payroll department peoplesoft physician time study reporting · ` payroll department user guide –...

Payroll Department

PeopleSoft Physician Time Study Reporting

Productivity Tracking and Cost Reporting

` Payroll Department User Guide – PeopleSoft Time and Labor ____________________________________________________________________________________________________________________________________

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PSOFT Time and Labor

Physician Time Study Reporting

Physician Time Study Reporting – Required for ALL Physicians

All physicians are required to complete a time study report each pay period for productivity tracking, as well as for

Medicare cost reporting requirements for faculty practice physicians.

To simplify this process, an “electronic time study report timesheet” has been established.

The timesheet will have the cost reporting allocation categories in the column called “Allocation Categories”.

The timekeeper or physician needs to enter the number of hours per day for each category for all jobs.

At a minimum, physicians should report their contracted hours per pay period in order to receive full pay.

Physicians can and should report all ‘actual’ hours worked as the system will cap per contracted standard hours and not

result in an overpayment.

The physician reports their hours to the applicable allocation category in accordance with the CART model.


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Accessing the PeopleSoft Physician Time Study Report

1. From the HMH Exchange - click on “MYWAY-PEOPLESOFT”

2. Enter your network USERID and password to login and click Sign-In.


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3. Click on the “My Payroll” tile


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Menu defaults to “Timesheet”

4. Select the job you want to report hours for:


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Physician Time Study Report

5. Enter hours in the applicable CART category.

a. For those hours associated with a time reporting code, simply select the applicable TRC on the row with the hours it applies to. See example

above for Education/Conference.

6. Click Submit to Attest.


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Physician Timesheet Electronic Attestation

When the physician ‘submits’ their timesheet upon each entry, they are attesting to the hours being reported.

IMPORTANT NOTE: If the attestation is not completed, the timesheet will not be processed and the physician will not be paid.


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CART Model Allocation Categories (Clinical, Administration, Research, Teaching)

Physicians should contact their Chair or Medical Director for

guidance on which allocation categories to select for certain

tasks.

Refer to Appendix, Physician Time Study Reporting Tip Sheet

to see common tasks and the corresponding allocation category.


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Setting up User Preferences to Populate Timesheet with Allocation Categories

To avoid inserting these rows each pay period, you can pre-populate your timesheet with frequently used allocation categories

under the User Preferences menu option.

On the MyWay, Payroll Tile, click on ‘User Preferences’

Click on the “Task Reporting Elements” tab, and insert a row for each allocation category you would like to add.

o Select the Taskgroup “HUPHYSTSR”

o From the magnifying glass, select the allocation category

Repeat this step for each category you would like to pre-populate on the timesheet.

Save.

At any time you wish to delete a row, click on the delete button to remove the row and Save.


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Appendix

Physician Time Study Reporting Tip Sheet


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Appendix

Time Reporting Codes applicable to Physicians

TRC

Code

TRC

Description

When and How to use the

TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing

Automatically Populates

Timesheet from Absence

Mgmt (AM),

Clairvia (CV), Smart

Square or PSOFT

Scheduling or Time and

Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

BRV Bereavement Pay

Enter absence for

Bereavement in Clairvia or

PSOFT MyWay Hours NO YES YES from AM

Eligible Team

Members Y n/a n/a

CAL

Coronary Artery

Calcium Reading

Enter quantity of readings

to be paid at fixed rate per

reading Units YES NO NO

Physician Use

Only Y n/a n/a

CPT

Cardiac Pay per

Patient

Enter quantity of patients.

Payment is based on fixed

rate per patient Units YES NO NO

Physician Use

Only Y 50 patients

Special Fixed

Rate

CSO

Cardiac Stress On

Call Pay

Enter quantity of hours for

Stress On Call Hours YES NO NO

Physician Use

Only Y 24 hours Max

Special Fixed

Rate

EDC

Education /

Conference

(External)

