1. Time, Attendance and Leave (TAL) Training for Supervisors
Today we will spend some time talking about the Time, Attendance and Leave system and your responsibility as a supervisor. This system is designed to simplify the time sheet and payroll process, but in order to do so it requires your input and effort throughout the pay period. I will do my best to answer any questions, but please know that I am also new in the system. If you have questions that I cannot answer, I will direct them to and get back with you as soon as possible.

2. Agenda Logging into TAL Wall Clock Responsibilities Timeline Messagess
Toolbar
TAL System
Overtime
Warnings/Errors
Cascading Rules
Reports
Questions
These are the things we will cover in our session, it is a lot to get through but it should answer most of your questions about the Time, Attendance and Leave system.

3. TAL
Starting June 1st, the TAL system will be the official system of record for hours worked for hourly employees and leave and time sheets for all employees
All employees will start at the jumpoff page tal.ouhsc.edu
There will be two links:
Web clock for hourly employees
TAL for salaried employees
Log in using OUHSC network ID and password
All employees can access the TAL website on and off campus for leave balances, leave requests and time sheets
As you all know, starting June 1st, TAL will capture: all hours worked for hourly employees, and leave requests, leave balances, and time sheets for ALL employees. It will track Overtime/comp time, shift differentials, and on-call shifts (as applicable). As supervisors, you should anticipate spending time in TAL daily beginning June 1st. Remember that this will make what is now the end of month payroll process much easier, as well as your leave request process. The website, tal.ouhsc.edu is where all employees will begin to access 1) the web clock for hourly employees to clock in/out daily on a computer (more about that in the next few slides) and 2) all employees to access leave balances, time off requests, and time sheets. All employees will be able to access their leave balances, leave requests and time sheets off campus and supervisors can review and approve leave balances and time sheets from on and off campus.

4. TAL
Hourly employees that have access to a computer will use the link to the TAL Web Clock to clock in/out daily
Web Clock website is locked down to campuses via IP address
Hourly employees that do not have access to a computer will swipe their OUHSC employee badge on the IT-51 wall clock installed in their building
Employees must use the same method to clock out as they used to clock in (wall clock in/wall clock out or web clock in/web clock out)
Employees in certain situations who don’t work on campus (or may not be on campus at the start/end of the day) can input time on a paper time sheet and turn it into their supervisor
Any employee paid on an hourly basis must clock in and out daily (in at the start of their shift/out for lunch/back in after lunch and out at the end of the day). They can do this by one of two ways on campus: By using the web clock at tal.ouhsc.edu or by using a wall time clock, found on the ground floor of almost every building on campus (complete list of locations can be found at tal.ouhsc.edu). One important rule to follow is that an employee’s clock in method must match their clock out method: If they clock in for the day on the web clock they should clock out for lunch on a web clock. They can swipe in on a wall clock after lunch as long as they clock out for the day on a wall clock (any wall clock on campus will work). Supervisors will be able to tell the location or IP address of the clock the employee used for the day, so if supervisors suspect the employee is not clocking in/out at the appropriate location they can investigate.
If an employee doesn’t physically work on campus, they can use a paper time sheet to track clock in/out time and turn it into the supervisor. The supervisor or payroll coordinator MUST input this time into TAL prior to the payroll deadline to ensure the employee is paid appropriately. An example paper time sheet is available on the resources tab of tal.ouhsc.edu. Employees who are typically on campus but may occasionally start/end their day away from their work station will need to alert their supervisor when they start/end their day so that it can be tracked in TAL.

5. Time Clock Screens
This is what the IT-51 wall time clocks on campus look like, you may have seen these installed already. A list of time clock locations is available on tal.ouhsc.edu. Hourly employees can use these time clocks to clock in and out beginning May 31st. Note that if a salaried employee attempts to clock in on a wall clock (or on the web clock site), the system will error and say that the employee is not found because only hourly employees are loaded into the system. Employees will use their OUHSC ID (OneCard) by swiping across (photo side up). If an employee forgets their card, they can hit the keypad button to enter in their 6-digit HR Employee ID number.

6. Time Clock Screens
This is the screen where an employee can input their 6-digit HR Employee ID number if they forget their OneCard. After entering the number, hit OK.

