human capital management -...

Course Summary This course provides an overview of the Time Keeper function in the Time and Labor module of the HCM (Human Capital Management) pillar in MDConnect.

Audience: All Employees who will report Time and Labor using MDConnect

Training Material Required for Time and Labor Time Keepers

Trainer/Contact: [email protected]

Version Date: March 13th, 2017

Human Capital ManagementMHR1006 MDConnect Time Keeper

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Agenda

• Ground Rules• Workshop Overview• Workshop Objectives• Policies and Procedures• HCM Overview• Time and Labor Module Overview• Key Roles that affect Payroll and Leave Processing• Payroll and Leave Processing Notes• Changes, Key Points• Entering Time• Amending Time• Time and Labor Exceptions• Knowledge Check –Questions, Answers• Resources

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Web-based Training Ground Rules

Complete post-training evaluation

Complete in one sitting, when possible Remove distractions

Complete online training sign-in

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This course provides an overview of the Time and Labor module of the HCM (Human Capital Management) pillar in MDConnect and enables participants to enter time, make amendments and understand exceptions in Time and Labor.

Workshop Overview

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Upon completion of this training, you should be able to:• Provide an overview of the Time and Labor module• Enter time • Amend time• View employees’ time • Understand the importance of Exceptions in Time and Labor

Workshop Objectives

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College Procedures

MDC College Procedures that may apply to this Module include:• 2501, Vacation Leave for Professional Exempt Contractual, Professional Exempt Non-

Contractual and Support Non-Exempt Employees• 2501A, All Personnel: Leaves and Absences• 2502, Sick Leave Non-Instructional Personnel• 2504, Leave for Illness or Injury in Line-of-Duty • 2505, Sick Leave Pool• 2508, Administrative/Temporary Duty Leave for Court/Hearing Appearances • 2520, Disaster Leave Pay• 2651, Pay for Non-Exempt Employees• 2652, Pay for Exempt Employees• 2826, Safe Harbor Provisions• 2828, Workday-Workweek (College Personnel) Shift Differential (Staff/Non-

Contractual) • 2831, Compensation Practices for Non-Instructional Personnel Employees are advised to monitor for updates of these and other Policies and Procedures at the mdc.edu website.

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Human Capital Management (HCM)

The Human Capital Management (HCM) pillar is one of the functional pillars of MDConnect. HCM is the centralrepository where employee, job, position, compensation,payroll and benefit and recruiting information are kept.

The information is shared with the other MDConnectpillars: Finance and Campus Solutions.

Time & Labor AbsenceMgmt

Core HR

Benefits Recruitment Payroll

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Through the Time and Labor module of MDConnect:• Time can be reported• Time can be viewed• Time can be modified, adjusted and approved • Exceptions can be resolved• Reported time that has already been processed in a payroll can be amended

Time and Labor Module

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Key Roles in Payroll Processing in MDConnect

Role DescriptionAbsenceApprover

Is the supervisor/manager to whom a user reports directly to.Leave requests that are not approved or are denied, will not be processed. *With the exception of emergency sick leave, no travel plans or leaves may be taken without prior approval.

Time Approvers

Are also Department budget managers. Review and approve submitted time inMDConnect. It is critical that time approvers/department budget managers review and approve time by the stated deadline in order for employees to get paid.

Time Keepers Enter and amend time for non-exempt employees in MDConnect. (“Payroll preparers” in the legacy system), every dept. should have a time keeper and a backup time keeper (There are no “super time keepers for each campus”).

TimeReporters

Are all non-exempt employees. Their time must be reported in order for them to be paid.

Scheduler Sets up and modifies work schedules, in MDConnect, for his/her campus.

Users in Absence Management

Are all full-time employees, exempt and non-exempt. If absence is not reported,and approved by the posted deadlines in the payroll calendars, for a full-time non-exempt employee, he/she will not be paid for those work days on which he/she was absent.

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Payroll and Leave Processing Notes• Instructional and non-instructional employees will have the same pay date

• Instructional staff will remain as Exempt and data entry for Full-Time Faculty hours is not required

• Time is entered by the Time Keeper for non-Exempt employees –whether they are full-time or part-time. (In the Odyssey system, full-time non-exempt employees hours did not require data entry. In MDConnect, data entry of daily hours worked for full time non-exempt employees will be required)

• Time is entered by the Time Keeper for Student Assistants

• Time is not entered for PECs (Professional Exempt Contractual) and PENCs (Professional Exempt Non-Contractual)

• Faculty Overload and time for Adjunct Instructors is reported via the Workload system

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Payroll and Leave Processing Notes continued• Time may be amended by the Time Keeper back 4 pay cycles

• The Time Keeper cannot amend time if the reporting period to be amended is older than four (4) pay cycles without requesting permission from the payroll department.

