PayrollProceduresManual
FANS/BuildingServicesManager
RevisedJune2017
TableofContents
1. OverviewofPayroll&InsuranceServicesDepartment
a. DepartmentMissionStatement&OrganizationChartb. PayrollDataFlowc. PayrollCalendarsd. PayrollFAQSheetse. HowWeCalculateandReconcilePayforSalariedEmployeesf. EmployeeNewHireNotice
2. TheTimeLinkTime&AttendanceSystem
a. RequestforTimeLinkAccessFormb. TimeLinkImportantRemindersandTimeEntryTroubleshootingTipsc. PayrollPeriodCheckListd. PayrollProceduresforReportingNonExemptEmployeeOvertimeandCompTimee. FrequentlyAskedQuestionsTimeLinkf. TimeLinkEmployeeSelfService&EmployeeLeaveRequestSystemg. TimeLinkDeviceManager&InteractiveVoiceResponse(IVR)SystemInstructionsh. ReviewingandEditingTimecardsinTimeLinki. ManagingandApprovingTimecardsinTimeLinkj. TimeLinkReportsGuidek. PayrollEntryProceduresMissedPayHourlyPaidTimel. PayrollEntryProceduresMiscellaneousEntries
3. TheInfor/LawsonPayrollSystem
a. EmployeeSelfService
4. ResourcesontheWeba. Payroll&InsuranceServicesWebsite
http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_payrollb. FinanceDepartmentSite FinanceForms
http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_formsc. GreenvilleCountySchoolsEmployeeWebsites
http://www.greenville.k12.sc.us/Employees/
Section1
Overview
Payroll&InsuranceServicesDepartment
Payroll&InsuranceServicesMissionStatementandOrganizationChart:
OurdepartmentprovidesserviceandsupporttoemployeesoftheDistrictbyprocessingemployeepaychecks.Wealsoassistemployeeswithinsurancebenefits,retirementand
WorkersCompensationandsupportasafeworkenvironment.
Director,Payroll&InsuranceServices
JamieMcCutcheon
Coordinator,Workers
CompensationKayleBrown
BenefitsCallCenter
ClaudiaCoxOuidaBennonBeckyBrammerAmandaDeaseSharonRoach
Vacant
Coordinator,Payroll
MarcDominick
Accountant,Payroll
MarieMeyers
Analyst,PayrollMariannMcKenney
PayrollCallCenter
MelbaMannHelenDavisPattiIngramLizJones
DebbieMillerJudyReid
Specialist,InsuranceServices/WorkersComp
TinaCarr
TechnicalAnalyst,Payroll/Benefits
JohnPeavy
1a
TimeLinkInforGHRInforS3DataFlow
TheaboveillustrationdepictsthedataflowbetweentheDistrictsGlobalHumanResources(GHR),Time&AttendanceSystem(TimeLink),SubstituteManagementSystem(SmartFindExpress),andthePayrollProcessingSystem(InforS3).
1. DailyFeed:Newemployees,changestoemployeerecords,andterminationsareenteredbytheHumanResourcesDepartmentintotheInforGHRsystem.
2. NightlydatatransfersaresenttoTimeLinkandSmartFindfromInforGHRdata.3. NightlydatatransfersaresenttoTimeLinkfromtheSmartFindSubstituteManagementSystem
(employeeabsencesandsubstitutetimerecords).4. DataistransferredfromTimeLinktotheInforS3payrollsystemontheTimeEntryclosedate.5. PayrollisprocessedinInforS3andemployeesarepaidaccordingtotheDistrictspublishedpayroll
calendar.
Employeeishired/changed/terminated
throughInforGHRGHRTransfersdatatoInfor
S3
InforS3transfersemployeeinformationtoSmartFindExpress&
TimeLink
EmployeeTime&AttendanceDataiscapturedinTimeLinkthroughtimeentryand
SmartFindExpressimports
EmployeeTimeRecordsareeditedandapprovedinTimeLinkfortransferto
InforS3
EmployeePayrollisProcessedinInforS3
PayDay!
1b
Weeksin TimeEntry
Beginning Ending PayPeriod* Closed CheckDate1 6/5/2017 6/18/2017 2 06/22/17 7/14/20172 6/19/2017 7/2/2017 2 07/06/17 1 7/28/20173 7/3/2017 7/16/2017 2 07/20/17 8/15/20174 7/17/2017 8/6/2017 3 08/10/17 8/30/20175 8/7/2017 8/27/2017 3 09/01/17 9/15/20176 8/28/2017 9/10/2017 2 09/15/17 9/29/20177 9/11/2017 9/24/2017 2 09/29/17 10/13/20178 9/25/2017 10/8/2017 2 10/13/17 10/30/20179 10/9/2017 10/22/2017 2 10/27/17 11/15/201710 10/23/2017 11/5/2017 2 11/10/17 11/30/201711 11/6/2017 11/19/2017 2 11/29/17 12/15/201712 11/20/2017 12/3/2017 2 12/08/17 12/29/201713 12/4/2017 12/17/2017 2 01/03/18 1/12/201814 12/18/2017 1/7/2018 3 01/12/18 1/30/201815 1/8/2018 1/21/2018 2 01/26/18 2/15/201816 1/22/2018 2/4/2018 2 02/09/18 2/28/201817 2/5/2018 2/18/2018 2 02/23/18 3/15/201818 2/19/2018 3/4/2018 2 03/09/18 3/30/201819 3/5/2018 3/18/2018 2 03/23/18 4/13/201820 3/19/2018 4/8/2018 3 04/13/18 4/30/201821 4/9/2018 4/22/2018 2 04/27/18 5/15/201822 4/23/2018 5/6/2018 2 05/11/18 5/30/201823 5/7/2018 5/20/2018 2 05/25/18 6/15/201824 5/21/2018 6/3/2018 2 06/07/18 6/29/2018
1 245DayHourlystarts
*WeeksinpayperiodaresubjecttochangebasedontheapprovedDistrictcalendareachyear.
SEMIMONTHLYPAYROLLPERIODS
SUBSTITUTES/HOURLYEMPLOYEES
PayPeriod
CHECKDATESFOR20172018
Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.
1c.1
TimeEntry CheckDateBeginning Ending Beginning Ending Closed
1 6/5/2017 6/18/2017 7/1/2017 7/15/2017 06/22/17 7/14/2017 12 6/19/2017 7/2/2017 7/16/2017 7/31/2017 07/06/17 7/28/20173 7/3/2017 7/16/2017 8/1/2017 8/15/2017 07/20/17 8/15/2017 24 7/17/2017 8/6/2017 8/16/2017 8/31/2017 08/10/17 8/30/2017 35 8/7/2017 8/27/2017 9/1/2017 9/15/2017 09/01/17 9/15/20176 8/28/2017 9/10/2017 9/16/2017 9/30/2017 09/15/17 9/29/20177 9/11/2017 9/24/2017 10/1/2017 10/15/2017 09/29/17 10/13/20178 9/25/2017 10/8/2017 10/16/2017 10/31/2017 10/13/17 10/30/20179 10/9/2017 10/22/2017 11/1/2017 11/15/2017 10/27/17 11/15/201710 10/23/2017 11/5/2017 11/16/2017 11/30/2017 11/10/17 11/30/201711 11/6/2017 11/19/2017 12/1/2017 12/15/2017 11/29/17 12/15/201712 11/20/2017 12/3/2017 12/16/2017 12/31/2017 12/08/17 12/29/201713 12/4/2017 12/17/2017 1/1/2018 1/15/2018 01/03/18 1/12/201814 12/18/2017 1/7/2018 1/16/2018 1/31/2018 01/12/18 1/30/201815 1/8/2018 1/21/2018 2/1/2018 2/15/2018 01/26/18 2/15/201816 1/22/2018 2/4/2018 2/16/2018 2/28/2018 02/09/18 2/28/201817 2/5/2018 2/18/2018 3/1/2018 3/15/2018 02/23/18 3/15/201818 2/19/2018 3/4/2018 3/16/2018 3/31/2018 03/09/18 3/30/201819 3/5/2018 3/18/2018 4/1/2018 4/15/2018 03/23/18 4/13/201820 3/19/2018 4/8/2018 4/16/2018 4/30/2018 04/13/18 4/30/201821 4/9/2018 4/22/2018 5/1/2018 5/15/2018 04/27/18 5/15/201822 4/23/2018 5/6/2018 5/16/2018 5/31/2018 05/11/18 5/30/201823 5/7/2018 5/20/2018 6/1/2018 6/15/2018 05/25/18 6/15/201824 5/21/2018 6/3/2018 6/16/2018 6/30/2018 06/07/18 6/29/2018
7/1/2018 7/15/2018 TBD 7/13/20187/16/2018 7/31/2018 TBD 7/30/2018 48/1/2018 8/15/2018 TBD 8/15/2018 5
1 245DayWorkSchedulestarts2 200,205,210,215,220DayWorkSchedulestarts3 185,190DayWorkSchedulestarts4 Final201718check200,205,210,215,220DayWorkSchedule5 Final201718check185,190WorkSchedule
Period PeriodLeaveReporting
Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.
Payroll
TBDTBDTBD
SEMIMONTHLYPAYROLL&LEAVEREPORTINGPERIODS
SALARIEDEMPLOYEES
Salariedemployeesschedulearepaid1/24thoftheirannualsalaryeachcheckdate.
CHECKDATESFOR20172018
1c.2
Iamasalariedemployeeandstartedworkafterthefirstdayoftheregular,fiscalyearworkperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork.(exampleshownbelow)
Employee:
JohnEmployee
DateofHire:
772014
GrossPaypercheck(RemainingSalary/23)
1,483.34
Salarybasedon245days 47,407.00 DailyRate
salary/245days 193.50
DaysPaid
7/7/146/30/15 241
Totalsalaryearnedfiscalyear
Totaldaysworkedxdaily
rate46,633.01
1stcheckJuly15,2014:7dayspay(July7July15)
1,354.50
RemainingPay
45,278.51
HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedyourdailyrateofpayforeachadditionalpersonalleaveday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderofthefiscalyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalance.HowmanysickleavedaysdoIreceive?12MonthEmployeesearn18daysofsickleaveperfiscalyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterJuly1st)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextfiscalyear,youwillaccruesickleaveeachsemimonthlypaydate.Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.
WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimetopreventonepaycheckfromabsorbingtheentireadjustmentamount.Anexampleisshownbelow:
1d.1
Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30, 2010)(54.28/check) 325.68 Total adjustment needed: 108.56
HowmanychecksdoIreceive?Thereare24paychecksinourfiscalyearpaycycle.IfyouareanewemployeetotheDistrict,andstartafterthefirstdayofthefiscalyear(July1),yoursalarywillbecalculatedovertheremainingnumberofchecksinthefiscalyearthatendsonJune30.IfIleavetheDistrict,willIbepaidforunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.IfIleavetheDistrict,willIbepaidformyunused,accruedvacationtime?InaccordancewithDistrictRuleGBRK,employeeswithunused,accruedvacationtimewillbepaidforanyunusedvacationdaysatseparation.Thelocationshouldkeyanyvacationtimetakenuptothelastdayworked,andpayrollwilldeductthesedaysfromtheunused,accruedvacationbalance.WillIreceiveastepincreaseeachfiscalyearlikeateacher?SalaryincreasesareapprovedbytheBoardofTrusteesduringtheBudgetprocesseachfiscalyear.Stepandcostoflivingincreasesarepartofthisprocess.HowdoIknowhowmanysickandvacationdaysIhaveavailable?AbsencesareenteredinTimeLinkbyyoursupervisorandloadedintotheInfor/Lawsonpayrollsystemwheneachpaycheckisprocessed.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.Vacationbalancesmustbetakenwithin7monthsoftheendofeachfiscalyear(byJanuary31st)ifthebalanceisnotbanked.ThesebalancesaredisplayedinaseparatetotalintheEmployeeSpaceSelfServicesystem.VacationdaysmaybebankedifyoumeeteligibilityrequirementsfoundinDistrictPolicyGBRK.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistyouwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfService.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.RefertotheSemiMonthlyPayrollPeriodsandCheckDatescalendar,findthe1stdayyouareemployedinthePayPeriodrange,andthecorrespondingcheckdate.
