HR Time Capture
Local 35 Supervisors
Time Approval
September 2009
Welcome!!
We’re glad you’re here!
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Meet your Instructor
Kevin Brigham
Deployment Management Specialist
Employee for just under 2 yrs.
Hobbies: Dog, Real Estate & Fitness
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Time Capture Local 35 Supervisors
Course Objectives
After completing this class, you should be able to:
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•
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Understand the time capture process and policies
Accurately review, adjust and approve your employees’ time
Approve or reject your employees’ time off requests
Understand how to use My Time reporting Genies, Hyperfinds
and Reports for auditing purposes
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Time Capture Local 35 Supervisors
We are asking that you:
• Communicate the changes to your employees
• Answer any questions your employees may ask
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Time Capture Local 35 Supervisors
What is changing?
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•
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Time Off Requests
Leave of Absence Requests
Paycode Consolidation
Reporting information
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Course Schedule
Time Approval & Adjustments
30 min
Time Off Requests
15 min
Time Off Approval
15 min
My Time Reporting
5 min
Questions
15 min
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Time Approval & Adjustments
Module Objectives
After completing this module, you should be able to:
•
•
•
•
Understand time approval policies
Review time card hours
Adjust punches when necessary
Approve or adjust time
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Time Approval & Adjustments
Employees enter their hours by swiping their ID
through the time clock
• Time is recorded through the clock to the employee’s time
card
• Supervisors access their employee’s time through the My
Time link on the uPortal
• Supervisors will also begin using My Time in Winter/Spring
2010 to request paid time off
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Time Approval & Adjustments
At the beginning
of each shift
(Swipe In)
Out and In from
a 30 minute
meal break*
At the end of
each shift
(Swipe Out)
S
W
I
P
E
* Dining Employees do not need to
swipe out/in for their meal break
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Time Approval & Adjustments
Time Approval
• The approval process is a mandatory step in processing
payroll
• The time clock is used to record time and attendance
• Employees swipe their ID at the beginning and end of each
shift (and out/in for required meal breaks)
Using the My Time link in the uPortal, Supervisors
• Verify time and attendance entries daily
• Adjust pay codes as necessary
Supervisors must approve time card on a weekly basis by
9 AM on Tuesdays. If the department has earlier
deadlines, please follow them.
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Time Approval & Adjustments
Overview
• My Time tracks all swipes of the employee’s ID badge - this
information is used in generating the paycheck
• Pay is calculated automatically using an employee’s weekly
work schedule, department work rules and rounding rules
• Time punches are not rejected by the supervisor. They must
be edited with paycodes and then approved
• ID badges that are lost must be replaced at the employee’s
cost
• ID badges that no longer function properly are replaced at
no cost to the employee
• ID badges that are replaced are given a new issuance
number. The old card (if found) cannot be used
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Time Approval & Adjustments
Rounding Rules - Punched time is rounded to the nearest
15 minute increment using a 7 minute window
• If the employee punches in up to 7 minutes before the time he/she is
scheduled to start work, or up to 7 minutes after the scheduled start
time, the system rounds the punch-in time to the scheduled shift
starting time
• If the employee punches in 8 minutes prior to the start of the
schedule, it will round to the lower quarter and he/she will receive 15
minutes of extra pay
• If the employee punches in 8 minutes after the scheduled start time,
it will round to the later quarter and deduct 15 minutes of pay
Supervisors should consult with their HR colleagues regarding
staff who punch in early or late consistently. Consistently
punching in early or out late may lead to a conversation
between the employee and departmental HR staff
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Time Approval & Adjustments
Information that cannot be documented by card swipes will be
edited via My Time
• Punches entered on the electronic time card must never be added or
deleted
• The supervisor can override them (change from in, out, lunch, etc.) by
performing a punch edit
• All changes must be corrected by entering a paycode
• If the employee forgets to swipe, the supervisor will adjust the
timesheet on My Time using the paycode “clock time no id” or “clock
time no punch”
If it is necessary to request an adjustment after the relevant
payroll has been processed, a Payroll Payment Adjustment
Form will need to be completed. This form can be found on the
Quick Forms website at
http://business.yale.edu/ppdev/forms.jsp
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Time Approval and Adjustment
Paycodes
Old
Paycode
New
Comment
Paycode
