Employee Time Scheduler Template by qzz20336


More Info
									                          Payroll Verification Instructions
This process is used to identify the following payroll information, prior to payroll processing:

    The total hours manually keyed match the reported time, to help catch any keying errors.
    The total reported hours match the total payable hours.
    The CTE hours from reported hours correlate to the appropriate CTE payable hours.

Note: The term “Payable Hours” does not solely mean “hours” employees are paid in dollars. Remember not
all Time Reporting Codes affect hours and dollars. “Payable Hours” include leave adjustment hours, comp
time earned, banked holidays, leave taken at no expense, etc., therefore 80 hours Payable Time does not
always equal 80 hours paid time in a paycheck. For more information on the Time Reporter & Earnings Codes
as well as Time Adjustments, please refer to the training documents located at:

MINE (prior to Logging on)Menu > SABHRS Documentation > Human Resources > Job Aides > Crosswalk for TRCs /
Earnings / Deductions / Tax / GL Account Code AND Menu > SABHRS Documentation >Human Resources >User
Guides > Time and Labor > Adjusting Leave Balances or Adjusting Time Entry.

Preparation. This section should only need to be completed in its entirety the first time you go through the
Payroll Verification process. You may need to update portions, though as your department changes or the
model is updated.

1. Retrieve appropriate documents:
   a) Make a “master” payroll verification form: A copy of the payroll verification form is available on the SPD
      Payroll Website under Agency Payroll Resources. It should be saved to an EXCEL file on the
      supervisor’s computer or share drive as the “master”.

                                               Page 1 of 18
  b) In creating the “master” input your agency and all Department ID’s into column B. Save as your master
     verification form. (You can perform this step at the beginning of the verification process on Step 9, be
     sure to save the master form prior to continuing after you have copied all the pertinent Dept ids on the
     master form as shown in Figure 1.)
              Figure 1


  c) Retrieve the current model and save to your computer. Download model from the MINE under
      Featured Links: SABHRS Documentation > Human Resources > Reporting > MTTL1202 Time Validation da60
      as of XX-XX-XXXX. While hovering over the DocuAnalyzer model link click on your right mouse button
      and then choose save target as.

  (Best practice is to save the model in same spot you just saved your “master” form to make it easy to locate).
  d) After choosing the folder you wish to save the model in click on the Save button.

                                              Page 2 of 18
e) After the download is complete click on the close button.

f)   Open DocuAnalyzer and set up DocuAnalyzer to open all files and models from the location of your
     choice. One place to look for this program is in your Program Files (Start > All Programs >
     DocuAnalyzer > DocuAnalyzer):

If you do not have access to DocuAnalyzer on your computer, contact your agency Network Administrator
to obtain access.

     i)   Go to Options > Folders and File Types.

                                              Page 3 of 18
ii) Using the folder browse buttons to the right, select the location you would like DocuAnalyzer to open
    your Report Files from. Note: this sets the default folder for all files you open in DocuAnalyzer.
    Repeat the same for the folder where you want your model files to open from.
iii) Change the Export File Type for XLS Files to Excel 8.0.



                                       Page 4 of 18
   Biweekly Payroll Verification –starting point for the biweekly payroll verification process.
2. Each pay period make a copy of the “master”.
   a) Open the Master Verification Form your agency created and use the “Save As” function (File > Save
      As) and name the copy to reflect the current pay period and your agency. The format is “agency set
      ID_MMDDYY”. (Example: Pay period ending July 16, 2007 for agency 114 would be named
3. For those who enter timesheets through 3rd party time entry, enter the total hours from the timesheets for
   each Department in column C of the verification form.
4. After each Department’s hours are processed and approved, run the MTTL1202 and the MTTL1202P
   reports. (Time and Labor > MT Time & Labor Reports > Time Entry Validation Report)

   a) MTTL1202: Run as Department, enter: Agency SetID, Department (Agency Prefix), pay period end date in the
       Thru Date, and click reported time as shown in Figure 2.

