HR-Timekeeping Created on 4/27/2017 10:23:00 AM · HRMS Assignment records as shown in the section 'Viewing Departmental HR Information'. This section starts with viewing an employee’s

HR-Timekeeping Created on 4/27/2017 10:23:00 AM

Training Guide

HR-Timekeeping

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Table of Contents Finance/HR ........................................................................................................................ 1

HR-Timekeeper .......................................................................................................................... 1 HR Policies and Timekeeper Responsibilities Overview (MUST READ) ............................................ 2 Defining a Group ................................................................................................................................... 4

Defining a Master Group by Organization ......................................................................................................... 5 Finding a Group .................................................................................................................................................. 7 Refreshing a Group ............................................................................................................................................. 9 Deleting an Employee from a Group ................................................................................................................ 11

Managing Timecards ............................................................................................................................ 13 Finding the Employee-Timekeeper Entry ......................................................................................................... 15 Viewing an Employee's Timecard .................................................................................................................... 16 Entering Time and Leave for an Employee ...................................................................................................... 20

Assisting Employees and Managers with Timecards ........................................................................... 26 Assisting Employees with SSTL ...................................................................................................................... 27

Accessing Employee Self-Service Time and Leave ..................................................................................... 28 Exempt Employee: Entering Leave Taken ................................................................................................... 29 Exempt Employee: Holiday Hours Worked ................................................................................................. 30 Non-Exempt Employee: Entering Hours Worked and Leave Taken ........................................................... 32 Non-Exempt Employee: Holiday Hours ...................................................................................................... 34

Assisting Managers with SSTL ........................................................................................................................ 36 Approving Timecards in Self-Service .......................................................................................................... 37 Approving Timecards from the E-mail Notification .................................................................................... 38 Rejecting Timecards .................................................................................................................................... 39 Entering Time and/or Leave for Employee .................................................................................................. 40 Creating Vacation Rules .............................................................................................................................. 41

Viewing Departmental HR Information ............................................................................................... 43 Finding an Existing Person ............................................................................................................................... 44 Viewing the Assignment Information for Timekeeping ................................................................................... 45

Using Views and Reports ..................................................................................................................... 49 Running an IS Standard Oracle Report ............................................................................................................. 49 Copying a Report Request ................................................................................................................................ 52 Scheduling Report Requests ............................................................................................................................. 53 Running OTL Reports in Discoverer ................................................................................................................ 57

Logging in and opening a pre-defined report ............................................................................................... 58 Printing a report ........................................................................................................................................... 63 Exporting a report to Excel .......................................................................................................................... 64 Scheduling a Report ..................................................................................................................................... 66 Opening a Scheduled Report........................................................................................................................ 70

Training Guide HR-Timekeeping

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Finance/HR

HR-Timekeeper

The process for Time and Leave Management is as follows:

1. Each bi-weekly pay period, exempt and non-exempt employees enter time (hours

worked) or time and leave (paid time off with pay, such as vacation, sick, administrative, etc.) in SSTL (Self Service Time and Leave) and submits the timecard. The timecard is automatically routed to the supervisor (referred to as the manager in SSTL (Self-Service Time and Leave) who is designated in the

employee’s HRMS assignment record. If the employee is unable to submit a timecard, the manager or timekeeper may submit on behalf of the employee. Audit requirements must be met when someone other than the employee submits a

timecard. 2. Manager approves or rejects the timecard. 3. Timekeepers run reports to identify missing and rejected timecards on the payroll

deadline day, and notify employees/managers that an action is required.

Employees who have rejected timecards should be notified by e-mail and phone that they have a rejected timecard that must be corrected and re-submitted.

Click here to print the links for this online class. Click here (http://www.hr.virginia.edu//uploads/documents/media/HR_Timekeeper_TRAIN.pdf) to print the HRMS Timekeeper manual. Click here (http://www.hr.virginia.edu/other-hr-services/payroll-information/timekeeper-tools/) to go to the Timekeeper Tools link.

FAQ's for Timekeepers (http://www.hr.virginia.edu/other-hr-services/payroll-

information/self-service-time-and-leave-FAQs/timekeeper-faqs-for-sstl/). By the end of this module, you will be able to:

understand timekeeper deadlines, notifications, schedules and reports

be familiar with special payroll and leave policies for Classified staff and University

staff

assist different types of employees and managers with timecard entry and

corrections

be familiar with the Central HR/Payroll office responsibility on 'Deadline Monday'

manage timecards during holidays

add, manage and delete a group

view the employee’s record in HRMS

use reports and views

The following actions require special handling by central Human Resources. The Integrated System HRMS Support Request form to request support is located in the Human Resources

Toolkit (http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/) page and the HR/Finance User Group Community.

Timecard error (not on the timecard error list (http://www.hr.virginia.edu/other-hr-services/payroll-information/sstl-information/sstl-timecard-error-messages/))

Not receiving timecard notifications (Employee or Manager)

http://www.hr.virginia.edu/uploads/documents/media/HR_Timekeeper_TRAIN.pdf

http://www.hr.virginia.edu/other-hr-services/payroll-information/timekeeper-tools/


http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/timekeeper-faqs-for-sstl/

http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/timekeeper-faqs-for-sstl/

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/hrms-tk/

http://www.hr.virginia.edu/other-hr-services/payroll-information/sstl-information/sstl-timecard-error-messages/


Training Guide

HR-Timekeeping

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After completing this course, online help (http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf) is available within the Integrated System and the printed guide can be found in the

toolkit (http://www.hr.virginia.edu/other-hr-services/employee-development/sys/is-tk/) for the module. To navigate to a training topic: 1. Double-click on "HR-Timekeeper." 2. Double-click on the section(s).

3. Click on the topic. 4. Click "Try-it" to interact with the simulation. Click "Print it" to print out a job aid. Click here to print out a PDF training guide.

HR Policies and Timekeeper Responsibilities Overview (MUST READ) IMPORTANT INFORMATION-READ ME FIRST AND CLICK ON THE READ ALL LINKS

Seventy-five percent of the timekeeper’s duties are performed on one day. We refer to this day as the 'Timekeeper Deadline Day', which is the Monday immediately after the payroll period has closed at 11:59 pm on the prior Sunday. The timekeeper runs reports to identify employees who are “under” their required hours for the week and will not be paid correctly if a corrective action is not taken.

The timekeeper also runs reports to determine if there are employees in his/her organization who have not created a timecard, not submitted a timecard, or if the timecard is in 'rejected' or 'error' status. Non-exempt employees are in danger of not receiving a pay check if a timecard is not created, is in 'Working' status (not submitted) or in 'Rejected' or in 'Error'

status. Refer to and print the guidelines that describe when and how often to run the required reports. The Wednesday and Friday Timekeeper emails can be found in Timekeeper

tools (http://www.hr.virginia.edu/other-hr-services/payroll-information/timekeeper-tools/)on the payroll website. The Timekeeper is also expected to assist employees who need help with entering time in Self-Service Time and Leave (SSTL), and be able to assist managers with approving timecards and setting up the vacation rule.

Important: Timekeepers must have knowledge of the policies associated with earning and/or using time and leave (paid time off with pay). The policies are located in the University Human Resources (http://www.hr.virginia.edu/)web site. Refer to the web site often to review policies and to learn new policies and/or procedures related to University staff (http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-benefits/university-staff-leave-plan/) and classified staff (http://www.hr.virginia.edu/hr-for-you/classified-

staff/classified-staff-policies-procedures/classified-staff-leave-policies-and-procedures/)

employees. If an employee asks a question that you cannot answer, refer the employee to the University Human Resources Service Center (http://www.hr.virginia.edu/contact) for assistance for staff employees. Classified Staff Policies and Procedures (http://www.hr.virginia.edu/hr-for-you/classified-staff/classified-staff-policies-procedures/): Salaried non-faculty employees hired prior to July

1, 2006, and covered by the Virginia Personnel Act and the Virginia Department of Human Resources Management policies. University Staff Policies and Procedures (http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-policies-and-procedures/): Salaried and wage non-faculty staff, including

http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf

http://www.virginia.edu/integratedsystem/gettingStarted/Using_Online_Help_Quick_Guide.pdf

http://www.hr.virginia.edu/other-hr-services/employee-development/sys/is-tk/


http://www.hr.virginia.edu/

http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-benefits/university-staff-leave-plan/

http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-benefits/university-staff-leave-plan/

http://www.hr.virginia.edu/hr-for-you/classified-staff/classified-staff-policies-procedures/classified-staff-leave-policies-and-procedures/

http://www.hr.virginia.edu/hr-for-you/classified-staff/classified-staff-policies-procedures/classified-staff-leave-policies-and-procedures/

http://www.hr.virginia.edu/contact

http://www.hr.virginia.edu/hr-for-you/classified-staff/classified-staff-policies-procedures/

http://www.hr.virginia.edu/hr-for-you/classified-staff/classified-staff-policies-procedures/

http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-policies-and-procedures/

http://www.hr.virginia.edu/hr-for-you/university-staff/university-staff-policies-and-procedures/


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transfers from other state agencies, hired on or after July 1, 2006 and covered under University Human Resources University Staff policies. Navigating the Bi-weekly Payroll Calendar

Payroll periods occur in two week increments. The pay period begins at 12:00 a.m. Monday and goes through 11:59 p.m. Sunday of the second week. Pay day is Friday of that same (second) week. (Exception to the 11:59 Sunday deadline are shifts that carry over from Sunday into Monday morning - see below). At UVa therefore, paychecks for staff and students are generated on a bi-weekly basis.

*The actual payroll close deadline date for submitting timecards is 5 p.m. on the Monday following the Sunday 11:59 p.m. payroll deadline. University and Classified Staff and Students

Paychecks are typically generated every other Friday or twenty-six times per year.

Timekeepers must adhere to the deadline guidelines set forth on the payroll calendar (http://www.hr.virginia.edu/calendars/2015-payroll-calendar/) located on the Human Resources website under 'calendars'. Important: 'Deadline Monday' is the date in the column 'Last Day Enter LD & Time/Leave'.

Example: Holidays Timekeepers must be aware of the University holiday schedule (http://www.hr.virginia.edu/calendars/university-holiday-schedule/) located on the Human Resources website under 'calendars'.

