Process - Payroll Time Entry by 31692023


									Process - Payroll Time Entry

The MUNIS Time and Attendance Entry module will be used as part of the payroll
process by the City of Annapolis to process payroll exceptions in two areas:

      Entry of employee labor hours as necessary

      Importing exception pays into MUNIS from a third party vendor

For any time and attendance data processed within an electronic time management
system, it is important that department and division end users take all steps necessary to
insure that the data contained with each of these systems is kept as accurate and up to
date as possible. All review and modifications will be made within those systems and
strict deadlines will be enforced to insure timely production of employee payroll.

The Payroll Division of Finance will be responsible for the data extraction from each of
these systems according to established procedures. In addition, once these files are
created, the Payroll Division of Finance will also be responsible for the importation of
that data into MUNIS batches using procedures outlined below.

Some of the process and/or procedures in this document may not be part of the current
processing for the City of Annapolis. However, they may be utilized in the future.

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Payroll Time Entry – Time Entry Procedures

Functional Owner – Departmental Time Entry User

          Department > (N) Time and Attendance Entry

On entry to the Time and Attendance screen the system will display a dialog box
indicating which payroll run/warrant the user is tied to.

                            Pay Careful Attention to this information!!

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The dialogue box will reflect the active payroll warrant/ run type. As an end user, you
have no ability to change to a different payroll. If you find you, have been “moved”
prematurely to the next payroll cycle before you have completed entry of data that
should be included in “this” paycycle, close this box and IMMEDIATELY contact the
Payroll Department or the Help Desk for further instructions.

If the information displayed shows the correct payroll cycle click “Yes” to proceed.

Starting a batch

1.      Click              to start a brand new batch.


      This function should be used only once in each payroll period.
      If data entry will be performed on a daily basis or if multiple users may be
       involved with entering time for a particular group within a single payroll cycle, use

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    At any time during the time entry process existing detail records may be reviewed

       using              .

Time Entry Options – Optional

MUNIS provides a varied approach to time and attendance entry. When you select the
option to “Add Batch” or “Resume” the system may display a pop-up allowing selection
of the approach you wish to take.

        Detail – allows access to the full detail for an employee exception record,
         including dates, quantities and GL Accounts. This approach will be used for
         entry of “One-Time” payments.
        Daily Grid – allows access to a single employee’s time data using an
         “electronic time sheet” approach with a full week displayed at one time. This
         option will be selected for standard employee time sheet entry.
        Multiple Emps – allows access to multiple employees on a single screen for
         a single day. This is an efficient approach for entering time exceptions for a
         supervisor reporting employees on a daily basis.
        Multiple Detail – similar to above but allows access to additional information,
         such as multiple job classes or GL Account overrides.

The data elements created or updated through each of the options is identical. Certain
flexibility should be allowed to each user to determine the method best suited to their
particular circumstances.

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If a user determines that they will always use one approach over the other,
may be established and the popup screen displayed above will no longer display. (See
Appendix A to this document for further details on setting Preferences.)

Time Entry Batch – Header

   Step 1     Click             to start a new Time Entry batch
   Step 2     Select the entry method selected as outlined above
   Step 3     Verify the system – supplied values as shown on the batch header screen
              shown and change only if necessary.

    Only Time Entry Users who have time entry responsibilities for more than one
     location will be given an opportunity make changes on batch entry.

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    For those employees, your Primary location assignment will appear in Location.
     If you are doing data entry for employees in more than one location you may
     wish to separate those employees into separate batches. In that case it is
     acceptable to change this value.

    Department will default with the value of your primary Purchasing/Financial
     department and should not be changed. This option will not be used at

   Step 4   Use comments to further identify specifics about this batch if created to
            process specific special needs. This can be a useful tool to identify
            additional information about a specific batch.