PayrollFAQ12MonthEmployeerev62017
Inthisscenario,anadditional$27.14istakenfrom4checkstocollecttheadjustment($108.56/4).
1d.2
Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.RefertotheSemimonthlyPayrollPeriodsandCheckDatescalendar,findthe1stdayyouareemployedinthePayPeriodrange,andthecorrespondingcheckdate.HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyearwithadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedocked.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendaletterofverificationstatingyourunuseddays.TheunuseddayswillbeaddedtoyourDistrictsickleavebalanceonalaterpaycheck.HowmanysickleavedaysdoIreceive?Employeesearn1518daysofsickleaveperfiscalyeardependingonhowmanydaysyouworkeachyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterJuly1st)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextfiscalyear,youwillaccruesickleaveeachsemimonthlypaydate.Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimesothatonepaycheckwillnotabsorbtheentireadjustmentamount.Anexampleisshownbelow:
Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30)(54.28/check) 325.68 Total adjustment needed: 108.56
Inthisscenario,anadditional$27.14istakenfrom4checkstocollecttheadjustment($108.56/4).
1d.3
Iworked12hoursinoneday.WillIbepaidovertime?Overtimeiscalculatedbasedonasevendaypayweek(MondaySunday).Ifyourworkedtime,notincludingsickleaveorvacationtime,exceeds40hoursinyourprimaryposition,youwillbeeligibleforcompensatorytimeearnedattherateof1.5hoursforeachhourworkedover40.Yoursupervisorhastheoptionofpayingoutthecompensatorytimeoryoumayuseitinlieuofleavetimeforpaidtimeoff.Whenthemultiplejobhours+primaryjobhoursexceed40inaworkweek,theDistrictpaysovertime.IfIleavetheDistrict,willIbepaidformyunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.IfIleavetheDistrict,willIbepaidformyunused,accruedvacationtime?InaccordancewithDistrictRuleGBRK,employeeswithunused,accruedvacationtimewillbepaidforanyunusedvacationdaysatseparation.Thelocationshouldkeyanyvacationtimetakenuptothelastdayworked,andpayrollwilldeductthesedaysfromtheunused,accruedvacationbalance.HowdoIknowhowmanysickandvacationdaysIhaveavailable?AbsencesareenteredinTimeLinkbyyoursupervisorandloadedintotheInfor/Lawsonpayrollsystemduringpayrollprocessing.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.Vacationbalancesmustbetakenwithin7monthsoftheendofeachfiscalyear(byJanuary31st)ifthebalanceisnotbanked.ThesebalancesaredisplayedinaseparatetotalintheEmployeeSpaceSelfServiceESSsystem.VacationdaysmaybebankedifyoumeeteligibilityrequirementsfoundinDistrictPolicyGBRK.WillIreceiveastepincreaseeachfiscalyearlikeateacher?SalaryincreasesareapprovedbytheBoardofTrusteesduringtheBudgetprocesseachfiscalyear.Stepandcostoflivingincreasesarepartofthisprocess.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsaprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfServiceSystem.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Ididnotworkenoughhourstocovermybenefitdeductions.Willmoremoneybewithheldfrommycheckstocatchupmypremiums?Payrollisnotifiedaftereachcheckdateofemployeeswhodidnothavebenefitdeductions.Additionalamountswillbewithheldfromfuturecheckstomakeupthemissedamounts.Ifyouareworkinginabenefitseligibleposition,itisimportantthatyouworktherequirednumberofhourseachpayperiod.Thiswillensurethatyourearningsaresufficienttodeductbenefitpremiums.Failuretoworktherequirednumberofhourseachyearmayjeopardizeyourbenefitseligibility.WhenamIpaid?TheDistrictprocessespayrolltwicemonthly;thepaydatesareonthe15thand30thofeachmonth.Thepaycalendarispublishedwithcheckdatesandpayperiods.YourpaycheckisbasedonthenumberofhoursworkedineachpayperiodandthehourlyrateapprovedbyHumanResources.ThehoursyouworkareenteredandimportedintothepayrollsystemfromtheTimeLinkTime&Attendancesystem.Youmustclockinandouttorecordyourhoursworked.Ifyouareoutofworkonleave,youmustnotifyyoursupervisorsothatleavetimemaybeenteredandyouwillbepaidaccuratelyontime.
PayrollFAQHourlyEmployeerev62017
1d.4
Iamasalariedemployeeandstartedworkafterthefirstdayoftheregularcontractperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork(exampleshownbelow)Employee: JohnEmployee DateofHire: 9132010 Salarybasedon190days
32,595.00
DailyRate Salary/190days 171.55
DaysPaid 9/13/106/3/11 165Totalsalaryearnedschoolyear
Totaldaysworkedxdailyrate
28,305.75
Remainingnumberofpaychecksinyear
09/30/108/15/11
22.00
GrossPay/Check 09/30/108/15/11 1,286.63HowmanysickleavedaysdoIreceive?Employeesearn1518daysofsickleaveperyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterthefirstdayofschool)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextyear,youwillaccruesickleaveeachsemimonthlypay(20checksforemployeesworking185190days).Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.AbsencesareimportedtoTimeLinkbytheSmartFindsystemandareloadedintotheInfor/Lawsonpayrollsystemwheneachpaycheckisprocessed.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedbyyourdailyrateofpayforeachadditionalday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderoftheschoolyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalanceonyourfirstpaycheck,ifreceivedbeforepayrollisprocessed.WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimetopreventonepaycheckfromabsorbingtheentireadjustmentamount.Anexampleisshownbelow:Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30, 2010)(54.28/check) 325.68 Total adjustment needed: 108.56
Inthisscenario,anadditional$27.14istakenfrom4checkstocollecttheadjustment($108.56/4).
1d.5
WillIreceivepaychecksduringthesummer?Salariedemployeesarescheduledtobepaidduringthesummermonths.However,ifyouleaveemploymentduringorattheendoftheschoolyear,yourfinalearningswillbecalculatedandpaidinonecheck.SupplementalearningsarepaidaccordingtotheDistrictsSupplementalPayScheduleandarenotpaidonsummerchecks.IfIleavetheDistrict,willIbepaidformyunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.HowmanychecksdoIreceive?Thereare24paychecksinyourpaycycle.IfyouareanewemployeetotheDistrict,anddonotbeginemploymentonthefirstdayofyourworkschedule,yoursalarywillbecalculatedoverlessthan24checks.Salariedemployeesarepaid1/24thoftheirannualsalary,regardlessofthenumberofworkdaysintheperiod.Theleavereportingperiodisusedtorecordanyabsences.IreceivedmynewcertificatewithavaliddateofJuly1.Whydomysummerchecksnotreflecttheretroactivepayformyincrease?July1isthebeginningofthefiscalyear.ThechecksyoureceiveinthesummerareformoneyyouearnedpriortoJuly1.Yournewsalarywillbeeffectivewithyourfirstcheckofthenewschoolyear.Ihaveteachingexperienceinanotherstateorataprivateschool,butIamonlybeingpaidon0years.Why?GreenvilleCountySchoolspaysyoubasedontheexperienceonyourS.C.teachingcertificate.Inordertobepaidforyourexperience,youwillneedtohaveyourprioremployercompleteaVerificationofTeachingExperienceformandsubmitittotheSDE,OfficeofCertification.TheformwillbeevaluatedandapprovedexperienceaddedtoyourS.C.certificate.InorderfortheSDEtomakeachangeonyourcertificate,youwillalsoneedtocompleteandsubmittheRequestforChangeActionform.Bothformsareavailableatwww.ed.sc.gov.SendyourupdatedcertificatetotheHumanResourcesDepartment.Yourrecordswillbeupdated,payrollwillbenotifiedtochangeyoursalaryandanyretroactivepaywillbeprocessedbasedontheeffectivedateofthecertificate.HowdoIgetpaidforsummerschoolorreceivethemoneyIearnedforextrawork?Ifyouaredoingworkdifferentfromyourprimaryjob,youwillclockinontheTimeLinksystemtorecordhoursworkedforadditionalpay.Yourlocationisresponsibleforsubmittingpayinformationforanyworkedperformedforastipend(flatamountregardlessofthenumberofhoursworked).Timeshouldbeenteredwhenyouperformtheservice,andtheadditionalwageswillbeprocessedwithyourregularpaycheck.RefertotheSemiMonthlyPayrollPeriodsandCheckDatesforHourly/SubstitutePaytodeterminewhenyouwillbepaid.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistyouwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsaprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfServiceSystem.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.Paydatesfornon12monthworkschedulesareasfollows:185/190daysSemimonthly(24checks) 200/205/210/215/220daysSemimonthly(24checks)BeginningAugust30,2017EndingAugust15,2018 BeginningAugust15,2017EndingJuly30,2018
PayrollFAQTeacherNon12MonthEmployeerev62017
1d.6
HowdowecalculateandreconcilepayforSalariedEmployees?
Eachfiscalyear(July1June30),employeesareassignedanannualsalaryaccordingtotheirpositionandtheDistrictssalaryschedule.SalariedpositionsintheDistrictareassignedaworkcalendar:185,190,200,205,210,220or245days.Eachworkcalendarispaidonapayrollcyclethatcorrespondstothestartdateofthepositionforthefiscalyear.Theworkcalendardefinesthenumberofdaysinthefiscalyearthattheemployeeisscheduledtowork.Whenanemployeeishiredafterthefirstdayofhisworkcalendar,hewillnotworkthetotalannualnumberofdaysinhisworkcalendarandthesalarywillbeprorated.Duringpayrollprocessing,thepayrollsystemcalculatestheamountearnedforthepayrollperiod(daysworkedxdailyrate)andtheamountpaid(1/24ofannualsalary).Thedifferenceistrackedbythesystemanddefinedastheemployeesreservebalance.Thereservebalanceisusedtomaintainanemployeespaywhenhedoesnotworkduringapayrollperiod.Thereservebalanceisdepletedwhentheemployees24thcheckisissued.ThefollowingcalculationsillustratehowthisprocessworksforemployeesineachoftheDistricts3fiscalyearpayrollcycles.