• NOTE: If the affected reporting period is older than four (4) pay cycles, amendment of reported time must be requested, in writing, to the payroll department, including the department number which will be modifying timesheets.

• It is critical that Time Approvers (i.e., Department Budget Manager) review and approve reported time by the stated deadline in order for employees to get paid*. Deadlines for submission and approval of time corresponds with Payroll reporting and pay date schedules for each calendar year

• Requests for leave should be proactively reviewed and actioned within the stated deadlines in the payroll schedules posted on www.mdc.edu

*It is recommended that timesheets are reviewed and approved on a weekly basis whenever department operations permit.

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Payroll and Leave Processing Notes continuedSchedules• At “go-live,” all employees were assigned to a default schedule based on the

following criteria:Administrative PersonnelMonday – Friday: 7.5 hours per dayFacultyMonday – Friday: 7.0 hours per dayPart-Time Personnel and Student AssistantsMonday – Friday: 5.0 hours per dayPublic Safety and/or Campus Services PersonnelShift based as currently assigned

• There are Schedulers and back-up(s) schedulers per Campus.• Schedulers work with the department managers to create necessary

schedules and assign employees to the appropriate schedule routinely as needed.

• It is imperative that all Non-Faculty employees be assigned their correct schedule. This is used for many purposes such as Holiday pay and/or Absence requests, etc.. DO NOT CHANGE FACULTY SCHEDULES.

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Absence Management• Exempt employees will only report exception time (leave requests)

through the Absence Management module using:• The ESS (Main Menu > HCM > Self Service > Time Reporting > Report Time > Absence Request or managers using the MSS path.

• FT employees (exempt and non-exempt) request leave through Employee Self Service (ESS) navigation in the Absence Management module using:

• The ESS (Main Menu > HCM > Self Service > Time Reporting > Report Time > Absence Request or managers using the MSS path).

• Leave is approved through MSS navigation in the Absence Management module using:

• The MSS (Main Menu > HCM > Manager Self Service > Approve Time and Exceptions > Absence Requests).

Payroll and Leave Processing Notes continued

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• Do not enter “0” where no actual hours worked reported – the system will know not to pay (for all non-exempt employees), or apply any approved leaves for eligible full time non-exempt employees. Even if the employee listed is no longer employed with the College.

• Do not enter NEGATIVE hours in the time sheet. If hours need to be adjusted for a prior pay period, please navigate to timesheet and enter the appropriate date of the reporting period you need to adjust. Enter the exact hours the employee worked. (Ex. Reported 5 hrs. but really worked 7.5 hrs. Type over original entry and report the correct figure 7.5 hrs. then click on submit).

• Reporting hours worked, and an approved absence request appears on a day within the reporting period, click and enter other regular hours worked on a SEPARATE line. (The system will not accept two (2) types of hours in a single line. Click on for as many TRC codes being used).

• Compensatory Time must be tracked manually by the time keeper. Anything over 40 hours reported in CME code and as Regular hours on the same day will cause exceptions. Hours over 37.5 must to be reported on a SEPARATE line (click as OVN) Hours over 40 must be reported on a SEPARATE line (click as OVT)


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• SAVING vs. SUBMITTING: If you are recording time for your department employees on a weekly basis and SAVE, PLEASE REMEMBER when entering time for the 2nd week of the reporting: − Select “Calendar Period” View instead of “Week” or “Daily” View– to

complete the reporting and submit as a whole and not miss reporting hours that have been saved but not yet submitted for approval, or

− Enter the current period and submit, THEN navigate back to the “previous week” and click SUBMIT.

• Separating Employees: Ask your manager(s) for updates pertaining to employees who will be separating or transferring out of your department.◦ For a non-exempt employee (Full-time or Part-time) separating from your department make

every effort to capture reported time and coordinate with Supervisors for approval of pending absence requests prior to the end date of that transferring employee from your department. **YOU WILL NOT BE ABLE TO SEE/ ENTER TIME FOR OR APPROVE HOURS FOR TRANSFERRED EMPLOYEES AFTER THE DATE HAS PASSED OF THEIR TRANSFER. DO NOT WAIT UNTIL PAYROLL DEADLINE TO HANDLE.

◦ Access to the separating employee’s timesheet will end with the effective date of the separation or transfer.


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Key Changes

Time Keepers enter and

amend time

Time Approversreview and

approve time*

*It is critical that Time Approvers (a.k.a. Department Budget Managers) review and approve reported time by the stated deadline in order for employees to get paid. Time and attendance due dates are based on the payroll calendars.

Changes OutcomesAbsences will be approved by the Employee’s report-to supervisor/manager. Time will beapproved by the budget manager for thedepartment.

