Timekeeper
Student Guide
Timekeeper Student Guide
Page 1 of 90
11-Dec-2015
Restricted Rights Legend
This document is a user guide created by the MIDAS HR/Payroll Team for use in the
Government of Saskatchewan. The information in this document is subject to change
without notice. If you find any problems in the documentation, please report them in
writing to MIDAS Help Desk.
Author
MIDAS HR/Payroll Business Transition Team
Technical Contributors and Reviewers
MIDAS HR/Payroll Functional and Technical Teams
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CHAPTER 1 ....................................................................................................................................................... 6
Timekeeper Course Overview .......................................................................................................................... 7
Course Organization ................................................................................................................................... 7
Course Outline ............................................................................................................................................ 7
CHAPTER 2 ....................................................................................................................................................... 8
Paper/Excel Timecard, Timecard Cycle, Entry Priority and Roles and Responsibilities .................................. 9
Paper/Excel Timecard ................................................................................................................................. 9
Timecard Cycle ......................................................................................................................................... 10
Entry Priority ............................................................................................................................................ 11
Payroll Roles and Responsibilities ............................................................................................................ 12
Employee’s Responsibility................................................................................................................... 12
Manager/Supervisor’s Responsibility .................................................................................................. 13
Timekeeper’s Responsibility................................................................................................................ 14
Employee Service Centre (ESC) Responsibility .................................................................................. 15
CHAPTER 3 ..................................................................................................................................................... 16
TIMECARD ENTRY .................................................................................................................................... 16
Timecard Entry ......................................................................................................................................... 17
Logging Into MIDAS ................................................................................................................................ 17
Navigating in MIDAS ............................................................................................................................... 18
Timecard Search Screen ............................................................................................................................ 20
Timecard Search Criteria .......................................................................................................................... 20
Timecard Entry Screens ............................................................................................................................ 22
Timecard Buttons ...................................................................................................................................... 24
Autofill Screen .......................................................................................................................................... 25
Autofill – New Details .............................................................................................................................. 25
Autofill – Rotation Plan ............................................................................................................................ 26
Autofill – Previous Timecard .................................................................................................................... 27
Timecard Header Screen ........................................................................................................................... 28
Timecard Summary Screen ....................................................................................................................... 29
Timecard Status......................................................................................................................................... 32
Chapter 4........................................................................................................................................................... 33
Timecard Variations ...................................................................................................................................... 33
Learning Objectives .................................................................................................................................. 34
Timecard Entry on Multiple Assignments ....................................................................................... 35
Cost Overrides ................................................................................................................................. 37
Entering Notes ................................................................................................................................. 38
Negative Accrual Balances .............................................................................................................. 39
Late Timecards and Transferring of Timecards ............................................................................... 40
Timecard Amendments .................................................................................................................... 41
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Automated Differentials .................................................................................................................. 42
Shift Differentials & Weekend Premiums ....................................................................................... 42
Manual Overtime Calculation Required .......................................................................................... 43
Averaging Period ............................................................................................................................. 44
Averaging Period Grid .................................................................................................................... 45
Job Share/Variable Hours ................................................................................................................ 48
Shifts Spanning Midnight ................................................................................................................ 49
Workers’ Compensation .................................................................................................................. 50
Shift Exchange in Adult Correctional Facilities ............................................................................... 56
WCB and Averaging Period Overtime in Young Offender Facilities .............................................. 57
Chapter 5........................................................................................................................................................... 58
Reports .......................................................................................................................................................... 58
Reports ............................................................................................................................................ 59
MTL Reports ................................................................................................................................... 62
Timekeeper Warning Report Description ........................................................................................ 62
Submitting a GOS - PTO Report ..................................................................................................... 65
Parameter details for GOS – PTO and GOS – MTL Reports ........................................................... 66
GOS-PTO Employee Entitlement Summary Report ........................................................................ 69
GOS-PTO HR Entitlement Liability Report .................................................................................... 72
Finding and Viewing MTL and PTO Reports .................................................................................. 74
Schedule & Processes ...................................................................................................................... 76
Chapter 6........................................................................................................................................................... 77
Timekeeper's Touch Points with Other Roles ............................................................................................... 77
Employee Supervisor ....................................................................................................................... 78
Human Resource Payroll Administrator (HRPA) ............................................................................ 78
Chapter 7 ........................................................................................................................................................... 79
References ..................................................................................................................................................... 79
Reference Materials ......................................................................................................................... 80
Common Acronyms ......................................................................................................................... 80
Timekeeper Terminology ................................................................................................................ 81
Timecard Fields ............................................................................................................................... 82
Common Time Codes ...................................................................................................................... 85
Common Error and Warning Messages ........................................................................................... 87
Help Desk ........................................................................................................................................ 90
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Preface
Profile
Before You Begin This Course
Before you begin this course, you should have the following qualifications:
Thorough knowledge of Microsoft Windows
Working experience with a personal computer and internet browser
Typographic Conventions in Navigation Paths
This course uses simplified navigation paths, such as the following example, to direct you
through MIDAS.
(N) People > Enter and Maintain > People > (B) Assignment > (B) Salary > Salary
Information
This simplified path translates to the following:
1. From the Navigator window (N), select People, then Enter and Maintain, then
People
2. From the People form, Click on the Assignment button (B)
3. Click the Salary button (B).
4. View the Salary Information Form
Notations:
(N) = Navigator
(I) = Icon
(M) = Menu
(H) = Hyperlink
(T) = Tab
(B) = Button
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CHAPTER 1
TIMEKEEPER COURSE OVERVIEW
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Timekeeper Course Overview
Course Organization
Instructor Led
 Lectures
 Demonstrations
 Hands on exercises
Course Outline






Paper Timecard and Timecard Cycle
Timecard Entry
Timecard Variations
Late and Amended Timecards
Cost Overrides
Multiple Assignments / Mid-period Changes
Averaging Period
Workers’ Compensation
Reports
MTL Reports
PTO Reports
GOS Reports
Timekeeper’s Touch Points with Other Roles
References
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CHAPTER 2
PAPER/EXCEL TIMECARD
TIMECARD CYCLE
ENTRY PRIORITY
ROLES AND RESPONSIBILITIES
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Paper/Excel Timecard, Timecard Cycle, Entry Priority and Roles
and Responsibilities
Paper/Excel Timecard