Enter absence for external

conferences / seminars

through Clairvia Hours YES NO YES from CV

Eligible Team

Members Y 24 hours Max

Employee’s

Hourly Rate

EIB

Extended Illness

Bank

Absence for sick time will

be processed through

Absence Mgmt. TRC will

record hours paid out from

the EIB Bank on the

timesheet. Hours NO NO YES from AM

Eligible Team

Members n/a n/a

Employee’s

Hourly Rate

EMM

ETD MD

Moonlighting

Enter hours worked to be

paid at fixed rate per hour Units YES NO NO

Physician Use

Only Y n/a

Special Fixed

Rate

EMS EMS Educator


paid at a fixed rate per

hour Hours YES NO NO

Eligible Team


Special Fixed

Rate

HIB

Historical Extended

Illness Bank

Absence for sick time will

be processed through

Absence Mgmt. TRC will

record hours paid out from

the HIB Bank on the

timesheet Units YES NO YES from CV

Eligible Team

Members Y 24 hrs Max

Employee’s

Hourly Rate


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TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

HOL Legal Holiday

Enter absence for Holiday

in Clairvia or PSOFT

MyWay

*Holiday is NOT

automatically paid out for

anyone* Hours NO NO YES from TL

Eligible Team

Members Y 8 hrs Max

Employee’s

Hourly Rate

HRB

Historical Retirement

Bank

Hours are loaded to


Management Hours NO

PSOFT My Way

or Clairvia Absence Management

Eligible Team

Members Y 24 hrs Max Base Rate

JUR Jury Duty

Enter absence for Jury

Duty in Clairvia or PSOFT

MyWay Hours NO YES YES from AM

Eligible Team

Members Y n/a

Employee’s

Hourly Rate

MDY Modified Duty

Enter TRC on row with IN

punch for all days that

were worked as “modified

duty” Hours YES NO NO

Eligible Team

Members Y 24 hrs max Base Rate

MTG Military Training

Enter absence for Military

Leave in Clairvia or

PSOFT MyWay Hours NO YES YES from AM

Eligible Team

Members Y n/a

Employee’s

Hourly Rate

NBT

Non-Paid Benefit

Time

Entry not permitted - this

will record "unpaid"

benefit hours due to

insufficient accrual

balance. Hours NO NO YES from AM

Eligible Team

Members Y n/a

Non-Pay Code

used for

Tracking Hours

Only

NPD

Non-Productive,

Non-Paid

Enter absences for Non-

Productive, Non-Paid time

through Clairvia Hours YES NO YES from CV

Eligible Team


Non-Pay Code

used for

Tracking Hours

Only

NPE

Exempt Hours

greater than Bi-

Weekly Standard

Hours

Entry not permitted - this

will record excess "unpaid"

hours due to hours above

the exempt TM's bi-weekly

standard hours. Hours NO NO YES from TL

Eligible Team

Members Y n/a

Non-Pay Code

used for

Tracking Hours

Only


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TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

OCP On Call Pay

Enter on-call pay hours.

Quantity cannot exceed a

total of 24 and must be

reduced by all regular

hours worked within the 24

hour period. Hours YES NO YES from CV

Eligible Team

Members Y 24 hours max

Special Fixed

Rate based

criteria (Entity /

EE Category /

Labor

Agreement)

ONI

MFM-GYN

Physician Cover


paid at fixed rate per hour Units YES NO NO

Physician Use

Only Y 24 hours Max

Special Fixed

Rate

PME

Psych MD Evening

Consultation


paid at fixed rate per hour Hours YES NO NO

Physician Use

Only Y 24 hours Max

Special Fixed

Rate

POR

Police Officer Stress

Reading

Enter quantity of hours to

be paid at fixed rate per

reading Units YES NO NO

Physician Use

Only Y 40 readings Max

Special Fixed

Rate

PTO Paid Time Off

Enter absences for PTO

through Clairvia or PSOFT

MyWay Hours NO YES YES from AM

Eligible Team

Members Y n/a

Employee’s

Hourly Rate

PTODD PTO Draw Down

Enter absences for PTO

Draw Down through

Clairvia or PSOFT

MyWay Hours NO

PSOFT My Way

or Clairvia Absence Management

Eligible Team

Members Y 24 hrs Max Base Rate

REG Regular

Enter PUNCH data vs.

using TRC Hours YES NO NO

Eligible Team


Employee’s

Hourly Rate

TOC

Cardiac Thrombo

On-Call Pay

Enter hours to be paid at

fixed rate for Thrombo On-

Call Hours YES NO NO

Physician Use

Only Y 24 hours Max

Special Fixed

Rate

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