workforce manager time sheet approval manual workforce manager time sheet approval manual, continued...

1

Workforce Manager Time Sheet Approval Manual

Introduction This Manual provides step-by-step instructions for managers and Time Sheet

approvers to access, manage, and approve employee Time Sheets in the

Workforce time management system.

Document

Information For Technical Questions Contact Service Desk at 593-1222

For Functional Questions Contact Janice Gieseking 593-1859

Workforce Team Leader Mary Alexander-Conte, 593-1862

Workforce Team Janice Gieseking, 593-1859

Workforce Team Kevin Simons, 593-0860

Last Revision Date July 2, 2015

In this section This section lists the Tasks for accessing and using Workforce and the

corresponding page to reference.

#1-Access the WorkForce Program ..................................................................................................................3

#2-Navigate the Dashboard Links ....................................................................................................................6

#3-APPROVAL PROCESS: Steps to Approve Time Sheets..........................................................................9

#4-APPROVAL PROCESS: View the Time Sheet Approval Screen ..........................................................10

#5-APPROVAL PROCESS: Review Exception Messages ...........................................................................13

#6-APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Time Sheet ..15

#7-APPROVAL PROCESS: Approve an Employee Time Sheet ................................................................17

#8-APPROVAL PROCESS: Reject an Employee Time Sheet ....................................................................18

#9-APPROVAL PROCESS: View Approval History of Employee Time Sheet .........................................20

#10-APPROVAL PROCESS: Withdraw Time Sheet Approval ..................................................................21

#11-TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet ...........................................22

#12-TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet ...........................................24

#13-TIME SHEET CHANGES: Student meal deductions ..........................................................................32

#14-TIME SHEET CHANGES: Plus Rating for AFSCME employees ......................................................33

#15-TIME SHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only) ........36

#16-TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes ..............38

#17-TIME SHEET CHANGES: Beeper Pay for AFSCME employees .......................................................43

#18-SCHEDULE: Make a Temporary Change to an Employee’s Schedule ..............................................44

#19-SCHEDULE: Assign Permanent Changes to an Employee Schedule ..................................................45

#20-DELEGATION: Delegate Employee group to another Approver .......................................................49

#21-DELEGATION: View / Revoke Delegated Group Rights from an Approver ....................................52

#22-MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group .............54

#23-MANAGE GROUPS: Move an Employee to an Existing Group .........................................................56

#24-MANAGE GROUPS: Remove an Employee from a Group .................................................................58

2

#25-STUDENTS: Hire a New Student Employee ..........................................................................................60

#26-STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group ..........................66

#27-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing) ..........................70

#28-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet ..................................73

#29-STUDENTS: Terminate a Student Assignment/Time Sheet .................................................................76

#30-Process: New Classified, AFSCME or FOP Employee Hired (Does not apply to Student

employees) .........................................................................................................................................................79

#31-Navigate Time Sheets Using Prev/Next Buttons ....................................................................................80

#32-Search for an Employee Using the ‘Find’ Function...............................................................................81

#33-Navigate Time Sheets Using the ‘Sort’ Function ...................................................................................82

#34-Run a Report .............................................................................................................................................83

Continued on next page

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Workforce Manager Time Sheet Approval Manual, Continued

Task #1 #1-Access the Workforce Program

Step Action Results / Notes

1 Select a browser icon on your desktop. All

currently available browsers should be

compatible.

Browser window

opens.

2 Click in the Address: field

Enter “workforce.ohio.edu”

The logon page

appears.

3 To use a University web link

Click in the Address: field.

Enter “http://www.ohio.edu/”.

Press the Enter key.

Ohio University

homepage is displayed.

If already logged in to another University secure site, additional credentials may not be needed


4


Task #1 (cont.) Access the Workforce Program


2 Click the Faculty/Staff link below the OU

logo.

Ohio University

Faculty and Staff

webpage is displayed.


5


Task #1 (cont.) Access the Workforce Program


3 Click the Workforce Time Entry link. Ohio University Login

window appears.

4 Click in the Ohio ID field.

Enter your Ohio ID.

Press the Tab key.

Enter your Ohio Password.

Click the Login button.

Workforce application

opens. All Workforce

processes are based on

your Ohio ID. You

must check your Ohio

e-mail messages for

Workforce email

reminders.

5 Begin working in Workforce.


6


Task #2 #2-Navigate the Dashboard Links Options

Menu Option Description

Introduction: To Navigate through Workforce click on the appropriate Dashboard

link. User must always return “HOME” to dashboard to navigate to the next area of

Workforce.

Time Entry

Displays Options; My Hours, Edit, Approve, and Past

Assignments

( Enter My Hours) Allows managers paid on an hourly basis to enter and submit their

personal Time Sheet.

( Edit Employee

Time)

Displays the employee groups for which the manager is responsible. The

manager may open an employee’s Time Sheet to view or edit existing

entries, or to add new entries.

( Approve Time

Sheets)

Allows managers to view Time Sheet data for all employees within a

group, including total regular and paid time off hours, exceptions,

comments, as well as the Time Sheet history. The manager has the

option to approve/reject employee’s Time Sheet through this option.

Past Assignments (no dashboard equivalent)

Allows managers paid on an hourly basis to view Time Sheets for their

past assignments.


7


Task #2 (cont.) Navigate the Dashboard Links Options


Schedules Displays Assign Schedules

( Assign Schedules) Allows managers to make permanent schedule assignment changes.

Employees Displays Options; Edit Assignments, New Hire, and Badges

Edit Assignments Allows managers to edit/terminate student employee Assignments/Time

Sheets.

New Hire Allows managers to create an Assignment/Time Sheet for a student

employee by hiring them into the manager’s approval group.

Manage Group Allows managers to add or remove employees from a group, or move

employees to an existing group for which the manager is also

responsible. THIS IS RARE.

Settings Displays Options; Delegate and Manage

Manage Delegations

Allows managers to delegate employee groups to another user, or to

cancel delegated rights. The delegate is the OU employee that will

approve and submit the employee Time Sheets in the manager’s absence.


8


Task #2 (cont.) Navigate the Dashboard Links Options


Reports Displays Options; My Reports and Employees

( View General Reports)

Allows managers paid on an hourly basis to access the Time Sheet

Audit Report and other reports specific to employee only.

( View Group Reports)

Allows managers the ability to run, view, print and/or save Workforce

standard reports and University customized reports for their employee

groups.


Logoff Click this link to exit Workforce.

9


Task #3 #3-APPROVAL PROCESS: Steps to Approve Time Sheets

Step Action Reference Task #

Intro: The Approval Table displays a summary view of a group’s Time Sheets and

allows the manager to view and approve employee Time Sheets. This should serve as the

‘first stop’ for Time Sheet managers. The manager should follow the checklist below and

refer to the corresponding task numbers for reference.

Notes: You must assign a permanent schedule for new employees (see Task #22).

Holidays must be removed from the Time Sheet for employees on unpaid leave. The

Holiday hours are automatically loaded onto the time sheet by the system.

1 View the Time Sheet Approval Screen Task #4

2 Verify the appropriate pay period is displayed Task #4,

step 3

3 Open each employee Time Sheet and review it.

Verify each week totals to the appropriate number of hours

depending if employee is part or full-time.

Verify the pay period totals to the appropriate number of hours

depending on status of employee.

Verify that the proper elapsed pay codes (sick, vacation, etc.) were

used if applicable for each employee

Verify employees did not log time on a holiday unless they actually

worked the holiday.

Verify the cost account number is accurate (listed in the message

exception area of the employee Time Sheet)

Task 5,

Step 2

4 Review any yellow warning exception messages or red error messages. Task #5

5 Read comments that employee entered on Time Sheet, or add

comments if manager had to edit Time Sheet

Task #6

6 If corrections need to be made to employee Time Sheet, notify the

employee to make corrections

Task #7

7 If applicable, reject the employee Time Sheet. Task #8

8 Approve Time Sheet. All Time Sheets must be approved by 5pm on

the Tuesday following the end of the pay period.

Note: All zero hour Time Sheets must be approved

Task #7


10


Task #4 #4-APPROVAL PROCESS: View the Time Sheet Approval Screen


Intro: The Approval Screen displays a summary view of a group’s Time

Sheets and allows the manager to view and approve employee Time Sheets.

This should serve as the ‘first stop’ for Time Sheet managers.

1 From Dashboard, click on Approve Time Sheets

link

2 If you have more than one group, click on the

desired employee group in the left hand side bar.

Note: The Approval table for the current

unprocessed pay period will be displayed, whether

or not the payroll was approved, until the Payroll

staff processes the payroll. Once the previous pay

period has been processed, the new pay period

table is displayed.

Approval table is

displayed. See

note.

3 Make the decision in the table below.

If… Then…

You want to view an Approval table for a

pay period that is not displayed,

Proceed to Step #4.

You want to view the current Approval table Proceed to Step #9.

4 Click the check box to the left of “As of Current

Period” under the “Employees Active On”

Calendar is

displayed.

5 Select appropriate date.

Best to select actual pay period beginning date.

The system recalls

the approval table

for the pay period

requested.


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Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen

6 If you have more than one employee group, click

on the desired employee group in the left hand

side bar.

Approval grid

listing employees

in a group.

7 View the displayed Approval table. See example below.

8 Will display pay period containing selected date.


12


Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen


9 If you want to sort the Approval table:

Click on the column header and an ascending

symbol appears next to the column heading.

Click on the column again, a descending

symbol appears next to the column heading.

Approval table is

sorted in ascending

order by that column.

Approval table is

sorted in descending

order by that column.

10 Review Field names and descriptions in table below.

Field Description

Name Employee’s name.

Emp # Employee’s Oracle Employee number.

Asgnmt Assignment name (Time Sheet name) for student. All classified, bargaining unit,

and FOP staff will display; Primary.

Reg Total Regular worked hours currently entered on the Time Sheet.

PTO Total paid time off hours currently used on the Time Sheet.

