EUT Course - 150 Time and Labor - Texas

CAPPS HR/PAYROLL

End-User Training (EUT)

EUT Course - 150

Time and Labor

PeopleSoft 9.2

April 2021

Page ii

Table of Contents Time and Labor Core ....................................................................................................... 1

Section 2 - Approving and Managing Time ............................................................................. 1 Lesson 1 - Approving and Managing Time ........................................................................................... 1

Super User Timesheet Overview ........................................................................................................................ 1 Lesson 2 - Timesheet Entries ................................................................................................................. 5

Entering Time for Employees ............................................................................................................................. 5 Viewing Leave Balances .................................................................................................................................... 8

Lesson 4 - Overtime and Lump Sum Payouts ........................................................................................ 9 Paying Out Overtime .......................................................................................................................................... 9

Lesson 5 - Payable Time ...................................................................................................................... 11 Viewing Payable Time ..................................................................................................................................... 11 Closing Payable Time ....................................................................................................................................... 12

Section 3 - Sick Leave Pool ...................................................................................................... 14 Lesson 1 - Awards and Donations ....................................................................................................... 14

Awarding Sick Leave ....................................................................................................................................... 14 Donating Sick Leave ........................................................................................................................................ 15

Lesson 2 - Fiscal Year End Sick Leave Pool Process .......................................................................... 17 Fiscal Year End Sick Leave Pool Process ........................................................................................................ 17

Section 4 - Troubleshooting Time and Labor ........................................................................ 19 Lesson 1 - Managing Exceptions ......................................................................................................... 19

Running the Exceptions Query ......................................................................................................................... 19 Manage Exceptions .......................................................................................................................................... 20 Running the Ad Hoc Time Admin Process ....................................................................................................... 22

Lesson 2 - Updating and Processing Information ................................................................................ 24 Updating the Earliest Change Date2 ................................................................................................................. 24

Section 5 - Time and Labor Set Up......................................................................................... 25 Lesson 1 - Time and Labor Set Up ...................................................................................................... 25

Viewing Time Reporter .................................................................................................................................... 25 Lesson 2 - Modifying Work Schedules ................................................................................................ 26

Flexing and Overriding ..................................................................................................................................... 26 Modifying Work Schedules .............................................................................................................................. 29

Lesson 4 - FYE Annual Leave Conversion .......................................................................................... 32 Running the FYE Annual Leave Conversion ................................................................................................... 32

Section 6 - Reports and Queries .............................................................................................. 33 Lesson 1 - Reports and Queries ........................................................................................................... 33

Running the Employee Monthly Time Report .................................................................................................. 33 Running the TRCs by Date Report ................................................................................................................... 35 Running the Comp Balances by Employee Query ............................................................................................ 38

4/1/2021 CAPPS Time and Labor Page 1

Time and Labor Core

Section 2 - Approving and Managing Time

Lesson 1 - Approving and Managing Time

Super User Timesheet Overview

Section 2, Lesson 1 Exercises, Scenario 1 - Super User Timesheet Overview

Procedure

In this lesson, you will learn about the functionality of the Super User Timesheet.

Step 1. Click the Employee Self Service button.

Step 2. Click the Time and Labor menu.

Step 3. Click the Time Management button.

Step 4. Super Users can enter and/or modify a timesheet for an employee or manager.

Step 5. They also run the ad hoc Time Administration process that calculates time and

adjusts leave balances.

Step 6. Since the Super User and Sick Leave Pool Administrator can add or adjust time,

they use the Super User Timesheet.

Step 7. Time Administrators will have a similar timesheet, but they have a limited

number of transactions that they can perform.

Step 8. Click the Activity Guide Navigation Area button.

Step 9. The Super User Timesheet Search page displays.

Step 10. To look at an employee's timesheet, you can enter the Empl ID or use the Name

fields to search for the employee.

Step 11. Click in the Empl ID field.

Step 12. Enter the desired information into the Empl ID field. Enter "70631000010".

Step 13. The Date field defaults to the first of the current month but can be changed as

needed.

Step 14. In this example, you will use the defaulted date.


Step 15. NOTE: Super Users have access to all periods of activity, unlike employees and

managers that only have access to the timesheet for a defined period (i.e. 90

days).

Step 16. This timeframe is determined by each agency, so your agency may be different.

Step 17. NOTE: Super Users must be aware that balances prior to their Go-Live date

must be corrected in the system of record (USPS) for that time, as well as

CAPPS. Super Users should work with CAPPS and SHRPA Support Staff to

correct these dates.

Step 18. Click the Search button.

Step 19. The timesheet header displays important information. Verify that the Name and

Empl ID are correct for the empl ID that was entered.

Step 20. Your security profile will determine the employees that you are able to view.

Step 21. The Leave Balances section displays the leave balances for this employee.

Step 22. The leave balances always reflect the current amount of leave that the employee

has accrued in each area.

Step 23. This employee has 120 hours of Annual Leave. The employee has requested 8

hours of time off that is Pending Approval, leaving an Available balance of 112

hours.

Step 24. If the leave taken is not approved, it will remain in Pending Approval. Processes

are in place to remind managers to approve their employee’s time and leave.