                               Figure 2

   b) MTTL1202P: Run as Department, enter: Agency SetID, Department (Agency Prefix), pay period end date in the
       Thru Date, click Payable Time and All Status as shown in Figure 3.

                               Figure 3

       i)   After the run control parameters are entered click on the Run button in the upper right hand corner,

                                                Page 5 of 18
ii) Once the process Scheduler request page appears make sure that the Server name, recurrence
    and time zone should be left blank. Both files need to be run as a Web Type and LP Format. Once
    these fields are updated then click on the OK button.

                                             Figure 4

iii) Once you click on the OK button then go to your process Monitor. Your screen will go back to the
     Time Entry Validation Report page (Figure 3). If you click on the Process Monitor link in the upper
     right hand corner of your screen this will take you to your process monitor. Hit your refresh button to
     update the status of your report until it reaches a success status. Shown in Figure 5.

                                             Figure 5

iv) Click on the Details link to the right of the success status on your process monitor on the same row
    that the report is MTTL1202 or MTTL1202P.

                                       Page 6 of 18
v) After clicking the Details link, click the View Log/Trace link.
               Figure 6

vi) While hovering over the File name which will contain your report ID (MTTL1202 or MTTL1202P)
    right click on your mouse and choose to Save Target as.
               Figure 7

                                        Page 7 of 18
       vii) Choose the folder you wish to save the file in and click on save.

                                                     Figure 8

5. Save both reports separately. Be sure to save each as a “text” file. Follow Steps i – vii for Steps 4a and 4b.

                                               Page 8 of 18
                MTTL1202 & MTTL1202P Status Tables

                                 REPORT MTTL1202

                          Reported         Description
                             AP       Approved
                            DN        Denied
                             IE       In Error
                            NA        Needs Approval
                            NW        New
                             PR       Processed
                             SB       Submitted
                             SV       Saved

                                 REPORT MTTL1202P

                          Payable          Description

                            AP       Approved
                            CL       Closed
                            DL       Paid - Labor Diluted
                                     Estimated - Ready for
                            IG       Ignore
                            NA       Needs Approval
                            NP       No Pay
                            OE       On-Line Estimate Only
                            PD       Paid - Labor Distributed
                            RP       Rejected by Payroll
                            SP       Sent to Payroll
                            TP       Taken - Used by Payroll

                                    Page 9 of 18
         Some functions you may find useful while using DocuAnalyzer are:

a) Drill Down – selecting this button will give you details of the employee time that comprises the summary

b) Drill Up – selecting this button will summarize all the data for each Department ID.

                                          Page 10 of 18
Some useful summaries that can be utilized while using the MTTL1202 Time Validation da60 xx-xx-
                                        xxxx model are:

        Approved – This summary filters time by status where status is AP (Approved), or PR (Processed) for
         the MTTL1202 report, and, AP (Approved), SP (Sent to Payroll), TP (Taken by Payroll), or RP (Rejected
         by Payroll) for the MTTL1202P report. This summary is mainly used to obtain the hours of approved
         time for the Payroll Verification process.

        Unapproved – This summary filters time by status where the status is DN (Denied), NA (Needs
         Approval), SB (Submitted), SV (Saved), or NW (New). This summary is mainly used to quickly glance at
         the MTTL1202 or MTTL1202P reports and see any time still needing approvals.

        CTE – This summary filters time by Time Reporting Code where the TRC is equal to “CTE”. This
         summary is mainly used to quickly glance at the MTTL1202 or MTTL1202P reports and see Non-exempt
         comp time earned and quickly figure the difference between the reported and payable amounts of the
         time. (Explained on Steps 8-10.

        All Hours – This summary can be used to look at the time for all employees with no filters in place.

        All Hours by TRC – (TRC=Time Reporting Code) – This summary provides an Agency the ability to look at a
         glance the amount of time by TRC for their Agency.