   Step 5   Click    to continue with this process

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Time Entry Batch – Group Auto Load

Once the last step of the previous process has been taken the system will display the

Step 1 Select your Group from the drop down list (1)
Step 2 The Override Defaults (2) may be used from time to time to generate a Holiday
   rather than a regular work day, or to add an additional pay code as needed to pay
   Uniform Allowance or other occasional pay lines.
Step 3 Click    to continue with this process

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Time Entry Batch – Daily Grid

The Group Auto Load feature will pre-populate data for your employees and display
daily work hours in all of the employee’s defined standard work days. Review these
automatic entries. Make sure to use the Arrows shown at the top of the grid to change
from Week 1 to Week 3 and back.

If all entries are correct and no changes are needed, you may use the arrows at the
bottom to move on to the next employee.

To make changes to any entry, or to add additional information, take the following steps:

   Step 1 Click     and TAB to the appropriate field. You can also use your mouse to
          “Point/Click” to the appropriate cell
   Step 2 Enter the corrected number of hours in the Base pay line field or
   Step 3 TAB to the Pay column in the next available line and enter the correct pay
          type code to use or use the Field Help ( ) to select the correct code from a
   Step 4 Tab or “Point/Click” to the correct date and enter the correct number of hours
   Step 5 Continue from Step 2 until all changes are made
   Step 6 Click     to complete this process

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      Step 7 Navigate to the next employee using the arrows found at the bottom or click
                 to “Find” the next employee

Time Entry Batch – Edit Details

The Daily Grid option works most efficiently when only basic information is shown (see
Appendix B for instructions on how to “define” the values you see). For standard time
entry, only seeing the employee’s standard Job/Pay/Hours is sufficient. However, you
will occasionally run into situations where the standard information may need to be

To edit information on a pay line, particularly when circumstances dictate that an
employee’s labor expense should be charged to a different GL Account or Project or
allocated to multiple accounts, the Edit Details option will be used.

With the particular Line Item highlighted (specific pay line entry for a specific day), click

the                button. The system will display the following screen:

Munis® Payroll Processing                                                            Page 80
   1. Click    and TAB to the appropriate field. You can also use your mouse to
          “Point/Click” to the appropriate cell.
   2. Make changes as necessary to fields
   3. Click     to complete this process
   4. Click File/Exit to close this screen and return to the Daily Grid entry screen.

This screen will be used to process a variety of changes. Please refer to the appropriate
section below to determine the steps to take for each.

Time Entry Detail – Field Definition

Each entry seen on the Daily Grid has behind it the additional detail seen on this
screen. The chart below explains the use of each field contained within the record.

FIELD NAME     DESCRIPTION OF FIELD                                    CLIENT USE
From/To        The start and end dates for the time you are entering   When using Detail Entry for
               (may be a single day, a range of days or for the        employee leave usage,
               entire payroll period). The default values for these    change both fields to reflect
               dates are from the Payroll Start Status screen. You     actual date leave is taken
               can change the dates, but they must fall on or
               between the dates on the Payroll Start and Status
Absence        This list specifies if this time entry record is an     .Change to “Yes” for all leave
               absence (accrual) record. If Yes, the pay type          records entered
               category must be 3-Absence/Accrual. If you are
               recording time and attendance for purposes other
               than Absence, select No.
               This box contains the employee number/ID number         Enter employee number or
                                                                       use Field Help (…) to select
Number                                                                 employee from a list