There will be a comprehensive reports-to organizational structure, by department, forall employees.

All Full-time and Part-time non-exempt employees will be Time Reporters and will report time based on actual hours workedthrough their respective Department’s MDConnect Time Keeper.

Time Keepers will enter time in MDConnect for non-exempt employees. Time Approvers(Department Budget Managers) will reviewand approve reported time and requests for Overtime/Compensatory Time.

Exempt employees will only be reportingexception time through Absence Management.

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• Time Keepers enter time for non-exempt employees in his/her department; Time Keepers will see only time sheets for the members of his/her department and other departments which may be assigned

• The MDConnect Time Keepers should know their Department Name and Number

• At MDC, a standard workday is 7.5 hours. (Some standard PeopleSoft documentation may show “8” hours for a work day)

• Instructional and non-instructional employees will now have the same pay date

Key Points

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• EMPL_ID (Employee ID) is the field used for the employee identification number. (We will no longer use the MDID)

• The Time Keeper can find specific department employees in MDConnect by typing in the EMPL_ID, the employee’s last name or the first three letters of the employee’s last name and then clicking on “Get Employees” for a list of names within their department.

• Time is entered by the Time Keeper for Non-Exempt employees –whether they are full-time or part-time. (In MDConnect, data entry of daily hours worked for full time Non-Exempt employees will be required. They will not be paid if hours are not entered for their corresponding days they worked.)

Key Points continued

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Entering Time

• The Time Keeper collects the signed time sheets for his/her department and enters the time that has been reported. The time reported should not include time taken for breaks.

• The Time Keeper uses the Timesheet page in MDConnect to report time for time reporters (employees). This page is also used to view employees' time whether they need approval or not.

• When entering time, the Time Keeper is able to categorize the time as Regular (REG), OVEN (OVN), OVER (OVT) or Comp time (CME to bank it or CMP to use it). CME hours need to be manually calculated and tracked in order to credit the employee for the correct amount of hours earned and not to go over the maximum allowed to be banked. You can look at the time sheet

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Main Menu > HCM > Manager Self Service > Time Management > Report Time > Time Sheet

Transaction Navigation

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Transaction Navigation continued

Click on the magnifying glass icon to bring up a list of departments. Click on the department for which you are reporting time.

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Once the department number populates the Department field, click on the Get Employees button; this will bring up a list of that department’s employees at the bottom of the screen.

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In the View By field, use the drop-down menu to choose Week. In the Date field, use the Calendar icon to choose the begin date of the pay period for which you are reporting time.Be sure to click on the Refresh button to navigate to the correct reporting period.

*If an employee starts mid reporting period you need to enter time for that employee separately by selecting the first date of their employment/transfer in to your dept.

After the page has been refreshed, click on Last Name to pull up a Time Sheet for that employee.

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In the View By field, be sure that the view is Week. You need to change to Calendar Period during deadline to verify that all hours have been submitted.

A Time Sheet is used to report time for each Non Exempt employee individually.

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Enter daily regular hours in one line, daily OVN hours in a separate line and daily OT hours in another separate line. Enter the appropriate Time Reporting Code from the drop down menu for each line.

Once all hours have been entered for one week, Click on Submit.Then click on Next Week to pull up a Time Sheet for the employee’s second week in the reporting period.

Click on Submit when finished.

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Once you receive the Submit Confirmation message, click on the OK button.

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Click on Next Employee to navigate to the next screen to enter time for the next employee for whom you are entering time.

**If you have an employee that starts after the beginning of the reporting period and is next, you would need to return to search for the listing of employees and change the start date to be the first day of that employees start date. If you click on “next employee” this will cause the timesheets to be pre-filled with hours you entered for the previous employee, causing payroll exceptions.

After you clicked on the OK button, you will receive the summary of reported time for the employee (for whom you just entered time).

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(Screen shot unavailable at time of document publication)



After you clicked on the OK button, you will receive the summary of reported time for the employee (for whom you just entered time).

Click on Next Employee to navigate to the next screen to enter time for the next employee for whom you are entering time.

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• Non-Faculty Exempt or Hourly employees need to navigate to the following path:

• Enter the start date of leave request• Select Absence Name• Enter End Date• Leave Partial Day “None” if all scheduled hours are being requested• Change Partial Day to “All” if all days in this request are to have the same

amount of partial hours indicated in “All Days Hours” field• Click on Verify these are the hours desired.• Then click on • “Eligible” or “Ineligible” message will appear • If “Eligible” then click on • If “Ineligible” then click on for further details

Absence Requests

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• Full Time Faculty Members have a default 18 hours a day 7 days a week schedule assigned to all members to facilitate the various and possible ever changing schedules that faculty have.