Step 25. Super Users must run queries to ensure Needs Approval time is managed

appropriately.

Step 26. The next segment shows two groups called grids. These grids contain 31

sequential days where time is entered.

Step 27. The first grid displays the first 15 days beginning with the effective date entered

on the Search page.

Step 28. The 2nd grid displays the second half of the month.

Step 29. You see March 1, 2, and 3rd displayed because there is always 31 days displayed

and February has 28 days.

Step 30. An Exception Time Reporter enters time on their timesheet when it is different

from their assigned scheduled hours. This includes hours worked over their

scheduled hours and any leave time taken during their scheduled hours.

Step 31. If no leave is taken, the employee will only have to submit their time according

to their agency's policies.


Step 32. A Positive Time Reporter must enter all hours that they work on the day that

they work. They are also required to enter leave time and must submit their time

as per their agency's deadlines in order to get paid.

Step 33. The example below displays the first week of a Positive Time Reporter. It

indicates 0.00 hours. Therefore, their hours must be entered in order to receive

pay.

Step 34. *Time Reporting Codes are used to enter different types of time.

Step 35. Annual Leave and Sick Leave are just two types of time that can be entered on

the timesheet.

Step 36. Only one *Time Reporting Code (TRC) can be entered on a line.

Step 37. The Add a New Line button allows the Super User to add lines so different types

of time can be added to the timesheet.

Step 38. TRCs can be typed directly into the field. They can also be selected from a list of

available values.

Step 39. Click the Look up Time Reporting Code (Alt+5) button.

Step 40. This agency has 147 TRCs. Some agencies have agency specific TRC’s.

Step 41. When your agency goes live on CAPPS the number of TRCs may be different

from other agencies.

Step 42. The TRCs will be reviewed in detail in the next lesson.

Step 43. Click the Close button.

Step 44. The Override Reason Codes (ORC) are agency-specific and can be used to

better identify or define an employee's time entry. It is a 5 character code.

Step 45. Examples:

Step 46. TLWRK = Teleworking

Step 47. HARVY = Hurricane Harvey

Step 48. WCOMP = Workers Compensation

Step 49. The Status field indicates AP for Approved because this is the assigned status on

the Super User Timesheet.

Step 50. Click the scrollbar.

Step 51. The Task field is available for agencies to identify or define another level of an

employee's time entry. It is also a 5 character code.


Step 52. Examples:

TRAIN = Training

TRAVL = Travel Time

MEETG = Meeting

Step 53. The Labor Account Code field is used by some agencies to further define time

allocated for special purposes. Agencies using Labor Account Codes will

provide training on when and how to use this field.

Step 54. The FMLA/Parental/Mlty Care IDs are used to designate the Event number

when an employee is out on either of these leaves.

Step 55. The Comments field may be used by employees, managers, and/or Super Users.

Step 56. The Super User timesheet has both the Approve and Deny buttons for each line

and an E-Sign & Approve button.

Step 57. It is important to understand the difference between the two and when to use

them.

Step 58. When the Super User needs to Approve/Deny time entered by the employee (on

behalf of the manager), the Super User would first click the Approve (or Deny)

button on each line, then click the E-Sign & Approve button.



Step 61. Clicking the E-Sign & Approve button without using the Approve/Deny

buttons, will approve time that the Super User has selected to be approved or

time that the Super User has entered directly onto the Timesheet.

Step 62. Click the Override Schedule link.

Step 63. The Override Schedule Workday link allows the user to adjust the employee's

work schedule for the current week.

Step 64. This will be explored in detail in a later lesson.

Step 65. Click the Return To Timesheet link.

Step 66. Click the View Leave Balances link.

Step 67. The Leave Types with balances for the employee is displayed.

Step 68. Clicking on the Leave Type name or Balance will display more details.

Step 69. Click the Return to Employee Timesheet link.


Step 70. The button will move the timesheet back 31 days at a time.

Step 71. Click the Previous button.

Step 72. The month of January is displayed and it has 31 days. If it were a month with 30

days, you would see the first day of the following month displayed.

Step 73. The Next button moves the timesheet forward 31 days (back to February).

Step 74. Click the Next button.


Step 76. The Request or Maintain Leave of Absence link allows Super Users to place an

employee on Leave of Absence, Return an employee from Leave of Absence, or

to change a LOA Reason Code.

Step 77. Note: The Leave of Absence link is available in Manager Self-Service for

agencies that use Full Manager Self-Service.

Step 78. Click the Request Leave of Absence link.

Step 79. Click the Go to Timesheet link.

Step 80. Congratulations! You have completed this lesson.

Lesson 2 - Timesheet Entries

Entering Time for Employees

Section 2, Lesson 2 Exercises, Scenario 1 - Entering Time for an Employee

Procedure

In this lesson, you will learn how to enter time for an employee.

The time entries for this employee will include:

- Regular Hours Worked

- Annual Leave Taken

- Sick Time

- Optional Holiday

- Comp Time

Keep in mind, all employees are responsible for entering their own time. On occasion, the Super

User may have to enter and/or correct time for someone.







Step 6. In addition to a name or Empl ID, a Date is required.