Timekeepers must understand how employees are required to make entries for pay periods that include a holiday. Agency Closing

Agency Closing (AC) is used only when there is an official announcement that the University is closed due to extreme weather conditions or other emergency. Agency Closing is never pre-populated in the timecard; Agency Closing has nothing to do with being closed to observe a holiday. After completion of this section you will be able to: • know special payroll policies and definitions

• know where to find the payroll (http://www.hr.virginia.edu/calendars/2015-payroll-calendar/) and holiday (http://www.hr.virginia.edu/calendars/university-holiday-schedule/) schedule • know the requirement for submitting a paper timesheet

• know the types of leave that require documentation • understand the types of FMLA leave entered by the timekeeper and leaves entered by Central Human Resources Payroll

• understand the leave polices for classified, university staff, and wage employees • understand leave reset dates and the use or lose leave policy.

http://www.hr.virginia.edu/calendars/2015-payroll-calendar/

http://www.hr.virginia.edu/calendars/university-holiday-schedule/



http://www.hr.virginia.edu/calendars/university-holiday-schedule/

Training Guide

HR-Timekeeping

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Defining a Group

Before understanding how to read the reports and knowing what to do to identify the

problems, you need to know how to view the employee’s timecard and view the employee’s HRMS Assignment records as shown in the section 'Viewing Departmental HR Information'. This section starts with viewing an employee’s timecards. In order to view an employee’s

timecard the employee must be included in a 'Group'. There is no automatic population in OTL (Oracle Time and Leave) for employees and their departments when you enter the system as the OTL (Oracle Time and Leave) Timekeeper. When you set up a 'Group', it certifies to the system that the employees exist in your department, and those applicable employees (Self-Service Time and Leave eligible employees) exist for timecard entry.

Once you create your 'Master Group' for your department, the group will contain all of the employees who are in the database (your Organization) at that moment in time – along with many other employees. (e.g., terminated employees, non-UVa employees, faculty, etc.), which is acceptable. The Master Group serves the purpose; to identify non-exempt, exempt, and wage employees for whom timecards are available in Self-Service Time and

Leave.

The sole purpose of a 'group' is to allow the timekeeper access to all SSTL (Self Service Time and Leave) employee timecards in your organization. Time cards are available to Self-Service Time and Leave employees for each pay period. However, the timekeeper is unable to view or find the employee's time card unless the employee is added to a group. A timekeeper will not access an employee timecard while in the group window.

An employee must be included in one group. Adding an employee to multiple groups is not necessary. The most efficient way to capture all of your Self-Service Time and Leave eligible employees in an organization is to define/create a 'master group' by organization. The master group captures all employees who are eligible to have time cards in OTL (Oracle

Time and Leave) along with ex-employees, non-UVa employees, etc. Note: If your master group window is open, employees in your group cannot enter their time and save their timecard.

Group definition:

- Groups can be defined at the moment in time, when you create the group - The master group will include all employees with an HRMS assignment record as of that moment in time you create the group - Groups can also be deleted and immediately re-defined/recreated. There are several ways to define/create a 'Group'.


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- By Organization (Recommended as the Master Organization Group (to identify all employees in your organization; do not use for data entry) Optional (not recommended) groups for specific employees:

- Non-exempt employees - Exempt employees - Wage employees - Define a group with no employees (as needed) Optional groups for specific employees must be manually updated and maintained.

Employees may be added and/or deleted from a group at any time. Using a standard naming convention that begins with the timekeeper's computing ID ensures the timekeeper (or the back-up timekeeper) finds the group(s) that are defined. This practice is a tremendous help when you wish to refresh/recreate the 'Master Group' to

include new employees.

Naming convention for groups: - Begin the group name with the computing ID of the timekeeper - Suggested identifiers include: -'Master' for your master group - Organization number: if the group is for a combination of organizations, you may use

'multi' in the group name - Do not use the wild card (%) in the name of your group Example: The timekeeper sets up a master group for all employees in organization 12345. The timekeeper's computing ID is 'njk'. - The name for the group is 'njk Master 12345'

About maintaining your group:

A master group may be refreshed/recreated to include newly hired employees. Follow the instructions in the topic 'Refreshing a Group'. The newly refreshed group will now include all employees with an HRMS assignment record as of that moment in time. Once you refresh your group, the timecards are immediately available to from the timekeeper entry

window. If an optional group is created for specific employees, you must manually maintain the group. If a new employee is hired or transferred into the organization the new employee must be manually added to the group.

Defining a Master Group by Organization

Setting up a master group is the most efficient and recommended way to manage your

employees' time cards. Master groups must be updated by routinely refreshing the master group (deleting the group), saving the deletion, and redefining a new master group that includes any new employees hired as of that moment in time (real time).

The master employee list includes employees who are non-UVa employees as well as faculty, ex-employees, terminated, and wage employees. This is acceptable; you do not need to edit the list to remove these employees.

Procedure

Training Guide

HR-Timekeeping

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In this exercise you will define a master group by organization.

Step Action

1. Begin by logging into your HRMS Timekeeper responsibility.

Click the expand button.

2. Select OTL Timekeeper.


3. Click Timekeeper Groups.

4. The Timekeeper Group window displays.

Enter the Group Name.

Use the naming convention:

•Your computing id

•‘Master’

•Your organization number

Enter a valid value e.g. "njw Master 41150".

5. Click the List of Values button.

6. The 'Populate Person' section 'Add' field gives the choice of defining a group by

Assignment Set (a group that you set-up and maintain one person at a time) or by

Organization.

Click the Organization list item.

7. Enter your organization number in the field to the right of the Organization.

Click in the Organization Set field.

8. In this exercise use an example organization.

Enter a valid value e.g. "41150".

9. Press [Tab].


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Step Action

10. Click the Go button.

11. All employees within this home organization display in the group.

Save your group by clicking the Save button.

In this exercise, the Save button is selected for you.

12. Master groups must be regularly 'refreshed' (deleted and redefined) to capture newly

hired employees.

13. Click the Close button.

14. Congratulations! You have completed the simulation on defining a group by

organization.

End of Procedure.

Finding a Group

Once you have defined your group(s) you can update your master group, delete employees from a group, or delete the entire group. Notes:

Deleting the entire group, saving, and redefining the master group is recommended

and is the best practice to capture any new employees hired in your organization. Use 'Query Mode' to search for your group. To update a master group, delete the group, save the deletion, and immediately define a new master group.

To search for your group, enter you're computing ID followed by the wild card sign

(%) or type wild card sign (%) immediately followed by your organization number followed by the wild card sign (%).

To find all your group(s) by organization, enter the wild card (%), organization

number, wild card (e.g., %41150%). Use the down-arrow key on your keyboard while your cursor is in the Name field to view the next group.

Procedure

In this exercise you will find your group.

Step Action



Training Guide

HR-Timekeeping

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Step Action



3. Click the Timekeeper Groups link.


Use the search function to query the system for your group.

There are two methods to initiate a search. The first method is to select the F11 key

(does not work on a Mac computer).

The other method is demonstrated in the next few slides.

Click the View menu.

5. Point to the Query By Example menu.

6. Click the Enter menu.

7. The window is in query mode.

You may enter the exact name of the group or enter your computing ID and the wild

card sign (%) into the Name field.

In this exercise you will enter your computing ID and the wild card sign (%) into the

Name field. This search will allow you to search for all of your groups, since all

groups start with your computing ID.

Enter a valid value e.g. "njw%".

8. Now run your search.

Alternate method: Press CTR+F11 or follow the next few slides.

Click the View menu.


10. Click the Run menu.


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Step Action

11. The first group displays.

If you need to search for more groups, use the down-arrow button on your

keyboard.

Press the [Down Arrow].

12. The next group displays.

To review all groups, keep paging down until you reach a blank Timekeeper Group

window.

Click the Close button.

13. Congratulations! You have completed the simulation on finding a group.

End of Procedure.

Refreshing a Group

Routinely you must refresh/redefine your 'Master Group' to pull in newly hired employees

in your department. This is done by deleting the entire group. You can delete an entire group at any time. If you delete an entire group in error, redefine the group. Deleted groups cannot be retrieved.

Your cursor must be in the name field to delete an entire group. Example:

Procedure

In this exercise you will delete a group.

Step Action





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Step Action



To query your group, click the View menu or select the F11 button (does not work

on a mac).



7. Enter the group Name or part of the name of the group with the wild card sign (%).


8. To run the query, click the View menu (or CTRL+F11).



11. Your first Timekeeper Group displays.

Because you searched by computing ID, all your groups display when you use the

down-arrow button on your keyboard.

To delete this group click the Delete button.

12. Read the message.

To proceed, click the Yes button.

13. Click the Save button.

14. Because in this exercise you searched by computing ID, your next group displays.

When you have finished deleting groups click the Close button.


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Step Action

15. Congratulations! You have completed the simulation on deleting a group.

End of Procedure.

Deleting an Employee from a Group

Your groups may include employees you do not have to monitor, such as faculty, non-UVa

employees, etc. You may remove these employee types to reduce the amount of employees shown in your list.

If you intend to delete an employee from a 'Master Group', it is truly not necessary. If all your employees who enter time in Self-Service Time and Leave display in your 'Master Group', you do not need to delete employees who have terminated, etc.

If you created an optional specific group (not recommended) you may delete an employee. Since this is not a 'Master Group', but a list of specific employees, you must manually delete or add employees on a regular basis. When you select the row indicator beside the

employee record, you will delete just that employee and not all records in the group. You are deleting the employee from the group; you are not deleting the employee's timecard. It is extremely important to ensure the cursor is placed directly to the left of the employee's name before you attempt to delete. If your cursor is in the top region of the timekeeper group window, the Name field, you will delete the group instead of the employee.

Example:

Procedure

In this exercise you will delete an employee from a group.

Step Action






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HR-Timekeeping

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Step Action


To run the query, click the View menu.



7. Enter your userid followed by the wild card into the Name field.


8. To run the query, click the View menu.



11. The employees in your first group display. To select a different group, press the

Down Arrow on your keyboard.

In this exercise, delete an employee from this group.

12. Highlight the row by selecting to the left of the employee's name.

Click in the record indicator field.

13. Click the Delete button.

14. Read the warning.

Click the Yes button.

15. Click the Save button.



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Step Action

17. Congratulations! You have completed the simulation on deleting an employee from

a group.

End of Procedure.

Managing Timecards

Timekeepers monitor employee timecard status Timekeepers monitor the status of employee timecards on the Monday following the Sunday 11:59 p.m. payroll closing date. Timekeepers run reports that identify employees who are in danger of being under paid or in danger of receiving no paycheck.

If a timekeeper enters the employee's time in OTL, the approved UVa Time Management

form (http://www.hr.virginia.edu//uploads/documents/forms/timemanagementform.pdf) (paper timesheet) must be received as soon as the employee returns to work. The paper timesheet is received and maintained in the department to support the entries submitted. If the timekeeper is entering the time on 'deadline Monday', be sure to change the default pay period date to the date of the pay period that just ended.

See the additional requirements for submitting corrected timesheet and how the UVa Time Management form must be completed. If a timekeeper completes the timecard for the employee, enter a note in the 'Comment' field to indicate he/she completed the timecard. Example: Employee has saved a timecard, but calls in sick the Friday the timesheet is due. The timekeeper enters the sick day, noting in the comment field that he/she changed/added the day per employee request. No other

documentation is required. Timekeeper entry form status codes

To enter time for an employee, the employee must exist in one of your groups. When you view information for an employee in the Timekeeper Entry form, you will see the status of the employee’s timecard to the left of the employee name.