Paper/Excel Timecard is available online
Instructions for completing the paper Timecard.
Time Code and Reason Code Legend.
MIDAS maintains one standard Timecard for all Government employees. The paper
version of the timecard mimics the Time Entry screen as much as possible. The most
recent electronic (paper) Timecards are in Excel format and are available online at
http://esc.psc.gov.sk.ca/Timecards/Pages/default.aspx. Instructions, a Help Centre, time
code legend, Calendar and worksheets for all pay periods are in the Excel spreadsheet.
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Timecard Cycle
1. Employee fills out
timecard, signs and
submits to supervisor
2. Supervisor
reviews, approves,
and signs timecard
and submits to
timekeeper.
6. MIDAS Payroll
process uses
information from
timecard to process
payroll. Employee is
paid.
3. Timekeeper
Reviews timecard. Is
it signed? If yes then
enter otherwise return
to supervisor.
5. *Batching process
runs to gather the
timecard elements for
payroll processing.
4. If required, the
Human Resource Payroll
Administrator (HRPA)
reviews/verifies the
timecard.
* Batching process:
o The batching process is run three nights prior, one night prior and the night
of payroll.
o The batching process will mark all timecards that are approved or verified as
processed. This moves the timecard elements to element entry, and then is
ready to be paid.
o Employee’s accrual balances are updated through the batching process.
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Entry Priority
B1 Employees Timecards
B1 Timecards MUST be entered prior to the payroll run.
Bi-weekly Positive Paid (B1) Employees:
Term, part-time or labour service employees who are paid hourly and receive a
pay cheque every two weeks.
All activity (hours worked, leave time, banked time, supplementary pay such
as overtime) must be recorded daily.
Require a Timecard to be entered and approved in order for the employee
to receive regular salary and supplementary salary.
Require a Timecard in order to update the accrual balances.
B2 and M1 Employees Timecards
B2 and M1 Timecards are entered after the current payroll run.
NOTE: B2 and M1 Timecards for partial periods / mid period changes
affecting the employee’s status are entered prior to the current payroll
run.
Bi-weekly Exception Paid (B2) Employees:
Permanent full-time employees who are paid a salary and receive a pay cheque
every two weeks.
Depending upon the type of employee, employees are required to record all daily
activity (hours worked, leave time, banked time, supplementary pay such as
overtime) OR record only the exceptions to regular activity (anything other than
regular time). Some examples of exception to regular activity include vacation
leave, sick leave, EDO used, banked time, supplementary pay such as standby pay
or overtime and costing changes.
Do not require a Timecard to be entered to receive their regular salary except in
the case of partial pay periods or mid pay period change.
Require a Timecard in order to process supplementary salary payments and
Leave Without Pay.
Require a Timecard in order to update the accrual balances.
Monthly Exception Paid Out-of-Scope and CUPE (M1) Employees:
Permanent or term employees who are paid a salary and receive a pay cheque
every month.
Employees are required to record only the exceptions to regular activity (anything
other than regular time). Some examples of exception to regular activity include
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vacation leave, sick leave, EDO used, banked time, supplementary pay such as
differentials or overtime and costing changes.
Do not require a Timecard to be entered to receive their regular salary except
in the case of partial pay periods or mid pay period change.
Require a Timecard in order to process supplementary salary payments and
Leave Without Pay.
Require a Timecard in order to update the accrual balances.
Payroll Roles and Responsibilities
(See FAM 3120 & PSC/Ministry Client Service Agreement)
Employee’s Responsibility
Employees are responsible to accurately complete and record their time worked on their
timecards. In addition, employees are expected to:
Have an understanding of Hours of Work rules for their category
of employment/Hours of Work type;
Review their Entitlement Details report on a quarterly basis, and compare
balances to the timecard balances. Contact their timekeeper when discrepancies
are found. MIDAS is the official record for accruals and all timecard activity must
be balanced against MIDAS;
Be aware of how attendance or non-attendance may impact on the continuity of
their benefits. For example, if during a period there is only Leave Without Pay
reported, there is no pay, therefore no premiums will be deducted for their Group
Life insurance and Long Term Disability (LTD) for SGEU and Disability Income
Plan (DIP) for CUPE and the employee will not have coverage under these plans.
Employees should contact their manager if an extended absence from work (i.e.
half of a pay period) is expected and determine if a leave of absence is required.
When completing their timecards, employees must:
Select the correct time codes and reason codes (as required);
Record start and end times when reporting overtime;
Record start and end times for regular hours when entitled to receive
supplementary pay such as shift differential and/or weekend premium;
Sign and date their timecard and forward to supervisor/manager for approval;
Submit their timecard according to timecard submission deadlines. The Timecard
Deadlines schedule is available at the following link
http://esc.psc.gov.sk.ca/Pages/CalendarsSchedules.aspx
B1 employees are positive paid, which means the hours worked during a pay
period must be entered before the payroll run so that their pay can be processed.
B1 employees WILL NOT receive their pay if their timecards are not submitted
to the timekeeper according to this schedule.
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Permanent employees will not receive their supplementary pay if their
timecards are not submitted to the timekeeper according to this schedule.
Submit an amended timecard to their manager/supervisor when correcting
a timecard where the pay has been processed.
Manager/Supervisor’s Responsibility
Managers are responsible for financial management including the implementation of
controls and reasonable processes to ensure timecards are reviewed for accuracy before
being signed by the manager/supervisor.
The manager also has oversight responsibility for timekeepers and must ensure that the
timekeeper:
Enters actual hours worked, leave taken, time codes from approved timecards
into MIDAS;
Does not enter own timecard (i.e. segregation of duties);
Distributes entitlement reports to employees on a quarterly basis;
Enters time into MIDAS according to deadlines outlined on the payroll schedule
located at http://esc.psc.gov.sk.ca/Pages/CalendarsSchedules.aspx.
In addition, the manager must ensure:
Adequate controls over timekeeper data entry;
Employees with payroll responsibility are knowledgeable in the applicable rules
(e.g. 24 hours clock, field hours or overtime);
Termination notification for terminated employees is forwarded to ESC prior to
the employee’s last day (Note: to avoid overpayments, prior to the employee’s
last day, their sick leave and vacation leave must be prorated. If the employee will
not receive sufficient pay on their final cheque to recover negative entitlements,
the manager must obtain a personal cheque from the employee for the balance.
Contact the ESC to assist you with this calculation.) Also ask the timekeeper to
run a report to check for any missing timecards. See Termination Checklist.
Monthly MIDAS financial reports are reviewed and initialed, with follow up
on any variances, errors, etc.;
ESC is informed immediately of any change that affects an employee’s pay (e.g.
terminations/resignations, leaves without pay, suspensions, etc.);
Employees’ entitlement balances are monitored to avoid negative balances and
overpayments;
Retain approved timecards for current and one previous fiscal year for audit
purposes (Provincial Comptroller or Provincial Auditor);
Retain approved timecards in accordance with ARMS (i.e. 55 years);
Establishes a schedule for timekeeper to run and check the Timekeeper Warning
Report;
In cases of undue hardship, negotiation of repayment arrangements with
employees for salary overpayments view
http://esc.psc.gov.sk.ca/managers/Pages/Pay-Salary.aspx .
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When assigning TAHD <90 days, ensures that the TAHD is valid according to the
applicable Collective Bargaining Agreement or out-of-scope compensation plan
policy (e.g. assigning duties of a vacant position to employee, or assigning duties
of another employee who is absent from work). The manager must use the ESC
Temporary Assignment of Higher Duties Request for Payment Form.
Before signing the timecard the manager/supervisor should:
Review all timecards before signing and follow up on errors and omissions (e.g.
missing signature, missing or inaccurate time codes or hour
worked/taken/missing);
A timecard with negative accruals should not be signed. If you sign a timecard
with negative accrual, you must include an explanation in the ‘Special Comments’
section. If the timecard is selected for audit, you will be asked for this
explanation.
When an employee resigns (leaves executive government) vacation leave and sick
leave must be prorated for the partial year. Any negative accrual balances must be
recovered from the employee’s final pay and/or if there is not enough pay to cover
the negative balances, the employee must be asked for a personal cheque prior to
their last day of employment. Please contact the Employee Service Centre as soon
as you are alerted to an employee’s resignation so you may receive assistance
prorating the accruals.
Ensure ESC Manager checklists are followed (See ESC Knowledge Centre), and
HR/payroll policies (http://www.psc.gov.sk.ca/HRmanual ) are followed.
Managers of Field Employees:
When approving a Field Hours of Work timecard, the supervisor must check
the remaining hours to be worked in the 4 week period to ensure it is zero at the
end of the averaging period. If it is not zero, the employee’s time may not have
been recorded accurately and the timecard should be returned to the employee
for correction.
Timekeeper’s Responsibility
Reviews timecard before entry and follows up on errors and omissions (e.g.
missing signatures, missing or inaccurate timecodes or hours worked missing);
Enters and validates timecard information into MIDAS that has been approved
by the manager/supervisor in accordance with the Timekeeper Entry Deadline
Schedule. If there are warning messages, follows up with manager as appropriate
(e.g. negative entitlements), before a ‘system approval’ of the timecard is entered;
Runs Timekeeper Warning Report before and on the timekeeper entry
deadline date for the pay period and follows up on warning messages (e.g.
missing timecards).
Runs and distributes employee entitlement reports according to schedule
established by manager and/or ESC (quarterly basis minimum). Employee
entitlement reports contain personal information and must be delivered in sealed
envelopes or handed directly to the employee.
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Follows calendar and fiscal year-end deadlines distributed by the ESC.
Ensures Permanent B2 Office employees exception report in MIDAS and records
EDO used.
Ensures B2 or M1 employees that work additional hours and have a job share or
variable hours arrangement record these hours as EX hours on their timecard and
enter EX hours into MIDAS. If you do not enter the EX hours the employee will
not receive pay for those extra hours. Also, these hours are not recorded as OBA
For employees working a partial pay period all activity must be recorded
including time worked, EDOs, and time taken (VL, SSL).
Timecards need to be validated in MIDAS in order to see any warnings or error
messages. If there is a negative accrual balance check with the manager before
approving the timecard in MIDAS.
Employee Service Centre (ESC) Responsibility
On a sample basis, verifies time codes such as overtime, banked overtime
taken, EDO’s banked, etc. on more complex timecards (i.e. field or shift
employees);
Runs Timekeeper Warning Report, Pay Paid and Pay Not Paid Reports, retro
reports, and other control reports to help ensure the accuracy of the payroll for
each pay period.
Enters employee data such as commencements, terminations, leaves of absence,
etc. according to payroll schedules. Authority to transact is received from outside
ESC (i.e. HRST’s ministry managers and employees or MIDAS);
Completes salary calculations;
Maintains segregation of duties between those who offer employment, establish
MIDAS position numbers and HRPAs who establish HR and Payroll records in
MIDAS;
Runs systems audits and follows up on warnings;
Remits deductions and employer liability payments to third parties in accordance
with legislated requirements;
Generates Records of Employment and submits them to Service Canada with a
copy to the employee;
On an exception basis prepares/processes quick pay requests and/or
accountable advance requests;
Advises ministries of overpayments. Deposits personal cheques payable for
repayment of employee overpayments of salary and enters system adjustments.
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CHAPTER 3
TIMECARD ENTRY
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Timecard Entry
Logging into the MIDAS application
Navigating in MIDAS.
Timecard Search screen.
Timecard Header, Timecard Entry, Timecard Summary and Accrual Balance
screens.
Timecard entry process in preparation for payroll processing.
Timecard statuses.
Logging Into MIDAS
The first step in accessing MIDAS is to click on the MIDAS desktop icon.
After accessing, MIDAS, the log in screen displays.
Enter username
and password.
Select the
“Login” button
or press “enter”.
The Navigator screen will display your
responsibility choices (i.e. 010 HR Payroll
Administrator or 202 Timekeeper
Administrator, etc.).
Click on “Responsibility” in
order to access the list of
Functions that relate to that
responsibility.
For entering Timecards, select the
“Timecard Search” function. The
Timecard Search screen will popup.
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Navigating in MIDAS
To close a form:
Click the “X” at the top right corner of the Function screen,
Go to File > Menu > Close Form,
Click on the “Close Form” icon, OR
Press “F4”
After you have closed the form a forms window will pop up. Click ‘Yes’ to close the
form or ‘No’ to return to the form.
When closing out of a form, the Navigation Window is displayed.
Use one of the following methods to Expand items to its next sublevel form:
Double-click the item
Select the item and choose File > Open.
Select the item choose the “Expand” icon (the plus sign).
Select the “Expand Branch” icon (the plus sign and arrow) to view all sublevels
of a particular level
Select the “Expand All” icon (the two plus signs) to view all sublevels of all
levels.
Use one of the following methods to Collapse items to the previous level:
Select the item and choose the “Collapse”
Select the “Collapse All” icon (the two minus signs).
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To open the Timecard Search screen
select (highlight it) Timecard Search and click “open” OR
select (highlight it) Timecard Search and “double-click” on it
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Timecard Search Screen
The Timecard Search screen is used to query an employee or group of employees.
Timecard Search Criteria
Mandatory Fields to complete for each query are:
1. Payroll: Select from drop list
Biweekly Positive B1
Biweekly Exception B2
Monthly Exception M1
2. Pay Period Start Date: The pay period in which timecards would currently be
entered will populate or enter the pay period start date or select from drop list. Pay
Period End Date populates automatically based on Pay Period Start date.
After completing the mandatory fields:
3. Select one of the following ways to query:
a. Organization (HR Organization): The numeric characters make up the parent
Entity of the ministry.
b. Ministry and Paylist: This value for the Ministry is the same as the numeric
characters of the HR Organization.
c. Employee Name:
1) Click “Search”
2) On the Find Person screen, enter employee’s name.
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3) Click “Find”.
Note: Searching by “Organization” or “Ministry and Paylist” will retrieve all
employees within the stated parameters in alpha order.
4. Select one of the following categories to query:
a. Show All Assignments: This button is the defaulted selection. It will retrieve
Timecards for all employees and assignments within the stated parameters.
b. Timecards With Messages: This will retrieve all Timecards that have error
or informational messages on them within the stated parameters that have a
timecard status of valid (the timecard has not been approved).
c. Timecards Not Completed: This will retrieve all Timecards marked
“Unprocessed”, “Valid”, “Invalid”, or “Pending” and the name of all
employees with missing Timecards within the stated parameters.
When all parameters have been entered:
5. Click on the “Find” button. The employee information will be displayed in the
Timecard results.
Note: Reports can be run using the radio buttons and the “Print Report” button.
Refer to Chapter 5 “Reports”.
6. Timecard Results:
When the query has retrieved a group of employees, ensure cursor is on employees,
use the up and down arrows to move between employees.
7. Assignments:
Provides information on the employee’s assignment(s):
Assignment Number, Timecard Status, Assignment Status, Assignment Category,
Employee Category, Org, Grade, Job, LOU, Labour Service Section and
Subsection, Reduced Hours %, and Averaging Period
8. Details: The “Details” button will open the Timecard Entry screen for the selected
assignments and will bring up four tabs:
Timecard Header
Timecard Entry (MIDAS will default to this screen when you click on the
“Details” button).
Timecard Summary
Accrual Balances
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Timecard Entry Screens
The Timecard Entry screen is the first screen to be shown when the “Details” button is
selected.
The Timecard Entry screen is used to record employee activity for a specific pay period.
The basic steps for timecard entry are:
1.
2.
3.
4.
5.
6.
Enter timecard.
Save timecard.
Validate timecard.
Review timecard.
Approve timecard.
Verify timecard, if required (this is only for the HRPA).
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Timecards can be entered using the following methods:
1. Enter timecard.
Enter each line of activity, OR
Click the “Autofill” button. If using the “Autofill” button; refer to the “Autofill”
section of this chapter.
The “No Time to Report” indicator may be used for employees who do not have
any exceptions (i.e., SL, VL, EU) to report. The “No Time to Report” indicator
is located on the Timecard Header screen. Click “Save”. It is also used for B1
employees who are not scheduled to work in a pay period.
2. Save the timecard.
3. Validate the timecard. The validation process will:
notify the timekeeper of errors and warnings (refer to Chapter 7-1 on
Common Error and Warning Messages).
populates the Statutory Holidays, where required.
populates shift (DSP) and weekend (DWP) differentials for SGEU.
When reviewing the results of the validation process, the Timekeeper is to review
that all lines are valid and there are no warnings. If the lines are invalid or have a
warning message, there will be a checkmark in the “Review” box. Click on the
line to view the message in the Detail Messages field. Correct any errors and save
the timecard.
Press “Validate” to ensure that error is corrected. Only valid timecards can
be approved.
4. Review the corrected timecard by:
Checking the Paper Timecard with the Timecard Details screen, and
Checking the Paper Timecard with the Timecard Summary screen, OR
Comparing the Paper Timecard to a printed copy by clicking on the “Print
Timecard” button.
5. Click on “Approve” once all of the corrections are made on the Timecard and the
status is valid. The approval process will change the timecard status to “Approve” or
“Pending”. After approval, changes can only be made by deleting or adding lines to
the timecard. All lines must be approved before the batching process will pick up the
timecard for payment.
6. Verify can only be done by the HRPA, if required.
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Timecard Buttons
Autofill
Opens the Autofill Screen
Resets timecard to last approval.
If the timecard was not
approved, clear will delete all
lines.
Note: to delete entries without
clearing the entire Timecard,
place your cursor on the line
you wish to delete and click on
the red X icon on the top
toolbar.
Validates the timecard
Validate
Approves timecard
Approve
Used by the HRPA to verify that
Verify
the Timecard has been reviewed
and is ready for batching
Manually transfers the timecard
Transfer
for quick pays or to update
accrual balances
Notifies the employee’s supervisor of any changes made to the
timecard if the supervisor’s name and e-mail address are entered in
MIDAS. These notifications will be saved to the Timecard record and
can be accessed by clicking into the “Comments” checkbox on the
Timecard Header screen. If the supervisors’ e-mail addresses have not
been entered by the ESC, a message will appear advising you there is
no e-mail connection; however, the text can then be sent by regular email (copy and paste into your email application).
Prints the employee’s Timecard which is then viewed (and can be
printed) through View > Requests
A feature that allows you to move between pay periods without
exiting the detail screen.
The Previous/Next buttons can be used from the Timecard
Summary or Timecard entry screens. Since the message box is
not displayed on Timecard summary, the notification of situations
such as not all assignments displayed, mid-period transfers,
commencements, terminations, etc. is not visible to the user. To
ensure the user is aware of these situations, when the Prev / Next
buttons are used from the Timecard Summary screen a pop-up
alert will advise you when there is a message displayed.
This feature displays and hides deleted timecard entries. Deleted
entries, when displayed, are shown on the bottom of the Timecard
Entry screen.
Clear
Notify
Print
Previous/
Next
Display/
Hide Deleted
Record
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Autofill Screen
The Autofill screen provides three options to enter details.
Fill from:
Rotation Plan
Previous Timecard
New Details – this is the
default selection
Once a “Fill From” option is
chosen and appropriate
information is completed, click
“OK”. Records will populate in
the Timecard Entry screen.
Continue by reviewing timecard
details and making any
necessary changes. Then
“Validate” and “Approve” the
timecard to complete.
Autofill – New Details
New Details:
1. Click on the “New
Details” radio button.
2. Enter the “From Date”
and “To Date” and the
detailed information that
will be repeated for each
day between these dates.
i.e., If the employee
works regular time
07:30 – 12:00 and
13:00 – 16:30 from
June 18 to June 22, enter
the From and To Dates
and then enter the appropriate time code with the corresponding start and end times.
In the New Details section, use the “Clear Detail Record” or “Clear All
Records” button to remove the information in the ‘New Details’ section.
3. Click “OK”.
This will populate the Timecard based on repeated information for a set period.
The Timekeeper will add additional entries (i.e., 8:00 hours for an EDO) and/or
populate additional New Details based on the paper Timecard. (i.e., If the
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employee has vacation time from June 25 to June 27, enter the From and To Dates
and then enter the appropriate time code and 8 hours for vacation.)
The timekeeper must review to ensure all entries are correct.
Autofill – Rotation Plan
Fill from the Rotation Plan is only available if the employee has a rotation plan/work
schedule set-up in MIDAS:
1. Click on the “Rotation Plan” radio button.
2. Click “OK”.
On the Time
Entry screen, this
will populate each
day based upon the
employee’s
assignment
Rotation Plan. The
Timekeeper would
then adjust the
entries on the Time
Entry screen to
reflect what the
employee has
recorded on the paper Timecard (i.e., if employee has one day vacation recorded,
you would change the time code for that day to reflect a vacation day).
Some ministries use work schedules rather than rotation plans. They both appear
in the rotation plan field on the Timecard Header screen. The key difference is
that a work schedule will populate the statutory holiday time codes when autofill
is used while the rotation plan will populate the statutory holiday code when the
timecard is validated.
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Autofill – Previous Timecard
Fill from Previous Timecard:
1. Click on the “Previous
Timecard” radio button.
2. Enter the “Period Start”
date of the previous
Timecard you wish to
copy.
3. Click “OK”.
This will populate
the Timecard exactly
as the specified
previous Timecard
had been
completed. The
timekeeper will adjust
the entries on the Time Entry screen to reflect what the employee has recorded
on the paper Timecard (i.e., if the previous pay period has a statutory holiday and
the current pay period does not, change the time code to the appropriate code for
that day and add any additional lines, if required).
The timekeeper must review to ensure all entries are correct. A common error
that occurs when using this method is for M1 Exception employees. The number
of business days in a pay period may differ so the timecard details at the end of
the pay period must be closely reviewed.
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Timecard Header Screen
The Timecard Header screen provides information regarding the Assignments, the
Timecard Status for each assignment and the Assignment Costing String. The Timecard
Header screen shows information relevant to the Timekeeper and HRPA functions. This
screen should replicate the employee information from the employee’s paper timecard.
This screen is a view-only screen with an exception of the “Comments” and the “No
Time To Report” flags.
Assignments: Provides information on the employee's assignment(s); including the
Assignment Number, Assignment Status, Assignment Category, Employee Category,
Org, Grade, Job, Supervisor’s Name, Hours of Work, Working Hours, Reduced Hours,
Rotation Plan, Letter of Understanding, Labour Service Section and Subsection, Manual
Overtime Calculation Required. Use the scroll bar to view information that is not
displayed.
Timecard: Shows the status of the Timecard and the date of that status.
Amend: The Checkbox is unchecked when the timecard record is initially entered. After
approval of the timecard and when the timekeeper returns to the timecard details in the
future, the amend checkbox will be checked. This is an Oracle feature and does not mean
that the timecard was amended.
Comments: The Timekeeper can click this box to enter the comments on the bottom of
the paper Timecard (i.e., at meeting out of town). Any supervisor notification entered by
the timekeeper will also be displayed here. This box will have a check mark if there is a
comment entered. The HRPA would open to read if there was a check mark.
NOTE: Once a comment has been entered and saved it cannot be deleted.
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No Time To Report: Is used for two different situations:
Positive Paid B1 employees who have not been scheduled to work in the period.
Exception Paid M1 employees who have no exceptions (no vacation leave, no sick
leave, etc.) to report.
Click “Save”
Assignment Costing and Effective Dates: This information is displayed from the
employee assignment. This is the costing string that salary and supplementary costs for an
employee will be charged to unless overridden. Each line of costing has a From and To
field to indicate the effective dates of the costing. The HRPA is responsible for
maintaining this.
The proportion for default costing will generally be 100%; however, this can be split
in some situations where the employee is consistently being charged to more than
one costing string (i.e., two branches are sharing one position). If the costing is split,
it must total 100%
For costing overrides where the Entity and/or Program will be different than the
employee's default Entity and/or Program, the HRPA will enter an additional
costing string with a the proportion 0%.
Timecard Summary Screen
The Timecard Summary screen is a view-only screen that provides a summary of the
Timecard entry by Time Code and by Date. The buttons work the same as on the
Timecard Entry screen. This screen is used for inquiry and to determine and confirm
overtime eligibility and to confirm the paper Timecard against the Timecard entry.
Section A - The top left portion of the Timecard Summary displays period totals for
Attendance, Supplementary Earnings and Others. Others include:
EDO Banked EDO
Used
Unpaid Statutory Holidays
Scheduled Days of Rest
Note: Paid Stat Holidays are included in Attendance totals.
Section B - The days and dates section displays these as daily totals.
Section C – In the period totals section the totals for each time code are listed. Section
D - To the right of the period totals and under the days and dates are the daily
totals for each timecode.
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Averaging Period: Based on the information entered on the timecard, this section will
display the from and to dates of the averaging period, statutory holidays, EDO hours, and
Leave Without Pay (LWOP) hours within the averaging period, the hours worked and
hours remaining or in excess of the averaging period threshold. This section is used for
inquiry and to determine/confirm overtime eligibility.
Accrual Balances Screen
The Accrual Balances screen is a view-only screen that displays the employee’s Accrual
Balances and Vacation Percentage.
The remaining accrual balances reflect the balances for Timecards that have been
processed as of the previous pay period based on the Timecard displayed for this
employee.
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The balances displayed are the Total of each accrual plan.
Remaining Accrual Balances:
Reported by person not by assignment.
Carryover + Entitled + Adjustments – Taken – Payouts = Balance (shows in hours)
PTO VL Accrual Plan: Are credits/hours that an employee is entitled. VL code will
map to the PTO VL Taken on element entry and reduce the vacation credit balance.
PTO SL Accrual Plan: Are credits/hours that an employee is entitled. SL, PN, and FL
codes will map to the PTO SL Taken on element entry and reduce the sick leave
credit balance.
PTO PN Accrual Plan: Sick Leave (SL) Over 600 Hours displays a “Y” or “N” and is
used to track for Pressing Necessity purposes.
o If the SL balance is 600 hours at carryover, then the flag is set to “Y” to allow
unlimited Pressing Necessity (PN) and the PTO PN Accrual Plan is not displayed.
o If the SL balance is less than 600 hours at carryover, then the flag is set to “N”
and the PTO PN Accrual Plan is displayed.
o A separate balance for Family Leave (FL) is not maintained in MIDAS; there is a
timecard warning message if it exceeds 5 days in a fiscal year.
PTO EDB Accrual Plan: Are EDO hours that are banked. ET (EDO Taken) code
will map to PTO EDB on element entry and reduce the EDB balance.
PTO SDO Accrual Plan: Are SDO hours that are credited. The SU (SDO Used) code
will map to the PTO SDO on element entry and reduce the SDO balance.
PTO TL Plan: Are overtime hours that are banked. OBA, OBB, OBC, and OBD are the
codes used to record the banked overtime. OBT (overtime taken) code will map to PTO
TL on element entry and reduce the TL balance.
Vacation:
Banked Vacation Dollars is no longer used.
Equivalent Hours Without Supplements is no longer used.
Vac Pct is the vacation pay percentage calculated by the vacation date. Each
assignment is displayed separately.
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Timecard Status
The timecard status indicates which steps in the process have been completed and the
responsibility.
Status
Screens Displayed on
Unprocessed Timecard Search
Timecard Header
Timecard Entry
Invalid
Valid
Timecard Search
Timecard Header
Timecard Entry
Timecard Search
Timecard Header
Timecard Entry
Approved
Timecard Search
Timecard Header
Timecard Entry
Pending
Timecard Search
Timecard Header
Verified
Timecard Search
Timecard Header
Timecard Entry
Timecard Search
Timecard Header
Timecard Entry
Processed
Timekeeper Student Guide
Responsibility / Notes
The timekeeper has started entering but has not
completed entering the timecard. Next step is for
the timekeeper to enter the timecard and select
the “Validate” button.
The timekeeper has “Validated” the timecard
but errors were encountered. Next step is for the
timekeeper to correct the errors and re-validate.
The timekeeper has “Validated” the timecard
and no errors were encountered. There may be
warning messages, which must be reviewed and
handled by the timekeeper. Next step is for
timekeeper to select the "Approve” button.
Timekeeper has approved the timecard.
o Notifications may be on the GOS – MTL
Timecard Audit Report for the HRPA to
review.
o Batching will pick up this timecard and no
further action is required.
The Timekeeper has approved the timecard.
o The "Manual Overtime Calculations" flag
is set to "Y" on the assignment. This may
include employees whose overtime rates are
not simple or straight forward such as field
employees, those with a Letter of
Understanding (LOU), or modified hours of
work groups. HRPA is to review the
timecard, and verify as required.
All Timecards marked as “Pending” must be
verified prior to the payroll run.
HRPA has verified the timecard. Batching will
pick this timecard up and no further action is
required.
Timecard has been batched and transferred to
element entry. Accruals are updated at this point.
Payroll will pick up time from element entry and
process for pay.
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Chapter 4
Timecard Variations
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Timecard Variations
Learning Objectives
o
o
o
o
o
o
o
o
o
o
Enter Timecard for Multiple Assignments
Partial pay period and mid period change
Costing changes
Entering notes
Negative accrual balance warning messages
Late timecards and amendments
Shift differentials and weekend premium
Averaging periods, manual overtime calculations, and variable hours
Shifts spanning midnight and field employees
WCB Processes
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Timecard Entry on Multiple Assignments
If an employee is
active in multiple
assignments which
are not all in the
same “Ministry and
Paylist”, search by
employee name in
order to see all