Exceptions

The most severe exception message that appears on the employee’s Time Sheet is

listed here. The employee may have one, two, or all three of the exception

messages. The exceptions are information, warnings and errors, with errors being

the most severe.

Comments Indicates presence of a comment entered on the Time Sheet.

Emp Apvd Indicates whether the employee has approved (App) the Time Sheet or not (No).

Employees using time clocks will not be submitting (approving) their Time Sheets.

Mgr Apvd A check indicates that the Time Sheet has been approved by the manager.

“Approval by Mgr Name” will also be displayed in the Approval History. Also has

an option to reject Time Sheet. See below for a more detailed explanation.

Reject

Opens up an auto-email form allowing the manager to send the employee

notification of, and comments on, a rejection. NOTE: The employee will get paid

for hours on the Time Sheet. This simply notifies employee there is an issue

with the Time Sheet. IT DOES NOT STOP PROCESSING AND PAYMENT.


13


Task #5 #5-APPROVAL PROCESS: Review Exception Messages

Introduction: The manager should review all Time Sheets with yellow

warnings and /or red error messages listed under the Exceptions Column

on the Manager’s Approval Table.


1 Click Approve Time Sheets link

Click on the desired employee group.

Approval Table is

displayed.

2 Click on the employee’s name in the

Approval window to access Time Sheet.

Employee’s Time

Sheet opens.

3 Review the exception messages appearing

at the bottom of the employee’s Time

Sheet.


14


Task #5 (cont). APPROVAL PROCESS: Review Exception Messages

Message Type Description

Informational

Intended to inform, and may not require any action by the approver.

For example, a late message is displayed as a yellow informational

message on both the approver’s and employee’s view of the Time

Sheet when an employee clocks in past their scheduled time. The

Oracle Cost Center and Job will always display on the last day of the

pay period as an informational message. Please verify this for

accuracy.

NOTE: If there are multiple occurrences of the same warning/error, it

will be displayed once with a “+”. Clicking the “+” expands the field to

list each occurrence. Generally, color coded corresponding push pins

will show up on the Time Sheet.

Warning

Informs the user of a possible unacceptable situation, but may not

require the user to take action when the Time Sheet is saved or

submitted. For example, a message stating, “no time reported on

scheduled workday” is displayed as a yellow warning exception

message on both the approver’s and employee’s view of the Time

Sheet. This message is displayed when time is not entered for a

scheduled workday.

Error

Appears in red, and indicates an unacceptable situation requiring

action by the employee or approver. For example, if an employee

misses a time-out entry, the system issues a red ‘missing punch’ error

and if it goes uncorrected the employee will not be paid for the day

associated with the missing punch.

Step Action Results / Notes 4 Make the decision in the table below.

If… Then…

No changes are

necessary

Click on the Close Time Sheet icon at the top of the Time Sheet

Changes are made Click the Save and Close icon to return to Approval

screen.

Click Save and review accuracy of changes.

Note: If corrections need to be made to the Time Sheet, notify employee to request

that s/he make the corrections to their own Time Sheet. The employee should re-

approve and re-submit their Time Sheet after they make the changes. If the

employee is unable to re-approve and submit, s/he will still get paid for any

hours on his or her Time Sheet.

If the employee is unable to make the corrections, the approver should correct the

employee Time Sheet. Approver should print Time Sheet as submitted. If the

approver changes the employee Time Sheet, s/he should add a comment to the Time

Sheet to document reasons for the change plus add approver’s initials. (See Task # 6

for instructions to add a comment.) If possible, the approver should notify the

employee that changes have been made.


15


Task #6 #6-APPROVAL PROCESS: View Employee Comments or Add

Comments to Employee Time Sheet


Introduction: From the Approval Screen the manager can check for the

presence of any comments on Time Sheets and then read them, or add a

comment to a Time Sheet to document manager changes.



Approval Table is

displayed.


If… Then…

The word Comments appears in

the Comments column for an

employee

Note: If the comment field is

blank, no comments have been

added.

A comment has been

added to that Time Sheet.

Click on Comments to

open Time Sheet.

Proceed to step #3.

You want to add a comment Proceed to step # 3

3

The Comments field appears to the right on

the Time Sheet. If you need to make

comments for individual days, change view

to “list view.”

Add comments as

needed.

4 Make the decision in the table below

If… Then…

You are viewing a comment Proceed to step # 5.

You want to add a comment Proceed to step # 7


16


Task #6 (cont.) APPROVAL PROCESS: View Employee Comments or Add Comments to

Employee Time Sheet


5 Look for comments in the Comments fields.

6 After viewing the comments, you may exit

the Time Sheet or continue the approval

process.

7 Scroll to the comment field for the day

you wish to enter comment.

Click in comment field and enter comment.

Add your initials so employee knows

which manager made changes to their

Time Sheet

For daily comments, switch view to “List

View”

8 Click the Save or Close icon


17


Task #7 #7-APPROVAL PROCESS: Approve an Employee Time Sheet


Introduction: The manager approval process essentially confirms that the

Time Sheet is in good order and approves it for payment. This process

must be completed by 5:00pm on the Tuesday following the end of the pay

period.

Note: The employee will get paid for any hours logged on the Time Sheet

without the employee’s approval and/or the manager’s approval.

1 Click Approve Time Sheets link (Dashboard)


Approval Table is

displayed.


NOTE: If employees in your group appear more than once, you may only

approve one at a time. This applies whether approving individually, or

approving all.

Results:

The “approved” symbol is displayed in the Mgr

Apvd (Manager Approved) column for the approved employees. A

reminder box will pop up telling you to press “Save Approvals.” The

message “You have made changes that must be saved to be

effective” appears above the approval table.

Note: You should approve Time Sheets with “zero” hours. Doing so

locks the Time Sheet – preventing future update, and stopping e-mail

reminders.

Warning: Once the payroll is processed by the Payroll Department, any

Time Sheet without manager approval must be printed, approved with

manager’s signature, and mailed to Payroll. If this is not done you will

be notified by the Payroll staff to complete this process.

If… Then…

You would like to approve Time

Sheets individually

Click in the box in the Mgr Apvd

(Manager Approval) column for

each individual employee.

You would like to approve all

Time Sheets at once

Click the Approve All Employees

icon.

3 Click the Save Approvals icon.

Warning: The approvals must be saved to be

effective.

Note: The approval column will display the

check marks on the “Approve” box. To view

approval history, click the paper scroll to the

right of “Approve” field.

The message

“Information

Saved” is displayed.


18


Task #8 #8-APPROVAL PROCESS: Reject an Employee Time Sheet


Introduction: The Time Sheet rejection option allows a manager to return

a submitted Time Sheet to the employee for correction. As part of the

process an email is sent to the employee notifying them of the rejection.

The manager can also use the email to communicate any reasons,

directions etc. regarding the rejection.

Note: If the approval deadline is approaching, please notify the employee

personally to expedite the time sheet corrections.

Warning: When you reject the employee’s Time Sheet the employee’s

Time Sheet approval is automatically removed. However, the employee

will still be paid for all hours on the Time Sheet unless the time in question

is changed by the employee or the approver. Rejecting the Time Sheet

only officially notifies the employee that the approver does not agree with

something on the Time Sheet. The rejection and email message becomes

part of the Workforce Approval History for that employee. Rejection

DOES NOT stop Time Sheet from being paid.

If the manager makes a change to the Time Sheet because the employee is

unable to, s/he should document this by adding a comment with their

initials to the Time Sheet (see task #6). Once the manager approves the

Time Sheet the approval process locks the Time Sheet from any changes.

1 Click Approve Time Sheets link (Dashboard)


Approval Table is

displayed.

2 Click the Reject icon under the Mgr

Apvd column for the Time Sheet you wish

to reject.

Reject Time Sheet

window displayed.


19


Task #8 (cont.) APPROVAL PROCESS: Reject an Employee Time Sheet


3 Enter an email message explaining the

rejection and/or requesting the

necessary correction.

The Notify field and the

E-Mail Subject fields are

already completed for

you.

4 Click the Send button.

Note: You must perform step #4 and

step #5 or the rejection process is not

complete.

Email form closes. The

rejection and email

pending symbols

appear in the

New Status column.


Note: This activates the rejection and

sends the email to the employee.

A red X will appear in Approve box.

The rejection and email

pending symbols

disappear but the history

of the rejection is stored.

See Task #9 to view

approval history.


20


Task #9 #9-APPROVAL PROCESS: View Approval History of Employee Time Sheet


Introduction: The Mgr Apvd column displays the last action

(approval/rejection/withdrawal) on an employee Time Sheet. When you

click on the paper scroll icon you may view the approval history for a

particular employee Time Sheet in the current pay period.



Approval Table is

displayed.

2 Click the link in the Mgr Apvd column to

view the history for an employee.

Approval History

window is

displayed.

3 View the approval history.

4 Click the Close Window button or the “X”

in the upper right hand corner to close the

Approval History window.


21


Task #10 #10-APPROVAL PROCESS: Withdraw Time Sheet Approval


Introduction: This task demonstrates how to withdraw manager approval

for a previously approved Time Sheet. This process may be completed

only until the time that the Payroll staff locks the payroll period for

processing.

This withdrawal would be necessary for making a change to an employee’s

Time Sheet after the Time Sheet has already been approved. The

employee may request the approver remove their approval in order to

correct an entry. The manager’s approval process locks the employee

Time Sheet from any changes.



The employee’s Time Sheet will have a

check mark in the Mgr Apvd column.

Approval Table is

displayed.

2 Click in the box under the Mgr Apvd

column to uncheck the box.

Note: The message “you have made

changes that must be saved to be effective”

appears above Approval Grid.

Mgr Apvd box will

be empty.


Note: Information appears at top. A ✓is

removed from Approve box.

Withdrawal is

saved and recorded

in the Mgr Apvd

paper scroll.

