Presentation on theme: "Electronic Timecard Process Role of the Employee Record their time daily –Save after each day –Provide comments as necessary – i.e., Bereavement leave."— Presentation transcript:
Electronic Timecard Process Role of the Employee Record their time daily –Save after each day –Provide comments as necessary – i.e., Bereavement leave – must include the relationship of the family member, date of death, and date of funeral Submit time report upon completion of the last working day or last day to be paid for the pay period Be aware of vacation/sick/D-day balances in order to accurately input data Notify supervisor if time report is submitted in error – can be returned by supervisor –Example – submit report before all time is recorded Notify supervisor if time report is approved with incorrect hours; supervisor should notify Dept Payroll Representative (Amy Roberson and Kimberly Basnight at 684-6683) –Example – accidently recorded vacation as D-day, worked last day of the pay period when vacation was scheduled, etc.
Employees login to Duke@Work The MyTime Tab has been added to Duke@Work From MyTime, the employee chooses the link for Enter Your Current Period Timecard The link contains the begin and end dates of the current period The link will be disabled if the period is no longer open. Click Here to Launch Timecard
Employee Information Daily Time Information Funding Sources Additional Types of TimeComments Available Balances Employee Certification Message Area Action ButtonsSupervisor Certification Electronic Timecard Layout
SectionDescription Employee InformationEmployee master data related to reporting time. Additional Types of TimeAdditional types of time for which an employee can receive payment. Daily Time InformationReport hours in the appropriate cell for a given day. Funding SourcesCost distribution for the employee for the current pay period as recorded in SAP. CommentsAn area in the timecard to provide additional information to your supervisor. This will be a permanent record. Available BalancesThe available time Off balances for Vacation, Sick and D-Days. Employee CertificationA checkbox for the employee to attest they worked the hours they reported. Action ButtonsButtons to trigger a check, save and submit of the timecard. Check validates the timecard. Save option saves the timecard but does not submit it for approval. Submit sends the time card to the supervisor for approval. This step should not be done until all hours are recorded and time card is complete. Message AreaThe area of the timecard where error and other messages are displayed based on user input. Supervisor CertificationA checkbox for the supervisor to attest that they have first hand knowledge of the hours worked and premiums entered. Electronic Timecard Section Descriptions
SectionDescription Additional Types of TimeAdditional types of time for a student to record are limited to Unpaid Vacation and Unpaid Sick options. Daily Time InformationThe defaults for the Daily Time Information section includes only Hours worked - First Shift. Available BalancesThese will always be zero since students are not eligible for time off. Employee CertificationA checkbox for employees to certify they worked the hours they reported. Supervisor CertificationA checkbox for the supervisor to certify they have first hand knowledge of the hours worked. Differences in the Student View of Electronic Timecard
TypeDescription PremiumsWeekend Premium (1 st Shift) Weekend Premium (2 nd Shift) Weekend Premium (3 rd Shift) OtherHours Worked (Second Shift) Hours Worked (Third Shift) Additional Types of Time Employees can add additional types of time to the electronic time card : The types of time an employee can enter are based on eligibility rules The menu options change based on the rules. Employees click on the types to get a list of options. Premiums Time off Other Students will only see Time off and will be limited to the following: Unpaid vacation Unpaid sick The following table lists all possible options.
Type DescriptionAdditional Selections Time OffJury Duty D-Day Vacation – Unpaid Sick – Unpaid Designated Holidays New Year’s Day Martin Luther King Jr. Memorial Day Independence Day Labor Day Thanksgiving Day Friday After Thanksgiving Christmas Eve Christmas Day New Year’s Eve BereavementFuneral – Immediate Family Funeral – Extended Family Additional Types of Time - continued
Timecard System Limitations Maximum hours per day limited to 24 Vacation and sick time cannot exceed accrued balance Time off cannot exceed daily work schedule If worked time and time off both entered in one day, the combined time cannot exceed daily work schedule No more than 2 types of time off can be entered per day Time off cannot be entered during 90 day orientation period Holidays available for entry for 60 days following date of actual designated holiday Discretionary Holidays must be taken in full day increments Time cannot be entered after termination date