Old
Paycode
New
Comment
Paycode
ABSENT NO NOTICE
ABSENT
(No Notice)
VACATN FOR SICK
VACATION
(Sick)
ABSENT WITH NOTICE
ABSENT
(With Notice)
VACATN NO NOTICE
VACATION
(No Notice)
EARLY OUT NO NOTICE
EARLY OUT
(No Notice)
VACATN ON LEAVE
VACATION
(On Leave)
EARLY OUT WITH NOTICE EARLY OUT
(With Notice)
MEDICAL LEAVE
LEAVE
(Medical)
GRIEVANCE AWARD
GROSS
ADJUSTMENT
(Grievance
Award)
FAMILY LEAVE
LEAVE
(Family)
GROSS ADJUSTMENT
GROSS
ADJUSTMENT
MILITARY LEAVE
LEAVE
(Military)
PUNCT NO NOTICE
PUNCT
(No Notice)
PERSONAL LEAVE
LEAVE
(Personal)
PUNCT WITH NOTIC
PUNCT
(With Notice)
Several paycodes have been combined, changed or retired. The tables above list
the most commonly used paycodes and how they should be used. For example,
EARLY OUT NO NOTICE has been retired. Going forward, use EARLY OUT and
enter “No Notice” or “With Notice” in the comments section of the timesheet.
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Time Approval & Adjustments
Steps
1. Log in to My
Time
•Users will log in to My Time using
their NetID and password
•This is different from your original
Kronos password
•To look up an employee’s Net ID, go
to www.yale.edu and click on
directories
•Type in the employee’s name
followed by return all e.g. “Kevin
Brigham return all” return kb32 for
me
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Time Approval & Adjustments
Steps
2. Locate
Employee (use
L35 Reconcile
Timecard)
Select
Employee
Name
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Time Approval & Adjustments
Steps
3. Review
employee’s time
punches
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Time Approval & Adjustments
Steps
4. Approve Time
Click the Approvals Menu
Select Approve
Approved
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Module Summary
Now that you have completed this
module, you should be able to:
•
•
•
•
Explain time approval policies and procedures
Review time card hours
Adjust punches when necessary
Approve or reject time
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Question #1
Only supervisors are required to approve timesheets
a) True
b) False
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Question #2
Changes cannot be made to timesheets (in My Time) if
the associated payroll has already been processed
a) True
b) False
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Course Schedule
Time Approval & Adjustments
30 min
Time Off Requests
15 min
Time Off Approval
15 min
My Time Reporting
5 min
Questions
15 min
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Time Off Requests
Module Objectives
After completing this module, you should be able to:
• Request time off
• Send/Receive Notification of Approval
• View Paid Time Off (PTO) balances
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Time Off Requests
• Employees request time off using the My Time link on the uPortal.
Request is automatically sent to supervisor
• Supervisors approve or reject the time off request using the My Time
link on the uPortal
1. Log in to
My Time
2. Click on
My Actions
3. Click on
Time Off
Request SM
4. Fill out
Form and
click Next
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Time Off Requests
Steps
1. Log in to My
Time
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Time Off Requests
Steps
2. Click on My
Actions
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Time Off Requests
Steps
3. Click on
Time Off
Request SM
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Time Off Requests
Steps
4. Fill out
Form and
click Next
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Time Off Requests
Steps
4. Fill out
Form and
click Next
When requesting time
off at a kiosk (or any
shared computer) Be
sure to close your
browser in addition to
your Portal window if
you have nothing
further to do
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Time Off Requests
Paid Time Off Balances
The Time Off Balances
in hours can be viewed
at the top of the time off
request online form.
Additionally, the Time
Off Balances will
continue to appear on
the employee’s pay
stub.
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Time Off Requests
Notifications
• Once the Time Off Request has been submitted, the supervisor
approves or rejects it, and a notification is sent
• A copy of the message will also be forwarded to the employee’s My
Time inbox and Yale email (if they have one)
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Time Off Requests
• Kiosks will be available at various campus locations to enable
employees to view and request time off
• Quick Guides will be available at kiosks for assistance with the time off
requests
• As part of the go live, project team members will be available at kiosks
at specific times to assists with time off requests
• Supervisors will need to enter paid time off to their employee’s
timecard for dates requested outside the kiosk
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Course Schedule
Time Approval & Adjustments
30 min
Time Off Requests
15 min
Time Off Approval
15 min
My Time Reporting
5 min
Questions
15 min
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Time Off Request Approval
Module Objectives
After completing this module, you will be able to:
• Understand the time off request approval process and policies
• Review, approve or reject time off requests
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Time Off Request Approval
Time Off Request Approval Criteria:
• Does the time off requested conflict with business needs or deadlines?