4 Notify employee.


22


Task #11 #11-TIME SHEET CHANGES: Permanent Costing Changes to Time

Sheet

Introduction: The manager’s view of the employee Time Sheet has some additional fields and

functions available. The Labor Distribution fields, or costing fields, (Fund Type, Fund, Org,

etc.) are available to allow the manager to make both permanent and temporary changes to the

account numbers when necessary. Each pay period the Labor Distribution (costing) defaults

to the account numbers pulled from the employee’s previous payroll run, and are displayed as

an exception message at the bottom of the Time Sheet.

Permanent Costing Changes must be entered on the Time Sheet. The account number

must be entered on each row of the Time Sheet where time is entered. The next open pay

period will then display the new account number as an exception message.

FMLA, Medical Leave, or New Employee; If, for any of the reasons listed, the

employee has not submitted time in a recent period, the account number must be entered

on the Time Sheet. If you look at the exception message at the bottom of the employee’s

Time Sheet and you do not see an account number listed then you must perform this step.

The account number to be charged must be entered on each pay code row of the Time

Sheet. The next open pay period will then display the new account number as an

exception message at the bottom of the Time Sheet.

Note: If an employee has their payroll charged to more than one account on a permanent basis

(permanent split-costing), call Payroll. You will be told who to e-mail with split costing

information. The account numbers and the percentage of time allocated to each account

number will be processed through the Oracle system. This split-costing information will then

transfer to Workforce each pay period on a permanent basis.


1 Click on Edit Employee Time link (Dashboard)

Click on an employee group.

Employee names are

listed under the

employee group name

2 Click employee name to view Time Sheet. Time Sheet is

displayed.

Note: You may also access the Time Sheet by clicking on Approve Time

Sheets link and click on the employee’s name in the Approval table.


23


Task #11 (cont.) TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet


3 Enter the new account number (see next step)

You will enter each segment of the account number and then tab to the

next field. Clicking in the field opens a search table for that particular

segment type.

You may scroll through the list and click on the appropriate segment

number. The screen automatically closes and returns back to the employee

Time Sheet. The appropriate segment number will automatically be filled-

in on that field.

4 Click in the Fund Type field.

Enter the 3-digit Fund Type number.

Press tab.

5 Click in the Fund field.

Enter the 4-digit Fund number.

Press tab.

6 Click in the Org field.

Enter the 5-digit Organization number.

Press tab.

7 Click in the Nat. Acct. field.

Enter the 6-digit Natural Account number.

Press tab.

.

8 Click in the Project field.

Enter the 9-character, alpha numeric Project

number. (AB1234567).

Be sure to include task segment as

appropriate.

9

If… Then…

You accessed the Time Sheet via the Edit

Employee Time link,

Note: No description of each segment is

displayed. Verify #’s before closing.

Click the Save icon.

Proceed to Step #10.

You accessed the Time Sheet via the Approve

Time Sheets link,

Note: A description of each segment number is

displayed beneath each segment field.

Click Save & Review

Changes.

Click Save and Close

icon.

Re-open Time Sheet.

Proceed to Step #10

10 Verify entries and close Time Sheet.


24


Task #12 #12-TIME SHEET CHANGES: Temporary Costing Changes to Time

Sheet

Introduction: The manager’s view of the employee Time Sheet has some additional fields and

functions available. The Labor Distribution fields, or costing fields, (Fund Type, Fund, Org,

etc.) are available to allow the manager to make both permanent and temporary changes to the

account numbers when necessary. Each pay period the Labor Distribution (costing) defaults

to the account numbers pulled from the employee’s previous payroll run, and are displayed as

an exception message at the bottom of the Time Sheet.

Temporary Costing Changes must be entered for only the hours that need to be charged to

an account number different than the account number listed in the exception message area.

For example, an employee works overtime (OT) on a special project in the department. The

employee’s OT hours will need to be charged to a different account number. The OT hours

must be separated on the Time Sheet by entering them on a separate regular hourly pay

code row, then assigning the account number to be charged.

In order to separate OT hours for a classified employee, the manager must use the

hours at the end of the week (any hours over 40 hours earned in the week). These

hours may not be the accurate days/hours the employee worked on that project.

However, in order to charge the OT pay rate to the special project, the hours

delegated to that account number must be actual OT hours (over 40 hrs in a week).

In order to separate OT hours for an AFSCME employee, the manager must use the

hours at the end of each day that the OT was worked. Once the OT hours are

separated then the appropriate account number can be assigned to those hours.


1 Click on Edit Employee Time link


Employee names are

listed under the

employee group name

2 Click employee name to view Time Sheet. Table View of the

Time Sheet is

displayed.

Note: You may also access the Time Sheet by clicking on Approve Time

Sheets link and click on the employee’s name in the Approval table.


25


Task #12 (cont.) TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet


3 You may change costing on the employee Time Sheet in two

ways; 1) Switching to the List View of the Time Sheet, separating

the hours, if needed, then entering the new account number, or 2)

by working in the Table View of the Time Sheet, inserting a row,

entering the hours to be charged to a different account, then

entering the new account number.

If… Then…

You want to change the costing using the

List View of the Time Sheet,

Proceed to Step #4.

You want to change the costing using the

Rapid View of the Time Sheet,

Proceed to Step

#21.

4 Click on the black triangle where Table

view is displayed.

Located in the upper,

middle of the screen.

5 Click on List View option. List view of the Time

Sheet is displayed.

6

If… Then…

You need to separate the hours to be

charged to a temporary account

Proceed to Step #7

If the hours that need to be charged to

another account are already separated on

one row,

Proceed to Step #11


26




7 Click on the insert row button on Time

Sheet (on the day that you need to separate

hours)

A new row is

inserted below the

existing row and is

displayed in green.

The default pay code

“Reg Hrly Pay” is

displayed.

8 Click on the gray triangle in the pay code

field and choose a different pay code, only if

necessary

9 Enter the time-in and time-out on the

appropriate day, using one of the acceptable

formats;

Note: See WF Employee Time Entry

Manual, Task #5: Enter Worked Hours on

the Time Sheet.

You cannot save at this

time. If you do, the

regular hours will

merge into one row

again. 1st you must

enter the acct number.

10 Change the time-in and time-out on the day

you had to remove time from, in order to

separate into its’ own row, if applicable.

An ‘overlapping

time’ error will

display if the same

time is entered twice.


27





You will enter each segment of the account number (starting with the

Fund Type field) and then tab to the next field. If you don’t know the

particular segment number, click in the field. 010

A search table opens for that particular segment type. You may scroll

through the list and click on the appropriate segment number. The screen

automatically closes and returns back to the employee Time Sheet. The

appropriate segment number will automatically be filled-in on that field.



Press tab.



Press tab.



Press tab.



Press tab.


Enter the 9-character, alpha numeric

Project number. (AB1234567).

Be sure to include task segment here as

appropriate.


28




17

If… Then…

You accessed the Time Sheet via the

Edit Employee Time link,

Note: A description of each segment

number is not displayed beneath each

segment field. Please verify entries for

accuracy.

Click the Save

icon.

Proceed to Step

#18.


Approve Time Sheets link,

Note: A description of each segment

number is displayed beneath each segment

field.

Click the Save or

Close icon.

Review or re-open

the Time Sheet.

Proceed to Step #20

18 Click on the black triangle by “List view”

Located in the upper,

middle of the screen.

19 Scroll down and click on Table View option.

Note: Separated hours are displayed on row

with account number to be charged for those

particular hours.

Table view of the

Time Sheet is

displayed.




particular hours.


29




21 To change the costing using the Table View

of the Time Sheet;

Click on the insert row button on Time

Sheet (on the row that you need to separate

hours)

A new row is inserted

below the existing row

and is displayed in

green. The default pay

code “Reg Hrly Pay” is

displayed.

22 Click on the black triangle in the pay code

field and choose a different pay code, only if

necessary

23 Enter the time-in and time-out on the

appropriate day, using one of the acceptable

formats;


Manual, Task: Enter Worked Hours on the

Time Sheet.

You cannot save at this

time. If you do, the

regular hours will

merge into one row

again. 1st you must

enter the acct number.


30






separate it out on its’ own row, if applicable.

When you save, an

‘overlapping time’

error will display if

the same time is

entered twice.

Note: In/Out time entries will appear out of order when a row is inserted.

The entries are listed in the correct chronological order when saved.



You will enter each segment of the account number and then tab to the

next field. If you don’t know the particular segment number, click in the

field.

A search table opens for that particular segment type. You may scroll

through the list and click on the appropriate segment number. The screen

automatically closes and returns back to the employee Time Sheet. The

appropriate segment number will automatically be filled-in on that field.



Press tab.



Press tab.



Press tab.


31






Press tab.


Enter the 9-character, alpha numeric

Project number. (AB1234567).

Be sure to include task number when

appropriate.


31

If… Then…


Employee Time link,



Click the Save

icon.

Proceed to Step

#32.





Click the Save

or Close icon.

Review or re-

open the Time

Sheet.

Proceed to Step

#32




particular hours.


32


Task #13 #13-TIME SHEET CHANGES: Student meal deductions


Introduction: The Student Meal deduction field is only used for students

that work in Culinary Service/ Baker Center food facilities. The manager

will enter the dollar amount of the meal purchased by the student. That

dollar amount of the meal will be deducted from the student’s pay check.



Employee names are

listed under the

employee group name

2 Click on a student employee name to view the

manager’s view of the employee Time Sheet.

Employee Time Sheet

is displayed.

Note: You may also access the Time Sheet via the Approve Time Sheets

link and click on the employee’s name in the Approval table.

3 Add a row and select Student Meals pay

code.

4 Click in the Job Field

Scroll down and click on a Job option.

Note: Must choose Job in the row that

displays Student Meals Pay Code.

5 Enter dollar amount of meal in the row that

displays the Student Meals Pay Code, for

the appropriate day.

Note: Maximum allowable meal deduction

is $20.00 per day.

i.e. $4.54 must be

entered as 4.54

6

Note: It will only save if gross pay is more than meal deduction.

