HRIS Human Resources Information Solution RESOURCE GUIDE Entry.pdf · 2020. 9. 8. · XR32.2). Use the Batch Header Form, SOA Employee Daily Time Entry (XR32.1) to enter Batch Control

HRIS – Human Resources Information Solution

RESOURCE GUIDE: TIME ENTRY

HRIS Resource Guide

- Internal Use Only August 16, 2019 Time Entry 2

TIME ENTRY Table of Contents TIME ENTRY ........................................................................................................................................................... 3

INTRODUCTION .............................................................................................................................................................. 3 HRIS TIME ENTRY SCHEDULE ........................................................................................................................................... 3 TIME ENTRY PROCESS OVERVIEW ...................................................................................................................................... 4

CREATE A NEW BATCH XR32.1 ............................................................................................................................... 5

EMPLOYEE DAILY TIME ENTRY XR32.2 ................................................................................................................... 8

DEFAULT TIME ENTRY ..................................................................................................................................................... 8 EXCEPTION TIME RECORDS – ENTER OVERTIME ................................................................................................................. 10 EXCEPTION TIME RECORDS – CHANGE LABOR EXPENSE ACCOUNT ......................................................................................... 12 ADD ADDITIONAL EMPLOYEES TO THE BATCH .................................................................................................................... 14

RECONCILE TIME RECORD TOTALS ....................................................................................................................... 16

RECONCILE TOTALS BY EMPLOYEE .................................................................................................................................... 16 RECONCILE TOTALS BY BATCH ......................................................................................................................................... 17 CHANGE BATCH CONTROL TOTAL HOURS ......................................................................................................................... 19

UPDATE EXISTING TIME RECORD ......................................................................................................................... 20

ACCESS BATCH ............................................................................................................................................................ 20 UPDATE PAY CODE AND/OR LABOR EXPENSE ..................................................................................................................... 22

ADDITIONAL PAYMENTS XR33 & XR35.2 .............................................................................................................. 25

PROCESS OVERVIEW ..................................................................................................................................................... 25 ENTER SINGLE ADDITIONAL PAYMENT FOR SINGLE EMPLOYEE XR35.2 ................................................................................... 27 ENTER SINGLE ADDITIONAL PAYMENT FOR MULTIPLE EMPLOYEES XR33 ................................................................................ 30

REFRESHING TIME RECORDS FOR PAY RATE CHANGE .......................................................................................... 34

REFRESH TIME RECORDS ON XR32 .................................................................................................................................. 34 REFRESH TIME RECORDS ON XR35.2 ............................................................................................................................... 35

PAYROLL BATCH REPORTS ................................................................................................................................... 36

SOA TIME RECORD EDIT REPORT PR135 ......................................................................................................................... 36 SOA TIME RECORD EDIT PR135 REPORT EXAMPLES .......................................................................................................... 40 SOA TIME RECORD EDIT REPORT XR135 ......................................................................................................................... 45 SOA TIME RECORD EDIT XR135 REPORT EXAMPLES .......................................................................................................... 49 LWOP ONLY REPORT ZR263 ........................................................................................................................................ 55

HRIS Resource Guide


Time Entry

Introduction HRIS is not an auto-pay system. The only way employees are paid is through adding Time Records.

Employees will not be paid unless time is entered directly into HRIS or through Y.E.S., by

Employee Time Entry (ETE). Employees are paid on a biweekly basis.

A Time Record is similar to an online timesheet and reflects exactly how the employee will be paid.

Entering employee time is critical to ensure that employees are paid on time and correctly. A created

time record in HRIS is like a snapshot of the employee’s information at that moment in time. If any

changes are made to the employee’s record after the time record is created (i.e. Pay Rate), the

employee’s time record will have to be refreshed or deleted and re-entered. This will need to be

coordinated between the Agency Human Resources and Payroll offices.

HRIS Time Entry Schedule Compute Week is defined as the week the State Employees are paid.

The payroll compute runs on Tuesday evening. During this time, access is restricted to view only.

Agency Payroll Specialist, for a pay period:

o Access will be turned off at 2:00 pm on Tuesday of the compute week.

Following the Tuesday evening compute, regular access to the system for Agency Payroll Specialists

resumes, typically at 6:00 am Wednesday morning.

HRIS Resource Guide


Time Entry Process Overview

Obtain approved

timesheets for

designated group

of Employees

Manually calculate

the grand total for

the batch for all pay

codes.

Enter batch setup

information, using the

Employee Daily Time Entry

Form XR32.1, click Add

Click Change on

the Employee

Daily Time Entry

Form XR32.2

Input Employee time

exceptions for Week 1,

using the Employee Daily

Time Entry Form XR32.2

Does Employee have

changes to Expense

(Labor Distribution)?