The status codes are: • No status - (status field is gray and blank) indicates the timecard has not been entered • Working - timecard is saved but not submitted • Submitted - timecard has been created and submitted for approval • Approved - timecard submitted and approved by the manager

• Rejected - manager has rejected the timecard and returned it to the employee for correction Timekeepers can enter time in timecards that are in a status of 'No Status' (blank), 'Working' status, or 'Rejected' status. No one can change a timecard in 'Submitted' status. The timecard in 'Submitted' status must first be 'Rejected' by the manager. After the

timecard status is changed to 'Rejected', the employee, manager or timekeeper (with

appropriate documentation) can correct the timecard. A timekeeper cannot 'Reject' a timecard; Central HR/Payroll does not have access to 'Reject' a timecard once it's been submitted. The manager is the only person who can reject a timecard. When you enter time and leave for the employee in the Timekeeper Entry form and click the yellow diskette to save, you will see the status of the employee’s timecard change,

based on your entries in the Timekeeper Entry form. You will see a status of either “Working” or “Error”.

http://www.hr.virginia.edu/uploads/documents/forms/timemanagementform.pdf

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- Error - An error will occur if there is a problem with the data entry and/or Payroll Elements selected. - Click [Messages] to view the details of the error. (Example below)

If the status is 'Error' you must correct the error or the timecard will not process. Entering Time Worked and Leave Taken Enter only leave taken for exempt employees. Enter both hours worked and leave taken for non-exempt employees. Enter the time worked for non-exempt employees on the day the

hours were worked. If a non-exempt employee worked more or less than the required goal hours for the day, enter the total hours actually worked on that day. (The system will calculate all straight time/overtime compensation if applicable) Types of Leave

When entering time and leave in OTL (Oracle Time and Leave), the Timekeeper will select the type of leave taken from the list of values in the payroll element field. If a payroll element is selected that is not applicable to the type of employee, an error message will occur when you attempt to save. There are several categories of leave at the University of Virginia that will prompt the employee to enter a comment in the timecard comment field. In addition, certain leave types require a faxed copy of the paperwork to Central HR/Payroll in Human Resources. The documentation must be given to the Timekeeper; he/she must

fax the information to Central HR/Payroll no later than early Tuesday morning. Only Central Human Resources Payroll enters Short Term Disability (STD), Workers' Compensation Leave, and Leave Sharing. Timekeepers enter FMLA leaves (including FMLA no leave).

Retroactive time (or time and leave) cannot be keyed in the SSTL timecard. All

retroactive requests must be keyed by Central HR/Payroll. Retroactive requests for payment for prior pay periods will be processed in the next up-coming pay period if the paper timesheet is submitted to payroll prior to the deadline date, 5:00 p.m. Wednesday in a non-payroll processing week. If you need the check sooner see

Off-Cycle Payment Requests (http://www.hr.virginia.edu/other-hr-services/payroll-information/payroll-policies-and-procedures/special-checks/). Time entry for shift workers

Shift work entered by the timekeeper must be entered using [In] and [Out] times. You must record the time using military time without the colon.

The SSTL timecard for shift work uses ‘Start’ and ‘Stop’ times, while the Timekeeper Entry form requires ‘In’ and ‘Out’ times.

In the SSTL timecard, the employee records the time using four digits with a colon, followed by am or pm; e.g., midnight is entered as 12:00 am, whereas 5pm is 5:00 pm. In the Timekeeper Entry form, the time must be translated to the military time format;

e.g., 3:45 pm in military time in the Timekeeper Entry form is 1545 (no colon).

http://www.hr.virginia.edu/other-hr-services/payroll-information/payroll-policies-and-procedures/special-checks/

http://www.hr.virginia.edu/other-hr-services/payroll-information/payroll-policies-and-procedures/special-checks/


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Shift work that carries over into Monday morning after the payroll deadline will be included in the current pay period. However, the carryover will 'stop' when the employee first clocks out on Monday morning.

Shift authorized employees may enter hours, rather than 'Start' and 'Stop' times for days when leave is taken. However, shift authorized employees cannot use a combination of 'Start/Stop' times and hours in the same day. If a shift authorized employee works on a holiday or agency closing day, the 'Start/Stop' times must not overlap. It may be necessary to enter a time for the holiday or agency

closing that was not included in the work hours 'Start/Stop' times. Shift premium will be calculated by the system according to the hours worked on the shift. 'Call Back' or 'Stand by Hours' must be entered as a payroll element ('Call Back' and 'Stand

By Hours' are not included in the automatic shift premium calculation). If hours exceed 24

in a day due to ‘Call Back’ or ‘Stand by Hours’, enter the hours on a different day. 24 hours is the maximum for each day.

Finding the Employee-Timekeeper Entry

On 'Deadline Monday', it may be necessary for you to enter and/or submit time for a non-

exempt employee. An employee must be included in a Timekeeper Group prior to entering time or viewing the employee's time information.

Timekeepers can enter time in timecards that are in a status of No status (blank), Working

status, or Rejected status. No one can change a timecard with a status of 'Submitted'. To correct a 'Submitted' timecard, the timecard must be rejected by the manager. The manager is the only person who can reject a timecard.

Procedure

In this exercise you will find an employee via the Timekeeper Entry window.

Step Action

1. Begin by logging into your UVa HRMS Timekeeper responsibility.




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Step Action

3. Click the Timekeeper Entry link.

4. The Find dialog box displays. The Basic Find Criteria section pre-populates the

Group Name and Recurring Period fields. The date of the current payroll (always

the default date) displays.

Click in the Person Name field.

5. Enter the employees [last name, first initial] into the Person Name field.

Enter a valid value e.g. "Class01, A".

6. Press [Tab].

7. The current payroll period populates the Period field.

8. Note: If you are finding an employee on "Deadline Monday", the date displayed is

the next payroll date and you must change the date to the current payroll date.

To change the Period date (the list of values field is massive), enter the first two

digits of the pay period start date followed immediately with a dash, immediately

followed by with the three letter Oracle format month. (e.g.; 02-Dec and press tab)

The date will default to the prior pay period date.

9. Enter the prior pay period date into the Period field.

Enter a valid value e.g. "16-Dec".

10. Press [Tab].

11. Click the Find button.

12. The Timekeeper Entry form displays.

13. Congratulations! You have completed the simulation on finding the employee-

Timekeeper Entry.

End of Procedure.

Viewing an Employee's Timecard

You are required to run reports to identify employees who have submitted hours that are “under” the required hours in a week included in the pay period, and to identify employees

who are in danger of not receiving a pay check; timecard not created, not submitted, or in rejected or error status. Before you can take these corrective actions, you’ll need to know how to find and view the employee’s timecard and interpret the information. The report indicates how many hours the employee is required to report each week in the pay period. This section demonstrates how to view the timecard for a full-time employee (40-hour week) who is on a report that indicates that he/she will be underpaid. This exercise will show you to how to view the employee’s timecard in the Timekeeper Entry form and help


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you interpret the timecard information and fields. This section demonstrates how to identify whether the employee is short hours on the timecard, and in which week of the pay period the employee is short hours.

Timekeepers view timecards by using the Timekeeper Entry form. You will immediately notice that the timecard looks very different from the timecard in Self-Service Time and Leave (SSTL).

Procedure

In this exercise you will view the timecard for a full-time employee using the timekeeper entry

form.

Step Action





3. Click the Timekeeper Entry link.

4. The Timekeeper Entry Find window displays.

You may ignore the three pre-populated fields; you do not have to delete them.

Enter your search criteria in the Basic Find Criteria section.


5. In this exercise you will search by the [last name, first initial] of the employee by

entering the information in the Person Name field.

Enter a valid value e.g. "Henderson, K".

6. Press [Tab].

7. If a list of results display, choose the appropriate name.

In this exercise, you will view the timecard for Keith Henderson.

Click the Keith Henderson list item.

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Step Action

8. Click the OK button.

9. The Group Name and Recurring Period values disappear.

In this exercise, today's date is Monday, December 30th (Deadline Monday). The

current pay period date is 16-Dec-2013-29-Dec-2013.

Deadline Monday is the first day of the new pay period (the default); you must

change the Period date to the current payroll date.

Enter the current payroll date into the Period field in the format (dd-mmm).


10. Press [Tab].

11. Ensure the Period is the correct pay period date.

Click the Find button.

12. The employee's timecard entries display.

Note the employee's name and the pay period dates display in the top left portion of

the window.

13. If the approver (manager) has entered any comments, the comment will display in

the Comment field.

14. While viewing information for an employee, the status of the timecard will display.

The status codes are:

•No status-Status field is gray and blank; indicates the timecard has not been created

•Working-Timecard saved but not submitted

•Submitted-Timecard is created and submitted for approval

•Approved-Timecard submitted and manager approved

•Rejected-Manager rejected the timecard and it is available to the employee for

correction

•Error-An error will occur if there is a problem with the data entry and/or payroll

elements selected.

The status of this timecard is ‘Approved’, shown in green as ‘Ap’. To view the

entire status, click in the status field and select the pencil editor button on the

toolbar.


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Step Action

15. If the status is 'Error' click the Messages button to view the details of the error.

Select the Messages button if you are troubleshooting an 'Error' status. The message

will display information that will assist with resolving the problem.

16. The employee's name will display in the Person Name field.

17. You will view the exempt status (NEX is non-exempt; EX is exempt) followed by

the assignment number followed by the supervisor's name in the Assign/Mgr field.

18. The Payroll Elements field displays the hours type chosen by the employee when

the employee created the timecard.

19. The Total hours for each hours type is automatically calculated and displays in the

Total column.

However, the total hour's combination for all hours type(s) entered is not calculated

and is not displayed on the timesheet.

The total hours for each week in the pay period is not calculated by the system. You

must manually calculate the total for each week.

20. Click the Day Totals button.

21. The Day Totals button displays the hours entered by the day.

This employee's timecard pre-populated with 8 hours each day Monday-Friday. If

the employee worked a different number of hours on a day, he/she changes the pre-

populated hours accordingly. If the employee used their leave, then he/she would

adjust the hours worked to reflect the hours actually worked (could be 0), and adds a

row to enter the leave type and leave hours taken.

Each employee must balance to the anticipated goal hours for each week in the pay

period (Mon-Sun). The goal hours for each week are established in the employee's

HRMS Assignment record. (e.g., If an employee is full-time, then he/she is

scheduled to work 40 hours per week; 40 hours must be accounted for in each week

(time worked and leave taken) of the pay period)

22. The Day Totals display.

23. To view the total hours for each day in the first week of the pay period, move the

scrollbar to the right. Using your calculator, manually add the hours submitted for

the first week.