Timecards.
To enter a timecard
for a single
assignment, deselect
the assignment(s)
you do not want to enter. If all assignments are selected, the Timekeeper will be
required to select the assignment number for each line of entry from the drop down
list.
If the employee is not scheduled to work in one or more of their
assignments, on the Timecard Header screen check
assignment as “No Time to Report” for that assignment in
order to remove him from the Timekeeper Warning Report.
The “Previous/Next” buttons are designed to display only the
assignments that are displayed within the current timecard. It was designed this way
to allow the user to explicitly choose a single assignment and move through the pay
periods for that assignment only.
If an employee has multiple assignments and not all of the assignments are displayed,
this message will appear on the Time Entry screen: “This employee is active in
multiple assignments and not all of the assignments are being displayed.”
Even when entering a timecard for one of the assignments, some of the edits are
based on the time codes for all assignments. For example, overlapping entries, PTO
edits, etc.
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Partial Pay Periods and Mid-period Changes
Review Paper Timecard and
check for partial pay period and/or
mid- period changes prior to entry.
Check employee’s Time Entry
screen for message related to partial
pay period or mid-period change
Enter Timecard only after the
HRPA has entered the mid-period
change into MIDAS.
A field to indicate mid-period change is located on the Excel Timecard (top right –
change “Original Timecard” to appropriate mid-period change).
If a mid-period change is indicated on the Excel Timecard but no message appears on the
Time Entry screen, the action (termination, definite leave of absence, or assignment
change) has not yet been entered into MIDAS. Contact the HRPA to have MIDAS
updated and DO NOT ENTER the Timecard until this step has been completed.
If the timecard has been entered prior to the action being entered, the timecard may need
to be deleted. After the action has been entered, the timecard is reentered.
To delete a timecard:
If the timecard has never been approved,
select the “Clear” button on the tool bar to
delete the entire timecard.
Otherwise select the “Delete” icon (the red
on the tool bar to delete each line.
x)
If a mid pay period change is for a B2 or M1 employee, the MIDAS system may change
the “Timecard Required Flag” to “Yes”. The timecard must be entered with positive
time entry prior to the payroll run in order for payroll to be calculated correctly.
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Cost Overrides
Enter approved costing overrides indicated on the paper Timecard.
All employees have a default costing string (the budget their salary is paid from).
Cost overrides are used to change a portion or all of an employee's costing allocation for
a specific period of time or a specific activity. Controls are entered by the HRPA to allow
costing overrides. Before override costing can be used, the “Allow Time Entry Cost
Changes” flag must be set to “Yes” by the HRPA.
If there are zeros or no values indicated on the employee’s timecard in the “Location”
and “Project” fields, enter “zeros” in those fields on the timecard entry.
If overrides involve a different
Entity or Program, then the default
costing field requires an additional
costing string (with 0%
proportion) to be entered on the
employee’s assignment. An end
date indicates the authorization to use that override has ended.
For overrides not involving the Entity or Program, an additional 0% costing string on the
employee’s assignment is not required.
Example:
In the example below the Entity and Program are staying the same, only the Org (or
Location or Project) is changing so 0% costing is not required to be added to the
assignment costing. The HRPA will still need to set the ‘Allow Time Entry Cost
Changes’ to ‘Yes’ in order for the override costing to be entered and validated on the
timecard.
Costing
Default
Override
Entity
036
036
Program
67881
67881
Org
261100
261200
Location
7014
7014
Project
000000
000000
All segments should be completed in all override situations.
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The costing override that is entered into the MIDAS system has edits to ensure that the
costing string is valid in the general ledger and valid for the employee’s assignment.
Entering Notes
A note may be added to a specific line in the Timecard Entry screen. To enter a note,
save timecard, click on “Notes” checkbox, and the screen below will open.
Type in the “New Notes” space and press “OK”. Once a note is added, the “Notes”
checkbox will be checked. Notes are not carried forward from timecard to timecard.
Notes cannot be deleted or amended. If required, additional notes can be added.
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Negative Accrual Balances
Negative accrual balances occur when employees record more time against a specific
accrual plan than they have.
The validation process will produce a ‘Negative Accrual Balance’ warning message
for the Timekeepers.
Timekeepers review any negative accrual balance warning messages that appear
and follow up with manager before “approving” the timecard.
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Late Timecards and Transferring of Timecards
Timecards are late when payroll has run for a pay period and an employee’s regular
salary was not paid.
Timecards are transferred either through the regular batching process or by pressing
the transfer button on the Timecard Entry or Timecard Summary screen.
The Transfer Button transfers timecards to element entry to update the accrual balances
and/or to process a Quick Pay for late timecard entry.
Note:
The HRPA may also transfer the timecard if processing the final pay cheque for an
employee. This will update the accrual balances and allow the HRPA to payout or collect
any PTO accrual balances as required.
The “Transfer” button brings up the above Transfer Now screen.
The “Transfer” button is only enabled when the timecard status is “Approved”
or “Verified”.
For employees with “Manual Overtime Calculation Required” flag set to “Y”,
the HRPA must verify the timecard before it can be transferred.
The dates are auto populated to the current pay period.
Note: The ‘Quick Pay’ box is no longer used. If a Quick Pay is required an email should
be sent to the ESC.
The pay period dates on the Transfer Now form are defaulted to the current pay period
and cannot be changed by the Timekeeper. The HRPA has access to change these dates;
however, this should only be done in the following two examples or when advised by the
MIDAS HR/Payroll Help Desk.
B2 Payroll: Period 16-Apr to 29-Apr, Run date 2-May
Employee terminates on the 30-Apr or 1-May and needs an immediate payout. Prior to
the payroll run on 2-May, the transfer dates will default to the period 16-Apr to 29-Apr.
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HRPA must change this to period 30-Apr-13-May so that supplementary time is sent to
that period for payout.
M1 Payroll: period 1-Apr to 30-Apr, run date 20-Apr
Employee terminates between the 21-Apr and 1-May and this was not entered into
system prior to payroll running on 20-Apr. The transfer dates will default to the period 1May to 31-May. HRPA must change this to period 1-Apr to 30-Apr so that time is sent to
pay period where the employee is still active. Retro pay will adjust the payroll
accordingly and result in a negative net and applicable overpayment recovery processes
should be followed.
Manual timecard transfers should not be done by
timekeepers unless directed to do so by the ESC and
should only be done in urgent or exceptional
circumstances; however, when manual timecard transfers
have been requested (using the transfer button on the
timecard screens), IT SHOULD NEVER BE
CANCELLED. Cancelling the request mid-process may
result in the timecard being transferred twice and an
incorrect payment being made to the employee. Should
the Timekeeper/HRPA notice an error after requesting
a transfer, they will need to do an amendment and
retransfer the timecard. If the timekeeper/HRPA thinks
the process is taking too long (over 30 minutes), they should place a MIDAS Help Desk
call to the MTL Team.
Timecard Amendments
Timecards require amendments when there is an adjustment or change to
the Timecard after approval or after the payroll run.
i.e.: add, subtract, or change time; timecodes; or costing
How to amend timecards:
Identify or determine the Timecards that require amending and query those timecards.
1. Enter the new lines as required.
Click on the “New Icon” button on the toolbar to insert a new line.
Enter timecard details and save.
Open the “Notes” section beside the new line and enter an explanation with as
much detail as required to explain the amendment. This is important for future
reference.
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2. Delete the lines that are incorrect by highlighting the line you want to delete.
Click on the “Delete Icon” button on the toolbar. Line will disappear.
3. Click the “Save Icon” button on the toolbar to save the Timecard.
To view deleted lines, click on “Display Deleted Records”, which will
be displayed in date order at the bottom of the details.
Deleted lines will have the “Deleted” checkbox checked.
4. Validate the Timecard and correct any errors. The system will re-apply the validation
rules and change amended time detail records where required.
5. Approve the Timecard.
6. Verify if required (HRPA only).
Note: The timekeeper is to notify the supervisor/manager of any changes made to the
Timecard. An amended timecard with employee and approver signature must be
submitted to the Timekeeper.
7. Allow regular batching to pick up.
Note: All previous pay periods are active. Previous pay periods will be picked up by the
regular batching process and only need to be transferred if a Quick Pay or an update to
the accrual balances is required.
Automated Differentials
Shift Differential
Weekend Premium
Shift Differentials & Weekend Premiums
A list of the timecodes on which shift and weekend are paid can be found
in Chapter 7. They include:
- Regular Time (RT)
- Training, Learning and Development (TR) and
- EDO Banked (EB)
Definition:
The above supplementary pay is paid for time worked that falls within the timeframes
outlined by the collective agreement.
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SGEU DSP-Shift Pay and DWP-Weekend Premium:
If a timecard is entered with time codes eligible for DSP or DWP, the time code
and appropriate hours will populate when the timecard is validated. Some
exceptions apply to the automated rules for specific Letter of Understandings
(LOUs). The HRPA will need to correct these and verify.
If changes are made to the timecard details, the timekeeper must review the
timecard to ensure the DSP and DWP are correct, as the MIDAS system will
NOT DELETE DSP or DWP time codes automatically.
Override costing will not populate automatically.
CUPE DSP-Shift Pay and DWP-Weekend Premium:
If a timecard is entered with time codes eligible for DSP or DWP, the time codes,
and appropriate hours must also be entered by the timekeeper.
These time codes will not auto-populate.
Manual Overtime Calculation Required
The HRPA sets the “Manual Overtime Calculations Required” flag for employees. If
it is set to ‘Y’ when the timecards are entered, saved, validated and approved they are
marked as “Pending” (shown in the Timecard Header screen and on the timecard
search screen) and cannot be transferred to element entry until the HRPA verifies the
timecards by clicking the “Verify” button.
The HRPA:
Reviews the Timecard to determine overtime eligibility, shift differential, and
weekend premium
Reviews the Averaging Period hours
Amends and re-validates the Timecard as required
Verifies the Timecard
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For Timecards with this particular notification, the HRPA must review and amend, as
required, the Timecard prior to payroll processing in order for supplementary pay to be
paid for B2 or M1 employees..
For employees with “Manual Overtime Calculation Required” flag set to “N“ any
Timecards that have supplementary pay such as shift differential, weekend premium or
overtime time codes, are NOT marked as “Pending” and will be transferred to element
entry during the batching process without the HRPA clicking the “Verify” button.
Averaging Period
Hours of work are averaged on the basis of 8 hours multiplied by the number
of working days in the averaging period.
The number of hours to be worked in each averaging period shall be reduced 8
hours for each scheduled EDO within that averaging period AND by 8 hours for
each designated holiday within the averaging period.
An employee may have an EDO once every 2 weeks or once every 3
weeks depending on their hours of work designation.
Sample Calculations ~ 4-weeks in the averaging period:
Example 1 ~ 1 EDO and 1 Statutory Holiday:
4-week averaging period
One EDO in the averaging period
One Statutory Holiday in the averaging period
Calculated as:
4 weeks x 40 hours per week = 160 hours
160 hours
– 8 hours for EDO
– 8 hours for STAT
= 144 hours required to work
Example 2 ~ 1 EDO and no Statutory Holidays:
4-week averaging period
One EDO in the averaging period
No Statutory Holidays in the averaging period
Calculated as:
4 weeks x 40 hours per week = 160 hours
160 hours
- 8 hours for EDO
= 152 hours required to work
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Example 3 ~ 2 EDO’s and no Statutory Holidays:
4-week averaging period
Two EDO’s in the averaging period
No Statutory Holidays in the averaging period
Calculated as:
4 weeks x 40 hours per week = 160 hours
160 hours
- 16 hours for EDO
= 144 hours required to work
Example 4 ~ Mid period commencement or termination, 1 EDO and no Statutory
Holidays:
4-week averaging period
Employee commences (or terminates) on a day other than the first day of the
averaging period ~ start date is the Monday of the second week of the 4-week
averaging period (employee is active for 3 weeks of the averaging period)
One EDO in the averaging period.
No Statutory Holidays in the averaging period. Note – Only statutory holidays
that fall when an employee is active are include in averaging period calculations.
If there were a statutory holiday in the averaging period but occurred on a day
prior to the commencement (or after the termination) it is not included in the
calculation.
Calculated as a partial averaging period:
3 weeks x 40 hours = 120 hours
120 hours
- 8 hours for EDO
= 112 hours required to work
Note: The next averaging period for this employee who commenced mid
period would be based on 4 weeks.
Averaging Period Grid
The Averaging Period Grid is located on the Timecard Summary screen.
This grid assists in calculating whether an employee has reached his/her required
hours.
The Averaging Period Grid is calendar day based.
Time worked on the calendar days within the date range is accumulated and
displayed in the calculation.
In order for the Averaging Period Grid to be used effectively, a positive time
entry is required.
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Note: Field employees are able to bank more than 8 hours on an EDO; however, only 8
hours are to be accounted for in calculating required hours of work in an averaging
period. Therefore, the hours in excess of 8 hours should be recorded with the time code
EOB, which will be added to their EDO bank, but will not show on the Averaging
Period Grid.
Example:
First two-weeks of a 4-week averaging period
In this first two-week period there was one statutory holiday, the employee had one EDO
and they worked 64 hours (the 64 hours may include VL, SL, OBT, ET, etc.). They have
80 hours left to meet their averaging period hours required.
Second two-weeks of a 4-week averaging period (same employee as above)
In the second two-week period there was another statutory holiday (total of 2 x 8 hours)
in the 4-week period, one EDO in the 4 week period (which occurred in the first two
week period) and a total of 136 hours worked. Hours remaining = 0.
Calculation for 4 week period:
4 weeks x 40 hours = 160
- 8 hours for 1 EDO
-16 hours for 2 Statutory Holidays
= 136 hours required
The hours for STAT, EDO, LWOP and Hours Worked are totaled to determine the
number of hours remaining for the employee.
 Hours Remain = 0 
Met required hours
 Hours Remain = negative number 
excess hours worked (these excess
hours should be coded as Overtime)
 Hours Remain = positive number 
not enough hours have been worked
in the averaging period (must use one of the PTO Accruals or LWOP to
meet hours)
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Note: The timekeeper must follow the procedures within their ministry for making
changes to the timecard, if required. An amended timecard must be signed by employee
and approver and submitted to the Timekeeper.
Example 1:
Last two-weeks of a 4-week averaging period ~ Hours Remain = 0
Hours required have been met for the averaging period.
Example 2:
Last two-weeks of a 4-week averaging period ~ Hours Remain = negative number
More hours have been worked in the averaging period than required. Review timecard to
verify if the excess hours should be coded as overtime.
Example 3:
Last two-weeks of a 4-week averaging period ~ Hours Remain = positive number
Not enough hours have been worked in the averaging period. Confirm that the employee
was active for the full averaging period.