Input Employee

changes on the

Employee Daily Time

Entry Form XR32.2

Click Week 2 under

Related Pages on the

Employee Daily Time

Entry Form XR32.2

Add another

Employee to

the Batch

Input Employee time

exceptions for Week 2,

using the Employee Daily

Time Entry Form XR32.2

Continue to the page

No

Yes

HRIS Resource Guide


Does Employee

have changes to

Expense (Labor

Distribution)?

Input Expense

changes on the

Employee Daily Time

Entry Form XR32.1

Click Change to save

Exception time records on

the Employee Daily Time

Entry Form XR32.1

Do additional

Employees need

to be entered

into the batch?

Click Week 1, under

Related Pages on the


Form XR32.1

Click Emp Totals and Batch

Totals to verify Batch

Using the

Next/Previous Buttons,

Review time records

and make corrections

Update Batch Totals

using the Employee

Daily Time Entry

Form XR32.2

Add another

Employee to the

Batch, see

above diagram

Input next Employee EIN in

Employee field on the


Form XR32.2, click Inquire.

Does Batch

Reconcile?

No

Yes

Continued

from above

Diagram

No

Yes

No

Yes

Yes Finished

No

Does Batch

Reconcile?

Does totaling

error have to do

with manual

totaling of batch?

Yes

No

HRIS Resource Guide


Create a new Batch XR32.1

Time Entry in the HRIS System is completed using SOA Employee Daily Time Entry Forms (XR32.1 and

XR32.2). Use the Batch Header Form, SOA Employee Daily Time Entry (XR32.1) to enter Batch Control

Totals for the pay period. Once the batch totals are added, advance to the SOA Employee Daily Time

Entry (XR32.2) Form for individual employee time.

To ensure accuracy, the labor distribution (Expense Account) for the Employee will default from the

Employee’s Master Record (HR11.1, Pay tab) during the time entry process. If the default labor

distribution appears different from the Employee’s timesheet, the Agency Payroll Specialist will need to

update the new Labor Distribution for those hours within that pay period.

Adjustments to prior pay periods must never be entered on the XR32.1 form. Refer to the

training on Additional Payments XR35.2 Forms.

Enter Batch Totals

HRIS Field

Required (R)

Optional (O)

Step / Action Expected Result Notes / Additional

Information

White Search Box

R Type XR32.1 in the White Search Box click Enter

The Employee Daily Time Entry Form (XR32.1) will open.

Company field

R Type 1 in Company field

State of Arizona will

display

All forms/actions must contain a 1 in the Company Field.

Batch field

R Do not enter in this field

Batch number will be assigned when clicking Add

Batch Control Total

R Type in the grand total hours for all pay codes and Employees within the batch.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

Hours field

Process Level field

O Type or select a Process Level from the dropdown

Process Level name will display

The Process Level field will reduce the number of Employees that will be displayed in the Employee drop down listing.

Employee field

R Type or select the Employee's EIN from the dropdown

Employee name will display

Enter the correct EIN. If the Process Level is populated, all employees from the Process Level will display in the Employee dropdown list. If the Process Level is not populated, all employees (EINs) that the User has access to, will be available to select. To select the employee, click on the EIN row to return to the XR32.1

Pay Period Begin and End Dates field

R Type or select from the drop down menu the Pay Period Begin and Pay Period End Dates.

By clicking the Pay Period Begin drop-down (first box), HRIS will display a list of available pay periods. Use the Next button at the bottom of the page to scroll though the list, until the desired pay period is located.

Add button

R Click the Add button Batch number is created. SOA Employee Daily Time Entry XR32.2 displays

HRIS Resource Guide


Employee Daily Time Entry XR32.2

Default Time Entry To save keystrokes and create a data entry audit trail, Daily Time Entry hours default from the

Employee’s Work Schedule from the Employee’s Master Record (HR11.1, Assignment tab). From the

default, Agency Payroll Specialists will then only need to make changes if the Employee has exceptions

from the default schedule. During pay periods that include a holiday, HRIS will create a holiday time

record using the defaulting process.

If Employee's time sheet matches the default work schedule, proceed with the actions below.

If Employee's time sheet does NOT match the default, skip this section and follow the

Exception Time Records actions

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)

Step / Action Expected Result Notes / Additional Information

1 Change button

R Click Change to complete the auto-fill process for the employee

See message Records updated; run PR110 to update log, in the lower left corner of the screen.

If the employee participates in ETE, time records will not default Week 1 and Week 2 time records will be added when clicking Change PR110 will be ran by HRIS during payroll processing.

Records updated; run PR110 to update log

HRIS Resource Guide


Exception Time Records – Enter Overtime If an employee has submitted a time sheet indicating overtime, a new time record row is added.