Click the Horizontal scrollbar.

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Step Action

24. Add the total hours submitted. The total for the first week of the pay period for this

employee's timecard is 45.

Next view the hours submitted for the second week.


25. Click the Horizontal scrollbar.

26. This employee submitted 39 hours in the second week of the pay period; a total of

84 hours in the pay period.

The employee will automatically be compensated for any hours over 40 in the first

week, but the employee is under their required hours (-1) in the second week of the

pay period.

Since the timecard has already been approved, only Central HR Payroll can correct

this timecard to meet the 40 hour per week requirement for this employee.



28. If you wish to view a different employee's timecard, select the flashlight icon on the

toolbar to start this process at the beginning.

29. In this exercise, you do not wish to view another employee's timecard.

If you do not wish to view another employee's timecard, select the close button (x).

30. Congratulations! You have completed the simulation on Viewing an Employee's

Timecard.

End of Procedure.

Entering Time and Leave for an Employee

Time entry using the Timekeeper Entry form, is done differently than entering time in UVa

Self Service Time and Leave. The Timekeeper entry form is not pre-populated with hours worked or holidays. The Timekeeper entry form does not display whether the employee is University Staff or a Classified employee, and does not display which leave plan (or sick plan) is correct for the

employee. You must know this before you begin your data entry in the Timekeeper form. Since employees can all enter their own time in SSTL, you should rarely be asked to enter time for an employee. Upon occasion, you may be asked to do so if the employee is perhaps having a technical problem and needs assistance. You will always need the signed


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and approved paper timesheet, if possible, prior to entering time for the entire pay period. Keep this documentation in your files for audit purposes. You will always be required to enter time for the complete pay period for an employee

using FMLA leave (even if only the FMLA leave if just for one day). Note FMLA leave is entered by the timekeeper and the other leaves entered by Central Human Resources Payroll. For the topic 'Entering Time and Leave for an Employee', you must print the below timesheet:

Procedure

In this exercise you will enter time and leave for an employee.

Note: You must have the completed and signed paper timesheet in front of you, if possible, before

entering time for an employee.

Step Action

1. After logging into UVa HRMS Timekeeper, select Timekeeper Entry.

Click the Open button.

2. The Timekeeper Entry Find window displays.

You may ignore the three pre-populated fields; you do not have to delete them.

Enter your search criteria in the Basic Find Criteria section.


3. Enter the [last name, first initial] of the employee into the Person Name field.

Enter a valid value e.g. "Class01, A".

4. Press [Tab].

5. If a list of results display, choose the appropriate name.

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Step Action

6. The Group Name and Recurring Period values disappear.

In this exercise, today's date is Monday, December 30th (Deadline Monday). The

current pay period date is 16-Dec-2013-29-Dec-2013.

Deadline Monday is the first day of the new pay period (the default); you must

change the Period date to the current payroll date.

Enter the current payroll date into the Period field in the format (dd-mmm).


7. Press [Tab].


9. Note the Timekeeper Entry form is not pre-populated with hours worked (if non-

exempt) or holidays.

10. Select the assignment/manager for the correct assignment.

Click in the Assign/Mgr field.

11. Click the Assign/Mgr List of Values button.

12. Enter the wild card sign (%) in the Find field.

Enter a valid value e.g. "%".


14. If a list of results display, choose the appropriate assignment/manager.

In this exercise the assignment/manager is preselected.

Click the OK button.

15. The assignment number is preceded by either NEX (indicating the employee is non-

exempt) or EX (exempt).

16. Enter a value of 'N' or 'E' in the Payroll Elements field to match the first letter of

the exempt status shown in the Assign/Mgr field.

Enter a valid value e.g. "N".


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Step Action

17. Press [Tab].

18. If the exempt status for the 'Assign/Mgr', in this example non-exempt, does not

match the exempt status shown in the 'Payroll Elements' field the timecard will not

process.

19. Available values display. Find the payroll element (hours type) you wish to enter for

the employee.

Note: The list includes elements that may not be appropriate selections. It is

important to select the correct sick plan, etc. for the employee.

An error message may display if you try to save an element that is inappropriate for

the employee's type.

20. Choose from the list of results.

Click the NEX-Hours Worked list item.


22. Enter the hours in the appropriate day/date fields(s).

In this exercise enter into the Mon 12-16 field.


23. Enter all the hours the employee worked in the same row.

24. Enter the number of hours worked into the Tue 12-17 field.


25. Click in the Wed 12-18 field.

26. Enter the number of hours worked into the Wed 12-18 field.



28. Click in the Thu 12-19 field.

29. Enter the number of hours worked into the Thu 12-19 field.


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Step Action


31. Click in the Fri 12-20 field.

32. Enter the number of hours worked into the Fri 12-20 field.



34. Continue entering the hours worked for the second week. In this exercise we entered

the hours for you.

Press [Tab].

35. The total of the hours worked will display in the Total field.

36. In this exercise the employee wishes to charge his/her leave.

The Person Name and Assign/Mgr stays the same, so you can copy from the

previous line.


37. To copy press [Shift+F5].

38. Press [Tab].

39. Press [Tab].

40. Press [Shift+F5].




42. Press [Tab].

43. Enter the leave type found on the second line of the paper timesheet.

In this example you will find University Leave.

Click the Vertical scrollbar.

44. Click the University Leave list item.


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Step Action


46. Enter the hours of University Leave in the column of the day/date the employee used

the leave.

Click in the Wed 12-18 field.

47. Enter the number of University Leave taken into the Wed 12-18 field.



49. Click in the Thu 12-26 field.

50. Enter the number of University Leave taken into the Thu 12-26 field.


51. Press [Tab].

52. Note the total of University Leave taken in the Total column.

53. The employee entered FMF leave (FMLA Lv Family Member) on the paper

timesheet as well.

Note the abbreviations for the types of leave are at the top of the paper timesheet.

Once again, the Person Name and manager stay the same so you can copy from the

previous line.



55. Press [Tab].

56. Press [Tab].


58. Press [Tab].




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Step Action

60. Click the FMLA Lv Family Member list item.



63. Enter the number of FMLA Lv Family Member used into the Wed 12-25 field.



65. Click in the Fri 12-27 field.

66. Enter the number of FMLA Lv Family Member taken in the Fri 12-27 field.


67. Press [Tab].

68. Note the total of FMLA Lv Family Member taken in the Total column.

69. Perform a final check of your work before saving.

Click the Save button.

70. If you see an error status, select the messages button to view the reason for the error.

In this example, an error does not display.

71. Note: Once you have saved your work, you can click the 'Day Totals' button as a

second way to review your work.

72. We do not use the Submit Selected Lines button.

73. The timecard is now in 'Working' status.

74. Congratulations! You have completed the simulation for entering time and leave for

an employee.

End of Procedure.

Assisting Employees and Managers with Timecards

As timekeeper, you assist employees with their timecard entries. You also assist managers

with their SSTL approvals as needed.


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First time password standard If an employee wishes to access the Integrated System and they have not received their system-generated password, the generic standard password for the Integrated System is:

• the word 'payslip' • the first character in the employee's birth month • the last digit of the employee’s social security number Example: A new employee has a June birthday and the last digit of their Social Security number is 3. The generic password is “payslipj3”

FAQs' for Employees (http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/employee-sstl-faqs/)

Assisting Employees with SSTL

As timekeeper you assist employees with their timecard entries. All paid employee types use SSTL. The status is based on the information in the HRMS assignment record which is determined criteria set forth in the Federal Fair Labor Standards Act (http://www.dol.gov/whd/regs/compliance/hrg.htm) (FLSA, 1938).

All non-exempt employees who work over 40 hours in a week must be compensated for all hours over 40. The two types of employees are:

• Non-exempt • Exempt

Special handling is required for the following:

Non-exempt employee with a salaried assignment (Academic side) plus a temp wage assignment. The employee enters hours for salaried assignment in SSTL. The paper timesheet must be submitted to the timekeeper for the Temp Wage assignment.

The timekeeper will mark the paper timesheet "Dual Appointment" and fax it to payroll for processing.

Medical Center employee with a temp wage position at UVa (Academic side). The employee enters hours for the temp assignment in SSTL. Compensation for the

temp assignment is automatically calculated at the overtime rate (time and a half).

Employees with Shift Designation

Wage Hourly Employees

Agency Closing

Self Service Time and Leave (SSTL) will display a time card error message (http://www.hr.virginia.edu/other-hr-services/payroll-information/sstl-information/sstl-timecard-error-messages/) if the employee enters something incorrectly on their timecard or if their HRMS record is incorrect.

At the end of this section, you will be able to: • assist an employee with SSTL • assist a non-exempt employee with holiday entries

http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/employee-sstl-faqs/

http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/employee-sstl-faqs/

http://www.dol.gov/whd/regs/compliance/hrg.htm



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• assist an exempt employee with holiday entries • assist a shift worker with holiday entries

Accessing Employee Self-Service Time and Leave

Procedure

In this simulation you will access UVA Employee Self-Service to create a timecard.

Step Action

1. Begin by navigating to the Integrated System home page.

Click the Employee/Manager Self/Service button.

2. Enter your Integrated System User Name (your Computing ID) and password.

Click the Login button.

3. Click the UVA Employee Self-Service link.

4. Click the Time Entry link.

5. A list of your previous timecards display with a timecard status.

•Rejected: A timecard the supervisor rejected so you can make changes and

resubmit

•Working: A timecard you have created and saved, but have not submitted for

approval

•Submitted: A timecard you have created, saved, and submitted and is waiting for

supervisory approval.

•Approved: A timecard approved by your supervisor and ready to process in payroll

or already processed in payroll.

6. The pay period starting and ending dates display with the number of recorded hours

(for exempt this will be the number of leave hours taken, if any) and the date you

submitted the timecard.

7. Click on any of these links for assistance when entering time and/or leave.

8. To create a new timecard, click the Create Timecard button.


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Step Action

9. Congratulations! You have completed the simulation on Accessing Employee Self-

Service Time and Leave.

End of Procedure.

Exempt Employee: Entering Leave Taken

Exempt employee's only record leave taken in the Self-Service Time and Leave timecard.

An exempt employee's timecard does not show hours worked. Holidays are also auto-paid and cannot be seen in the timecard.

Procedure

In this example you will enter leave taken for an exempt employee.

Step Action

1. Begin by navigating to the Integrated System HR/Finance.

Enter your User Name, Password and click the Login button.



4. Click the Create Timecard button.

5. Click the drop-down arrow to display the list for Hours Type.

6. Your eligible leave types will display, followed by your leave balance.

Select the leave type you wish to use from the list.

Click on University Leave / 237.5.

