.edu Accessible inside and outside of MEDNET network.
Enter your AD logon in the Logon ID field. y g gEnter your AD password in the Password field. The password does not display.
In most cases, this is the same logon and password used for MedNetg p femail.
Click on LOG IN button.
Once successfully logged onto HBS, the Message S di lScreen displays.
The Message screen displays your current vacation and sick leave g p y ybalance.
Vacation leave maximum warnings are displayed here.Vacation leave maximum warnings are displayed here.
12
To access your timesheet, click on Employee Tasks and th li k Ti h tthen click on Timesheet.
2
1
HBS will display the timesheet in the current pay period cycle.
To access 1 future pay period cycle, select the pay period.
Click GO button.
Click on the Day to enter timeClick on the Day to enter time.
Enter Worked Hours on the day selected.
Click on the drop down arrows to enter “Time In” and “Time Out .”
Click on the drop down arrow and select “Time In.”
Example: Employee selecting a “Time In” of 8:00 a mExample: Employee selecting a Time In of 8:00 a.m.
Click on the drop down arrow and select “Time Out.”
E l E l l ti “Ti O t” f 17 00 (5 00 )Example: Employee selecting a “Time Out” of 17:00 (5:00 p.m.).
Employee can select minutes by a quarter of the hour.
HBS will calculate Hours and Minutes.
Click on Meal Break drop down arrow and select 30 45 60 75 or 90Click on Meal Break drop down arrow and select 30, 45, 60, 75 or 90.
SAVE
8 60
Example: Employee selected a 60 minute meal break. The t l l t H d Mi tsystem recalculates Hours and Minutes.
Click on the Save button to confirm your entry.
Employees are encouraged to submit notes regarding their non‐productive or out of work schedule time reported. p p
Click on ADD/VIEW NOTES button.
A new window will appear. Once the note is complete, click on the SAVE button. Once saved, click on the CLOSE WINDOW button. ,
The Input Summary shows the hours entered through “Time In” and “Time Out”.
The Paid Summary shows how an employee will be paid. y p y p
COMPLETE
Prior to clicking on the Complete button the Timesheet will show “Not Completed.” After thoroughly reviewing the Input Summary andthoroughly reviewing the Input Summary and Paid Summary, click on the Complete button.
HBS displays a confirmation message.
Click OK button to proceed.Click OK button to proceed.
The timesheet now displays status of (Not Approved,The timesheet now displays status of (Not Approved, Completed). HBS sends the timesheet to the approver to review and approve.
Web ClockWeb Clock
“DGSOM/FPG HBS Web Clock” at: www.mednet.ucla.edu.Sign in at the start of the work shift and sign out at the end of the work shiftSign‐in at the start of the work shift and sign‐out at the end of the work shift.
Enter your AD logon in the Logon ID field. Enter your AD password in the Password field. The password does not display.
In most cases, this is the same logon and password used for MedNet email.
Click on LOG IN button.
2
11
At the start of the shift, click on the IN button. Then Click on Log Off.
*If you miss an IN punch, do so as soon as you remember. Then punch OUT as normal Notify your approver to edit your timesheetpunch OUT as normal. Notify your approver to edit your timesheet.
2
11
At the end of the shift, log in to HBS TP Web Clock”
Click on the OUT buttonClick on the OUT button.
Then Click on Log Off.
The web clock information is reflected in the timesheet.The web clock information is reflected in the timesheet. Example: The clock in of 5:58 am is rounded to 6:00 am.
Leave Balances
11
2
To access Leave Balances click on Employee Tasks and then click on BalancesTo access Leave Balances, click on Employee Tasks and then click on Balances.
Displayed is a summary of all leave balances.
To review the details of a specific leave balance click on the appropriateTo review the details of a specific leave balance click on the appropriate hyperlink.
After clicking on the hyperlink displayed is a history of hoursAfter clicking on the hyperlink, displayed is a history of hours used and accrued.
Leave RequestsLeave Requests
• An employee can request time off in advance for various reasons by utilizing the Leave Request y g qApplication.
• Your supervisor will inform you if your department will use the HBS Leave Request A li tiApplication.
