1. ESS - Time & Labour - Employee
Welcome everyone!
Sign into PeopleSoft and navigate to your time sheet.
Caution – eyes to yourself as your hourly rate is displayed on your timesheet. If you are not comfortable then sign on to the online training materials.
ESS - Time & Labour - Employee
2018

2. Navigation to PeopleSoft – Time and Labour
1 - Click on Bear Tracks
2 - Bear Tracks – Single Sign On
3 – Click Time and Leave Link
4 – Click Home Link on upper right of screen
5 – Self-Service Center > Time Reporting > Report Time
The quickest way to the timesheet is to go through Bear Tracks. Where you would go to view your Pay Cheque.
Bear Tracks is a portal to PeopleSoft
Click Time and Leave Link
Click the Home button on the upper right corner of the screen takes you to your home landing page.
Left side of the screen in a Navigation collection of Employee Self Service links.

3. Online Training Materials
A quick reminder where to find all online training material.
U of A home page. Click on Faulty and Staff.
Scroll down to My Employment
Click Employee Self Service – You may want to bookmark this page for quick reference.
Click on Time and Leave link
The online learning session is a video of the time sheet system broken down by topic.
The Training Guide is a PDF format of the online video
Before go-live please make sure you go through the online materials

4. Time and Labour Time Entry Rules
Employees and Supervisors
Limitations for prior period Time Entry timesheet corrections -
Employees and Supervisors will have a 1 month limitation (current semi-monthly pay plus two more)
Future Time Entry
up to 3 months in the future
Salaried vacation hours
General Illness based on Doctors note of Leave expectation
Hourly Employees do not enter future dated hours
As an employee, you can enter time for the current pay period in addition to 2 prior pay periods.
As an hourly employee, you are expected to enter your time at the end of every shift worked. No time is entered, no Pay!
Hourly employees do not enter future dated hours.
Salaried employees will enter exception time (Vacation, casual illness, etc.) in the pay period it was taken.
The Timekeeper (Introduce the Timekeeper) is there to help you when you have questions.

5. Self-Service Center – access to pages you would select as an Employee
PeopleSoft Home Page
Self-Service Center – access to pages you would select as an Employee
Main Menu – access to pages in PeopleSoft HCM based on your role
If you get lost click
If you are navigating through out PeopleSoft and want to start over, Click Home!

6. Self-Service Center – Report Time
Once in PeopleSoft, click on Report Time then timesheet

7. Self-Service Center - Benefits
REMEMBER – Always go to the Online Training Materials BEFORE you start a Benefits Change
Employee Self Service also impacts your Benefits.

8. Employee Time Entry – Reporting Time - Highlights
Detailed time entry instruction accessed through the Online Training Material
Timesheet will default to the current pay period
Change the View By from Calendar Period to Week which will show the first week of the pay period in the view
Use one Time Reporting Code (TRC) per row
Do not enter “0” on the time sheet – Leave blank if no hours to report
Don’t forget to Click Submit and OK

9. Reviewing Reported Time - Highlights
Sign into PeopleSoft
Click on Report Time
Click on Timesheet
Click on Exceptions Tab at the bottom of the Timesheet
Make corrections where appropriate
Click on Payable Status Tab
Make note of any Pushed Back
Correct as directed and resubmit
Enter hours worked as per your Faculty Guideline

10. View of Timesheet at Sign On
Timesheet will default to Calendar Period – Time Reporting Code’s are based on Employee Type

11. Timesheet Notification
Error Exceptions
Timesheet Notification
Check the Reported Time Status after Time Admin process for any error exceptions – click on the error icon
Correct the exceptions as soon as possible and resubmit to Supervisor

12. Error Exceptions
After Time Administration runs at Noon and 7 pm Error Exceptions could be created
Check your time sheet to ensure no errors have been identified – Click Exceptions tab – Keep the timesheet view default to Calendar Period
Correct the error as directed – Enter comment in the comment box – Click on Update Exception and Click OK
Error Exceptions will only show in the week you have displayed on the timesheet
Review the Leave/Compensatory Time tab – shows vacation hours and banked time
Will not show Casual Illness balance – Employee must ask the Supervisor for their casual hours balance

13. View of Submitted Employee Timesheet
Hover over Business Title under name to find weekly hours
View of the Timesheet once time has been submitted
Ensure comments are entered whenever you submit Overtime
Note the Reported Status of Submitted Hours
Change your view of the Timesheet to Week

14. Employee Timesheet – Payable Status
Check Payable Status once Time Admin has run
Correct Pushed Back Time as soon as possible
Pay Attention to Pushed Back Time

15. Employee Timesheet – Leave/Compensatory Time
Check Leave Balances before submitting time for that TRC
Casual Illness Balances must be given to you by your Supervisor

16. Time & Labour – Process Timeline
Timing is everything!
We are implementing a streamlined Time Submission and Time Approval Process
Employee Time Entry –
‘Reported time’ is entered on the timesheet – by employee, timekeeper or central payroll
Validation upon Submit
performed immediately upon clicking Submit on the timesheet, and will stop invalid entries from being saved.
These include: Invalid Leave Balance, invalid compensatory time (Banked time), over 24 hours in a single entry of worked hours, invalid quantity, etc.
Time Administration Process – System Validation against business rules – runs at Noon and 7 pm – the hours should be ready for the Supervisor to approve at least 2 hours after Time Admin runs.
Error Exceptions
Error Exception will occur as a result of the time administration batch processing that validates time entries against business rules. A full list of common exceptions will be provided.
Approver Actions
Payable Time = hours that have been validated through the system (employee time submitted)
Pushback – Approver doesn’t agree and pushes back to employee to fix (employee gets an in the Inbox alerting the need to fix timesheet
Modify – approver makes changes and changes are auto approved – No Notification to the employee occurs – Recommend that the Supervisor sends a note to the employee when they correct/change a timesheet on behalf of their employee
Approve – Approver agrees to time submitted
Pay Processing – approved time to be processed for pay

17. Employee – How to Correct Push Back Time
Step 1 – Employee receives - there is time to correct
Step 2 – Click on the link in the
Step 3 – Link takes you to your timesheet
Step 4 – Review comments by the Supervisor of what to correct and why
Step 5 – Click on the Payable Status tab at the bottom of your timesheet to ensure you are correcting the hours in question – See example on next slide

18. Employee – How to Correct Push Back Time
Step 6 – On the timesheet click on the hours in question
Step 7 – Blank the hours out
Step 8 - Click submit
Step 9 - Enter in the correct hours as directed and click submit again

19. Employee - Push Back Time
But the time is CORRECT
Make a note of the time that was submitted correctly
Delete the timesheet entry for any time that has been pushed back and click submit
Wait for the Noon or Nightly batch processing to validate the time transactions
This step will remove the push back status as the transaction no longer exists
The next day (or afternoon) add the time transactions back in and submit again for approval through the Noon or Nightly batch process
REMINDER: Time Administration batch runs Monday - Friday

20. Pushed Back Time Past 4 Months
Stale Dated Pushed Back Time
Pushed Back time will never be reprocessed by Time Admin until it is corrected
What does that mean to the employee – employee will NEVER be paid those hours until it is corrected and resubmitted to the Supervisor for approval
The Supervisor and Employee can correct the time sheet in the current pay period as well as 2 prior pay periods
If the hours are not corrected by the employee or Supervisor, the Timekeeper can go back 8 pay periods to correct
After 4 months the hours will be deemed stale dated and Central HR will remove the pushed back hours from the employee timesheet
This Central HR process will be performed at the end of each pay period