1e.1
DailyRate
SalaryEarned SalaryPaid
Beginning Ending CheckDateDays
Worked(annual
salary/245)(DaysWorked*
DailyRate)(1/24thof
annualsalary)
ReserveActivity
ThisCheckReserveBalance
7/1/2016 7/15/2016 7/15/2016 10 204.08 2,040.82 2,083.33 (42.52) (42.52)7/16/2016 7/31/2016 7/29/2016 10 204.08 2,040.82 2,083.33 (42.52) (85.03)8/1/2016 8/15/2016 8/15/2016 11 204.08 2,244.90 2,083.33 161.56 76.53
8/16/2016 8/31/2016 8/30/2016 11 204.08 2,244.90 2,083.33 161.56 238.109/1/2016 9/15/2016 9/15/2016 11 204.08 2,244.90 2,083.33 161.56 399.66
9/16/2016 9/30/2016 9/30/2016 11 204.08 2,244.90 2,083.33 161.56 561.2210/1/2016 10/15/2016 10/14/2016 10 204.08 2,040.82 2,083.33 (42.52) 518.71
10/16/2016 10/31/2016 10/28/2016 11 204.08 2,244.90 2,083.33 161.56 680.2711/1/2016 11/15/2016 11/15/2016 11 204.08 2,244.90 2,083.33 161.56 841.84
11/16/2016 11/30/2016 11/30/2016 8 204.08 1,632.65 2,083.33 (450.68) 391.1612/1/2016 12/15/2016 12/15/2016 11 204.08 2,244.90 2,083.33 161.56 552.72
12/16/2016 12/31/2016 12/30/2016 3 204.08 612.24 2,083.33 (1,471.09) (918.37)1/1/2017 1/15/2017 1/13/2017 10 204.08 2,040.82 2,083.33 (42.52) (960.88)
1/16/2017 1/31/2017 1/30/2017 12 204.08 2,448.98 2,083.33 365.65 (595.24)2/1/2017 2/15/2017 2/15/2017 11 204.08 2,244.90 2,083.33 161.56 (433.67)
2/16/2017 2/28/2017 2/28/2017 9 204.08 1,836.73 2,083.33 (246.60) (680.27)3/1/2017 3/15/2017 3/15/2017 11 204.08 2,244.90 2,083.33 161.56 (518.71)
3/16/2017 3/31/2017 3/30/2017 12 204.08 2,448.98 2,083.33 365.65 (153.06)4/1/2017 4/15/2017 4/14/2017 7 204.08 1,428.57 2,083.33 (654.76) (807.82)
4/16/2017 4/30/2017 4/28/2017 10 204.08 2,040.82 2,083.33 (42.52) (850.34)5/1/2017 5/15/2017 5/15/2017 11 204.08 2,244.90 2,083.33 161.56 (688.78)
5/16/2017 5/31/2017 5/30/2017 12 204.08 2,448.98 2,083.33 365.65 (323.13)6/1/2017 6/15/2017 6/15/2017 11 204.08 2,244.90 2,083.33 161.56 (161.56)
6/16/2017 6/30/2017 6/30/2017 11 204.08 2,244.90 2,083.33 161.56 0.00245 50,000.00 50,000.00 0.00
PayrollPeriod
12month(245Day)employeesalarybasedon$50,000annually
1e.2
DailyRate
SalaryEarned SalaryPaid
Beginning Ending CheckDateDays
Worked(annual
salary/200)(DaysWorked*
DailyRate)(1/24thof
annualsalary)
ReserveActivity
ThisCheckReserveBalance
7/1/2016 7/15/2016 7/15/20167/16/2016 7/31/2016 7/29/20168/1/2016 8/15/2016 8/15/2016 11 200.00 2,200.00 1,666.67 533.33 533.33
8/16/2016 8/31/2016 8/30/2016 12 200.00 2,400.00 1,666.67 733.33 1,266.679/1/2016 9/15/2016 9/15/2016 10 200.00 2,000.00 1,666.67 333.33 1,600.00
9/16/2016 9/30/2016 9/30/2016 11 200.00 2,200.00 1,666.67 533.33 2,133.3310/1/2016 10/15/2016 10/14/2016 10 200.00 2,000.00 1,666.67 333.33 2,466.67
10/16/2016 10/31/2016 10/28/2016 11 200.00 2,200.00 1,666.67 533.33 3,000.0011/1/2016 11/15/2016 11/15/2016 10 200.00 2,000.00 1,666.67 333.33 3,333.33
11/16/2016 11/30/2016 11/30/2016 8 200.00 1,600.00 1,666.67 (66.67) 3,266.6712/1/2016 12/15/2016 12/15/2016 11 200.00 2,200.00 1,666.67 533.33 3,800.00
12/16/2016 12/31/2016 12/30/2016 1 200.00 200.00 1,666.67 (1,466.67) 2,333.331/1/2017 1/15/2017 1/13/2017 10 200.00 2,000.00 1,666.67 333.33 2,666.67
1/16/2017 1/31/2017 1/30/2017 11 200.00 2,200.00 1,666.67 533.33 3,200.002/1/2017 2/15/2017 2/15/2017 11 200.00 2,200.00 1,666.67 533.33 3,733.33
2/16/2017 2/28/2017 2/28/2017 8 200.00 1,600.00 1,666.67 (66.67) 3,666.673/1/2017 3/15/2017 3/15/2017 11 200.00 2,200.00 1,666.67 533.33 4,200.00
3/16/2017 3/31/2017 3/30/2017 10 200.00 2,000.00 1,666.67 333.33 4,533.334/1/2017 4/15/2017 4/14/2017 5 200.00 1,000.00 1,666.67 (666.67) 3,866.67
4/16/2017 4/30/2017 4/28/2017 9 200.00 1,800.00 1,666.67 133.33 4,000.005/1/2017 5/15/2017 5/15/2017 11 200.00 2,200.00 1,666.67 533.33 4,533.33
5/16/2017 5/31/2017 5/30/2017 11 200.00 2,200.00 1,666.67 533.33 5,066.676/1/2017 6/15/2017 6/15/2017 8 200.00 1,600.00 1,666.67 (66.67) 5,000.00
6/16/2017 6/30/2017 6/30/2017 200.00 1,666.67 (1,666.67) 3,333.337/1/2017 7/15/2017 7/15/2017 200.00 1,666.67 (1,666.67) 1,666.67
7/16/2017 7/31/2017 7/30/2017 200.00 1,666.67 (1,666.67) (0.00)200 40,000.00 40,000.00 (0.00)
PayrollPeriod
20152016SalaryPayments
10month(200Day)employeesalarybasedon$40,000annually
1e.3
DailyRate
SalaryEarned SalaryPaid
Beginning Ending CheckDateDays
Worked(annual
salary/190)(DaysWorked*
DailyRate)(1/24thof
annualsalary)
ReserveActivity
ThisCheckReserveBalance
7/1/2016 7/15/2016 7/15/20167/16/2016 7/31/2016 7/29/20168/1/2016 8/15/2016 8/15/2016 5 200.00 1,000.00 1,000.00 1,000.00
8/16/2016 8/31/2016 8/30/2016 12 200.00 2,400.00 1,583.33 816.67 1,816.679/1/2016 9/15/2016 9/15/2016 10 200.00 2,000.00 1,583.33 416.67 2,233.33
9/16/2016 9/30/2016 9/30/2016 11 200.00 2,200.00 1,583.33 616.67 2,850.0010/1/2016 10/15/2016 10/14/2016 10 200.00 2,000.00 1,583.33 416.67 3,266.67
10/16/2016 10/31/2016 10/28/2016 11 200.00 2,200.00 1,583.33 616.67 3,883.3311/1/2016 11/15/2016 11/15/2016 10 200.00 2,000.00 1,583.33 416.67 4,300.00
11/16/2016 11/30/2016 11/30/2016 8 200.00 1,600.00 1,583.33 16.67 4,316.6712/1/2016 12/15/2016 12/15/2016 11 200.00 2,200.00 1,583.33 616.67 4,933.33
12/16/2016 12/31/2016 12/30/2016 1 200.00 200.00 1,583.33 (1,383.33) 3,550.001/1/2017 1/15/2017 1/13/2017 10 200.00 2,000.00 1,583.33 416.67 3,966.67
1/16/2017 1/31/2017 1/30/2017 11 200.00 2,200.00 1,583.33 616.67 4,583.332/1/2017 2/15/2017 2/15/2017 11 200.00 2,200.00 1,583.33 616.67 5,200.00
2/16/2017 2/28/2017 2/28/2017 8 200.00 1,600.00 1,583.33 16.67 5,216.673/1/2017 3/15/2017 3/15/2017 11 200.00 2,200.00 1,583.33 616.67 5,833.33
3/16/2017 3/31/2017 3/30/2017 10 200.00 2,000.00 1,583.33 416.67 6,250.004/1/2017 4/15/2017 4/14/2017 5 200.00 1,000.00 1,583.33 (583.33) 5,666.67
4/16/2017 4/30/2017 4/28/2017 9 200.00 1,800.00 1,583.33 216.67 5,883.335/1/2017 5/15/2017 5/15/2017 11 200.00 2,200.00 1,583.33 616.67 6,500.00
5/16/2017 5/31/2017 5/30/2017 11 200.00 2,200.00 1,583.33 616.67 7,116.676/1/2017 6/15/2017 6/15/2017 4 200.00 800.00 1,583.33 (783.33) 6,333.33
6/16/2017 6/30/2017 6/30/2017 200.00 1,583.33 (1,583.33) 4,750.007/1/2017 7/15/2017 7/15/2017 200.00 1,583.33 (1,583.33) 3,166.67
7/16/2017 7/31/2017 7/30/2017 200.00 1,583.33 (1,583.33) 1,583.338/1/2017 8/15/2017 8/15/2017 200.00 1,583.33 (1,583.33) 0.00
190 38,000.00 38,000.00 0.00
PayrollPeriod
20152016SalaryPayments
9.5month(190Day)Employeesalarybasedon$38,000annually
1e.4
TOALLNEWGREENVILLECOUNTYSCHOOLSEMPLOYEES
ImportantNewHirePayroll&BenefitsInformation FormW4Thisformisusedforyourpaychecktaxwithholding.TheDistrictwilldefaultyourwithholdingto
Singlestatus,zero(0)exemptionsifthisformisnotreturned.PleasesubmitaseparateformifyourStatewithholdingdiffersfromyourFederalwithholding.Onlytheoriginalformcanbeacceptedwithnocorrectionsoralterations;wedonotacceptfaxedoremailedcopies.YourW4canbechangedatanytimeusingtheDistrictsEmployeeSpaceSelfServiceSystem.Clickhttps://www.greenville.k12.sc.us/Employees/docs/finance/ess_guide.pdf?v=121221forinstructions.
DirectDepositEnrollmentParticipationinDirectDepositisMANDATORYforALLemployeesregardlessof
classificationorstatus.Changestoyourdirectdepositinformationmaybemadenolaterthan1weekbeforetheeffectivepaydateviatheEmployeeSpaceSelfServicesystem.Clickhttps://www.greenville.k12.sc.us/Employees/docs/finance/ess_guide.pdf?v=121221forinstructions.
PaystubsareavailableonpaydayviatheEmployeePortalPleasereviewyourpaystubeachpaydayand
notifyyoursupervisorimmediatelyiftherearediscrepancies.Fromtheportal(portal.greenville.k12.sc.us)select OnlinePayStubCheckYourPayStubInformationOnline
EmployeesmayelecttoreceivetheirW2WageandTaxStatementelectronicallyforinstructions,visit
http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_w2 Newemployees,eligibleforhealth,dental,andotherbenefits,willbecontactedtoattendaBenefitsOrientation
Session.TheDistrictsemployeebenefitspackageandspecificplanswillbediscussed.Theemployeeisgiventheopportunitytoenrollinorwaivecoverage.
PleasetakeamomenttofamiliarizeyourselfwiththeDistrictsEmployeewebsites:
http://www.greenville.k12.sc.us/Employees/TheseareascontainusefulinformationtoguideyouthroughoutyouremploymentwithGreenvilleCountySchools.BesuretoreadthePayrollFAQSheetsandreviewtheDistrictspayrollschedules.
Initialretirementcontributionsareassignedpendingstatus.Oncearetirementplandecisionismade,the
contributionswillbeprocessedtotheretirementplanorrefunded,ifapplicable.ThePayrollDepartmentdefaultsemployeesintotheregularSCRetirementSystemsDefinedBenefitprogramifanelectionhasnotbeenreceivedwithinsixty(60)daysofemployment.YouMUSTcompleteeitheranenrollmentformorNoticeofNonElection(ifapplicable)formtopreventdefaultenrollmentintotheregularSCRetirementSystemsDefinedBenefitProgram.RetiredworkersmustnotifytheBenefitsDepartmentoftheirworkingretireestatus.
