User Guide Electronic Time Entry System Biweekly Regular Employees

Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual User Guide Electronic Time Entry System Biweekly Regular Employees March 2003 1 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual ETES PROCEDURES FOR BIWEEKLY REGULAR EMPLOYEES Page Section 3 Introduction 4-5 Signing in to ETES 6 Change of Home Address 7-16 Timesheets – Elapsed Positive Work Group 17-28 Timesheets – Elapsed Exception Work Group 29-32 Prior Pay Periods 33-34 Future Pay Periods 35-38 Overtime Pay 39-46 Holiday Pay 47-48 Unexcused Absence 49 Funeral & Jury Duty 50-52 Pay Period Summary Report 53-55 Timesheet Report Appendix A ETES Dictionary of Terms, Buttons, and Fields Appendix B Warnings and Errors 2 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 1. Introduction to the Electronic Time Entry System (ETES) The Human Resource Information System Division (HRIS) has implemented an electronic time entry system (ETES) to be used by all biweekly regular employees, biweekly temporary employees, and all work study employees in replacement of the paper timesheets and Time Summaries. ETES is a web based system that will allow employees to go online, enter hours worked and ETES calculates the hours entered. Employees may continue to record time on a daily, weekly, or biweekly basis. In addition, supervisors will be able to approve timesheets online. Those employees who currently use badge readers will continue to use the badge reader system. ETES provides many features beyond the capability of the old paper time sheet system. Biweekly regular employees will be able to view hours of accrued vacation, sick, and personal floating holidays. The system also calculates a total of the hours you have entered. It allows you to enter your time and not have to worry about sending your paper timesheet to your supervisor to get a signature and to be paid. The following is a list of advantages for the departments and employees using ETES: Department Reduce clerical time in departments Elimination of paper timesheets Elimination of the Temporary Time Summary Eliminate the delivery of BIR Timesheets and Temporary Time Summary sheets to the Payroll office Ability to view and approve employees’ time online Will break down time on a daily basis versus grouping by entire pay period More accurate data entry More statistical reporting on time usage Track patterns of absenteeism if desired No more interpretation of timesheetsdue to a more rules based system Ability to view employees’ accruals online Employee On-line timesheet No delivery of timesheets to supervisor Ability to check daily entries Less potential for error in payroll data entry Less interpretation due to a more rules based system Holidays already listed and calculated Provides self-service to employees to check their available balances The university workweek will continue to start at the beginning of Sunday and end at the end of the following Saturday. Nonexempt staff are paid every two weeks on the Friday following the end of each two-week pay period. ETES has been designed to allow you to enter your hours in the same way you did on your paper timesheets. If you liked to enter hours on the timesheet as you worked them, you may do that with ETES. If you like to enter all of your hours at the end of the pay period, you may also do that with ETES. It depends on your personal preference or how your supervisor has instructed you on when you should enter the hours. If you use a badge reader to swipe in and out, you will continue to swipe in and out on a daily basis. There will be a cutoff time for you to enter your hours and approve your timesheet at the end of each pay period. The HRIS department will be sending out reminder emails to employees and supervisors of the cutoff dates and times each week. There will also be times when employees and supervisors will be locked out of the system for payrolls to be run and for maintenance on the system. Users will also receive emails notifying them of lockout dates and times so that you may plan accordingly for your time entry. Note: During the transition to the new ETES system, there will be some employees on ETES and some still using timesheets until we are fully implemented. 3 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 2. Signing in to the Electronic Time Entry System (ETES) To log into the Electronic Time Entry System (ETES), you will need access to either Netscape 6.2.x or Internet Explorer 5.5 SP2 in order to login to ETES. HRIS recommends the following browsers for using ETES: Macintosh users should use Internet Explorer 5.0 PC users should use Internet Explorer 5.5 SP2 or a higher version Please contact your department’s technical support person to download a newer version of either web browser if needed. Step Step 1 Navigation to the ETES login page: Open either Netscape 6.2.x or Internet Explorer 5.5 SP2 (or a later version). Enter the following URL into the address line: To make this address a favorite, click on Favorites, Add to Favorites, name the page as you like, and click OK. Comments https://www-etes.itcs.northwestern.edu/etes_prod/ Step 2 The following login screen should appear. 4 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 3 Enter your User ID Enter your password Click Login Note: Your User ID will be your NetID and password. If this is your first time in the system please follow the NetID security instructions. Step 4 The following panel will be displayed: This panel will allow you to access the following: My Time Sheet - Your time sheet for the current pay period Prior or Future Time Sheet – to view, update, or edit past or future time sheets My Profile – to update information including your address, phone number, and check address Time Sheet Report – allows you to view and print a timesheet for any pay period Pay Period Summary Report – provides a summary of hours worked as well as earning code hours for one or more pay periods The following procedures will go into further detail outlining the necessary steps to enter your time, change prior or future timesheets, update your profile, and view the Employee Timesheet Report or the Pay Period Summary Report. 5 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 3. Change of Home Address Using the My Profile link from the home page, employees may make changes to their current home address and phone. These changes will be updated into HRIS at the end of each pay period so that if you change your address using this panel, you do not need to submit it to payroll. Note: The check address field is only applicable for temporary employees. Since biweekly regular employees’ checks are sent to their department, you will notice that the check address drop down field is grayed out. Step Step 1 Comments See page 2-1 for detailed instructions for logging into ETES. Login to ETES. Step 2 The following panel will be displayed. To update your address: Click on My Profile Step 3 The following panel will be displayed: Update your profile by clicking on the field you wish to change and entering the new information. Save Close will bring you back to the original ETES home page. Note: Clicking the Reset button before you save will allow you go back to your original profile without having to retype it. *Changes entered will be updated in HRIS on a nightly basis. 