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Step Action

7. Click the drop-down arrow in the Assign/Mgr field.

8. Click your supervisor's name.

If you have more than one assignment and supervisor, select the correct assignment

number and supervisor in which the leave was taken.

9. Find the day/date and enter the number of leave hours you are taking. You can enter

leave for more than one day/date on the same row as long as it is the same type of

leave.

Enter a valid value e.g. "8" for Mon, Apr 4.

10. To enter a different leave type (for the same day or a different day) you must click

on the Add Another Row button, select the leave type, supervisor's name, and

day/date and enter the number of hours.

11. Click the Continue button.

Note: Continue does not save the timecard. The timecard will not be saved until it

has been submitted. If you wish to save your entries to submit at a later time, click

the Save button.

12. Once all your leave is recorded click the Submit button.

13. Congratulations! You have completed the simulation for Entering Leave Taken (for

Exempt Employees).

End of Procedure.

Exempt Employee: Holiday Hours Worked

Exempt employees are not compensated for hours worked in excess of 40 hours in the

work week. (Exempt employees are referred to as being 'auto-paid). However, if an exempt employee works on a holiday, the employee will be compensated with the leave type Comp Special Holiday Worked. This provides the employee with comp leave earned and allows the employee to take the leave at a different time of their choosing.

Important note: For employees who work an Alternate Work Schedule (AWS): It is

recommended that for the holiday week, you work a regular work schedule, as holiday pay will be calculated based on an 8 hour work day (adjusted for part-time employees.) However, as an exempt employee, there is nothing you need to do in the system to accommodate the change in work schedule.

Procedure

In this exercise you will enter hours worked on a holiday as an exempt employee.


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Step Action

1. Begin by entering your User Name and Password.

Click the Login button.

2. Click the UVA Employee Self Service link.


4. Click the Create Timecard button.

5. Note the timecard does not automatically include the holiday (which, for this

example, is Mon, May 30th.) If you did not work the holiday, you will submit a

blank timecard.

If you worked the holiday, follow the next few slides.

6. Click the arrow for the drop-down list for the Hours Type / Hours Balance field.

7. If you worked the holiday, select the Hours Type Comp Special Holiday Worked

from the Hours Type list and enter the number of hours you worked.

8. Exempt Employees only:

Select Comp Special Holiday Worked from the list.

9. Click the drop-down to select your Assignment/Manager.

10. Click your assignment number, manager name.

11. In this exercise, the employee worked four (4) hours on the holiday. The hours are

entered for you.


Please note: Continue does not save the timecard. The timecard will not be saved

until it has been submitted. If you wish to save your entries and submit at a later

time, click the Save button.

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Step Action

13. Click the Submit button.

Click the cell.

14. You will see a confirmation that the timecard has been submitted successfully.

15. Congratulations! You have completed the simulation for entering hours worked on

a holiday (for an exempt employee).

End of Procedure.

Non-Exempt Employee: Entering Hours Worked and Leave Taken

Non-Exempt Employees, are required to enter hours worked as well as leave taken for the

pay period. The system will automatically calculate overtime hours.

Important Note: If you are full-time, each week must reflect the expected amount of hours each week (40 hours). If you are part-time each week must equal the amount of hours for each week. Example: A part-time employee, who works 25 hours per week, must reflect 25 hours for each Monday through Sunday in the bi-weekly timecard. You may not take off a day in one week and add it to the next week.

Procedure

In this exercise, you will enter hours worked and leave taken for a non-exempt employee.

Step Action

1. Begin by logging into the Integrated System.

Enter your Integrated System User Name (your computing ID) and your Password.

Click on the Login button.



4. To create a timecard for the current pay period, click the Create Timecard button.

5. Click the arrow for the drop down menu in the Assign/Mgr field.


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Step Action

6. Click your assignment number/manager to confirm.

7. Notice your regular work schedule will be pre-populated for you.

8. Enter all hours worked. Overtime hours are entered by changing the number of

hours you actually worked on the day/date. The system will automatically calculate

the hours worked as overtime pay or straight pay.

Enter the number of hours worked into the Hrs field.

Enter valid value e.g. "8".

9. In this exercise, you worked 4 hours on Apr 9th. Enter the number of hours worked

into the Hrs field.

Enter valid value e.g. "4".

10. To enter leave taken, click the arrow for the drop down menu for Hours

Type/Hours Balance.

You will see the leave types you are eligible followed by your leave balance.

11. Click the leave type you wish to use.

In this exercise, you will use University Leave.

12. Click the arrow for the drop down menu for the Assign/Mgr field.

13. Click the assignment number/manager to confirm.

14. Scroll to the right to see the second week in the pay period.

15. To enter leave, remember to change the number of hours worked.

Enter the desired information into the Hrs field. In this exercise, you did not work

on Apr 14th. Enter u may also leave the field blank.

16. Enter the number of hours of leave you are taking into the Hrs field.

Enter

17. If you need to add another leave type, or you need to enter a combination of hours

worked and leave taken for a given day, you will click on the Add Another Row

button, and continue with the steps to enter the leave taken.

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Step Action


Please note: Continue does not save the timecard. The timecard will not be saved

until it has been submitted. If you wish to save your entries and submit at a later

time, you must click the Save button.

19. A summary of the hours worked and leave taken will display. Scroll down to see the

time detail which displays the calculation of overtime.


Note: Do not submit the timecard until all of the hours have been entered. Once you

submit a timecard, you cannot make changes to it. Confirm that you have submitted

at least the required hours for each week.


22. Congratulations! You have completed the simulation for entering hours worked and

leave taken (for non-exempt employee).

End of Procedure.

Non-Exempt Employee: Holiday Hours

Note: Employees who work an Alternate Work Schedule (AWS): It is recommended that for the holiday week, you work a regular work schedule, as holiday pay will be calculated

based on an 8 hour work day (adjusted for part-time employees.) If you work your AWS

for the week, recognize that you may end up in a situation where you either need to take leave (to reach 40 hours in the week) or where you will be entitled to overtime pay (straight pay).

Procedure

In this exercise you will enter hours worked on a holiday as a non-exempt, regular schedule,

Monday-Friday employee.

Step Action

1. Begin by entering your Integrated System User Name (your computing ID) and

your Password.

Click on the Login button.


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Step Action

2. Click the UVA Employee Self Service link.


4. To create a timecard, click the Create Timecard button.

5. Notice the timecard includes the holiday. You do not have to enter the holiday

hours.

The holiday hours pre-populated on the timesheet is what pays you for the holiday,

whether or not you worked on the holiday.

Important: Deleting or removing the pre-populated holiday hours will reduce the

amount of your paycheck.

6. Click the drop-down arrow in the Assign/Mgr field.

7. Click the assignment number, manager name to select your manager.

8. Click the drop-down arrow in the Assign/Mgr field, and click on the assignment

number, manager name to select your manager.

9. Enter the number of hours you worked on the holiday in the Hrs field.

In this example you worked 4 hours.


10. Click in the Continue field.

11. Scroll down the page to see the Time Detail information.

12. Notice that the time was captured as Comp Special Holiday Worked.



15. Congratulations! You have completed the simulation for entering hours worked on a

holiday (for non-exempt employees).

End of Procedure.

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Assisting Managers with SSTL

Timekeepers assist managers with their SSTL approvals as needed. A manager must have

a registered e-mail account that ends in @virginia.edu. FAQ's for Managers (http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/manager-sstl-faqs/) This section describes the different kinds of information the timekeeper may need to assist

the manager in reviewing and approving their timecards. You must assist the manager with additional problem solving as needed. Please keep in mind the following: • Managers may create a timecard for an employee. • Managers may enter time in an employee's timecard that is in a "Working" status.

• Managers cannot change a submitted timecard; the manager must first 'reject' the timecard; the timecard can then be corrected by the employee, the manager, or the timekeeper (with the appropriate documentation). • Managers may correct an employee's timecard after the status has been changed to “rejected”. • Managers review the timecard entries for accuracy, as well as to determine whether the employee has submitted sufficient hours for each week in the pay period.

• Managers are required to approve all timecards. - If a manager fails to approve a timecard prior to the pay period deadline, the

timecard must be approved post-payroll. The schedule of unapproved timecard notifications is as follows: 1. When the employee submits the timecard, the employee’s supervisor is

immediately sent an automated email notification that the timecard has been submitted for approval. The employee's supervisor can approve the timecard within this email or from the Worklist in Self Service.

2. Two days after the pay period end date, an automated reminder email

notification is sent to the employee's supervisor. The employee's supervisor can approve the timecard within this email or from the Worklist in Self Service.

3. Five days after the pay period end date, a second automated reminder email

notification is sent to the employee's supervisor. The employee's supervisor can approve the timecard within this email or from the Worklist in Self Service.

4. Fifteen days after the pay period end date, a final automated reminder email notification

is sent to the employee's supervisor and copied to the supervisor's supervisor. The

timecard can be approved by the employee's supervisor within this email or from the Worklist in Self Service.

5. Twenty-nine days after the pay period end date, Payroll will email the Vice

President of the responsible supervisor's school or unit. The timecard can still be approved from the e-mail notification from Step 3 (if it has not been deleted) or from the Worklist in Self Service.

6. Thirty-six days after the pay period end date, Payroll will email the Executive

Vice President and University Audit. The timecard can still be approved from the e-mail notification from Step 3 (if it has not been deleted) or from the Worklist in Self Service.

70 days after the pay period end date, the electronic timecard is moved to "Closed" status,

and a paper timecard must then be completed and approved.

• If a manager regularly enters an employee's time in SSTL, an approved UVa Time Management form (paper timesheet) must be maintained in the department to support the submitted entries.

http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/manager-sstl-faqs/

http://www.hr.virginia.edu/other-hr-services/payroll-information/self-service-time-and-leave-FAQs/manager-sstl-faqs/


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• If a manager enters the time for the entire pay period on an ad hoc basis, a note must be entered in the Comment field on the timecard. No other documentation is required. Example: An employee is on vacation and suddenly remembers the timecard is due. The

manager completes the timecard for the employee, noting in the Comment field the entries are made on behalf of the employee or per employee's request. In the above example the employee should review the timecard post-payroll for accuracy. While approving or rejecting from the manager's notifications the manager must:

not change the email subject line

not enter any text in the e-mail notification

A new email window will open. The manager must click [Send]. If a new email window

does not open after selecting Approve or Reject, the action will fail: no notification is sent and the timecard is neither approved nor rejected. The manager must contact their computer support to re-configure their e-mail to use HTML or use UVa Manager Self-Service to complete the action.

At the end of this section you will be able to: • assist managers in approving timecards from the e-mail notification • assist managers in rejecting timecards

• assist managers in entering time and leave for an employee • assist managers in creating a vacation rule

Approving Timecards in Self-Service

The manager has the ability to reject a timecard when the timecard entry is incorrect.