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FIELD NAME    DESCRIPTION OF FIELD                                      CLIENT USE
              This box specifies the department code from the Activity Codes will be utilized
              batch header screen. Department codes must exist by the Fire Department to
Activity      in Department Code FM. A department code is classify all Overtime Usage
              optional unless you are using activity costs.
Job Class     This box identifies the employee’s primary job class      Employee’s primary Job
              code from Employee Master FM. You can change it if        Class will display
              the employee worked in a different job class and has      automatically. If entering
              that job class defined in Employee Job/Salary FM.         time for an employee who
                                                                        has 1) started a new job
                                                                        within this payroll period and
                                                                        2) needs to have time
                                                                        entered for OLD job, use
                                                                        field help (…) to select prior
                                                                        job class
Pay           Employee’s Base Pay code will default into this field.
              Use Field Help (…) to select alternative codes as
              needed for Extra Labor Hours, Leave, Shift
              Differential or any other applicable code
Quantity      Enter the number of hours to be credited under pay
              code selected above.
UOM           UOM = Unit of Measure. This field will default
              correctly based on definitions made within the Pay
              Code master records and cannot be changed.
              This box displays the calculated pay amount for this      .
              record (Quantity X Rate). This box is display only. If
              visible will show rate of pay applicable to this record
              This box contains the general ledger allocation code
Allocation    to which to assign the time.
              If you enter a value in the Job Class or Pay box, the
              program completes the allocation code from the
              Employee Job/Salary FM or Pay Type Code FM
              program. If you do not use allocation codes, the
              program completes the general ledger account
              information from Employee Job Salary FM or Pay
              Type Code FM. To manually assign an employee's
              time to two or more general ledger accounts, click
              the folder button to display the Manual GL Allocation
              screen. Allocation codes must exist in Allocation
              Code FM in MUNIS General Ledger. Used if the
              payment is to be “split” between multiple GL
              This box identifies a project allocation code, if
              applicable, which allocates pay to project accounts.
allocation    Project allocation codes are maintained in the
              Payroll Project Allocation FM program.
Project       This box identifies the project account associated
Account       with the pay. This box is only accessible if your
              organization uses MUNIS Project Accounting.
Account       This is the general ledger account number for the

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FIELD NAME    DESCRIPTION OF FIELD                                       CLIENT USE
               employee. The default value comes from Job Class
               Code FM and/or Pay Type Code FM, but you can
               change them. If your organization uses the Full
               Account entry method, the Account box is available;
               if your organization uses the Org entry method, the
               Org, Object, and Project (if applicable) boxes are
               available. Used if this amount is to be charged 100%
               to a single GL Account
Location       This is the employee's primary location code.
               Location assigned to this payment
Reason         The personnel reason code for the time entry.
               Personnel reason codes must exist in Miscellaneous
               Codes FM for the code type REAS. You can change a
               default value. Click the folder to open Miscellaneous
               Codes FM, where you can view/maintain codes.
               Used to record optional reason code assigned to an
               absence record (Family Sick, Bereavement, Jury,
Notes          This box contains notes associated with the selected
               time entry record. The program adds detail dates to
               this box when it is blank and the Quantity is D-Daily
               or H-Hourly and the value of the Absence List is Y-
               Yes or S-Sub Only. The Notes box can contain up to
               50 characters. Optional text entry for notes
               Used to associate a labor entry with a particular         This field will not be used at
Work Order
               work order. The work order number associated with         City
               this record. If your organization uses MUNIS Work
               Orders, Fleet, and Facilities, the program verifies the
               work order number and task. The payroll activity
               codes and work order activity codes must be an
               exact match. This box contains up to 25 characters.
               When the Use Work Order Activity Codes check box
               is selected in the Control and Run Control FM
               program, the program looks for a matching PR
               activity code before searching for a WM activity
               code. This allows the field help list to include WM
               activity codes, but a PR activity code may override a
               WM activity code, if it exists. Requires use of MUNIS
               Work Order Module
               This box contains reference information; you can
               enter up to 20 characters of text. This box provides
               field help for bus trip numbers, but the program does
               not validate the entries.

Changing Budget/Expense account

If this Time/Attendance record is to be charged 100% to an alternative GL Account

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1.   Click     and TAB to the appropriate field. You can also use your mouse to
     “Point/Click” to the appropriate cell.
2.   Enter the correct GL Account by manually filling fields as necessary. The Field
     Help icon ( ) is available in all three fields to assist you in selecting the correct
3.   Click    to complete this process

Allocating Detail

Employee payments may also be allocated or “split” among multiple GL account
numbers. To access the Allocation screen click the   icon found to the left of the
Allocation field.

