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					    WorkForce Manager Time Sheet Approval Manual

 Introduction               This Manual provides step-by-step instructions for managers and timesheet
                            approvers to access, manage, and approve employee timesheets in the
                            WorkForce time management system.

                            Note: Pop-up blockers must be turned off in order to access some WorkForce
                            windows, or you must accept pop-up windows from this site when prompted.
                            Internet Explorer is the recommended web browser for accessing WorkForce.


 Document                    For Questions Contact                                    Service Desk at 593-1222
 Information                 For Document Issues Contact                              Gina Rider, 593-1893
                             WorkForce Team Leader                                    Sari Bailey, 593-1862
                             WorkForce Team                                           Terri Arnold, 593-1863
                             WorkForce Team                                           Janice Gieseking, 593-1859
                             WorkForce Team                                           Marti Crabtree, 593-1858
                             Technical Writer                                         Gina Rider
                             Last Revision Date                                       September 1, 2008

 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 or the Equivalent Manager Menu Options ................................................ 6
#3-APPROVAL PROCESS: Steps to Approve Timesheets ............................................................................... 9
#4-APPROVAL PROCESS: View the Timesheet Approval Screen ............................................................... 10
#5-APPROVAL PROCESS: Review Exception Messages ............................................................................... 13
#6-APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Timesheet ........ 15
#7-APPROVAL PROCESS: Approve an Employee Timesheet ...................................................................... 17
#8-APPROVAL PROCESS: Reject an Employee Timesheet .......................................................................... 18
#9-APPROVAL PROCESS: View Approval History of Employee Timesheet .............................................. 20
#10-APPROVAL PROCESS: Action Menu Options on the Approval Table ................................................ 21
#11-APPROVAL PROCESS: Compose Approval Email ................................................................................ 22
#12-APPROVAL PROCESS: Withdraw Timesheet Approval ....................................................................... 24
#13-TIMESHEET CHANGES: Permanent Costing Changes to Timesheet .................................................. 25
#14-TIMESHEET CHANGES: Temporary Costing Changes to Timesheet ................................................. 27
#15-TIMESHEET CHANGES: Student meal deductions................................................................................ 35
#16-TIMESHEET CHANGES: Plus Rating for AFSCME employees ........................................................... 36
#17-TIMESHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only) ............. 39


                                                                          1
#18-TIMESHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes .................. 41
#19-TIMESHEET CHANGES: Beeper Pay for AFSCME employees............................................................ 46
#20-SCHEDULE: Make a Temporary Change to an Employee‟s Schedule .................................................. 47
#21-SCHEDULE: Copy a Temporary Change from a Prior Period ............................................................... 48
#22-SCHEDULE: Assign Permanent Changes to an Employee Schedule ...................................................... 51
#23-DELEGATION: Delegate Employee group to another Approver ........................................................... 55
#24-DELEGATION: View / Revoke Delegated Group Rights from an Approver ........................................ 58
#25-MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group ................. 60
#26-MANAGE GROUPS: Move an Employee to an Existing Group ............................................................. 62
#27-MANAGE GROUPS: Remove an Employee from a Group ..................................................................... 64
#28-STUDENTS: Hire a New Student Employee.............................................................................................. 66
#29-STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group .............................. 72
#30-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing) .............................. 76
#31-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet ...................................... 79
#32-STUDENTS: Terminate a Student Assignment/Time Sheet..................................................................... 82
#33-Process: New Classified, AFSCME or FOP Employee Hired (Does not apply to Student employees) . 85
#34-Manager Navigation Options ....................................................................................................................... 86
#35-Navigate Timesheets Using Prev/Next Buttons .......................................................................................... 87
#36-Search for an Employee Using the „Find‟ Function................................................................................... 88
#37-Navigate Timesheets Using the „Sort‟ Function ......................................................................................... 89
#38-Run a Report ................................................................................................................................................. 90
#39-Pay Code Listing ........................................................................................................................................... 95


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #1    #1-Access the WorkForce Program

             Step                      Action                     Results / Notes
              1     Double click the Internet browser icon on   Browser window
                    your desktop.                               opens.




              2        Click in the Address: field.            Ohio University
                                                                homepage is displayed.
                       Enter “http://www.ohio.edu/”.
                       Press the Enter key.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #1 (cont.)    Access the WorkForce Program




                  Step                       Action                    Results / Notes
                   2     Click the faculty/staff link below the OU   Ohio University
                         logo.                                       Faculty and Staff
                                                                     webpage is displayed.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #1 (cont.)    Access the WorkForce Program




                  Step                    Action                  Results / Notes
                   3     Click the WorkForce Time Entry link.   Ohio University
                                                                Authentication
                                                                Required window
                                                                appears.
                   4      Click in the OAK ID field.           WorkForce application
                                                                opens. All WorkForce
                          Enter your OAK ID.                   processes are based on
                          Press the Tab key.                   your OAK ID. You
                          Enter your OAK Password.             must check your OAK
                          Click the Login button.              e-mail messages for
                                                                WorkForce email
                                                                reminders.
                   5     Begin working in WorkForce.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #2           #2-Navigate the Dashboard Links or the Equivalent Manager Menu Options




             Menu Option                                 Description
          Introduction: To Navigate through WorkForce click on the appropriate Dashboard
          link or roll over the menu options with your mouse, then click on the appropriate
          option. Do not use the back button on your browser.
          Note: Dashboard equivalent choices listed below will be in parenthesis.
           Home/ Dashboard       Allows managers to return to the Home/Dashboard view




                       Timesheet          Displays Options; My Hours, Manager, Approve, and Past
                                                               Assignments
                       My Hours         Allows managers paid on an hourly basis to enter and submit their
                                        personal timesheet.
          (         Enter My Hours)
                       Manager          Displays the employee groups for which the manager is responsible. The
                                        manager may open an employee‟s timesheet to view or edit existing
              (         Edit Employee   entries, or to add new entries.
                         Time)
                       Approve          Allows managers to view timesheet data for all employees within a
                                        group, including total regular and paid time off hours, exceptions,
                   (   Approve          comments, as well as the timesheet history. The manager has the option
                    Timesheets)         to approve/reject employee‟s timesheet through this option.
                  Past Assignments      Allows managers paid on an hourly basis to view timesheets for their
          (no dashboard equivalent)     past assignments.




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Task #2 (cont.) Navigate the Dashboard Links or the Equivalent Manager Menu Options

                        Menu Option                                       Description
                         Schedule                  Displays Options; My Schedule, Manager, and Assign
                        My Schedule           Allows managers paid on an hourly basis to view their personal work
                                              schedule.
            (           Update My Schedule)
                          Manager             Allows managers to alter an employee‟s work schedule for one pay
                                              period. This option is used when a schedule template does not exist for
                    (     Edit Employee       the temporary schedule being entered, or a schedule must be changed for
                          Schedules)          one or more day/s in the current pay period only.
                           Assign             Allows managers to make permanent schedule assignment changes.

                (        Assign Schedules)




                         Employee                 Displays Options; Assignments, New Hire, and Badges
                                              Allows managers to edit classified/bargaining unit/FOP employee
                        Assignments           Assignments/Time Sheets, and edit / terminate student employee
             (no dashboard equivalent)
                                              Assignments/Time Sheets.
                         New Hire             Allows managers to create an Assignment/Time Sheet for a student
             (no dashboard equivalent)        employee by hiring them into the manager‟s approval group.
                           Badges             This feature is not used by Ohio University.

                    (     Assign Badges)




                          Groups                          Displays Options; Delegate and Manage
                          Delegate            Allows managers to delegate employee groups to another user, or to
                                              cancel delegated rights. The delegate is the OU employee that will
            (           Manage Delegations)   approve and submit the employee timesheets in the manager‟s absence.
                                              Allows managers to add or remove employees from a group, or move
                          Manage              employees to an existing group for which the manager is also
             (no dashboard equivalent)
                                              responsible.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #2 (cont.) Navigate the Dashboard Links or the Equivalent Manager Menu Options

                 Menu Option                                      Description
                   Reports                        Displays Options; My Reports and Employees
                 My Reports              Allows managers paid on an hourly basis to access the Time Sheet
                                         Audit Report. The report displays a record of the timesheet activity
          (      View General Reports)   history for the selected pay period.
               Employee Reports          Allows managers the ability to run, view, print and/or save WorkForce
                                         standard reports for their employee groups.
           (     View Group Reports)




                      Help                This feature is not used by Ohio University.
                     LogOut               Click this link to exit WorkForce.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #3         #3-APPROVAL PROCESS: Steps to Approve Timesheets

    Step                                   Action                                    Reference
                                                                                    Task #
    Intro: The Approval Table displays a summary view of a group‟s timesheets and allows
    the manager to view and approve employee timesheets. This is comparable to the paper
    Time Summary sheet and should serve as the „first stop‟ for timesheet managers. The
    manager should follow the checklist below and refer to the corresponding task numbers
    for reference.
    Note: FMLA, Medical Leave, or New Employee; If, for any of the reasons listed, the
    employee has not received a pay check the previous pay period, the account number must
    be entered on the timesheet (see Task #13). You must assign a permanent schedule for
    new employees (see Task #22).
    Holidays must be removed from the timesheet for employees on unpaid leave. The
    Holiday hours are automatically loaded onto the time sheet by the system.
    All Paid Time Off (PTO) forms are still required by your department and Human
    Resources.
      1     View the Timesheet Approval Screen                                      Task #4
      2     Verify the appropriate pay period is displayed                          Task #4,
                                                                                     step 3
     3     Open each employee timesheet and review it.                               Task 5,
             Verify each week totals to the appropriate number of hours             Step 2
               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 timesheet)
     4     Review any yellow warning exception messages or red error messages.       Task #5
     5     Read comments that employee entered on timesheet, or add comments         Task #6
           if manager had to edit timesheet
     6      If corrections need to be made to employee timesheet, notify the         Task #7
            employee to make corrections
     7     If applicable, reject the employee timesheet.                             Task #8
     8      Approve timesheet. All timesheets must be approved by 5pm on the         Task #7
            Tuesday following the end of the pay period.
           Note: All zero hour timesheets must be approved

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Task #4    #4-APPROVAL PROCESS: View the Timesheet Approval Screen
             Step                            Action                    Results / Notes
            Intro: The Approval Screen displays a summary view of a group‟s
            timesheets and allows the manager to view and approve employee
            timesheets. This is comparable to the paper Time Summary sheet and should
            serve as the „first stop‟ for timesheet managers.
               1     Click on Approve Timesheets link (Dashboard)
               2     If you have more than one group, click on the     System asks user
                     desired employee group in the left hand side bar. to wait while it
                                                                            loads the table.
                    Note: The Approval table for the previous pay           Approval table is
                    period will be displayed, whether or not the            displayed. See
                                                                            note.
                    payroll was approved, until the Payroll staff
                    processes the payroll. Once the previous pay
                    period has been processed then the current pay
                    period table is displayed.
              3     Make the decision in the table below.
                     If…                                           Then…
                     You want to view an Approval table for a      Proceed to Step #4.
                     pay period that is not displayed,
                     You want to view the current Approval table   Proceed to Step #9.

              4                                                             Date and Save
                    Click the Options icon.                                 Options window is
                                                                            displayed.
              5     Click the drop down arrow in the Date Option field.
                    Click the “Employee As Of Date Below” option.
              6     Click in the As Of Date field.                         You may also click
                                                                            the calendar icon
                    Enter a date that falls within the pay period date     to choose the date
                     range you want to view, using the following            from the calendar.
                     format; 08/10/2007.