 If the employee was active for the full averaging period then the remaining hours
required need to be coded with one of the PTO Accrual codes or the employee
needs to use a leave without pay code.
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 If the employee was not active for the full averaging period then the number of
hours to be worked at straight time during that averaging period shall be
determined on the basis of eight (8) hours multiplied by the number of normal
working days in the partial averaging period less eight (8) hours for each
scheduled EDO and for each designated holiday which falls in that period.
Job Share/Variable Hours
Job Share/Variable hours work arrangements
apply to permanent B2 and M1 employees
who have been approved for the
arrangement. The percentage of hours the
employee is required to work is shown in the
Timecard Header screen under the
“Assignment” information.
Entitlements are prorated while an employee
is in a job share/variable hours arrangement. Vac Pay is paid on EX hours and sick leave
earned on EX hours is automatically credited to the employee as part of the carryover
process.
Refer to the ministry’s procedure around job share/variable hours of work.
B2 employees
Positive time entry is required on timecards. If there are more hours than required by the
job share/variable hours work arrangement in the period, record EX for Extra hours to
ensure straight time is paid and that the benefits are credited for the time worked.
NOTE: OBA cannot be used unless there is an LOU.
If the hours do not meet the variable hours work arrangement in the period, record the
appropriate Leave Without Pay code to ensure payment is adjusted accordingly.
M1 employees
Exception time entry is required on timecards. All hours not worked must be recorded as
HNW for Hours Not Worked. Hours worked are not required to be recorded with the
exception of extra hours worked. Extra hours worked must be recorded as EX to ensure
straight time is paid and that the benefits are credited for the time worked. All other time
off must also be recorded on timecards (i.e. SDO, VL, LWOP).
At the conclusion of the Job Share/Variable hours Approval Period, a reconciliation of
hours will be conducted by the manager and employee. If the hours do not meet the
variable hours work arrangement, any adjustments to time entries will be determined by
the manager and employee.
Timekeepers will run a report from Discoverer, “Reduced Hours – HNW Summary” at
the conclusion of the Approval Period and provide it to the Manager and Employee.
Timekeeper Student Guide
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Shifts Spanning Midnight
Entering the Time Worked:
Timecards in MIDAS are based on calendar days, not shifts. For example, for
the pay period from July 15th to July 28th, any time worked on those calendar
days (midnight to midnight) would be entered into that timecard.
For a shift that started 11:00 PM on July 28th and went until 7:00 AM on July
29th, the first hour (up until midnight) would be entered on the current Timecard
and the remainder of the shift (midnight to 7:00 AM) would be entered on the
following timecard (in the pay period July 29 to Aug 11).
Any differentials (shift differential and weekend premium) or overtime should
be entered in the same pay period/ timecard as the related time worked.
NOTE: Midnight in MIDAS is recorded as 00:00.
Examples:
o Work from midnight to 8 a.m. would be entered as
 Start Time
00:00
08:00
 End Time
o Work from 4 p.m. to midnight would be entered as
 Start Time
16:00
 End time
00:00
Ministries with shift workers will have averaging periods that are not calendar day
based. Instead, it is based on the 24 hour day, where the start of the day is defined at
the local level. In these situations, overtime must be manually calculated. You
cannot rely on the averaging period calculations displayed in MIDAS.
Timekeeper Student Guide
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Workers’ Compensation
Roles and Responsibilities:
Employee records and supervisor/manager approves appropriate WCB
timecodes on timecard.
SHRS updates the employee’s people record around the entire process of
the claim.
Timekeeper records the time related to WCB on the timecard
SHRS prepares refund to vote for ministries, reconciles time recorded, and works
with accounting to ensure all reimbursements are completed.
For further information on roles and responsibilities, including employee and
supervisor/manager responsibilities, see the Manager Checklist - WCB on the ESC
Knowledge Centre:
http://esc.psc.gov.sk.ca/docs/Documents/Forms/AllItems.aspx
See the flow chart and spreadsheet on the following pages for WCB codes, descriptions
and entering in MIDAS.
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Employee Injured – WCB claim to be submitted Day of injury is recorded as RT
(NOTE: SHRS needs to enter WCB information on employee’s assignment
before WCB codes can be entered in MIDAS)
Employees with
sick leave
entitlements use
WS – WCB Sick
Leave Pending
code
Approved
WCB Claim
Change time entered
prior to approval of
claim (coded as WS
or LS) to WC –
WCB Approved
Leave and use WC
for absences due to
WCB claim.
Return
to
Work
If an employee
returns to work on a
Graduated Return
to Work program,
time is still covered
by WCB. Use WG –
WCB Graduated
Return until they have
returned to their
regular working
hours. Code used
when advised by ESC
Timekeeper Student Guide
Time entered
prior to approval
of WCB Claim
Once the claim has been approved or
rejected:
1. Run the Employee Entitlement Detail
report (see chapter 5 for more
information on report).
2. Change the WS or LS timecode to the
appropriate ‘Approved’ or ‘Rejected’
WCB code.
3. After Batching or Transfer, rerun
Entitlement report to verify that
changes have been completed.
4. Notify the employee/employee’s
supervisor of the correct WCB code to
use
Employee has returned
to work and is working
his regular hours
Employees with
NO sick leave
entitlements use
LS – Sick Leave
Without Pay code
Rejected
WCB Claim
Change time
entered prior
to rejection of
claim (WS or
LS) to WR
(have SL
credits to
cover the leave
time) or WW
(does not have
SL credits to
cover the leave
time)
Claim closed.
WCB codes can
no longer be
used for time
entry.
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Workers’ Compensation
TIMECODES FOR DAY OF INJURY AND PRIOR TO APPROVAL/REJECTION OF WCB CLAIM:
WCB Status
Time Code Options
Time Code Notes
Day of Injury
RT – Regular Time
Prior to approval
of WCB Claim
WS – WCB Sick
Leave Pending
For employee’s with sick
leave entitlements
Used prior to a WCB
Claim being approved.
LS – Sick Leave
Without Pay
For employee’s with no
sick leave entitlements
Used prior to a WCB
claim being approved or
rejected.
Employee will not receive
pay for these days.
Use of this code will not
create an overpayment for
the employee if the claim
is denied.
Timekeeper Student Guide
On the day of the WCB
injury record the hours from
the time of injury to the end
of their scheduled/regular
shift as RT.
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Other requirements/notes
Employee is to complete Workers’ Initial Report of Injury (W1)
form and the Manager/Supervisor is to complete the Employer’s
Initial Report of Injury (E1) form. For more information see the
Manager Checklist- WCB on the ESC Knowledge Centre:
http://esc.psc.gov.sk.ca/docs/Documents/Forms/All
It e m s . a s p x
The “Date of Injury” and the “Nature of Injury” must be
entered by the SHRS on the Extra Information screen in
MIDAS before this time code can be used.
This element will map through to element entry as “PTO SL
Taken Pending WCB” which will reduce the balance on the
“PTO SL Accrual Plan”.
For positive paid employees this will also map through to
element entry as “Regular Time Entry” for payment.
Once a date is entered into “Date of Approval” or “Date of
Rejection” or “Date of Approved Appeal” (entered by the
SHRS) this code is no longer valid.
WCB days using this time code should be identified with a
note on the timecard as WCB.
If the claim is approved the employee will receive retro
payment for these hours.
11-Dec-2015
TIMECODES FOR APPROVED WCB CLAIMS:
The SHRS will advise Timekeeper that the WCB claim has been entered in MIDAS and approved or denied. If claim has been approved, the
Timekeeper must change all previous WCB related time codes to the approved leave time code (WC-WCB Approved Leave). When the WS
or WR time codes are deleted, the sick leave credits will be reinstated.
The Timekeeper will:
1. Run the Employee Entitlement Detail report (refer to Chapter 5 - Reports) to find which pay periods have the time coded WCB Sick
Leave Pending. Check for notes on codes LS to confirm if they are WCB related
2. Change WCB Sick Leave Pending to WCB Approved if the claim is approved Refer to Chapter 4 - “Timecard Amendments”. Note:
The SHRS may advise to change the time code to WCB Sick Leave Without Pay Rejected Claim if there are no available sick leave
credits.
3. After Batch or Transfer, rerun report to verify that changes have been completed.
4. Notify the employee’s supervisor to complete Timecards if the employee is on an extended WCB claim.
WCB Status
Time Code Options
Time Code Notes
WCB Claim
Approved
WC – WCB
Approved Leave
This time code is used
to record time away
from work that is
approved by WCB.
WCB Claim
Approved –
Graduated Return
to Work
WG – WCB
Graduated Return
This time code is used
to record time at work
on a “Graduated
Return to Work”
program sponsored by
WCB. It is typically
used after an extended
period of leave and
prior to an official
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Other requirements/notes
A date must be entered in the “Date of Approval” or “Date of
Approved Appeal” by the SHRS on the Extra Information
screen in MIDAS before this time code can be used.
This will map through to element entry as “Workers Comp
Approved” and add to the threshold for WCB limits.
For positive paid employees this will also map through to
element entry as “Regular Time Entry” for payment.
When the time codes are adjusted from WS to WC the sick
leave credits are reinstated.
A date must be entered in the “Date of Approval” or “Date of
Approved Appeal” fields on the Extra Information screen in
MIDAS before this time code can be used.
This will map through element entry as “Workers Comp
Approved” and do not add to the threshold for WCB. For
positive employees this will also map through to element entry
as “Regular Time entry” for payment.
When WCB pays for a return to work program it is usually
paid at a higher rate. Depending on the Return to Work
11-Dec-2015
return to work. This code
is only to be used when
advised by the ESC.
agreement, the timekeeper uses the element WG when the
employee’s time at work is paid by WCB.
If an employee is working full days and WCB is paying us for
full days, all time is coded as WG.
If WCB is paying 4 hours a day and the employee is working 8
hours a day, the timekeeper will code 4 hours RT and 4 hours
WG.
TIMECODES FOR REJECTED WCB CLAIMS:
The SHRS will advise Timekeeper that the WCB claim has been entered in MIDAS and approved or denied. If claim has been rejected, the
Timekeeper must change all previous WCB related time codes to the rejected leave time code: WR – sufficient sick leave credits to cover the
leave time or WW – does not have sufficient sick leave credits to cover the leave time.
The Timekeeper will:
1. Run the Employee Entitlement Detail report (refer to Chapter 5 - Reports) to find which pay periods have the time coded WCB Sick
Leave Pending.
2. Change WCB Sick Leave Pending to WR - WCB Sick Leave Rejected Claim if claim is denied. Refer to Chapter 4 - “Timecard
Amendments”. Note: The SHRS may advise to change the time code to WW - WCB Sick Leave Without Pay Rejected Claim if
there are no available sick leave credits.
3. After Batch or Transfer, rerun report to verify that changes have been completed.
4. Notify the employee’s supervisor to complete Timecards if the employee is on an extended WCB claim.
WCB Status
Time Code Options
WCB Claim
Rejected
WR – WCB Sick
Leave Rejected
Claim
WCB Claim
WW – WCB Sick
Timekeeper Student Guide
Time Code Notes
If the WCB claim is
rejected by WCB and
the employee has
sufficient sick leave
credits to cover the
leave time, this time
code is used to record
time that was previously
recorded as “WS Sick
Leave Pending”.
If the WCB claim was
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Other requirements/notes
A date must be entered in the “Date of Rejection” field on the
Extra Information screen in MIDAS before this time code can
be used.
This will map through element entry as “PTO SL Taken WCB
Rejected” which will reduce the “PTO SL Accrual Plan”
balance.
For positive paid employees this will also map through to
element entry as “Regular Time Entry” for payment.
A date must be entered in the “Date of Rejection” field on the
11-Dec-2015
Rejected
Leave without Pay
Rejected Claim
rejected by WCB but
the employee does not
have sufficient sick
leave credits to cover
the leave, this time code
is used to record time
that was previously
recorded as “WS Sick
Leave Pending” or “LS
Extra Information screen in MIDAS before this time code can
be used.
This will map through element entry as “Workers Comp Sick
Leave without Pay Rejected Claim” with the appropriate
“Leave without Pay” element for payment purposes.
If the employee is appealing the decision from WCB, the
timekeeper may continue to use this time code to track the
related WCB time.
– Sick Leave Without
Pay”.
WCB Error messages:
ATT0004 – Error WS valid on unapproved claims between Injury Date & End of Claim 
contact SHRS
ATT0005 – Error WC & WG valid only on approved claims between Injury Date & End of Claim 
contact SHRS
ATT0012 – Error WR and WW valid on rejected claims between Injury Date & End of Claim 
contact SHRS
At any time, the GOS – PTO Employee Entitlement Details Report can be run for each fiscal year, requesting the “WCB Approved Leave”
element group. Refer to Chapter 5-32 on “Reports”.
Total up the Balance of hours for WCB Approved Leave for all fiscal years.
Timekeeper Student Guide
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Chapter 4 – Timecard Variations - Addendum
Shift Exchange in Adult Correctional Facilities
NOTE: The following information only applies to employees who work shift work in
the following adult correctional facilities:
Regina Correctional Centre;
Saskatoon Correctional Centre;
Prince Albert Correctional Centre;
Pine Grove Correctional Centre;
Battlefords Community Correctional Centre; and
Buffalo Narrows Community Correctional Centre
Shift Exchange: When one employee exchanges their established shift with another
employee’s established shift, with Management or designate approval, within the same
pay period, and at no additional cost to the employer.
Timecodes:
SE – Shift Exchange – This time code is used when an employee is not working.
They have swapped the shift and someone else is working it for them. Time
coded to SE must be offset by time coded to SEW or SEA in the same pay period.
SEA – Shift Exchange Absent – This time code is used when an employee was
supposed to work on an exchanged shift but was unable to work. Another time
code would be entered as well to record why the employee was absent (i.e. SSL).
Also, time coded SEA must be offset by time codes to SE in the same pay period.
SEW – Shift Exchange Worked – This time code is used when an employee is
working on the swapped/exchanged shift. Time coded to SEW must be offset by
time coded to SE in the same pay period.
ARP – Averaging Period Reconciliation Positive – This time code is for
reconciliation purposes only and is used when an employee appears to be in
excess of their averaging period hours due to a Shift Exchange Worked.
ARN – Averaging Period Reconciliation Negative – This time code is for
reconciliation purposes only and is used when an employee is short hours in their
averaging period due to a Shift Exchange.
For further information see MIDAS Communication, October 6, 2013 – Shift Exchange Time
Codes. Additional information can also be found in the “Shift Exchanges in Adult
Correctional Facilities” policy.
Timekeeper Student Guide
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Chapter 4 – Timecard Variations - Addendum
WCB and Averaging Period Overtime in Young Offender Facilities
In accordance with LOU 2012-06, facilities may now appropriately record timecard
entries for Youth Custody LOU 143 employees on WCB claims (100% time off). The
timekeepers should be entering the Averaging Period Overtime as a result of being
scheduled excess hours and based on historical practice.
In short, there would be no difference for an employee working 100% and an employee
on 100% WCB absence. Any employee’s schedule that would result in Averaging Period
Overtime would be reflected as such on their timecard using the OTB/OBB timecodes.
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Chapter 5
Reports
Timekeeper Student Guide
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Reports
MTL Reports ~ MIDAS Time and Labour Reports
GOS – PTO Reports ~ Paid Time Off Reports
GOS – MTL Timecard Audit Report
MTL Reports
MTL reports are run from the Timecard Search screen
PTO and GOS – MTL Reports
GOS – PTO and GOS – MTL Reports are run from
View > Requests > Find Requests > Submit Request > Reports
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Type
of
Report
MTL
MTL
Name of
Report
Timecard
Detail
Report
Overview of Reports
Suggested
Time to Run
Description
Report
As required
Shows timecards for