Procedure

In this exercise you will approve a timecard for one of your employees.

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Step Action



2. In this exercise, you will approve the timecard for Desirae Class15. Click the

employee's Timecard notification.

3. Review the timecard information.

Click the Approve button.

4. Once approved, the employee's timecard no longer displays in your worklist.

5. Congratulations! You have completed the simulation on approving timecards.

End of Procedure.

Approving Timecards from the E-mail Notification

A manager has access to their employees' employment information, salary and learning

history. As the timekeeper you will assist the manager as needed in approving or rejecting a timecard in Self-Service Time and Leave (SSTL).

The notification e-mail subject line is: Action Required: Timecard (dd-mmm-yy to dd-

mmm-yy) for employee (insert employee's name) requires approval. The e-mail contains the employee's timecard information. When a manager opens the notification e-mail, the timesheet details for the entire pay period, and the daily entries display.

Procedure

You will receive an e-mail with the subject: Action Required: Timecard (DD-MON-YY to

DD-MON-YY) for employee requires approval.

This simulation will show you how to approve or reject a timecard through e-mail.

Step Action

1. Begin by opening the e-mail, and review the timecard entries.

Scroll down to review the timecard.


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Step Action

2. Click Approve (or Reject). In this exercise, you will approve the timecard.

3. Do not change the subject line or add or change any text in the e-mail.

Comments can only be added via UVA Manager Self-Service (or you may send

a separate e-mail to the employee if comments are required.)

4. Click on the Send button to send the e-mail and complete the approval process.

5. Congratulations! You have completed the simulation for using e-mail to approve or

reject timecards.

End of Procedure.

Rejecting Timecards

When employees submit timecards to you for approval, a notification for each timecard will

display in your worklist. You must review the timecard and either approve it or if the employee needs to make changes, reject it. If you reject a timecard, you must contact the employee and tell them you are rejecting the timecard. This is particularly important for employees that may not regularly access e-mail.

Procedure

In this exercise you will reject an employee's timecard.

Step Action



2. In this exercise you will reject the timecard for Carly Class29. Click the Timecard

that requires approval.

3. Review the timecard and scroll down to the bottom for the comments field.

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Step Action

4. Enter an explanation to the employee of why you are rejecting the timecard.

In this example, the comment is entered for you.

5. Click the Reject button.

6. You will return to your worklist and notice that the timecard has been removed from

your notifications.

Remember to contact the employee and tell him or her that you rejected the

timecard.

7. Congratulations! You have completed the simulation for Rejecting Timecards.

End of Procedure.

Entering Time and/or Leave for Employee

On occasion one of your employees may be out or unable to enter his/her time and leave on the date the timecards are due. You have the ability to enter and save the timecard on their behalf. Once the employee returns, a paper timesheet must be created, signed by you and the employee and kept on file.

Procedure

Occasionally an employee may be unable to enter his or her own time and/or leave. In this

simulation you will see how to enter time and/or leave for an employee.

Step Action

1. Click on the UVA Manager Self-Service link.

2. Click on Time Entry.

3. Click the Action button.

4. Click on the Create Timecard button.

5. Click on the arrow for the drop-down list for the Hours Type / Hours Balance

field.


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Step Action

6. Select the leave type the employee wishes to take. If you are unsure of what leave

type to select contact the employee.

Click on University Leave / 368.

7. Click on the arrow for the drop-down list for the Assignment/Manager field.

8. Select your name.

Click on 112870-2, Marbury.

9. Enter the desired information into the field. Enter a valid value e.g. "8".

10. Do not submit the timecard, but you do need to save it. Timecards entered and

saved by managers will be processed automatically by the system.

Click on the Save button.

11. You will see a confirmation that the timecard has been saved successfully.

12. If you have another employee for whom you must enter time and/or leave, you need

to click on the link for Home which will return you to the Navigator, and repeat the

steps for the next employee.

13. Congratulations! You have completed the simulation for entering time and/or leave

for employees.

End of Procedure.

Creating Vacation Rules

Vacation Rules help managers plan for times when they are temporarily out of the office.

Creating vacation rules transfers the ownership of the notification to another employee who has the knowledge and authority to approve the employees' timecards.

Depending on your responsibility for approving notifications, other types of notifications may display. The only notification eligible for transfer is the timecard approval.

The designee, if a timecard required employee, cannot approve his/her own timecard. The designee will forward the timecard approval email that is received on the timecard to the

supervisor who can approve the timecard via the email process. The designee can continue to approve all other timecards for employees, except their own. A paper trail is not necessary since the system now has the record of the supervisor's approval instead of it

being done outside the system, or

If the supervisor does not want to do the email approval, forward the timecard approval

email to another person that the official supervisor might want to designate. This person must be in a position of knowledge about the employee's job and time worked or not worked.

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Procedure

In this exercise you will transfer the notification for timecard approval to another employee.

Step Action



2. The E-Business Suite window displays.

Click the Full List button to see the expanded worklist.

3. The expanded worklist window displays.

Click on Vacation Rules.

4. To temporarily assign approval authority to someone else, click on the Create Rule

button.

5. Click the Item Type list.

6. Click the UVA Timecard Approval Workflow list item.

7. Click on the Next button.


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Step Action

8. The Vacation Rule: Notification window displays.

Ensure that the All option is selected.

9. Click on the Next button.

10. Complete the following fields:

Start Date: Defaults with the current date and time. Change this to a future date if

desired by selecting the date from the calendar.

11. End Date: An end date is not required.

If you wish to enter an end date, use the calendar button to select the date the

delegation will end.

For an open-ended delegation leave this field blank.

12. Message: Enter the reason for creating the vacation rule.

In this exercise, the reason is entered for you.

13. Transfer: Defaults to 'All Employees and Users'. Using the List of Values icon

(flashlight) at the end of the row, choose the name of the employee who will receive

the delegation.

Note: Please ensure that the individual you select has the knowledge and

authority to approve the employees' time and leave.

Do not select the Deliver notifications to me regardless of any general rules

option.

14. Click on the Apply button.

15. Update the vacation rule or delete the rule as needed by clicking on the appropriate

icon.

Enter an end date in the end date field to end the delegation.

16. Congratulations! You have completed the simulation for Creating Vacation Rules.

End of Procedure.

Viewing Departmental HR Information

You may need to verify certain employee and/or assignment information that affects the

goal hours an employee is paid. View this information in the HRMS People and Assignment windows. At the end of the section, you will be able to:

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• find an existing employee • view an employee's assignment record

Finding an Existing Person

Use the Find feature to locate an employee by name, Social Security number, or Employee

Number. The People window displays personal information about the employee. The tab 'Office Details' displays the employee's email address which may be useful to you.

Procedure

In this exercise you will search for an existing employee.

Step Action


2. Click the View People link.

3. The People window displays, along with a Decision box.

Since you are viewing HRMS records for a current payroll, you can always click

'No'.

Click the No button.

4. The Find Person dialog displays search fields for your use:

• Full Name field - Best practice is to search by entering [last name, comma, space,

first initial, and the wild card sign (%)]. Searching any other way may not retrieve

all possible matches.

• Social Security field - Enter the number including dashes.

• Number field - Enter the person's six-digit Employee Number.

5. Search for the name of the person by entering the [last name, first initial] in the Full

Name field.

Enter the desired information into the Full Name field. Enter a valid value e.g.

"Casey, B%".


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Step Action

6. Note: if you want to remove all entered data, allowing you to start over, use the

Clear button.

Click the Find button.

7. The employee's record displays.

8. Congratulations! You have completed the simulation on finding an existing person.

End of Procedure.

Viewing the Assignment Information for Timekeeping

Assignment The assignment is the central concept that relates the people that you employ to the structures in which they work and the compensation and benefits for which they are eligible. In IS many of the activities that you undertake in human resource management are based on assignments and not people. In particular, you enter all earnings, deductions, and other pay-related elements for the employee assignment, rather than for the employee. This makes it possible to give an employee two or more assignments. An employee must have a primary assignment at all times. The salaried assignment has to be

the primary. Promotions, transfers, and so on are updated as changes to the existing assignment. These changes are date-tracked so that you can view the history of changes to an assignment and can make future-dated changes. HRMS uses a unique identifier, known as an Employee Number, to identify every employee in the system. The employee number is a six-digit number. The first assignment has the same six-digit employee number. Each additional assignment has a suffix added to the

employee number starting with -2. The system assigns each additional assignment the next number in the sequence. Once an assignment is terminated, the assignment can never be used. If the employee is rehired, the system remembers the last number used and assigns the next available number to the rehired employees new assignment.

Primary and Secondary Assignments The primary assignment is the employee's main job at UVa. All benefits are associated with the primary assignment. Secondary assignments are used to reflect additional jobs, paid and unpaid, an employee may have at the University.

Examples of Secondary Assignments:

• Employee works a wage job in addition to the primary assignment. • A student has a goal pay assignment and an additional or multiple assignment(s). (If the student has an active goal pay assignment, the HRMS Specialist or HRMS Faculty/Staff

Reviewer must move the hourly assignment to be the primary) The Employee and Assignment information in the Timekeeper view is limited; only

information that may be needed for timekeeping can be viewed. Keep in mind that all information is confidential, and you should only access the records you need for business purposes.

Procedure

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In this exercise you will view the assignment and time information for Susan Richards.

Step Action



2. Click the View People link.

3. The effective date defaults to today's date. To view the record with a different date,

click the Yes button.

In this exercise, you will not change the date.


4. Search for the name of the person by entering the [last name, first initial] in the Full

Name field.

Enter a valid value e.g. "Richards, S".

5. Press [Tab].

6. If more than one result, choose the correct name from the list.

Click the Susan Richards list item.



9. The employee's People form displays.

Click the Office Details tab.

10. Note the employee's email address displays in the Office Details tab.


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Step Action

11. Click the Assignment button.

12. Assignment information is displayed in the upper section of the window.

If the assignment shown in the window is not the assignment that belongs to your

organization, place your cursor in any field in the upper eight fields of the window

and use the down arrow on your keyboard to page through the assignments.

13. The 'Grade' displays the employee's classification such as Classified, University

Staff or Wage.

14. The Supervisor tab provides the name of the supervisor (manager).

Click the Supervisor tab.

15. In this example, the supervisor is Deborah Mcdowell. If the Name field is blank, a

timecard cannot be approved.

The Standard Conditions tab provides the hours assigned to the assignment (Job).

Click the Standard Conditions tab.

16. Working Hours and Frequency display.

The Statutory Information tab displays whether a timecard is required.

Click the Statutory Information tab.

17. Statutory information displays.

Yes indicates a timecard is required for the employee; employee will not receive a

paycheck if he/she does not submit a timecard.