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WorkForce Manager Time Sheet Approval Manual, Continued

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

                      7    Click the Save button.                                Returns to open
                                                                                 screen.
                      8    If you have more than one employee group, click       The system recalls
                           on the desired employee group in the left hand        the approval table
                                                                                 for the pay period
                           side bar.                                             requested.
                      9    View the displayed Approval table.                    See example below.

                     10   When you login, the full view of the approval table    See #10 example
                          is usually not visible. You must move table over.      below
                     11   Point mouse at intersection of blue and white lines    See #11 example
                          until you see the double-headed arrow.                 below
                     12   Hold left mouse down and pull to the left until the    See #12 example
                          New Status Column is visible.                          below




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WorkForce Manager Time Sheet Approval Manual, Continued

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

                  Step                          Action                                   Results / Notes
                   13    If you want to sort the Approval table:                         Approval table is
                                                                                      sorted in ascending
                          Click on the column header and an     ascending
                                                                                      order by that column.
                           symbol appears next to the column heading.                   Approval table is
                          Click on the column again, a descending                    sorted in descending
                           symbol appears next to the column heading.                 order by that column.
                  14     Review Field names and descriptions in table below.




             Field                                             Description
             Emp #          Employee‟s Oracle Employee number.
             Name           Employee‟s name.
                            Assignment name (timesheet name) for student. All classified, bargaining unit, and
             Asgnmt         FOP staff will display; Primary.
             Reg            Total Regular worked hours currently entered on the timesheet.
            PTO             Total paid time off hours currently used on the timesheet.
                            The most severe exception message that appears on the employee‟s timesheet is listed
           Exceptions       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 timesheet.
                            Indicates whether the employee has approved (App) the timesheet or not (No).
           Emp Apvd         Employees using time clocks will not be submitting (approving) their timesheets.
                            A check indicates that the timesheet has been approved by the manager. “Approval by
           Mgr Apvd         Mgr Name” will also be displayed in the Approval History.
           Last Action      Indicates last action processed on the timesheet.
                            Clicking this link opens a menu relating to each employee‟s record. Options are:
             Action         View Approval History, Add Comment to a Timesheet, Reject Timesheet and Compose
             Menu           Approval Email. The last three options are only displayed for pay periods that have
                            not been closed by payroll.
                            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
             Reject         the timesheet. This is notification and part of the WF history that the mgr rejects
                            something on the timesheet.
                            Indicates any pending new status of the timesheet. The new status symbols will appear
          New Status        until the manager saves approvals.

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WorkForce Manager Time Sheet Approval Manual, Continued

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

            Introduction: The manager should review all timesheets with yellow
            warnings and /or red error messages listed under the Exceptions Column
            on the Manager‟s Approval Table.
             Step                       Action                        Results / Notes
               1      Click Approve Timesheets link (Dashboard)   Approval Table is
                                                                   displayed.
                      Click on the desired employee group.




              2      Click on the employee‟s name in the           Employee‟s
                     Approval window to access timesheet.          timesheet opens.
              3      Review the exception messages appearing
                     at the bottom of the employee‟s timesheet.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #5 (cont).   APPROVAL PROCESS: Review Exception Messages
                   Message Type                               Description
                                      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
                   Informational      view of the timesheet 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.
                                      Informs the user of a possible unacceptable situation, but may
                                      not require the user to take action when the timesheet is saved
                                      or submitted. For example, a message stating, “no time reported
                     Warning          on scheduled workday” is displayed as a yellow warning
                                      exception message on both the approver‟s and employee‟s view
                                      of the timesheet. This message is displayed when time is not
                                      entered for a scheduled workday.
                                      Appears in red, and indicates an unacceptable situation
                                      requiring action by the employee or approver. For example, if
                         Error        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      Click on the Close Timesheet icon at the top of
                           are necessary
                                           the timesheet
                           Changes are
                                            Click the Save and Close icon
                           made             Note: See note below.
                           Note: If corrections need to be made to the timesheet, notify
                           employee to request that s/he make the corrections to their own
                           timesheet. The employee should re-approve and re-submit their
                           timesheet 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 timesheet.
                           If the employee is unable to make the corrections, the approver
                           may correct the employee timesheet. If the approver changes
                           the employee timesheet, s/he must add a comment to the
                           timesheet to document reasons for the change plus add
                           approver‟s initials. (See Task # 6 for instructions to add a
                           comment.) If possible, the approver must notify the employee
                           that changes had been made.


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WorkForce Manager Time Sheet Approval Manual, Continued

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

            Step                       Action                      Results / Notes
            Introduction: From the Approval Screen the manager can check for the
            presence of any comments on timesheets and then read them, or add a
            comment to a timesheet to document manager changes.
              1     Click Approve Timesheets link (Dashboard)   Approval Table is
                    Click on the desired employee group.        displayed.
              2     Make the decision in the table below.
                     If…                                  Then…
                     The word Comments appears in          A comment has been
                     the Comments column for an             added to that timesheet.
                     employee                              Click on Comments to
                     Note: If the comment field is          open timesheet .
                     blank, no comments have been          Proceed to step #3.
                     added.
                     You want to add a comment            Proceed to step # 3




              3      Click the Switch View drop down menu.        Detail view of the
                     Click on the Switch to Detail option.        employee
                                                                   timesheet is
                                                                   displayed.

                    Note: The Detail View of the timesheet will
                    only display days that have hours entered
                    from the Rapid View of the timesheet.
              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


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WorkForce Manager Time Sheet Approval Manual, Continued

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

                   Step                      Action                       Results / Notes
                    5     Look for comments in the Comments fields.
                    6      After viewing the comments, click the       This will return you to
                            Switch View drop down menu.                 the Rapid View of the
                                                                        timesheet (the default
                           Click on the Switch to Rapid option.        view when you Login).
                           You may exit the timesheet 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
                            timesheet
                    8     Click the Save and Close icon                 Returned to approval
                                                                        table




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #7    #7-APPROVAL PROCESS: Approve an Employee Timesheet

             Step                       Action                       Results / Notes
            Introduction: The manager approval process essentially confirms that the
            timesheet 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 timesheet
            without the employee‟s approval and/or the manager‟s approval.
               1     Click Approve Timesheets link (Dashboard)    Approval Table is
                     Click on the desired employee group.         displayed.
               2    Make the decision in the table below.
                     If…                                Then…
                     You would like to approve          Click in the box in the Mgr
                     timesheets individually            Apvd (Manager Approval)
                                                        column for each individual
                                                        employee.
                     You would like to approve all      Click the Approve All
                     timesheets at once                 Employees icon.
                    Results:
                    The “approved” symbol     is displayed in both the Mgr Apvd
                    (Manager Approved) column and the New Status column for the
                    approved employees. The message “You have made changes that
                    must be saved to be effective” appears above the approval table.

                    Note: You must approve timesheets with “zero” hours, otherwise
                    those employees appear on the unsubmitted / unapproved
                    timesheet report.
                    Warning: Once the payroll is processed by the Payroll
                    Department, any timesheet 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.
              3     Click the Save Approvals icon.                    The “approved”
                                                                      symbol will
                    Warning: The approvals must be saved to           disappear from the
                    be effective.                                     New Status column.
                                                                      The message
                    Note: The approval is recorded under the          “Information
                    last action column. See Task #8 to view           Saved” is displayed.
                    approval history.

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Task #8    #8-APPROVAL PROCESS: Reject an Employee Timesheet

             Step                     Action                       Results / Notes
            Introduction: The timesheet rejection option allows a manager to return a
            submitted timesheet 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 this is the approval due date, please notify the employee
            personally to expedite the time sheet corrections.
            Warning: When you reject the employee‟s timesheet the employee‟s
            timesheet approval is automatically removed. However, employees will
            still get paid for all hours on the timesheet unless the time in question is
            changed by the employee or the approver. Rejecting the timesheet only
            officially notifies the employee that the approver does not agree with
            something on the timesheet. The rejection and email message becomes
            part of the WorkForce Approval History for that employee.
            If the manager makes a change to the timesheet because the employee is
            unable to, s/he must document this by adding a comment with their initials
            to the timesheet (see task #6). Once the manager approves the timesheet
            the approval process locks the timesheet from any changes.
               1      Click Approve Timesheets link (Dashboard)  Approval Table is
                      Click on the desired employee group.       displayed.
               2                                                  Reject Timesheet
                     Click the Reject icon      under the Reject
                                                                  window displayed.
                     column for the timesheet you wish to reject.




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WorkForce Manager Time Sheet Approval Manual, Continued

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

                  Step                   Action                         Results / Notes
                   3     Enter an email message explaining the     The Notify field and the
                         rejection and/or requesting the           E-Mail Subject fields are
                         necessary correction.                     already completed for
                                                                   you.
                         Note: We do not use the comment
                         field in this section.
                    4    Click the Reject button.                  Email form closes. The
                                                                   rejection and email
                                                                   pending symbols
                         Note: You must perform step #4 and
                                                                         appear in the
                         step #5 or the rejection process is not
                                                                   New Status column.
                         complete.
                    5    Click the Save Approvals icon.            The rejection and email
                                                                   pending symbols
                                                                   disappear but the history
                                                                   of the rejection is stored.
                         Note: This activates the rejection and    See Task #9 to view
                         sends the email to the employee.          approval history.

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WorkForce Manager Time Sheet Approval Manual, Continued

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

             Step                        Action                       Results / Notes
            Introduction: The Last Action column displays the last action
            (approval/rejection/withdrawal) on an employee timesheet. When you
            click on the link you may view the approval history for a particular
            employee timesheet in the current pay period.
               1      Click Approve Timesheets link (Dashboard)    Approval Table is
                      Click on the desired employee group.         displayed.
               2     Click the link in the Last Action column to    Approval History
                     view the history for an employee.              window is
                                                                    displayed.




                    Note: The link in this column displays the
                    most recent action taken on the timesheet.




              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.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #10   #10-APPROVAL PROCESS: Action Menu Options on the Approval
           Table

             Step                       Action                    Results / Notes
            Introduction: The Action Menu contains a number of possible actions that
            can be applied to an individual timesheet.
              1      Click Approve Timesheets link (Dashboard) Approval Table is
                     Click on the desired employee group.      displayed.
              2     Click the Action link under the Action Menu Approval Action
                    column.                                     Menu window is
                                                                displayed.




                 Option        Description
            View Approval      Displays the same information found through the Last Action link
                 History       in the approver window. See Task #9.
             Add Comment       We do not use this feature.
              to Timesheet
                 Reject        Functions the same as the Reject link in the approver window. See
               Timesheet       Task #8.
                Compose        Allows the manager to send an email to the employee without
            Approval Email     rejecting the timesheet. See Task #11.


            Note: All actions initiated through the Action Menu must be followed by
            clicking the Save Approvals icon located above the Approval table in order
            for the action to be processed and effective.

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                                          21
WorkForce Manager Time Sheet Approval Manual, Continued

Task #11   #11-APPROVAL PROCESS: Compose Approval Email

             Step                       Action                      Results / Notes
            Introduction: This task demonstrates how to send an email to the
            employee or other approvers through WorkForce without rejecting the
            timesheet. This tool will allow you to communicate with the employee
            about the timesheet.
            Note: The email message becomes part of the WorkForce history.
              1      Click Approve Timesheets link (Dashboard) Approval Table is
                     Click on the desired employee group.      displayed.
              2     Click the Action link under the Action Menu Approval Action
                    column for the particular employee.         Menu window
                                                                opens.



              3     Click the “Compose Approval Email” link.       Compose
                                                                   Timesheet Email
                                                                   window opens.
              4      Click the down-arrow in the Notify: field.   The list of possible
                     Click on the name of the employee to         recipients in the
                      whom you would like to send the email.       Notify field includes
                                                                   the employee, all
                      You can send the email to only one
                                                                   approvers,
                      recipient.                                   WorkForce (payroll
                    Note: In most cases you will probably use      administrator), and
                                                                   payroll staff
                    this tool to communicate to the employee.




