1. Slide 1 FastFacts Feature Presentation February 26, 2009 We are using audio during this session, so please dial in to our conference line… Phone number: 877-468-2134 Participant code: 182500 © 2009 The Johns Hopkins University. All rights reserved.

2. Slide 2 Todays Topic Well be taking a look at… The Electronic Time and Attendance form, the E210

3. Slide 3 Todays Presenter Rose ONeil Database Administrator in Financial Systems Administration in the JHU Controllers Office.

4. Slide 4 Session Segments Presentation Rose will provide an overview of the electronic time and attendance form. During Roses presentation, your phone will be muted. Q&A After the presentation, well hold a Q&A session. Well open up the phone lines, and youll be able to ask questions. Rose will answer as many of your questions as time allows.

5. Slide 5 Contact Us If you would like to submit a question during the presentation or if youre having technical difficulties, you can email us at: fastfacts@jhu.edu fastfacts@jhu.edu You can also send us an instant message! GoogleTalk – HopkinsFastFacts@gmail.comHopkinsFastFacts@gmail.com AOL Instant Messenger – HopkinsFastFacts MSN – FastFacts@jhu.edu

6. Slide 6 Survey At the end of this FastFacts session, well ask you to complete a short survey. Your honest comments will help us to enhance and improve future FastFacts sessions.

7. Slide 7 Electronic Time & Attendance Form: Part I - Basic Timekeeping

8. Slide 8 Agenda Today well be covering… Overview New employee set up Administrative options for timekeepers Submission and approval processes Vacation accrual Transfers, terminations and adjustments Trouble shooting and help

9. Slide 9 What is the E210? Official university time record. Documents time worked, paid and unpaid. Maintained by the Financial Systems Administrative Department of the Controllers Office. Provides compliance with the Fair Labor Standards Act and automates short-term disability entry. Identifies the amount of vacation taken so transfers can be initiated between individual accounts and common fringe pool accounts.

10. Slide 10 Is the E210 Integrated with SAP? The E210 is not fully integrated with SAP. Information entered in the payroll system is transferred to the E210 system on a semi monthly basis. Any payroll changes are to be made in the central payroll system. Entering a without pay or disability code does not reduce an employees pay. Failure to enter an E210 form may affect the availability of vacation but does not affect a persons payroll. The E210 also still uses legacy department codes for navigation.

11. Slide 11 Vacation Credits On the 20th of the month, vacation leave taken for the prior month is extracted and the associated costs are transferred using the payroll distribution for that month. The credit for vacation leave is posted proportionately to each of those accounts and a charge will be made to a benefits account. All cost transfers will be based on approved E210 forms only. Timely completion by staff and supervisors is important. For more details, see chapter 9 of the SAP Business Processes and Account Reconciliation Procedures. (http://www.controller.jhu.edu/acct_recon/acct_rec_toc.html)http://www.controller.jhu.edu/acct_recon/acct_rec_toc.html

12. Slide 12 Who is Required to Submit an E210? All JHU employees that are full or part-time and earn vacation. Excludes faculty, temps, casual and student employees.

13. Slide 13 Accessing the E210 System Access online: https://e210.johnshopkins.eduhttps://e210.johnshopkins.edu Use the portal on the Controllers Office website http://www.controller.jhu.edu/, click on the Applications menu. http://www.controller.jhu.edu/ Login using your JHED user ID and password.

14. Slide 14 New Employee Set-Up If you are a timekeeper, new employees will appear in your drop down box after the semi payroll runs following a completed New Hire ISR. There is a new field in the enhanced ISR just for the E210 dept code. If you are a supervisor, new employees will appear after the timekeeper has assigned you as the supervisor.

15. Slide 15 Employee Header

16. Slide 16 Administrative Options Assign a supervisor: Enter the supervisors PERNR in the supervisor logon box. Verify the employees hours per week and change the employee's schedule if it is different than the default schedule. Change the eligibility date if not the same as hire date.

17. Slide 17 Administrative Options By Department To change the supervisor or schedule for a group of people, select Edit Administrative Options.

18. Slide 18 Administrative Options by Department

19. Slide 19 New Administrator Set-Up Timekeepers are assigned by higher level administrators or by a representative of the divisional human resources office using Administrative Options. A timekeeper has access to their home department by default. Individual departments or ranges may be entered for both department (3 digit) or assigned department (5 digit) administrators.

20. Slide 20 Submitting E210 When a month is entered, the E210 will use the current set up to process the month and calculate accruals. Changing the set up and resubmitting the month will NOT work. You need to reset the month and start over. The E210 will look different for exempt (salaried) and non-exempt (hourly) staff members.

21. Slide 21 Submit Area (Non-Exempt)

22. Slide 22 Submit Area (Exempt)

23. Slide 23 If the regular schedule is worked, no changes are needed. Just press the submit button. Submitting a Month

24. Slide 24 Entering Codes Exempt Non-Exempt (Hourly)

25. Slide 25 Submit Area Details Holidays can be changed but not added. Disability codes reduce sick and vacation accruals automatically. An employee can resubmit as many times as desired until approved. Exempt employees may only enter in half or full day increments. Non- exempt will show hours based on schedule. PM will default to AM code unless changed. Hourly employees must change hours if a second code is entered.

26. Slide 26 Submit Errors and Warnings Common errors and warnings: Not enough sick or vacation time. Floating holidays in ½ day increments. If a person is part-time, their schedule may need to be adjusted. Vacation accrual limit warning - approximately 2 days. Vacation accrual limit reached message.