No indicates that the employee is "exempt" and will be autopaid if a timecard is not

submitted. However, a timecard is still required for audit purposes. An exempt

employee submits only the amount of leave taken and receives a paycheck without

the timecard submission.

18. Date-Track History is a quick way to view the changes that were previously

entered on the window.

Click the Date-Track History button.

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Step Action

19. Each entry in the From Date field is the date-track date used for each recorded

change.

When a record is saved, the To Date field automatically populates with the day

before each new date.

Click the Full History button.

20. You may need to confirm a hire date or termination date (last day worked) or

perhaps an assignment status.

View any history of assignment changes by scrolling to the right.

Towards the end of each record history an assignment status will display such as

active, leave without pay, etc.

Click the horizontal scrollbar.

21. In this example you see Susan moved from the English department to the Institute of

African Affairs and Studies on 27-Jul-2009.

22. The Normal Hours column shows what the employee can expect on their timecard

if they changed their hours.

In this example Susan Richards did not change her hours.



25. To view pay and leave eligibility allocated to the position, as well as premium

eligibility such as shift pay (if applicable), click the Time Information button.

26. In this example you already decided not to change the date.


27. If this section is blank, the employee is exempt. The employee reports leave taken

only.

A timecard must be submitted each pay period whether an exempt employee uses

their leave time or not.


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Step Action

28. Rotation Plan determines the number of hours pre-populated on the timecard.

A flex schedule rotation plan can be selected for those who work four ten hour days

with either Monday or Friday off. The timecard will populate according to the value

in this field.

29. Earning Policy determines premium eligibility, straight time/overtime pay or leave

compensation.

If this field does not include 'OT Leave' in the name, the compensation is pay.

30. Shift Differential Policy (if applicable) must be assigned for positions in

organizations authorized for shift premium.

The HRMS Specialist must assign the shift policy in order for the employee to

receive shift premium.

If the values are incorrect, notify your HRMS Specialist or HRMS Faculty/Staff

Reviewer.

31. Congratulations! You have completed the simulation on viewing the assignment

information for timekeeping.

End of Procedure.

Using Views and Reports

This section describes how to run required reports in Oracle and how to run reports in

Discoverer. The Discoverer portion includes a linked document describing the OTL reports,

along with instructions on how often to run each report.

At the completion of this section, you will be able to: • run standard IS reports that can be viewed within your browser • copy a report request • schedule a report

Running an IS Standard Oracle Report

There are two specific Oracle Time and Leave (OTL) reports that you are required to run repeatedly on 'Deadline Monday'. These guidelines describe when and how often to run the reports, depending on which type of employee time cards you manage. These two reports

are used to make sure employees have the opportunity to receive a full pay check:

The first report is: • UVa Time and Leave Summary Exception Report After you have read this information, click 'Try It'.

The second report is: • UVa Pay Missing and Rejected Timecard Report

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Procedure

In this exercise you will run a standard report for your organization.

Step Action



2. Select Submit Process & Report.


3. Click the Submit Processes and Reports link.

4. Submit a new request:

• Typically you'll use the default Single Request option.

• The Request Set is used when a special report has been ordered from Enterprise

Applications (EA) and the report automatically runs nightly.


5. Click the Name List of Values button.

6. Choose from the list of reports.

Click the UVA Time and Leave Summary Exception Report list item.


8. Complete the parameter fields.

Enter the pay period start date in the START DATE field.

Enter a valid value e.g. "09-sep-2013".

9. Enter the pay period end date in the END DATE field.

Enter a valid value e.g. "22-sep-2013".


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Step Action

10. Enter your Organization number into the ORGANIZATION NUMBER field.

Note: If you are responsible for a large number of organizations, you may choose to

enter your major budget unit.

In this example, you will enter one organization number.


11. Click in the PAYROLL field.

12. Enter a 'B' into the PAYROLL field.

Enter a valid value e.g. "B".

13. Press [Tab].

14. Press [Tab].

15. Enter the desired information into the Page Break on Organization field.

Enter 'Yes' if you have more than one organization. In this example you will view

one organization.


16. Press [Tab].



19. The Requests form displays.

20. The Phase and Status columns display current information at time of submission.

You may need to click the Refresh Data button several times to ensure the process

completes.

21. The process is complete when the phase is Completed and the status is Normal.

Now view the results.

Click the View Output button.

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Step Action

22. The report displays. Review the information on the report and take action as needed.

To scroll down to page 2, click the Vertical scrollbar.

23. If there are no names on this report, no action is needed. If names display on the

report, follow-up as appropriate.

When you have finished, click the Close button.

Click the Close.

24. Other view options include View Log. Access the log for further information when

Phase and Status show other than Completed / Normal.


26. Congratulations! You have completed the simulation on generating an IS standard

report.

End of Procedure.

Copying a Report Request

After you have defined a report request, you can run the reports repeatedly using the Copy command rather than defining the report parameters from scratch each time.

This process will be very useful on deadline Mondays.

Procedure

In this exercise you will copy a previous report request.

Step Action

1. Beginning from the Submit Request window, click the Submit a New

Request button.

2. Use the default Single Request option.


3. Click the Copy button.


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Step Action

4. A list of your prior report runs displays with the most recent at the top. Check the

date parameter to ensure the report you copy is for the current payroll.

In this exercise, run the preselected report.



6. Click the Refresh Data button.

7. The request form displays.

The process is complete when the phase is Completed and the status is Normal.

8. Click the View Output button.

9. The report results display. Arrow down to see any subsequent pages.


10. You will run this process several times on deadline Monday. Use the Submit a New

Request button to run the process over and over.

11. Congratulations! You have completed the simulation on copying a report request.

End of Procedure.

Scheduling Report Requests

After you have selected the report and identified the parameters of the report, you can

schedule the report to run at a certain day and time. All timekeepers can schedule reports. In Oracle you do not need any additional privileges or approvals to schedule reports.

Procedure

In this exercise you will schedule a report to run every hour.

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Step Action

1. Begin from the HRMS Timekeeper menu and double-click the Submit Process &

Report list item.

2. Double-click the Submit Processes and Reports list item.

3. The Submit a New Request dialog box displays.

Choose Single Request, the default choice.


4. Find the report you want to schedule.

Click the Name List of Values button.

5. Choose from the list of reports.

In this exercise, use the default selection, UVA PAY Missing and Rejected Timecard

Report.


6. A report's particular Parameters dialog box displays. Complete fields for running

your report.

Enter the pay period Start Date.

Enter a valid value e.g. "29-jul-2013".

7. Enter the pay period End Date.

Enter a valid value e.g. "11-aug-2013".

8. Define 'Missing' field: choose the definition of 'Missing' in the displayed report.

Click the List of Values button.

9. Choose from the list of options.

Click the Not Entered or still in Working or Rejected Status list item.


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Step Action


11. Timecard Required Y/N field: define the timecard status to display in the report

results.

Click the List of Values button.

12. Choosing Yes displays non-exempt and wage employees.

Click the Yes list item.


14. Timekeepers in charge of all department timecards may want to choose the MBU

Name.

You will not select a MBU Name in this exercise.

15. Search for your organization.

Click in the Organization field.


17. Click in the Find field.

18. Enter your organization number in the Find field.



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Step Action

20. The organization displays.

Enter search criteria in the other fields as necessary.


21. After choosing the report and entering the parameters, click the Schedule button.

22. The Schedule dialog box displays. Select a time interval from the Run the Job

choices.

Click the Periodically option.

23. Other choices display based on your selection.

In this example more information is required, including when and how often the

report should run.

24. In this example you wish to schedule the report to run every hour (especially

beneficial on deadline Monday).

Click the Re-run: Interval list.

25. Click the Hour(s) list item.

26. Click in the End At field.


28. Change the calendar options to display the time you want the report to stop running.

In this exercise, you want the report to run until 11:00 a.m.

Click the List of Values list.

29. Click the 11: list item.


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Step Action


31. After making your selections, click the OK button.


33. The Requests window displays. Phase and status of the report are Pending / Normal.

Click the Refresh Data button.

34. The report will not display as Completed and Normal until the next hour arrives.


35. Congratulations! You have completed the simulation on scheduling report requests.

End of Procedure.

Running OTL Reports in Discoverer

Discoverer is a powerful and easy-to-use reporting tool developed by Oracle that enables you to view data stored in the Integrated System database. IS reports writers have created pre-defined reports that you can simply select and run at will. It is important for

you to know that you cannot corrupt or accidentally delete a pre-defined report, so if you make a mistake, it is ok. You will need to activate your VPN, if it is not already active for the Oracle applications. All Timekeepers are given the Discoverer responsibility of ODS Specialist-Limited. This responsibility allows you to see all of the financial data available to the departments and all of the HR data that is available at the departmental level.

This section identifies and explains the various reports that Timekeepers should be able to run and understand in order to perform the Timekeeper duties. There are current two Discoverer Reports that Timekeepers are required to run.

The required reports in Discoverer are:

• Pay_Timesheets Reported OTL • Pay_Leave Balance Report>Leave Management Report The Pay_Unapproved Timecards Report is not required, but it is highly recommended that you run the report on a regular basis.

The two other reports that are highly recommended are: • Pay_Payroll Reconciliation Report

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There are additional Discoverer reports you may wish to run that capture different combinations of information. Please view the list of Discoverer reports that begin with 'PAY' to find other information that is available to you.

Use Fin/HR Discoverer to run reports in the Operational Data Store (ODS). The ODS is a nightly copy of the Fin/HR database. Custom reports are created in Discoverer and may be run by anyone with access to the ODS. Important Note: The default responsibility is UVA ODS Specialist. If your responsibility is ODS Specialist-Limited, ODS Specialist-Restricted, or ODS Specialist-Limited PLUS you will

have to add: • -Limited OR • -Restricted

OR

• -Limited PLUS each time you log in. Scheduling and managing Discoverer reports You do not need special scheduling privileges to schedule reports in the Integrated System. Everyone with the HRMS Timekeeper responsibility may schedule a report. The reports may

be scheduled and managed to automatically run at different intervals. Scheduling expedites the report process and allows you to search for and pick up your results. Review the topics Schedule a Report and Open a Scheduled Report for instructions on scheduling a report. At the completion of this section, you will be able to:

log into Discoverer and open a pre-defined report

print a Discoverer report

run Discoverer reports that can be printed or exported to Excel

schedule a report

open a scheduled report

Note that two additional online courses, Introduction to Discoverer and Discoverer-Advanced are available for enrollment through your Self-Service Learning Management Home page.

Logging in and opening a pre-defined report

This topic gives instructions on logging into SIS Discoverer and Fin/HR Discoverer, as well as detailed information on how to find and run reports from a list of existing workbooks.

Procedure

In this simulation you will log into Discoverer and open an example report.