                                                                        Continued on next page

                                         22
WorkForce Manager Time Sheet Approval Manual, Continued

Task #11 (cont.)   APPROVAL PROCESS: Compose Approval Email

                    Step                      Action                       Results / Notes
                     5     Enter the email subject and message. We do
                           not use the comments section.

                           Note: The email subject and message are
                           sent to the employee recipient.
                     6     Click the Send button.                          Clicking Close will
                           Note: The email pending symbol appears in the   close the window
                           New Status column.                              and cancel the
                                                                           email.


                     7     Click the Save Approval icon.                   Email is sent and
                                                                           recorded in the
                           Note: This sends the email. The email           Last Action
                           pending symbol disappears but the history       History.
                           of the email is stored. See Task #9 to view
                           approval history

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                                                23
WorkForce Manager Time Sheet Approval Manual, Continued

Task #12   #12-APPROVAL PROCESS: Withdraw Timesheet Approval

             Step                        Action                          Results / Notes
            Introduction: This task demonstrates how to withdraw manager approval
            for a previously approved timesheet. 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
            timesheet after the timesheet has already been approved. Also, the
            employee may request that the approver remove their approval because the
            manager‟s approval process locks the employee timesheet from any
            changes.
               1     Click Approve Timesheets link (Dashboard)    Approval Table is
                     Click on the desired employee group.         displayed.
                     The employee‟s timesheet will have a
                      check mark in the Mgr Apvd column.




              2     Click in the box under the Mgr Apvd               Mgr Apvd box will
                    column to uncheck the box.                        be empty.

                    Note: The Withdrawal symbol appears in
                    the New Status column.




              3     Click the Save Approvals icon.                    Withdrawal is
                                                                      saved and recorded
                    Note: The withdrawal symbol disappears            in the Last Action
                    from New Status column, but the history of        History.
                    the withdrawal is stored and also listed in
                    the Last Action column. See Task #9 to
                    view approval history




              4     Notify employee or send an email                  See Task #11.

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                                          24
WorkForce Manager Time Sheet Approval Manual, Continued

Task #13         #13-TIMESHEET CHANGES: Permanent Costing Changes to Timesheet
Introduction: The manager‟s view of the employee timesheet 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 timesheet.
   Permanent Costing Changes must be entered on the timesheet. The account number
    must be entered on each row of the timesheet 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 received a pay check the previous pay period, the account number must
    be entered on the timesheet. If you look at the last exception message at the bottom of
    the employee‟s timesheet 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 timesheet. The next open pay period will then display the new account
    number as an exception message at the bottom of the timesheet.
Note: If an employee has their payroll charged to more than one account on a permanent basis
(permanent split-costing), call P/R. They will enter the account numbers and the percentage of
time allocated to each account number into the Oracle system. This split-costing information
will then transfer to WorkForce each pay period on a permanent basis.
                    Step                      Action                        Results / Notes
                     1     Click on Edit Employee Time link (Dashboard) Employee names are
                                                                         listed under the
                           Click on an employee group.                  employee group name
                     2    Click employee name to view timesheet.         Timesheet is displayed.
                   Note: You may also access the timesheet by clicking on Approve
                   Timesheets link and click on the employee‟s name in the Approval table.




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                                                25
WorkForce Manager Time Sheet Approval Manual, Continued

Task #13 (cont.)   TIMESHEET CHANGES: Permanent Costing Changes to Timesheet
                   Step                       Action                       Results / Notes
                     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. If you don‟t know the particular segment number, click in the
                   search box to the right of that particular 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 timesheet. 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 key twice.
                     5      Click in the Fund field.
                            Enter the 4-digit Fund number.
                            Press tab key twice.
                     6      Click in the Org field.
                            Enter the 5-digit Organization number.
                            Press tab key twice.
                     7      Click in the Nat. Acct. field.                .
                            Enter the 6-digit Natural Account number.
                            Press tab key twice.
                     8      Click in the Project field.
                            Enter the 9-character, alpha numeric
                             Project number. (AB1234567).




                     9
                            If…                                          Then…
                            You accessed the timesheet via the Edit       Click the Save icon.
                            Employee Time link,                           Proceed to Step
                                                                           #10.
                            Note: A description of each segment number
                            is displayed beneath each segment field.
                            You accessed the timesheet via the            Click Save and
                            Approve Timesheets link,                       Close icon.
                            Note: A description of each segment number    Re-open timesheet.
                            is displayed beneath each segment field.      Proceed to Step #10

                    10     Verify entries and log out.

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                                                26
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14         #14-TIMESHEET CHANGES: Temporary Costing Changes to Timesheet
Introduction: The manager‟s view of the employee timesheet 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 timesheet.
   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 timesheet 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.


                    Step                     Action                          Results / Notes
                     1      Click on Edit Employee Time link (Dashboard) Employee names are
                                                                          listed under the
                            Click on an employee group.                  employee group name
                     2     Click employee name to view timesheet.         Rapid View of the
                                                                          Timesheet is displayed.
                   Note: You may also access the timesheet by clicking on Approve
                   Timesheets link and click on the employee‟s name in the Approval table.




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                                               27
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet
                   Step                       Action                        Results / Notes
                    3     You may change costing on the employee timesheet in two ways;
                          1) Switching to the Standard View of the timesheet, separating the
                          hours, if needed, then entering the new account number, or 2) by
                          working in the Rapid View (Default view) of the timesheet,
                          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    Proceed to Step #4.
                           Standard View of the timesheet,
                           You want to change the costing using the    Proceed to Step
                           Rapid View of the timesheet,                #21.

                    4     Click on the blue down arrow in the Switch     Located in the upper,
                                                                         right-hand side of the
                          Views field
                                                                         screen.
                    5     Scroll down and click on Switch to Standard Standard view of the
                          option                                      timesheet is displayed.




                    6
                           If…                                         Then…
                           You need to separate the hours to be        Proceed to Step #7
                           charged to a temporary account

                           If the hours that need to be charged to     Proceed to Step #11
                           another account are already separated on
                           one row,




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                                               28
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.) TIMESHEET CHANGES: Temporary Costing Changes to Timesheet

                 Step                      Action                           Results / Notes
                  7     Click on the insert row button on timesheet      A new row is
                        (on the day that you need to separate hours)     inserted below the
                                                                         existing row and is
                                                                         displayed in a darker
                                                                         color. The default
                                                                         pay code “Reg Hrly
                                                                         Pay” is displayed.




                  8     Click on the blue, down arrow in the pay
                        code field and choose a different pay code,
                        only if necessary
                  9     Enter the time-in and time-out on the            You cannot save at this
                        appropriate day, using one of the acceptable     time. If you do, the
                                                                         regular hours will
                        formats;                                         merge into one row
                                                                         again. 1st you must
                        Note: See WF Employee Time Entry                 enter the acct number.
                        Manual, Task #5: Enter Worked Hours on
                        the Timesheet.




                  10    Change the time-in and time-out on the day An „overlapping
                        you had to remove time from, in order to        time‟ error will
                        separate it out on its‟ own row, if applicable. display if the same
                                                                         time is entered twice.




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                                             29
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet

                   Step                       Action                           Results / Notes
                    11     Enter the new account number (see next step)
                   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 search box to the right of that
                   particular 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 timesheet. The
                   appropriate segment number will automatically be filled-in on that field.
                     12     Click in the Fund Type field.
                            Enter the 3-digit Fund Type number.
                            Press tab key twice.
                     13     Click in the Fund field.
                            Enter the 4-digit Fund number.
                            Press tab key twice.
                     14     Click in the Org field.
                            Enter the 5-digit Organization number.
                            Press tab key twice.
                     15     Click in the Nat. Acct. field.
                            Enter the 6-digit Natural Account number.
                            Press tab key twice.
                     16     Click in the Project field.
                            Enter the 9-character, alpha numeric
                              Project number. (AB1234567).




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                                                 30
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet

                   Step                      Action                           Results / Notes
                    17
                           If…                                         Then…
                           You accessed the timesheet via the Edit      Click the Save
                           Employee Time link,                           icon.
                           Note: A description of each segment          Proceed to Step
                           number is displayed beneath each segment      #18.
                           field.
                           You accessed the timesheet via the           Click the Save and
                           Approve Timesheets link,                      Close icon.
                           Note: A description of each segment          Re-open the
                           number is displayed beneath each segment      timesheet.
                           field.                                       Proceed to Step #20

                    18    Click on the blue down arrow in the Switch      Located in the upper,
                                                                          right-hand side of the
                          Views field
                                                                          screen.
                    19    Scroll down and click on Switch to Rapid    Rapid view of the
                          option.                                     timesheet is
                          Note: Separated hours are displayed on row displayed.
                          with account number to be charged for those
                          particular hours.




                    20    Verify entries and log out.
                          Note: Separated hours are displayed on row
                          with account number to be charged for those
                          particular hours.

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                                               31
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet




                   Step                      Action                          Results / Notes
                    21    To change the costing using the Rapid View     A new row is inserted
                          of the timesheet;                              above the existing row
                                                                         and is displayed in a
                           Click on the insert row button on timesheet   darker color. The
                          (on the row that you need to separate hours)   default pay code “Reg
                                                                         Hrly Pay” is displayed.



                    22    Click on the blue, down arrow in the pay
                          code field and choose a different pay code,
                          only if necessary
                    23    Enter the time-in and time-out on the          You cannot save at this
                          appropriate day, using one of the acceptable   time. If you do, the
                                                                         regular hours will
                          formats;                                       merge into one row
                          Note: See WF Employee Time Entry               again. 1st you must
                          Manual, Task: Enter Worked Hours on the        enter the acct number.
                          Timesheet.




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                                              32
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet
                    Step                         Action                        Results / Notes
                     24     Change the time-in and time-out on the day When you save, an
                            you had to remove time from, in order to        „overlapping time‟
                            separate it out on its‟ own row, if applicable. 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.




                    Step                       Action                       Results / Notes
                     25     Enter the new account number (see next step)
                   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
                   search box to the right of that particular 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 timesheet. The
                   appropriate segment number will automatically be filled-in on that field.
                     26     Click in the Fund Type field.                 A description of the
                            Enter the 3-digit Fund Type number.           Fund Type number is
                                                                           displayed beneath
                            Press tab key twice.
                                                                              the Fund Type field.
                     27      Click in the Fund field.                        A description of the
                             Enter the 4-digit Fund number.                  Fund number is
                                                                              displayed beneath
                             Press tab key twice.
                                                                              the Fund field.
                     28      Click in the Org field.                         A description of the
                                                                              Organization number is
                             Enter the 5-digit Organization number.          displayed beneath the
                             Press tab key twice.                            Organization field.

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                                                  33
WorkForce Manager Time Sheet Approval Manual, Continued

Task #14 (cont.)   TIMESHEET CHANGES: Temporary Costing Changes to Timesheet

                   Step                       Action                          Results / Notes
                    29     Click in the Nat. Acct. field.                 A description of the
                           Enter the 6-digit Natural Account number.      Natural Account # is
                                                                           displayed beneath
                           Press tab key twice.
                                                                           the Natural Account
                                                                           field.
                    30     Click in the Project field.                    A description of the
                           Enter the 9-character, alpha numeric           Project number is
                            Project number. (AB1234567).                   displayed beneath
                                                                           the Project field.