WehopeyoufindthisinformationusefulasyoubeginyournewpositionwithGreenvilleCountySchools.Ifyouhavequestions,pleasecontactus:
Payroll: 864.355.0920 fax864.355.1192 email:[email protected] Benefits: 864.355.0960 fax864.355.0490 email:[email protected]
1f
Section2
TimeLinkTime&AttendanceSystem
RequestforTimeLinkAccessTobecompletedbyEmployeesNeedingNew/Temporary/UpdatedAccess
Date:__________EmployeeName_______________________________________EmployeeID____________ Employeerequestingnew/temporary/updatedaccessPositionTitle:______________________________________________________________________________Location(s):________________________________________________________________________________
AddAccessChangeAccessRemoveAccessDelegateAccessEffectiveDate_______________________IfDelegateAccess,pleaseprovidetheEndDateofaccess___________________
TimeEditor: YesNo TimeApprover: YesNo
Doesthispersonreplacesomeone?YesNoIfyes,who?___________________________________ Nameofemployee
ConfidentialityNoticeTheTimeLinksystemcontainsinformationthatmaydeemedsensitiveinnatureandconfidential.Eachemployeewithaccesstothissystemisexpectedtoprotecttheconfidentialandsensitivedatayouareexposedto.EmployeeSignature:_________________________________________________________________________SupervisorSignature:________________________________________________________________________SupervisorEmailAddress:____________________________________________________________________Forwardcompletedformto:[email protected]
ForPayroll&InsuranceServicesUseOnly
DateReceived:__________DateProcessed:__________RoleAssigned:___________________________________UsertypeAssigned:__________DelegateAssigned:__________ProcessedBy:__________
2a.1
TIMELINKImportantInformation
PleaseenteraHEATrequestunderPayroll/TimeLinkifyouhaveemployeeswithLow(lessthan40)templatescoresprovidetheEmployeeID,Name,andmostrecentscoresfromenrollmenttheseemployeeswillbesetupwithspecialaccessandyouwillreceiveconfirmationfromPayrollwithclockininstructions
PleaseenteraHEATrequestfortechnicalassistancewithTimeLink.Allow2businessdaysforyourcalltobe
closed.Youwillreceiveanacknowledgementemailwhenthecallhasbeenclosedandtheresolution.
AllmissedtimeforhourlypaidemployeesmustbesubmittedonaMissedTimespreadsheet.Timeentryspreadsheetsareduetopayrollbythetimeentryclosedateforeachpayrollperiod.BuildingServicesmanagersmustcontactAllisonFarmerforassistancewithMissedTime.
Missedpunchesorfailedpunchesmustbetimebased.Whencorrectingthesepunches,theentriesmustbe
timebased.
Leave/AbsenceentriesshouldalwaysbedurationbasedExample:FulltimeFANSoperatorswouldhavedurationof6hoursenteredfor1daysleave
Allcriticalexceptionsmustbeclearedeachweekbeforetimecardsareapproved
Alltimecardsforthepayperiodmustbeapprovedbythetimeentryclosedate
Pleasemakesureemployeesrecordthecorrectpositiontitlesforpunchesthepositioninformationincludes
theG/Laccountnumberandpayrate;correctpositionsarenecessaryforaccuratepay
Thesupervisorisresponsibleforanyeditsmadetoanemployeestimerecord.Anemployeestimerecordmustneverbealteredtomisrepresentthehoursworked.
EmployeeMUSThaveapositionassignedtothembyHumanResourcesbeforetheybeginwork.Timeeditors
willonlybeabletoselectpositionsassignedtotheemployee.
Allovertime(hoursworkedinexcessof40inaworkweek)earnedfortheprimarypositionwillbeallocatedtothecomptimebucket.ThemanagermayelecttopaytimefromthecomptimebucketusingtimecodeCompensatoryTimePay(hourlyemployeesonly).CompleteinstructionsregardingaccrualandpaymentofcomptimearefoundintheGCSCompTimeProcedures.
Infor/Lawsonpayrollcalculates2ndjobovertimeforemployeesworkingmultiplepositions.
DonotusetimecodesDOCKPAY,SUSPENSIONWITHOUTPAYforhourlyemployees.Todocumentanunpaid
absence,usetheUNPAIDHOURLYABSENCEtimecode.
Ensurethatallemployeeswhoaretobepaidhaveworkorleavetimeentered.Ifnotimeisentered,theemployeewillnotbepaid.
2b.1
TimeLinkTroubleshootingTips
CriticalExceptionsCriticalexceptionsareshowninTimeLinkwiththe symbol.EditstotimerecordsmustbedocumentedintheCommentsectionAllcriticalexceptionsmustbeclearedbeforepayrollisclosed.
Exception: Resolution:ExtraDaysPayshouldbeprimarypositiononly.Pleasecorrect
CheckthepositionfortheExtraDaysPayentry.Thepositionmustbefortheemployeesprimaryposition.Ifanotherpositionisused,thetimecodemustbeREGpay.
Employeeisnoteligibleforholidaypay. Active,12month,hourlypaidemployeeswithanFTEof0.8orgreaterareeligibleforholidaypay.IftheemployeeFTEisnotcorrect,pleasecontactHumanResources.
VacancyaccountNumbercannotbeblank.Pleasecorrect.
SubstitutesforvacantpositionsmusthaveavalidaccountnumberenteredinTimeLink.Pleaseentertheaccountnumber,usingtheproperformat.
Employeenotassignedtothispositionorlocation.Pleasecorrect.
Thepositionenteredonthetimerecordisnotvalid.ThepositionmustmatchtheemployeespositionsetupinInforGHRforthetimerecorddate.ClickontheWorkInformationtabonthetimerecord,andselectavalidpositionfromthedropdownlist.
Employeenotassignedtothiscostcenter.Pleasecorrect. Thecostcenter(GCSDforprimarypositions,SUBXXXforsubstitutepositions)isnotvalid.ThecostcentermustmatchtheemployeespositionsetupinInforGHRforthetimerecorddate.ClickontheLaborAccounttabonthetimerecord,andselectavalidcostcenterfromthedropdownlist.
Employeeassignedtoasubpositionwithoutlocation.Pleasecorrect.
SubstitutecustodiansandFANSoperatorsmusthavethethreedigitlocationnumberatthebeginningofthepositionforexample,441SUBCUST,389SUBFANSROV.ClickontheWorkInformationtabonthetimerecord,andcorrectthepositionasnecessary.
LaborAcctProfilecannotbeblank.Pleasecorrect. TheLaborAccountProfilecannotdisplaynone.ClickontheLaborAccounttabonthetimerecord,andselectavalidLaborAccountProfilefromthedropdownlist.
Personhasamissedpunch. TimebasedrecordsmusthaveanINandOUTpunch.Addthemissingpunch.
Persontimeisthewrongrecordtype.Pleasecorrect. REGpayrecordsmustbeenteredastimebased.AllleaverecordsmustbedurationbasedNOTE:Professional/BusinessLeaveentriesfornonexemptemployeesmustbetimebased(hoursareincludedinworkedtimeforthisgroup.)
2b.2
TimeLinkTroubleshootingTipsWarningExceptions
WarningexceptionsareshowninTimeLinkwiththe symbol.WarningexceptionsshouldbereviewedbytheTimeEditor/Approvertodetermineiffurtheractionisnecessary.
Exception: Resolution:PersonhasexceededavailableCompBalance. Theemployeedoesnothaveenoughcomptime.
Reducethecomphoursenteredorchooseanotherleavetimecode.
Personhasexceededavailablepersonalbalance. Theemployeehastakenmorethanhisallowedpersonalleavehours.Salariedemployeeswillbedockedforhoursthatexceedtheallowance.Hourlyemployeeswillnotbepaidforhoursthatexceedtheallowance.NOTE:Payrollwillreviewexceptionsforsummerscheduleentries.
Personhastakenmorethan3consecutivedaysofbereavement.
Employeehastakenmorethantheallowedtimeforbereavement.Salariedemployeeswillbedockedforhoursthatexceedtheallowance.Hourlyemployeeswillnotbepaidforhoursthatexceedtheallowance.NOTE:Iftimeisformultipleoccurrences,pleasenoteintheCommentsectionontheOthertabofthetimerecord.
Personhastakenmorethan5consecutivedaysofillness. ReviewabsencesandfollowGCSLeaveProcedures.Personhasexceededavailablesickleavebalance. Theemployeedoesnothaveenoughsicktime.Reduce
thehoursenteredand/orchooseanotherleavetimecode.Employeeswillbedockedforleavetimethatexceedstheiravailablebalance.
Personhasexceededavailablevacationbalance. Theemployeedoesnothaveenoughvacationtime.Reducethehoursenteredand/orchooseanotherleavetimecode.Employeeswillbedockedforleavetimethatexceedstheiravailablebalance.
Personisnoteligibleforvacationpay. Active,12month,employeeswithanFTEof0.8orgreaterareeligibletoaccruevacationtime.Chooseanotherleavetimecode,oriftheemployeeisnotsetupcorrectly,pleasecontactHumanResources.
2b.3
GreenvilleCountySchoolsChecklist
FANS/BuildingServicesManagerRoleTimerecordsmustbeverifiedforaccuracy.ThesupervisorreviewsandapprovestherecordsinTimeLink.Themanagermustfollowthesestepspriortoapproval:_____Verifyleaveentriesandenterleaveasnecessary._____ReviewanyinformationalexceptionsusingTA235.Informationalexceptionsinclude:
Employeesexceedingpersonalleavelimitof2days Employeeswith>5consecutivepersonalillnessdaysEmployeeswith>3consecutivebereavementdays Employeesexceedingsickleavebalance
_____RunRPT4040(HoursbyWorkInformation)forthepayrollperiod.
1. Verifypositionforeachtimerecordiscorrect.2. Reviewtimeforemployeesworkingmultiplejobs.Thepositiondeterminestherateofpay,overtimeeligibility,and
accountnumberforthetimeworked.Ifthepositionisincorrect,theemployeewillbepaidwrong._____RunRPT111(TimecardExceptions)forthepayrollperiod.Allcriticalexceptionsmustberemovedtoclosepayroll._____SubmitMissedPayspreadsheetstopayroll@greenville.k12.sc.uspriortotimeentryclosing.
_____Approvetimerecords._____RunRPT4040afterapprovaltoverifytimerecordshavebeenapproved.
2c
PAYROLLPROCEDURESFORREPORTINGNONEXEMPTEMPLOYEEOVERTIMEANDCOMPENSATORY(COMP)TIME
A.Definitions 1.Nonexemptemployees:NonexemptemployeesarecoveredundertheFairLaborStandardsAct(FLSA).Theymustbepaidatleasttheminimumwageforallhoursworkedandanovertimepremiumforhoursworkedover40ina7dayworkweek.Samplepositionsincludeaides,secretaries,custodians,clerks,foodserviceoperators,andbusdrivers.ThestatusofexemptornonexemptislistedontheInforGHRlocationlistreport.2.Exemptemployees:ExemptemployeesworkinpositionsthatmeettheFLSAdefinitionofexemptfromtherequirementtobepaidovertimeforhoursworkedinexcessof40perworkweek;jobdutiesandpaymustmeetthetestsoftheexemption.Exemptpositionsincludeexecutive,administrativeandprofessionalemployeessuchasschoolanddepartmentadministratorsorsupervisors;teachersandotherinstructionalpositionsrequiringcertification,andhighlyskilledcomputerprofessionals.ThestatusofexemptornonexemptislistedontheInforGHRlocationlistreport.3.Volunteering:Individualsshallbeconsideredvolunteersonlywheretheirservicesareofferedfreelyandwithoutpressureorcoercion,directorimplied,fromanemployer.NonexemptemployeesmustbepaidforalladditionaltimeperformingdutieswhileintheemployoftheDistrict.Theycannotbeconsideredvolunteers.Beforeallowinganemployeetovolunteer,pleaseverifywithHumanResourcesthatthejobdutiesaresufficientlydissimilartoqualifytheemployeeasavolunteer.4.Overtime:Paymentforhoursworkedover40inagivenworkweek.Sickleave,personalleave,vacation,andotherpaidabsencesarenotconsideredhoursworkedforovertimepurposes.Therateforovertimeis1timestheregularhourlyrateofpay.5.CompensatoryTime(Comp.Time):Compensatorytimeoff,insteadofcashovertimepay,mustbegrantedatarateofnotlessthan1hoursforeachovertimehourworked. B.NonExemptEmployeesWorkingatTwoorMoreJobs1.Tworegularpositions:
Employeesmayworkintwoormoreregularlyestablishedpositionswithnoovertimecompensationprovidedthesumoftheirworkhoursdoesnotexceed40hoursintheworkweek.Ifanemployeeworksmorethan40hoursintheworkweek,Comp.Timewillbeearnedat1timesthenumberofovertimehoursworked.