Step Action

1. This topic assumes you have first logged into VPN.


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Step Action

2. You can access both Discoverer for Finance/HR and Discoverer for SIS from the

Integrated System homepage.

http://www.virginia.edu/integratedsystem/

(http://www.virginia.edu/integratedsystem/)

It is possible to run both reporting databases at the same time but you must open two

separate browsers to do so (don't use tabbed windows in a single browser).

3. Decision: Please make a selection from the options listed below.

FIN/HR Discoverer

Go to step 4

SIS Discoverer

Go to step 32

4. Click the Discoverer Finance/HR button.

5. After entering your User Name (computing ID) and Finance/HR Discoverer

password, ensure that the correct responsibility is displayed. If not, enter the correct

responsibility.

In this example, assume the responsibility is correct.


7. (SIS Users: Note that this topic continues with Fin/HR reports for the example.)

Discoverer opens with Step 1 of the Workbook Wizard displayed. The choices are

to create a new workbook or to open an existing workbook.

(See topic Setting Your User Options for instructions on displaying reports in the

Recently Used window.)

To choose from a list of workbooks, click the Browse... button.

8. The list of all workbooks to which you have access displays.

Note the Owner column:

• All workbooks shared with you or shared globally with your reporting role(s)

display.

• Any workbooks you have created display.

http://www.virginia.edu/integratedsystem/

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Step Action

9. You may share the workbooks you own with others by right-clicking on the row,

selecting Share, and choosing names from a list of all users.

Other users must have the appropriate responsibility in order to view the reports you

share.

10. A workbook may contain one or more worksheets. To see all the worksheets in the

workbook click the plus sign beside the workbook name.

Click on the + AP_Central Reports workbook.

11. All worksheets are displayed.

• If you choose the workbook, the first worksheet in the list will run.

• You could choose to run a single worksheet by highlighting it. When doing so, the

other worksheets will still display as tabs in the report and can also be run.

12. In this simulation, click the A Training Roster workbook.

13. Click the Open button.

14. Note on choosing "No": • Click No if you want to (1) modify the report before running it, or (2) if you wish

to open a different worksheet tab. This opens the report without any results.

• You may then (1) modify it then click Refresh Sheet to run the query, or (2)

choose another worksheet tab to run.

In this simulation, click the Yes button to display data in the report.

15. Depending on the report, an Edit Parameter Values dialog box may display. If a

parameter name is marked with an asterisk (*) it requires a value.

This example parameters dialog box has no required fields.

16. You may type dates or use the Calendar icon to search for values.

In this example, a calendar date has been entered for you.

17. For other than date fields, type the value in the field or select from a list of values.

Note: Fields that do not have an associated list of values do not display a flashlight

icon. You must type the desired information enclosed in single quotation marks.

18. Click the Find button (flashlight icon).


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Step Action

19. The Select Values dialog box displays. You may select values from the Displayed

values list or, in very large lists; you may need to search for Selected values.

Click the Selected values option.

20. Search for a value using some combination of the Search in, Search by and Search

for fields.

In this simulation you will search for a user name using a partial last name.

Click in the Search for field.

21. Enter the desired information into the Search for field. Enter a valid value e.g.

"sim".

22. The Case-sensitive box is selected by default. If unsure of the case, uncheck the

box.

Deselect the Case-sensitive option.


24. The results based on your search criteria display. Choose from the list of values.

Click the Sims, Sanda list item.

25. Click the Copy button.

26. As needed, you could select multiple values by repeating the process or by holding

down the CTRL key when selecting values.

To select and move a whole list, use the double arrow buttons.


28. When you have finished editing parameter values and are ready for the report to run,

click the OK button.

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Step Action

29. The report displays. You may need to scroll to see all columns of data.

If the workbook contains more than one worksheet, you may select a different

worksheet "tab" to run at this point.

30. It is important to note that Discoverer does not save the results of this query (the

report). See the section Sharing Your Results for information on how to print or

export your results to Excel.

31. Congratulations, you have completed the simulation for logging into Discoverer and

opening a report.

End of Procedure. Remaining steps apply to other paths.

32. SIS Discoverer users have access to some important pages located on the SIS

website.

Click the SIS Administrative Homepage link.

33. The SIS homepage displays. Note that both the SIS and Discoverer SIS logon icons

are available.

You may wish to bookmark this page: http://sis.virginia.edu

(http://www.sis.virginia.edu/)

There are useful reporting links within the Useful Resources section.

Click the Reports information link.

34. This page contains topics relating to SIS reporting, including the calendar of weekly

reporting Q and A sessions.

You may also access the Data Catalog through the quick link on this page (requires

VPN).

35. To launch SIS Discoverer from this site, click the Discoverer SIS button.

http://www.sis.virginia.edu/


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Step Action

36. Enter your User Name (computing ID) and SIS Discoverer Password. In this

simulation we have entered example values for you.

Click the Go button.

Go to step 7

Printing a report

Discoverer allows you to print your report. Its Print dialog box first provides access to Preview and Page Setup settings. Actual printing is then accomplished through your browser's standard Print function.

Procedure

This topic simulates printing a report.

Step Action

1. Click the File menu.

2. The print options include Page Setup and Print Preview, both of which are also

accessible through the Print menu.

Click the Print menu.

3. Discoverer's Print popup displays.

The Print options include Entire Workbook when there is more than a single

worksheet.

Before printing, it is good practice to preview how the report will look and how

many pages it is.

Click the Preview button.

4. The Print Preview popup displays.

To determine the length of the report, click the Last Page button.

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Step Action

5. In this example, the report is 18 pages long. You will be able to adjust the number of

pages before printing.


6. You may also wish to adjust settings via the Page Setup options.

Click the Page Setup button.

7. Note the tabs of setup options.


8. When you are ready to print, click the OK button.

9. Your browser's Print popup displays.

In this simulation, the print range has been adjusted to print only pages 1 - 9 instead

of the 18 total pages.


10. Congratulations, you have successfully completed the simulation for printing a

report.

End of Procedure.

Exporting a report to Excel

You can share the results of your query by exporting the worksheets, most commonly to

Excel. When doing so we recommend the Export to Excel option, which uses an export wizard.

Procedure

In this simulation you will export a report to Excel.

Step Action

1. Click the File menu.


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Step Action

2. Options include:

• Export - using an export wizard

• Export to HTML

• Export to Excel

For more control over the data we recommend you use the export wizard.

Click the Export menu.

3. Step 1 of the export wizard displays.

If the workbook contains more than one worksheet the Entire workbook option is

available.

Click the Next button.

4. Step 2 allows you to choose a format, browse to the location where you want the

query saved, and to rename the file.

Save the query to a location you can find.


5. Step 3 allows you to edit any parameter values you have chosen.


6. In Step 4, we recommend you choose to supervise the export process, in case there

is a problem with the export.

Click the Finish button.

7. When you choose Supervised, the Export Log displays at the end of the process.

Uncheck the box if you do not wish to open the spreadsheet when exiting the

wizard. In this example we will view the spreadsheet.


8. The exported data displays in Excel.

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Step Action

9. Congratulations, you have successfully completed the simulation for exporting a

report to Excel.

End of Procedure.

Scheduling a Report

Scheduled reports are workbooks that are set to run at a specified time. You must have

scheduling privileges to schedule reports. Scheduling privileges are not automatic, but are very easy to obtain by e-mailing [email protected].

Procedure

In this exercise you will schedule the Pay_Unapproved Timecards report.

Step Action

1. After logging into Discoverer, close the Create/Open Workbook window.


2. Click the Tools menu.

3. Click the Manage Schedules list item.

4. Click the Schedule button.

5. Select the report you wish to schedule.

Click the vertical scrollbar.

6. For this exercise, click the PAY_Unapproved Timecards Report list item.

7. Click the Select button.

8. General: Schedule the workbook as named or rename the workbook.

In this exercise you will change the name of the workbook.


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Step Action

9. Enter the new name of the report into the What do you want to name this

scheduled workbook? field.

In this exercise you will add to the end of the existing report name.

Enter "Unapproved Timecards Report Scheduled".

10. Choose which worksheets to include.

In this exercise, uncheck the Closed Timecards box.

Click the Closed Timecards checkbox.

11. Click the Next button.

12. Parameter Values: The particular report's parameters display.

This report may be scheduled by MBU, Organization or Manager. In this exercise,

you will choose an Organization.

Click in the Organization field.

13. Select parameters using the List of Values.

Click the Organization Find button.

14. Click in the Search for field.

15. Enter the organization number.



17. The organization displays. Move the organization number to Selected values.

Click the Add button.

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Step Action

18. Move any values you do not want, back to Displayed values.

Click the % list item.

19. Click the Remove button.


21. Click the Next button.

22. Schedule: Select the date/time, how often to run the schedule report and how many

days to keep the results.

23. In this exercise, you want to schedule the report starting Friday, Sep 6, 2013 at 3:00

PM and repeat the schedule every two weeks.

Click the Calendar button.

24. Click the 6 list item.


26. To adjust the time values:

Highlight any portion and use the up or down arrows on your keyboard.

Highlight the 12.

27. Press the [Up Arrow].

(Three times to reach 3 but only once for the purposes of this exercise.)

28. Highlight the minutes.

Click the: 01.

29. To change the minutes to 00, press the [Down Arrow].


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Step Action

30. Highlight the AM.

31. Press the [Up Arrow].

32. Select how often to repeat the schedule. Choose Never if you want to run the query

just once.

Otherwise, select the Repeat every option and enter a number for how many times

the query should run.

33. In this exercise, repeat the schedule every two weeks.

Click the Repeat every option.

34. Click in the increment field.

35. Click the increment up arrow.

36. Click the time interval list.

37. Choose from the list of options.

Click the Week(s) list item.

38. Choose whether to keep all results or the latest set of results.

For this exercise, click the 'No; just keep the latest set of results.' option.

39. Complete the How long to keep the results section.

In this exercise, you want to keep the results for two days.

Click the Up Arrow button.

40. After entering all your selections, click the Finish button.


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Step Action


43. Congratulations! You have completed the simulation on scheduling a report.

End of Procedure.

Opening a Scheduled Report

Procedure

In this exercise you will open a scheduled report.

Step Action

1. After logging into Discoverer and clicking Browse:

Click the View list.

2. Click the Scheduled Workbooks list item.

3. Expand the list.

Click the + sign.

4. Locate the report and expand the list.

Click the + sign.

5. If more than one set of results display, select the run you wish to view.

Click the + list.

6. In this exercise, click the Unapproved Timecards list item.

7. Click the Open button.


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Step Action

8. The report results display. When you are finished with your review, click

the Close button.

9. Congratulations! You have completed the simulation on opening a scheduled report.

End of Procedure.

Documents

HR-Timekeeping Created on 4/27/2017 10:23:00 AM · HRMS Assignment records as shown in the section 'Viewing Departmental HR Information'. This section starts with viewing an employee’s