HRIS Field

Required (R)

Optional (O)


Company, Batch, Employee fields

R No action required Data is already displayed

Validate correct Employee is displayed

FC field R Type or Select value: A = Add C = Change, or D = Delete

A will add a time record row with the hours indicated C will modify the existing hours in

Example: An employee worked Mon-Fri and overtime on Friday. The first row would not change the FC field is left blank. The second row FC field is A, the Pay Code 101 and hours are entered.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


the batch on the line indicated D will delete the existing hours in the batch on the line indicated

Pay Code Field

R In Row 1, if the hours have changed, but the Pay Code has not, SKIP this step. If adding a new row of time, type or select the pay code from the drop-down menu

Pay Code entered must be the appropriate pay code for the time the employee has entered on the time sheet

Day Fields Boxes 1 – 7

R Enter hours on the day(s) that have updates

Hours entered must be the hours the employee has indicated on the time sheet

SH Field O Leave this blank or type or select the Shift from the drop-down menu, to match the employee’s time record

If the Employee did not specify a Shift, and no value is entered, the Shift will default from the employee’s record

PD Field O Type or select the pay distribution option from the drop down menu Valid Values are: Y = Yes N = No (default

Valid Values are: Y = Yes N = No (default) If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information

Change button

R Click Change to compete update the time record for the employee

See message; Records updated; run PR110 to update log, in the lower left corner of the screen.

PR110 will be ran by HRIS during payroll processing.

HRIS Resource Guide


Exception Time Records – Change Labor Expense Account Determine if the Expense Account information needs to be changed for any of the hours entered above.

If so, continue with the next steps.

If the Employee will have hours split between different Expense Account codes, each Expense

Account code must have a separate row of time on this form.

HRIS Field

Required (R)

Optional (O)


Information

Company, Batch, Employee fields

R No action required Data is already displayed

Validate correct Employee is displayed

FC field R Type or Select C Enter C on the row requiring an Expense Account update

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

Function (Accounting Unit) Expense Account field

R Type or select from the drop down menu the Function (Accounting Unit) or leave blank

Function (Accounting Unit) will default if left blank

COBJ Expense Account field

R Leave this field blank Field will default as defined by the Pay Code setup

Budget Fiscal Year (BFY)Expense Account field

R Type Budget Fiscal Year value or leave blank

BFY will default to the current value from the Position Labor Distribution left blank

Equates to the Budget Fiscal Year – example 2020

Activity (Program) field

O Type or select from the drop down menu the Activity(Program) number or leave blank to default.

Activity (Program) will default to the current value from the Position Labor Distribution if left blank

Activity required if Account Category is populated

Account Category field

O Type or select from the drop down menu the Account Category number or leave blank to default.

Account Category will default to the current value from the Position Labor Distribution if left blank

Account Category is required if Activity is populated. – For agencies that do not have an Account Category; use the default ‘ZZZZZ’

Change button

R Click Change to complete the time record update

See message; Records updated; run PR110 to update log, in the lower left corner of the screen.

If information is input into all available rows on the Time Records page, and additional rows need to be

input follow these steps:

1. Click in the FC column on the first row

2. Hold Down CTRL+SHIFT+K to clear the fields below the cursor

3. This allows new time record rows to be added without typing over previously saved information

4. Repeat steps above

Always remember to verify that the information that appears on the new row is only the information

that you want to process with that row.

Typing over existing data can cause errors and is not advisable.

HRIS Resource Guide


Add Additional Employees to the Batch

HRIS Field

Required

(R)

Optional

(O)


Company

field

Batch field

R No Action Required, these

fields will default to what

was entered on the Batch

Screen.

User should be on the Week 1 tab

of the Employee Daily Time Entry

Form (XR32.2)

Employee

field

R Type or DropDown select

the Employee's EIN

Employee Name

will display

Process

Level field

O Type or select the Process

Level or leave blank if EIN

is known.

The Process Level field reduces the

number of Employees that will be

HRIS Resource Guide


HRIS Field

Required

(R)

Optional

(O)


displayed in the Employee drop

down listing.

NOTE: If the Process Level field is

left blank the Employee dropdown

will not display any Employees.

Inquire

button

R Click Inquire to see what

information has been

stored by HRIS

See message

Time records do

not exist click

Change to

complete auto-

fill

Existing time records for the

Employee for the specified Batch

will display

Change

button

R Click Change to accept

default records

See message

Records

updated; run

PR110 to update

log

HRIS Resource Guide


Reconcile Time Record Totals After all Employee time records have been added into the batch, verify the expected totals entered on

XR32.1 match the input time records. Use the Emp Totals and Batch Totals link to reconcile totals.

Reconcile Totals by Employee

No. HRIS Field

Required (R)

Optional (O)


1 Emp Totals link

R On the XR32.1 Click Emp Totals link

Employee and Batch Totals ZRBT.1 displays

If totals do not match what is expected for employee.