6 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 4. Time Entry for Elapsed Positive Employees Biweekly regular employees in the elapsed positive group should use this procedure to enter their time for the current pay period. The elapsed positive group, for each day, must enter the number of hours worked. (As opposed to the elapsed exception group that only reports changes to scheduled hours.) Your department or school determines which method of time entry you will use. Note: To enter time for a previous or future pay period, see sections 6 and 7 of this manual The Elapsed time work group reports total hours worked for each day. Field/Report Description My Time Sheet Prior or Future Time Sheet My Profile Time Sheet Report Pay Period Summary Your time sheet for the current pay period. This window displays prior or future pay period time sheets. The field that holds your personal information including your address, email, and telephone number. You may update any new address or phone information here. Provides a viewable, printable format of any pay period’s timesheet. Provides a summary of hours worked as well as earning code hours for one or multiple pay periods selected by the employee. 7 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Icon Description Notes Icon allows you to send a message along with your timesheet to your supervisor. May be used for explanations to the timesheet. Warnings and/or errors will be displayed in the Errors column if there have been any data entry mistakes. Red errors are problems that will cause your timesheet not to be processed and must be fixed prior to submitting the timesheet. Yellow warnings will not stop the processing of your check but need to be paid close attention to. Read the message and follow the directions it gives you. If you have specific questions about an error or warning you are seeing, please consult the Errors and Warnings section of the ETES procedures manual. This is the regular hours you worked each day. The system will automatically calculate this for you based on the In and Out times you enter. Drop down menu that allows you to chose a special earning code other than regular pay such as sick, vacation, personal floating holidays, jury duty, unexcused absence, Enter special earning code hours here. Distinguished from the regular Work Hrs field. Inserts an additional line on the particular day you designate. Allows you to delete any additional lines you may have inserted or delete any information you have entered on a particular line. Once you verify your timesheet, you may view a summary of your hours for the given pay period by clicking this icon. This is the electronic signature that signifies that you have worked the hours you have entered. For biweekly regular employees, this field shows you how many hours of your accruals you are eligible to take. This includes sick, vacation, personal floating holidays, and PTO for Union 399 accruals. You must click the Save and Close icon in order to save the time you have entered in the system. Totals the hours you have entered to be viewed in the summary field and provides any warnings or errors that may have occurred. Errors Work Hrs Earning Code Hrs/Amt Insert Delete Summary Approve Accrual Balances Save and Close Save 8 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step Step 1 Comments See page 2-1 for step by step login instructions Login to ETES. Step 2 The following panel should be displayed: Click on My Time Sheet Step 3 The following panel will be displayed: In the Work Hrs. field, enter the hours you worked for each day. For example, if you worked 7.5 hours on Monday, October 13th, enter 7.5 in the Work Hrs. field for Mon 10/13/02. Repeat for each day that you worked. 9 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 3 cont. If you multiple job records, such as working in two different departments or having more than one job within the same department, you must select the appropriate job record before entering your time. Double click in the Rec ID field. The following window will appear. It shows all of your active job records. Click in the yellow box of whichever record you wish to select. You will notice that the Rec ID, Rate, Department, Job, and Supervisor fields will be updated automatically. OR If you already know the record number, you may type it in the Rec ID field. Hit Tab and the Rate, Department, Job, and Supervisor fields will be updated accordingly. 10 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 3 Cont. If you work more than one job in the same day: Enter the hours for the first job and select the appropriate RecID Place your cursor in one of the fields on the same day Click the Insert button Once you click the insert button, you will notice that an additional line appeared for that day. Enter the hours for the second job you wish to record hours for Change the RecID either by typing in the new RecID number or by double clicking in the RecID box and selecting the appropriate job record. Continue to enter your hours for each day you have worked in the Work Hrs field. 11 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4 Entering accrual or non-work earning codes: Use special pay codes such as vacation, sick, personal floating holidays, holidays, excused absences, unexcused absences, etc for hours not worked that you were scheduled for. Double-check the number of hours for each earning code you have accrued by clicking Accrual Balances. Available accruals are eligible to be used from the last pay period. The following window will appear. It shows the number of hours you have available of accruals including personal floating holidays, sick, and vacation. The hours listed are as of the current pay period and DO NOT account for any hours you have entered in the current timesheet. 12 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4 cont. On the day you wish to use an earning code, click on the Earning Code drop down. Select the earning code you wish to use. Enter the number of hours you wish to use in the Hrs/Amt field. (This is not the same as the Work Hrs column where you enter regular hours worked). If you work a split day, you may enter your Work Hrs on the same line as your Earning Code and Hrs/Amt. The system will give you an error if you put hours in the Hrs/Amt field but do not select an Earning Code. If you wish to use more than one Earning Code per day: Put your cursor in any one of the fields for that particular day. Click Insert An additional row will appear that will allow you to enter another Earning Code and Hrs/Amt. Step 5 Once you have entered your hours, follow the steps below: Save – Once you have verified your time, the system will give you any warnings or errors that have occurred. If no warnings or errors appear, double check your hours by clicking on the Summary button. Note: If warnings or errors appear, please see steps 7 and 8 for an explanation and help to fix them. 13 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 5 cont. The following window will be displayed. You may use this to match your schedule or notes you have kept regarding your time. Notice that Jennifer has worked 64 hours during this pay period. She has used up 8.00 hours of Sick and 8.00 hours of Vacation. At this point you may go back to your time sheet to make any necessary changes by closing the time summary window. If you need to go back to make changes, go back, fix your hours and repeat Step 4. or If your time sheet is correct, close this window and move to Step 5. If you have worked overtime hours, it will automatically calculate your overtime hours based on the rules of your workgroup. 