Time, Attendance and Leave (TAL) Training for Employees

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TALAgenda

• Logging into TAL• Wall Clock• Responsibilities• Timeline• Messages• Emails• Toolbar• Instructor Demo• Overtime• Warnings/Errors• Cascading Rules• Questions

TALTAL• www.tal.ouhsc.edu

• Hourly employees that have access to a computer will use the TAL Web Clock website to clock in/out.

• Hourly employees that do not have access to a computer will swipe their OUHSC employee badge on the IT-51 wall clock installed in their building.

• Exempt employees will use the TAL website.

• All employees will login using their OUHSC network ID and password.

• Web Clock website is locked down to campuses via ip address. Exempt/Non-Exempt employees can login to the TAL website from home.

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TALTime Clock Screens

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TALTime Clock Screens

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TALTime Clock Screens

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TALTime Clock Screens

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TALResponsibilities in TAL

Employees

•Enter time in the time sheet either using web clock/wall

clock (hourly). Salaried employees will only need to

enter leave using the TAL website.

•Submit leave requests to supervisor for approval.

•Review time and leave entry on last working day of the

pay period.

•Inform his/her supervisor or payroll coordinator of any

edits corrections as soon as possible.

•Electronically approve the time sheet by marking it

complete.

Supervisors

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Review and respond to leave requests.

•Submit prior pay period corrections as soon as known.

•Enter/review/approve compensatory time elections.

•Answer employee questions regarding the TAL system.

•Review and approve time entries on the time sheet in

the TAL system: this will serve as your electronic

signature.

Payroll Coordinators

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Submit prior pay period corrections as soon as known.

•Answer employee questions in regards to the TAL

system.

•Serve as the final time sheet approver. Your review of

the time sheet entries completed by the employee and

approved by the supervisor will serve as your

electronic signature.

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TALResponsibilities in TAL

Employees

•Enter time in the time sheet either using web clock/wall

clock (hourly). Salaried employees will only need to

enter leave using the TAL website.

•Submit leave requests to supervisor for approval.

•Review time and leave entry on last working day of the

pay period.

•Inform his/her supervisor or payroll coordinator of any

edits corrections as soon as possible.

•Electronically approve the time sheet by marking it

complete.

Supervisors

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Review and respond to leave requests.

•Submit prior pay period corrections as soon as known.

•Enter/review/approve compensatory time elections.

•Answer employee questions regarding the TAL system.

•Review and approve time entries on the time sheet in

the TAL system: this will serve as your electronic

signature.

Payroll Coordinators

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Submit prior pay period corrections as soon as known.

•Answer employee questions in regards to the TAL

system.

•Serve as the final time sheet approver. Your review of

the time sheet entries completed by the employee and

approved by the supervisor will serve as your

electronic signature.

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TALResponsibilities in TAL

Employees

•Enter time in the time sheet either using web clock/wall

clock (hourly). Salaried employees will only need to

enter leave using the TAL website.

•Submit leave requests to supervisor for approval.

•Review time and leave entry on last working day of the

pay period.

•Inform his/her supervisor or payroll coordinator of any

edits corrections as soon as possible.

•Electronically approve the time sheet by marking it

complete.

Supervisors

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Review and respond to leave requests.

•Submit prior pay period corrections as soon as known.

•Enter/review/approve compensatory time elections.

•Answer employee questions regarding the TAL system.

•Review and approve time entries on the time sheet in

the TAL system: this will serve as your electronic

signature.

Payroll Coordinators

•Access the TAL website daily to check for and respond

to messages.

•Edit and correct time sheet entries before the deadline.

•Submit prior pay period corrections as soon as known.

•Answer employee questions in regards to the TAL

system.

•Serve as the final time sheet approver. Your review of

the time sheet entries completed by the employee and

approved by the supervisor will serve as your

electronic signature.

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TALTimeline• Employees should certify their time as soon as

possible after the pay period ends. • Supervisors should be reviewing time and

managing messages throughout the pay period. By noon on the Monday following the end of the pay period, supervisors should be ready to turn it over to the Payroll Coordinators.

• Payroll Coordinators should review timesheets and be ready to turn it over to the Payroll Office by midnight Monday.