2.Regular,Salaried(orhourly)positionandhourly2ndjob
Employeesmayworkinaprimarysalariedorhourlypaidposition.Comp.Timewillbeearnedifanemployeeworksmorethan40hoursinhis/herprimaryposition.Employeesmayalsoworkinanhourly2ndjob.Ifanemployeeworksmorethan40hourscombined,inbothpositions,overtimewillbepaid.Theovertimerateisbasedontheweightedaverageofalljobs.
2d.1
ForExample:
Aideregular,salariedposition7.5hoursperday $13.77hourlyrateAfterSchoolCaregiverworks4hoursperday $9.13hourlyrate
Inoneweek,theemployeeworks37.50hoursintheaidepositionand20hoursasanafterschoolcaregiver.37.50hoursx $13.77= $516.3820.00hoursx $9.13= $182.6057.50hours $698.98dividedby57.50totalhours=$12.16averagerateOvertime=(averageratexhours>40)dividedby2$106.40=($12.16x17.50hours)/2 C.ConditionsforComp.TimeUseandAccrualTheTimeLinkTime&AttendanceSystemwillaccrueComp.Timeforallhoursworkedover40inanonexemptemployeesprimaryposition.Thesupervisorhastheoptionofapprovingovertimepayforhourlyemployeeseachworkweek.Salaried,nonexemptemployeesmustaccrueComp.Time.Employeesmustbeinformedatthestartofeveryyearthatallworkinexcessofscheduledhoursmustbeauthorizedinwritingbytheemployeessupervisor.ReasonableperiodoftimetotakeComp.TimeOncetheyaccrueComp.Time,employeesmustbeallowedtotakeitwithinareasonableperiodoftime,consideringtheemployersworkschedule,emergencystaffingrequirements,andavailablesubstitutes.EmployeescanberequiredtouseComp.TimeEmployeesshallconsiderComp.Timebeforeusingregularleavetimeforanapprovedabsence.Comp.Timeshallbeusedwithinareasonableperiodoftime,preferablyduringthepayperiodimmediatelyfollowingwhenitwasearned.PaymentonterminationIfemploymentisterminatedforanyreason,theemployeemustbepaidforallComp.Timeowedattherateofpayineffectfortheemployeeattermination.IfanemployeeispaidforaccruedComp.Timeatanyothertime,thepaymustbebasedontheemployeescurrent,regularratewhenthepaymentismade.TransferswithinDistrictanemployeewhoistransferredwithintheDistrictretainsallearnedbutunusedComp.Time.MaximumComp.TimeaccrualemployeesComp.Timeaccrualbalanceshallnotexceed75hours.Anyovertimehoursworkedbeyondthatpointmustbeapprovedforpay.TimeoffinthesameworkweekIf,duetotheadditionaltimeworked,theemployeeisgiventimeoffwithinthesameworkweek,thenthetimeoffisonehourforeachextrahourworked.Thisispermissible,asopposedtoanhourandahalfforeachextrahourworked,becauseitiswithinthesameworkweekandtheemployeewillnotworkoverfortyhoursduringthatweek.Ifthisarrangement(flextime)istobeused,theemployeeandsupervisorshallagreeanditisdocumented,authorized,bytheemployeestimerecord.
2d.2
D.TimekeepingRequirements 1.AllnonexemptemployeesmustpunchinandoutdailyonaTimeLinkdevice,areexpectedtoarriveanddepartbasedontheirworkschedule,andshallcompletetheappropriateleaverequestformsforabsences.2.TimeLinkwilldocumentnonexemptemployeesexacttimeofarrivalanddeparturefromwork,thehoursworkedduringeachweek,andallovertimeorComp.Time.Forcompensationcalculations,exacttimewillberoundedtothenearestquarterofanhour.3.OvertimeorComp.Timehoursmustbeapprovedinadvanceofactualtimeworked.Ifasupervisorseesanemployeeworkingpasthisorherregularstoptimewithoutapproval,thesupervisorshoulddiscusstheirexpectationswiththeemployee.4.Supervisorsshallreviewandapprovealltimesheets,timecardsandleaverequestsforeachworkweek.5.Comp.TimeearnedandusedshallbereportedontheTimeLinksystemeachworkweek.6.ThepayrolldepartmentwillreviewComp.Timeactivityandbalancesforverification.E.CompensatoryTimeDataEntryProceduresAkindergartenaideworks7.5hoursdaily.OnFriday,November6,theschoolhostsaParentTeacherOpenHouse.Theteachersaideisrequiredtoworkextrahoursfortheevent.Usingtheaboveexample,wewillillustratehowtheTimeLinksystemaccountsforandaccruesComp.Time.TheaidepunchesinandoutdailyontheTimeLinkdevice.Timeisrecordedasfollows:
Theaidehasworkedatotalof43hoursand15minutesfortheworkweek.
TheSupervisorapprovesthetimecard,insertinganoptionalcommentaboutthereasonfortheadditionalworktime.
2d.3
TheemployeesaccruedComp.TimewillshowasavailableintheComp.Timebalance.Theemployeeelectstouse3.5hoursofComp.TimeonMonday,November9.ThesupervisorcreatesatimecardinTimeLink,usingtheComp.Timepaycodeanddurationof3hours,30minutesforMonday,November9.Theemployeeclocksinonthedeviceat11:02amandclocksoutonthedeviceat3:01pm.
2d.4
ThedecrementtotheComp.Timebalance,andremainingbalance,isdisplayed.Theproceduresabovearealsousedtopayoutanycomptimeearnedasovertimeinaweek.ManualCompTimeCode
1. Usedtorecordhoursworkedthatfundshavenotbeenallocatedforpayment.
2. HoursrecordedtothistimecodewillbeaddedtotheemployeesCompTimeaccrualonanhourforhourbasis
3. Thistimecodecanbeusedfortimeworkedthatisnotincludedintheemployeesnormalwork
schedule,andthesupervisorhasnotbeenprovidedfundingforpaymentofthehoursworked.
4. Forexample,aguidanceclerkworks4daysoverthesummerandelectstohavethistimeenteredintotheircompaccrual.TheemployeeclocksinonTimeLink,andthesupervisormaychangethetimecodetoManualCompTimetoaddthesehourstotheemployeescomptimeaccrual.
QuestionsregardingComp.TimeentryandrecordkeepingproceduresshouldbedirectedtotheDistrictsPayrollDepartment. GCSCompTimeProcedures 12/2014
2d.5
FrequentlyAskedQuestionsTimeEditor/Principal/Manager/Supervisor
WhichemployeesusetheTimeLinkDevices?ThefollowingpositionsareexamplesofjobsthatmustusethebiometricTimeLinkdevice.Ifyouhavequestionsaboutaparticularposition,pleasecontactPayroll.
HourlyCustodial,FoodService,andMaintenancePositionsCustodial&FoodServiceSubstitutes
Doemployeesneedtoclockinandoutforlunch?Mostemployeesneedtoclockinandoutforlunch.However,itdependsontheemployeesposition.Thechartbelowcontainstheguidelinesforwhichemployeeswillclockinandoutforlunch.Employeesdonotclockout/inforbreaks.Anemployeemustworkaminimumof5hoursfortheautolunchdeduction.
ClockOut/In DoNotClockOut/In DoNOTClockOut/IN(30MinuteAutoLunchDeduction)
FANSOperatorsFANSAssistantManagerFANSHourlyManagerFANSDriverFANSRover
Custodial CustodialSubstitutes
WhathappensiftheTimeLinkDeviceisdown?TheTimeLinkdevicehasasixhourbatterybackup.Ifthenetworkgoesdown,thedevicewillremainactiveforsixhourstoallowemployeestopunchinandout.Thepuncheswillbeuploadedtotheserverswhenthedevicesgobackonline.Ifthebatterydiesandthedeviceisnolongerfunctional,thetimeeditorwillneedtoentertheemployeespunchesmanually.
Doemployeesneedtoclockoutwhentraveling?Iftheemployeeisondistrictbusiness,theyshouldnotclockout.TimeLinkdevicesarelocatedineverydistrictlocation.Ifanemployeewillendthedayatanotherlocation,he/shemaypunchoutatthatlocation.EmployeesmayconductDistrictbusinessaftertheyleavetheirlocationatthesupervisorsdiscretion(Depositsonthewayhome,etc).Iftheemployeeisnotreturningtoworkafterthedistrictbusinessisconcludedoffsite,andthereisnoaccesstoadevice(Bank,etc),theemployeemaypunchoutbeforeleavingworkandthepunchcanbeeditedthefollowingday.
Whathappensifanemployeeforgetstopunchinoroutforwork?Ifanemployeemissesapunch,itisconsideredacriticalexception.Timecardscannotbeapprovediftheycontaincriticalexceptions.Thesemustbeeditedandfixedbeforeapproval.Iftheemployeedoesnotpunchinorout,themissedpunchmustbeentered.Durationentriesshouldbeenteredforleavetimeonly.Remember,theTimeLinksystemistheofficialrecordofanemployeesworkhoursandshouldreflectIN/OUTtimesfortheemployeeshoursworked.Supervisorsareresponsibleforanyeditsmadetoanemployeestimecard.
Whathappensifanemployeeworkstwojobsforthedistrict?Ifanemployeeworkstwojobs,theywillneedtopunchinandoutforeachjob.Theywillbeassignedapositioncodeforeachjob,andtheymustusetheappropriatepositioncodetopunchinandout.
2e.1
Doesthesystemaccrueovertimeforemployeesautomatically?Yes;thesystemwillautomaticallyaccrueovertimeforeveryhourworkedover40hoursintheemployeesprimaryposition.Overtimehoursareassignedtoacomptimebucketforanemployeetouseatalatertime.ThemanagermayelecttopaytimefromthecomptimebucketusingtheCompTimepaycode.
Doemployeesstillneedtocompletethepaperleaveforms?12monthemployeesmayrequestleaveusingtheTimeLinkLeaveRequestsystem.Iftheydonotrequestleaveusingthissystem,theemployeewillneedtocompleteleaveformsandturnthemintotheirsupervisor.ThetimeeditorwilladdtheabsencetoTimeLink.SmartFindmayalsoserveastheleaveformforemployeescallingabsencesintoSmartFind.SmartFindwillsendallabsencesintoTimeLinkeachday.ForemployeeswhodonotuseSmartFind,thetimeeditorwillneedtoenteremployeeabsencesintoTimeLink.Allabsencesshouldbeenteredasduration.Onedaywillequal7hoursand3ominutesor8hours,dependingonposition.Anyemployeeusingmorepersonalleavethanallowedbypolicywillbedockedpay.