14 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 6 If you want to send a message along with your timesheet to your supervisor, you may click in the Notes icon for a particular day and type a message. Click the Approved box Click Save Click Close Note: Your supervisor will receive an email once you have approved your timesheet or made changes to a previously approved timesheet. You will receive an email notification once your supervisor has then approved your timesheet. Step 7 Troubleshooting Warnings If the system shows a yellow Warning once you have verified your timesheet, you may view the details of that warning by clicking on the Warning icon. Warnings will not impede your timesheet from being processed nor from you being paid. Note: For detailed explanations of warnings you may have received, see Section 9 of this procedure manual. 15 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 8 Troubleshooting Errors If the system shows an Error once you have verified your timesheet, you may view the details of that error by clicking on the red Error icon. You will not be paid for hours where errors have occurred on your timesheet. Please follow the instructions below to correct them. Click on the Error icon Fix problem stated in the Error message window*. Once you believe you have fixed the error, go back and verify your time sheet. *Note: For a detailed list of possible errors and solutions for them, see Section 9 of this procedure manual. 16 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 5. Time Entry for Elapsed Exception Employees Schools and departments have made the decision to have biweekly employee’s report time on a positive or exception basis. The elapsed exception work group allows ETES to pre-populate the employees’ scheduled hours into their timesheets. The employee therefore isn't required to do any data entry unless he or she has a change in hours worked or earning codes that deviate from the regular schedule. Northwestern University holidays will also be pre-populated into the employee timesheets based on the university’s holiday calendar. If there are no changes to be made, all the employee needs to do in this case is approve the timesheet through ETES. This procedure outlines the steps necessary to do the following actions: 1. Approve a timesheet without any changes necessary 2. How to make changes to the timesheet Note: To enter time for a previous or future pay period, see sections 6 and 7 of this manual. Field/Report Description My Time Sheet Prior or Future Time Sheet My Profile Time Sheet Report Pay Period Summary Your time sheet for the current pay period. This window displays prior or future pay period time sheets. The field that holds your personal information including your address, email, telephone number, and check address. You may update any new information here. 17 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Icon Description Notes In Out Work Hrs Earning Code Hrs/Amt Insert Delete Summary Approve Accrual Balances Save and Close Save Icon allows you to send a message along with your timesheet to your supervisor. May be used for explanations to the timesheet. Enter your start time in this field. Enter your end time in this field. This is the regular hours you worked each day. The system will automatically calculate this for you based on the In and Out times you enter. Drop down menu that allows you to chose a special earning code other than regular pay such as sick, vacation, personal floating holidays, jury duty, unexcused absence, Enter special earning code hours here. Distinguished from the regular Work Hrs field. Inserts an additional line on the particular day you designate. Allows you to delete any additional lines you may have inserted or delete any information you have entered on a particular line. Once you verify your timesheet, you may view a summary of your hours for the given pay period by clicking this icon. This is the electronic signature that signifies that you have worked the hours you have entered. For biweekly regular employees, this field shows you how many hours of your accruals you are eligible to take. This includes sick, vacation, personal floating holidays, and PTO for Union 399 accruals. You must click the Save and Close icon in order to save the time you have entered in the system. Totals the hours you have entered to be viewed in the summary field and provides any warnings or errors that may have occurred. 18 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Part 1: Approving a timesheet without any changes Step Comments Step 1 See page 2-1 for step by step login instructions Login to ETES. Step 2 The following panel should be displayed: Click on My Time Sheet Step 3 The following timesheet panel will be displayed. Notice that the regular scheduled hours have automatically been defaulted into the Work Hrs field. In this example, the employee’s schedule is 7.5 hours, Monday-Friday. If you have a question about what your schedule is, you may click on View Schedule. 19 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual The following schedule panel will be displayed. Notice it displays the scheduled elapsed number of hours by day. If your schedule changes from week to week, you may click on the various week radio buttons to view the schedule for different weeks. Click close to go back to the timesheet. Step 4 Approve your timesheet: Click the approve box Note: If you do not approve your timesheet, you will be asked to do so by your supervisor. Please remember to approve your timesheet even if you have not made any changes to it. 20 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Part 2: Making changes to the timesheet Step Step 1 See page 2-1 for step by step login instructions Login to ETES. Comments Step 2 The following panel should be displayed: Click on My Time Sheet Step 3 The following timesheet panel will be displayed. Notice that the regular scheduled hours have automatically been defaulted into the Work Hrs field. In this example, the employee’s schedule is 7.5 hours, Monday-Friday. If you have a question about what your schedule is, you may click on View Schedule. 