employees and the details
as entered in MIDAS MTL.

Timekeeper 
Warning
Report


GOS PTO
Employee 
Entitlement
Details
Report

GOS PTO
Employee 
Entitlement
Summary
Report

Timekeeper Student Guide
After
timecards
have been
entered by
timekeeper
deadline
3 days
prior to
payroll run
day of
payroll run
(before
noon)
At least
every
quarter
By request
At least
every
quarter
By request
of Manager
Lists timecards that:
 are missing
 have not been
approved by
timekeeper
 require payroll
verification
 have messages
Identifies remaining Paid
Time Off (PTO) details and
balances. It can also be
produced for specific types
of information, such as
employees in a negative
time situation.
Similar to the Employee
Entitlement Details Report
but provides a summary of
each accrual plan.
Note: This report runs
only at night. After the
report has been submitted
the Request screen display
will be:
Phase – Inactive
Status – No
Manager
The report will be
available the next day.
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Variations
Show All Assignments
(all employees) or
group of employees
Timecards With
Messages
 Timecard for
individual employee
May be run by:
 Employee
 Organization
 Ministry and Paylist
 For the whole
Ministry
May be run by:
 Employee
 Ministry and Paylist
 Organization
 For specific
parameters
May be run by:
 Ministry and Paylist
 Organization
 For a whole
Ministry
 For a
specific
employee
 For specific
parameters
11-Dec-2015
Type
of
Report
GOS –
PTO
accrual
Name of
Report
Carryover
Notice
Report
GOS PTO
HR
Entitlement
Liability
Report
GOS MTL
MTL
Timecard
Audit
Report
Overview of Reports
Suggested
Time to Run
Description
Report
January
Reflects the
/February –
Remaining Hours
or as directed balance for the
by the ESC
applicable accrual
plans and has
columns to be
completed by the
employee with
values of To Be
Used by March 31,
Request Carryover,
and Request Bank
As requested Shows current
by manager
remaining
entitlement balances
and associated
liability as of an
applicable pay
period end date.


Timekeeper Student Guide

3 days
prior to
payroll
run day
day of
payroll run 
Replaces e-mail
alerts that were
previously sent to
payroll
mailboxes.
Alerts are
generated if
certain timecodes
are used and/or if
on the employee
assignment the
‘Manual
Overtime
Calculations’ is
set to Y.
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Variations
May be run by:
 Organization
 For a specific
employee
May be run by:
 Organization
- detail by primary
assignment
- summary by
primary
assignment
- detail for all
assignments
- summary for all
assignments
The report is run by
payroll (B1, B2 or M1)
and may be customized to
only include timecards
that fall within the
following parameters (one
or more than one may be
selected):
 Pay Period
 Last approved date
 Ministry
 Paylist
 Hours of Work
 Specific Message
11-Dec-2015
MTL Reports
Timecard Detail Report Description
MIDAS Time and Labour (MTL) Timecard Detail Report shows the Timecard details
and entries. For timecards with invalid lines, the error messages are displayed. The
report shows all the entries and messages on the timecard.
There are two versions of the MTL Timecard Detail Report that can be submitted from
the Timecard Search screen.
Show All Assignments (all employees)
o displays all entries on all timecards that fit into the selected parameters
o can be run for a group of employees or for an individual employee
Timecards With Messages (employees with messages on the timecard)
o displays all entries on the timecards with error or warning messages that
fit into the selected parameters
o can be used when there are several errors or messages to review
Timekeeper Warning Report Description
Timekeepers run this report on demand. If the Timekeeper Warning Report is blank,
there was nothing to report. Timekeepers are responsible for checking all missing
Timecards and correcting any errors that are identified on this report.
Timekeepers should ensure that all warnings are handled and the appropriate people
notified, should action be required. This report identifies timecards that are NOT ready
for the batching process. This includes the following error messages and actions required:
Missing Timecards - Timekeeper to enter
Note: Bi-weekly Positive Paid B1 employees who have not been scheduled to work
in a pay period must have the “No Time to Report” box checked on the Timecard
Header screen. This will remove the missing timecard warning message from the
Timecard Warning report and the employee will not be reported. If the employee
was scheduled to work but didn’t, then a timecard must be entered with the
appropriate LWOP timecodes.
“Invalid” or “Unprocessed” Timecards - Timekeeper to validate and approve
“Valid” timecards awaiting approval - Timekeeper to approve
Timecards marked as “Pending” awaiting verification - HRPA to Verify
Timecard Required Flag does not match the payroll cycle
o B2 or M1 – assignment timecard required flag set to Y. Requires positive
time entry in current pay period prior to payroll run. The timecard entry
screen should have a message box. The Timekeeper Warning Report must
be run in the current pay period in order to see this message.
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Notes:
Bi-weekly Positive Paid B1 employees always require the Timecard to be entered
in order to receive pay. The Timekeeper Warning Report should be viewed
using the current pay period.
Exception Paid B2 and M1 employees are shown in the Timekeeper Warning
Report as missing in the following pay period.
B2 and M1 Timekeeper Warning Reports should be run in both the previous and
current pay periods in order to see all warning messages.
Requesting a MTL Report for multiple employees
From the Timecard Search screen:
Select the “Payroll” and “Pay Period Start Date” from drop lists.
Enter either the “Organization” or the “Ministry and Paylist”.
For the “Timecard Detail Report”, click on the
o “Show All Assignments” radio button to view all Timecards.
o “Timecards With Messages” radio button to view only the Timecards
requiring attention.
For the “Timekeeper Warning Report”, click on the
o “Timecards Not Completed” radio button.
Press the “Print Report” button to submit the request.
Record the concurrent request ID number that appears on the pop up screen.
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Requesting a Timecard Detail Report for an individual employee
To run a Timecard Detail Report on an individual employee:
Option 1:
Timecard Search Screen
Select the “Payroll” and “Pay Period Start Date” from drop lists.
Query employee by name.
Press the “Print Report” button to submit the request.
Record concurrent request ID number from the pop up screen
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Option 2:
Timecard Entry Screen
Select the
“Payroll” and
“Pay Period
Start Date”
from drop lists.
Query
employee by
name.
Click “Find”.
Click
“Details”.
Press the
“Print” button
to submit the
request.
Record
concurrent
request ID
number
from the
pop up
screen.
Submitting a GOS - PTO Report
From the Navigation Screen, expand
Processes and Reports > Submit Processes
and Reports and the Find Requests screen
will appear.
Timekeeper Student Guide
From other screens, select from the menu
View > Requests and the Find Requests
screen will appear.
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11-Dec-2015
When the Find Requests screen pops up, click ‘Submit a New Request’
When the New Request form pops up, select Single Request (default) and press “OK”
The Submit Request screen will pop up and this is where you will select the report you
would like to run.
Selecting a GOS – PTO or GOS – MTL report
Click on the “List of Values” (three dots) on the “Name” field. “Name” field refers to
the name of the report OR Type the name of the report and Press “TAB”.
A List of Reports displays dependent upon the responsibility.
Select (highlight) the
report and click ‘OK’.
Parameter details for GOS – PTO and GOS – MTL Reports
GOS-PTO Employee Entitlement Details Report

This report provides employees and/or managers with attendance information
including accrual values reflecting Carryover, Entitled, Adjustments, Taken, Paid
Out and Balance.
 NOTE: A ministry-wide report can be run only using the GOS-PTO Employee
Entitlement Summary Report.
The remaining fields are optional and can be used to filter the report. If you do not enter
any further fields all employees included in the parameters below will be included in the
report.
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Includes Subordinates of HR Org Yes or No (required field)
Pay Schedule – Drop Down List such
as SGEU, MCP, CUPE
Assignment Category – Drop Down
List such as Labour Service, Non Govt,
Permanent Full Time
Assignment Status - Active, Leave of
Absence, Non-Active (includes
Seasonal Layoff, Season Layoff With
Pay and Terminate Assignment)
Effective Date – Can be set to
previous, current or future date.
Balances will be displayed for all
timecards that have been processed as
of this date.
Report Type – Detail (Default) or Summary
Positive and Negative Balances – Show All Balances (default), Show Positive Balances
only, or Show Negative Balances only.
Element Group – Specify an Element Group to Narrow down report by. For example:
PTO SL Accrual Plan, WCB Approved Leave, PTO SDO Accrual Plan.
Display PN Balance – Yes (default) or No
Click on the ‘OK’ button after filling in the parameters.
Click on the “Submit” button. This will submit the report and display the Request
screen.
To make a change to the parameters from this screen before submitting reports, click on
“Parameter” field and the parameters form will open.
Examples of “Employee Entitlement Details Report” and parameters
required:
Effective date – use current date to include all time entries that have been processed in
this fiscal year or you can use another specific date. Reports can only be run for one
fiscal year at a time.
Request Type
–
use ‘Detail’ to get a line by line history of all entries by date for the accrual plans
–
use ‘Summary’ to get a total of each accrual
1. To run the report for an individual employee:
Enter “Employee Name” (Employee's Last Name, then First Name). Press
“TAB”.
Enter any other parameters to further customize report.
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2. To run the report to view negative balances (i.e. Sick Leave or Vacation Leave)
Enter “Ministry” and “Paylist” or “Organization”
Positive and Negative Balances – select “Show Negative Balances Only”
Enter any other parameters to further customize report.
3. To run the report for multiple employees showing all accrual balances
Enter “Ministry” and “Paylist” or “Organization”
Report Type – select Detail to get results that show each entry of accruals for
each employee or select Summary to get results
Report will display accruals by one page per employee
NOTE: This report displays entitlements by employee. If the employee has
multiple assignments, the total balance is the total by employee - NOT by
assignment.
Sample GOS – PTO Employee Entitlement Details Report – ‘Detail’ selected
Sample GOS – PTO Employee Entitlement Details Report – ‘Summary’ selected
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GOS-PTO Employee Entitlement Summary Report