                   Step                      Action                           Results / Notes
                    31
                           If…                                             Then…
                           You accessed the timesheet via the Edit          Click the Save
                           Employee Time link,                               icon.
                                                                            Proceed to Step
                           Note: A description of each segment number is     #32.
                           displayed beneath each segment field.
                           You accessed the timesheet via the Approve       Click the Save
                           Timesheets link,                                  and Close icon.
                                                                            Re-open the
                           Note: A description of each segment number is     timesheet.
                           displayed beneath each segment field.            Proceed to Step
                                                                             #32

                    32    Verify entries and log out.
                          Note: Separated hours are displayed on row
                          with account number to be charged for those
                          particular hours.

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                                               34
WorkForce Manager Time Sheet Approval Manual, Continued

Task #15   #15-TIMESHEET CHANGES: Student meal deductions
             Step                       Action                         Results / Notes
            Introduction: The Student Meal deduction field is only used for students
            that work in Food 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.
              1       Click on Edit Employee Time link (Dashboard) Employee names are
                                                                    listed under the
                      Click on an employee group.                  employee group name
              2     Click on a student employee name to view the Employee Timesheet is
                    manager‟s view of the employee timesheet.    displayed.
            Note: You may also access the timesheet via the Approve Timesheets link
            and click on the employee‟s name in the Approval table.
              3     Click on the blue down-arrow in the EE
                    Credit Card Tips field.



              4     Scroll down and click on Student Meals.
              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     i.e. $4.54 must be
                    displays the Student Meals Pay Code, for        entered as 4.54
                    the appropriate day.
                    Note: Maximum allowable meal deduction
                    is $20.00 per day.
              6
                     If…                                            Then…
                     You accessed the timesheet via the Edit        Click the Save icon.
                     Employee Time link,                            Proceed to Step #7.


                     You accessed the timesheet via the Approve      Click the Save
                     Timesheets link,                                 and Close icon.
                                                                     Re-open timesheet.
                                                                     Proceed to Step 7.
                    Note: It will only save if gross pay is more than meal deduction.
              7     Verify appropriate dollar amount of student
                    meal deduction displays on the timesheet
                    with no errors.

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                                         35
WorkForce Manager Time Sheet Approval Manual, Continued

Task #16   #16-TIMESHEET CHANGES: Plus Rating for AFSCME employees

             Step                        Action                       Results / Notes
            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 timesheet.

            Note: Students must always choose a job for each pay code row that has
            time entered on the timesheet. The WorkForce system will not allow the
            student to save the timesheet without a job selected.




              1      Click on Edit Employee Time link (Dashboard) Employee names
                     Click on an employee group.                  are listed under the
                                                                   employee group
                                                                   name
              2     Click on an employee name to view the          Employee
                    manager‟s view of the employee timesheet. Timesheet is
                                                                   displayed.
            Note: You may also access the timesheet via the Approve Timesheets link
            and click on the employee‟s name in the Approval table.
              3     Click the insert row button on timesheet       A new row is
                                                                   inserted above the
                                                                   existing row and is
                                                                   displayed in a
                                                                   darker color. The
                                                                   default pay code
                                                                   “Reg Hrly Pay” is
                                                                   displayed.

                                                                        Continued on next page




                                         36
WorkForce Manager Time Sheet Approval Manual, Continued

Task #16 (cont.) TIMESHEET CHANGES: Plus Rating for AFSCME employees
               Step                       Action                        Results / Notes
                4     Enter the Job Number that the employee
                      performed (different than their current Job     A Job Number and
                      Number & Grade listed in the exception          Grade search table
                      message area). If you don‟t know the            opens that lists all
                      specific Job Number;                            available Job
                       Click in the search box to the right of the   numbers, Job
                        job field.                                    Descriptions, and
                                                                      Job Grades.




                 5     Click on the next page number or the next     The Job Number
                        link to scroll through the list.              and Grade search
                                                                      table automatically
                                                                      closes and returns
                                                                      back to the
                                                                      employee
                                                                      timesheet. The
                       Click on the appropriate Job Number,
                                                                      selected Job
                        Description, and Grade link.
                                                                      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.




                      Note: See WF Employee Time Entry
                      Manual, Task #5: Enter Worked Hours on
                      the Timesheet.

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                                           37
WorkForce Manager Time Sheet Approval Manual, Continued

Task #16 (cont.) TIMESHEET CHANGES: Plus Rating for AFSCME employees

               Step                       Action                      Results / Notes
                7
                       If…                                          Then…
                       You accessed the timesheet via the Edit      Click the Save
                       Employee Time link,                          icon.
                                                                    Proceed to Step
                                                                    #8.
                       You accessed the timesheet via the Approve    Click the Save
                       Timesheets link,                               and Close icon.
                                                                     Re-open the
                                                                      timesheet.
                                                                     Proceed to Step
                                                                      8.

                 8    Click on the Pay Preview icon. Verify the appropriate higher pay
                      rate was assigned to the hours the employee worked (at the higher
                      Job Grade in that pay period).

                                                                         Continued on next page




                                           38
WorkForce Manager Time Sheet Approval Manual, Continued

Task #17   #17-TIMESHEET CHANGES: Relief Worker Double Shift Pay Code
           (Heating Plant Use Only)

             Step                       Action                           Results / Notes
            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, 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 timesheet. The Relief Worker Double-Shift pay code is
            available to both.
              1      Click on Edit Employee Time link (Dashboard) Employee names are
                                                                   listed under the
                     Click on an employee group.                  employee group name
              2     Click on an employee name to view the        Employee Timesheet is
                    manager‟s view of the employee timesheet. displayed.
            Note: You may also access the timesheet via the Approve Timesheets link
            and click on the employee‟s name in the Approval table.
              3     Click the insert row button on timesheet     A new row is
                                                                    inserted above the
                                                                    existing row and is
                                                                    displayed in a darker
                                                                    color. The default
                                                                    pay code “Reg Hrly
                                                                    Pay” is displayed.
              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




                                                                                  Continued on




                                         39
WorkForce Manager Time Sheet Approval Manual, Continued

Task #17 (cont.)   TIMESHEET CHANGES: Relief Worker Double Shift Pay Code
                   (Heating Plant Use Only)

                    Step                        Action                         Results / Notes
                     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          When you save, an
                            day you had to remove time from, in order       „overlapping time‟
                            to separate it out on its‟ own row, if          error will display if
                            applicable.                                     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.
                      7
                             If…                                       Then…
                             You accessed the timesheet via the        Click the Save icon.
                             Edit Employee Time link,                  Proceed to Step #8.
                             You accessed the timesheet via the         Click the Save and
                             Approve Timesheets link,                    Close icon.
                                                                        Re-open the
                                                                         timesheet.
                                                                        Proceed to Step #8.

                      8     Click on the Pay Preview icon to verify that the double-shift hours
                            worked are paid at the regular hourly rate, and not the overtime
                            rate, for that employee.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #18   #18-TIMESHEET CHANGES: Call Back Unscheduled and Call Back
           Scheduled Pay Codes
             Step                      Action                        Results / Notes
            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.

              1       Click on Edit Employee Time link (Dashboard) Employee names are
                                                                    listed under the
                      Click on an employee group.                  employee group name
              2      Click on an employee name to view the          Employee Timesheet is
                     manager‟s view of the employee timesheet. displayed.
            Note: You may also access the timesheet via the Approve Timesheets link
            and click on the employee‟s name in the Approval table.
              3      Click the insert row button on timesheet       A new row is
                                                                    inserted above the
                                                                    existing row and is
                                                                    displayed in a darker
                                                                    color. The default
                                                                    pay code “Reg Hrly
                                                                    Pay” is displayed.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #18 (cont.)   TIMESHEET CHANGES: Call Back Unscheduled and Call Back Scheduled
                   Pay Codes

                    Step                        Action                          Results / Notes
                     4
                             If…                                           Then…
                             You are entering hours as Call Back           Proceed to Step #5.
                             Unscheduled
                             You are entering hours as Call Back           Proceed to Step #11.
                             Scheduled

                     5       Click on the down arrow in the Reg Hrly
                              Pay code field
                             Scroll down and click on Call Back
                              Unsched paycode = 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          When you save, an
                            day you had to remove time from, in order       „overlapping time‟
                            to separate it out on its‟ own row, if          error will display if
                            applicable.                                     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.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #18 (cont.)   TIMESHEET CHANGES: Call Back Unscheduled and Call Back Scheduled
                   Pay Codes

                    Step                      Action                             Results / Notes
                     8
                            If…                                        Then…
                            You accessed the timesheet via the         Click the Save icon.
                            Edit Employee Time link,                   Proceed to Step #9.
                            You accessed the timesheet via the          Click the Save and
                            Approve Timesheets link,                     Close icon.
                                                                        Re-open the
                                                                         timesheet.
                                                                        Proceed to Step #9.

                      9    Verify that the system automatically                System
                           calculated the difference between the actual        automatically
                           hours worked and the four-hour guarantee            enters the cost
                           (by inserting an additional pay code, Reg           account to be
                           Hrly Pay and the additional hours).                 charged for the
                                                                               additional
                                                                               guaranteed hours.




                                                          This is the 3 hours guaranteed since the employee
                                                          only worked from 5:15 to 6:15pm, or 1 hr.




                     10    Click on the Pay Preview icon 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.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #18 (cont.)   TIMESHEET CHANGES: Call Back Unscheduled and Call Back Scheduled
                   Pay Codes

                    Step                      Action                            Results / Notes
                    11       Click on the down arrow in the Reg Hrly
                              Pay code field
                             Scroll down and click on Call Back Sched
                              paycode = 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.
                     13     Change the time-in and time-out on the day       When you save, an
                            you had to remove time from, in order to         „overlapping time‟
                            separate it out on its‟ own row, if              error will display if
                            applicable.                                      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.




                     14
                             If…                                     Then…
                             You accessed the timesheet via the      Click the Save icon.
                             Edit Employee Time link,                Proceed to Step #15.
                             You accessed the timesheet via the       Click the Save and
                             Approve Timesheets link,                  Close icon.
                                                                      Re-open the timesheet.
                                                                      Proceed to Step #15.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #18 (cont.)   TIMESHEET CHANGES: Call Back Unscheduled and Call Back Scheduled
                   Pay Codes

                    Step                       Action                               Results / Notes
                     15    Verify that the system automatically                   System
                           calculated the difference between the actual           automatically
                           hours worked and the three-hour guarantee              enters the cost
                           (by inserting an additional pay code, Reg              account to be
                           Hrly Pay and the additional hours).                    charged for the
                                                                                  additional
                                                                                  guaranteed hours.




                                                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.




                     16    Click on the Pay Preview icon 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.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #19   #19-TIMESHEET CHANGES: Beeper Pay for AFSCME employees
             Step                        Action                        Results / Notes
            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 to $75 per week.

            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 $75

              1      Click on Edit Employee Time link (Dashboard) Employee names
                     Click on an employee group.                  are listed under the
                                                                   employee group
                                                                   name
              2     Click on an employee name to view the          Employee Timesheet is
                    manager‟s view of the employee timesheet. displayed.
            Note: You may also access the timesheet via the Approve Timesheets link
            and click on the employee‟s name in the Approval table.
              3          The beeper pay dollar amount must
                            be entered on the Beeper Pay row.
                         Enter the per day beeper pay dollar
                            amount for each appropriate day.
                         You may also enter the $75
                            maximum beeper pay amount on any
                            day of the week.
                         Enter the dollar amount as XX.XX


              4
                     If…                                Then…
                     You accessed the timesheet via     Click the Save icon.
                     the Edit Employee Time link,       Proceed to Step #5.