Employee inputs time,

leave and completes time

sheet at end of pay period

Supervisor approves leave,

edits time as needed and

approves time sheet

Payroll Coordinator ensures

all time sheets are completed

and approved

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TALMessages

Messages that appear on the Messages menu will include:

• Leave request

• Approved/denied leave

• FMLA request/approved/denied

• Timesheet review

• Messages sent by the Payroll Office

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TALEmails

Emails are generated by the TAL system for the following:• Employee request leave >> Supervisor• Supervisor approves/denies leave >> Employee• Supervisor/PC changes employee completed

timesheet >>Employee• FMLA request leave/approved/denied >> Employee

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TALToolbar

Icon Example Action

Save– Saves the data on the screen

Reset– Reset all changes

Notes– View, add and edit notes

Complete – certifies that time sheet is complete and ready for supervisor to review and approve. This is done at the end of the pay period.Remove Complete – Removes completion status from time sheet. Do this when you need to make changes.Calculate Time Sheet – Calculates any balance adjustments that may applyBalances– Displays current leave balances up to the present dayReturn– Return to previous screen or selection

Print– Prints the time sheet

TALTime Entry Training

• Logging into TAL • Clocking In/Out• Menu Bars• Balances • Entering a leave request• Correcting Time as Exempt

Employee • Completing Timesheets

TALLogging In

Go to tal.ouhsc.edu

• NOTE: The TAL system is best viewed in Internet Explorer.

• Hourly employees will go to WebClock Link, Salaried will go to the TAL Link

• Enter your OUHSC Network ID and Password, click Log On

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TALClocking In/Out (Hourly)

- The WebClock site opens to the web clock for hourly employees to clock

in/out

- After clocking in/out, the system will time an employee out after 10

seconds if no other action is taken (click on anything in the menu bar)

- Do NOT utilize the ‘new punch’ option after clocking in/out

TALMenu BarsHourly

Salaried with Manager Role

Salaried without Manager Role

TALBalances (All Employees)

TAL

Leave Requests (All Employees)

TAL

Leave Requests (All Employees)

TALTime Sheet (Hourly)

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TALOvertime (Hourly) • Overtime is calculated by the TAL system for hourly employees • Overtime rules were setup in the TAL system follow FLSA

guidelines • Staff handbook states that all OT must be approved in advance

– If an employee accrues overtime without prior approval, it must be paid but employee can be disciplined

• Employees that elect comp time instead of overtime will have their comp time election setup by their supervisor

TALTime Sheet (Hourly)

• NOTE: Hourly employees can only input time via clocking in and out and requesting leave– Payroll will populate holidays onto time

sheets• Supervisors must input unscheduled

leave, admin leave, missed punches for employees

• Hourly employees will be paid for the total number of hours shown on the time sheet– Ensure that your two week pay period

reflects at least the full FTE (full-time = 80 hours per pay period)

TALTime Sheet (Salaried)

TALException Time (Salaried)

TALCascading Rules

• Employees will select ‘leave taken’ on leave requests/time sheets and system will

cascade through leave

• Employees that work on a holiday will bank that time

• Employees who elect comp time in lieu of overtime will accrue and use that leave next

• Comp time automatically pays out after one year if not taken as leave

• There will be no negative leave

Banked holiday Comp time PTO Extended Sick Leave

(when permitted) Leave without Pay

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TALTime Sheet Completion (All

Employees)

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TAL

Warnings and Errors on Timesheet

Warnings Description1 FMLA Exceed Planned

HoursC Paid Leave Shift > ShiftG Hours/Day > 12K < Hours/WeekO Insufficient PTOS Insufficient CompErrors Description2 FMLA Exceed Yearly Hours3 FMLA Outside of Interval6 Activity RequiredB Time In = Time OutD Employee Not ActiveE Employee Not FoundF > 24 Hours/DayH Hours/Week > 70I Notes RequiredJ Invalid HolidayM Hours Before Hire DateP Insufficient SickQ Insufficient VacationR Insufficient ESL

Warnings = Can move on, but needs to be reviewed.

Errors = Hard stop. Needs to be fixed.