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)


grand total of hours entered for employee

Verify time records against time sheet, and make changes as applicable.

2 Back button

R Click Back XR32.2 displays

Reconcile Totals by Batch

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)


1 Batch Totals link

R Click Batch Totals link

Totals ZRBT.2 displays entered hours and expected hours

If totals do not match what is expected. Verify time entered and make changes as applicable.

2 Back button

R Click Back XR32.2 displays

If Batch Totals do not match, and it is a result of incorrect totaling of the batch in the beginning, see the

steps in section Change Batch Control Total Hours to update batch totals

HRIS Resource Guide


Change Batch Control Total Hours

Batch Totals should only be changed after all Employee records have been verified, and

the Payroll Specialist is positive that the problem was with the manual totaling of the

batch.

No. HRIS Field

Required (R)

Optional (O)


Information

1 White Search Box

R Type XR32.1 in the White Search Box Press Enter

The Employee Daily Time Entry Form (XR32.1) displays.

2 Company field

R Type 1 in Company field State of Arizona displays


3 Batch Control Total Hours Field

R Type in the NEW grand total hours for all pay codes and Employees within the batch.

4 >> Special Actions button

R Click the ChangeBatchTot button to update batch totals.

See Change Complete – Continue in lower left corner of the screen.

5 Batch Totals Link

R Click on the Batch Totals link to verify the totals for the batch.

Totals ZRBT.2 displays

Click Back to close Batch Totals

HRIS Resource Guide


Update Existing Time Record

Access Batch This section covers how to change existing employee time records. These steps will only have to be done

if a time record error is found or a Labor Expense Account change is completed. These steps do not have

to be completed as part of normal daily time entry.

NOTE: Agency Payroll Specialists should always re-total their batch BEFORE making changes

to existing employee time records. If the batch totals change, then see the steps in section

Change Batch Control Total Hours to update the batch totals BEFORE entering the change to

the Employee’s time record.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

White Search Box


The Employee Daily Time Entry Form (XR32.1) will open.

Company field



Batch Control Total Hours Field

R Type in the NEW grand total hours for all pay codes and Employees in the batch.

>> Special Action drop down

R Click the ChangeBatchTot button

See Change Complete – Continue

Employee field

R Type or select the Employee's EIN from the DropDown

Employee name will display

Pay Period Begin and End Dates

R Select the Pay Period Begin date from the DropDown

Pay Period Ending date will populate

Inquire button or

O Click Inquire XR32.2 will display with employee's time

Inquire Button requires Pay Period Begin and End Dates to be blank

Change button

R Click Change XR32.2 will display with employee’s time

HRIS Resource Guide


Update Pay Code and/or Labor Expense

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

Company field Batch field Process Level field Employee Field Pay Period Begin and End Dates Fields

R No Action Required

System will bring up any Time Records for the employee for the specific batch

These fields will default to what was entered on the Batch screen.

FC Field R Type or Select Value:

A = Add C = Change, or D = Delete

Use A to add hours for a new pay code Use C to change hours of an existing pay code.

Pay Code Field

O Type or Select NEW Pay Code from DropDown.

Make changes to Pay Codes that require correction.

Hours Fields Boxes 1 – 7

O Type in the NEW hours to be added /changed

Make changes to hours that require correction.

SH Field O Type or select the NEW Shift from the drop down menu to match the Employee’s time record.

If the Employee did not specify a Shift, and no value is entered, the Shift will default from the employee’s record

PD Field O Type or select the NEW pay distribution option from the drop down menu. Valid Values are: Y = Yes N = No (default)

If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information

AC Field O Type or select Attendance Code from the drop down menu or leave blank

Leave field blank unless an attendance code is required (Bereavement, Family Sick, etc.)




If no change, skip this step

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information


R Leave this field BLANK

Field will default as defined by the Pay Code setup

Budget Fiscal Year (BFY) Expense Account field

R Type or select from the drop down menu the Budget Fiscal Year or leave blank.

BFY will default to the current value from the Position Labor Distribution if left blank



O Type or select from the drop down menu the Activity (Program) or leave blank to default.

Activity (Program) will default to the current value from the Position Labor Distribution if left blank

Activity (Program) required if Account Category is populated


O Type or select from the drop down menu the Account Category or leave blank.



Change Button

R Click Change to save the time entry changes

See Records Updated; run PR110 to update log in the lower left corner of the screen.

Batch Totals link

R After all necessary employees have been changes; click the Batch Totals link to verify the totals for the batch

Click Back to close Batch Totals. If batch totals do not match, Use the Next and Previous buttons on the XR32.2 to review all Time Records for all employees

After all changes have been made to the process is complete. If Batch Totals do not match, and it is a

result of incorrect totaling of the batch in the beginning, see the steps in section Change Batch Totals to

update batch totals.