Step 7. The Date field will default to the first of the current month. This date can be

changed to go to a timesheet for a different month.

Step 8. Click in the Date field.


Step 10. Enter the desired information into the Date field. Enter "04012021".



Step 13. In this example, the employee took 8 hours of ANLVT on April 7th.

Step 14. You can enter the TRC or use the Look up feature.

Step 15. Click in the Time Reporting Code field.

Step 16. Enter the desired information into the Time Reporting Code field. Enter

"anlvt".

Step 17. Press [Tab].

Step 18. Click in the Wed 4/7 8.00 field.

Step 19. Enter the desired information into the Wed 4/7 8.00 field. Enter "8".

Step 20. This employee also took 4 hours of COMPT on April 9th.

Step 21. Each new TRC requires a separate line.

Step 22. Click the Add a New Line for Thursday 04/01/2021 to Thursday 04/15/2021

button.



"compt".


Step 25. Click the Look Up button.

Step 26. Click the COMPT link.

Step 27. Click in the Fri 4/9 8.00 field.

Step 28. Enter the desired information into the Fri 4/9 8.00 field. Enter "4".

Step 29. This employee worked over a total of 10 regular hours on April 12 - 14, 2021.


button.



"reghr".


Step 34. Click in the Mon 4/12 8.00 field.

Step 35. Enter the desired information into the Mon 4/12 8.00 field. Enter "10".


Step 37. Enter the desired information into the Tue 4/13 8.00 field. Enter "10".



Step 40. When Time Administration runs it will determine if the employee earns Comp

Time or FLSA Overtime and update the hours in the appropriate Comp Time

Plan.

Step 41. This employee also used 8 hour of Sick Time on Thursday, April 8, 2021.


button.


Step 44. Enter the desired information into the Time Reporting Code field. Enter "sickt".


Step 46. Click in the Thu 4/8 8.00 field.

Step 47. Enter the desired information into the Thu 4/8 8.00 field. Enter "8".

Step 48. This employee used 8 hours of Optional Holiday time on Good Friday 4/21





"reghw".


Step 53. Click in the Wed 4/21 8.00 field.


Step 55. If the employee chooses to take the optional holiday, they can enter OHCPT.

This will cause their Optional Holiday leave balance to go negative.

Step 56. By taking the optional holiday, they are agreeing to work another skeleton

holiday before the end of the fiscal year.

Step 57. When the employee works the skeleton holiday to make up for the optional

holiday, they use the REGOH TRC which will offset the negative balance.

Step 58. The Super User entered all the time on this timesheet therefore, only the E-Sign

& Approve button needs to be clicked.

Step 59. Click the E-Sign & Approve button.

Step 60. Click the OK button.


Step 62. Notice the change in the Leave Balances.


Viewing Leave Balances

Section 2, Lesson 2 Exercises, Scenario 2 - Viewing Leave Balances

Procedure

In this lesson, you will learn how to view employee Leave Balances.





Step 4. Click the Leave Balances link.

Step 5. You can click Get Employees to view all employees within the agency or use the

Filter to enter a specific employee ID.

Step 6. Click the Filter button.

Step 7. Click in the Employee ID field.

Step 8. Enter the desired information into the Employee ID field. Enter "70631000014".

Step 9. Click the Done button.

Step 10. Select the employee name.

Step 11. Click the Luna Train063 link.

Step 12. You can click on the Plan Type in order to view more information.

Step 13. Click the Compensatory Time link.

Step 14. There are more details provided including an Expiration Date for the Leave

Type and Hours at the bottom of the page, if applicable.


Step 16. Click the Return to Leave Balances link.


Step 18.

Lesson 4 - Overtime and Lump Sum Payouts

Paying Out Overtime

Section 2, Lesson 4 Exercises, Scenario 1 - Paying Out Overtime

Procedure

In this lesson, you will learn how to code the timesheet so that the employee gets paid for their

overtime worked.




Step 4. Overtime can accrue up to 240 hours.


Step 5. Once an employee accrues up to or greater than 248 hours, the CAPPS system

will automatically pay out the overtime hours down to 240 hours.








Step 13. This employee has a balance of 45.75 hours of FLSA Overtime.

Step 14. In this example, the employee has been approved to be paid for 16 hours of their

Overtime.


Step 16. Enter the desired information into the Time Reporting Code field. Enter "f".


Step 18. Select the Banked Overtime Paid TRC.

Step 19. Click the FLSAP link.




Step 23. In this example, the Super User has received the necessary agency approvals to

pay the employee prior to entering the FLSAP TRC.



Step 26. Notice the FLSA Overtime bank is reduced by 16.00 hours.

Step 27. The Overtime will be paid to the employee on the next payroll.



Lesson 5 - Payable Time

Viewing Payable Time

Section 2, Lesson 5 Exercises, Scenario 1 - Viewing Payable Time

Procedure

In this lesson, you will learn how to view Payable Time.




Step 4. Click the Payable Time link.

Step 5. Viewing Payable Time can be helpful when trying to assist employees and

managers with paycheck issues.

Step 6. It can also be helpful for troubleshooting timesheet errors.

Step 7. Click the Filter button.