                     You accessed the timesheet via      Click the Save and Close
                     the Approve Timesheets link,         icon.
                                                         Re-open the timesheet.
                                                         Proceed to Step 5.
                    Note: The system will not save and will display an error if the
                    total amount of the beeper pay for the week exceeds $75
              5     Click on the Pay Preview icon. Verify the
                    appropriate beeper pay amount is displayed.

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WorkForce Manager Time Sheet Approval Manual, Continued
Task #20   #20-SCHEDULE: Make a Temporary Change to an Employee‟s Schedule
             Step                       Action                        Results / Notes
            Introduction: The Edit Employee Schedules link 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 timesheet 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 Edit Employee Schedules link            Employee names are
                       (Dashboard)                                     listed under the
                      Click on an employee group.                     employee group name
            Note: If you are making temporary schedule changes for several
            employees, you may want to follow the instruction for setting the Next and
            Previous options described in Task #35 or the Find function described in
            Task #36. Otherwise follow the next step to select a particular employee.
              2      Click on an employee name to view the          The employee schedule
                                                                    for the first unprocessed
                     manager‟s view of the employee schedule.       pay period opens.




            Note: If the manager has approved the employee‟s timesheet for the pay period,
            changes to the schedule are not allowed. Only the print icon will appear in the
            tool bar, and fields on the schedule will be grayed out.
                        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
              Pay        hour.
             Code  The labor distribution (Fund Type, Fund, Org etc.) and job fields are
                         included for each pay code on the manager‟s view of the schedule.
                         However, the costing cannot be changed on this screen but must be
                         altered on the actual timesheet (See Task #13 or Task #14).

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #20 (cont.)    SCHEDULE: Make a Temporary Change to an Employee‟s Schedule

                    Step                      Action                           Results / Notes
                     3      Enter any necessary changes.
                     4      Click the Save Schedule icon.               “Information
                                                                        Saved” message is
                            Warning: The Human Resource Records         displayed and
                            office must be notified when an employee    schedule is
                            changes from an 8 hour day to a 10 hour day changed.
                            or vice-versa, on a permanent basis.



Task #21           #21-SCHEDULE: Copy a Temporary Change from a Prior Period

                     Step                       Action                        Results / Notes
                    Introduction: Temporary schedule changes are effective for only one pay
                    period. If the schedule changes you entered need to be in effect for the next
                    pay period, you may copy the temporary changes to the next pay period by
                    following the instructions below.

                    Note: The ability to copy a temporary schedule change from one pay
                    period to another does not eliminate the necessity that permanent changes
                    be entered through the Assign Schedules link. (Task #22).
                      1       Click on Edit Employee Schedules link         Employee names are
                              (Dashboard)                                    listed under the
                             Click on an employee group.                    employee group name
                      2     Click on an employee name to view the            The employee schedule
                                                                             for the first unprocessed
                            manager‟s view of the employee schedule.         pay period opens.
                      3     After saving the altered schedule in the prior   See Task #20 for
                            pay period:                                      making temporary
                             Click the drop down-arrow in the Pay           changes to the
                              Period field.                                  schedule.
                             Click on the next pay period.
                      4     Click the Copy From Prior Period icon.           „Copy from Prior
                                                                             Period ?‟ window
                                                                             is displayed.
                      5     Click the OK button.
                            Note: Only Employee‟s scheduled work
                            hours are copied from the prior period. The
                            scheduled lunch is not copied. You must
                            change it manually.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #21 (cont.)   SCHEDULE: Copy a Temporary Change from a Prior Period




                     Step                        Action                     Results / Notes
                    Note: Only the employee‟s scheduled work hours are copied over to the
                    pay period you have pulled up. You must delete the row of scheduled time
                    that is not correct.
                       6     If the employee should also have a
                             scheduled lunch:
                              Verify the Lunch pay code is displayed
                              Change/Enter the amount of time
                                scheduled for lunch each workday in
                                whole hours or as 100ths of an hour.
                       7     Click on the Delete Row icon next to the
                             row of Reg Hrly Pay that is not correct.




                      8     Click the OK button to delete the row.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #21 (cont.)   SCHEDULE: Copy a Temporary Change from a Prior Period

                    Step                      Action                     Results / Notes
                     8     Repeat Steps #7 and #8 for the second week
                           of the pay period.
                      9    Click the Save icon.                         “Information
                                                                        Saved” message is
                                                                        displayed and
                                                                        schedule should be
                                                                        complete.
                     10    Verify the schedule is correct.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #22   #22-SCHEDULE: Assign Permanent Changes to an Employee Schedule
             Step                       Action                         Results / Notes
            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 timesheet
            approval if the change applies to that pay period.
            Note: Students do not have a schedule.
            Warning: The HR Records office must be notified of all permanent
            schedule changes (see notification instructions below). If the manager
            fails to notify HR, the employee may be paid incorrectly. Employee‟s
            Personal Day accruals, Birthday, and Holiday hours are calculated based
            on the Oracle Standard Conditions.

            Notification to HR: Manager or designee must email the following
            information to uhr@ohio.edu. This must be sent by the second week of
            the pay period.
                1. Employee Name and employee id.
                2. Per day schedule (any time a permanent schedule change occurs or
                   an employee increases their daily hours worked).
                3. Effective date of the change.

              1     Click on the Assign Schedules link.             „Choose an Action‟
                    (Dashboard)                                     window is
                    Note: The „Assign Schedule Cycles‟ feature      displayed.
                    is not used be Ohio University.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #22 (cont.)   SCHEDULE: Assign Permanent Changes to an Employee Schedule



                   Step                     Action                         Results / Notes
                    2     Make the decision in the table below.
                           If…                            Then…
                           You would like to make a       Click the “Assign Schedule
                           Permanent schedule change      Templates” option under
                                                          Permanent Changes.
                           You would like to make a       Click the “Assign Schedule
                           temporary schedule change      Templates” option under
                                                          Temporary Changes, or go to
                                                          Task # 20
                     3                                                   Date and Save Options
                          Click the Options Icon                         window is displayed.




                     4     Click on the drop-down arrow.
                           Choose the “Employee As Of Date
                            Below” option
                     5     Click in the As of Date field                Screen may take
                           Enter the date you want the schedule         several minutes to
                            change to take effect using the following    appear.
                            format:
                                       MM/DD/YYYY
                     6    Click the Save button.                         The following screen is
                                                                         displayed.
                     7    If you have more than one group, click on      Groups are listed on
                          the applicable group, even if it is already    the left-hand side of the
                                                                         screen.
                          displayed. The date entered in Step 5 should
                          fall within the displayed Valid Date Range.

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                                              52
WorkForce Manager Time Sheet Approval Manual, Continued




             8   Make the decision in the table below.
                  If…                               Then…
                  You would like all employees in    Click the “Make the values for
                  the group to be assigned to the     all assignments the same as the
                  same schedule;                      first one” check box.
                                                     Click on the drop down arrow
                                                      in the Schedule Template field
                                                      for the first employee in the
                                                      list.
                  You would like to assign          Click on the drop down arrow in
                  schedule templates individually   the Schedule Template field for
                  or only change the schedule       the desired employee.
                  template for one employee;


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #22 (cont.)   SCHEDULE: Assign Permanent Changes to an Employee Schedule

                   Step                      Action                      Results / Notes
                    9     Click on the desired schedule template.

                          Note: The HR Records office must be
                          notified when an employee changes 8 hour
                          days to 10 hour days or vice-versa, on a
                          permanent basis.
                    10     Click in the Start 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.
                    11    Click the Save icon.                          “Schedule
                                                                        Templates Change
                          Warning: Do not click in the Manager          successful!”
                          Override box and uncheck this box when        message is
                          changing the schedule template. It will       displayed.
                          result in “No_Schedule” being assigned for
                          the employee. If this occurs you must click
                          in the Manager Override box and repeat
                          steps #9, #10 and #11 again.
                    12     Click on the employee group name again      Schedule opens for
                           Verify schedule change                      group




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #23   #23-DELEGATION: Delegate Employee group to another Approver

             Step                      Action                         Results / Notes
            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 timesheets 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, for example.

            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 Manual. 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            Choose an Action
                     (Dashboard)                                     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          Box is checked.
                     group to be delegated.




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WorkForce Manager Time Sheet Approval Manual, Continued
Task #23 (cont.)   DELEGATION: Delegate Employee group to another Approver
                   Step                           Action                                             Results / Notes
                    5          Click the drop-down arrow in the Role                             User may only
                                field for the group being delegated.                              delegate rights equal
                                                                                                  to or below their own.
                               Select the Role to delegate to the user



                   User has two Roles to choose from;
                   Group Manager or Group Student Coordinator
                   The following table displays functionality for each Role.
                    Group      Group                                                                             Refer to
                    Manager    Student                                                                           Task #
                               Coordinator       Functions Available to each Role
                     Yes         Yes         Approve Employee Timesheets (except their                           3, 4, 5,
                                             own)                                                                6, 7, 8,
                                                                                                                 9,10,11,
                                                                                                                 12
                     Yes         Yes         Edit Employee Timesheets                                            13,14,1
                                                                                                                 5,16,17,
                                                                                                                 18, 19
                     Yes         NO          Make Temporary and Permanent Changes to                             20,
                                             Employee Schedules                                                  21, 22
                     Yes         Yes         Delegate the Approval Group to a new approver
                     /NO         /NO         (available only if the manager gave the Group Manager/Std
                                             Coordinator the rights to redelegate the group to someone else)     23
                     Yes         Yes         View/Revoke the Delegate Group Rights                                 24
                     /NO         /NO         (Same as Delegate approval Group to a new approver, above)
                     Yes         NO          Manage Groups: Add, Move, or Remove an                              25,26,
                                             employee to/from the Group                                          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                                  30
                                             Costing)
                     Yes         Yes         Students: Add a New Job to An Existing
                                             Student Assignment/Time Sheet                                       31
                     Yes         Yes         Students: Terminate a Student Assignment/Time                       32
                                             Sheet
                     Yes         Yes         Process: New Classified, AFSCME or FOP
                                             Employee Hired into WorkForce                                       33
                     Yes         Yes         Manager Navigation Options, Search for Employee                     34,35,
                                             Using Prev/Next Buttons, „Find‟ & „Sort‟ Function                   36, 37
                     Yes         Yes         Run a Report                                                        38


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #23 (cont.)   DELEGATION: Delegate Employee group to another Approver

                   Step                       Action                          Results / Notes
                    6      Click in the Effective Date field for the       The Effective Date
                            group being delegated.                          defaults to the
                           Enter the start date for the delegation         current date
                            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.
                      7    Click in the End Effective Date field for       The End Effective
                            the group being delegated.                      Date defaults to 7
                           Enter the date the User‟s delegation rights     days from the
                            should end, using the following format:         current date.
                                          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
                     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    Search results are
                            to whom the group is being delegated.           displayed.
                           Click the Search button.
                          Note: See Task #36 for directions on using the
                          Search function.
                    11     Click in the circle next to the name of the     Status Message
                            person receiving delegation.                    below should
                           Click the Select button.                        appear.
                    12    Click on Continue button to make the              You have
                          delegation effective and return to the            delegated the group
                          delegation screen.                                to the new
                                                                            approver.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #24   #24-DELEGATION: View / Revoke Delegated Group Rights from an
           Approver

             Step                    Action                           Results / Notes
              1     Click on the Manage Delegations link            Choose an Action box
                    (Dashboard)                                     is displayed.
              2     Click the View/Revoke Delegations link.         „Delegations‟ table
                                                                    is displayed




              3     Make the decision in the table below.
                     If…                               Then…
                     You would like to view the        Proceed to Step #4
                     delegation table
                     You would like to Revoke a        Proceed to Step # 5
                     delegation

              4     To View the Delegate Rights;                    In the VPFA-
                     Click on the     Expand button to see if      Grants Manager
                      the approver re-delegated the employee        group below,
                      group to another approver.                    Annie Cvetan re-
                                                                    delegated the group
                    Note: The expand button will disappear,         to Michelle Bobo
                    when you click on it, if there are no further
                    re-delegations. See example below




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                                         58
WorkForce Manager Time Sheet Approval Manual, Continued
Task #24 (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.
                    Step                        Action                         Results / Notes
                      5     To Revoke the Delegated Rights make the decision below;
                             If…                                    Then…
                             You would like to revoke all           Click on the Revoke All
                             delegations for the group              link under the Actions
                                                                    column for the group.
                             Note: Includes re-delegated rights.
                             You would like to revoke only the Click the Revoke link
                             delegation selected                    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                       Delegation Table is
                            View the Delegation Table for accuracy          displayed




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #25   #25-MANAGE GROUPS: Add an Existing Employee or a Newly Hired
           Employee to a Group
             Step                       Action                        Results / Notes
            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 timesheet. See Task
            #33 Process: New Classified, AFSCME, or FOP Employee Hired.
              1      Mouse over the Groups menu.                   Employee groups are
                     Click on the “Manage” option.                 displayed on left.
              2     Click the name of the group to be managed. Group Manage
                                                                   window is displayed.
                    Note: Window opens up to the Assignments
                    Tab as the default. We do not use the
                    Filters Tab or the Advanced Tab.




