1. 1 Electronic Time & Effort Reports Brought to you by the Offices of Business and Financial Affairs, Innovation & Development, Title I, and Human Resources July 2009

2. 2 Why You? All or part of your salary is paid for with federal funds All or part of your salary is match to a federal grant You supervise someone who falls into one of these categories

3. 3 What is Time & Effort? Personnel Activity Reporting is a federal requirement Demonstrates necessary & reasonable costs (OMB Circular A-87) A legal affirmation/documentation of your time

4. 4 Time & Effort Before Paper forms Different procedures No unified training Audit findings Not timely Incorrect data Incorrect dates Etc.

5. 5 Time & Effort After Simple: on-line system Convenient: same place on-line as electronic pay stub (not another password) Accurate: records actual hours worked Timely: automatic reminders

6. 6 Why Now? Over the previous few years SPPS has gotten better at T&E Reporting Compliance must be 100% SPPS was sited for non-compliance in its FY2008 audit Improved T&E reporting is part of the districts corrective action plan

7. 7 What is Reported? Time present, sick, holiday, vacation, etc. that is part of your regular paid time Short-term paid leaves Time worked as match to a federal grant

8. 8 What is Not Reported Short-term subs who are doing your job Bus Duty Workshops and other hourly payments that are on a time sheet (paid with a supplemental pay form) Un-paid leave Non-duty days

9. 9 When is it Reported Employees whose payroll is split between two or more budgets will enter their time and effort every pay period (bi-weekly). Employees whose time is 100% on a federal budget will be reported by their supervisor in January and in July (semi- annual certification)

10. 10 How Does it Work? Log in to PeopleSoft On payday, check out your pay stub Then click link to Bi-weekly Time & Effort Click on the pay period Make sure you have the right supervisor Enter your actual hours worked Submit to your supervisor for approval Thats it!

11. Reporting Actual Hours Keep track of how you are spending your time –Calendar / Schedule –Work log –Post-its –Other Report the actual time for which you are paid (many salaried employees are paid for 80 hours but actually work more)

12. 12 Reminder Schedule Monday after pay day: you will get an email reminder to report Wednesday after pay day: you and your supervisor will get an email reminder Twelve days after pay day: you, your supervisor, and their supervisor will get an email

13. 13 Getting Help Your supervisor should be your first point of contact Lost instructions: http://www.businessoffice.spps.org/Time_and_Effort_Procedures.html Forgotten password: use the link on the reporting log-in page (Patty Norwig @ 767-8210 or Theresa Nistler @ 767-8225) Wrong supervisor: contact HR (Jeff Cummings @ 767-8221) Wrong account codes: supervisor or accountant (if you are a supervisor)

14. 14 Questions? Next: Hands-on Demo