Time/Leave Entry Process for Timekeepers

1. Entry
   
   • Navigate to: Home > Administer Workforce > Capture Time and Labor > Use > Rapid Entry
     
     (Code all paperwork with EmpID #, leave taken codes, earning codes, account codes prior to entry)
     
   • Click add to start a new Session.
     Description:
     
     • Tips...DeptID, your name, term, adjuncts, FT, PT, etc.
     Template Type:
     
     • select Elapsed
     Rapid Time Template:
     
     • click on the magnifying glass
     • click the Lookup button
     • Select. ELAP_TMP1
     Add/Replace:
     • select Add
   • Begin entering data - Rapid Detail Information:
     
     EmplID
     Empl Rcd#: (always click on the magnifying glass )
     Using the default of 0 may cause the employee be paid incorrectly.
     
     Date:
     
     • Adjuncts (TPT) and Regular Part-time (REG): usually the last working day of the month.
     • Students/College Work Study (STU, CWS): enter the hours by week or on the date they actually work
     • Full-time: enter the leave taken on the actual date. If a partial day is used for leave, remember to enter the REG hours for the balance of the day to equal the total hours for the day.
2. Save
   
• It is recommended to Save after each entry.
• Record your Session number.
  
  
3. Print the session when finished.
   
   • Verify your entries on the printed version. Correct any errors. It is much easier to correct errors before you submit the session.
     
     
4. Submit the session after you have verified the entries and ONLY during the Scheduled Submit day designated on the Time and Labor Monthly Planner.
   
   
   • Do not submit a session more than once in a reporting period as it will create duplicate entries.
   • Scroll to the top of the page and click on the Process Monitor link.
   • Click the Refresh button until it is finished processing to Success!
     
     
   Note: The Time Administration (TA) Process is run nightly. Time Administration takes the time your have submitted, verifies the time entries against the rules built in the system and prepares it for the approval process. It is very important to submit your sessions on the scheduled day. Your session can always be entered early and saved.
   
   During the "scheduled" submit days; Time Administration (TA) process will be run that evening. Depending on the time you Submit your session, you will need to wait until the TA process is run to check for exceptions. This TA process applies the rules in the system that create "exceptions" (errors).
   
   
5. Exceptions (Errors)
   Navigate to: Home > Administer Workforce > Capture Time and Labor > Manage > Manage Group Exceptions.
   
   • Group ID : enter your Dept ID #.
   • Click on the Search button.
   Manage Group Exceptions page appears with the list of exceptions. You will only need to correct the Severity of Exception equal to High status. If the page is blank you have no errors!
   
   
6. Correcting Exceptions (Errors) Prior to Approval. Navigate to: Home > Self Service > Manager > Tasks > Weekly Elapsed Time
   
   • EmplID: enter the Employee ID for the first exception
   • Date: enter the date of the exception.
   • Click on the Search button.
   The Weekly Elapsed Time page for this employee will appear. Make your corrections and Save
   
   
7. Clean Up Exceptions
   
   • Navigate to Home > Administer Workforce > Capture Time and Labor > Manage > Manage Group Exceptions.
   • Click the Clean up Exceptions button.
   • Note: If the Exception does not disappear, please call Payroll Services.

Helpful Hints:

• Code all paperwork with EmpID #, leave Taken codes, earning codes, account codes prior to entry.
• Always look up the Empl Rcd# for each employee on Rapid Entry. Using the default of 0 may cause the employee to be paid incorrectly.
• If a full-time employee takes leave for a partial day, remember to enter the REG worked hours for the balance of the day.
• Workweek is Sunday through Saturday. 7.50 hours per day except during the Summer four-day workweek.
• Enter hours worked for part-time employees. Part-time employees (temporary and regular) may only work a maximum of 29 hours per week.
• College work study students can only work a maximum of 20 hours per week.
• You can submit leave hours taken 30 days in the previous leave period if they were not previously submitted on the last pay period. The prior period hours must be "approved" to get posted to the employee's leave balances. If you need to have leave taken posted prior than the 30 days, submit the leave of absence forms to the Payroll Office for processing.
• Retiring/Terminating employees: leave used after the leave period date to the end of the month will need to be submitted to Payroll Services for entry. Submit the leave of absence form to Payroll by the 20th of the month of termination.
• Notify Human Resources prior to employee's termination with leave taken during the month of termination.
• To verify time entered for an employee, navigate to:
  Home > Self Service > Manage > View > Payable Time Summary
  Input the Empl ID and date of time/leave. The status will be displayed.
• To verify if time has been approved, go to:
  Home > Self Service > Manage > View > Payable Time Detail
  Input the Empl ID and date of time/leave. The status will be displayed.

Items to prepare for the Approving Manager:

• List of their Department ID numbers.
• List of employees in each department (you may request this listing from Payroll anytime).
• Give the Approving Manager Leave of Absence forms or Part-time Time Sheets / Reports to use to verify your entries.
• Deans and Department Chairs, etc. need to copy and send leave papers to the appropriate approver (Dean or Vice President).

Did you know?

SCC is just minutes from metropolitan Orlando.