If… Then…


Employee Time link,


Proceed to Step #7.



Click the Save

icon.

Re-open Time

Sheet.

Proceed to Step 7.

7 Verify appropriate dollar amount of student

meal deduction displays on the Time Sheet

with no errors.


33


Task #14 #14-TIME SHEET CHANGES: Plus Rating for AFSCME employees


Introduction: The Job field is available to allow managers to enter

information for Plus Rating on AFSCME employees. The manager must

choose the appropriate Job Number & Grade (which includes the range

and step) and assign it to the amount of hours the employee worked at the

higher Job Grade in that pay period. If nothing is entered, the Job Number

& Grade defaults to the Job shown in the exception message at the bottom

of the Time Sheet.

Note: Students must always choose a job for each pay code row that has

time entered on the Time Sheet. The Workforce system will not allow the

student to save the Time Sheet without a job selected.



Employee names

are listed under the

employee group

name

2 Click on an employee name to view the

manager’s view of the employee Time

Sheet.

Employee Time

Sheet is displayed.



3 Click the insert row button on Time Sheet

A new row is

inserted below the

existing row and is

displayed in green.

The default pay

code “Reg Hrly

Pay” is displayed.


34


Task #14 (cont.) TIME SHEET CHANGES: Plus Rating for AFSCME employees


4 Enter the Job Number that the employee

performed (different than their current Job

Number & Grade listed in the exception

message area). If you don’t know the

specific Job Number;

Click in the search box.

A Job Number and

Grade search table

opens that lists all

available Job

numbers, Job

Descriptions, and

Job Grades.

To query all, search on

“|” (Third key to the

right of the letter p.

Must hold shift button)

5 Click on the appropriate Job Number,

Description, and Grade link.

The Job Number

and Grade search

table automatically

closes and returns

back to the

employee Time

Sheet. The selected

Job Number now

appears in the Job

field with the Job

description below

it.

6 Enter the time-in and time-out (using one of

the acceptable formats) on the days that the

employee worked at the higher Job Grade.

You may need to remove the hours from the

same day if the employee logged them on

the other Reg Hrly Pay row at their regular

job classification.


Manual, Task #5: Enter Worked Hours on

the Time Sheet.


35


Task #14 (cont.) TIME SHEET CHANGES: Plus Rating for AFSCME employees


7

If… Then…


Employee Time link,

Click the Save

icon.

Proceed to Step

#8.



Click the Save

icon.

Review or re-

open the Time

Sheet.

Proceed to Step

8.

8 Click on the Pay Preview tab. Verify the appropriate higher pay

rate was assigned to the hours the employee worked (at the higher

Job Grade in that pay period).


36


Task #15 #15-TIME SHEET CHANGES: Relief Worker Double Shift Pay Code

(Heating Plant Use Only)


Introduction: The Relief Worker Double-Shift pay code is available for

use by Heating Plant employees only. The employee works a double shift,

for instance 16 hours, and then takes a day off later in the week. The

employee is not supposed to get paid overtime for the day he/she works

the double shift. In order for the employee to get paid straight time for the

double shift, the Relief Worker Double-Shift pay code must be used.

Note: The manager or the employee may perform this process on the

employee Time Sheet. The Relief Worker Double-Shift pay code is

available to both.



Employee names are

listed under the

employee group name



Sheet.

Employee Time Sheet

is displayed.




A new row is

inserted above the

existing row and is

displayed in a darker

color. The default

pay code “Reg Hrly


4 Click on the down arrow in the Reg Hrly

Pay code field

Scroll down and click on Relief Wrkr Dbl

Sft = Relief Worker Double Shift


37


Task #15 (cont.) TIME SHEET CHANGES: Relief Worker Double Shift Pay Code

(Heating Plant Use Only)


5 Enter the time-in and time-out (using one

of the acceptable formats) on the day/s that

the employee worked the double shift. Be

sure to enter it on the row that has the

Relief Worker Double Shift pay code.

6 Change the time-in and time-out on the

day you had to remove time from, in order

to separate it out on its’ own row, if

applicable.

When you save, an



the same time is

entered twice.



7

If… Then…




Proceed to Step #8.



Click the Save or

Close icon.

Review or re-open the

Time Sheet.

Proceed to Step #8.

8 Click on the Pay Preview tab to verify that the double-shift hours

worked are paid at the regular hourly rate, and not the overtime

rate, for that employee.


38


Task #16 #16-TIME SHEET CHANGES: Call Back Unscheduled and Call Back

Scheduled Pay Codes


Introduction: Call Back Unscheduled occurs when an employee leaves

work and then gets called back in (was not scheduled to come back in).

The employee receives a minimum four-hour guarantee when called back

in. The employee will be paid the guaranteed four hours or for the total

amount of hours worked over the guarantee. The manager must enter the

actual hours worked using the Call Back Unscheduled pay code. The

system automatically calculates the difference between the actual hours

worked and the four-hour guarantee by inserting an additional pay code,

Reg Hrly Pay and the additional hours.

Call Back Scheduled occurs when an employee is scheduled for call back.

For instance, the employee is scheduled to come back after their regular

shift to attend a meeting or special training. The employee receives a

minimum three-hour guarantee when the time is classified as “Call Back

Scheduled”. The employee will be paid the guaranteed three hours or for

the total amount of hours worked over the guarantee. The manager must

enter the actual hours worked using the Call Back Scheduled pay code.

The system automatically calculates the difference between those actual

hours worked and the three-hour guarantee by inserting an additional pay

code, Reg Hrly Pay and the additional hours.



Employee names are

listed under the

employee group name



Sheet.

Employee Time Sheet

is displayed.




A new row is

inserted above the

existing row and is

displayed in a darker

color. The default

pay code “Reg Hrly



39


Task #16 (cont.) TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled

Pay Codes


4

If… Then…

You are entering hours as Call Back

Unscheduled

Proceed to Step #5.

You are entering hours as Call Back

Scheduled



Pay code field

Scroll down and click on Call Back

Unsched pay code = Call Back

Unscheduled

6 Enter the time-in and time-out (using one

of the acceptable formats) on the day/s that

the employee left work and then got called

back in. Be sure to enter it on the Call

Back Unscheduled pay code row.

7 Change the time-in and time-out on the

day you had to remove time from, in order

to separate it out on its’ own row, if

applicable.

When you save, an



the same time is

entered twice.




40



Pay Codes


8

If… Then…




Proceed to Step #9.



Click the Save or

Close icon.


Time Sheet.

Proceed to Step #9.

9 Verify that the system automatically

calculated the difference between the actual

hours worked and the additional guaranteed

hours (by inserting an additional pay code,

Reg Hrly Pay and the additional hours).

System

automatically

enters the cost

account to be

charged for the

additional

guaranteed hours.

10 Click on the Pay Preview tab to verify that

the Call Back Unscheduled time worked and

the Reg Hrly Pay guaranteed hours are paid

at the overtime rate for that employee.


This is additional

guarantee since

employee only worked

2 hours for call back.

41



Pay Codes



Pay code field

Scroll down and click on Call Back Sched

pay code = Call Back Scheduled

12 Enter the time-in and time-out (using one of

the acceptable formats) on the day/s that the

employee was scheduled to come back to

work. Be sure to enter it on the Call Back

Scheduled pay code row.



separate it out on its’ own row, if

applicable.

When you save, an



the same time is

entered twice.



14

If… Then…

You accessed the Time Sheet via

the Edit Employee Time link,




the Approve Time Sheets link,

Click the Save or Close

icon.


Time Sheet.



42



Pay Codes


15 Verify that the system automatically

calculated the difference between the actual

hours worked and the three-hour guarantee

(by inserting an additional pay code, Reg

Hrly Pay and the additional hours).

System

automatically

enters the cost

account to be

charged for the

additional

guaranteed hours.

16 Click on the Pay Preview tab to verify that

the Call Back Scheduled time worked and

the Reg Hrly Pay guaranteed hours are paid

at the overtime rate for that employee.


This is the 2 hours guaranteed since

the employee only worked from

5:30 to 6:30pm, or 1 hr. of the 3-

hour guarantee.

43


Task #17 #17-TIME SHEET CHANGES: Beeper Pay for AFSCME employees


Introduction: The Beeper Pay field is available only to managers to enter Beeper

pay when an employee is required to carry a beeper. The manager must enter

this as a dollar amount. It is limited by AFSCME contract.

Note: The system will not allow you to save and will display an error if the total

amount of the beeper pay for the week exceeds the allowed amount.


(Dashboard)


Employee names

are listed under the

employee group

name


manager’s view of the employee Time Sheet.

Employee Time Sheet

is displayed.

Note: You may also access the Time Sheet via the Approve Time Sheets link and

click on the employee’s name in the Approval table.

3 Add a row and select Beeper Pay.

Enter the per day beeper pay dollar

amount for each appropriate day.

You may also enter the maximum

beeper pay amount on any day of the

week.

Enter the dollar amount as XX.XX

4

Note: The system will not save and will display an error if the total

amount of the beeper pay for the week exceeds the allowed amount.

If… Then…


the Edit Employee Time link,


Proceed to Step #5.


the Approve Time Sheets link,

Click the Save or Close icon.

Review or e-open the Time

Sheet.

Proceed to Step 5.

5 Click on the Pay Preview tab. Verify the

appropriate beeper pay amount is displayed.


44


Task #18 #18-SCHEDULE: Make a Temporary Change to an Employee’s Schedule


Introduction: The Schedules tab on a Time Sheet allows the manager to

view an employee’s permanent schedule assignment and make temporary

changes that are not associated with a schedule template. Temporary

schedule changes must be made prior to Time Sheet approval and are

effective only for one pay period. The schedule automatically returns to

the permanent settings for the next pay period. For permanent schedule

changes, see Task #22. Temporary schedule changes are necessary, for

example, when an employee uses Paid Time-Off (sick, vacation, etc) and

then works beyond their scheduled ending time.

Note: Students do not have schedules.