Whatifanemployeedoesnotworktheirscheduledhours?Employeesworkinginasalaried,nonexemptpositionwillnotbedockedforworkinglessthantheirscheduledhours.Thesupervisorisresponsibleforensuringthemissedtimeiseithermadeuporaccountedforwithapplicablecompensatoryorleavetime.
HowoftenshouldIcheckemployeestimecards?Managersshouldreviewtimecardsdaily.Thiswillspeeduptheapprovalprocessanddecreasethemarginoferrorontimecards.
WhendoIneedtoapprovetimecards?Alltimecardsneedtobeapproved,nolaterthanweekly,withinthepayrollschedule.Changescannotbemadetoatimecardonceithasbeenclosed(approved)forpayrollprocessing.
DoemployeessigninorcheckinonPremisesManagementSystem?EmployeesigninonPremisesManagementSystemisdeterminedbytheprincipalasthesupervisorofthebuilding.IftheprincipalchoosestohaveallemployeessigninonPremisesManagementSystem,hourlyandnonexemptemployeeswillneedtoalsoclockinonTimeLink.
Dosubstitutesneedtopunchin?InstructionalSubstitutes,whosetimeisimportedfromSmartFind,donotneedtousetheTimeLinkdevice.However,iftheinstructionalsubisalsoworkinganhourlyjob,theywillneedtoclockinandoutforthatposition.TheseemployeesshouldfollowtheinstructionsforclockingIN/OUTinthedevicemanagerguide.SmartFindwillroundsubstitutetimetothenearestorwholeday,andInfor/Lawsonwillpayaccordingly.CustodialandFoodServicesubstituteswillclockinandoutatthedevice.Youwillhavetoenrollasubonadeviceiftheyhaveneverbeenenrolled.
Whatdowedoifthesupervisor,timeapprover,isawayonvacationoroutoftheofficewhentimecardsneedtobeapproved?ThePayrollDepartmentcanassignadelegateforaspecifiedtimeperiodforapprovaloftimecards.ThelocationsupervisorshouldcompletetheRequestforTimeLinkAccessformfoundontheFinanceDepartmentwebsitetorequesttemporarydelegationoftheirapprovalaccessauthority.
2e.2
TimeLink
2f.1
TimeLinkOverview TheTimeLinkTime&AttendancesystemrecordsemployeetimeastheypunchinandoutusingoneoftheTimeLinkdeviceslocatedinallfacilities.AllnonexemptemployeesmustusetheTimeLinkdevicetosignineachday,signoutforlunch,signinfromlunch,andsignoutfortheday.Employeeswillbepaidbasedonpunchinginandoutofthesystem.Allemployeeswithanhourlyjobmustsignin/outontheTimeLinkdevice,includingafterschoolworkers.TheTimeLinksystemallowsemployeestotracktheirtimecardscurrentlyandhistoricallysothattimecardsarealwaysreadilyavailableforviewingonthescreenorprinting.ItisimportanttounderstandhowtimeiscalculatedintheTimeLinksystem.GreenvilleCountySchoolsfollowsU.SPayrollTimekeepingStandards,explainedbelow.
Standard1:Alltimeshouldbereportedinhourincrements.15minutes=hour(0.25)30minutes=hour(0.50)45minutes=hour(0.75)
EXAMPLE:WeekofOctober5th
Date TimeIn TimeOutLunch
TimeinLunch
TimeOut Total
10/5/09 7:45am 11:30am 12:30am 5:00pm 8.25hours10/6/09 8:00am 12:00pm 1:00pm 5:00pm 8hours10/7/09 7:45am 12:00pm 1:00pm 5:00pm 8.25hours10/8/09 8:00am 11:30am 12:30am 5:00pm 8hours10/9/09 8:00am 11:30am 12:30pm 5:00pm 8hours 40.5hours
Standard2:The7MinuteRoundingRuleisbeusedtocalculateminutestothenearesthour.
7minutes(orless)priortothehour=rounduptothehour 7minutes(orless)pastthehour=roundbacktothehour
ExampleTimeIn: 7:52am 7minutespasthour(7:45)roundbackto7:45TimeIn: 8:25am 5minutespriortohour(8:30)roundupto8:30TimeIn: 12:53pm 7minutespriortothehour(1:00)roundupto1:00TimeOut: 5:11pm 4minutespriortohour(5:15)roundupto5:15TimeOut: 7:18pm 3minutespasthour(7:15)roundbackto7:15TimeOut: 6:39pm 6minutespriorhour(6:45)roundupto6:45
2f.2
EMPLOYEEGUIDETOUSINGKRONOSINTOUCHDEVICES
FORPRIMARYPOSITION:
1. PresstheClockInbutton topunchinorpresstheClockOutbutton topunchout.2. Toidentifyyourself,placeyourindexfingeronthefingerprintreader.ThedevicewillsayClockIn/Outaccepted
foremployee#
3. Ifanerroroccursduringapunch,andyouarepromptedforyouremployeeID,presstheHome buttontoresetthedevice.Youcanthenrepeatyourpunch.
ForSECONDARY/MULTIPLEposition:1. Punchoutofyourprimarypositionandwait60secondsbeforeattemptingtologintoyourmultipleor
secondaryposition.
2. Usethepositionbutton todisplayyourpositionmenu.Attheprompt,entertheemployeenumber.3. Placefingeronreader,eligiblepositionsforyouwilldisplay.4. Usethetouchscreentoselectthepositionyouwishtopunchinfor.5. Afterselectingtheposition,thedevicewillconfirmyourpunchintoyourselectedposition.
6. Punchoutattheendoftheshiftusingthepunchout button.
ForSUBSTITUTEposition:
1. UsetheSubPositionbuttontopunchintoasubstituteposition. Attheprompt,entertheemployeenumber.2. Placefingeronreaderandeligiblesubpositionswilldisplay.3. Chooseyourpositionbyusingthetouchscreentoselectyourposition.4. Afterselectingtheposition,thedevicewillconfirmyourpunchintoyourselectedposition.
5. Punchoutattheendoftheshiftusingthepunchout button.
2f.3
Position,ifSecondary
SubPosition
TimeLinkEmployeeSelfService
2f.4
ClickonTimeLinkEmployeeSelfServicefromtheDistrictPortal(Portal.greenville.k12.sc.us)
SignonusingyourGCSDusernameandpassword.Ifyoureceiveaninvalidname/password,pleasecontacttheETSHelpDesk(355.4357)
2f.5
TimeLinkEmployeeSelfServiceMenu
ReviewTimeCardsClickonReviewTimeCardtoseetimeworked,leavetaken,paytotals,andleaveaccrualsforaselectedtimeperiod.
2f.6
ReviewBalancesClickonReviewBalancesforleavecalculatedbytheInfor/LawsonPayrollSystem.LeaveinthecurrentpayrollperiodinTimeLinkwillbeincludedintheadjustedbalances.Balancesaredisplayedinhours/minutesformat.Personalleaveequalstotalhourstakenandisdisplayedasanegativenumber.
ToRequestLeave:ClickonREQUESTLEAVEtosubmitaleaverequestorviewleaverequesthistory.
2f.7
REQUESTLEAVE:EnteringaLeaveRequestfromtheTimeLinkEmployeeSelfServiceMenu:
1. FromtheEmployeePortal,clickonTimeLinkEmployeeSelfService.2. ClickonRequestLeave.3. ClickNewRequest.4. ClickViewBalancestoreviewavailableleavebalances(optional).5. ToselectaTypeofLeave,clickonthedropdownmenutoselectaleavetimecode.6. ForDate,enteraFromandTodate.Foradaterange,donotincludeweekends.Forasingledayoff,
enterthesamedateinbothboxes.7. ForHoursperDay,enterinHH:MMformat,in15minuteincrements.Forexample:a7hour30minute
workday(7.5hours)wouldbeenteredas07:30.8. Iftheleaverequestneedsexplanation,enteradescriptionintheCommentboxcommentsare
optional.9. ClickSubmitatthetopoftheCreateLeaveRequestpage.
a. 10. Tocheckthestatusofyourleaverequest(approvedorrejected),clickonRequestLeavefromthe
TimeLinkEmployeeSelfServiceMainMenu.Allleaverequestactivitywillbedisplayed.Ifyourrequestisrejected,clickontheconfirmationnumbertoviewtherejectionexplanation.Afterasupervisorapprovesleavetime,theabsencewillnotdisplayonyourtimecarduntilthedayoftheabsence.
11. Youmaydeletealeaverequestthathasnotbeenapprovedbyyoursupervisor.Iftherequesthasbeenapproved,yoursupervisor/timeeditorwillneedtodeletetheabsencefromyourtimecard.
12. YoucannotusetheLeaveRequestforpastdates.Ifthedatehaspassed,youmustcompletetheDistrictsLeaveRequestformandsubmitthecompletedformtoyourSupervisor.
2f.8
LeaveRequestSupervisorApprovingaLeaveRequestLeaveRequestsmustbeapprovedpriortothestartdateofleave
1. GototheManageLeaveRequestscreenbyclickingonRequests,thenManageLeaveRequests(ortypeTA212inthemenubox,andclickthegreenarrow).
2. Youwillseealistofpendingrequestsforyourapproval.Youmaysortbynameorgroupintherequestordropdown.
3. Toapproveapendingrequest,doubleclickontherequest.4. Theleaverequestdetailswillbedisplayed.
5. Availableoptionsare: Approve Reject Viewemployeesavailablebalances6. Futureleaverequestscanbeapprovedeveniftheemployeedoesnothaveenoughleaveintheir
currentbalance.Youareapprovingtheleaverequestbasedontheexpectationthattheemployeewillaccrueenoughtimepriortotheactualdate.
7. Click toapprovetherequest.Awarningwillbedisplayedtoverifytheapproval.ClickYEStocontinueapproval.
2f.9
LeaveRequestSupervisorApprovingaLeaveRequestContinued
8. Theapproveleavecommentboxwilldisplay.YoucanclickOKwithoutaddingacommentcommentsareoptional.4
9. InformationboxdisplaysTheleaverequesthasbeenapprovedclickOKRequestdetailsscreenwilldisplayclickonthetoreturntothemainlist.
2f.10
KronosDeviceManager
2g.1
TimeLink/KronosDeviceManager
InstructionsforInteractiveVoiceResponse(IVR)TimeEntry:NonExemptPositions
*Onlyemployeesworkinginapproved,activepositionsintheDistrictsHRSystem(InforGHR)willbeabletoaccess
thesystem. Usingacellphone,dial355TIME(8463),listentothesystemdialogueandrespondtothepromptsusingyourcellphonekeypad.Thecalldialogwillbesimilartothefollowing:System:WelcometotheGreenvilleCountySchoolsTimeandAttendanceSystem;pleaseenteryouremployeenumberfollowedbythepoundsign(#).TheSystemwillvalidateyourdistrictposition(s).User:Ifyouonlyhaveoneposition(job),itwillpromptyoutopunchin/outbasedonthatposition.Ifyouhavemorethanoneposition,youwillhavetoselecttheposition.User:Toclockin,startwork,youwillenter,press,thenumber1onyourkeypadfollowedbythepoundkey(#).System:ClockinAccepted,thankyou,goodbye.User:Toclockout,endwork,dialthesamenumber,followthepromptsandyouwillenter,press,thenumber2onyourkeypadfollowedbythepoundkey(#).System:Clockoutaccepted,thankyou,goodbye.
2g.2
Biometric transactions: Kronos Touch ID Plus
Templates
The Enroll Employee transaction creates a template for an employees finger. A template is a mathematical representation of a fingertip that is stored on the InTouch device, in an encrypted format. The fingerscan device uses a composite of three different images of an employees fingertip to create the template. The Kronos Touch ID Plus technology does not store actual fingertip images. Furthermore, the mathematical representations of the fingertips cannot be used to re-create the original images.
