As of 9/3/2019
Why are we doing this?
- Improved efficiencies by redirecting currently keyed time to analysis and review time by local timekeepers.
- Improved utilization of Peoplesoft HR modules by implementing Fair Labor Standards Act (FLSA) module.
When will the data from timesheets (hourly/biweekly) and leave reporting (monthly) be loaded to Peoplesoft paylines?
- Beginning with the 9/13/2019‐9/26/2019 the time from the hourly timekeeping system will be loaded into PSHR paylines.
How do you know this will work?
- The project committee tested six pay-cycles, including four biweekly and two monthly.
I’m a timekeeper, what will I do now?
- Local timekeeper role is more important than ever! Local timekeepers provide critical oversight.
- Load timekeeper role is more important than ever! Local timekeepers will be asked to focus on the following:
- Review time to make sure employees have created timesheets and time appears reasonable prior to the load date.
- Contacts employees and supervisors to submit/approve timesheets.
- Updates/corrections made to timesheets before they lock.
- If reported time is incorrect and the timesheet has locked to edits, then report changes to Payroll on a "Individual Time Report/“small timesheet.”
What key reports will timekeepers need to review?
- Timesheet system – run on Wednesday before the paycycle ends to see who still needs a timesheet created and if time appears to be reasonable.
- Peoplesoft Timesheet Audit Report
As a timekeeper, will I still be able to update paylines?
- Timekeepers will maintain view only access to paylines
- Updates to paylines will be done by Payroll and Business Operations when a payline has an exception such as more leave requested than available or a regular employee with NON time. These cases will be reviewed.
What exceptions will Payroll and Business Operations handle?
- Any employee with NON time on timesheet
- Any employee starting or ending within the pay period
- Any employee with position changes
- Any employee exceeding leave balances
If someone forgot to submit hours/leave how do I report it after the time locks to the timekeeper?
- Reminder: Typically, a timekeeper has until 10 a.m. on Friday after the cycle closes to update the web‐based timesheet for hourly employees. Business Operations will send correspondence if a timeline changes to this due to holiday and university closures.
- After the pay period closes to the timekeeper, a "Individual Time Report/“small timesheet” needs to be prepared and sent to Payroll with appropriate back up documentation.
* NOTE: If the "Individual Time Report/“small timesheet” is received before the paylines close for the
current biweekly cycle (typically 9 a.m. on the Monday following the cycle end) then the payment will be
on the current paycycle check. If the paylines have fully closed then a “small timesheet” will be
submitted and the payment will be on the next check.
How do I add/change/delete department timekeepers?
- Security process remains the same. Please use the “PS Access Instructions” form to update
- The department timekeeper security will be Payline View only access.
Does the timekeeper need to review leave balances? What if an employee uses more leave than they have?
- The load program confirms that the employee has enough leave to cover requested time. If the leave balance is less than the request the employee will error out. Business Operations will apply the following escalation rules when errors occur:
- Escalation Rules – Hourly/Biweekly employees
- If excessive Sick time (SCK) requested then charge Vacation time (VAC). If no Vacation time (VAC) then charge Personal time (CPA). If no Personal time (CPA) then charge Non‐hours (NON). Non‐hours are unpaid.
- If excessive Personal time (CPA) requested then charge Vacation time (VAC). If no Vacation time (VAC) then charge Non‐hours (NON). Non‐hours are unpaid.
- If excessive Vacation time (VAC) requested then charge Personal time (CPA). If no Personal time (CPA) then charge Non‐hours (NON). Non‐hours are unpaid.
- Escalation Rules – Monthly employees
- If excessive Sick time (SCK) requested then charge Vacation time (VAC). If no Vacation time (VAC) then Payroll and HR will review on a case‐by‐case basis in accordance with FLSA regulations.
- If excessive Vacation time (VAC) requested then Payroll and HR will review on a case‐by‐case basis in accordance with FLSA regulations.
- Escalation Rules – Hourly/Biweekly employees
Are the lock times changed by this project?
- For employees and supervisors the lock times will remain the same
- For local timekeeping contact, they will need to update web‐based time sheets, typically, by 10 a.m. on the Friday following the pay cycle end.
- I.e. For hourly employees, if the pay cycle ends on Thursday, 9/26 then the timekeeper will have until Friday, 9/27 at 10 a.m. to update the web‐based timesheet.
Is there any change to the way that FML or Shared leave is handled?
- No change to the management of FML or Shared Leave. Departments will manage these as they have to date.