7. Time Clock Screens
Whether an employee swipes in or enters their ID number, this is the screen that will show. To clock in, an employee would hit ‘in’, to clock out, an employee would clock ‘out’. About 99% of employees will only need to use the buttons listed ‘In’ and ‘Out’. Employees should not use the more button unless instructed to do so (information on the next slide).

8. Time Clock Screens
If an employee selects ‘More’ they will see: ‘In With’, ‘Transfer’ and ‘In Call Back’ buttons.
In with: used only for employees who are clocking in as standardized patients (patient actors helping train physicians) The next screen will prompt the user to select which standardized patient code to use for his/her shift.
Transfer: This button is used to add or change a job code during a shift. This button will be used by standardized patients.
In Call Back: This button is used only when a user is clocking in while on call.
If your employees need to utilize these options, reference the TAL manual at tal.ouhsc.edu for more information.

9. Responsibilities in TAL
Employees
Enter time in the time sheet either using web clock/wall clock (hourly). Salaried employees will only need to enter leave using the TAL website.
Submit leave requests to supervisor for approval.
Review time and leave entry on last working day of the pay period.
Inform his/her supervisor or payroll coordinator of any edits corrections as soon as possible.
Electronically approve the time sheet by marking it complete.
Supervisors
Access the TAL website daily to check for and respond to messages.
Edit and correct time sheet entries before the deadline.
Review and respond to leave requests.
Submit prior pay period corrections as soon as known.
Enter/review/approve compensatory time elections.
Answer employee questions regarding the TAL system.
Review and approve time entries on the time sheet in the TAL system: this will serve as your electronic signature.
Payroll Coordinators
Answer employee questions in regards to the TAL system.
Serve as the final time sheet approver. Your review of the time sheet entries completed by the employee and approved by the supervisor will serve as your electronic signature.
This is a quick glance at what is expected of the three roles in TAL (employee, supervisor and Payroll Coordinator) but the general overview is:
Employees are expected to keep an eye on their time daily or at least weekly. Hourly employees can only put in time via clocking in/out and requesting leave (the system calls it TimeOff Requests). If an hourly employee misses a punch or doesn’t input a leave request, a supervisor or Payroll Coordinator will have to enter it on their behalf. Salaried employees will only report any leave taken and can do so using a leave request or by entering it on their own time sheet after the fact if the leave is unscheduled. All employees are expected to enter leave requests into the TAL system for supervisor approval (the system will automatically route requests to the employee’s supervisor). Employees must review their own time sheet in the system on the last working day of the pay period and inform their supervisor if a correction needs to be made. Employees will digitally approve their time sheet by marking it complete at the end of the pay period (more information on this timeline in the coming slides).
{advance to next slide for information about supervisor responsibility}

10. Responsibilities in TAL
Employees
Enter time in the time sheet either using web clock/wall clock (hourly). Salaried employees will only need to enter leave using the TAL website.
Submit leave requests to supervisor for approval.
Review time and leave entry on last working day of the pay period.
Inform his/her supervisor or payroll coordinator of any edits corrections as soon as possible.
Electronically approve the time sheet by marking it complete.
Supervisors
Access the TAL website daily to check for and respond to messages.
Edit and correct time sheet entries before the deadline.
Review and respond to leave requests.
Submit prior pay period corrections as soon as known.
Enter/review/approve compensatory time elections.
Answer employee questions regarding the TAL system.
Review and approve time entries on the time sheet in the TAL system: this will serve as your electronic signature.
Payroll Coordinators
Answer employee questions in regards to the TAL system.
Serve as the final time sheet approver. Your review of the time sheet entries completed by the employee and approved by the supervisor will serve as your electronic signature.
You as supervisors should access the TAL system daily to check for and respond to messages such as leave requests. You will also be responsible for editing any missed punches, missed leave requests and unscheduled leave entry for all hourly employees. In addition, supervisors will need to submit corrections to Payroll Coordinators as soon as possible if an employee realizes a prior approved time sheet was incorrect. Supervisors will review and approve hourly employee requests to accrue compensatory time instead of over time. Where possible, supervisors should answer employee questions regarding the TAL system. Lastly, supervisors will review and approve time sheets within TAL by the deadlines outlined by the department and Payroll (more on that in a few slides). We cannot stress enough that Supervisors will need to be reviewing TAL frequently and keeping on top of their responsibilities so that there isn’t a rush to get everything completed in time. Tracking total hours worked daily or at least weekly will be very helpful when supervising hourly employees. We will show you lots of opportunities in TAL to review and stay on top of what’s going on in the system.
{Advance to next slide for Payroll Coordinator notes}