27. Slide 27 Approval Stages The approve button will not be available for submitted months until the last day of the month. Once time is approved, it may be unapproved and resubmitted as many times as desired until the 20th of the following month. The Controllers Office locks down the month on or about the 20 th. Exceptions are based on the administrative calendar. Time cannot be changed after the lockdown occurs – you must do an adjustment.

28. Slide 28 Approval Stages Time Keeper View

29. Slide 29 Approval Path Employee must either submit or approve time depending on the departments chosen approval path. Timekeeper may approve time in lieu of supervisor. There are multiple approval paths. Departments choose their own approval process and it may differ month to month. Remember, a timesheet will look different depending on the user view.

30. Slide 30 Various Approval Paths Employee View Timekeeper View

31. Slide 31 Approval Reminders Reminder emails are sent to E210 users who have not already submitted a time sheet for the past month on the 1 st – thru the 10 th of each month. Reminder emails are sent to supervisors for time sheets not already submitted and/or approved by the 15 th of each month.

32. Slide 32 Calculations Time is kept in hours internally but displayed in days. You can choose to display in hours. If the standard day (work schedule rule) changes from one month to another the difference may be reflected in the subtotal. Vacation limit overrides and resets are done here. Adjustments are entered here by Divisional HR only.

33. Slide 33 Calculations Detail

34. Slide 34 Vacation Accrual Limits Accrued vacation is to be taken within 24 months of the month in which it is earned. If not, it is lost. Vacation limit reflects possible 24 months of accrued vacation, not necessarily actual earned. It can be found in the employee header as well as in the calculated totals if limit is reached.

35. Slide 35 Vacation Accrual Limits Cont. Only timekeepers can override vacation accrual limits and only in the current month the limit is reached. Overrides must be done before the month is locked down. Documentation must be submitted to the appropriate divisional human resources office. Any vacation over the limit cannot be paid out on termination. A check indicates that the limit was overridden.

36. Slide 36 Comments Comments should be made on all P and W codes. Please include dates and initials. No health details please! An adjustment will insert a comment. Terminations and NBS will insert a comment.

37. Slide 37 Department Transfers Prior to transfer, ensure all prior months have been submitted and approved. On the last day worked, submit the current month and in the comments document the transferred date and indicate the time sheet was approved as of the date of transfer. The new timekeeper/supervisor should then approve that month at the end of the month. Timesheet should be accessible to the new department within three weeks. Use the assigned dept option in the administrative options if access to employee is needed sooner. Treat the transfer like a new employee, assigning a supervisor within that department and any other changes needed.

38. Slide 38 NBS/Terminations Ensure all prior months have been submitted and approved and that the ending vacation balance is correct. Enter the NBS or T code in the day after the NBS/termination takes affect to zero accrued time and lock down previous months. Submit the Calculate Vacation Payout and process the Terminating ISR. Contact HR if an employee is rehired within 30 days or a termination is submitted by accident and cannot be reset. Any adjustments must be must be made prior to using these codes.

39. Slide 39 NBS/Terminations Select Show Terminated or Show NBS option to view Terminated/NBS employees.

40. Slide 40 Sample Reports For Timekeepers Code Report – All employee and absence codes selected by you. Separate sick, vacation and holiday reports are also available. Supervisor Listing and Missing Reports - All employees listing their supervisors and missing supervisors. Submission and Approval Status - All employees showing the last time their E210 form was submitted and approved. Timekeeper Listing - Timekeepers for your department. Schedule Discrepancy Report - Employees that have a discrepancy between scheduled and standard hours.

41. Slide 41 Troubleshooting a Timesheet Error Account does not exist in E210 Employee is not yet set up in E210. No submit buttons. Check the red message. Schedule incorrect. Hours/week are zero. Eligibility date is incorrect. Need to enter previous year. Sick accrual = 1.07 or.93 instead of 1. Check standard day (work schedule rule) Vacation accrual incorrect Check personnel sub area, eligibility date, hours/week. Incorrect vacation limit Check eligibility date or personnel sub area.

42. Slide 42 E210 Help Pages

43. Slide 43 E210 Help Pages Help for Employees Help for Supervisors and Timekeepers

44. Slide 44 Other Resources Employees are encouraged to go to their supervisor or timekeeper for help. Timekeepers should go to higher level timekeepers for help or check with their divisional HR office. Timekeepers should call the Help Desk, 410-516-HELP(4357), to log in a problem. Include the employee PERNR and as much info as possible. Help desk calls are routed to personnel in the Controllers Office and will be addressed promptly.

45. Slide 45 Conclusion Today we covered… Overview New employee set up Administrative options for timekeepers Submission and approval processes Vacation accrual Transfers, terminations and adjustments Trouble shooting and help

46. Slide 46 - Coming soon - Electronic Time & Attendance Form: Part II - Special Coding

47. Slide 47 Q&A Were going to open the phone lines now! There will be a slight pause, and then a recorded voice will provide instructions on how to ask questions over this conference call line. Well be answering questions in the order that we receive them. Well also be answering the questions that were emailed to us during the presentation. If theres a question that we cant answer, well do some research after this session, and then email the answer to all participants.

48. Slide 48 Thank You! Thank you for participating! We would love to hear from you. Are there certain topics that you would like us to cover in future FastFacts sessions? Would you like to be a FastFacts presenter? Please email us at: fastfacts@jhu.edu

49. Slide 49 Survey Before we close, please take the time to complete a short survey. Your feedback will help us as we plan future FastFacts sessions. Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!