• Being said that, it is imperative that the faculty members select all their leave requests using the individual day option and selecting the “Partial Days” options for each leave requests with the appropriate hours for their Inload, campus and office hours for that day.

• Hours missed for their overload hours need to be reported using the Workload program.

Absence Requests – Faculty

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To initiate a leave request: NAVIGATE TO: HCM->Self Service->Time Reporting->Report Time->Absence Request


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To initiate a leave request: NAVIGATE TO: HCM->Self Service->Time Reporting->Report Time->Absence Request


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Enter a Start Date/End Date (same day; each day’s leave is created separately)


Select Partial Days: All Days Enter the number of hours for the leave date (in: All Day Hours) applicable to ONLY Inload, campus and office hours.* Click Calculate End Date or Duration. Click Forecast Balance for validation of eligibility. Submit if eligible.

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*NOTE: Absence Requests for dates that impact scheduled Overload hours are reported to the Department for timekeeping and substitutes as needed.

**NOTE: Sick Leave Request can only be requested with a minimum of half an hour (0.50) and quarter increments thereafter (0.75, 1.00, 1.25, etc…) up to your inload, campus and office hours. Any additional portion remaining of the above mention decimal needs to be requested using your Personal leave (0.05, 0.40, 0.95, 1.15, etc…)


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• After reported time has been approved by the Time Approver (Department Budget Manager), changes/amendments to time are entered by the Department Time Keeper, (with written authorization/instruction from the Manager with copy to the employee) by amending the time that was reported.

• The Time Keeper uses the Timesheet page to amend time for Time Reporters (employees) in MDConnect.

• Before Payroll is run, time can be amended by the Time Keeper using the same process as the one used to enter Time in MDConnect up until the deadline posted on the payroll calendar.

• Once the Payroll has been run, the Time Keeper may amend time, up to 4 historical pay cycles, using the same process to be processed in the following payroll based on the payroll calendar.

• If an amendment to time is for a period older than four (4) payrolls, a written request to include the department number, must be made to the Time and Labor Administrator by the Time Keeper with copy to the employee and Manager

Amending Time

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• After the Time Keeper has entered and submitted all reported time in MDConnect, the Time Approver should navigate to the Exceptions page to view and validate all exceptions

• Examples of common exceptions are situations in which employees have requested overtime or compensatory time or work on their scheduled hours and also have a absence request for the same date.

• MDConnect department Time Keepers will be notified by a system-generated email when overtime or compensatory time requests have been approved by the Time Approver. [If an employee is eligible to request overtime or compensatory time, he/she makes the request in advance through the Employee Self Service (ESS) in MDConnect]

Time and Labor Exceptions

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• There are Low and High level exceptions that are associated with variance in scheduled work hours, exceeding the maximum hours limit (for students and part-time employees weekly, hours reported on a non-scheduled workday, having reported time for the same day they have an absence request, etc.)

• If a High severity exception is not resolved or allowed, it remains in the Exceptions Table and the time does not become payable time. Exceptions with a severity level of Low or Medium will become payable time, but they also remain in the Exceptions Table until the exception is resolved or allowed

Time and Labor Exceptions (continued)

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Knowledge Check – Questions

Q1: Time Keepers enter and amend time for non-exempt employees in MDConnect; they also review and approve submitted time in MDConnect.

True False

Q2: If the payroll is older than four (4) payrolls, time may be amended by sending a written request to the __________________, with copies to the _____________ and the _________________.

Q3: If a High severity exception is not resolved or allowed, it remains in the Exceptions Table and the time does not become __________ time.

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Knowledge Check – Answers

A1: False.

A2: If the payroll is older than four (4) payrolls, time may be amended by sending written requests to the Time and Labor Administrator, with copies to the Department Manager (Approver) and the employee.

A3: If a High severity exception is not resolved or allowed, it remains in the Exceptions Table and the time does not become payable time.

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Email: [email protected] or [email protected]

You may also refer to the online training materials available at MDConnectinfo.mdc.edu

Payroll Help



http://mdconnectinfo.mdc.edu/

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MDConnect Website is the central location where you can find training material and other resources.Navigate to: MDConnect.mdc.edu > Training

ONLINE TRAINING - USER PRODUCTIVITY KIT (UPK)• UPK is a tool provided by PeopleSoft which provides step-by-step instructions

on creating and entering transactions in MDConnect• You may access the UPK library here:

– https://mymdupk.oracleoutsourcing.com/UPK/data/toc.htmlNOTE: Processes will be listed, please click the plus sign to expand the topic.There are several different ways to see a process:

Resources -MDConnect Help

https://mymdupk.oracleoutsourcing.com/UPK/data/toc.html

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