11. Responsibilities in TAL
Employees
Enter time in the time sheet either using web clock/wall clock (hourly). Salaried employees will only need to enter leave using the TAL website.
Submit leave requests to supervisor for approval.
Review time and leave entry on last working day of the pay period.
Inform his/her supervisor or payroll coordinator of any edits corrections as soon as possible.
Electronically approve the time sheet by marking it complete.
Supervisors
Access the TAL website daily to check for and respond to messages.
Edit and correct time sheet entries before the deadline.
Review and respond to leave requests.
Submit prior pay period corrections as soon as known.
Enter/review/approve compensatory time elections.
Answer employee questions regarding the TAL system.
Review and approve time entries on the time sheet in the TAL system: this will serve as your electronic signature.
Payroll Coordinators
Answer employee questions in regards to the TAL system.
Serve as the final time sheet approver. Your review of the time sheet entries completed by the employee and approved by the supervisor will serve as your electronic signature.
The third role is Payroll Coordinators. Payroll Coordinators serve as quality control in the TAL system: Supervisors should be doing the bulk of responding to messages and correcting time sheets for employees but Payroll Coordinators can serve as a backup in an emergency. Payroll Coordinators are responsible for submitting corrections to Payroll as needed and can answer questions about the TAL system. Payroll Coordinators will serve as the final time sheet review every pay period and will be looking to ensure all employees have completed time sheets and that supervisors have reviewed and approved time sheets.

12. Payroll Coordinator ensures all time sheets are completed and approved
Timeline
Employees should certify their time as soon as possible after the pay period ends
First thing every other Monday at the latest
Supervisors should be reviewing time and managing messages throughout the pay period
By noon on the Monday following the end of the pay period, supervisors should be ready to turn it over to the Payroll Coordinators.
Payroll Coordinators should review timesheets and be ready to turn it over to the Payroll Office by midnight Monday.
Here’s the timeline we keep talking about: Employees will need to certify their time as soon as possible at the end of every pay period (every two weeks). Where possible, employees (especially salaried employees) should review their time sheets every other Friday starting June 12th (or Saturdays if employees work Saturdays). At the latest, an employee should review and mark their time sheet complete at the very beginning of every other Monday. Again, supervisors should review messages, leave requests, and necessary edits daily to allow for more time at the end of the pay period. Time sheets should be completed by employees and submitted to Payroll Coordinators by noon every other Monday. Note: Individual departments may have their own guidelines for time sheet turnaround, so this may be different in your area. Payroll Coordinators must turn it over to Payroll Services by midnight every other Monday. Those who approve payroll in PeopleSoft will do this every other Wednesday by 5pm.
Employee inputs time, leave and completes time sheet at end of pay period
Supervisor approves leave, edits time as needed and approves time sheet
Payroll Coordinator ensures all time sheets are completed and approved

13. Messages Messages that appear on the Messages menu will include:
Leave request
Approved/denied leave
FMLA request/approved/denied
Timesheet review
Messages sent by the Payroll Office
This message screen is the landing page for salaried employees in TAL (and is available to hourly employees by clicking the ‘Messages’ tab). Below the crimson box (which has messages populated by Payroll Services), employees will see various updates depending on their role. All employees would see information about their own leave requests they have submitted (approval/denial), their own FMLA statuses, and the status of their time sheet approval. Supervisors will see information about all of the above for each of their direct reports.

14. Emails Emails are generated by the TAL system for the following:
Employee request leave >> Supervisor
Supervisor approves/denies leave >> Employee
Supervisor/PC changes employee completed timesheet >>Employee
FMLA request leave/approved/denied >> Employee
s will also be sent from TAL. Supervisors will receive s if an employee requests leave; employees will receive s regarding leave and FMLA request status, and will be ed if a supervisor or Payroll Coordinator changes a time sheet that the employee had previously approved. Employees and supervisors are welcome to set up rules in Outlook for the s, but s cannot be turned off on an individual basis.