A notification will be sent to the supervisor when an
employee submits a new time off request
If an employee cancels a time off request prior to the
start date of the time off, a notification will also be sent
to the supervisor because approval is needed for
cancelled time off requests
Paid time off balances are automatically validated and
updated when the time off request is submitted. Once
approved, the paycode appears in the employee’s time
card on the day off in question
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Time Off Request Approval
• Supervisors will receive notification of the time off request
• Supervisors will use My Time to review and approve or reject the time
off request
1. Log in to
My Time
2. Locate
Employee’s
request in
Inbox
3. Review
the request
4. Approve
/Reject
Time Off
Request
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Time Off Requests Approval
Steps
1. Log in to
My Time
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Time Off Requests Approval
Steps
2. Locate
Employee’s
request in Inbox
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Time Off Requests Approval
Steps
2. Locate
Employee’s
request in Inbox
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Time Off Requests Approval
Steps
3. Review the
request
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Time Off Requests Approval
Steps
4. Approve
or Reject
Time Off
Request
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Leave of Absence Requests
• Employees may also request a Leave of Absence through My Time
• If your employee has questions about how to use the Leave of
Absence functionality, or questions about leave types, please direct
them to your Leave Coordinator
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Module Summary
Now that you have completed this
module, you should be able to:
• Describe the time off request approval process
• Understand the My Time functionality
• Approve or reject time off requests
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Question #1
Cancelled time off requests must also be approved.
a) True
b) False
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Question #2
The system validates the employee’s PTO balance
before routing it to the supervisor for approval.
a) True
b) False
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Course Schedule
Time Approval & Adjustments
30 min
Time Off Requests
15 min
Time Off Approval
15 min
My Time Reporting
5 min
Questions
15 min
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Reporting
My Time Reporting:
• New and improved My Time reporting capabilities
• “Genies”
• “Hyperfinds”
• Additional reports available in My Time
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My Time Reports
My Time Reporting:
• Reports: Preformatted views of employee information
• Genies: The “what” of the report
• Detailed Genies
• Roll Up Genies
• Hyperfinds: The “who” of the report
Reporting Security:
• Supervisors will see their own staff. The project team is
working on setting up additional security measures.
• Example: A supervisor that only has access to view Facilities
employees will not be able to view Dining Hall employees
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Genies
How do I access My Genies?
• Log in to My Time
• Available Genies are located under the My Genies Section
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My Time Reports
Sample My Time Reports:
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•
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Employee Hours by Job
Employee Hours by Labor Account
Employee Transactions and Totals
Comment Detail Report
Time Summary Report
Reconciliation Report
Employee Paid Time Off Activity Summary Report
Employee Overtime Hours by Day
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Module Summary
Now that you have completed this
module, you should be able to:
• Understand My Time Reports, Genies and
Hyperfinds
• Access and use My Time Reports
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Course Summary
Now that you have completed this
course, you should be able to:
• Understand the time capture process and policies
• Accurately review, adjust and approve your
employees’ time
• Approve or reject your employees’ time off
requests
• Understand how to use My Time reporting Genies,
Hyperfinds and Reports for auditing purposes
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Course Schedule
Time Approval & Adjustments
30 min
Time Off Requests
15 min
Time Off Approval
15 min
My Time Reporting
5 min
Questions
15 min
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Questions
Do you have any final questions?
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Course Support
Course Support
• For technical issues (e.g., Net ID, browser
issues, uPortal navigation) please contact
the ITS Help Desk at 2-9000
• For additional Time Capture questions
please call the Employee Service Center at
2-5552. They will answer your question or
route your call to the appropriate My Time
subject matter expert
• A Time Off Request Quick Guide will be
emailed and posted online, including the list
of reports, a summary of changes from 5.2,
and other important support information
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