HRIS Resource Guide


Additional Payments XR33 & XR35.2

Process Overview An employee may be eligible to receive various earnings in addition to base pay. These additional

payments may include stipends (geographical, educational, etc.), incentive payments, or leave payouts

(non-separating and separating employees). Agency Payroll Specialists will receive a request or

notification from the Agency Human Resources Office to add an additional payment to an Employee’s

record.

Payments are paid one of two ways:

Single instance and paid once (e.g., one-time bonus, leave payouts), or

Recurring instances and paid on an ongoing basis (e.g., stipends).

Entry of Additional Payments into HRIS is critical to ensuring the employee is paid correctly. If single or

recurring payments are not entered correctly, it will result in an Employee being incorrectly paid

(overpaid or underpaid). Both single and recurring payments impact FLSA overtime calculations, which

are calculated on a weekly basis.

The additional payments will be entered on HRIS Forms as follows:

Single Employee Multiple Employees

Single Additional

Payments

Detail Time Entry Form (XR35.2) -

Agency Payroll Specialist will use this form

to establish single payments that have a

flat dollar amount for a single Employee.

Speed Time Entry Form (XR33.1) -

Agency Payroll Specialist will use

this form to establish single

payments that have a flat dollar

amount for more than one

Employee using the same Pay Code.

Recurring

Additional

Payments

SOA Standard Time Record Form (ZR30.1) -

Agency Payroll Specialists will use this form

to establish recurring payments that have a

flat dollar amount or percent for a single

Employee.

*See Training Standard Time Records

ZR30.1

The GAO Central Payroll Office will process recurring payments for multiple Employees based on information provided by ADOA Human Resources via Employee Groups

HRIS Resource Guide


HRIS Resource Guide


Enter Single Additional Payment for Single Employee XR35.2 Example: Annual Leave Payout to terminating employee

HRIS Field

Required (R)

Optional (O)


Information

White Search Box

R Type XR35.2 in the White Search box, click Enter

The Detail Time Entry (XR35.2) will open.

Company field



Batch Field R Leave blank Batch number will be assigned when time records are added to HRIS.

Batch numbers will only be entered if making changes to an existing batch.

Employee field

R Type the Employee’s EIN Employee name will display

FC field R Type or select A

Valid Values: A = Add C = Change D= Delete

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

Hours field O Enter hours if required or leave blank for rate only pay codes

Pay Code field

R Type or select from the drop down the pay code

Date field R Type in or select the applicable time record date.

Date must be on or prior to the current pay period end date.

Rate field O Enter hours for Rate Only pay codes, leave blank for hours pay codes

If Pay Code a flat dollar amount, enter the amount in the Rate field.

Shift field O Leave this blank or Type or select the Shift from the drop down menu to match the Employee’s time record.

PayDist (Payroll Distribution) Field

O Type or select the pay distribution option from the drop down menu.

Valid Values are: Y = Yes N = No (default)

Information will default.

Valid Values are: Y = Yes N = No (default) If a percent distribution record exists on XR23.3 for the Positions the PD = Y. To override a defined percent distribution, change to N and update the Expense Account information





R Leave this field BLANK Field will default as defined by the Pay Code setup

Budget Fiscal Year (BFY) Expense Account field

R Type Budget Fiscal Year value or leave blank.

BFY will default to the current value from the Position Labor Distribution if left blank



O Type or select from the drop down menu the

Activity (Program) will default to the

Activity required if Account Category is populated.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Information

Activity (Program) or leave blank

current value from the Position Labor Distribution if left blank


O Type or select from the drop down the Account Category or leave blank



Add/ Change button

R Click the Add button if a batch number does not exist Click the Change button if the time record already exists, and changes were made or new time records added to the same employee

See Records Updated; run PR110 to update log in the lower left corner of the screen.

Time records have been created and will process during the payroll compute.

Inquire button

R Click Inquire Time records created will display

Always Inquire to verify changes took.

The first single payment for the Employee has been entered. If additional single payments are required,

additional rows will need to be added. Repeat steps for those remaining rows.

If information is input into all available rows and additional rows need input, follow these steps:

1. Click in the FC column on the first row

2. Hold Down CTRL+SHIFT+K to clear the fields below the cursor

3. This allows new time record rows to be added without typing over previously saved information

4. Repeat steps above

Always remember to verify that the information that appears on the new row is only the

information that you want to process with that row.

Typing over existing data can cause errors and is not advisable

HRIS Resource Guide


Enter Single Additional Payment for Multiple Employees XR33 Speed Entry Setup Form (XR33.1)

HRIS Field

Required (R)

Optional (O)


White Search Box


The Speed Entry Setup Form (XR33.1) will open.