Step 8. Click in the Employee ID field.

Step 9. Enter the desired information into the Employee ID field. Enter "70631000017".

Step 10. Click the Done button.

Step 11. Click the Cynthia Train063 link.


Step 13. The date defaults to the current date but can be changed as needed. In this

example, use February 1, 2021.

Step 14. It is best practice to use the employee’s FLSA workweek start date when

selecting the week to view.

Step 15. Click the Calendar From button.

Step 16. Click the 1 button.

Step 17. The Payable Time Summary tab displays one week at a time.


Step 18. It shows the Time Reporting Code (left Column), the hours that are entered on

the timesheet, and the employee’s scheduled hours.

Step 19. SCHEP (Scheduled Hours to Pay) is the maximum hours an employee may be

paid for the day based on the scheduled hours.

Step 20. SCHHR (Scheduled Hours Worked) are created when leave is taken.

Step 21. Click the Detail option.

Step 22. This tab provides a more detailed view of Payable Time.


Step 24. Use the Previous Week and Next Week links to navigate to different payable

time for the employee.

Step 25. Click the Next Week link.


Closing Payable Time

Section 2, Lesson 5 Exercises, Scenario 2 - Closing Payable Time

Procedure

In this lesson, you will learn how to Close Payable Time.




Step 4. Click the Close Payable Time link.


Step 6. After Payable Time is created, it is pulled in by Payroll to create paychecks.

Step 7. On occasion, if there is an issue, the Payroll team may need to have Payable

Time closed for an employee.

Step 8. Payable Time should only be closed in rare instances. Once Payable Time is

closed, it cannot be reopened.

Step 9. An example may be when money is owed for a past pay period and appears on

the paycheck but is no longer valid.


Step 10. Contact CAPPS Support to walk through the process before closing Payable

Time.

Step 11. Incorrectly closing the wrong Payable Time could result in an employee not

getting paid or later getting docked time on their next paycheck.



Step 14. A specific Time Reporting Code can be entered, or if the field is left blank, all

Time Reporting Codes will be included.

Step 15. In this example, leave the field blank.

Step 16. Select a Status to Update. In this example, accept the default of Closed.

Step 17. In this example, you will close time in the month of January 2021.

Step 18. Click the Calendar Start Date (Alt+5) button.

Step 19. Click the list.

Step 20. Click the January list item.


Step 22. Click the Calendar End Date (Alt+5) button.


Step 24. Click the January list item.


Step 26. Click the Get Row button.


Step 28. You will close time for 1/1/2021 and 1/4/2021.

Step 29. Click the 1/1/2021 row option.

Step 30. Click the 1/4/2021 row option.


Step 32. Click the Save button.



Section 3 - Sick Leave Pool

Lesson 1 - Awards and Donations

Awarding Sick Leave

Section 3, Lesson 1 Exercises, Scenario 1 - Awarding Sick Leave from the Pool

Procedure

In this lesson, you will learn how to award Sick Leave Pool hours.




Step 4. Awarding Sick Leave Pool hours to an employee is done on the Super User

Timesheet.

Step 5. Each agency has the authority to award Sick Leave Pool hours to employees who

have exhausted all their sick leave because of a catastrophic illness/injury of the

employee or their immediate family.

Step 6. Both the Sick Leave Pool Administrator and Super User can add Sick Leave Pool

hours to an employee's timesheet.

Step 7. You will add the SCKPA TRC to the timesheet with the number of awarded

hours.

Step 8. Enter the Empl ID for the employee that is receiving the Sick Leave Pool hours.




Step 12. Enter the desired information into the Date field. Enter "03/01/2021".



Step 15. Verify that the name matches the employee that is receiving the Sick Leave Pool

hours.



Step 17. Enter the desired information into the Time Reporting Code field. Enter "s".


Step 19. Click the SCKPA link.

Step 20. Identify the day that you wish to add the hours.

Step 21. In this example, the Sick Leave Pool award will occur on 3/1/2020.




Step 25. This warning message is a reminder that the proper documentation for your

agency must be followed prior to awarding the hours to the employee.



Step 28. Notice that the Sick Leave Pool hours are now on the employee's timesheet

however Time Administration must be run to be available for the employee to

use.


Donating Sick Leave

Section 3, Lesson 1 Exercises, Scenario 2 - Donating Sick Leave to the Pool

Procedure

In this lesson, you will learn how to donate hours into the Sick Pool.




Step 4. Employees have the ability to donate some of their sick leave time to the Sick

Leave Pool.


Step 5. Agencies will typically have some type of form or documentation that the

employee completes to authorize the donation.


Step 7. Enter the Empl ID for the employee that is donating their sick leave to the Sick

Leave Pool.




Step 11. Click Search button.


Step 13. This employee currently has 644 hours of Sick Leave.


Step 15. Enter the desired information into the Time Reporting Code field. Enter "s".


Step 17. Click the SCKPD link.

Step 18. Enter the number of hours that the employee has agreed to donate.

Step 19. In this example, the employee has agreed to donate 40 hours.





Step 24. Notice that 40 hours are removed from the Sick Leave balance for this employee

and added to the Sick Leave Pool.