15. Toolbar Icon Example Action Save– Saves the data on the screen
Reset– Reset all changes
Notes– View, add and edit notes
Complete – certifies that time sheet is complete and ready for supervisor to review and approve. This is done at the end of the pay period.
Remove Complete – Removes completion status from time sheet. Do this when you need to make changes.
Calculate Time Sheet – Calculates any balance adjustments that may apply
Balances– Displays current leave balances up to the present day
On Call– Add on call schedule assignment
Return– Return to previous screen or selection
Print– Prints the time sheet
Unapprove All– Unapprove all items
Approve All– Approve all items
The icons shown on this screen will be shown in the TAL system. Note that not every icon will show on every screen, just the ones that apply for the screen that you are on in TAL at the time. Hovering over any icon with your mouse will show you the icon’s name. {You can walk employees through each icon using the action description above}

16. TAL System Training Logging in Clocking In/Out Balances
Entering a leave request
Approving/denying a leave request
Time sheet for hourly/salaried
Overtime
Correcting Time as Supervisor
Correcting Time/Missed Punch
Completing Timesheets
Delegate
Attendance
These are the items for which you will see screenshots from the TAL system.

17. Logging In Go to tal.ouhsc.edu
NOTE: The TAL system is best viewed in Internet Explorer.
Hourly employees will go to WebClock Link, Salaried will go to the TAL Link
Enter your OUHSC Network ID and Password, click Log On
ALL employees will start at the landing page tal.ouhsc.edu. The system is best viewed in Internet Explorer versions 9 and 10. If an employee is having issues in TAL, ask them to use IE versions 9 or 10. Hourly employees will click the link that says ‘WebClock’, which is only available on campus. Salaried employees, supervisors OR hourly employees accessing TAL off campus (for leave requests, balances, and time sheets) will use the TAL site link. Again, only the web clock link and functionality will be locked down to campus. Employees will use their OUHSC network username and password to log into TAL.

18. Clocking In/Out (Hourly)
The WebClock site opens to the web clock for hourly employees to clock in/out
After clocking in/out, the system will time an employee out after 10 seconds if no other action is taken (click on anything in the menu bar)
Do NOT utilize the ‘new punch’ option after clocking in/out
This screen will display the current date and time, an In or Out button, depending on the last action performed, and the ability to view punch history. If the appropriate button does not appear, the employee may have used the wall clock OR may have missed a punch and needs to let their supervisor know ASAP. After clicking the In or Out button, the system will automatically timeout after 10 seconds if no further action is taken. Employees can use the previous day option to see prior clock in/out. Only employees who are being called into work while on call need to use the Called In button. Remember that if an employee clocks in on a wall clock they must clock out on a wall clock and vice-versa. An employee cannot clock in on a wall clock and have their next action be on a web clock.

19. Menu Bars Hourly Salaried with Manager Role
Salaried without Manager Role
These are what the menu bars will look like for all employees depending on their roles. Salaried employees will not see the web clock and only Supervisors and Payroll Coordinators will have manager tasks and employee setup. We will show navigation on the next few screens using the menu bar to show how to access different sections. All employees will use ‘employee tasks’ when performing their own time and leave actions.

20. Balances (All Employees)
All employees (hourly and salaried) can access their own leave balance by navigating to employee tasks: Balances.
Future approved leave requests shows any time off that has been approved but has not been processed onto the time sheet. It show as leave cascading because the leave will cascade through banked holiday, comp, and then PTO at the time it is placed on the time sheet. Employees will utilize this screen for the official balance information, as leave will no longer be on the pay stubs.
NOTE: User can see more detailed information by clicking on the specific leave type under Category. Also, users may see different categories than PTO, ESL and Holiday. If an employee has an FMLA event, they will see their FMLA starting, taken, and remaining balances. From the time sheet screen, you may also access the balances by clicking the balances icon from the toolbar.