21 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4: Making timesheet changes There will be times when the timesheet will need to be manually adjusted by the employee. These include uses of Vacation, Sick, Personal Floating Holidays, Jury Duty, and other earning codes. This may also include times when your hours worked for one reason or another deviate from your scheduled hours. To make timesheet adjustments, follow these steps: Delete the defaulted hours where appropriate by placing your cursor in the Work Hrs field of that day and click the Delete button. Notice that the hours defauted have been deleted. You may follow Step 4 for any days that you need to make changes to your defaulted hours. The following steps outline the different ways you may need to adjust your timesheet. 22 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 5: Adding Earning Codes To use earning codes such as Vacation, Sick, or Personal Floating Holidays: Select the appropriate earning code from the Earn Code drop down menu. Place the number of hours in the Hrs/Amt field. If you have a question about how many hours of a particular accrued earning code you have available, click on the accrual balance button. The following Accrual Balance window will be displayed. Please note that the balance displays the number of HOURS available as of the current pay period. (These do not reflect the number of days available) 23 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 5A: Working part of the day and taking a partial day off To update your timesheet to reflect that you worked a part day and used some hours of an earning code: Enter the hours you worked in the Work Hrs field. In this example, the employee worked 3.5 hours. On the same line, select the earning code you also used from the Earn Code drop down menu. Enter the hours you wish to associate with the earning code in the Hrs/Amt field. Step 5B: Using two earning codes for one day Occasionally, you might want to use two different earning codes for one day. For example, if you want to take a half day vacation and a half day personal floating holiday. Follow these steps to update your timesheet accordingly: Delete the defaulted hours in the Work Hrs field Select the first earning code from the Earn Code drop down menu Enter the associated hours for the first earn code on that same line in the Hrs/Amt field. With your cursor still in the Hrs/Amt field, click the insert button at the bottom of the screen. 24 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Once you click the insert button, you will notice that an additional line appeared for that day. Select the second earning code you wish to use from the Earn Code drop menu Enter the associated hours for the second earning code in the Hrs/Amt field on the inserted line. Step 6 Once you have adjusted your timesheet to accurately reflect the hours you worked and any earning codes with associated hours used, follow the steps below: Save – Once you have verified your time, the system will give you any warnings or errors that have occurred. If no warnings or errors appear, double check your hours by clicking on the Summary button. Note: If warnings or errors appear, please see steps 8 and 9 for an explanation and help to fix them. 25 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 6 cont. The following window will be displayed. You may use this to match your schedule or notes you have kept regarding your time. Notice that Jennifer has worked 64 hours during this pay period. She has used up 8.00 hours of Sick and 8.00 hours of Vacation. At this point you may go back to your time sheet to make any necessary changes by closing the time summary window. If you need to go back to make changes, go back, fix your hours and repeat Step 4. or If your time sheet is correct, close this window and move to Step 5. If you have worked overtime hours, it will automatically calculate your overtime hours based on the rules of your workgroup. 26 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 7 If you want to send a message along with your timesheet to your supervisor, you may click in the Notes icon for a particular day and type a message. Click the Approved box Click Save Click Close Note: Your supervisor will receive an email once you have approved your timesheet or made changes to a previously approved timesheet. You will receive an email notification once your supervisor has then approved your timesheet. Step 8 Troubleshooting Warnings If the system shows a yellow Warning once you have verified your timesheet, you may view the details of that warning by clicking on the Warning icon. Warnings will not impede your timesheet from being processed nor from you being paid. Note: For detailed explanations of warnings you may have received, see Section 9 of this procedure manual. 27 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 9 Troubleshooting Errors If the system shows an Error once you have verified your timesheet, you may view the details of that error by clicking on the red Error icon. You will not be paid for hours where errors have occurred on your timesheet. Please follow the instructions below to correct them. Click on the Error icon Fix problem stated in the Error message window*. Once you believe you have fixed the error, go back and verify your time sheet. *Note: For a detailed list of possible errors and solutions for them, see Section 9 of this procedure manual. 28 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 6. Prior Pay Period Adjustments to Timesheets Occasionally employees may need to access a prior timesheet to make changes to what was entered previously. ETES allows you to make changes to prior timesheets up to 3 pay periods back. The employee or supervisor may need to do this for various reasons such as making earning code changes or if a data entry mistake was made and not caught in time for the cutoff. This procedure outlines the steps for making changes to a prior pay period timesheet. See the next section for future pay period timesheets. Step Step 1 Login into ETES Comments See page 2-1 for step by step login instrutions. Step 2 The following page will be displayed. Click on Prior or Future Time Sheet 29 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 cont. The following menu will be displayed that allows you to select the prior pay period you wish to make changes to. Click on the drop down arrow to select the appropriate pay period end date. Remember, you may only make changes to the 3 most recent pay periods Step 3 Once you have selected the prior pay period end date, the following message will appear. It explains that any changes made to a prior pay period will take effect in the current pay period and will need to go through the same approval process as your regular timesheet. Click OK 30 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4 The timesheet for the pay period you selected will be displayed. Notice there will be a message telling you that the timesheet has already been approved. Before you can make any changes, you must un-check the Approve box. Click Save Step 5 Now you may make any data entry additions, changes, or deletions. Make any changes to correct your timesheet for the selected prior pay period. Click Save Click Summary 31 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 5 cont The following timesheet summary will be displayed. Double check that the hours shown here match what you have worked. Click Close Window If the hours matched, proceed to Step 6. Otherwise, go back into the timesheet and make any necessary corrections. Then proceed to Step 6. Step 6 After verfifying that the hours entered in the timesheet are correct: Click the Approve box Click Save Click Close Reminder: Any changes made to a prior pay period timesheet will be corrected and paid during the next pay period’s payroll. 