Guidelines & Procedures
Payroll, TimeForce &
Position Control Staff
Vanessa Sifuentes
vsifuentes@southtexascollege.edu
Accountant
872-4674
Ana Maria Hodgson
amhodgson@southtexascollege.edu
Payroll Specialist
872-4604
Blanca Sanchez
bsanchez_2699@southtexascollege.edu
Payroll Assistant
872-4613
Sandra Ortega
sortega_5815@southtexascollege.edu
Payroll Assistant
872-4606
Annie Ochoa
aochoa@southtexascollege.edu
TimeForce-Payroll Assistant
872-4629
Leaves
• Employees must use STC Employee Leave Form when
requesting sick, vacation, leave w/out pay, jury duty,
educational activities, funeral or personal leave to be
entered into TimeForce.
• STC Employee Leave Form must be submitted to
supervisor for appropriate absence as soon as absence
occurs by the employee.
• Original Leave Form must be submitted to HR and
posted in TimeForce within 3 days of occurrence.
IMPORTANT: An absence must never be entered into TimeForce
without the appropriate approved leave form. Form required is the
STC Employee Leave Form.
Posting an Absence in
TimeForce
1.
2.
3.
4.
Click on Enter Absence (a window will pop up)
Make sure to select the correct date
Enter total hours
Use arrow to select the corresponding leave type (e.g. sick,
vacation, jury duty etc.)
5. Notes - write the “Reason for Absence” provided by the
employee
6. Press Enter
7. Always click on the “Recalculate Employee” button.
Example
1
2
3
4
5
7
6
Absences
• Vacation code is be used when requesting vacation and/or
run a personal errand, but not limited to these reasons.
• Sick code is used for a personal illness for self/immediate
family, doctor’s appointments, etc.
• Funeral leave code has two codes that may be utilized
o Death in Family – Immediate Family
o Funeral Leave – Other than Immediate
o Will be subtracted from sick leave
• Jury Duty code is used when called to serve and the
summons card must be attached to the STC Employee Leave
Form
Other Absence Codes
Not sure what absence code to use, refer to the Policy
Manual and/or give the Business Office or HR a call.
Accrual Hours
•
•
•
Your available vacation/sick leave balance can be
obtained by accessing Jagnet
Obtain vacation/sick hours taken for the current
and previous month in TimeForce
Any vacation/sick hours taken for the current
and previous month must be deducted from the
total hours reflected in Jagnet to determine your
total remaining balance.
Most Common Mistakes
•
Supervisors do not enter absences in TimeForce
o
Such as vacation and sick hours - (STC Leave Form)
•
Supervisors do not click recalculate after entering
absences. The system may not calculate correctly if
recalculate is not processed.
• Absence reason and/or hours on Leave Form does
not match TimeForce.
o We rely on the information provided by the Supervisor
and pay our employees according to the hours submitted
Most Common Mistakes
• Supervisors do not respond to our emails or phone
calls in reference to an issue we may have with their
employee timecard.
• Please respond to us as soon as possible. We have
limited time to hear from you, so we will be forced to
contact your supervisor for assistance on situation
• If Supervisors/Designees are going to be out of town,
or just out of the office, they fail to give authorization
to someone else in their absence to process corrections
and verify employee timecards.
Most Common Mistakes
• Deadlines for “locking” the system are getting
closer to the ending of the pay period and we need
cooperation to make all corrections necessary before
the system is “locked”.
• No corrections will be able to be made in the system
after that deadline.
Department TimeForce
Procedures
• Every department should maintain
timekeeping procedures.
─Department working hours
─Lunch hours
─Overtime request
─Leave Requests
─Time Adjustments
─Record Retention of timekeeping forms
TimeForce Procedures
Update
• Form BO-7721, Request for Overtime and Form BO-7723,
Annual Request for Overtime will now be accepted as a
scanned document.
1. All signatures and due dates remain the same.
2. Scanned file must be in color
3. Original form is to be maintained in a centralized
location
4. Document must remained file for 5 years
5. overtimememos@southtexascollege.edu
Thank you!
Thank you very much for taking time to attend today.
Please know that we are here to help you.