Lesson 2 - Fiscal Year End Sick Leave Pool Process

Fiscal Year End Sick Leave Pool Process

Section 3, Lesson 2 Exercises, Scenario 1 - Fiscal Year End Sick Leave Pool Process

Procedure

In this lesson, you will learn how to run the Fiscal Year End (FYE) Sick Pool process.

All agencies are supported by the CAPPS HR/Payroll Support teams through FYE processes.



Step 3. Click the Processes button.

Step 4. In this example, the year 2020 is used to run this process.

Step 5. Click the FYE Sick Leave Pool Balance link.


Step 7. Click in the begins with field.

Step 8. Enter the desired information into the begins with field. Enter "sickleave".

Step 9. Click the Add a New Value tab.

Step 10. Click the Add button.

Step 11. In this example, you will Fiscal Year 2020.

Step 12. Click in the Fiscal Year field.

Step 13. Enter the desired information into the Fiscal Year field. Enter "2020".

Step 14. Click in the Company field.

Step 15. Enter your agency number.

Step 16. Enter the desired information into the Company field. Enter "063".

Step 17. Click the Run button.


Step 19. The process is now running.


Step 20. Notice a Process Instance number displays. This number identifies the process

you have just run; you can check its status using Process Monitor.

Step 21. Click the Process Monitor link.


Step 23. The current Run Status of this process displays as Queued for processing.

Step 24. The process will be finished when the Run Status is Success, and

the Distribution Status is Posted.

Step 25. Click the Refresh button.

Step 26. Click the Details link.

Step 27. Click the View Log/Trace link.

Step 28. Click the hstl105_5504833.PDF link.

Step 29. After viewing or printing the information, click the Close button.

Step 30. Click the Close Tab (Ctrl+W) button.





Step 35. Click the Go back to Sick Leave Pool FY Balance link.



Section 4 - Troubleshooting Time and Labor

Lesson 1 - Managing Exceptions

Running the Exceptions Query

Section 4, Lesson 1 Exercises, Scenario 1 - Running the Exceptions Query

Procedure

In this lesson, you will learn how to run the TX_TL_Exceptions_by_Company query.

Step 1. Resolving Exceptions is a daily duty of the Time and Labor Super User.

Step 2. Exceptions lock the employee and the manager out of the timesheet and they can

only edit it after the Super User has cleared all of the exceptions.

Step 3. After Time Administration runs every night there may be some exceptions

created.

Step 4. In order to identify the exceptions, the TL Super User can run this query to see

the exceptions.

Step 5. Click the NavBar button.

Step 6. Click the Navigator button.


Step 8. Click the Reporting Tools menu.

Step 9. Click the Query menu.

Step 10. Click the Query Viewer menu.

Step 11. All Time and Labor queries begin with TX_TL and will be listed alphabetically.

Step 12. Enter the desired information into the begins with field. Enter "tx_tl_ex".


Step 14. There are many queries available to TL Super users.

Step 15. This lesson reviews one of the queries that can be used for exceptions.

Step 16. You will be reviewing Exceptions by Company.

Step 17. Click the HTML link.

Step 18. Enter the Agency number or use the Lookup button.


Step 19. Enter the desired information into the Company field. Enter "063".

Step 20. Click the View Results button.

Step 21. The Empl ID field identifies the employee that the error is impacting.

Step 22. The Description field will provide the reason for the exceptions.

Step 23. The Date field will provide the date(s) the exception(s) exist on the timesheet.



Manage Exceptions

Section 4, Lesson 1 Exercises, Scenario 2 – Managing Exceptions

Procedure

In this lesson, you will learn how to manage exceptions.




Step 4. Click the Manage Exceptions link.





Step 9. The Employee name, Empl ID, and their exceptions display (right side of

screen).

Step 10. Scroll across to see the Exception ID, Description, Date and the TRC that was

entered on the timesheet.


Step 12. In this example, the exception is TXL00001 - Invalid Comp Time TRC/Balance.

Step 13. If you aren't sure what the description means, go to the Details tab.



Step 15. Click the Details tab.


Step 17. Click the Explanation link.

Step 18. The error was caused by one of the listed items in the Description above.

Step 19. In this case, the employee does not have enough hours to use Comp Time. The

Super User will need to remove the entries on the timesheet to clear the

exceptions.

Step 20. It is up to the agency to determine if the employee should use some other type of

leave.

Step 21. Click the Return button.



Step 24. Click the Super User Timesheet link.

Step 25. The Empl ID that was used last remained in the Empl ID field. Be sure that this

is the employee that you should be working on.





Step 30. In this case, you will remove the COMPT hours that have been entered.

Step 31. Click in the Mon 1/4 8.00 field.

Step 32. Delete the entry.

Step 33. Press [Backspace].






Running the Ad Hoc Time Admin Process

Section 4, Lesson 1 Exercises, Scenario 3 - Running an Ad Hoc Time Admin

Procedure

In this lesson, you will learn how to run the ad hoc Time Administration process.




Step 4. Click the Request Time Admin link.


Step 6. Time Administration automatically runs every night. The exceptions are

generated during this process.

Step 7. It is recommended that a Super User resolve exceptions on a daily basis.