This report is similar to the details report, displaying the entitlement balances by
employee. It does not include the detail of transactions making up that balance
and will list multiple employees on one page. The report can be run by HR
Organization or Paylist, or for a specific employee. Selection criteria can be used
to limit the report based on type of accrual, assignment status, and
positive/negative balances.
Select the “GOS - PTO Employee
Entitlement Summary Report” from
the Submit Requests screen and select
“OK”. This report provides a summary
of each accrual plan; therefore, if ran by
“HR Org Ministry”, there will be
multiple employees per page.
Enter “Employee” (Employee's
Last Name, then First Name). Press
“TAB”.
OR
Enter the “Ministry” OR
Enter “Organization” or
Paylist to narrow selection
(optional)
The remaining parameters are optional.
When parameters are completed press “OK”. The Submit Request screen pops up.
If you do not enter any further fields all employees included in the above parameters will
be included in the report.
Includes Subordinates of HR Org - Yes or No (required field)
Pay Schedule – Drop Down List such as SGEU, MCP, CUPE
Assignment Category – Drop Down List such as Labour Service, Non Govt,
Permanent Full Time
Assignment Status - Active, Leave of Absence, Non-Active (includes Seasonal
Layoff, Seasonal Layoff With Pay and Terminate Assignment)
Effective Date – Can be set to previous, current or future date. Balances will be
displayed for all timecards that have been processed as of this date.
Report Type – Detail (Default) or Summary
Positive and Negative Balances – Show All Balances (default), Show Positive
Balances only, or Show Negative Balances only
Element Group – Specify an Element Group to Narrow down report by. For
example: PTO SL Accrual Plan, WCB Approved Leave, PTO SDO Accrual Plan.
Display PN Balance – Yes (default) or No
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NOTE: This report has
been developed to run
only at night. The
following message in the
Request screen will be
displayed:
Phase - Inactive
Status - No Manager
The report will be available the next day.
This report provides employees and/or managers with attendance detail information
including accrual values reflecting Carryover, Entitled, Adjustments, Taken, Paid
Out, and Balance.
NOTE: This report displays entitlements by employee. If the employee has multiple
assignments, the total balance is the total by employee - NOT by assignment.
GOS-PTO Accrual Carryover Notice Report

This report is used to support the fiscal year end request for carryover of accrual
plan balances from one year to the next. The Report reflects the Remaining Hours
balance for the applicable accrual plans and has columns to be completed by the
employee with values of To Be Used by March 31 and Request Carryover. The
balances are displayed from a snapshot created for all timecards processed as of
the last payroll run.

The report can be run by HR Organization or for a specific employee
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Select the “GOS - PTO Carryover Notice Report” from the Submit Requests screen
and click “OK”.
The parameters for the Carryover Notice Report include.
Effective Date – Choose date to run
report effective for.
HR Organization - must include
either HR Organization or Employee
Name
Includes Subordinates of HR Org Yes or No (Default to N)
Employee Name - must include either
HR Organization or Employee Name
Report Sick Leave – Yes or No
(Default to N)
Signature Line Title 1 – 3 – Title of Authorized Signature
Comments – Any comments to be included at the bottom of the report
Press “OK” when parameters are complete.
Note: Exception paid employees (B2 and M1) typically have their timecards entered one
period late, resulting in the balances for the pay period being updated one period late. For
example, the period end date of 31-DEC for monthly payroll will display attendance
entered to 30-NOV.
This report runs off a ‘snapshot’ table created after each payroll run. Any retroactive
changes after the payroll run to the data impacting these balances will not be reflected on
the report until the next payroll run’s period end date.
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GOS-PTO HR Entitlement Liability Report

This report shows current remaining entitlement balances and associated liability,
as of an applicable pay period end date. The balances are displayed from a
snapshot created for all timecards processed as of the last payroll run. This report
is not intended to report the actual financial liability; that information will be
made available on a separate financial report.

The report can be run by HR Organization. Four versions are available - detail by
primary assignment, summary by primary assignment, detail for all assignments,
and summary for all assignments.
This report provides management with a tool to identify current remaining Paid Time Off
(PTO) balances and associated liability as of an applicable pay period end date.
This report is NOT intended to report the actual financial liability – that information is
available on a separate financial report.
Note: This report can be run as a summary report or as a detail report. Based on
parameter selections, this will gather the required information and submit up to 4 separate
requests.
Select “Yes” to at least one
of the four report types:
Detail Report by
Primary Assignment
Detail Report by
All Assignments
Summary Report by
Primary Assignment
Summary Report by
All Assignments
NOTE: Additional information for this report is provided in the 08-JAN-2007 MIDAS
Release.
GOS-MTL Timecard Audit Report
Previously e-mail alerts were sent to the payroll mailboxes when timecards were entered
and approved with timecodes that trigger messages for payroll to review. These messages
will now be reported on a MTL report, the GOS – MTL Timecard Audit Report. The
report will provide detailed information for each message, such as date, timecode, and
hours. E-mails will no longer be sent to the generic payroll mailboxes. The report
produced is in PDF format and can also be e-mailed to specified e-mail box(es) in Excel
format.
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Required fields:
Payroll - (B1, B2 or M1)
Pay Period To – default
is current pay period
where payroll run has not
occurred yet.
Optional fields:
Pay Period From – for
current period reporting,
leave blank and it will
select all timecards
approved since the
previous payroll run.
Last Approved as of
Ministry
Paylist
Hours of Work
Message – Allows for selection of specific message. If no selection is made will include
as messages flagged as default.
E-Mail for Excel Report – not required by when completed report is e-mailed in Excel
format to email address entered.
For further information see the MIDAS Communication, November, 15, 2011.
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Finding and Viewing MTL and PTO Reports
Reports that have been submitted can be found and viewed by going through the
Navigation Screen or through the View menu at the top of the page:
From the Navigation Screen, expand
Processes and Reports > View Requests
and the Find Requests screen will appear.
From other screens, select from the menu
View > Requests and the Find Requests
screen will appear.
Find Requests screen
1. Select one of the radio buttons
to view the report:
My Completed Requests
My Requests in Progress
All My Requests (system
default)
Specific Requests
When viewing a specific request,
complete the appropriate
parameters.
Click on the “Find” button.
This will display the “Requests”
screen.
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Requests screen
This screen displays all reports that have been submitted and the phase and status of each
report.
Click on the “Refresh Data” button to refresh the screen. Continue clicking on this
button until the report shows the Phase column as “Completed” and the Status column
as “Normal”.
Phase
“Pending”– the report is waiting to run
“Running”– the report is currently running
“Completed”– the report has completed
running
“Inactive”– this phase is used for reports
that have been designed to run only at night
(i.e., Employee Entitlement SUMMARY
Report)
Status
“Normal” – the report has completed
successfully
“Error”– there is a problem with the
report. Click on the “View Log” for more
details or call the MIDAS HR/Payroll Help
Desk, if necessary.
“No Manager”– this is used to identify
reports that have been designed to run only
at night (i.e., Employee Entitlement
SUMMARY Report).
Viewing MTL and PTO Reports
Reports can be view using the Zoom icon or through the View Output button.
Highlight the report you want to view
Zoom icon
Select from the menu, View > Zoom OR select the “Zoom” icon button.
Note: The Reports are opened using Adobe Acrobat, which may have to be installed on
your computer.
When selecting “Zoom”, a window will
pop up asking to “Open” or “Save” the
document, select “Open” to view the
report.
The “View Output” button will also allow the timekeeper to see the request; however, it
is in text format which makes it more difficult to view the entire report and does not print
properly.
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Schedule & Processes

Batch schedule
Payroll batch is run:
 3 nights prior of payroll processing
 1 night prior of payroll processing
 Night of payroll processing

Timekeeper warning report schedule
Batch Schedule
The payroll batch is run three nights prior, one night prior and the night of payroll. The
batch process will mark all timecards that are approved or verified as processed which
then moves the timecard elements to element entry and are then ready to be paid.
Timekeeper warning report schedule
The Timekeeper should be running this report prior to the batching schedule to ensure
all timecards have been entered and are ready for batching. It is recommended that the
Timekeeper Warning Report is run three days prior to payroll production after
timecards have been entered by the timekeeper deadline. Once all received timecards are
entered, run the Timekeeper Warning Report again at noon on the day of payroll
processing.
B1 employees: The Timekeeper Warning Report is primarily used to identify missing
timecards and ensure that all timecards are approved and verified.
B2 & M1 employees: The timekeeper Warning Report is primarily used to identify
employees requiring positive time entry in the current pay period. The report is also used
to identify missing timecards and timecards requiring approval or verification from
previous pay periods.
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Chapter 6
Timekeeper's Touch Points with Other Roles
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Timekeeper's Touch Points with Other Roles
Employee Supervisor

Contact the Employee’s Supervisor:
- If the paper timecard requires clarification
- To obtain corrections to override costing if required
- To determine required change to time code if a negative accrual balance
warning message appears
- To advise of any changes made to the timecard
- For overtime authorization
Human Resource Payroll Administrator (HRPA)

Contact the HRPA:
- To update MIDAS when a mid-period change is indicated on the paper
timecard but no message appears on the Time Entry Screen
- If unable to enter override costing due to “Unauthorized” entry.
- If unable to enter a WCB timecode
- If you require clarification of rules. i.e. overtime, differentials, time code
eligibility
- To request the HRPA review a specific Timecard
- To request a Quick Pay for employees
- If payroll verification of timecard (status pending) appears on Timekeeper
Warning report prior to final batching cut-off.
For employees with “Manual Overtime Calculations Required” flag is “Y”, the
“Transfer” button does not activate until the HRPA verifies the timecard. Timekeepers
use regular e-mail to request a Quick Pay.
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Chapter 7
References
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Reference Materials