32 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 7. Future Pay Period Timesheets Occasionally employees will need to enter hours worked or earning code hours into a future timesheet for reasons such as vacation or other such expected absences from the workplace. ETES allows employees to enter future data into future timesheets for the next three pay periods. The employee will NOT be paid earlier but will be paid on the normal pay date for the pay period. The employee may find this useful if he or she will be going on vacation or planning to be out of the office in the future and are not anticipating being able to enter hours worked in the timesheet. Step Step 1 Login into ETES Comments See page 2-1 for step by step login instructions. Step 2 The following page will be displayed. Click on Prior or Future Time Sheet 33 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 cont. The following menu will be displayed that allows you to select the future pay period you wish to make changes to. Click on the drop down arrow to select the appropriate pay period end date. Remember, you may only retrieve timesheets for the 3 pay periods in advance. Step 3 Once you have selected the future pay period end date, the timesheet for that period of time will be displayed. Step 4 Select the earning codes and enter the earning code hours you wish to include for this pay period. You may follow the instructions for entering time for the current pay period. Reminder: You may enter the hours ahead of time but the future timesheet will be processed on its regular schedule. You will not be paid ahead of time. 34 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 8. Overtime Pay Non-exempt employees who work beyond 40 hours in a work week must be paid 1 ½ times their regular hourly rate. Time paid for university holidays is considered time worked when computing premium overtime in a week where a University scheduled holiday falls. ETES automatically calculates overtime hours after the employee enters his or her hours in the timesheet. This procedure will show outline the steps for the following scenarios: 1. How to enter and view overtime hours 2. Charging overtime to a special account Step Comments Step 1 ETES automatically calculates any hours that exceed 40 to be calculated as overtime. From either a current or prior timesheet, you may have worked over 40 hours in one week. Bring up either the current timesheet by clicking on My Time Sheet or bring up a prior timesheet (see the procedure on Prior Timesheets for more details) 35 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Enter the hours, or adjust your hours accordingly, as you worked for each day including any earning code hours as well. Please note that Vacation, Sick, and Personal Floating Holiday earning code hours do not count toward calculating hours worked for overtime. In this example, the employee worked 8 hours each day of the first week except Friday where she worked 11 hours. She should receive 3 hours of overtime for this week. Step 3: View Summary If you would like to double check that the hours calculated correctly: Click Save Click View Summary Each of the overtime hours will be listed as OT 1 in the summary. 36 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4: Special Accounts If you’re supervisor has asked you to charge the overtime to a special account, follow these steps: Adjust the Work Hours field to refect your regular scheduled hours. In this example, 8 hours per day. Select the OTP earning code from the Earn Code drop down menu for the day the employee worked overtime. Then enter the extra hours of overtime you worked on that same day in the Hrs/Amt field. Step 4 cont. For that same day, go to the special account field on the far right and enter the special account that the overtime should be charged to. 37 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 5 Click Save Click View Summary Note: When a special account has been used, the overtime display in the summary window will look slightly different. In this case, it will be referred to as Overtime Premium instead of OT1. Note: Both types of overtime are calculated and paid the exact same way. 38 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 9. Holiday Pay Northwestern University has nine scheduled university holidays. The Department of Human Resources publishes a calendar of the dates on which holidays are observed. Normally, holidays whose traditional date falls on a Saturday are observed on the previous Friday, and holidays falling on a Sunday are observed on the following Monday. Employees must be in paid status for at least 50 percent of the pay period in which the holiday falls, excluding the holiday itself. The employee handbook provides a more detailed explanation of what constitutes paid status. Nonexempt employees in paid status are paid one-tenth of their position’s biweekly standard hours for the holiday, calculated as the pay of the scheduled biweekly hours divided by 10. ETES will automatically default university holidays into the timesheets for biweekly employees. The earning code ‘HOL’ will be defaulted along with the associated hours in the Hrs/Amt field. Nonexempt employees required to work on a regular holiday receive pay at a rate 1 ½ times their regular hourly rate, plus an alternate day off with pay as a substitute for the holiday. If management determines that it is not possible to schedule another day off within 30 days before or after the holiday worked, the employee receives the alternate day’s straight time pay in lieu of the day off. Hours paid but not worked do not count toward overtime pay in the week paid. This procedure will demonstrate the four scenarios related to holiday pay that need to be followed by either the employee or supervisor to ensure that the holiday is entered correctly in the employee’s timesheet: 1. Employee does not work on the holiday and is paid for holiday time 2. Employee works on the holiday and is also paid for the holiday time 3. Employee works the holiday but takes the holiday off on an alternate day 4. Employee is not in paid status and therefore not eligible to take the holiday Scenario 1: Employee does not work the holiday and is paid