Each employee can enroll two fingersa primary finger and, if required, a secondary finger. InTouch uses these templates to perform biometric verification or biometric identification when employees perform a fingerscan.
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Terminology
A finger contains a pattern of ridges, with typically one innermost ridge that curves in on itself, near the center. The fingerscan device uses the unique characteristics of a fingertips ridges to construct the template.
cuticle
finger core
finger core
arches (plain and tented)
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Managers: Before you attempt to enroll employees, practice enrolling yourself several times, and observe how finger placement, pressure, and moisture affect the scan results. Then enroll a small group of employees to familiarize yourself with the process. Keep future enrollment groups as small as practical.
loops (singular and twin)
whorls and central pocket loops
sensor
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Place your finger on the sensor with your cuticle at its center.
Enroll Employee
To enroll an employee for biometric validation:
1. Tap Enroll Employee.
2. Enter the employee ID and tap Enter.
cuticle in center of sensor
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The Biometric Enrollment Wizard guides employees through the enrollment process.
Managers: If the employee is already enrolled, the system offers you the option of re-enrolling the employees primary or secondary finger.
Select Finger to Enroll
On the Select Finger to Enroll screen, tap the button that corresponds to the finger you are enrolling. A check mark indicates a finger that you have previously enrolled. In order of preference, select your index finger, middle finger, or thumb. Enroll your ring finger or pinky only if you cannot successfully enroll the other fingers. If you do tap the ring finger or pinky, a warning message appears; you can then continue or change the finger.
Note: Ensure that your finger is clean, and not too dry.
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Capture Fingerscan
The system prompts you to place your finger on the sensor.
Directly face the timeclock so that you can comfortably place your finger on the sensorwithout awkwardly extending your arm or hand.
Position your finger core above the center of the sensor.
Place your finger flat on the sensor. Do not twist, rotate, or slide your finger while it is on the sensor.
Apply firm, even pressure. If you apply too little pressure, the sensor might not detect your finger. If you apply too much pressure, the image might be too dark. In either case, the enrollment can fail.
Hold your finger on the sensor until the image frame turns green, the LED flashes green, and the timeclock emits a tone; then remove it.
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The system grades the scan as Good, Fair, or Poor, and prompts you to re-scan the same finger.
Administrators: When an employee places a finger on the sensor, the timeclock displays a live image of the fingertip. The image helps the employee position the fingertip on the sensor to achieve a Good enrollment.
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If your finger is not positioned correctly, the system instructs you to reposition it for a successful scan, as in the following illustration.
Note: If the system directs you to reposition your finger, do not slide the finger into place. Rather, lift your finger from the sensor and then place the finger in the recommended position.
When instructed, re-scan the same finger. Repeat the Capture Fingerscan process until you have obtained three scans. The system uses the three images to create a single template.
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The results pages for the three scans include the following information:
The results pages vary, depending on the enrollment score: Good, Fair, or Poor.
Good Enrollment
After a few seconds, this screen times out. Go to Confirm Fingerscan.
Parameter Description
Quality Score A measure of the useful data that the sensor detected in the fingerscan. Some fingers have indistinct ridges, scars, or other characteristics that can lower the quality score. The system uses the following scale: Good: 60 or greater Fair: 4059 Poor: 39 or less
Content Score Ignore this value.Threshold A measure of how closely an employees live fingerscan
must match the stored enrollment template. There are four threshold settings: High, Normal, Low, and None.
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Fair Enrollment
Do one of the following:
Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve a Good enrollment.
Tap Change Finger. Return to Select Finger to Enroll and select a different finger.
If you have tried enrolling each finger, without achieving a Good Enrollment, tap Accept Best. Go to Confirm Fingerscan.
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Poor Enrollment
Note: A low Quality score might indicate that your finger is too dry. Moisten it using the PreScan fingertip enhancer pad.
Do one of the following:
Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve a Good enrollment.
Tap Change Finger. Return to Select Finger to Enroll and select a different finger.
If you have tried enrolling each finger, without achieving a Good Enrollment, tap Accept Best. The following screen appears.
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If you tap Continue, and thereby accept a Poor enrollment, you can use only biometric verification with employee ID at the timeclock.
Confirm Fingerscan
At the Confirm Fingerscan screen, re-scan the same finger that you used in the Capture Fingerscan step. The biometric device compares the previously captured fingerscan image (or template) with your current live fingerscan.
The following sections describe the possible results of the enrollment test.
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Accepted
If you have enrolled only one finger, the system prompts you to enroll another, secondary finger.
Tap one of the following:
Yes: Return to Select Finger to Enroll, and select another finger.
No: The enrollment process is completed.
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Failed
Do one of the following:
Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve an Accepted enrollment test.
Tap Change Finger. Return to Select Finger to Enroll and select a different finger.
Managers: If the employee fails the enrollment test three consecutive times, please enter a HEAT ticketto have the employee enrolled for special handling.
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DocumentationObjectives: Participantswillunderstandthetimecardapprovalprocess Participantswillbeabletoaccess,review,andeditemployeetimecards Participantswillbeabletoclearexceptionsinunapprovedemployeetimecards Participantswillbeabletoadd,edit,anddeleteabsencesforbothexemptandnonexemptemployees
Reviewingand
EditingTimecards
inTimeLink
2h.1
ReviewingandEditingTimecards:OverviewTimecardsmustbeapprovedbytheTimeApproverbeforepayrollisprocessed.Priortoapproval,atimerecordmaybeeditedbytheTimeEditor.TimeApproversmayalsoedittimecards.Timecardeditsarerequiredto:
o Clearinganexceptiono Correctapersonsactivityo Addorcorrectanabsenceo Addamissingpunch(aninpunchwithoutanout,orviceversa)o Correctafailuretopunch(alackofbothaninandanoutpunch)
UnderstandingTerminologyItisimportanttounderstandcertaintermsusedwithinTimeLink.Inthissection,youfindexplanationsoftermsusedwhendiscussingtypesofsystemusers,timeentryandediting,andtimecardexceptions.SystemUsersWithinTimeLink,allstaffaccessingthesystemareconsideredtobe(1)auser,(2)aperson,or(3)bothauserandaperson.Anindividualstaffmembermayperformtasksasbothauserandaperson.
UsersUsersaccessTimeLinktomanagetime,runreports,approvetimecards,runpayroll,managepreferences,assignroles,andcreateusers.PersonsPersonsaccessTimeLinktopunchinandpunchout.BothUserandPersonAstaffmemberfunctioninginbothroleswouldhaveaccesstoadministrativefeatures,butwouldalsopunchinandoutforwork.
TimeEntryandEditingTherearethreeverysimilartermsusedthroughoutthisdocument:timeperiod,timecard,andtimerecord.Thesetermsaredefinedbelow:
TimePeriodArangeofdatesforwhichtimecardsarebeingreviewed.Theusercandefinethedaterangeheorshewantstoreview.TimecardDetailedinformationaboutpunchinsandpunchoutsassociatedwiththetimeperiodunderreview.Thisscreenresemblesaweeklytimesheet.TimeRecordThetimerecordisasetofpairedpunchouts.Everytimeauserpunchesin,heorsheshouldhaveacorrespondingpunchout.Iftheuserneglectstopunchinorout,anentiretimerecordmustbecreated.Ifauserpunchesin,butnotout,arecordhasbeencreatedbutmustbeeditedbeforeapproval.EmployeePositionAccountnumbersarenotdisplayedinTimeLink.TheInforGHRpositionincludestheG/Laccountnumberandtheemployeesapprovedrateofpay.ThepositionIDincludeshelpfulinformationaboutthatposition.Forexample,188A4YRK1000isapositioncode.Thefirstthreecharactersarethelocation,themiddleanabbreviateddescription(AforAide,TforTeacher)andthefinalfourcharactersincludethefundaccountinginformation.OnHR11inInfor/Lawson,onthepaytab,youcanviewthefullG/Laccountforanemployee.ThepositionisassignedtotheemployeebyHumanResources.
TransactionsAtransactionisascreeninTimeLinkthatallowsyoutoadd,change,anddeleteinformationrelatedtoapersonstimerecords.FollowingareTimeLinktransactionsandtheiruse.
2h.2
TA285UsedbyTimeApproversforpositionspecifictimerecordeditsandapprovals.TA135UsedbyTimeAdministratorstoadd,edit,anddeletetimerecords.
ExceptionsTimecardexceptionsarepossibleproblemsflaggedinthetimecard.Thefollowingchartdescribesthethreetypesofexceptionsandtheactionthatmustbetakenbeforeatimecardcanbeapproved.
ExceptionType
SeverityLevel
Definition ActionRequired
Informational(I)
1 InformationalExceptionsalerttheTimeEditorandTimeApprovertosomeunusualactivity.Personalleave,sickleave,andvacationshowdaystakenthatexceedbalance.
Noactionrequiredfortimecardapproval.TheseshouldbereviewedeachtimebytheTimeApproverandbytheTimeEditor.
Warning(W)
2 Warningsincludemoreseveretypesofunusualactivity.
Noactionrequiredfortimecardapproval.TheseshouldbereviewedeachtimebytheTimeEditorandasneededbytheTimeApprover.
Error(E)
3 Errorsarethemostsevereerrorsandincludemissedpunches,failedtopunch,andwrongpositionsentered.
Mustbecorrected.Timecardcannotbeapprovedwithoutcorrection.
Allexceptionsshouldbereviewedbeforetimecardapproval.Bestpracticeistoreviewexceptionsaleastadaypriortotheusualtimecardapprovaldaytoensureyouhaveampletimetomakethecorrections.Rememberthatallcriticalexceptionsmustbecorrectedbeforeatimecardiseligibleforapproval.Thisdocumentexplainshowtoreview,edit,andapprove.NavigatingTimeLink
1. OpenInternetExplorerandgotothePortaltoaccessTimeLink.PopupblockersshouldbeturnedoffwhenusingTimeLink.ContacttheETSHelpDeskforassistancewithdisablingpopupblockers.
2. EnteryourUserIDandPassword.TheTimeManagerHomePagewillbedisplayedwithanavigationalbaronthelefthandsideofthescreen.
3. Transactions,screensthatenableyoutocompletecertaintasks,maybeaccessedeitherviathenavigationalbar,orbyselectingthelinkontheViewTimeManagerHomePage.Eachmodule(graybar)canbeclickedontodisplaythetransactionsthatyouhaveaccessto.Youcanlaunchatransactionfromthesemenus.
4. Tohidethenavigationalbar,clickHideNavBaricon .Toshowthenavigationalbar,clicktheShowNavBaricon ,locatedintheupperleftcornerofthescreen.
5. Tonavigatedirectlytoatransaction,enterthetransactionnumberintheGoToTransactionfield:
,intheupperleftcornerofthescreen.Forexample,ManageTimecardsistransactionnumberTA135.
6. Selecting inthetransactionintheupperrightcornerclosesthetransactionscreenbutdoesnotclosetheapplication.Transactionscreensshouldbeclosedeverytimeyoufinishworkingwiththetransaction.
7. TocloseTimeLink,click intheupperrighthandcornerofthescreen.
2h.3
ReviewingandEditingTimecardsEachtimecardmustbefreeofcriticalexceptionsbeforeitcanbeapproved.Thissectiondescribeshowtolocateatimecardandcorrecterrors.SeachingforaTimecardinTA135
1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.
2. SelectToggleFindSelectionfromthemenubar.
3. ThesearchwilldefaulttoAllpositionsforThisWeek.Aspecificpositionmaybeselection.AdifferentdaterangemaybeselectedbychangingTimecardPeriodtoCustom,andselectingaspecificdaterange,orSpecial,andselectingaperiodsuchasLASTWEEK.