21. Leave Requests (All Employees)
All employees will request leave using the TimeOff Request option under employee tasks. The Submit Time Off Request screen will appear for employees to enter in the dates of their planned leave. Leave for a single day would be listed as starting ending the same day (partial days can be entered on the next screen). There are two drop down boxes for Type due to FMLA, if an employee does not have FMLA they only need to utilize ONE dropdown box. Employees should select the option ‘leave taken scheduled’ and hit submit.

22. Leave Requests (All Employees)
The hours per day will default to an employee’s FTE and can be changed. If leave is for less than a full day, the employee would select the number of hours of leave needed for the day but may need to tell the supervisor in the notes section what the time is (i.e., if an employee asks for 4 hours, they may need to note that it is for 8am-noon in the notes section). Employees should not use the notes function to provide private health information. Once the employee has edited the leave request as needed, they will select Submit to send it to their immediate supervisor. This will generate an to their supervisor as well as a message on the TAL system landing page.

23. Leave Request Approval/Denial (Supervisor)
Supervisors will see pending leave requests on their messages screen and will navigate to Manager Tasks: TimeOff Approvals to review and respond to TimeOff/leave requests. One important thing to note: If you as a manager oversee employees in different areas, you may have to use the TimeSheet Group dropdown to see all of your employees across different timesheet groups (they are organized by organization code or ORG).

24. Leave Request Approval/Denial (Supervisor)
Click on the date range for the leave request to view details. Return to the time off request page to approve or deny the leave request. The Review Status shows that the request is pending (Has not yet been approved/denied) and the Process Status shows that it is pending (Has not processed onto time sheet). Both statuses will change to reflect approval/denial and processing onto time sheet.
To approve, select approve and submit. To deny, select deny and submit. Both actions will generate an and a message in TAL to the employee. Once you deny a leave request for a certain timeframe, the employee cannot ask off for that time again. If the employee needs to change an approved leave request OR wants to go back and make a change to a denied leave request (such as asking off for three days instead of five) you will need to change the action to PEND which will re-route the time off request to the employee so that they can make changes and it will re-route to you for approval. If you do not change it to Pend, the employee cannot make any changes/ask off for that time period.

25. Leave Request Approval/Denial (Supervisor)
Supervisors will also see a calendar while in the TimeOff Request screen that shows any dates other employees have requested off during that timeframe. Dates in blue show if any employees in that time sheet group who report to the same supervisor have asked off for that timeframe. The weekly view will show who is approved (A), pending (P), Denied (D) and on FMLA (F). This does not link to Outlook and can only be seen by Supervisors.

26. Employee Balance (Supervisor)
By navigating to manager tasks and selecting Employee Balances, managers can see their employees’ leave balances. Supervisors will see employees by timesheet group and may need to change the group if they have access to multiple orgs. Supervisors can search by last name within orgs. Anything showed in future approved leave requests will show what has been approved but has not yet populated onto the employee’s time sheet. Leave balances will increase every pay day. Employees can request leave even if they do not have sufficient leave available, but it will be Leave Without Pay if approved.

27. Time Sheets (All Employees)
Employees will access their own time sheet by navigating to Employee Tasks: Timesheet. Hourly employees are encouraged to check this throughout the week to ensure they have been clocking in/out appropriately to have the hours reflected on their time sheets.

28. Time Sheet (Hourly)
Hourly employees are only able to view his/her time sheet on this screen. Navigate to Employee Tasks- Timesheet. Select the pay period that the time sheet is in by using the drop down menu and click go.
Hours worked will be populated on the time sheet by the clocking in/out via web clock and/or wall clock. Exception time hours will be populated on the timesheet by an approved TimeOff Request or by the assigned supervisor.
Employees who are eligible for overtime may elect to have overtime placed into a compensatory time bank rather than have the time paid. The default is paid overtime, which will pay the employee for overtime at time and a half for working over 40 hours Sunday-Saturday. An employee who has elected comp time will accrue compensatory time at time and a half rather than paid overtime. Selecting the ‘calculate time sheet’ icon will show an employee their comp/over time.