1 Click on the Schedule tab at bottom of

Time Sheet.


2 Enter any necessary changes.

3 Click the Save icon.

Warning: HR Records office must be notified

(see notification instructions below) of

temporary assignment changes. If HR is not

notified, the employee may be paid incorrectly.

WorkForce managers must keep employee

schedules accurate and up-to-date to ensure

employees’ over time and holiday pay are

calculated correctly.

There is no message

reminding you to

save changes.

However, “Date

Saved” will appear

when you do save

changes.

Note: If the manager has approved the employee’s Time Sheet for the pay

period, changes to the schedule are not allowed.

Pay

Code

Work hours are scheduled on the pay code “Reg Hrly Pay”.

The employee’s designated lunch break is scheduled on the “Lunch”

pay code. Lunch must be expressed in whole hours or as 100ths of an

hour.

There is a comments field available to document reason for schedule

change.


45


Task #19 #19-SCHEDULE: Assign Permanent Changes to an Employee Schedule


Introduction: This task allows the user to assign an employee to a

schedule template on a temporary or permanent basis A permanent

schedule change occurs when an employee’s schedule changes

permanently (i.e., from five 8-hr days to four 10-hr days or vice-versa).

Permanent changes can only be made to schedules for the current un-

approved pay period and beyond (i.e. they may be future-dated, but not

back-dated). Therefore, all WF permanent schedule changes must be

processed in the second week of the pay period and prior to Time Sheet

approval if the change applies to that pay period.

Note: Students do not have a schedule.

Warning: HR Records office must be notified (see notification instructions

below) of temporary assignment changes. If HR is not notified, the

employee may be paid incorrectly. WorkForce managers must keep

employee schedules accurate and up-to-date to ensure employees’ over

time and holiday pay are calculated correctly. Don't uncheck the box in

the Manager Override field. This will remove the schedule from the

employee and s/he may be paid incorrectly.

Notification to HR: Manager or designee must email the following

information to [email protected]. This must be sent by the second week of

the pay period.

1. Employee Name and employee id.

2. Effective date of the change.

1 Click on the Assign Schedules link.

Note: The ‘Assign Schedule Cycles’ feature

is not used be Ohio University.

‘Choose an Action’

screen is displayed.


mailto:[email protected]

46


Task #19 (cont.) SCHEDULE: Assign Permanent Changes to an Employee Schedule



If… Then…

You would like to make a

Permanent schedule change

Click the “Assign Schedule

Templates” option under

Permanent Changes.

You would like to make a

temporary schedule change

Click the “Assign Schedule

Templates” option under

Temporary Changes, or go to

Task # 20

3 Click the box to the left of the date.

Date and Save Options

window is displayed.

4 Select Date needed.

5 If you have more than one group, click on

the applicable group, even if it is already

displayed. The date entered in Step 2 should

fall within the displayed Valid Date Range.

Groups are listed on

the left-hand side of the

screen.


47



If… Then…

You would like all employees in

the group to be assigned to the

same schedule;

Click the box in header row to

the left of name field to check

all employees.

Click on the “Mass Edit” line

at the bottom.

Select Schedule

Enter Effective date

Click “Apply to all checked

rows”

Save

You would like to assign

schedule templates individually

or only change the schedule

template for one employee;

Click in the Schedule Template

field for the desired employee.


48


Task #19 (cont.) SCHEDULE: Assign Permanent Changes to an Employee Schedule


7 Click on the desired schedule template.

Note: WorkForce managers must keep

employee schedules accurate and up-to-date

to ensure employees’ over time and holiday

pay are calculated correctly.

8 Click in the Effective Date field.

Enter the start date for the new schedule

using the following format:

MM/DD/YYYY

Note: The start date must fall within the

dates shown in the Valid Date Range

column. If the range is incorrect, repeat

steps #3 thru #7 of this task.

9 Click the Save icon.

Warning: Do not click in the Manager

Override box and uncheck this box when

changing the schedule template.

A green ✓appears

to the left of the

name.

10 Click on the employee group name again

Verify schedule change

Schedule opens for

group


49


Task #20 #20-DELEGATION: Delegate Employee group to another Approver


Introduction: The “Delegate” action allows the manager to delegate

approval authority to another employee for as long as the manager sees fit.

The delegate is the OU employee that will approve and submit the

employee Time Sheets in the manager’s absence. This function is

necessary so the manager will have a permanent designated back-up

approver or even a temporary substitute during a planned vacation. This

function is not available to all group designees.

Note: If you need to delegate or re-delegate to a salaried employee that is

not a current Workforce user, please call the payroll office at (593-1859)

before you attempt this step. The Payroll Staff must first add the

employee to the Workforce system as a user before you can delegate a

payroll group to them.

1 Click on the Manage Delegations link “Manage

Delegation” box is

displayed.

2 Click the Delegate Authority link. ‘Enter Search Criteria’

box is displayed

3 Click in the ‘Group Description:’ Box

Input the Group Name or some part of the

Group Name while using the asterisk *.

Note: If you don’t know the Group Name,

you may enter the asterisk * only and all

Groups delegated to you will be displayed.

4 Click in the box next to the name of the

group to be delegated.

Box is checked.

50


51


Task #20 (cont.) DELEGATION: Delegate Employee group to another Approver


5 Click the drop-down arrow in the Role

field for the group being delegated.

Select the Role to delegate to the user

User may only

delegate rights equal

to or below their own.

User has two Roles to choose from;

Group Manager or Group Student Coordinator

The following table displays functionality for each Role.

Group Manager

Group

Student Coordinator

Functions Available to each Role

Refer to

Task #

Yes Yes Approve Employee Time Sheets (except

their own)

3, 4, 5,

6, 7, 8,

9,10,11,

12

Yes Yes Edit Employee Time Sheets 13,14,1

5,16,17,

18, 19

Yes NO Make Temporary and Permanent Changes to

Employee Schedules

20,

21, 22

Yes /NO

Yes /NO

Delegate the Approval Group to a new approver (available only if the manager gave the Group Manager/Student

Coordinator the rights to redelegate the group to someone else)

23

Yes /NO

Yes /NO

View/Revoke the Delegate Group Rights (Same as Delegate approval Group to a new approver, above)

24

Yes NO Manage Groups: Add, Move, or Remove an

employee to/from the Group 25,26,

27

Yes Yes Students: Hire a New Student Employee 28

Yes Yes Students: Create a New Assignment/Time

Sheet for a Student in Your Group

29

Yes Yes Students: Edit Assignment/Time Sheets

(Change Pay Rates and/or Permanent

Costing)

30

Yes Yes Students: Add a New Job to An Existing

Student Assignment/Time Sheet

31

Yes Yes Students: Terminate a Student Assignment/Time

Sheet 32

Yes Yes Process: New Classified, AFSCME or FOP

Employee Hired into Workforce

33

Yes Yes Manager Navigation Options, Search for Employee

Using Prev/Next Buttons, ‘Find’ & ‘Sort’ Function 34,35,

36, 37

Yes Yes Run a Report 38


52


Task #20 (cont.) DELEGATION: Delegate Employee group to another Approver


6 Click in the Effective Date field for the

group being delegated.

Enter the start date for the delegation

rights using the following format: MM/DD/YYYY

You may also click on the calendar and

click on the effective date instead of

entering the date manually

Note: The system will not allow you to use

a start date prior to the current system date.

** However, error message does not appear

until you try to choose a delegate.

The Effective Date

defaults to the

current date

7 Click in the End Effective Date field for

the group being delegated.

Enter the date the User’s delegation rights

should end, using the following format: MM/DD/YYYY

Note: If the group is being delegated for an

indefinite period of time, enter a long range

future-dated ‘End Effective’ date. For example:

12/31/3000

The End Effective

Date defaults to 7

days from the

current date.

8 If the person to whom the group is being

delegated should have the ability to further

delegate the group to someone else:

Click the Allow Re-delegation box for the

group being delegated.

9 Click the Next button. Search for Delegation Recipients window is

displayed

10 Enter the search criteria to find the person

to whom the group is being delegated.

Click the Search button.

Search results are

displayed.

11 Click in the circle next to the name of the

person receiving delegation.

Click the Select button.

Status Message

(“Operation Performed

Successfully”) should

appear below.

12 Click on Continue button to make the

delegation effective and return to the

delegation screen.


53


Task #21 #21-DELEGATION: View / Revoke Delegated Group Rights from an

Approver


1 Click on the Manage Delegations link. Manage Delegations

box is displayed.

2 Click the View/Revoke Delegations link. Search box is

displayed.


If… Then…

You would like to view the

delegation table

Proceed to Step #4

You would like to Revoke a

delegation

Proceed to Step # 5

4 Enter search criteria.

Delegations you

have made appear.


54


Task #21 (cont.) DELEGATION: Cancel / Remove Delegated Group Rights from an Approver

Warning: The end effective date for a delegation may show that an

approver’s delegation has expired, but the “Revoke All” option remains

available. If that occurs, be sure to Click on the Expand button to see if

the approver re-delegated the employee group to another approver. When a

delegation has been revoked, and re-delegations exist, then the re-

delegations remain effective.


5 To Revoke the Delegated Rights make the decision below;

If… Then…

You would like to revoke all

delegations for the group

Note: Includes re-delegated rights.

Click on the Revoke All

link under the Actions

column for the group.

You would like to revoke only the

delegation selected

Click the Revoke link

under the Actions column

for the group.

6 Click in the Revoke is Effective As Of field.

Enter the effective end date.

7 Click the Confirm button. Status message ‘Operation

Performed successfully’ is

displayed.

8 Click the Continue button

View the Delegation Table for accuracy

Delegation Table is

displayed


55


Task #22 #22-MANAGE GROUPS: Add an Existing Employee or a Newly Hired

Employee to a Group

Warning: This function should be used with extreme caution. It should

NEVER be used to manage student employees.