for the holiday Step Comments Step 1 From the home page, click My Time Sheet 39 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 The employee’s timesheet will be displayed. Notice that HOL earning codes have been defaulted in addition to the related hours in the Hrs/Amt field based on the employee’s daily scheduled hours. In this example, since the employee took the holidays off, the days with Holiday hours do not need any adjustment. After the hours and/or earning codes for the other days are updated, the timesheet may be saved and approved. Scenario 2: Employee works on the holiday and also wants to be paid for the holiday Step Comments Step 1 From the home page, click on My Time Sheet. This is what the timesheet automatically defaults the holidays to look like: In this example, the employee worked on Christmas Eve, December 24th and wants to be paid for the holiday as well. 40 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Follow these steps for each holiday worked that you wish to be paid for the holiday as well: Leave the HOL earning code and associated hours in the Hrs/Amt field as it was defaulted. Place your cursor in the Hrs/Amt field for that day Click the insert button Step 2 cont: Notice that a second line for that same day is inserted into the timesheet: On the newly inserted line for that day, select the HWK (holiday worked) earning code from the Earn Code drop down. Enter the hours worked in the Hrs/Amt field Click Save Click Summary 41 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 3 The timesheet summary displays both earning codes for the holiday that was worked: Holiday Biweekly hours and Holiday Worked Hours (paid 1.5 times the regular hourly wage) Note: Holiday hours and Holiday Worked hours both count toward the 40 hour maximum before overtime must be paid to the employee. Therefore, if the employee exceeds 40 hours including holiday hours or holiday worked hours, the employee will be paid overtime for any hours beyond 40. Scenario 3: Employee works the holiday but takes the holiday off on an alternate day Step Comments Step 1 From the home page, click My Time Sheet. The current timesheet will be displayed including any holiday earning codes and associated hours automatically defaulted by ETES. In this example, the timesheet has four holidays automatically defaulted: Christmas Eve, Christmas Day, New Year’s Eve, and New Year’s Day. 42 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Change the defaulted HOL earning code to HWK by clicking on the Earn Code drop down menu for the holidays that were worked. Note: You may then take the holiday another time within 30 days of the holiday worked. Please refer to scenario 4 in this section to use the holiday another time. Step 3 After you have adjusted your holiday hours to reflect what you have worked: Click Save Click Summary Click Close Window to return to the timesheet. Notice that the hours for holiday worked are listed under a different name. Any holiday worked hours will be paid at 1.5 times the employee’s regular hourly rate. Note: Holiday hours and Holiday Worked hours both count toward the 40 hour maximum before overtime must be paid to the employee. Therefore, if the employee exceeds 40 hours including holiday hours or holiday worked hours, the employee will be paid overtime for any hours beyond 40. 43 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4: Taking the holiday another day within 30 days of the holiday worked. When it comes time to take the holiday within 30 days, follow these steps: On the day the holiday was used, select the HOL earning code. Enter the daily scheduled hours in the Hrs/Amt field. Note: This is onetenth of the employee’s biweekly scheduled hours. Step 4 cont. Click on the Notes icon for that day 44 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4 cont. The following Notes window will be displayed: Type the Holiday that you worked on that you are now using. In this example, the employee worked on Christmas Eve. Click Submit Scenario 4: Employee is not in paid status and therefore not eligible to take the holiday Step Comments Step 1 From the home page, click My Time Sheet The current timesheet will be displayed including any holiday earning codes and associated hours automatically defaulted by ETES. In this example, the timesheet has four holidays automatically defaulted: Christmas Eve, Christmas Day, New Year’s Eve, and New Year’s Day. 45 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Place your cursor in the Work Hrs field for the Holiday you are not in paid status for Click the Delete button Notice the earning code and associated hours will be deleted. Repeat these steps for any holidays you are not eligible to be paid for. 46 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 10. Unexcused Absence Biweekly regular employees have been assigned or agreed upon a schedule with the supervisor. The hours worked and entered into the electronic timesheet should reflect that schedule. If an employee is late or misses a scheduled shift entirely that has not been approved by the supervisor, this must be reported as an unexcused absence on the timesheet. Hours coded as an unexcused absence will be included in the total summary of hours but will NOT be paid. This procedure outlines how an unexcused absence should be recorded in the timesheet. Step Comments Step 1 From the home page, click My Time Sheet. The current timesheet will be displayed. 47 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 The employee’s timesheet will be displayed. UXA should be entered as the Earning Code for any day with an unexcused absence. Select the UXA earning code from the Earn Code drop down. The hours missed should be entered in the Hrs/Amt for that same day Repeat for any other days with an unexcused absence. Note: Unexcused absences will not be paid. If you wish to view the summary, this example shows how the UXA earning code will be displayed. Note: UXA hours will NOT be paid. Note: The timesheet should be approved by the supervisor once the Work hours and earning code hours reflect what the employee worked. For detailed instructions on approving timesheets, please refer to the section in this manual on timesheet approval. 