Common Acronyms
Terminology
Timecard Fields
Short-cut Keys
Common Reason Codes
Common Error and Warning Messages
When to Contact the ESC or MIDAS Help Desk
Common Acronyms
CBA
CRC
CUPE
DLOA
DM
DR
EDO
FTE
GOS
HR or HRB
ILOA
LOU
LS
LTD
LWOP
MIDAS
MTL
OT
PEBA
PFT
PPT
PSC
PTO
SDO
SGEU
SHRC
TAHD
TIL
TR
UMC
WCB
Collective Bargaining Agreement
Criminal Record Check
Canadian Union of Public Employees
Definite Leave of Absence
Deputy Minister
Data Repository
Earned Day Off
Full Time Equivalent
Government of Saskatchewan
Human Resource (Branch)
Indefinite Leave of Absence
Letter of Understanding
Labour Service
Long-term disability
Leave Without Pay
Multi-Informational Database Application
MIDAS Time and Labour
Overtime
Public Employees Benefits Agency
Permanent Full Time
Permanent Part Time
Public Service Commission
Paid Time Off
Scheduled Day Off
Saskatchewan Government and General Employees Union
Saskatchewan Human Rights Commission
Temporary Assignment of Higher Duties
Time in Lieu
Temporary Reclassification
Union Management Committee
Workers Compensation Board
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Timekeeper Terminology
Paper Timecard
Timecard
HR Organization
HR Org/Ministry
Entity
Grade
Job
Employee Number
Assignment Number
Accrual Balances
Averaging Period
Rotation Plan
Work Schedule
Autofill
Timecard Exception
Reporting
Timecard Positive
Reporting
Batching
Excel or PDF version that employees use to record their time
 The time entry area where time information is recorded by day.
 This information feeds the payroll and accruals
The organizational structure that an employee is assigned to
which does not necessarily relate to the financial structure.
Use along with paylist to select employee for timecard entry.
Corresponds to Vote or Ministry where expense is charged in the
General Ledger.
Consists of three segments separated by a period: Pay Schedule,
Level, and Modifier. (i.e., SGEU.07.Market Supplement).
Consists of three segments separated by a period: Occupation
Group, Sub-Occupation Group, and Working Level. : (i.e., HCP,
HAD.W [indicates Child Protection Worker, Adoptions, Working
Level]).
The unique number that is assigned to every employee and is
maintained through their work history with government (i.e.,
12345).
 A system generated number that uniquely identifies an
employee’s assignment; where only one assignment exists, it
will match the Employee Number
 An employee with multiple assignments will have sequential
numbers attached (i.e., 12345-2, 12345-3).
 Remaining balance in all paid time off (PTO) plans. (i.e.,
vacation, sick, banked overtime, etc.).
 Displayed in hours for all employees
Period of 2 to 8 weeks (some are longer) where employees’ hours
of work designation is used to determine the number of hours
required and threshold to apply overtime rates.
Regular working schedule which includes start time, stop times,
and regular days of rest
Provide the ability for longer term shift patterns to be created than
a rotation plan
A Button on the timecard that allows for multiple timecard details
to be entered once
 Reporting only exceptions to normal, regular time worked.
(i.e., overtime, sick leave, vacation leave, EDO used, etc.).
 Used only for B2 and M1 employees
 Reporting all the details. (i.e., regular time (start and stop),
overtime, sick leave, vacation leave, etc.).
 Used only for B1 employees and any B2 and M1 partial period
employees
The process where the system gathers timecards into a batch by
HR Org and Pay List to transfer to the employee element entry for
payment and update of accruals
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Costing
Exception Paid
Employees/B2 and
M1
Positive Paid
Employees/B1
Method of indicating where employee pay is coded into the
General Ledger of Financials
 B2 and M1 employees who typically receive pay each pay
period regardless of a timecard being submitted.
 Adjustments are normally made to their pay retroactively for
supplementary pay or time not worked.
B1 employees who are paid based upon the hours worked
indicated on their biweekly timecard
Timecard Fields
Date
Day
Assign Num
Time Code
Reason
Start Time
End Time
Hours
Notes
Costing
Deleted
Review
Status
Enter the activity date
Auto populates based upon the date entered
Auto populates or if entering more than one assignment, provides
a drop down list to select from
A two or three character reason code used to record employee’s
activity
A two character reason code used to further describe employee’s
activity for sick leave, pressing necessity, and family leave
Time is recorded using the 24 hour clock. Start time records
record the start of a day, shift, cost change and/or certain time
codes. Midnight is always recorded as 00:00
Time is recorded using the 24 hour clock. End Time records the
end time of the day, shift, cost change and/or certain time codes.
Midnight is always recorded as 00:00.
Note: Not all time codes require a Start and End Time. This is
system controlled.
Auto populates based upon start and end times entered or is
manually entered based upon time codes entered.
Timekeeper enters notes recorded on the paper Timecard by
clicking into this box (i.e., employee may put a note on the reason
for overtime)
Record the costing overrides
A check mark will appear in this box if the line has been deleted
after the Timekeeper has “Approved”.
A check mark will appear in this box if the validation process
provides a warning or an error message that requires review.
Displays the status of each line throughout the process
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Keyboard Shortcuts
A Keyboard Shortcut is a specific combination of keystrokes that performs the same
function as a corresponding menu item or mouse click.
You can display a list of the keyboard shortcuts that map to your computer
terminal's keyboard at any time. By using M > Help > Keyboard Help or Ctrl+K.
When you finish scrolling through the listing, click OK to close the window.
MIDAS assigns many commonly used functions, such as Run Query, Save or Clear
Record to keyboard shortcuts. MIDAS users can bypass the Menu by using the
following list of Keyboard Shortcuts:
COMPLETE LIST OF KEYBOARD SHORTCUTS:
Function
Copy Field
Clear Field
Copy Record
Clear Record
Clear Form
Count Query
Delete Record
Display Error
Down
Edit
Enter
Execute
Exit or Cancel
Help
Insert Record
List of Values
List Tab Pages
Next Field
Next Record
Previous Field
Print
Save
Scroll Down
Scroll Up Page Up
Update Record
Timekeeper Student Guide
Keyboard Shortcut
Shift+F5
F5
Shift+F6
F6
F8
F12
Ctrl+ Up Arrow
Shift+Ctrl+E
Down Arrow
Ctrl+E
Query F11
Query Ctrl+F11
F4
Ctrl+H
Ctrl+ Down Arrow
Ctrl+L
F2
TAB
Down Arrow
Shift+TAB
Ctrl+P
Ctrl+S
Page Down
Ctrl+U
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Keyboard Shortcuts
On the MIDAS screens, shortcut keys are identified by an underscore. To use the shortcut
key, use ALT+ the letter that has the underscore:
Search
ALT+S
Print Report
ALT+P
Find
ALT+I
Details
ALT+D
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Common Time Codes
A full list of time codes is available online and on the Excel timecards.
RT - Regular Time Worked
EX – Extra Hours: This time code used by variable hour/job-sharing employees who
worked more than the required hours based upon the employee’s variable hour/job share
hours of work arrangement for a certain pay period.
Earned Days Off Variations:
EU – EDO Used
EB – EDO Banked
ET – EDO Taken From Bank
EOB – To bank over 8 hours on an EDO at straight time (field employees only - if
eligible)
Scheduled Days Off Variations:
SU – SDO Used
Vacation Leave
 VL - Paid Vacation Leave
 VLU - Vacation Leave Unpaid (receiving vac pay).
 LV - Vacation Leave Without Pay
For employees that receive vacation hours (credits), the VL and LV time codes would be
used to record any vacation leave.
Employees should use these time codes if they are permanent parttime, permanent full-time and out-of-scope.
VL code will map to the PTO VL Taken on element entry and reduce the
vacation credit balance.
LV code will map to Leave Without Pay Exc on element entry and the hours
will be used to reduce the regular salary payment.
For employees that receive Vac Pay Reg, the VLU time code would be used to record
any vacation leave taken.
Employees should use this code if they are non-permanent and labour service.
This will map to PTO VLU Taken on element entry
Sick, Family and Pressing Necessity Leave
 SFL - Family Leave
 SPN - Pressing Necessity
 SSL - Sick/Illness
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For employees that have over 600 hours of sick leave carryover, the employee has
unlimited pressing necessity leave.
Refer to the HR Manual, Policy 702-1, for guidelines on Pressing Necessity and Family
Leave.
For employees with less than 600 hours of sick leave on carryover, they must have
sufficient sick leave and pressing necessity to use family leave and must have sufficient
sick leave to use pressing necessity.
Maximum number of family leave hours that can be used in a fiscal year is 40 hours. It
does not carry over at fiscal yearend.
For more information or questions about pressing necessity or family leave contact your
manager or human resource consultant.
Statutory Holidays
 SY - Statutory Holiday
 Automatically added by system when validate button is pressed. This is
used as a placeholder for employees that receive designated holiday pay
on their cheques.

SYP - Statutory Holiday Pay
 Automatically added by system when validate button is pressed. This is
used for employees that do NOT receive designated holiday pay.
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Common Error and Warning Messages
Distribution
Timekeepers*
Ownership
The MIDAS User Support Team [PSCMIDAS-MHD@psc.gov.sk.ca] is responsible for
ensuring that this document is necessary and that it reflects actual practice.
NOTE:
Warning Messages will not stop the processing of the timecard.
Error messages must be corrected in order to approve and process the timecard.
Code
Description
GEN - General Validation
GEN0003
Code
GEN0005
Action Required
Error - Employee must be
recalled prior to time Entry
Only applies to Labour Service Seasonal Layoff - Contact
ESC/HRPA regarding employee
rehire.
Description
Action Required
Error - Assignment is not Active Employee recorded terminated or
for the date entered
DLOA. If paper timecard has
entries after termination/DLOA
date, verify correct termination
date with ESC/HRPA, contact
employee's manager.
GEN0006
Warning - Total for day
exceeds the scheduled hours
and may result in overtime.
Warning is based on Rotation
Plan - entry should be reviewed to
determine if eligible for overtime,
review rotation plan to determine
if accurate.
GEN0101
Error - Assignment not
authorized for cost changes on
time entry
Contact ESC/HRPA to change
Allow Time Cost Entry flag to Y on
Assignment DFF for this pay
period.
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GEN0102
Error - Cost overrides not
applicable for this time code
GEN0103
Error - Value entered for Entity
is a parent and is not valid for
costing
GEN0104
Error - Value entered for
Program is a parent and is not
valid for costing
GEN0105
Error - Value entered for Org is
a parent and is not valid for
costing
Time code cannot have cost
override entered (i.e., Time
Banked codes). Continue without
override entry and advise
manager.
Override costing string is not set
up in general ledger. Contact
employee's manager to set up in
GL or confirm correct string.
GEN0106
Error - Value entered for
Project is a parent and is not
valid for costing
GEN0107
Error - Value entered for
Location is a parent and is not
valid for costing
GEN0108
Error - Not authorized to cost to
Entity and Program entered *
GEN0109
Error - Costing string does not
pass GL cross-validation rules
GEN0113
Error – Also receiving Des Hol
Pay. Please contact HRPA.
Contact ESC/HRPA to review
elements on assignment.
GEN0114
Warning Current Fiscal Year
Timecard Amendment
Contact ESC/HRPA to review.
*May need to contact the
ESC/HRPA
Warning – Previous Fiscal Year Contact ESC/HRPA to review
Timecard amendment
PTO entitlements.
GEN0116
Error – Cannot amend timecard Contact ESC/HRPA to request
as final process date exists –
removal of a final process/end
contact ESC
date from the assignment.
GEN0117
Error – Location and Project
Enter a valid location and/or
segments on Costing cannot
project code.
be blank
Code
Description
Action Required
ATT - Attendance Validation
GEN0115
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ATT0003
Warning - Ensure actual time
worked is recorded. Payment
will be based on that.
ATT0004
Error - WS valid on unapproved
claims between Injury Date &
End of Claim
Error - WC & WG valid only on Contact ESC/HRPA to ensure
that WCB EIT is up to date.
approved claims between
Injury Date & End of Claim
ATT0005
The employee has reached the
LWOP threshold. Requires
positive time entry for accurate
payment.
Note: If positive time entry is
not done, employee will not be
paid.
ATT0012
Error - WR and WW valid on
rejected claims between Injury
Date & End of Claim
ATT0007
Error - Not eligible for this time
code
Review timecard; contact
ESC/HRPA to determine whether
employee is eligible.
ATT0011
Warning - Family Leave usage
has exceeded maximum for
fiscal year
Have employee submit amended
timecard. Refer to HR Manual for
information regarding Family
Leave Policy
ATT0013
Error - Hours for Stat are
incorrect.
Review number of hours entered
for SY and SYP code. It is not
necessary to enter hours for stat.
Upon validation of timecard
correct timecode will populate
with correct number of hours
based on the employees
assignment.
SUP - Supplementary Validation
SUP0007
Error - Differential exceeds
Regular Time
SGEU only. Review and correct
Differential or RT time entered on
timecard. Differential time cannot
exceed RT time.
ACC - Accruals Validation
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ACC0001
Warning - Negative balance on
entitlement records
ACC0003
Error - Accrual plan is not
active on this assignment
Follow ministry procedures to
obtain authorization for approval
of negative balance, or have
employee submit amended
timecard to manager.
Contact ESC/HRPA to determine
if employee is eligible for accrual
plan and whether it should be
added.
The following are time codes that are eligible for DWP and DSP:
AL
CJ
CP
EB
EOB
EX
ESW
GRT
PPB
PPS
RC
RP
RT
TR
US
WC
WG
Assigned Leave With Pay
CUPE Joint Council Leave
CUPE Presidential Leave
EDO Banked
EDO Over 8 Hours Banked
Extra Hours
EDO Severe Weather
Guaranteed Regular Time
Premium Pay on Stat Banked at 1.5
Premium Pay on Stat at 1.5
Regular Time Call Back
Regular Time Phone Call
Regular Time Worked
Training, Learning and Development
SGEU Union Business
WCB Approved Leave
WCB Graduated Return
Help Desk

For assistance with MIDAS password or MIDAS issues, contact the
MIDAS HR/Payroll Help Desk at
o Email PSC MIDAS-MHD

For assistance with timecards, contact the Employee Service Centre at
o 306-798-0000 or 1-877-852-5808 or
o Email esc@gov.sk.ca
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