Introduction: Employees can be added to or removed from the group, or

moved to an existing group. Also, this process must be used when you

have hired a new Classified, AFSCME, or FOP employee in your

department. Once HR processes the paperwork, the employee must be

added to your group in order for you to approve their Time Sheet. See

Task #33 Process: New Classified, AFSCME, or FOP Employee Hired.

1 Click on the “Manage Delegations”

option.

Employee groups are

displayed on left.

2 Click the name of the group to be managed.

Note: Window opens up to the Assignments

Tab as the default. DO NOT use the Filters

Tab or the Advanced Tab.

Group window is

displayed.

3 Click the “Add” option (“Add” is default).

Click the Go button.

Warning: Do Not Use the “Copy”

option!

Search screen is

displayed.

4 Enter the appropriate search criteria for

the employee being added to the group.



56


Task #22 (cont.) MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group


5 Click in the box next to the employee

name to be added to the group.

Click the Select button.

Status message

‘Assignments added

successfully’ is

displayed.

6 Click the Continue button to return to Group

Manage window.

The added

employee is listed

in the group.

7 Verify the added employee is listed in the

group assignments section


57


Task #23 #23-MANAGE GROUPS: Move an Employee to an Existing Group

Introduction: You may only move employees from one group to another

existing group if you have access (are an approver) to both groups.


1 Click on the “Manage Groups” option. Employee groups are

displayed on left.

2 Click the name of the group that the

employee will move out of.




Group Manage



employee to be moved out of this group.

4 Click the drop down arrow next to “Add”.

Click on the “Move” option.

5 Leave the next field defaulted to “to

Existing Group”.

6 Click the Go button.


58


Task #23 (cont.) MANAGE GROUPS: Move an Employee to an Existing Group

7 Click the drop down arrow in the To

Group field.

Click on the group to which you’re

moving the employee.

8 Click the Go button. Status message

‘Assignments moved

successfully’ is

displayed.

9 Click the Continue button to return to the

Group Manage Window.

10 Verify the moved employee is listed in the

group assignments section of the group they

were moved to, and not listed in the group

they were moved from.


Employee moved to group

59


Task #24 #24-MANAGE GROUPS: Remove an Employee from a Group


Introduction: This function is RARELY used. This task instructs the

manager on how to remove an employee from a group. It does not remove

the employee from Workforce, nor does it terminate the employee’s

Assignment/Time Sheet. The employee still has the ability to log onto the

system and enter time. An example of when you would use this feature is

when a non-student employee is only in your group for a special

arrangement while still working in their home department.

Note: This is not a substitute for terminating a student Assignment/Time

Sheet. See Task # 32 to terminate a student Assignment/Time Sheet. Only

Payroll staff terminates an employee (non-student) Assignment/Time

Sheet.

1 Click on “Manage Groups.” Employee groups are

displayed on left

2 Click the name of the group that the

employee will be removed from.




Group Manage



employee to be removed.

4 Click the drop down arrow next to “Add”.

Click the “Remove” option.


60


Task #24 (cont.) MANAGE GROUPS: Remove an Employee from a Group


5 Click the Go button. Confirmation

window is

displayed.

6 Click the OK button. Status message

‘Assignments

deleted

successfully’ is

displayed.

7 Click the Continue button to return to Group

Manage Window.

The removed

employee is no

longer listed in the

group.

8 Verify that the employee was removed from

the group.


Kevin Simons was removed from

group: Airport Maintenance.

61


Task #25 #25-STUDENTS: Hire a New Student Employee


The New Hire functionality allows a manager to create a new student employee’s

initial Assignment/Time Sheet by hiring them in Workforce or to create a new

Workforce Assignment/Time Sheet for an existing OU student employee. If the

manager is hiring a new student employee, all paper documents must be

completed prior to or on the hiring date, and forwarded to the Payroll Office.

Student Employee documents are required by the Federal Government to be on file

in the Payroll Office. All documents are available at

http://www.ohio.edu/finance/payroll/student.cfm

Note: Hire students into WF in the beginning of the 2nd week of the pay period.

Warning: A Federal work study or PACE student must be awarded funding from

the Office of Financial Aid before you can hire them into Workforce. Any increase

in the hourly wage for Federal work study or PACE students, must first be approved

by the Office of Financial Aid @ 593-4147.


If… Then…

You are hiring a Non-OU

student as an employee into

your group

Proceed to the next step.

You are hiring an OU student as

an employee into your group

Proceed to step #5.

2 New hire forms should be completed &

submitted to payroll one week before start

date.

The Payroll Office

must hire the new

student employee into

Oracle. Once this is

processed an OHIO id

and PID will be

produced for the Non-

OU student.

3 Obtain the newly created Ohio ID and Ohio

email address.

Contact Payroll for ID information.

You must wait

until Payroll has

entered the Ohio

ID and PID into

Oracle before you

may complete this

step. (usually

processed 24 hours

after the student is

hired into Oracle)


http://www.ohio.edu/finance/payroll/student.cfm

62


Task #25 (cont.) STUDENTS: Hire a New Student Employee

4 Hire the Non-OU Student into Workforce. Proceed to step #5.

5 From Homepage, click on the “New Hire”

option.

Hire New Employee


6 If you have more than one group, click the

drop down arrow in the Employee group

field.

Click on the Employee group into which

the student is being hired.

If you only have

access to one

group, your only

group will be the

default in this field.

7 Click in the Social Security Number field.

Enter the student’s Social Security

Number with dashes.

8 Click the Next button. Note: Available Policy Profiles field is enabled. The

Student Hourly is the default.

9 Click the Next button.

10 If hiring OU student, verify student’s information is correct.

If hiring Non-OU student the warning message below appears

Note: The system attempts to connect to the People Soft System to

confirm that the student exists. If so, the student’s name, login ID, and e-

mail are displayed. If not, the message below is displayed.


11 Click the Proceed button.

12 Click the Next button Student Employee Information Window is

displayed, if you are hiring a non-OU student.

Assignment Window is displayed if you are hiring

an OU Student.


63



13

If the system needs you to enter name, OHIO ID, etc.:

Verify SS#, contact Payroll if it appears correct.

14 Note: The hire date will default to the first

day of the most recent unprocessed pay

period.

The date cannot be changed.

Press the Tab key.

Warning: It is best to hire students into WF

in the beginning of the second week of the

pay period.


64




15 Enter a unique Assignment/Time Sheet

Name for the employee using the

templates below. A student employee

cannot have two Assignments/Time

Sheets with the same name. Enter one of

the examples below for Student Hourly,

Federal Work Study (FWS) or PACE.

Warning: Assignment/Time Sheet

Name is limited to 16 characters. HRLY- Dept or Proj Name

Culinary should use name of the Dining Hall

FWS- Dept Name

PACE-Dept or Proj Name

Press the Tab key.

Note: For each account number charged there must be a unique

Assignment/Time Sheet created. The assignment name is the Time Sheet

name the student will see when s/he logs onto WF to enter their time.

Warning: If you are rehiring a student that previously worked in your

department, you must enter a unique Assignment/Time Sheet name. For

example, a work study student is hired with the assignment name FWS

Payroll. The student leaves for a period of time and is then rehired. New

assignment name could be FWS-Payroll (adding a hyphen).

16 Enter the complete cost account including the appropriate natural

account numbers listed below.

OU Student Hourly & PACE (152000), FWS (152500)

Work Study/PACE account numbers should be obtained from

the Office of Financial Aid. Please call 593-4147. Note: If you have a Project and Task Number enter; i.e.GL0000001.99 be

sure to enter the decimal. Do not use spaces.


Fund Type consist of three digits

Fund consists of four digits

Organization consists of five digits

Natural Account consists of six digits

Project/Task is an alphanumeric field and consists of a minimum of

nine characters

65




17 If hiring a Non-OU student employee,

enter the student’s OHIO login ID as the

Workforce login ID and the email address

if not automatically populated. (Rare)

If hiring an OU student, go to step #18

18 Click the Next button. Assignment job and

rate window is

displayed.

19 Enter the student’s Job name. The Job

name is limited to 16 characters.

20 Enter the rate of pay. Do not use a dollar

sign. Use the format: XX.XX

Note: To determine the pay rate for FWS/PACE

students, or to request an increase in the hourly

wage for FWS/PACE students, call the Office of

Financial Aid @ 593-4147.

The rate defaults to

minimum wage if a

rate is not entered.

21 Click the Next button. Review and Confirm



66




22 Review the new hire information.


If… Then…

Any of the information is

incorrect Click the Previous button.

Make the necessary changes.

Return to the Review and

Confirm window.

Proceed to Step #24

The information is

incorrect and you want to

cancel the transaction

Click the Cancel button, then

Click the OK button

The information is correct Proceed to Step #24.

24 Click the Confirm button. Status success message

‘Hire information

saved successfully’ is

displayed.

25 Click the Proceed button. System returns you

to the Employee

New Hire window.

The student employee will appear in your approval table immediately. If

the student has never used Workforce, the new hire will not have access to

their Time Sheet for 24-48 hours after you hire them into the WF system.

Some payroll processes must run before the student is able to access his or

her Time Sheet and/or punch in or out on a time clock. The manager will

have to enter the time in/out for the student until the student has access.


67


Task #26 #26-STUDENTS: Create a New Assignment/Time Sheet For a Student in

Your Group


This task demonstrates how to create a new Assignment/Time Sheet for a

student that is already in the system but has an Assignment/Time Sheet

that is charged to a different account number. For each account number

charged for hours worked there must be a unique Assignment/Time Sheet

created. The assignment is the Time Sheet name the student will see when

s/he logs onto WF to enter their time. The steps are essentially the same as

those for hiring a new employee.

1 Mouse over the Employee menu.

Click on the “New Hire” option.

Hire New

Employee window

is displayed.

2 If you have more than one group, click the

drop down arrow in the Employee group

field.

Click on the Employee group into which

the student is being hired.

If you only have

access to one

group, your only

group will be the

default in this field.

3 Click in the Social Security Number field.

Enter the student’s Social Security

Number with dashes.