1
2
To Access Leave Request, select EMPLOYEE TASKS then select LEAVE REQUESTSthen select LEAVE REQUESTS.
Enter the first day of Requested Leave in the From column by Clicking “CALENDAR” function, and selecting the appropriate Start Date. Enter the last day of your Requested Leave in the To column by Clicking “CALENDAR” function and selecting the appropriate End DateClicking CALENDAR function and selecting the appropriate End Date.
The date can also be entered manually, using the mm/dd/yyyy format.
Select the type for the Leave Request using the “List” box Only leave types for future requestsSelect the type for the Leave Request using the List box. Only leave types for future requests appear in the box. Up to two types can be charged for each Leave Request. If you are requesting a combination of types, use both list boxes.
COMPLETE
The employee should enter notes detailing their leave request. After entering notes, the employee clicks on the SUBMIT button to send their leave request.
Key DatesKey Dates
• September 26–29 Complete last OTR timesheet p(Period September 16–29)
• October 1 Last day for Approver to approve your OTR i h (P i d S b 16 29)OTR timesheet (Period September 16–29)
• September 30 First day you may access your HBS timesheettimesheet
• October 10‐13 Complete your first HBS timesheet (Period September 30 – October 13)
• October 15 Last day for Approver to approve your first HBS timesheet (Period September 30 October 13)(Period September 30 – October 13)
Next StepsNext Steps
1. Confirm you have an AD log in and password1. Confirm you have an AD log in and password to access HBS. Ask your department IT contact if you do not have this.
2. Confirm you have access to a computer to complete your timesheet or use web clock.
3. Mark your calendars with the Key Dates.4. Contact your Department Payroll4. Contact your Department Payroll
Representative if you have questions once HBS goes live.
Time‐In and Time‐Out Reference Chart for Non‐Exempt Staff
ADDENDUM
STANDARD 24‐HOUR STANDARD 24‐HOUR
12 MIDNIGHT 0000 12 NOON 1200
Time‐In and Time‐Out Reference Chart for Non‐Exempt Staff
12:15 AM 0015 12:15 PM 1215
12:30 AM 0030 12:30 PM 1230
12:45 AM 0045 12:45 PM 1245
1 AM 0100 1 PM 1300
2 AM 0200 2 PM 1400
3 AM 0300 3 PM 1500
4 AM 0400 4 PM 16004 AM 0400 4 PM 1600
5 AM 0500 5 PM 1700
6 AM 0600 6 PM 1800
7 AM 0700 7 PM 19007 AM 0700 7 PM 1900
8 AM 0800 8 PM 2000
9 AM 0900 9 PM 2100
10 AM 1000 10 PM 220010 AM 1000 10 PM 2200
11 AM 1100 11 PM 2300
ADDENDUM
SCHEDULE FOR SUBMITTING AND APPROVING BIWEEKLY TIMESHEETS
ADDENDUM
DEAN’S OFFICE
P P i d Ti h t D D t A l D d t P dPay Period Timesheet Due Date Approval Due date Paydays
09/30/12 TO 10/13/12 SATURDAY 10/13/12 MONDAY 10/15/12 10/24/12
10/14/12 TO 10/27/12 SATURDAY 10/27/12 MONDAY 10/29/12 11/07/1210/14/12 TO 10/27/12 SATURDAY 10/27/12 MONDAY 10/29/12 11/07/12
10/28/12 TO 11/10/12**EARLY DEADLINE SATURDAY 11/10/12
TUESDAY 11/13/12 **NOON 11/21/12
11/11/12 TO 11/24/12 SATURDAY 11/24/12 MONDAY 11/26/12 12/05/12
11/25/12 TO 12/08/12 SATURDAY 12/08/12 MONDAY 12/12/12 12/19/12
12/09/12 TO 12/22/12 **EARLY DEADLINES
MONDAY 12/17/12**NOON
TUESDAY 12/18/12 **NOON 01/02/13
12/23/12 TO 01/05/13 SATURDAY 01/05/13 MONDAY 01/07/12 01/16/1312/23/12 TO 01/05/13 SATURDAY 01/05/13 MONDAY 01/07/12 01/16/13