Step 8. After resolving exceptions, it is best practice to run an ad hoc Time Admin

process for that individual to reprocess their time and ensure that all exceptions

are cleared for the employee.

Step 9. Click in the Run Control ID field.

Step 10. Enter the desired information into the Run Control ID field. Enter "ta".



Step 13. If Time Admin is run for the entire agency during the day the system will slow

down for everyone in the CAPPS system.

Step 14. It is important to select the run parameters for only the employees that you need

to process.

Step 15. Time Admin should be run through, and no later than, the last day of the current

month.

Step 16. If it is run later than the current month, Payable Time will be created for a future

month(s).


Step 17. In some situations, this can potentially create future-dated exceptions that the TL

Super User will need to resolve.






Step 23. This is a message that you will get if the run date is not the last day of the current

month.






Step 29. Once the Run Status is Success and Distribution is Posted, the timesheet is

available for use.


Step 31. Click the Go back to Request Time Administration link.

Step 32. Let's go back and look at the timesheet.


Step 34. Click the Super User Timesheet link.

Step 35. The Empl ID is already populated from the previous activity. Check to ensure

that you are still working on the same employee.





Step 40. Since the error was removed and Time Admin has been run, the timesheet is

available for use. The Exception banner is gone.



Lesson 2 - Updating and Processing Information

Updating the Earliest Change Date2

Section 4, Lesson 2 Exercises, Scenario 1 - Updating the Earliest Change Date

Procedure

In this lesson, you will learn how to change the Earliest Change Date.




Step 4. Click the Update Earliest Change Date link.

Step 5. The Earliest Change Date (ECD) is the starting point for when Time Admin runs

for an employee.

Step 6. After Time Admin has processed, the ECD is set to the 1st of the next month but

may be different when there is an exception.

Step 7. Normally Time Admin will reset the ECD, but there are occasions when a Super

User will need to reset it manually.

Step 8. If a Super User is entering retroactive entries or changes to the timesheets, they

need to know that when they make these entries, it changes the Earliest Change

Date to match the earliest time entry date. Time Admin will run from that date

forward.

Step 9. It is rare when a TL Super User would need to manually update the ECD.




Step 13. Note: The ECD can only be in the past and cannot be future dated.

Step 14. Click the Calendar Earliest Change Date (Alt+5) button.



Step 16. Click the February list item.




Section 5 - Time and Labor Set Up

Lesson 1 - Time and Labor Set Up

Viewing Time Reporter

Section 5, Lesson 1 Exercises, Scenario 1 - Viewing Time Reporter Data

The Maintain Time Reporter Data page is a view only page for the Agencies but it can provide

some information when there are issues with time reporting for an employee.

Procedure

In this lesson, you will learn how to view Time Reporter Data.



Step 3. Click the Enroll Time Reporters button.

Step 4. Click the View Time Reporter Data link.

Step 5. When an employee is hired, their Time Reporter Data is automatically setup.

Step 6. However, there may be times when this data may need to be added or updated.

Updating this information requires a support ticket.




Step 10. The Time and Labor Time Reporter Data is set up at the time a person is hired or

at the time of conversion onto the CAPPS system.

Step 11. If a change is needed to the data on this view only page, validate the employee’s

job and position data are set up correctly.


Step 12. If job and position data is incorrect then enter a support ticket and the Production

Support team will work with you to help resolve the issue.

Step 13. Note: Contingent workers require a service request ticket to setup their Time

Reporter Data.

Step 14. Understanding the fields on this page can help to explain some of the issues that

occur during the Time Administration process.

Step 15. Verify that the correct employee is returned in your search.

Step 16. The most recent row of data displays. It is the date that the employee was

enrolled as a time reporter with this criteria.

Step 17. All Agency employees are Elapsed Time Reporters. This means that

employees are not required to punch in.

Step 18. Verify that the Send Time to Payroll checkbox is checked for employees.

Step 19. This box will not be checked for Contingent Workers.

Step 20. A workgroup is a group of time reporters that have the same type of work

requirements.

Step 21. For example, a workgroup may include all time reporters within the agency that

are exempt hourly. Another workgroup may contain all of the non-exempt hourly

workers within the agency.

Step 22. A taskgroup identifies the time reporting templates, task template, and task

profile(s) for time reporters with the same task reporting requirements. Each time

reporter must be associated with one taskgroup.

Step 23. The Task Profile ID will also contain the agency number.


Lesson 2 - Modifying Work Schedules

Flexing and Overriding

Section 5, Lesson 2 Exercises, Scenario 1 - Flexing and Overriding Work Schedules

Procedure

In this lesson, you will learn how to flex and override an employee's schedule.

These are temporary changes.








Step 7. The first way a schedule change can be adjusted is directly on the timesheet.

Step 8. This employee flexed their schedule and worked 6 hours on 3/16 and 10 hours on

3/18

Step 9. The hours can be added directly to the timesheet by entering 2 hours on Tuesday

as FLEXS and then 10 hours on Thursday as REGHR.


Step 11. Enter the desired information into the Time Reporting Code field. Enter "flexs".


Step 13. Enter the desired information into the Tue 3/16 8.00 field. Enter "2".