29. Overtime (Hourly)
Overtime is calculated by the TAL system for hourly employees
Overtime rules were setup in the TAL system follow FLSA guidelines
Staff handbook states that all OT must be approved in advance
If an employee accrues overtime without prior approval, it must be paid but employee can be disciplined
Employees that elect comp time instead of overtime will have their comp time election setup by their supervisor
Note that the Police Department is the only department with different rules for overtime accrual due to law enforcement FLSA rules. Otherwise, hourly employees are eligible for OT for working over 40 hours Sunday-Saturday. Although the Staff Handbook does state that employees must have OT approved in advance, if an employee earns overtime, departments must pay it to follow Fair Labor Standards Act guidelines. Employees can be disciplined for this, and supervisors can also monitor an employee’s time throughout the week to ensure they aren’t approaching overtime and can ask that an employee leave early to avoid overtime accrual. Questions about overtime should be directed to Human Resources.

30. Time Sheet (Hourly)
NOTE: Hourly employees can only input time via clocking in and out and requesting leave
Payroll will populate holidays onto time sheets
Supervisors must input unscheduled leave, admin leave, missed punches for employees
Hourly employees will be paid for the total number of hours shown on the time sheet
Ensure that your two week pay period reflects at least the full FTE (full-time = 80 hours per pay period)
Hourly employees will be paid for what is shown on the time sheet: If the time sheet shows 72 hours because an employee didn’t request an 8 hour leave request or forgot to clock in for a day, if they approve the time sheet with 72 hours and don’t ask for a supervisor to correct it, they will be paid for 72 hours and will earn PTO like an employee who works 72 hours in a pay period. Emergency checks will not be allowed for employees who completed an incorrect timesheet.

31. Time Sheet (Salaried)
The timesheet screen allows salaried employees the ability to add/edit/view his/her exception time. Exception time includes: Leave Taken Unscheduled, Admin Leave, Jury Duty, Holiday Pay, Leave Taken Scheduled, etc.
The only time that will show in the Worked column for a salaried employee is Professional Leave (leave taken for conferences). A salaried employee will not see a total of 40 hours of time worked for a given week (unless the whole week was at a conference). Salaried employees will need to input their own Admin leave, as well as any exception time that is not generated by the leave request process or the holiday population (this includes unscheduled leave, jury duty, etc.)

32. Exception Time (Salaried)
Select the type of exception time from the drop down menu under Hours Type. Input the number of hours for the exception time in the day which it occurred. Save the entry using the save icon on the toolbar. Note that the leave is listed in a particular order: As a general rule, salaried employees should only be inputting leave taken unscheduled (scheduled leave should go in via the leave request process), Administrative Leave, Jury Duty and Professional Leave (as applicable). All other leaves should not be utilized unless approved in advance. Supervisors can run reports to see what types of leave are being input on salaried time sheets to check in advance of the time sheet deadline.

33. Correcting Time Sheet (Supervisors)
Supervisors will be responsible for correcting time sheets for the following reasons:
Hourly employees did not put in leave
Hourly employees forgot to clock in/out
Hourly employees were not on campus to clock in/out and recorded their time elsewhere
Salaried employees did not put in leave
Navigate to Manager Tasks: Employee Time Sheets, select the appropriate time sheet group (if you have more than one) and select go.

34. Hourly Time Correction (Supervisor)
Select the employee needing correction and the appropriate pay period to display the time sheet you want to review. Once you are in the time sheet, select the day in the Hours column in which the employee had an incorrect/missed time punch. Correct employee’s time by changing the Time In: and Time Out: fields. The system defaults the Hours Type to Regular. If you are correcting a Call Back Entry, remember to change the Hours Type. Note if an employee forgot to clock in/out, instruct them to do so as soon as they remember and to tell you the time they leave for the day, and correct their missed punch the next business day. This is so that you as a supervisor have as much information as possible about their work day before correcting. Select the save icon after making changes to an employee’s time sheet.

35. Hourly Leave Correction (Supervisor)
Select the appropriate time sheet group and pay period, select go and select the employee needing correction. Select the day needing correction and choose ‘Show Exceptions’. The exception time options will show below the menu.

36. Hourly Leave Correction (Supervisor)
The supervisor can then choose the number of hours and the type of exception time (leave) that needs to be recorded and select save.