              3      Click the “Add” option (“Add” is default).   Search screen is
                     Click the Go button.                         displayed.

                    Warning: Do Not Use the “Copy”,
                    “Delegate” or “Transfer” options!
              4      Enter the appropriate search criteria for
                      the employee being added to the group.
                     Click the Search button.
                    Note: See Task #36 for directions on using
                    the Search function.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #25 (cont.)   MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group




                    Step                        Action                        Results / Notes
                     5       Click in the box next to the employee         Status message
                              name to be added to the group.                „Assignments added
                             Click the Select button.                      successfully‟ is
                                                                            displayed.
                      6     Click the Continue button to return to Group The added
                            Manage window.                               employee is listed
                                                                         in the group.
                      7     Verify the added employee is listed in the
                            group assignments section




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #26   #26-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.
             Step                       Action                        Results / Notes
              1       Mouse over the Groups menu.                  Employee groups are
                      Click on the “Manage” option.                displayed on left.
              2      Click the name of the group that the           Group Manage
                     employee will move out of.                     window is displayed.

                    Note: Window opens up to the Assignments
                    Tab as the default. We do not use the
                    Filters Tab or the Advanced Tab.




              3     Click in the box next to the name of the
                    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.                            Group Manage
                                                                    window is displayed.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #26 (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.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #27   #27-MANAGE GROUPS: Remove an Employee from a Group

             Step                        Action                       Results / Notes
            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 the timesheet approver for one employee is
            changing, but the Assignment/Time Sheet stays the same. You may also
            use this when a student has stopped working for you but first you must
            terminate his/her Assignment/Time Sheet.

            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       Mouse over the Groups menu.                 Employee groups are
                      Click on the “Manage” option.               displayed on left
              2      Click the name of the group that the          Group Manage
                     employee will be removed from.                window is displayed.

                    Note: Window opens up to the Assignments
                    Tab as the default. We do not use the
                    Filters Tab or the Advanced Tab.




              3     Click in the box next to the name of the
                    employee to be removed.
              4      Click the drop down arrow next to “Add”.
                     Click the “Remove” option.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #27 (cont.)   MANAGE GROUPS: Remove an Employee from a Group




                    Step                     Action                       Results / Notes
                     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 The removed
                           Manage Window.                               employee is no
                                                                        longer listed in the
                                                                        group.
                     8     Verify that the employee was removed from
                           the group.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #28   #28-STUDENTS: Hire a New Student Employee
            Step                          Action                          Results / Notes
           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.
              1       Make the decision in the table below.
                       If…                                  Then…
                       You are hiring a Non-OU              Proceed to the next step.
                       student as an employee into
                       your group
                       You are hiring an OU student as      Proceed to step #5.
                       an employee into your group

              2       Contact the Payroll Office @ 740-593-1859         The Payroll Office
                      with the following information;                   must hire the new
                                                                        student employee into
                       Full Name                                       Oracle. Once this is
                       Date of Birth                                   processed an OAK id
                       Social Security Number                          will be produced for
                                                                        the Non-OU student.
                       Home Address
              3       Obtain the newly created Oak ID and Oak           You must wait
                      email address.                                    until the day after
                       Go to Ohio University homepage                  you have requested
                       Click in the “Name Directory” option in         Payroll to hire the
                             the upper right corner.                    Non-OU Student
                       Click on the Find button.                       into Oracle before
                       Enter the Non-OU Student‟s last name.           you may complete
                       Click the “Faculty and Staff” option.           this step. (usually
                                                                        processed 24 hours
                       Click the SEARCH button.                        after the student is
                       Obtain the appropriate individual‟s OAK         hired into Oracle)
                             id and email address.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #28 (cont.)   STUDENTS: Hire a New Student Employee




                     4     Hire the Non-OU Student into Workforce.                 Proceed to step #5.
                     5      Mouse over the Employee menu.                         Hire New Employee
                                                                                   window is displayed.
                            Click on the “New Hire” option.
                     6      If you have more than one group, click the            If you only have
                             drop down arrow in the Employee group                 access to one
                             field.                                                group, your only
                            Click on the Employee group into which                group will be the
                             the student is being hired.                           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 Student Information System
                   (SIS) to confirm that the student exists. If so, the student‟s name, SSN,
                   login ID and e-mail are displayed. If not, the message below is displayed.




                   Step                       Action                                 Results / Notes
                    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.

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Task #28 (cont.)   STUDENTS: Hire a New Student Employee




                    13    Make the decision in the table below.
                           If…                                Then…
                           You are hiring a Non-OU             Enter student‟s first name.
                           employee into your group            Press the Tab key.
                                                               Enter student‟s last name.
                                                               Press the Tab key.
                                                               Proceed to step #14
                           You are hiring an OU student       Proceed to step #14.
                           employee into your group

                    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. The manager will have to enter
                          the student‟s in/out times if they worked the
                          first week of the pay period.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #28 (cont.)   STUDENTS: Hire a New Student Employee


                   Step                      Action                            Results / Notes
                    15      Enter a unique Assignment/Time Sheet            Example of hiring
                             Name for the employee using the                 a student hourly in
                             templates below. A student employee             FY09, Fall Qtr
                             cannot have two Assignments/Time                would be;
                             Sheets with the same name. Enter one of         HRLY-091Payroll
                             the examples below for Student Hourly,
                             Federal Work Study (FWS) or PACE.
                             Warning: Assignment/Time Sheet
                             Name must be limited to 16 characters.
                                  HRLY-YYZXXXXXXXX
                            Dining Halls may use YYZXXXXXXXXXXXXX
                                  FWS-YYZXXXXXXXXX
                                  PACE-YYZXXXXXXXX
                             YY=Fiscal Year
                             Z=QTR, (1=Fall, 2=WTR, 3=SPR, 4=SUM)
                             XXXXXX= your department 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 timesheet
                   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, I hired my student hourly employee with an assignment name of
                   HRLY-091Payroll (hired in Fall Qtr, 2008, FY09). The student left the job
                   and I terminated the Assignment/Time Sheet. If I rehire the student back
                   in Spring Qtr of Fiscal Year 09, I would enter HRLY-093Payroll.
                     16     Enter the complete cost account including the appropriate natural
                            account numbers listed below.
                             OU Student Hourly (152000), non-OU Student Hourly (152100)
                             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.GM0011802.02




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Task #28 (cont.)   STUDENTS: Hire a New Student Employee

                   Step                       Action                          Results / Notes
                    17     If hiring a Non-OU student employee,
                            enter the student‟s OAK login ID as the
                            WorkForce login ID and the email
                            address.
                           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          The rate defaults to
                          sign. Use the format: XX.XX                         minimum wage if a
                          Note: To determine the pay rate for FWS/PACE        rate is not entered.
                          students, or to request an increase in the hourly
                          wage for FWS/PACE students, call the Office of
                          Financial Aid @ 593-4147.
                    21    Click the Next button.                              Review and Confirm
                                                                              window is displayed.




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Task #28 (cont.)   STUDENTS: Hire a New Student Employee

                   Step                      Action                         Results / Notes
                    22     Review the new hire information.
                    23     Make the decision in the table below.
                            If…                          Then…
                            Any of the information is     Click the Previous button.
                            incorrect                     Make the necessary changes.
                                                          Return to the Review and
                                                           Confirm window.
                                                          Proceed to Step #24
                            The information is            Click the Cancel button, then
                            incorrect and you want to     Click the OK button
                            cancel the transaction
                            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. The
                   new hire will not have access to their timesheet 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 timesheet and/or punch in or out on a
                   time clock. The manager will have to input the time in/out for the student
                   until the student has access.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #29   #29-STUDENTS: Create a New Assignment/Time Sheet For a Student in
           Your Group
             Step                         Action                       Results / Notes
            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 timesheet 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.               Hire New
                       Click on the “New Hire” option.             Employee window
                                                                    is displayed.
               2       If you have more than one group, click the If you only have
                        drop down arrow in the Employee group       access to one
                        field.                                      group, your only
                       Click on the Employee group into which      group will be the
                        the student is being hired.                 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.




                    Click the Next button.                                  The student‟s
              5                                                             current information
                                                                            is displayed.




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Task #29 (cont.)   STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group

                   Step                        Action                            Results / Notes
                    6       Click the Proceed button.
                                                                              Assignment screen is displayed.
                    7       Click the Next button.




                     8       Enter a unique Assignment/Time Sheet Name       Example of hiring
                              for the employee using the templates below.     a student hourly in
                              A student employee cannot have two              FY09, Fall Qtr
                              Assignments/Time Sheets with the same           would be;
                              name. Enter one of the examples for Student      HRLY-091Payroll
                              Hourly, Federal Work Study (FWS), or
                              PACE.
                            Warning: Assignment/Time Sheet Name
                            must be limited to 16 characters.
                                    HRLY-YYZXXXXXXXX
                             Dining Halls may use YYZXXXXXXXXXXXXX
                                    FWS-YYZXXXXXXXXX
                                    PACE-YYZXXXXXXXX
                              YY=Fiscal Year
                              Z=QTR, (1=Fall, 2=WTR, 3=SPR, 4=SUM)
                              XXXXXX= your department name

                             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 timesheet 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. For example, I hired a
                   student hourly with an Assignment/Time Sheet name of HRLY-091Payroll (Fall
                   Qtr, 08, FY09). The student left, I terminated the Assignment/Time Sheet and
                   rehired the student back in Spring Qtr of Fiscal Year 09 (HRLY-093Payroll).

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #29 (cont.) STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group
                    Step                      Action                         Results / Notes
                     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 (152000), non-OU Student Hourly (152100)
                             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 enter; GM0011802.02




                     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.         The rate defaults to
                            Use the format: XX.XX                               minimum wage if a
                            Note: To determine the pay rate for FWS/PACE        rate is not entered.
                            students, or to request an increase in the hourly
                            wage for FWS/PACE students, call the Office of
                            Financial Aid @ 593-4147.




                     14     Click the Next button.                              Review and Confirm
                                                                                window is displayed.
                     15     Review the new Assignment/Time Sheet
                            information.