4 Click the Next button. Note: Available Policy Profiles field is enabled. The

Student Hourly is the default and does not require

any change.

5 Click the Next button. The student’s

current information

is displayed.


68


Task #26 (cont.) STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group


6 Click the Proceed button.

7 Click the Next button. Assignment screen is displayed.

8 Enter a unique Assignment/Time Sheet Name

for the employee using the templates below.

A student employee cannot have two

Assignments/Time Sheets with the same

name. Enter one of the examples for Student

Hourly, Federal Work Study (FWS), or

PACE.

Warning: Assignment/Time Sheet Name is

limited to 16 characters.

Press the Tab key.

Note: For each account number charged there must be a unique Assignment/Time

Sheet created. The Assignment/Time Sheet name is the Time Sheet name the

student will see when s/he logs onto WF to enter their time.

Warning: If you rehire a student that previously worked in your department, you

must enter a unique Assignment/Time Sheet name. Variations of previous

assignment names are acceptable.


69




9 The Beginning on field defaults to the beginning date of the most

recent unprocessed pay period.

The date cannot be changed.

Press the Tab key.

Warning: It is best to hire students into WF in the beginning of

the second week of the pay period.

10 Enter the complete cost account including the appropriate natural

account numbers listed below.

OU Student Hourly & PACE (152000), non-OU Student Hourly

(152100), FWS (152500)

FWS/PACE account numbers should be obtained from the

Office of Financial Aid. Please call 593-4147.

If you have a Project and Task Number i.e. GL0000001.99,

you must enter the decimal. Do not use spaces.

11 Click the Next button. Assignment job and

rate window is

displayed.

12 Enter the student’s Job name. The Job

name is limited to 16 characters.

13 Enter the rate of pay. Do not use a $ sign.

Use the format: XX.XX

Note: To determine the pay rate for FWS/PACE

students, or to request an increase in the hourly

wage for FWS/PACE students, call the Office of

Financial Aid @ 593-4147.

The rate defaults to

minimum wage if a

rate is not entered.

14 Click the Next button. Review and Confirm


15 Review the new Assignment/Time Sheet

information.


70




If… Then…

Any of the information

is incorrect Click the Previous button.


Return to Review/Confirm window.

Proceed to Step #17

You want to cancel the

incorrect information. Click the Cancel button, then

Click the OK button The information is correct proceed to the next Step #17

17 Click the Confirm button.

Status success message ‘Hire

information saved successfully’ is displayed.

18 Click the Proceed button. System returns you to the

Employee New Hire window.

The student employee will appear in your approval table immediately. Since this

student has previously used Workforce, access to the Time Sheet will be

immediate.

Note: When a student with multiple assignments (multiple Time Sheets) logs on

to WF and selects the Enter My Hours link, a list of their Assignments/Time

Sheets are displayed. The student selects the appropriate Assignment/Time Sheet

and begins entering time. A student that swipes a clock with multiple

assignments will have the option to choose the appropriate assignment when

swiping in.


71


Task #27 #27-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)


Introduction: This process is used for permanent pay rate changes and

costing changes for student employees only.

Warning: Student hourly, PACE and Federal Work Study must be

separate Assignments/Time Sheets. Do not change a Student Hourly to

PACE or FWS, etc. To determine pay rate or account numbers for Federal

work study and PACE students, call the Office of Financial Aid @ 593-

4147.

1 Click on the Employee menu.

Click on the “Assignments” option.

Find Employee

Assignments window

is displayed.

2 Enter the appropriate search criteria to

find the employee who’s

Assignment/Time Sheet you’d like to edit.


See Task #36 for

directions on using

the Search

function.

3 Click on the employee Assignment/Time

Sheet to be edited. For example, I will give

this student a pay raise.

Note: Some employees have more than one

Assignment/Time Sheet. Select the

appropriate assign to change.

Employee

Information

window is

displayed.

4 Click the Proceed button. Edit Assignment

window is

displayed.


72


Task #27 (cont.) STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)


5 Edit costing information, if applicable.

Note: FWS/ PACE account numbers should be

obtained from the Office of Financial Aid. Please call

593-4147.

6 Click the Next button. Assignment Job and

Rate window opens.

7

Edit pay rate information.

Note: To determine the pay rate for Federal work

study and PACE students, call the Office of Financial

Aid @ 593-4147.

If you change a Job

name on an

assignment and

hours have been

entered on the Time

Sheet, the approver

or student MUST

update Time Sheet

with new name.

Failure to do so will

cause Time Sheet to

be in error and not

pay correctly.

73



Task #27 (cont.) STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)


8 Click the Next button. Edit Assignment

Information window

is displayed.

9 Review the assignment information.


If… Then…



Make the necessary changes. Return to the Review and Confirm

window.

Proceed to Step #12

The information is

incorrect and you want

to cancel the transaction


Click the OK button

The information is correct proceed to the next Step #12

11 Click the Confirm button. Status success message

‘Employee/Assignment

information saved

successfully’ is

displayed.


Find Employee

Assignments window.


74


Task #28 #28-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet


Introduction: This process of adding a new job to an existing employee

Assignment/Time Sheet is applicable to student employees only. Use this

function when your student employee has multiple jobs charged to one

account number paid at different rates. For example: Office Asst at $7.85,

Tech Asst at $10.50. Each of the two jobs are paid at different rates.

IMPORTANT NOTE: It may take up to 5 minutes for newly created

job to appear on a timesheet.

1 Scroll down to the Employee menu.

Click on the “Edit Assignments” option.

Find Employee

Assignments window

is displayed.

2 Enter the appropriate search criteria to

find the employee who’s

Assignment/Time Sheet you’d like to

edit/add new job.


See Task #36 for

directions on using

the Search

function.


Sheet to be edited.


Assignment/Time Sheet. The changes will

occur in the specific Assignment/Time

Sheet selected.

Employee

Information

window is

displayed.

4 Click the Proceed button. Edit Assignment


5 Review assignment information. Costing and

assignment name should remain the same.

6 Click the Next button. Assignment Job and

Rate window opens.


75


Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet


7 Click the Insert button.

A new row is

displayed copying

information from the

original job and rate.

8 Enter new job name in the Job field (must

be on the second row). The Job name is

limited to 16 characters.

Press the Tab key.

Warning: You must enter the new Job on

the second row. The second row is the

row that was actually inserted new.

9 Enter the new rate in the Rate field.

10 Click the Next button. Review and

Confirm window is

displayed.


76


Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet


11 Review the employee’s new assignment

information.


If… Then…



Make the necessary changes. Return to Review/Confirm window.

Proceed to Step #13

The information is




Click the OK button



Status success message


information saved

successfully’ is displayed.


Find Employee

Assignments window.

Note: A student that completes an online Time Sheet with multiple jobs must select the

appropriate job and then begin entering time. S/he can insert a new row to enter time in

the same day/week for another job. The need for different jobs usually means the student

is paid at different rates. A student that swipes a clock with multiple jobs will have the

option to choose the appropriate job on the time clock. IT MAY TAKE UP TO 5

MINUTES FOR A NEW JOB TO APPEAR ON A TIMESHEET


77


Task #29 #29-STUDENTS: Terminate a Student Assignment/Time Sheet


Introduction: You must terminate a student Assignment/Time Sheet when

a student employee no longer works for you. Students not terminated will

continue to have access and will be able to log hours charged to your

department. If a classified employee needs to be terminated, contact

payroll.

Warning: Do not terminate your student until after their last time sheet has

been processed by Payroll and the new pay period is open. Once the

student has a zero hour Time Sheet and the student Assignment/Time

Sheet have been terminated, the student Assignment/Time Sheet will drop

from your group when Payroll processes the pay period. Until the student

Assignment/Time Sheet is dropped from your group, you must approve the

student’s zero hour Time Sheet for that pay period. NEVER “Remove”

students from your group.

1 Scroll down to the Employee menu.

Click on the “Edit Assignments” option.

Find Employee

Assignments window is

displayed.

2 Enter the appropriate search criteria to find the

employee who’s Assignment/Time Sheet

you’d like to terminate.



Sheet to be terminated. Never terminate

an employee group labeled:

“Auto-XXXXXXXX”.

Verify you have the correct employee.


Assignment/Time Sheet. The termination will occur

only in the specific Assignment/Time Sheet selected.

Employee

Information

window is

displayed.

4 Click the Proceed button. Edit Assignment window

is displayed.

78



Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet


5 Click in the Assignment Status field.

6 Enter a “T” (Terminated) in place of the

“A” (Active).

Do not edit the Job and Rate window.

Assignment Job

and Rate window is

displayed.

7 Click the Next button. Review and

Confirm window is

displayed.


79


Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet


8 Review the Assignment/Time Sheet being

terminated.


If… Then…




Return to the Review and Confirm

window.

Proceed to Step #11

The information is




Click the OK button



Status success message


information saved

successfully’ is displayed.


‘Find Employee

Assignments’ window.

12 The student will be dropped from your approval group after the

current pay period is processed and the next pay period is open.

Until the student Time Sheet is automatically dropped from your

approval table, you must approve the student’s zero hour Time

Sheet.


80


Task #30 #30-Process: New Classified, AFSCME or FOP Employee Hired (Does not

apply to Student employees)


Introduction: The Hiring Department is responsible to inform Human

Resources (UHR) that they have made a decision on hiring an employee.

UHR then calls the employee and offers them the job. UHR has the

employee complete all the necessary hiring/payroll documents. UHR then

forwards the Payroll forms to the Payroll Office (Payroll). The new

employee will be hired into the Oracle system by UHR. The first pay

period must be reported on a paper Time Sheet. They are then imported

from Oracle to Workforce automatically after it is processed.

The following steps must be completed to give the employee the ability to

access their Time Sheet and to be paid properly. It also gives the approver

the ability to charge the payroll to the correct departmental account, to

access the Time Sheet, and to approve the Time Sheet.