Step 15. Click the Add a New Line for Tuesday 03/16/2021 to Wednesday 03/31/2021

button.



"reghr".


Step 19. Click in the Thu 3/18 8.00 field.

Step 20. Enter the desired information into the Thu 3/18 8.00 field. Enter "10".


Step 22. This employee is an exception-based time reporter.

Step 23. If they work the rest of the week as scheduled, no other entries are needed.



Step 25. Use the E-Sign & Approve button to save and complete the entries on the

timesheet.

Step 26. Note: If there is a line on the timesheet that has the Status of NA or Needs

Approval, and the Super User needs to approve that time for the manager, the

Super User will need to click the Line Approval button before clicking the E-

Sign & Approve button.




Step 30. Click the Return to Search button.

Step 31. Another way to enter the change in schedule is to use the Override Work

Schedule link on the Super User Timesheet.

Step 32. If the previous employee's ID populates, you must delete it.





Step 37. This employee is not be working their scheduled hours on Monday, 3/1 but will

work all of those hours on Saturday, 3/6.

Step 38. Click the Override Schedule link.

Step 39. Enter the total number of hours each day that the employee will work.

Step 40. In this example, enter 0 on Monday and 8 on Saturday.

Step 41. Click the Look up Monday 03/01/2021 8.00 (Alt+5) button.

Step 42. Click the 0 link.

Step 43. Click the Look up Saturday 03/06/2021 0.00 (Alt+5) button.

Step 44. Click in the Scheduled Work Hours field.

Step 45. Enter the desired information into the Scheduled Work Hours field. Enter "8".



Step 47. Click the 8 link.

Step 48. Be sure to check the Total Hours column to confirm that you have entered the

correct number of hours for the week.



Step 51. Click the Return To Timesheet link.

Step 52. Notice that the scheduled hours for the first week now reflect the change to 0

hours on Monday, 3/1 and 8 hours on Saturday, 3/6.


Modifying Work Schedules

Section 5, Lesson 2 Exercises, Scenario 2 - Modifying Work Schedules

Procedure

In this lesson, you will learn how to change an employee's work schedule permanently.

This employee is changing from an 8-hour day Monday through Friday schedule to a 10-hour day

Tuesday through Friday schedule.

Step 1. Click the Enroll Time Reporters button.

Step 2. When an employee's work schedule permanently changes, use the Maintain

Work Schedule menu option to change their scheduled days and hours.





Step 7. Work Schedules are effective dated.

Step 8. To change a schedule, a new row must be added and then the new schedule can

be selected.


Step 10. Click the Add a new row at row 1 (Alt+7) button.


Step 11. The data is copied to the new row and the effective date defaults to the current

date.

Step 12. Change the effective date to the first day that the new work schedule will take

effect.

Step 13. The schedule change should be made effective at the beginning of the

employee’s FLSA workweek.

Step 14. Click the Calendar Effective Date (Alt+5) button.

Step 15. In this example, change the date to 3/28.


Step 17. The schedules are loaded into the CAPPS system, so you can select from the list.

Step 18. Click the Look up Schedule ID (Alt+5) button.

Step 19. There are hundreds of possible schedules and the system only displays the first

300 items.

Step 20. Understanding the naming convention will help to narrow the search.

Step 21. All schedules start with TX_, next are the total hours that are worked in a week.

Step 22. This employee will be working a 40 hour work week.

Step 23. Click in the Schedule ID field.

Step 24. Enter the desired information into the Schedule ID field. Enter "tx_40".


Step 26. Notice that only the 40-hour work week schedules display.

Step 27. There are currently 247 different 40-hour work week schedules to select.

Step 28. The Description field contains the Sunday through Saturday work days.

Step 29. An XX denotes that no hours are worked on that day. Some schedules also

contain letters on different days of the week.

Step 30. This table shows what each letter stands for in the Description field.

Step 31. In the description column, after the letter there will be a 0 or a 5. This indicates a

whole or half hour.


Step 32. This schedule broken down is:

Sun - Wed / 0 hours

Thursday / 8 hours

Friday / 16 hours

Saturday / 16 hours

Step 33. We are changing this employee to a 10-hour, Tuesday through Friday work

schedule.

Step 34. You can enter the code based on the chart or look through the possible options in

the list.

Step 35. Click the 40 HRS XX-XX-XX-D0-D0-D0-D0 link.


Step 37. Use the Show Schedule link to verify that the correct schedule was selected.

Step 38. Click the Show Schedule link.



Step 41. If the schedule is incorrect, re-select the correct schedule.


Step 43. Once the schedule is saved, the timesheet for exception time reporters will

display the new work hours on the correct days.


Step 45. Next, you can navigate to the timesheet to see how the scheduled hours have

updated.


Step 47. Click the Time and Labor button.


Step 49. The employee ID field is already populated.




Step 52. The scheduled change was effective dated Sunday, 3/28 and you can see that this

employee doesn't have 10 hours scheduled till 3/31.

Step 53. You can click the Next button to see the timesheet for the following month.


Step 55. Click the Next button.

Step 56. See how the schedule looks according to the modifications made that are

permanent unless changed again.