48 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 11. Jury Duty and Funeral Jury Duty The University encourages participation in jury duty. An employee is allowed to be absent with pay for jury duty but is expected to report for regularly scheduled work on days when not required to perform jury duty. Notice: The employee should provide appropriate documentation with as much notice as possible to the supervisor. If you served on a jury, you should select the JUR earning code and put your regular scheduled hours in the Hrs/Amt field in the electronic timesheet for any day that you served. Funeral Employees may receive paid time off from work to attend a funeral or make funeral arrangements for close relatives. Up to three days’ absence with pay is allowed for death in the immediate family (parent, stepparent, spouse or NU-registered domestic partner, child, stepchild, sibling, or stepsibling). Up to one day is allowed for a grandparent, grandchild, child-in-law, parent-in-law, brother- or sister-in-law, or stepsibling-inlaw. With prior supervisory approval, additional time for travel or making arrangements may be taken as vacation, personal floating holiday, or abence without pay. The employee should provide the supervisor with as much notice as possible. Evidence of the death and relationship may be required. If you meet the above criteria for taking a day(s) off for a funeral, use the FUN earning code in the timesheet. After selecting the FUN earning code, enter your regular scheduled hours should be entered in the Hrs/Amt field. Click on the Notes icon for that day and enter the relationship of the deceased to you. If you select the funeral earning code and forget to update the notes field, the payroll office will call the you and/or your supervisor and require that it be filled in. 49 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 12. Pay Period Summary Report This procedure outlines the steps needed to access and print the Pay Period Summary Report. The Pay Period Summary report allows employees to pull up a summary of hours worked across one or more pay periods. You may pull up the hours you worked for one pay period or for as many as you like. The report will summarize the hours for each pay period as well as provide totals for the period of time you selected. It also provides summary info for earning codes such as vacation, sick, and personal floating holidays as well as overtime hours. You may go back to any prior pay period as far as you have been submitting your timesheet online. Note: This report does not provide specific information regarding the hours worked on particular days. If you need to see the hours worked by day, use the Time Sheet Report (Section 7 in this manual). Step Comments Step 1 From the home page, click Pay Period Summary Report icon. The following selection criteria panel will appear. 50 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Select the pay period you wish you view the timesheet for: Select the period of time using the From Pay Period Begin Date and To Pay Period End Date from the drop down arrows. You may choose to select one pay period or across multiple pay periods. In this example, the employee has selected the report for the pay period begin date of 12/22/2002 and end date of 1/4/2003. Step 3 The employee’s pay period summary report will be displayed. The following is displayed on this report: Employee Name, Emplid, and record id’s for which the report is displaying information. The pay period (s) for which the report has been selected. The number of hours reported by earning code for each pay period selected. Total Number of hours reported on the timesheet for this Record ID If the employee has a regular schedule, the number of scheduled hours. Note: Certain earning codes such as HOL, UXA, EXA, JUR, DIS, and FUN will be displayed in the OTHER column. 51 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 4 To print the summary: Click File Click Print 52 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual 13. Employee Time Sheet Report This procedure provides the steps necessary to access and print the Employee Time Sheet Report. This report provides a printable format of the employee’s timesheet for a selected pay period. The report provides the hours reported by day with a summary of total hours reported for the pay period. It also includes any special earning codes such as vacation or sick as well as overtime hours. You may view this report for any pay period that you have submitted time electronically for. Unlike the Pay Period Summary, this report only allows you to view one pay period at a time. If you wish to see a summary that includes multiple pay periods, use the Pay Period Summary Report (See Section 9 in this manual). Step Comments Step 1 From the home page, click Employee TimeSheet. The following selection criteria panel will appear. 53 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 2 Select the pay period you wish you view the timesheet for: Select the period of time using the From Pay Period Begin Date and To Pay Period End Date from the drop down arrows OR Select the appropriate Pay Period End Date Step 5 The Timesheet shows the following: The pay period you are viewing the report for. Hours recorded by day. Regular hours, overtime, Vacation, Sick, PFH, and UXA are displayed in their own columns. The Other column comprises other special earning codes such as Jury Duty, Military Leave, Excused Absence, etc. For each type of earning code, the report provides a total of those hours. Accrual Balances of Personal Floating Holiday, Sick, and Vacation. 54 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Step 6 Printing the TimeSheet Report Click File Click Print 55 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Appendix A: ETES Dictionary of Fields, Buttons, and Features. Button/Field Description Accrual Balances Button For biweekly regular employees only, this button allows you to view the number of hours available for you to use of Vacation, Sick, and Personal Floating holidays as of the current pay period. The balances do not account for any hours that you have entered for the current pay period but reflect only what is available for your use. This is the electronic signature that signifies that you have worked the hours you have entered. Displays the name of the supervisor that has approved either the entire timesheet or that particular slice of time. This may be the employee’s regular supervisor, a backup supervisor, or a school administrator. If no name appears in this column, the supervisor has not yet approved the time for that day(s). Displays the account number the employee’s pay is coming from. The account number is defaulted automatically by ETES and cannot be changed by the employee. CUFS account may change if the Rec ID is changed to a different job. See also Special Account. Allows you to delete any information you have entered on a particular line. Displays the department name associated with the Rec ID. Department is defaulted automatically by ETES and cannot be changed by the employee. Department may change if the Rec ID is changed to a different job. For biweekly regular employees only, this field allows you to select from a drop down menu, the possible earning codes available for you to select. These include Vacation, Sick, Personal Floating Holiday, Jury Duty, Military, Disability, Holiday, Unexcused Absence, Excused Absence and possibly others depending on your workgroup. Please refer to the employee handbook if you have questions about when you can use these different earning codes and their usage. Warnings and/or errors will be displayed in the Errors column if there have been any data entry mistakes. Red errors are problems that will cause your timesheet not to be processed and must be fixed prior to submitting the timesheet. Yellow