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Task #29 (cont.)   STUDENTS: Create a New Assignment/Time Sheet For a Student in Your Group




                     16     Make the decision in the table below.
                             If…                           Then…
                             Any of the information         Click the Previous button.
                             is incorrect                   Make the necessary changes.
                                                            Return to Review/Confirm window.
                                                            Proceed to Step #17
                             You want to cancel the         Click the Cancel button, then
                             incorrect information.         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. The new
                   hire will not have access to their timesheet for 24-48 hours after you hire them
                   into the WF system. Some Payroll processes must run before the student can
                   access his/her timesheet.
                   Note: When a student with multiple assignments (multiple timesheets) 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.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #30   #30-STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)
             Step                      Action                        Results / Notes
            Introduction: This process is used for permanent pay rate changes and
            costing changes for student employees only. Student hourly, PACE and
            Federal Work Study must be separate Assignments/Time Sheets.

            Warning: Do not change a Student Hourly (STU HRLY) 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     Mouse over the Employee menu.                Find Employee
                     Click on the “Assignments” option.           Assignments window
                                                                      is displayed.
               2      Enter the appropriate search criteria to       See Task #36 for
                       find the employee who‟s                        directions on using
                       Assignment/Time Sheet you‟d like to edit.      the Search
                      Click the Search button.                       function.




               3     Click on the employee Assignment/Time               Employee
                     Sheet to be edited. For example, I will give        Information
                     this student a pay raise.                           window is
                                                                         displayed.
                     Note: Some employees have more than one
                     Assignment/Time Sheet. If the employee is
                     included in two groups but has only one
                     assignment, the assignment changes will be
                     the same in both groups.
               4     Click the Proceed button.                           Edit Assignment
                                                                         window is
                                                                         displayed.
               5     Call payroll office if you must change the          See Page #1 of
                     Assignment/Time Sheet name. There is a              this manual for
                     definite timing issue involved in this change.      phone numbers.


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Task #30 (cont.)   STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)




                    Step                       Action                                  Results / Notes
                     6      Edit costing information, if applicable.

                            Note: FWS/ PACE account numbers should be
                            obtained from the Office of Financial Aid. Please call
                            593-4147.




                      7     Click the Next button.                                   Assignment Job and
                                                                                     Rate window opens.
                            Edit pay rate information.                               If you need to
                      8                                                              change the Job name
                                                                                     call Payroll for
                            Note: To determine the pay rate for Federal work         assistance. There is a
                            study and PACE students, call the Office of Financial    definite timing issue
                            Aid @ 593-4147.                                          involved in this
                                                                                     change.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #30 (cont.)   STUDENTS: Edit an Assignment/Time Sheet (Change Pay Rates and/or Costing)

                    Step                       Action                           Results / Notes
                     9      Click the Next button.                          Edit Assignment
                                                                            Information window
                                                                            is displayed.




                     10     Review the assignment information.
                     11     Make the decision in the table below.
                             If…                          Then…
                             Any of the information        Click the Previous button.
                             is incorrect                  Make the necessary changes.
                                                           Return to the Review and Confirm
                                                            window.
                                                           Proceed to Step #12
                             The information is            Click the Cancel button, then
                             incorrect and you want        Click the OK button
                             to cancel the transaction
                             The information is correct   proceed to the next Step #12

                     12     Click the Confirm button.                       Status success message
                                                                            „Employee/Assignment
                                                                            information saved
                                                                            successfully‟ is
                                                                            displayed.
                     13     Click the Proceed button.                       System returns you to the
                                                                            Find Employee
                                                                            Assignments window.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #31   #31-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet
             Step                        Action                        Results / Notes
            Introduction: This process of adding a new job to an existing employee
            Assignment/Time Sheet is applicable to student employees only. A
            possible use for this function would be when a Ping Center employee, with
            a Ping Center Student assignment/timesheet, is a personal trainer and a
            swim instructor. Each of the two jobs are paid at different rates.
               1      Mouse over the Employee menu.                 Find Employee
                      Click on the “Assignments” option.            Assignments window
                                                                   is displayed.
               2     Enter the appropriate search criteria to     See Task #36 for
                      find the employee who‟s                      directions on using
                      Assignment/Time Sheet you‟d like to          the Search
                      edit/add new job.                            function.
                     Click the Search button.




               3    Click on the employee Assignment/Time          Employee
                    Sheet to be edited.                            Information
                    Note: Some employees have more than one        window is
                    Assignment/Time Sheet. The changes will        displayed.
                    occur in the specific Assignment/Time
                    Sheet selected.
               4    Click the Proceed button.                      Edit Assignment
                                                                   window is displayed.
               5    Review assignment information. Costing and
                    assignment name should remain the same.
               6    Click the Next button.                         Assignment Job and
                                                                   Rate window opens.




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Task #31 (cont.)   STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet

                   Step                       Action                       Results / Notes
                    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.


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Task #31 (cont.)   STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet

                   Step                       Action                                    Results / Notes
                    11       Review the employee‟s new assignment
                             information.




                     12      Make the decision in the table below.
                              If…                              Then…
                              Any of the information            Click the Previous button.
                              is incorrect                      Make the necessary changes.
                                                                Return to Review/Confirm window.
                                                                Proceed to Step #13
                              The information is                Click the Cancel button, then
                              incorrect and you want            Click the OK button
                              to cancel the transaction
                              The information is correct       proceed to the next Step #13

                     13      Click the Confirm button.                                Status success message
                                                                                      „Employee/Assignment
                                                                                      information saved
                                                                                      successfully‟ is displayed.
                     14      Click the Proceed button.                                System returns you to the
                                                                                      Find Employee
                                                                                      Assignments window.
                   Note: A student that completes an online timesheet 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.




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WorkForce Manager Time Sheet Approval Manual, Continued
Task #32   #32-STUDENTS: Terminate a Student Assignment/Time Sheet
             Step                       Action                         Results / Notes
            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. After the
            Student‟s final payroll processes and the student Assignment/Time Sheet
            has been terminated, the student Assignment/Time Sheet will
            automatically be removed from your group. Until the student
            Assignment/Time Sheet is automatically removed from your group, you
            must approve the student‟s zero hour timesheet for that pay period. Do not
            “Remove” students from your group.
              1      Mouse over the Employee menu.                     Find Employee
                                                                        Assignments window is
                     Click on the “Assignments” option.                displayed.
              2      Enter the appropriate search criteria to find the See Task #36 for
                      employee who‟s Assignment/Time Sheet              directions on using
                      you‟d like to terminate.                          the Search
                     Click the Search button.                          function.




              3       Click on the employee Assignment/Time                Employee
                       Sheet to be terminated. Never terminate              Information
                       an employee group labeled:                           window is
                       “Auto-XXXXXXXX”.                                     displayed.
                      Verify you have the correct employee.
                     Note: Some employees have more than one
                     Assignment/Time Sheet. The termination will occur
                     only in the specific Assignment/Time Sheet selected.




              4      Click the Proceed button.                              Edit Assignment window
                                                                            is displayed.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #32 (cont.)   STUDENTS: Terminate a Student Assignment/Time Sheet




                   Step                      Action                      Results / Notes
                    5     Click in the Assignment Status field.
                    6     Enter a Capital “T” (Terminated) in place
                          of the “A” (Active).

                          Warning: Must use a capital “T”, not a
                          small “t”, or the termination will not
                          process.
                     7    Click the Next button.                      Assignment Job
                                                                      and Rate window is
                                                                      displayed.




                     8    Click the Next button.                      Review and
                                                                      Confirm window is
                                                                      displayed.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #32 (cont.)   STUDENTS: Terminate a Student Assignment/Time Sheet




                   Step                     Action                          Results / Notes
                    9     Review the Assignment/Time Sheet being
                          terminated.
                    10    Make the decision in the table below.
                           If…                          Then…
                           Any of the information        Click the Previous button.
                           is incorrect                  Make the necessary changes.
                                                         Return to the Review and Confirm
                                                          window.
                                                         Proceed to Step #11
                           The information is            Click the Cancel button, then
                           incorrect and you want        Click the OK button
                           to cancel the transaction
                           The information is correct   proceed to the next Step #11

                    11    Click the Confirm button.                       Status success message
                                                                          „Employee/Assignment
                                                                          information saved
                                                                          successfully‟ is displayed.
                    12    Click the Proceed button.                       System returns you to the
                                                                          „Find Employee
                                                                          Assignments‟ window.
                    13    The student will be removed from your approval group after the
                          current pay period is processed and the next pay period is open.
                          Until the student timesheet is automatically removed from your
                          approval table, you must approve the student‟s zero hour
                          timesheet.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #33   #33-Process: New Classified, AFSCME or FOP Employee Hired (Does not
           apply to Student employees)

             Step                       Action                       Results / Notes
            Introduction: The Hiring Department is responsible to inform Human
            Resources (H/R) that they have made a decision on hiring an employee.
            H/R then calls the employee and offers them the job. H/R has the
            employee complete all the necessary hiring/payroll documents. H/R then
            forwards the Payroll forms to the Payroll Office (P/R). The new employee
            will be hired into the Oracle system by H/R. They are then imported from
            Oracle to WorkForce automatically. P/R staff adds other information to
            the Oracle employee records.

            The following steps must be processed to give the employee the ability to
            access their timesheet and to be paid properly. It also gives the approver
            the ability to charge the payroll to the correct department, to access the
            timesheet, and to approve the timesheet.

            Warning: Do not attempt to hire a Classified, AFSCME, or FOP employee
            into WorkForce. An approver may only hire a student employee 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,
                     TIMESHEET CHANGES: Permanent
                     Costing Changes to Timesheet
            Note: If you cannot access the employee, call the Payroll Department to
            verify the process mentioned in the introduction section has been
            completed (see page #1 for phone numbers).

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #34   #34-Manager Navigation Options

             Step                       Action                       Results / Notes
            Introduction: This task introduces the manager to different options for
            calling up and saving employee timesheets. They are particularly helpful
            for managers who have larger groups and want to „cycle through‟ and view
            or make changes to a large number of timesheets at one time.

            Note: Employees should generally make necessary corrections to their
            timesheets themselves.
               1    Click on Edit Employee Time link (Dashboard) The navigation options
                                                                   are displayed at the top
                                                                   left-hand side of
                                                                   window.




              2     Click the Options icon.                        Date and Save Options
                                                                   window is displayed.




              3     Leave the Date Option settings defaulted to    .
                    “Current Employees” and the current date in
                    the “As Of Date” field.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #34 (cont.)    Manager Navigation Options
                     Step                          Action                              Results / Notes
                      4          Click on the drop-down arrow in the Save           See the
                                  Option field.                                      Option/Description
                                 Click on the appropriate option.                   table below.
                         5      Click the Save button.                               Date and Save Options
                                                                                     window closes.
                    Note: The options you select and save will remain in effect until you exit the
                    Timesheet-Manager window, whereupon they return to the default settings.

                             Option                                 Description
                                           The manager must close the saved timesheet and manually select
                                           the next employee. If you have no changes to save then you may
                         Save Only         use the Prev and Next arrows to scroll through the employees in
                                           your group.
                                           The manager must either open the group and select the first
                                           employee, or use Search to locate the first employee. The system
                    Next Employee          automatically opens the next employee‟s timesheet in the group
                                           when the current employee‟s timesheet is saved.
                                           The system returns to the search mode after each timesheet is
                    Find Employee          saved. If you have no changes to save then you may use the Prev
                                           and Next arrows to scroll through the employees in your group.

