2013 Electronic Time and Attendance Management System (ETAMS) Timekeeper Refresher Training

TIMEKEEPER REFERSHER TRAINING PURPOSE

ETAMS Timekeeper Refresher Training – Purpose Review the Electronic Time and Attendance Management System (ETAMS). Review the following: Processing Schedule Timekeeper Responsibilities Time & Attendance information

ETAMS REVIEW

What is ETAMS? The Electronic Time and Attendance Management System (ETAMS) is an exception-based Time and Attendance system. Time and Attendance data is input at the customer's workstation and ETAMS submits the data to the payroll system electronically. ETAMS is accessed through FEDdesk at the following link: http://feddesk.gsa.gov.

What is ETAMS? ETAMS is the system of record for all time and attendance information. Information contained in the Authorized Leave & Overtime Help Application (ALOHA) is supplemental to the information entered into ETAMS and must be consistent with the data contained in ETAMS.

ETAMS Training in FEDdesk The following ETAMS references are available On FEDdesk on the Reference Manuals tab: Timekeeper Manual Base Schedule Orientation Timekeeper & Labor Clerk Schedule

ETAMS Messages Be sure to check the ETAMS Messages each time you log in. Pertinent system information will be provided here.

ETAMS Reports ETAMS reports are accessed from the ETAMS Main Menu. Report information is generated from current Pay Period information and ETAMS History Archives records. The following reports are available: Exception Code Report, information on specific exception codes. Timekeeper Report, records of a pay period’s processing.

TIMEKEEPER PROCESSING SCHEDULE

ETAMS Processing Schedule – Timekeeper Week One Sunday ETAMS lockout from 3:30 am to 5:30 am CT for the creation of Timecards and Labor Records for the new pay period. Monday Deadline for completion of Timecards is 11:00am (local time) on Monday with the following exceptions: Holiday – when there is a Holiday on Monday , the deadline for completion of Timecards is 11:00am (local time) on Tuesday . During collection, access to ETAMS is blocked.

ETAMS Processing Schedule – Timekeeper Thursday 12:30 am to 3:00 am CT - Processed Timecards and Amendments are moved to History. 3:30 am to 5:30 am CT – Payroll corrections and leave balances are imported from the payroll system. Amendments for the previous pay period may be entered. Week Two Friday Add/Modify Base Schedules before close of business on the 2nd Friday of the Pay Period to be effective for the next Pay Period.

ETAMS Processing Schedule – Timekeeper WEEK 1 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY EFT PAYDAY FRIDAY SATURDAY WEEK 2 OFFICIAL ETAMS Lockout 3:30AM – 5:30AM CST Timecards & Labor Records are created today for the new Pay Period. ETAMS Lockout 1:30PM – 4:00PM CST Timecards & Labor Records are collected today for last Pay Period. BEFORE 11:00am (Local Time) 1. Complete Timecards. 2. Complete Labor Records. 3. Obtain Signatures. 12:30AM – 3:00AM CST Processed Timecards and Amendments are moved to History. ETAMS Lockout 3:30AM – 5:30AM CST Payroll Corrections & Leave Balance data are returned today. ANYTIME Review Payroll Corrections. Review Leave Balances on Timecard. Timecards & Amendments can be entered daily. Amendments are collected daily but are not processed until the second week of the Pay Period. Base Schedules Add, Modify, Obtain Signatures Timecards & Amendments can be entered daily. Amendments are collected daily but are not processed until the second week of the Pay Period.

Timekeeper Processing Schedule Notes Timecards can be signed anytime BEFORE the deadline; contact the Certifier when records are ready for signature. Only SIGNED records are collected. Employees on the ‘Employees Not Validated’ Report, cannot be signed and therefore cannot be collected.

Timekeeper Processing Schedule Notes If a Timecard is not signed before the ETAMS lockout: The signed Base Schedule is collected in lieu of the Timecard. The unsigned Timecard record becomes an Amendment. If neither the Base Schedule nor Timecard is signed, no Timecard will be processed for this Pay Period through ETAMS. Modified Timecards and Amendments must be re-certified.

Timekeeper Processing Schedule Notes Amendments: Amendments can be entered daily and signed Amendments are collected daily. Amendments are not processed until week 2 of the Pay Period. Amendments for the previous Pay Period cannot be entered until Thursday of Week 1.

TIMEKEEPER RESPONSIBILITIES

Timekeeper Responsibilities Tasks to be performed each pay period: Setup and maintenance of employee base schedules. Enter labor default schedules. Complete Timecards and labor records for the pay period. Verify that Timecards are ready for collection before the deadline. Obtain signatures on all records before the scheduled collection time. Work with the National Payroll Branch to resolve any ETAMS records that are not validated. Compare leave used to leave requested through the ALOHA system to ensure consistency.