Company field R Type 1 in Company field

State of Arizona displays


Batch Field R Leave blank Batch number will be assigned when the time records are added to HRIS.

Batch numbers will only be entered if making changes to an existing batch.

Time Record Date Field

R Type the applicable time record date

Date must be on or prior to the current pay period end date

Hours Fields Boxes 1-4

N/A Do Not enter in Hours field

This form is only be used to add Flat Amount payments; therefore, no entry should be made in these fields.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Amount Field R Type or select from the drop down the Pay Code

Process Level Field Department Field Employee Group Field User Level Field

O Type or Select values from DropDown

Use fields to narrow down the population of Employees that will be displayed on the XR33.1 (entry by Number (EIN)) or XR33.2 (entry by Name

Add Button R Click Add See Add Complete – Continue in the lower left corner.

Batch Number is created

Select the Sequence of Employees to add the time records. Options are by EIN or by Last Name

By Number Link

O Click the By Number button to sort by EIN

Speed Entry by Number (XR33.2) is displayed.

Click either By Number or By Name to continue. Continue with section Speed Entry by Number (XR33.2)

By Name Link O Click the By Name button to sort by Last Name

Speed Entry by Name (XR33.3) is displayed.

Click either By Number or By Name to continue. Continue with section Speed Entry Setup by Name (XR33.3)

To add the time records for the additional payment, follow the steps in the applicable section below:

If By Number is clicked, continue with section Speed Entry Setup Form (XR33.1) – Speed Entry by Number (XR33.2)

If By Name is clicked, continue with section Speed Entry Setup Form (XR33.1) – Speed Entry by Name (XR33.3)

HRIS Resource Guide


Speed Entry by Number 33.2

HRIS Field

Required (R)

Optional (O)


Company field

R Do not change this field.

Company field should be set as 1.

Batch Field R Do no change this field.

Batch field will display the Batch assigned on XR33.1

If working in multiple Batches, use The drop down arrow to change Batch data viewed on XR33.2.

Employee Field Name Field

R View Only

Employees are sorted by EIN number

Use these fields to locate the eligible employees for the additional payment.

Hours Fields 1 - 4

N/A DO NOT ENTER DATA INTO THESE FIELDS.

Amount Column

R Enter the dollar amount of the additional payment in the correct line for each employee receiving the payment.

This field is intended for flat amounts only, DO NOT enter hours. The system pays the dollar value entered here as an amount consistent with the Pay Code setup.

Change button

R Click Change See Change Complete – Continue in the lower left corner

Much click Change before PageUp/Page Down

PageDown button

O PageDown View additional Employees

Repeat steps to add Amount.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


>> button O Click >> and select Totals

XR33.4 displays Validate totals match expected values. Click OK to return to XR33.2

Back button R Click Back XR33.1 displays

Speed Entry by Name (XR33.3)

HRIS Field

Required (R)

Optional (O)


Company field

R Do not change this field

Company field should be set as 1.

Batch Field R Do not change this field

Batch field will display the Batch assigned on XR33.1

If working in multiple Batches, use the drop down to change Batch number.

Employee Field

R View only Employees are sorted in order of Last Name

The list contains the Employees that met the criteria defined on XR33.1.

Hours Columns 1 - 4

N/A DO NOT ENTER DATA INTO THESE FIELDS

Amount Column

R Enter the dollar amount of the additional payment for each Employee

This field is intended for flat amounts only, DO NOT enter hours. The system

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


receiving the payment.

pays the dollar value entered here as an amount consistent with the Pay Code setup. The PageDown and PageUp buttons can be used to access additional Employee records.

Change button

R Click Change See Change Complete – Continue in the lower left corner.

PageDown button

O Click Page Down View additional Employees

Repeat previous steps to add Amount.

>> button O Click >> and select Totals

Batch Totals XR33.4 displays

Validate totals match expected values. Click OK to return to XR33.3

Back button R Click Back to return to the XR33.1

Refreshing Time Records for Pay Rate Change The employee’s pay rate is changed AFTER the time record is created, see the table below on steps to

correct the time records to the new pay rate.

Refresh Time Records on XR32 Reassign the batch to PowerUser on the Batch Number Security Form (ZR10.1).

Access the time records on XR32.1

HRIS Field

Required (R)

Optional (O)


Company

field

R Type 1 State of Arizona

displays

Batch field R Type or Select Batch

Number

Batch Control Total Hours will be

displayed

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Employee

field

R Type or Select

Employee

Employee Name

displays

Inquire

button

R Click Inquire Employee Daily Time

Entry XR32.2 displays

FC field R Type or Select C for

all rows

Change

button

R Click Change Records updated; run

PR110 to update log

Time records have new pay rate.