Lesson 4 - FYE Annual Leave Conversion

Running the FYE Annual Leave Conversion

Section 5, Lesson 4 Exercises, Scenario 1 - Running the FYE Annual Leave Conversion

Procedure

In this lesson, you will learn how to run the Fiscal Year End (FYE) Annual Leave process.

All agencies are supported by the CAPPS HR/Payroll Support teams through FYE processes.



Step 3. Click the Processes button.

Step 4. Click the FYE Annual Leave Conversion link.


Step 6. Click in the begins with field.

Step 7. Enter the desired information into the begins with field. Enter "annleave".



Step 10. Click in the Company field.

Step 11. Enter the agency number.


Enter the desired information into the Company field. Enter "T32".






Step 17. After the process is run, the agency should then navigate to the FYE Annual

Leave Conversion report. This report must be run in order to view the results of

the conversion.

Step 18. Employees who are terminated with an effective date greater than 09/01 through

the action date that the process is run must be cared for manually.

Step 19. Super Users must evaluate those employees to ensure that the proper balance is

carried forward into the new fiscal year and that the correct lump sum hours are

paid out.


Section 6 - Reports and Queries

Lesson 1 - Reports and Queries

Running the Employee Monthly Time Report

Section 6, Lesson 1 Exercises, Scenario 1 - Running the Employee Monthly Time Report

Procedure

In this lesson, you will learn how to run the Employee Monthly Time report.




Step 3. Click the Reports button.

Step 4. Enter the desired information into the begins with field. Enter "TimeReport".



Step 7. In this example, you will use 2/28/2021.

Step 8. Enter the desired information into the As of Date field. Enter "02/28/2021".

Step 9. You will enter the applicable Empl ID.







Step 16. The report is now running. Notice a Process Instance number displays. This

number identifies the process you have just run; you can check its status using

Process Monitor.



Step 19. The current Run Status of this process displays as Queued.

Step 20. The process will be finished when the Run Status is Success, and the

Distribution Status is Posted.




Step 24. Click the ASTL1004.pdf link.

Step 25. Click the Next Page button.

Step 26. Click the Next Page button.






Step 31. Click the Go back to Employee Monthly Time Report link.


Running the TRCs by Date Report

Section 6, Lesson 1 Exercises, Scenario 2 - Running the TRCs by Date Report

Procedure

In this lesson, you will learn how to run the TRCs by Date Report.



Step 3. Click the Reports button.

Step 4. Click the TRCs by Date link.

Step 5. Enter the desired information into the begins with field. Enter "trcs".




Step 9. The Process By group box generates the report with different criteria.

Step 10. Selecting the Employee option displays the specified TRCs by employee within

the date range.

Step 11. Selecting the TL Group option displays the specified TRCs for a group of

employees within the date range.

Step 12. Selecting the Bus Unit option displays the specified TRCs, by business unit

within the date range.

Step 13. Selecting the DeptID option displays the specified TRCS for departments within

the date range.


Step 14. Selecting Company Summary displays the specified TRCs for the entire agency

within the specified dates.

Step 15. For this example, the Process By selection will be the default (Employee) and

you will use February 1, 2021 as the Start Date.

Step 16. Click the Calendar Start Date (Alt+5) button.




Step 20. The end date will be 2/28/2021.

Click the Calendar End Date (Alt+5) button.





Step 25. The Time Reporting Codes that you will review in this example are:

ANLV

COMPT

SICKT



"anlvt".




"compt".



Step 33. Enter the desired information into the Time Reporting Code field. Enter "sickl".



Step 35. Woops! Added the wrong code and another row that I don't need.

Step 36. Click the Delete row 4 (Alt+8) button.


Step 38. You want SICKT not SICKL.

Click the Delete row 3 (Alt+8) button.



Step 41. Enter the desired information into the Time Reporting Code field. Enter "sickt".




Step 45. You are running this TRC Report for Jeff Train063.

Enter the desired information into the Empl ID field. Enter "70631000013".


Step 47. If you need to add additional employees, you would simply add a row and enter

their Empl ID.









Step 56. Click the txtl0024_5504794_1.PDF link.

Step 57. This employee has only Sick Time for the time frame entered.







Step 63. Click the Go back to TRCs by Date Report link.


Running the Comp Balances by Employee Query

Section 6, Lesson 1 Exercises, Scenario 3 - Running the Comp Balances by Employee Query

Procedure

In this lesson, you will learn how to run the Comp Plan Balances by Employee Query.

Step 1. Click the NavBar button.

Step 2. Click the Navigator button.


Step 4. Click the Reporting Tools menu.

Step 5. Click the Query menu.

Step 6. Click the Query Viewer menu.

Step 7. Enter the desired information into the begins with field. Enter "TX_TL_C".


Step 9. Click the HTML link.

Step 10. Enter the Empl ID for the employee you wish to view.


Step 12. Click the View Results button.

Step 13. This is the HTML view. This view is useful when you want to quickly look at

the information.


Step 14. Once realizing how much data has been populated, you may want this

information in an Excel spreadsheet to save, print, and/or edit.



Documents

EUT Course - 150 Time and Labor - Texas