Timekeeper Responsibilities Additional tasks to be performed each Pay Period, as required: Complete/Submit Amendments, as needed. Obtain Signatures for Amendments. Review/Resolve System Logon Messages. Unsigned Base Report Payroll Corrections to Review Report Process Timecards for employee separations/transfers. Delete records when they are no longer needed. Maintain GSA 873 – Annual Attendance Record. Report problems, questions and enhancement suggestions to the ETAMS Facility Coordinator.

TIME AND ATTENDANCE INFORMATION

Base Schedule The Base Schedule is a record of an employee’s assigned or base schedule. A Base Schedule must be entered and signed for all employees. The information from the Base Schedule is used to populate the biweekly Timecard.

Timecards Timecards are completed by entering any exception codes and their associated hours. An employee’s regular or base hours are pulled from the Base Schedule. The exception codes can be identified by running your curser over the list of codes found in the upper left hand of the timecard.

Timecards Timecards should be signed no later than 11:00 am (local time), the first Monday after the end of the Pay Period. Unsigned Timecards (if they have a signed Base Schedule) are sent to the Amendment option at pick-up time and replaced with the signed Base Schedule. If a Timecard is not signed, the Base Schedule will be used to process the employee’s pay. If neither the Timecard nor the Base Schedule is signed, ETAMS will not process a record to the payroll system.

Separations Ensuring that an employee is properly separated will reduce the risk of overpayments. Employee separations consist of the following: Retirement Termination Resignation Transfer to another Agency Death

Separations Complete the Timecard for the entire Pay Period, as usual. Change the Separated Indicator (Sep Ind) from ‘No’ to ‘Yes’. This action will notify the National Payroll Branch that the employee is separated. Enter a ‘Remark’ on the Timecard to note the last workday. Enter code 00 (automatically changed to an ‘X’) for EVERY day of the tour that is not worked, if the employee left in the middle of the Pay Period.

Separations Ensure the Timecard is signed and ready for collection, as scheduled. Check Timecards, ‘All Pay Periods’ - Delete any FUTURE Timecards. Ensure that all Payroll Corrections are completed.

Separations Go to the Base Schedule and change the status of the person from ‘Active’ to ‘Inactive’. Delete the Base Schedule ONLY after the person’s records are no longer needed. Ensure that the proper paperwork has been submitted to Human Resources in a timely manner.

Amendments An Amendment is a modification to a previous Pay Period Timecard. Complete the Amended Timecard, including the Regular Tour of Duty, any transactions that were originally submitted, plus any changes or additions that need to be submitted. Amendments can be entered daily. When complete, notify the Certifier for signature.

Amendments Signed Amendments are collected daily; they are not processed in the payroll system until Week 2 of the Pay Period. Amendments for the last Pay Period cannot be entered until Thursday of Week 1 of the Pay Period. If the Amendment is for an employee that has a History record for the Pay Period, the processed Timecard displays. Make any needed changes to the record.

Amendments If the Amendment is for an employee that has no History record for the specified Pay Period, a blank Timecard displays. Record hours on the Timecard. To delete an Amendment after displaying the record, select File, Delete Amendment. Enter a ‘Remark’ to inform Payroll and the Certifier as to why this Amendment was needed. Update the GSA 873, Annual Attendance Record.

Leave Leave balances are populated into ETAMS on Thursday of Week 1. The timecard displays the current balance in the payroll system for the following time off categories: Annual Leave Sick Leave Comp Time Travel Comp LWOP (includes AWOL) Credit Hours Restored Leave

Leave Leave requests are entered in ALOHA. Leave requests approved prior to the end of the pay period will be transferred from the ALOHA system to the employee’s Timecard if the Timecard has not been modified in any way. If a Timecard has had any modifications during the pay period, leave must be coded manually.

Leave Coding Leave/Time Off Hours on a Timecard: Annual Leave: All regular scheduled hours in an employee’s tour of duty are recorded to code 01 (Regular Schedule Hours). Record leave, time off (credit hours, comp time, etc.) and Leave Without Pay (LWOP) hours used in the exception code field using the corresponding exception code. Annual Leave: Exception Code – 40 Annual Leave Used. Advanced Annual Leave is allowed up to the balance of hours an employee can earn through the end of the leave year.

Leave Sick Leave: Exception Code – 50 Sick Leave Used. Advanced Sick Leave is allowed for up to 240 hours. Negative leave balance at time of Separation or Retirement: Overpayment of leave is deducted from final wages, if possible. If unable to deduct the overpayment for leave from the final wages, a debt will be created.