Verify the rate updated using the

XR35.2

Refresh Time Records on XR35.2 Reassign PowerUser id to the batch using Batch Number Security Form ZR10.1. Then process refresh on

XR35.2:

HRIS Field

Required (R)

Optional (O)


Information

White Search

Box

R Type XR35.2, click Enter Detail Time Entry

XR35.2 displays

Company

field

R Type 1 State of Arizona

displays

Batch field R Type or Select Batch

Number

Employee

field

R Type or Select Employee Employee Name

displays

Inquire

button

R Click Inquire Time Records Display

FC field R Type or Select C for all

rows

Rate field R Use the keyboard to

Delete the amount

Field will be blank

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Change

button

R Click Change Rate field will

display the new rate

Payroll Batch Reports

SOA Time Record Edit Report PR135 Report Purpose The Time Record Edit (PR135) is used to verify the accuracy of all pending time records entered in the

HRIS Payroll System grouped by specific Batch, Processing Group or by Process Level.

Depending on how the Report Selection parameters are defined, different levels of information will be

displayed. Options include Current, Error, and Processed status time records, or include only Batch,

Future, or Error status.

Define parameters to edit the employee's current eligible time accrual balance against any hours

entered for the employee. Employees with entered hours that exceed their current eligible balance print

on a separate edit report.

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


White Search Box

R Type PR135 in the White Search Box click Enter

The Time Record Edit Report

(PR135) will open.

Job Name Field

R Enter name of the job

Maximum 10 characters – NO SPACES Valid Job Name:

PR135PI100

Invalid Job Name: PR135 PI100

Job Description Field

O Enter description of the job

Maximum 30 characters Ex. PR135 FOR PI100

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Company Field

R Type 1 in Company field

State of Arizona will display

All forms/actions must contain a 1 in the Company field

Report Selection

R Select the option

Use Field Help for descriptions of the Report Selection Options 1. Time Record Edit – includes

general time record information

2. Time Record Distribution – includes general ledger distribution information for each time record

3. Time Record Detail – includes detail information form the time records.

Time Record Selection

R Select the option 1. Batch 2. Future 3. Error 4. Current Error & Processed 5. All – Including Manual

Payments 6. All – Excluding Manual

Payments Manual

Batch O For Time Record Selection 1. Batch, a Batch number must be entered

All Time Records in the specified batch are reported

Processing Group

O Select the Processing Group for the Report

All Time Records in the specified Processing Group are reported

Process Level field

O Type or select from the drop down a Process Level or leave blank.

All Time Records in the specified Process Level are reported

If no Process Level is entered, the user will see all Process Level based on Security access to view.

Employee Sequence

R Select the Option 1. Alpha

2. Numeric

3. Time Record – order in which time records were entered. Valid only for Batch status time records.

Summary Option

O Select Value: Y = Yes N = No

Default is N Determines if the time record edits print in summary by employee

HRIS Resource Guide


HRIS Field

Required (R)

Optional (O)


Comments O Select Value: Y = Yes N = No

Default is N

Indicate if time record comments print on the report

Check TA or LP Balances


Default is N Determines if the employee’s current eligible balance for each time accrual plan is edited against any hours entered. Employees whose entered hours exceed their current eligible balance print on a separate edit report.

Check Std Hours/Amount

Select Value: Y = Yes N = No

Default is N Compare Current/Future/Error status time record hours’/wage amount to the employee’s hours/amount defined on Employee (HR11) Pay Edits tab

Select whether a warning message is returned if the sum of the employee’s time records (status current/future/ error) exceed the Employee’s (HR11) defined Standard Hours/Amount

Total Common Currencies, Countries


Default is N

Add button R Click Add See Job Added in the lower left corner.

Report parameters have been defined. Report hasn't processed yet.

Submit button

R Click Submit Pop-Up window appears

HRIS Resource Guide


1. Click Submit

2. Click Print Manager to view results

After report is submitted to HRIS to process, view results by accessing the Print Manager.

For additional instructions on how to submit and view reports, see the General Training for On

Demand Reports.

SOA Time Record Edit PR135 Report Examples Examples of XR135 report for various parameter selections

Report Selection: 1 - Time Record Edit

Time Record Selection: Batch

Summary Option: N

HRIS Resource Guide




Summary Option: Y

HRIS Resource Guide


Report Selection: 2 - Time Record Distribution


Summary Option: N



Summary Option: Y

HRIS Resource Guide


Report Selection: 3 - Time Record Detail


Summary Option: N

HRIS Resource Guide




Summary Option: Y

HRIS Resource Guide


SOA Time Record Edit Report XR135 Report Purpose The SOA Time Record Edit (XR135) is used to verify the accuracy of time records entered in the HRIS

grouped by specific Pay Class. Options include Current, Error, and Processed status time records, or

include only Batch, Future, or Error status. Report can also be restricted by Process Level Range and Pay

Class.