        Payable Hours – This summary can be used to look at the time for all employees for time that has
         payable attributes. This summary filters the time by status where it must be in one of the following
         statuses: AP (Approved), PR (Processed), SP (Sent to Payroll), TP (Taken by Payroll), or RP (Rejected
         by Payroll); and the TRC must not begin with a number 1-9, or equal any of the following codes: "A2812",
         "A2865", "A2890", "A2891", "A2898", "BONUS", "COM", "COM2E", "CT-", "CT+", "CTE", "EC-", "EC+ ",
         "ECE", "ECX", "NCX", "HBK", "HL-", "HL+", "HLX", "HBTNX", "NCTNX", "HOLNX", "MDOVT", "MERPA",
         "ML-", "ML+", "NCTNX", "ON1.5", "SD2", "SD3", "DF2", "DF3", "REOVT", "SF2", "SF3", "SHF", "SHF2",
         "SFT", "SL-", "SL+", "SLX", "SLTNX", "SP1", "SPY", "VL-", "VLX", "VL+", "VLTNX", "SLGD-", "SLFP-",
         "SLDG+", "SLFP+", "SPMBR", "TANC-", "TAPR*", Begins with "TAT", "TNCRC", "TRCV-", "TM-", "TMN",
         "TP-", "TPN", "TPR", "TRN", "TTN", "TXT", "RTR", "DIF", "ALN", "ALT", "BNS", "MER", "OMA", begins
         with "PDM", "PDN", "SEV", "STP","FETNX", "FEX","FHTNX", "FBX", "FSTNX", "FSX", "FVTNX", "FVX".
         This summary is best used to quickly glance at employees to see if they will be paid for 80 hours or not.
         This summary is color coded identifying employees with a green highlight if they have exactly 80 payable
         hours; employees with red highlight have less than 80 payable hours, employees with yellow highlight
         have more than 80 payable hours.

        TRC Payable – This summary is the same as the All Hours by TRC except uses the Payable hours

        FMLA Time – This summary will identify the employee and their FMLA time by filtering the TRC by all
         the FMLA TRC codes. Designed to help Agencies track FMLA usage from Payroll.

        Military Time – This summary will identify the employee and their Military time by filtering the TRC by all
         the Military TRC codes (example: R1106, ML-, ML+)

                                         Page 11 of 18
6. Open DocuAnalyzer from your desktop.

7. Open MTTL1202 report. Navigate to File > Open > navigate to your MTTL1202 report you just saved.

8.   Open model MTTL1202 Time Validation da60 as of xx-xx-xxxx. Navigate to File > Open Model.

         Once you open both the report and the model, the report should look like figure9:

              Figure 9

                                             Page 12 of 18
9. Apply the summary. Navigate to Window > Summary, or just press the Summary icon              .

10. After navigating to the Approved tab cut and paste summary by highlighting the fields that contain the
    Deptid and total hours on the summary page of the DocuAnalyzer model into the payroll verification form
    under Total Hours from time sheet. (Verify the Dept id’s match up with your master verification form to the
    summary dept ID’s.)

Best Practice is to cut and paste departments from the DocuAnalyzer summary tab into column B shown in
Figures 10 and 11 each time you do your verification process. This will ensure that you do not miss any new
Departments or misrepresent another department that has become inactive on the verification form.
                              Figure 10

                              Figure 11

                                              Page 13 of 18
11. Cut and Paste the Total Hours from the APPROVED tab using the MTTL1202 report into Column Das
    shown in Figure 12.
                                  Figure 12

12. Select the CTE tab at the bottom of the DocuAnalyzer window and record your CTE totals for the
    MTTL1202 Report. If you have any CTE, you will need these numbers later for your reconciliation – copy
    and paste this data somewhere off to the side or below your verification form for reference later as shown in
    Figure 13.
                      Figure 13

                      Figure 14

                                              Page 14 of 18
13. Return to the DocuAnalyzer Screen. Navigate to Window > Report, or click on the Report icon     .