Family Friendly Leave Family Friendly Leave (FFL) – An entitlement provided for associates to use sick leave to care for an ill family member, to make preparations for, or attend a family member’s funeral. Pay Period/Daily total FFL hours: Hours cannot exceed regular tour of duty. Hours cannot exceed the total sick leave hours used.

Family Friendly Leave Exceptions Codes 27 – FFL Family 28 – FFL Funeral 29 – FFL Adoption 39 – FFL Serious condition, family member

Family Medical Leave Act Family Medical Leave Act (FMLA) – An entitlement provided to associates for 12 weeks of LWOP during any 12 month period for events such as birth and newborn care, adoption, foster care, care for a family member with a serious health condition, or care of your own serious health condition. Employees can use annual or sick leave in lieu of the LWOP if they carry a leave balance in these leave types.

Family Medical Leave Act FMLA Exception Codes: Code 57 – Family serious Code 58 – Employee serious Codes required to be used with FMLA codes 40 Annual Leave 44 and 45 Restored Leave 50 Sick Leave 54 Award Leave 60 LWOP 85 Donated Leave Annual

Family Medical Leave Act Annual Limits – FMLA Serious (codes 57 and 58): Up to 480 hours of LWOP (including hours used under FFL). May substitute accumulated annual or sick leave. FMLA runs 12 months from date of initial use. Pay Period/Daily total FMLA hours (codes 57 and 58): Hours cannot exceed regular tour of duty. Hours cannot exceed the total offsetting leave hours used. For additional information regarding leave go to the OPM Leave Policies link at: http://www.opm.gov/oca/leave.

Leave Without Pay (LWOP) Ensure employees on LWOP have the appropriate exception code used. 60 LWOP 61 AWOL (Absent Without Leave) 87 LWOP Workman’s Comp used Ensure that Timecards are signed so ETAMS does not revert to the Base Schedule and pay the employee. There is no change to the Base Schedule necessary, if the LWOP is intermittent.

Holidays Exception Codes: Record Holiday Hours on Timecard: 02 Holiday Observed 11 Holiday Worked Record Holiday Hours on Timecard: Code 02 – Holiday Observed is automatically inserted on the Timecard for the holiday, if the holiday falls on a work day. Enter code 02, as needed, for ‘In lieu of holiday’ hours taken. Payroll guidance will be issued if more than 1 holiday falls within the same Pay Period. Worked Holiday: Record actual hours worked (2 hours minimum) to code 11. Reduce code 02 Holiday Observed hours accordingly.

Compensatory Time Compensatory time (comp time) is time off for irregular or occasional overtime work in lieu of overtime pay for that work. Employees may earn comp time only if it is approved in advance, the same as overtime. At the end of the leave year, comp time balances carry over to the next leave year.

Compensatory Time Comp time expires 26 pay periods after it is earned. How expiring comp time is handled depends upon the employee’s Fair Labor Standards Act code (FLSA) Non-exempt employees - expiring comp time will be paid at overtime rates. For active exempt employees, expiring comp time will be forfeited. For separating exempt employees, comp time will be paid out at the overtime rate.

Telework The telework exception codes are used to designate when an employee is teleworking or working from an alternate location. These codes have to be used in conjunction with code 01, Regular Scheduled Hours. 90 – Telework - Emergency 91 – Telework - Situational 92 – Telework – Routine Long Term It is essential that telework be coded accurately as this information is tracked and reported to the Office of Personnel Management on an annual basis.

REFERENCES

Additional Resources Human Resources and Payroll Publications: Pay and Leave Administration (OAD P 6010.4) (http://insite.gsa.gov) Timekeeper’s Handbook (CFO P 4282.1) (http://insite.gsa.gov) Payroll FAQ's ((http://www.gsa.gov/payroll) FEDdesk: (http://feddesk.gsa.gov/) ETAMS - Version Information (http://feddesk.gsa.gov/ref_newstuff.shtml) ETAMS: Help Menu - FEDdesk: Help (http://feddesk.gsa.gov/hlp_contact.shtml)

Contact Information National Payroll Branch Customer Service Helpdesk: (Payroll Policy; Pay status; etc.) kc-payroll.finance@gsa.gov 800-676-3690 x33900 816-823-3900 FEDdesk Helpdesk: (FEDdesk log on, printing problems; Application response time; IT-related issues; etc .) OCFOService desk@gsa.gov 866-450-6588

Quiz Please complete the following quiz. You must receive 70% or better to receive credit for completing this course.