warnings will not stop the processing of your check but need to be paid close attention to. Read the message and follow the directions it gives you. If you have specific questions about an error or warning you are seeing, please consult the Errors and Warnings section of the ETES procedures manual. The home button brings you back to the home page. If you click this button prior to saving and data entry within a timesheet or My Profile, ETES will prompt you to save before exiting. This is the field for which hours are entered for the earning code that has been selected. This is not the field where regular hours worked should be entered but rather only hours that should be associated with an earning code. Allows you to insert a row on a particular day in order to enter additional slices of time. Displays the employee job title associated with the Rec ID. Job is defaulted automatically by ETES and cannot be changed by the employee. Job title may change if the Rec ID is changed to a different job. The field that holds your personal information including your address, email, telephone number, and check address. You may update any new information here. Your time sheet for the current pay period. Approve Box Approval Column CUFS Field Delete Button Department Earning Code Errors/Warnings Home Hrs/Amt Field Insert Button Job Field My Profile My Time Sheet 56 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Notes Button Icon allows you to send a message along with your timesheet to your supervisor. May be used for explanations to the timesheet such as uses of Sick Time, Jury Duty, Unexcused Absence, Excused Absence, and overtime. Likewise, supervisors may put notes in these fields for you to read when they approve your timesheet. This report allows you to view and print a pay period summary for any pay period. It displays the hours worked by day but does not differentiate by job title, supervisor, or department. For this information, you should use the Time Sheet report. This window displays prior or future pay period time sheets. Displays the hourly rate associated with the selected Rec ID. This is defaulted automatically by ETES and cannot be changed by the employee. Rate may change if the Rec ID is changed to a different job. Record ID is the employee’s job number. Employees with only one job will only have one Record ID. Employees with multiple jobs will have multiple Record Ids as well. You must click the Save icon in order to save the time you have entered in the system. The Save button also allows the system to calculate the hours entered to be viewed in the summary window and also issue any warnings or errors triggered by the data entry. The field for which a special account other than the regular CUFS account may be used to charge overtime to. Once you verify your timesheet, you may view a summary of your hours for the given pay period by clicking this icon. Displays the supervisors name associated with the Rec ID field. Supervisor is automatically defaulted by ETES and cannot be changed by the employee. It may change if the Rec ID is changed to a different job. This is not necessarily the name of the person who has approved your timesheet. This report allows you to view and print your timesheet for any pay period. It displays the hours worked by day, supervisor, job title, and department. For biweekly regular employees, this button allows employees to view the schedule that has been set up in ETES for you so that you may compare your hours worked to your schedule if need be. This is the number of regular hours you worked each day. Time reported should be rounded to the nearest tenth of an hour. One-tenth of an hour is equal to six minutes. If you worked from 8AM to 12:12 PM, you would enter 4.2 in the Work Hrs field. Pay Period Summary Report Prior or Future Time Sheet Rate Field Rec ID Save Button Special Account Field Summary Button Supervisor Field Time Sheet Report View Schedule Button Work Hrs Field 57 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual Appendix B: Explanation of Errors and Warnings A variety of warning and error messages have been incorporated in ETES. Their purpose is to alert the employee to problems with what has been keyed. They allow the employee to fix any problems that may interfere with their time sheet from being processed and alert the supervisor to any problems he or she should be aware of. Warnings are informational and merely a flag to draw attention to any deviations from the regular schedule or hours that should be worked. They will not prevent the timesheet from being processed but need to be taken seriously. The employee should read the warning message and try to follow the instructions it issues. The warning will appear as a “yellow” Warning icon that allows you to click on it and view the explanation message. Errors alert the employee to serious problems or inconsistencies with what has been keyed and will prevent the employee from being paid for the time entered. The error will appear as a “red” Error icon that allows you to click on it and view the explanation of the warning. Below is a list of possible warnings or errors that you may see along with an explanation and solution to them. Warning / Error Explanation / Solution If you work on a day that does not fit your schedule, you may receive this warning. If you accidentally entered your time worked on the wrong day, go back and delete this and re-key your time on the correct day. If your schedule has changed, please send a revised schedule to the timekeeping department for future reference. If this was an infrequent occurrence, you may close this window and proceed. You will be paid for the hours reported. You will receive this error if you have entered hours in the Work Hours field that exceed the daily maximum limit. This is to prevent you from a large data entry error. Close this error window Double check your data entry. If you enter an accrual earning code such as Sick, Vacation, or Personal Floating holiday without having the appropriate hours accrued, you will receive this warning message. You will not be paid for the hours you have not accrued. Close this window and verify how many hours that you have accrued for a particular earning code by clicking on Accrual Balances. 58 Northwestern University Human Resources Information Systems Electronic Time Entry System Procedures Manual If you select any earning code but forget to add hours in the Hrs/Amt field to correspond with that earning code, you will receive an error message like this one. Close this error window Enter the hours that should correspond with the earning code in the Hrs/Amt field. If you receive this error message, you may have done one of two things: If you entered regular hours worked in the Hrs/Amt field, close this window. Delete the hours from the Hrs/Amt field and re-enter them in the Work Hrs field. If you meant to use special earning code hours, close this window. You must select one of the special earning codes from the drop down menu in the Earning Code field. 59