37. Salaried Leave Correction (Supervisor)
For salaried employees the navigation is the same (Manager Tasks: Employee Time Sheets and select the time sheet group and pay period, select go and choose the employee). The supervisor will select the appropriate week in the pay period and fill in the appropriate box(es) under the days where exception time needs to be recorded (most often will be leave taken unscheduled since leave taken scheduled should be recorded via the TimeOff/Leave Request process.

38. Extended Sick Leave (when permitted)
Cascading Rules
Employees will select ‘leave taken’ on leave requests/time sheets and system will cascade through leave
Employees that work on a holiday will bank that time
Employees who elect comp time in lieu of overtime will accrue and use that leave next
Comp time automatically pays out after one year if not taken as leave
There will be no negative leave
When an employee enters a leave request OR a supervisor corrects time, they will see that the primary option to choose is ‘leave taken’ (scheduled or unscheduled). This is because the system will automatically look at the employee’s balance on all types of leave and deduct accordingly. For example, if an employee who selected 40 hours of leave had 8 hours of banked holiday and 32 hours of comp time, the system would use these two types of leave and wouldn’t use any PTO for that leave request. ESL will be a manual process for manager/Payroll Coordinator, since ESL is for a qualifying event (personal illness of 5 days or more) and requires the employee to take 5 days of leave before using ESL. The system will no longer allow leave to go into the negative. An employee who takes more leave than they have available to them will not be paid for that leave.
Banked holiday
Comp time
PTO
Extended Sick Leave (when permitted)
Leave without Pay

39. Time Sheet Completion (All Employees)
Employee Time Sheets will be approved in TAL. Employees should review their time sheets as soon as possible when the pay period ends every other week (at the end of the day Friday/Saturday depending on their schedule or first thing Monday morning). Hourly employees should ensure that all time is on their time sheet prior to reviewing– anything that needs adjusting requires a supervisor’s input. Once employees have ensured that all time is accurately reflected, select the complete icon (shown above). The message will pop up for an employee to certify their time sheet is complete, this will serve as their signature on the time sheet.
If an employee fails to complete their time sheet, the supervisor can approve it on their behalf if necessary but should only be done if the employee is unable to complete their own (remember that employees can complete their time sheet from home if needed). If an employee consistently fails to approve their own time sheet it can raise audit concerns.
Remember that time sheets cannot be completed if errors exist. These will have to be corrected by the supervisor (if hourly) or by the salaried employee before moving forward with the approval process.

40. Time Sheet Approval (Supervisors)
Supervisors will approve time sheets for their employees by every other Monday at noon (or as directed by your Payroll Coordinator). To do so, navigate to Manager Tasks: Employee Time Sheets, select the time sheet group and pay period and select go.

41. Time Sheet Approval (Supervisors)
For hourly employees, supervisors will look to see that the total hours column (Regular plus exception) equals the FTE (80 hours for a 1.0 FTE). Any OT/comp hours will be reflected in the OT column. For salaried employees, managers are looking for the exception hours only. A blue check mark in the Notes column indicates that there are notes on the time sheet, and a numeral in the message column denotes how many warnings/errors are on an employee’s time sheet. Clicking on an employee’s name will show the detailed time sheet, including full daily details, notes, errors and warnings.
Supervisors should ensure that all employees have a blue check mark in the complete column, indicating that the employee has completed their own time sheet. Once a supervisor has reviewed all relevant information, supervisors can either 1) select the approve option under action and save (individual or all time sheets) or 2) select the approve all icon. If needed, the supervisor can un-approve individual timesheets by using the action column or by selecting the un-approve all icon .
Approve All Un-approve All

42. Attendance (Supervisors)
Supervisors have options to keep track of clock in/out actions for hourly employees throughout the pay period by navigating to Manager Tasks: Attendance and choosing the appropriate time sheet group and selecting ‘Go’.

43. Attendance (Supervisors)
The Attendance screen will show when hourly employees clocked in and out for the day, so checking this frequently will show managers what needs to be corrected. Choose previous day and next day to move throughout the pay period, or enter the date in the Attendance Date box. Note that salaried employees will be shown here but will not have a clock in/out time.