Task #35           #35-Navigate Timesheets Using Prev/Next Buttons

                     Step                     Action                          Results / Notes
                    Introduction: The Next and Previous options allow the manager to move
                    from one employee timesheet to another within an employee group.
                       1     Click on Edit Employee Time link (Dashboard) Employee names are
                                                                           listed under the
                             Click on an employee group.                  employee group name




                     2        Click on an employee‟s name.                         When making changes
                                                                                    to a timesheet, always
                              Click the Next arrow to move to the next             save the timesheet prior
                               employee within the group list.                      to moving on to another.
                              Click the Prev arrow to return to the
                               preceding employee in the group list.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #36   #36-Search for an Employee Using the „Find‟ Function

             Step                       Action                        Results / Notes
            Introduction: This task demonstrates the Find function to use when
            searching for a particular employee‟s timesheet. This is particularly useful
            when the employee group is large and scrolling through lists is inefficient.
              1     Click on Edit Employee Time link (Dashboard)    The navigation options
                                                                         are displayed at the top
                                                                         left-hand side of
                                                                         window.
              2      Click the Find icon.                                Search for assignments
                                                                         window is displayed.




             Step                        Action                            Results / Notes
              3       Click in one of the three search fields.          The search fields
                      Enter the appropriate search criteria.            are not case
                                                                         sensitive.
                     Note: You may use the * as a wildcard
                     when you are not sure of the complete
                     spelling (but may obtain more results).
              4      Click the Search button.
            Note: If only one employee meets the search criteria, the employee‟s timesheet
            will open automatically. If multiple employees meet the criteria or the user has
            multiple Assignments/Time Sheets, the manager must select the appropriate
            employee timesheet by clicking on the employee‟s name in the search results.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #37   #37-Navigate Timesheets Using the „Sort‟ Function

             Step                       Action                       Results / Notes
            Introduction: This task demonstrates the Sort function to use when
            searching for a particular employee‟s timesheet and navigating through all
            of the timesheets 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.
               1     Click on Edit Employee Time link (Dashboard)  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.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #38   #38-Run a Report
             Step                    Action                 Results / Notes
              1      Click on View Group Reports link.   Report names and
                                                          descriptions are listed
                                                          after the instructions to
                                                          view and print.




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WorkForce Manager Time Sheet Approval Manual, Continued

Task #38 (cont.)   Run a Report

                   Step                      Action                         Results / Notes
                    2     Click the name of the appropriate report.       Report parameters
                                                                          screen is displayed.
                     3    Enter the date or range.

                          Note: Some reports, such as the Payroll
                          Transfer pdf OU report, require the ending
                          date of the transferred pay period. Others,
                          such as Absence History OU report, require
                          a start and end date.
                     4     Click the drop down arrow in the
                            Employee Group field, if applicable.
                           Click the employee group.
                     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       Click the Open button.
                            the report on-screen prior
                            to saving it
                            You would like to save        Click the Save button.
                            the report without            Click the drop down arrow in the
                            viewing it immediately         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.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #38 (cont.)   Run a Report

      Report Name                                         Description
     Absence History       Lists paid time off used by the individual employees in an employee
           OU              group for a specified date range.
       Comp Time           Lists Comp Time balances for each employee in an employee group
       Balance OU          for a specified date range.
    Current Employee       Lists the accrual details for all paid time off accruals for individual
      Accruals OU          employees within an employee group for a specified date range.
    Delegate by Employee   New Report; Lists all groups delegated to a Workforce approver.
         Report OU         The report is run by employee id.
   FWS New Hire OU         (not working yet) For use by Office of Financial Aid.
                           For use by Office of Financial Aid. Must enter pay period end date.
       Federal Work
                           Lists FWS student names, job descriptions, employee group name,
     Study Employees
                           employee number, pay rate, hours, and pay amount for the pay
           OU
                           period entered.
                           For use by Office of Financial Aid. Must choose PDF report format
                           when running this report. Lists FWS student names alphabetically,
      Federal Work
                           employee id#, SSN #, Pay period end date, Pay Code, account
     Study Integrity
                           number charged, hours worked for week #1, hours worked for week
     Report PDF OU
                           #2, total hours worked, Term, SAM offer per term, SAM offer total,
                           SAM paid per term, SAM paid total.
                           Lists individual employees (used mostly for students) by job in an
    Hours By Job OU        employee group for a specified date range. Within each job lists the
                           day worked, hours, and pay.
                           Lists individual employees by a specific pay code in an employee
       Hours For a
                           group for a specified date range. For each employee lists pay code,
    Selected Pay Code
                           work date, number of hours, account number charged, and a total for
           OU
                           the specified date range.
      Hours Worked         Lists total hours (not categorized by pay code type) employee
      Within a Date        worked in an employee group for a specified date range. Lists date,
       Range OU            hours, start time and end time.
                           This report is the exact view of the employee‟s Time Sheet Audit
                           Report. The report is run by picking the group and entering the
      Manager Time
                           employee id. It lists every action (insert, add, delete, etc.) on the
    Sheet Audit Report
                           employee timesheet, the time of the action, and the oak id of the
           OU
                           staff member completing the action. It also lists the work date, pay
                           codes, Paid Time Off Hours, In Time, and Out Time.
                           Not to be used for employees with Split Costing (permanently
    Multiple Accounts
                           charging more than one account number). Lists total hours charged
      Charged by
                           for each account number by an individual employee for a specified
     Employee OU
                           date range. Lists dates, total hours, and total pay charged.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #38 (cont.)   Run a Report

     Report Name                                       Description
    Multiple Accounts    Lists total hours charged for each account number by each employee
    Charged by Group     in an employee group for a specified date range. Lists dates, total
           OU            hours, and total pay charged.
     OU Manager Time     Lists all Time clock and Time sheet activity for one employee in an
   Clock Audit Report OU employee group for a specific pay period.
   OU Pay for Multiple Lists employees with pay rates by assignment /timesheet name and
       Rates on WF       job within a specified group name for a specific date range. You
      Assignment OU      must enter start date and end date.
                         For use by Office of Financial Aid. Must choose PDF format and
                         enter an actual pay period end date when running this report. Lists
     PACE Integrity
                         every student charging the PACE account number in a specific pay
     Report PDF OU
                         period, student ID#, Student PID#, hours for week #1, hours for
                         week #2, and total hours, and PACE hiring organization number.
                         Must enter actual pay period end date. Report will not run until
                         after the payroll has been processed for the specified pay period end
   Pay Calculation OU date. Lists the work date, pay code, hours, gross pay, total hours,
                         and total gross pay for each employee in the employee group for the
                         selected pay period.
                         Must choose PDF format and enter an actual pay period end date
                         when running this report. Lists information similar to that found on
     Payroll Transfer
                         payroll summary sheets. Lists the pay code, hours, and pay for the
         pdf OU
                         pay period for each employee in the group and the total gross pay
                         for the entire group for the pay period selected.
                         Lists the work schedule for each employee in the selected employee
      Schedule OU
                         group. Lists work date, pay code, In Time, and Out Time.
    Student Employees    Lists the job name, dates worked, hours, pay, total hours, and total
    with Multiple Jobs   pay, for each student employee in the employee group for the
            OU           selected pay period.
                         Lists current hire date, assignment/timesheet name description,
   Student Hire Date by
                         original hire date and job name by student for a selected group
        Group OU
                         name.
    Student Hours and    Lists student employee names, hours, and pay charged to grant
       Rate by Grant     accounts in the selected employee group for a specified date range.
       Account OU        Must enter grant account number.
     Student Job and     Lists each student name, job name and pay rate for the selected
         Rate OU         employee group.

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #38 (cont.)   Run a Report


      Report Name                                      Description
                         List the student employee charged to a specific grant by the
     Student by Grant
                         employee group. Lists the employee name, number, job name, and
       Account OU
                         pay rate.
                         Lists the employee name, employee id, work date, pay code, In
   Time Sheet Current
                         Time, Out Time, and hours for the selected employee group for the
       Date OU
                         specific date entered.
                         The user selects the date, the employee group, the exception codes,
                         and the lowest level of exception severity to list on the report. Users
        Time Sheet
                         should run the report several times during the pay period and instead
        Exceptions
                         of waiting until the end of the pay period to address timesheet
                         errors.
       Time Sheet        For Payroll use only.
      Exceptions All
     Groups PDF OU
       Time Sheet        For Payroll use only.
    Exceptions Student
     Groups PDF OU
                         This report is similar to the individual Time Sheet Audit Report.
                         The report lists all employees in the group with work dates, pay
     Time Sheet OU
                         codes, in and out times, and hours for each day in the pay period
                         including the date entered for the selected employee group.
                         Lists the employee ID #, Last Name, and First Name of all
    Unapproved Time      employees in the designated employee group whose timesheets have
      Sheets – All       not been approved by the approver for the date entered. This is for
     Employees OU        all groups.
                         Note: this task may take several minuets to run.
                         Lists the employee ID numbers, Last Name, and First Name of all
    Unapproved Time      employees in the designated employee group whose timesheets have
        Sheets           not been approved by the approver for the date entered. This report
                         may take several minutes to run.
                         Lists the names and employee ID #‟s of all employees in the
    Unsubmitted Time
                         designated employee group who have not submitted their timesheet
       Sheets OU
                         to their approver

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #39         #39-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.)
  Pay Codes                                          Description
Regular Hourly (Classified, Students, AFSCME) Pay code used to record In/Out punches for each day
Pay            worked during the pay period.
               (Classified, AFSCME) Pay code used to record lunch time taken when it differs from the
Lunch            regularly scheduled lunch. Enter the actual length of the lunch (not the difference from the
Exception        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 &       (Classified, AFSCME) Pay code used to    record training hours in elapsed time.
Professional
Development
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.
                 (Classified, AFSCME) Pay code used to record regular work hours lost when an
Jury             employee is subpoenaed to testify in court or serves on a jury for the United States or
Duty             the State of Ohio.
                 (Classified, AFSCME) Pay code used when employees want to „bank‟ their overtime
Comp             hours for a week (Classified Only) or for a day (AFSCME Only) as „comp time‟
Time Earned      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                              Pay code used when an employee chooses to use banked
                 (Classified, AFSCME)
Time             Compensatory Time. The number of hours used cannot exceed the employee‟s
Paid             banked balance.


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WorkForce Manager Time Sheet Approval Manual, Continued

Task #39 (cont.)      #39-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          (Classified, AFSCME) Receives two weeks per year paid time off.
Firefighter


                                     Pay Codes Enterable by Supervisors
          Managers may change punches recorded under Regular Hourly Pay to any of the following:
  Pay Codes                                           Description
Call Back          (AFSCME)Employee guaranteed a minimum of three hours. The system
Scheduled       automatically generates the difference between the time designated as Call Back
                Scheduled and the guarantee.
Call Back       (AFSCME) Employee guaranteed a minimum of four hours. The system automatically
Unscheduled     generates the difference between the time designated as Call Back Unscheduled and
                the guarantee.
Relief Wrkr Dbl (AFSCME only) Pay code should be used by AFSCME heating group only. Allows
Sft             relief workers of heating plant to work a double shift without going into OT for the
                day.
Flight Instr       (Students only)

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WorkForce Manager Time Sheet Approval Manual, Continued

Task #39 (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          (AFSCME only)
Excused            (Classified, AFSCME) Informational   pay code used to record an unpaid, excused
Absence            absence.
Unexcused          (Classified, AFSCME) Informational   pay code used to record an unpaid, unexcused
Absence            absence.
Lunch              (Classified, AFSCME)
Beeper Pay                          entered as a dollar amount. It is limited to $75 per week. Used
                   (AFSCME only) This is
                   when an AFSCME employee must carry a beeper.
EE Credit Card     (Students only)
Tips
EE Declared        (Students only)
Cash Tips
Employer Tip       (Students only)
Credit
Student Meals      (Students only)



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                                                   97

				
DOCUMENT INFO
Description: Timesheet Tool document sample