Warning: Do not attempt to use the new hire process for a Classified,

AFSCME, or FOP employee. The process is only for hiring student

employees into Workforce.

1 Add the employee to the approver’s group.

See Task #25, MANAGE GROUPS: Add an

Existing Employee or a Newly Hired

Employee to a Group

2 Assign a permanent schedule to the

employee. See Task # 22, SCHEDULE:

Assign Permanent Changes to an Employee

Schedule.

3 Once new employee logs hours in

Workforce, add the account number to

charge employee’s wages. See Task # 13,

TIME SHEET CHANGES: Permanent

Costing Changes to Time Sheet

Note: If you cannot access the employee’s Time Sheet, call the Payroll

Department to verify the process mentioned in the introduction section has

been completed (see page #1 for phone numbers).


81


Task #31 #31-Navigate Time Sheets Using Prev/Next Buttons


Introduction: The Next and Prev options allow the manager to move from

one employee Time Sheet to another within an employee group.



Employee names are

listed under the

employee group name

2 Click on an employee’s name.

Click the Next arrow to move to the next

employee within the group list.

Click the Prev arrow to return to the

preceding employee in the group list.

When making changes

to a Time Sheet, always

save the Time Sheet

prior to moving on to

another.


82


Task #32 #32-Search for an Employee Using the ‘Find’ Function


Introduction: This task demonstrates the Find function to use when

searching for a particular employee’s Time Sheet. This is particularly

useful when the employee group is large and scrolling through lists is

inefficient.


The navigation options

are displayed at the top

left-hand side of

window.

2 Click the Find icon. Search for assignments



3 Click in one of the three search fields.

Enter the appropriate search criteria.

Note: You may use the * as a wildcard

when you are not sure of the complete

spelling (but may obtain more results).

The search fields

are not case

sensitive.

4 Click the Search button.

Note: If only one employee meets the search criteria, the employee’s Time Sheet

will open automatically. If multiple employees meet the criteria or the user has

multiple Assignments/Time Sheets, the manager must select the appropriate

employee Time Sheet by clicking on the employee’s name in the search results.


83


Task #33 #33-Navigate Time Sheets Using the ‘Sort’ Function


Introduction: This task demonstrates the Sort function to use when

searching for a particular employee’s Time Sheet and navigating through

all of the Time Sheets in each group you approve. The sort function will

allow you to sort the employees by Last Name, First Name, or Employee

Number. This is particularly useful when the employee group is large.


The navigation options

are displayed at the top

left-hand side of

window.

2 Click the Sort icon. Sort Option window is

displayed.

3 Click on the Last Name, First Name, or

the Employee Number , then

Click the up or down arrow to move the

selection up or down in the sort list. The

employees will be sorted in the order you

move them in this window.

4 Click the Sort button. Sort Option window

closes.

5 Click on the Group Name to view employees.


84


Task #34 #34-Run a Report


1 Click on View Group Reports link.

Report names and

descriptions are listed

after the instructions to

view and print.

NOTE: For a complete list of reports and what they do, visit the Workforce Training page from ohio.edu/finance/payroll


85


Task #35 (cont.) Run a Report


2 Click the name of the appropriate report. Report parameters

screen is displayed.

3 Enter the date or range.

Note: Some reports require the pay period

ending date. Others may be run for a single

day or for a specified date span.

4 Click the drop down arrow in each selection

field, if applicable.

Make desired selections.

Multiple selections of options may be

made by holding the control button during

selection process.

5 Click in the radio button next to the desired

output format.

Excel (CSV) – opens report data in excel

Excel – opens report data in excel

HTML – shows the report results on the

screen in the browser

PDF – creates a downloadable file for

viewing in Acrobat Reader. See step #7.

6 Click the Submit button to run the report.

7 If the PDF output format is selected, the user must refer to the

table below for viewing and saving options.

If… Then…

You would like to view

the report on-screen prior

to saving it

Click the Open button.

You would like to save

the report without

viewing it immediately

Click the Save button.

Click the drop down arrow in the

Save in: field.

Click on the desired location.

Click in the File name: field to

change the name of the file.

Enter desired file name.

Click the Save button.


86


Task #36 #36-Pay Code Listing PAY CODE INFORMATION: PLEASE NOTE: New Pay Codes have recently been added for Emergency Closure situations. Now when the University closes, use the pay code “Emergency Closure” to record your paid hours for the day. If you are required to work during an emergency, your supervisor can now use the “Emergency Worked” pay code to ensure proper compensation.

Pay Codes Enterable by Employees/Students (Note: Manager may enter Paid Time Off for employees that swipe in /out on a time clock. Check

with your manager to determine process in your department.)

Pay Codes Description Regular Hourly

Pay (Classified, Students, AFSCME) Pay code used to record In/Out punches for each day

worked during the pay period.

Lunch

Exception

(Classified, AFSCME) Pay code used to record lunch time taken when it differs from the

regularly scheduled lunch. Enter the actual length of the lunch (not the difference from

the usual). A zero should be entered for any days when no lunch was taken including

partially worked days where more than 4 hours are worked. There is no entry needed

when the lunch taken is the same as the regularly scheduled lunch. (refer to schedule to

verify regular scheduled lunch). Training &

Professional

Development

(Classified, AFSCME) Pay code used to record training hours in elapsed time.

Vacation (Classified, AFSCME) Pay code used to record vacation hours taken as elapsed time.

Sick (Classified, AFSCME) Pay code used to record sick time taken as elapsed time.

Personal Day (Classified, AFSCME) Pay code used to record personal hours taken as elapsed time

in full-hour increments only.

Jury

Duty

(Classified, AFSCME) Pay code used to record regular work hours lost when an

employee is subpoenaed to testify in court or serves on a jury for the United States or the

State of Ohio.

Comp

Time Earned

(Classified, AFSCME) Pay code used when employees want to ‘bank’ their overtime

hours for a week (Classified Only) or for a day (AFSCME Only) as ‘comp time’ rather

than get paid the time-and-a-half rate for those hours. The employee enters the number of

OT hours they want to bank as comp time. The overage hours that the employee banks

are automatically multiplied by 1.5 and added to the employee’s comp time bank to be

used as early as the following week (classified) or the following day (AFSCME). Comp

Time cannot be banked until the total hours for the week exceed 40 (Classified Only) or

until the hours exceed 8 or 10, depending on the AFSCME employee’s schedule, for a

day (AFSCME only). The number of hours requested to be banked must not exceed the

number of overtime hours worked during the week (classified) or day (AFSCME). See

Task #9 for instructions on banking comp time.

Comp

Time Paid

(Classified, AFSCME) Pay code used when an employee chooses to use banked Compensatory

Time. The number of hours used cannot exceed the employee’s banked balance.


87


Task #36 (cont.) #36-Pay Code Listing

Pay Codes Enterable by Employees/Students

(Note: Manager may enter Paid Time Off for employees that swipe in /out on a time clock.

Check with your manager to determine process in your department.)

Military Pay (Classified, AFSCME) Pay code used to record regular hours lost due to temporary

military service in the Ohio organized militia or other reserve components of the

armed forces of the United States, including the Ohio National Guard. Not to exceed

176 hours within a calendar year. Birthday (AFSCME) Employees entitled to Birthday Pay enter a one (1) to request Birthday Pay

for that day. The system verifies that the employee is scheduled to work on the

requested date and pays the employee for one day based on the employee’s standard

work day information in Oracle.

Funeral (AFSCME) An employee who has completed the probationary period may take up to three (3)

days for arranging and attending the funeral of a member of his/her immediate family. They

may use up to 2 days as sick pay in addition to the 3 funeral days. (Classified) An employee

will use sick pay code and up to five (5) days. Other Used for anything that doesn’t have an individual pay code. A comment is required when this

pay code is used.

Volunteer

Firefighter

(Classified, AFSCME) Receives two weeks per year paid time off.

Pay Codes Enterable by Supervisors

Managers may change punches recorded under Regular Hourly Pay to any of the following:

Pay Codes Description Call Back

Scheduled (AFSCME) Employee guaranteed a minimum of three hours. The system

automatically generates the difference between the time designated as Call Back

Scheduled and the guarantee. Call Back

Unscheduled (AFSCME) Employee guaranteed a minimum of four hours. The system automatically

generates the difference between the time designated as Call Back Unscheduled and

the guarantee. Relief Wrkr Dbl

Sft (AFSCME only) Pay code should be used by AFSCME heating group only. Allows

relief workers of heating plant to work a double shift without going into OT for the

day. Flight Instr (Students only)


88


Task #36 (cont.) #39-Pay Code Listing

Managers may make entries to the following pay codes which record time in elapsed time:

On Call (AFSCME only)

Occup Injury (Classified, AFSCME)

Holiday (Classified, AFSCME) If holiday hours do not automatically post for the employee, the

manager may enter the appropriate holiday hours. Overtime (Classified, Students, AFSCME) Manager may enter overtime that was not reported on a

previous pay period.

NOTE: Worked hours must also be entered in Reg Hourly Pay code as well. Emergency

Closure

(AFSCME, Classified, FOP) Emergency (Not Worked)

Emergency

Worked

(AFSCME, Classified, FOP) Emergency (Worked)

Excused

Absence (Classified, AFSCME) Informational pay code used to record an unpaid, excused

absence. Unexcused

Absence (Classified, AFSCME) Informational pay code used to record an unpaid, unexcused

absence. Lunch (Classified, AFSCME)

Beeper Pay (AFSCME only) This is entered as a dollar amount. It is limited to $75 per week. Used

when an AFSCME employee must carry a beeper. EE Credit Card

Tips

(Students only)

EE Declared

Cash Tips

(Students only)

Employer Tip

Credit

(Students only)

Student Meals (Students only)

Managers now have the ability to amend an employee’s time from a previous pay period. Please refer to the appropriate Quick Reference Guide under Workforce Training at ohio.edu/finance/payroll.

workforce manager time sheet approval manual workforce manager time sheet approval manual, continued...

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