This will display the Allocation screen

1. Click      to update this record

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2. Enter the first GL Account to be charged. You can also use the         icon in any field
        to select the proper value from the available list.
3. Enter either Dollar Amount, Hours or Percent of the entry to be allocated to this
        account. An amount may be allocated by dollar amount or percent.
        However, once one of these fields (Amt/%) are entered, you must continue
        defining that value for all other lines.
4. Tab to the next line and enter the 2nd account and amount/hours/percent to be
        charged to that account
5. Continue steps until entire entry is allocated to the required GL Accounts.
6. Verify that the combined totals of the individual allocation lines equal 100% of the
        pay line being allocated and
7. Once they do the system will “update” the record automatically. It will also prevent
        you automatically from “over-allocating”.
8. Click File/Exit to return the detail screen
9. Click File/Exit on the Detail screen to return to the Daily Grid

Time Entry Batch – Multiple Employee Entry

The the Multiple Employee Entry view will all employees for a single day rather than a
single employee for multiple days. Shift entry on this screen is a very efficient process.

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The Multiple Employee entry option provides the same detail as in the Detail Entry
option described earlier, but rather than display data for a Single employee/record, this
displays Multiple Employees for a Single Day.

This screen can only display 5 different pay codes at a time. If more than five are used –
and this is quite possible with multiple leave types available and multiple options for

extra hours or overtime – use            found under the To date field to access those
additional codes.

Use the record navigation tools at the bottom of the screen
                                                   to move from day to the next.

To make changes, click      to update and use your <tab> key or your mouse to select
the record to change.

The Group Load function used when the batch was created will automatically populate
each employee with their normal work day. Only changes will need to be made in the
event of leave taken or extra hours worked.

To add leave, select the correct leave code from the field help buttons associated with
the Pay Code columns at the top. Once a specific leave code has been selected for one
employee (thus creating a new column) additional employee absences may be keyed in
the same column.
If a pay line/record is entered that needs to be charged to a different GL Account, use

the             button to access the Detail GL Account lines and make the necessary
change as outlined above.

Time Entry Batch – Resume

It is recommended that employee time entry be done consistently throughout a pay
period. It is certainly easier and more efficient to process employee time using a few
minutes each day than it is to process time for all employees for the entire pay period in
advance of a pending deadline.

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It is also recommended that all employee time for a pay period be entered into a single

batch. There for the              function should only be used once at the beginning of
a new time entry/pay period.

After that, use   to find and             to return to a previously created batch and
continue your time entry.

If no preference has been set for your desired time entry method, the system will prompt
whether to resume using Detail, Daily Grid, Multiple Employees or Multiple Detail.
Select your desired method and continue with entry as outlined above.

Time Entry Batch – Proof

To proof your batch prior to releasing it to your supervisor or department head for
approval use the “output” options at the top of the screen to produce a report. Display,
PDF, Print or Spool are all valid from this screen. The supervisor can utilize the same
process to proof a batch and approve it.

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While multiple options are available, the selections above will provide a detailed
snapshot of all records found within a batch, sorted by Employee Last Name.

Should corrections need to be made, use                  to browse a list of the records

found within a batch and select the record to be updated or use                 to return to
the batch, “find” the record to be changed and use      to make the change.

After any change in Employee data an updated proof report should be run.

Time Entry Batch – Release

Once you have reviewed your batch for accuracy and made any necessary corrections

use the                button to release the batch for review and approval by your
department head.

Department heads, upon receiving notification of the release of a time entry batch should
access that batch directly from the Inbox Assistant message, use one of the output
options to display or print a report of the records contained. Once you have reviewed

the batch, click               to release this batch to the next approver or to the payroll

A                option is also available should you uncover significant corrections that
need to be made. When selected, the system will prompt you to confirm the rejection.
Use the dialog box to attach a message to the rejection notification. The message will
be sent back to the person who released the batch to you.

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The field provides for free form text entry but is limited in size. For other than a basic
single line message, follow this rejection up with a phone call or e-mail to the individual
explaining the corrections that need to be made.

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