Presentation on theme: "Kuali Time @ IU is an UPgrade Kuali Time @ IU is an UPgrade! Lora Headdy FMS: Payroll & Kuali Time System Manager."— Presentation transcript:
1 Kuali Time @ IU is an UPgrade Kuali IU is an UPgrade! Lora Headdy FMS: Payroll & Kuali Time System Manager
2 Kuali Time @ IU Implementation date Sunday, February 23rd System will be down in the early morning for approximately 3 hoursAll data is being converted to new systemOneStart banner to notify employees next weekKuali KPME Time product based on current IU TIME system
3 Accessing Kuali Time Set a bookmark Use existing kiosk OneStart Kuali Time portalServices > Administrative Services > Kuali Time
4 Person Info Tab Person Details: Principal ID Principal Name Service DateTimezone PreferenceJob Details:Job (including voucher code)AssignmentApprover, Pay Processor, AdminRole Details:Displays user’s current roles
5 Employee Timesheet Activities Timesheet creationFriday before pay period startsCreating nightlyStill click on clock/time detail to create on the flyTimesheet available for enroute eDocs after 1 hr“Change employee”All activities demonstrated as an employee, are the same for approvers/pay processors.
6 Regular Time: Clock Entry Employee can NOT change times or delete the timeblock.6 minute rounding still in place.Click Actual Time Inquiry for actual clock times.
7 New Functionality: Missed Punch Can only be submitted for last clock actionOnly one missed punch per shiftInputs the clock action for the employeeReportable in inquiry and in the IUIEMissed punch entries are subject to roundingRoutes to assignment approver(s) action listAuto Approved at end of pay period
8 Regular Time: Manual Entry Time Detail TabClick on a dayMultiple time entry formats supported
10 Time Detail Activities: Adding Non-Regular Codes
11 Time Detail: New Features Color Coding on timesheetVisibility of hours recorded per assignment easier for approversHistorical data availableUse arrows at the topAuto Lunch DeductionVisibility of deducted hours on timesheetAbility to delete by approver and payroll processor
12 Time Detail: Overtime Earn Code Edit Overtime Earn Code EditingDrop down will limit to OVT/CPE or NEP/NEC combos.Can set the role which can edit on the work area maintenance doc.Converted existing values
13 Time Detail: Errors & Warnings Visibility of warnings on Time Detail and on Approver Tab.Affordable Care22-28 hr and 29+ warningEarn Code specificEx: FMLA, Injury, NEP/NECClock LocationIf clock taken from unapproved IP per “Clock Location Rule”Accrual Balance ExceededReady to Approve ErrorsInvalid AssignmentOverlapping TimeblocksStandard hours (of 40) not metMore than 40 “counts as regular” hours recorded
14 Approver/ Payroll Processor Tab Displays employees and their Work StatusOver 12 hrs=RedFiltering by Dept, Work Area and Approval StatusSearch by employee ID, name, username and Doc IDVisibility of historical dataWarningsNotesDrill Down to Employee day by detail
15 Approving TimesheetsDocument will still route to Action List with a link to the Approval Tab.Approval Status FilterThree ways to ApproveApprove button on Approval TabCheck box select on Approval TabApprove button on individual timesheetPlus sign to expand summary on the Approval tabClick document ID to drill down to timesheet detail. Here you can make corrections, add notes and approve.
16 Live Demo Approver tab during approvals Adding time Approval status filterWarnings/notesPlus signApprove buttonsAdding timeDrop downMultiple day select
17 Approver/Pay Processor Admin Functions View only of setup data:AdministrativeDepartmentEarn CodeWork AreaTimekeepingClock Location RuleDepartment Lunch Deduction RuleShift Differential RuleTime Collection RuleInquiries: Same as current TIMEClock Log- View clock actions/IP for clock entry employeesMissed Punch- View report of missed punch documents createdTime Block History Inquiry- View every timeblock ever added/deleted on timesheet.Time Block Inquiry- View active timeblocksChange Target Person: Input username to drill down to employee’s timesheet detail.
18 IUIE Reporting All Time users can access IUIE. All Datagroups and Reports rewritten/improved.Added F/C/H indicator to enable you to only select current valuesOvertime, Premium and Shift are now in the detail, no longer their own columnException ReportingTotally reworked conceptReports to enable you to dynamically define exceptions for your area.Work in ProgressOnce they are available, please give feedback and ideas for new reports to meet your needs.Time data is for during the pay period or detail reporting. After the fact/high detail should be out of payroll/labor ledger data.
19 Support during Implementation Kuali Time WebsiteWritten documentationVideo TutorialsMultiple, short videosDecision TreesRecording of this trainingHelp tab in Kuali TimeFMS Customer ServiceSupport form
20 Questions?Approvers, Reviewers and Payroll Processors can leave IF you aren’t also a Payroll ManagerAdditional information following questions for Kuali Time AdministratorsUpcoming session info found on Kuali Time Website along with recorded webinar
21 Department & Work Area Department Work Area Edit roles: Time Dept Admin, Payroll Processor, Payroll Processor Delegate, Dept View OnlyEnabled edit of Time Dept AdminWork AreaNo longer classified by E and HAdd, Edit, InactivateEffective date updates when you editEdit roles: Approver, Approver Delegate, ReviewerOvertime Edit Role & Default Overtime Earn Code
22 Maintenance documentMust enter descriptionMust click Add buttonInactive Roles section
23 Rule MaintenanceAlways define at highest level, and define exceptions. Rules at employee level are hard to maintain.Clock Location RuleAllows establishment of IP address/subnet as an “approved location”. When clock recorded at an unapproved IP, warning will show.Department Lunch Deduction RuleLunch buttons are eliminatedEstablish an automatic meal deduction per shiftShift DifferentialView of existing shift rules for the university
24 Time Collection Rule Maintenance now done centrally Campus level rules are established to determine time collection.Only exceptions officially recorded are being converted.To request an exception, form in TIME portal- Support Links (will be on the Help tab in the future)
25 Documentation Review what’s published Written Video Tutorials Give feedback, and request additional videos, documentation
26 Questions?Are you in the test environment trying it out?