44. Delegate Authority (Supervisors)
Anyone with supervisor access can delegate their access in the system. To do so, navigate to Manager Tasks: Delegate Authority, select the time sheet group and select go.

45. Delegate Authority (Supervisors)
Supervisors are able to delegate with in their own time sheet group (org) to their supervisor, peer or direct report (note that delegating to a direct report should only be done if no other options exist) To delegate access, choose the individual, the start and end date, access level (only utilize supervisor) and select add entry. Note that this can be done for a temporary period of time or as a permanent action (until 2099). The supervisor will continue to get s and also retains access even if delegated. If the individual you need to delegate your access to does not show up in your view, contact Payroll Services for a system override.
Delegates should be used with caution as this can pose an audit risk. It is recommended that supervisors still receive printed reports of leave taken and time entered to ensure that the appropriate individual receives the information, even if the official approval by that individual is done outside of the system (Retain this paperwork).

46. Time Sheet Warnings & Errors
Description 1
FMLA Exceed Planned Hours C
Paid Leave Shift > Shift G
Hours/Day > 12 K
< Hours/Week O
Insufficient PTO S
Insufficient Comp
Errors
Description 2
FMLA Exceed Yearly Hours 3
FMLA Outside of Interval 6
Activity Required B
Time In = Time Out D
Employee Not Active E
Employee Not Found F
> 24 Hours/Day H
Hours/Week > 70 I
Notes Required J
Invalid Holiday M
Hours Before Hire Date P
Insufficient Sick Q
Insufficient Vacation R
Insufficient ESL
This screen shows you all the warnings and errors that will display in TAL. As you can see there are many, but the general idea is this:
A red exclamation mark in a comment bubble will appear next to a particular day to note that there is either a warning or an error
Clicking on the day where the bubble appears will show the error/warning in red at the bottom of the screen. It will show the letter and the description of the issue
If it is a warning, the system is just alerting you that something doesn’t look right but it is not a hard stop. You should review these and correct these as needed. Note that salaried employees will often see the K warning for ‘< hours/week’ when inputting leave any time in a given week. This can be ignored for salaried employees, but should be reviewed for hourly employees.
If it is an error, this issue must be corrected before the time sheet can be approved. Errors for an hourly employee will usually need to be corrected by a supervisor/payroll coordinator before the employee can complete their timesheet. This is another reason why supervisors should review time daily or at the very least weekly to avoid any last minute issues with time sheet approval.
Warnings = Can move on, but needs to be reviewed
Errors = Hard stop, needs to be fixed before approving time sheet .

47. Reports List of reports will be published in training manuals
Use reports to see what actions need to be taken
Examples include
Time Collection – Report used by Managers to see hourly employees clock in/out
Timesheet Input – Report used by Managers to review employee timesheets
Timesheet Validation – Report used by Managers to check for warnings/errors on timesheet
The Reports screen will be very handy for supervisors to quickly see what actions need to be done, what is outstanding in the system and what is missing. This will also show who is approaching overtime, low leave balances, etc. Running weekly or even daily reports will help supervisors stay on top of the time sheet duties. Navigate to Manager Tasks: Reports and consult the Supervisor manual for how to run and export reports.

48. Things to Remember Fix time clock errors on the next business day
This will allow you to reflect appropriate in/out time
Employees and Supervisors cannot approve time sheets that contain errors
Manage messages/requests as soon as possible
TAL Information can be found at
PowerPoint, manuals and videos will be available on tal.ouhsc.edu
A few final things to remember:
If an hourly employee forgets to clock in/out, correct it on the next business day so that you have the complete picture of when the employee came in and left for the day (based on their self-reporting to you and the information you can see in the system).
Errors will keep employees and supervisors from approving time sheets
The more frequently you access the system, the easier the time sheet approval process will be, so checking the system daily will streamline your processes
will have all the manuals, videos, and information you and your employees need to be caught up to speed in TAL. These are being developed and added daily, so please be patient and stay tuned for additional training materials. This site also has resources to help prepare for the move to biweekly pay.
These resources will also be available on tal.ouhsc.edu on June 1st.

49. Questions
Questions?
I will answer any questions that I can today, anything that we cannot address should be directed to Questions will be answered within 5 business days.