1. HR Fundamentals October 13, 2015 Web and Departmental Time Entry: Time Entry, Approvals and Approver Setup

2. Time Entry -Web On or After the 1 st of the month, the current month will be displayed under the “pay Period and Status” drop down menu. The prior month’s timesheet can be found by clicking on the drop down box. Timesheets need to be entered by the Employee no later than 11:59AM on the 1 st business day of the month. The System will lock out employees for time entry after 11:59am on the 1 st business day.

3. Salaried Employee Time Entry Enter Exception Time ONLY Classified Employees Annual Leave Sick Leave Overtime (if eligible) Comp Time (if eligible for overtime) Holiday Hours Worked Extra Hours (if less than Full Time) Professional/Faculty EE Annual Leave Prof & FY Faculty Sick Leave Leave without Pay *Note: if an Employee is not eligible for a certain type of time (ex: OT) the line item will not be available for them to enter.

4. Hourly Employee Time Entry For the pay period, enter: Classified Employees HOURS WORKED EACH DAY - Regular Pay (Hours) Annual Leave Sick Leave Comp Time Overtime Holiday Hours Worked – Please use the Holiday Calculator, Slide 5. Extra Hours Student/Short Term Workers HOURS WORKED EACH DAY OT ** ** 915.30 Overtime Compensation Rates Overtime compensation rates shall be one and one-half times the regular rate of pay for all time in a pay status in excess of 40 hours per week. Agricultural workers are not eligible for overtime, but may receive straight time for hours worked over 40 per week according to the established practice in the department or research center.

5. Holiday Time – Hourly Classified Employees These are the hours to be entered on the Employee’s timesheet as Holiday Time http://www.montana.edu/hr/Payroll.html

6. Time Entry Tips EXH – Extra Hours – An employee is Full Time if at or over.75 FTE – If an employee worked extra hours and is at or above a.75 FTE you will not be able to enter the EXH hours on the timesheet since they are coded as full time – If an employee is coded as part time, EXH can be added for the number of hours up to a 1.0 FTE on their timesheet – ** If an earn code is not available or is not “working” and you believe it should be, please contact your payroll technician to troubleshoot why the employee cannot enter time.

7. Time Entry Tips HOL - Holiday Time vs HHW – Holiday Worked HOL: holiday time is reported for any Hourly Classified employee on months when there is at least one holiday. – Holidays are not included in any sort of “salary” so they must be accounted for on a persons payroll. – Holiday Hours pay at 1.0 times the employees rate of pay (straight time). Please use the Holiday Hour calculator to figure the amount of holiday time to report. – HOL hours are prorated based on the number of hours worked and total working hours in the month. HHW: holiday worked is reported only if the employee physically worked on the holiday – HHW pays at 1.5 times the employees hourly rate of pay, similar to OT

8. Errors Occurring During Time Entry Submit Not Allowed – Employee tried to submit their timesheet twice Approval not Allowed – The timesheet has already been approved Records Cannot be processed-contact HR/payroll – An approver has not been assigned to the Zorg# the employees records are attached to – Incorrect entry on the Employee’s job set up Ex: payroll Time entry instead of WTE or DTE No timesheet – The job for the Employee has not been established yet.

9. Common Errors in WDTE These Errors will stop payroll!! Students, Temps, Hourly Employees – reporting OT instead of Student hours or Regular hours. – Over time is calculated on a 40 hours work week. – Students, Temps, Classified Hourly Employees - changing the “Shift” code. – MSU only recognizes Shift 1. Anything else, regardless of when the hours were worked will drop out of payroll and not be recognized. – Entering all worked hours for the month on one day

10. Common Errors - Continued Entering Military Leave when not applicable. Entering 100% annual leave in lieu of regular hours, when the regular pay category is not displayed. – If you are a salaried employee, you do not report actual hours worked. Defaulting “0” to all leave categories per day. – If no leave is used, please have employees leave their timesheet blank. *** The above errors should NOT be approved and timesheets should be returned for correction. *** When an approver approves time in the above categories, they have authorized these errors to pay and can be contested. These errors can cause an overpayment or short pay to an employee

11. Copying Time Do Not Enter “0” for each day or Payroll will error!

12. Faculty Please: Do Not Use *APPROVERS: Time should not be approved if Personal Leave has been entered OR if a time sheet contains a mass applied “0” for every day of the month. These items will error the loading of time and stop payroll processing.

13. Approving Time

14. How to Approve time- What to look for during payroll What does it mean to be an approver – Responsibility – Approvers cannot see timesheets to approve until the timesheets have been submitted by the employee. – Deadline for approving timesheets is 5pm on the 1 st business day of each month. – Incorrect Earn Codes create overpayments and/or short payments.

15. Common Approval Errors Approving students reporting only Overtime. Missing Timesheet/Approval deadlines – Approvals are due at 7pm on the 1 st business day of each month Shift errors Timesheets not approved – Payroll 10, 2015 had 428 unapproved timesheets Over 600 including timesheets “In Progress” with hours – Payroll 9, 2015 had 185 unapproved timesheets – Payroll 8, 2015 had 150 unapproved timesheets When Timesheets are not approved employees may not be paid correctly and leave balances (annual/sick leave) may not be deducted causing leave balances to be incorrect for future usage Approving more than 8 hours in a day. Employees cannot enter all of a weeks exception time or hours onto one day on the timesheet

16. How to Setup an Approver All requests for a new approver OR a new approver organization number (“Zorg#”) need to be requested through the ITC help desk ticket System. New Approvers: – Requests Submitted through Banner Account Requests – A Banner User name – An Active position number in NBAJOBS – A Zorg# to be tied to New Zorg#’s need: – Requests submitted through HR Ops Support Request – The approver number being created – The title/description of the Zorg# (ex: Z6635Z – HR Students)

17. Banner Request www.montana.edu/itcenter

18. SAIS Reports WDTE Approvers – Use an open search for your department: Ex: Z6635% or Z5613% – Report gives all Zorg# that begin with Z6xxx and the assigned approver Payroll Earnings and Labor Distribution – Run During Payroll – Verifies the hours approved have been uploaded and will pay correctly for the Employee – If an Employee’s hours are not on the Payroll Report: Hours were not submitted or approved Check the approval queue to ensure hours are at a “complete” status.

19. WDTE: – Training Resources http://www.montana.edu/hr/Payroll.html