This report displays pending reimbursement time records either by Pay Class or by Process Level ranges.

It also indicates the Pay Distribution (PD) indicator on the time record. Depending on how the report

parameters are defined, different levels of information will be displayed.

The report can be defined to include Employee Wage Information; further specification can be included

to show a specific Process Level, Department, Employee Range and/or Date Range.

The report can be defined to include only specific Pay Classes.

The Pay Class drop-down menu has four options:

o AAA –All Earnings other than RMB and TVL

o OVT –Overtime related time records

o RMB –Employee Reimbursement time records

o TVL –Travel Employee Reimbursement time records

o Or, the report can also be run without a Pay Class selection

The report can be defined to include only specific Process Levels

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)

Step / Action Expected

Result Notes / Additional Information

1 White Search Box

R Type XR135 in the White Search box click Enter

The SOA Time Record Edit Report (XR135) will open

2 Job Name Field

R Enter Job Name Maximum 10 characters – no spaces Valid Job Name:

XR135PI100 Invalid Job Name:

XR135 PI100

3 Job Description Field

O Enter Job Description Maximum 30 characters EX. XR135 FOR PI100

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)



4 Company Field

R Type 1 in the Company field

State of Arizona will display

All forms / actions must contain a 1 in the Company Field

5 Report Selection

R Select one option Use Field Help for descriptions of the Report Selection Options 1. Time Record Edit – includes

general time record information

2. Time Record Distribution – includes general ledger distribution information for each time record

3. Time Record Detail – includes detail information from the time records

6 Time Record Selection

R Select one option 1. Batch 2. Future 3. Error 4. Current Error & Processed 5. All – Including Manual

Payments 6. All – Excluding Manual

Payments 7. Manual

7 Batch O For Time Record Selection 1. Batch, a Batch number must be entered.

All Time Records in the specified batch are reported

8 Pay Class O Select the Pay Class for the Report.

All Time Records in the

specified pay class are

reported

1. AAA – will display all earnings other than RMB and TVL

2. OVT – will display overtime related time records

3. RMB – will select Employee Reimbursement time records

4. TVL – will display Travel Employee Reimbursement time records

9 Process Level Field

O Type or select from the drop-down a

All Time Records in the

If no Process Level is entered, the use will see all Process Level

HRIS Resource Guide


No. HRIS Field

Required (R)

Optional (O)



Process Level or leave blank.

specified Process Level are reported

based on Security access to view.

10 Employee Sequence

R Select one Option

1. Alpha 2. Numeric 3. Time Record – order in

which time records were entered. Valid only for Batch status time records.

11 Summary Options


Default is N

Determines if the time record edits print in summary by employee

12 Comments O Select Value: Y = Yes N = No

Default is N

Indicate if time record comments print on the report

13 Check TA or LP Balances


Default is N

Determines if the employee’s current eligible balance for each time accrual plan is edited against any hours entered. Employees whose entered hours exceed their current eligible balance print on a separate edit report.

14 Total Common Currencies, Countries


Default is N

15 Add Button R Click Add See Job Added, in the lower left corner

To see results, submit the report to HRIS to process.

16 Submit button

R Click Submit Pop-Up Window Appears

HRIS Resource Guide


1. Click Submit

2. Click Print Mgr to view results

After the report is submitted to HRIS to process, view results by accessing the Print Manager. For

additional instructions on how to submit and view reports, see the General Training for On-Demand

Reports.

SOA Time Record Edit XR135 Report Examples Examples of XR135 report for various parameter selections:



Summary Option: N

HRIS Resource Guide




Summary Option: Y

HRIS Resource Guide




Summary Option: N

HRIS Resource Guide




Summary Option: Y

HRIS Resource Guide




Summary Option: N

HRIS Resource Guide




Summary Option: Y

HRIS Resource Guide


LWOP Only Report ZR263 Report of all employees that only have Leave Without Pay LWOP hours entered on their timecards. The

program is looking for LWOP pay codes 630, 640, and 641.

1. Type ZR263 in search bar, click Enter

2. Create a unique Job Name (10 characters max, no spaces)

3. Create a Job Description (30 characters max)

4. Company: Select 1

5. Agency: Select Agency

6. Click Add

HRIS Resource Guide


7. Click Submit, message window appears:

8. Click Submit

9. Click Print Mgr to view results

REPORT RESULTS:

Documents

HRIS Human Resources Information Solution RESOURCE GUIDE Entry.pdf · 2020. 9. 8. · XR32.2). Use the Batch Header Form, SOA Employee Daily Time Entry (XR32.1) to enter Batch Control