14. Close MTTL1202 file. Navigate to File> Close Report.

15. Open MTTL1202P report. Navigate to File > Open > Navigate to the folder where you saved your
    MTTL1202P report.

       You will be asked if you want to use the use the same model. Click the checkbox in front of Retain
       Current Model and press OK.

16. Apply the summary. Navigate to Window > Summary, or just press the Summary icon          .

                                             Page 15 of 18
17. Cut and paste summary into the payroll verification form under column E for Approved Hours. (Verify the
    Dept ID’s match up with your master verification form to the summary Dept ID’s the same way you did for
    the MTTL1202 report.)

18. Select the CTE tab at the bottom of the DocuAnalyzer window and record your CTE totals for Payable Time
    If you have any CTE, you will need these numbers later for your reconciliation – copy and paste this data
    the same place you copied it for the MTTL1202 report.

19. Close DocuAnalyzer.

20. Run the MT_PY_PRIOR_PERIOD_EARNINGS query. Navigate to Reporting Tools > Query > Query
    Viewer (or Query Manager) > search for MT_PY_PRIOR_PERIOD_EARNINGS.
    a) Run the query for the beginning of the pay period to the pay period end date and your Agency prefix
       with % (i.e. 114%, 211%,etc.)
              Query - parameters screen 1

                                              Page 16 of 18
   i)   If the query returns results, enter total Prior Period Adjustments for each DeptID into the Payroll
        Verification form in column F.

b) Using the CTE information you pasted to the side or below your verification form, subtract the Payable
   (MTTL1202P) CTE hours from the Reported (MTTL1202) CTE hours. The difference will account for
   payable hours being calculated at the ratio of 1:1.5.

   i)   If the difference amount equals the difference shown on your verification form, input CTE in the
        reason column for the difference. Notice in Figure 7 below the Difference of 4.25 equals the
        difference in Payable and reported CTE hours.

                   Figure 15

   ii) If the difference still differs from the verification form and the CTE hours, there is a problem you will
       need to look into regarding the hours from the time sheet, reported hours, prior period hours, or
       payable hour’s columns.

c) Check for differences between the total hours from time sheets and the reports. Resolve or account for
   any differences. Some examples include:
   i) If your Payable Time is higher than Reported Time, use your totals from the CTE tabs. The
        Approved Hours will have the 1.5 multiplier applied to the hours, the Reported Hours will not (see
        example above).
   ii) If your Reported Time is higher than Approved Time, you may have some Reported Time to
   iii) If you are still off, check for ECE, HBK, NX codes, PO, or + and – codes

                                           Page 17 of 18
   d) Indicate with a check in “OK to Pay” column once all differences are resolved.

   e) Fill in the authorized agency representative, contact phone number, and date.

21. Save the file. Remember to use the naming convention of agency set ID_ MMDDYY (i.e. 61010_022908).

22. By noon on “Payroll Friday”, transmit form to Central Payroll by opening Outlook, select “Payroll”, click on
    the paperclip icon, select the form from your file, click “Insert”, and “Send”. Send the form to the payroll box
    (payroll@mt.gov) putting payroll verification form in subject box.

   If Central Payroll finds discrepancies throughout the calculation process, you will be contacted to help
   adjust or account for any discrepancies. Normally to fix these discrepancies you will:
    Check Reported Time on the Timesheets (add or subtract time that was missed or mis-keyed then fix
       the timesheet).
    Look at Exceptions (Manager Self Service > Time Management > Approve Time & Exceptions >
    Look for Unapproved Time. You can use the following queries to find some of this time:
               (a) MT_TL_LIST_NO_SUPVR_APPROVAL
    Check Prior Period Adjustments
    Check your Comp Time Earned (compare CTE differences between MTTL1202 & MTTL1202P).

                                              Page 18 of 18

To top