4. Afterdefiningyoursearchcriteria,click tostartthesearch.Searchcriteriamaybesavedbyclicking.Timecardsmeetingsearchcriteriawillbedisplayed.
ReviewingTimeRecords Thescreendisplayssummaryinformationforthetimeperiodfortheemployee.Pleasemakesurethatthecorrectpositionhasbeenrecordedfortimerecords.Ifthereareexceptions,orifthetotalhoursworkeddonotappeartobeaccurate,individualtimerecordsmustbereviewedandcorrected.Criticalexceptionsmustbecorrectedpriortoapproval.WarningexceptionsshouldbereviewedandreferredtotheTimeApproverasneeded.
1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.
2. Reviewthesummaryinformationforthetimeperiodfortotalhoursworkedandexceptions.Ifinformationisaccurate,TimeApprovermayapprovethetimerecord(s).Iftimecardinformationneedstobeeditedordeleted,followinstructionsbelow.
3. Recordswithexceptionsappearasfollows.Criticalexceptionsmustbecorrectedbeforetimecardapproval.
2h.4
AddingMissedPunchestoTimecards1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.To
searchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktheemployeesnametoselectthetimecardyouwanttomodify.Scrolldowntoviewtheemployeesdaily
activity.Missingpuncheswillbeblankandhighlighted.
3. Tocorrect,doubleclicktheblankfieldandenterthemissinginformation.Notethatyoumustenter
timefollowedbyanaforA.M.orapforP.M.
4. ClickSave.
NOTE:IfthemissingpunchisanINpunch,youwillneedtofirstaddthepositiontotherecord,thenaddtheINtime.ThismustbedoneinTA135.AddingMissedLunchPunchestoTimecards
1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.Tosearchforatimecardorgroupoftimecards,seeSearchingforaTimecard.
2. Clicktheemployeesnametoselectthetimecardyouwanttomodify.Scrolldowntoviewtheemployeesdailyactivity.
3. TheemployeehasanINpunch,andOUTpunchfortheday.Theyfailedtoclockoutforlunch.
4. Clickthetimerecord.Thenclickthedividerecordbutton. 5. EnterthetimethattheemployeeCLOCKEDOUTforlunch,andclickOK.Therecordwillnowbedivided
intotwoseparatetimerecords.6. Selectthe2ndrecord,beginningatthetimetheemployeeclockedoutforlunch,andclickthedivide
recordbutton.EnterthetimetheemployeeCLOCKEDINfromlunch,andclickOK.7. Threerecordswillnowappear.Selecttherecordthatincludesthetimesofthelunchhour,double
click,andeditthepaycodefortherecordtoLUNU.ClickSAVE.8. TheeditedLUNUrecordwillappearonthetimecard.
2h.5
CreatingaNewTimeRecordIfanemployeeneglectedtopuncheitherinoroutonaparticularday,anewtimerecordmustbecreated.1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbe
displayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktheemployeesnametoselectthetimerecordyouwanttomodify.
3. ClicktheCreateTimeRecordicon .Enterstarttimeandendtime,includingdateandtime.RememberthatafterthetimeyoumustenteranaforA.M.andapforP.M.
4. ChangetheRecordDate,asneeded.
5. ReviewtheWorkInformationTabinthelowerhalfoftheCreateTimeRecordsscreen.Choosethe
correctpositionforthemissedpunchbyclickingthedropdowntoselectthepositioncode.
6. ClickSave.
2h.6
DeletingaTimeRecordIfanemployeepunchedincorrectly,youmaydeletethetimerecord.
1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbe
displayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktoselectthetimecardyouwanttodelete.3. ClicktheRemoveRecordicon.
CreatingPunchesforanEntireWeek
1. Ifanemployeeneglectedtopunchandoutforanentireweek,useTA135tocreatetimerecords.TA135mustbeusedwhentheemployeepunchesout,butneglectstopunchin.
2. ClicktoselectManageTimecard(TA135.)Doubleclicktheemployeenametoselectthetimecardyouwanttoreview,orhighlightthe
employeesnameandclicktheedittimecardicon( ).Theemployeesdailyactivityisdisplayed.
3. ClickCreateMultipleTimeRecords .4. EnterthedaterangeworkedintheDatefields.5. ForTimeBasedentry,entertheTimesworkedeachdayintheTimefields.(Thisassumestheyworkthe
exactsametimeeachday.)
6. Iftheemployeehasanautomaticlunchdeduction,thistimewillbedeductedfromthenewtime
recordentered.7. ReviewtheWORKINFORMATIONtabinthelowerhalfoftheCreateMultipleTimeRecordsscreen.If
personworkedinanotherposition,clickthedropdowntoselectthecorrectpositioncode.8. ClickSave.
2h.7
ManagingAbsencesWhileonlynonexemptemployeesuseTimeLinktopunchinandoutfortheworkday,allemployeeabsencesmustbeenteredintoTimeLink.Theseabsencesincludesickdays,personalleave,vacationdays,andprofessionalleave.CreatinganAbsenceIfanemployeeisabsent,andneglectedtoentertheirabsenceinSmartFindExpressorEmployeeSelfService,theTimeEditormustmanuallycreateanabsence.Youmustcreateabsencesforallemployeesregardlessofwhetherornottheyarerequiredtopunchinandout.
1. ClicktoselectManageTimecard(TA135.)2. Searchasneededfortheemployeetocreateanabsence.3. Clicktheemployeesnametoselectthetimecardyouwanttomodify.
4. ClicktheEditTimecardicon.ClicktheCreateTimeRecordicon .5. IntheTimeCodefield,clickthedropdowntochoosetheabsencetimecode.6. ChangetheTimeBaseddropdowntoDurationBased.7. IntheDurationfield,enterthenumberofhoursandminutestheemployeewasabsent.
Note:Vacation,Sickleave,Personalleave,andCompTimemustbeenteredasdurationbasedrecords.
8. ClickSave.
EditinganAbsence:Youcanmanuallyeditanabsencepriortoapproval.1. ClicktoselectManageTimecard(TA135.)
2. Searchasneededfortheemployeetocreateanabsence.
3. Doubleclicktoselecttheemployeetocreateanabsence
4. ClicktheEditTimeRecordicon( ).
5. ModifytheTimeCode,TimeRange,StartTime,EndTime,Duration,orotherfieldasneeded.
6. ClickSave.
2h.8
DeletingAnAbsenceYoucanmanuallydeleteanabsencepriortoapproval.
1. ClicktoselectManageTimecard(TA135.)2. Searchasneededfortheemployeetodeleteabsence.3. Doubleclicktoselecttheemployeetodeleteanabsence.4. Selectthetimerecordtodelete.5. ClicktheRemoveRecordicon( ).6. Youwillbepromptedtoacknowledgetheremoval.
7. ClickYes.
AddingdocumentationtoaTimeRecordorAbsenceRecordYoucanadddocumentation(timeadjustmentrecords,doctorsnote,manualtimesheets,jury/legalsummons,militaryorders)toatimeorabsencerecord.Youmustfirstscanandsavethedocumentationtoattachtotherecord.
1. ClicktoselectManageTimecards(TA135.)2. Searchasneededfortheemployee.3. Doubleclicktoselecttheemployee.4. Singleclicktoselectthetimerecordtoattachdocumentation.
5. ClicktheManageDocumentsicon .6. TheManageDocumentswindowwillopen.7. ClickAttachDocument
2h.9
AddingdocumentationtoaTimeRecordorAbsenceRecord8. ClickUploadtoaddthedocumenttotherecord.9. Browsetofindthefileyouwishtoattach.10. Doubleclickonthedocumentname.11. ClickUploadtocompletetheattachment.
12. Enterabriefdescriptionofthedocument.
13. Selectthetypeofdocumentfromthedropdownmenu.14. Enteranyadditionalcomments.15. ClickOK.
2h.10
Thedocumentisnowattachedtotime/absencerecord.
Youmayattachadditionaldocumentsbyrepeatingthisprocess.ManageAttachedDocuments:
1. Toviewexistingfiles,singleclicktheFileName,andselect
2. Todeletethedocument,selecttheFileName,andclick 3. Toeditthedocument(addcomments,changedescription),selecttheFileName,andclick
4. Toexitthescreen,andmakenochangestotheexistingattachments,click
5. Closethisscreenbyselecting
2h.11
BLANKLABORACCOUNTPROFILES
TheLaborAccountProfileisarequiredfieldinTimeLink.Ifthisfieldisnotpopulated,youwillreceiveacriticalexceptionLaborAccountProfileCannotBeBlankPleaseCorrect.ThisexceptionMUSTbeclearedfortheemployeestimetobeapprovedandtransmittedtoInfor/Lawsonforpayment.TheLaborAccountProfileshouldmatchtheemployeesPrimaryPosition.Note:thepositionenteredontheWorkInformationtabdeterminestheaccountnumberandrateofpayfortheemployee.
Exampleofblank,incorrectlaborprofile.
Exampleofcompleted,correctlaborprofile.
2h.12
DocumentationObjectives: Participantswillunderstandthetimecardapprovalprocess Participantswillbeabletoapproveemployeetimecards
ApprovingTimecards
inTimeLink
2i.1
ApprovingTimecards:OverviewTimecardsmustbeapprovedbytheTimeApprover(TA)beforepayrollisprocessed.Priortoapproval,atimerecordmaybeeditedbytheTimeEditor(TE).TimeApproversmayalsoedittimecards.Timecardeditsarerequiredto:
o Clearinganexceptiono Correctapersonsactivityo Addorcorrectanabsenceo Addamissingpunch(aninpunchwithoutanout,orviceversa)o Correctafailuretopunch(alackofbothaninandanoutpunch)
NavigatingTimeLink
1. OpenInternetExplorerandgotothePortaltoaccessTimeLink.PopupblockersmustbeturnedoffwhenusingTimeLink.ContacttheETSHelpDeskforassistancewithdisablingpopupblockers.
2. EnteryourUserIDandPassword.TheTimeManagerHomePagewillbedisplayedwithanavigationalbaronthelefthandsideofthescreen.
3. Transactions,screensthatenableyoutocompletecertaintasks,maybeaccessedeitherviathenavigationalbar,orbyselectingthelinkontheViewTimeManagerHomePage.Eachmodule(graybar)canbeclickedontodisplaythetransactionsthatyouhaveaccessto.Youcanlaunchatransactionfromthesemenus.
4. Tohidethenavigationalbar,clickHideNavBaricon .Toshowthenavigationalbar,clicktheShowNavBaricon ,locatedintheupperleftcornerofthescreen.
5. Tonavigatedirectlytoatransaction,enterthetransactionnumberintheGoToTransactionfield:
,intheupperleftcornerofthescreen.Forexample,ManageTimecardsistransactionnumberTA135.
6. Selecting inthetransactionintheupperrightcornerclosesthetransactionscreenbutdoesnotclosetheapplication.Transactionscreensshouldbeclosedeverytimeyoufinishworkingwiththetransaction.
7. TocloseTimelink,click intheupperrighthandcornerofthescreen
ApprovingTimecardsAftertimecardsforatimeperiodhavebeenreviewed,theycanbeapproved.TheTimeApproveristheonlypersonauthorizedtoapprovetimecardsfortheirstaff.WhileaTimeApproverisonleave,theymaydelegateapprovaltoanotheruser.Todelegateauthoritywhileonleave,submittheRequestforTimeLinkAccessformtoPayroll.
2i.2
ApprovingaTimeRecord1. FromtheTimeandLaborNavigationalBarclickApproveTimecards.Alistofemployeeswithtimecardsavailable
forapprovalwillbedisplayed.2. Toselectindividualrecords,clicktoselecttheboxnexttotheindividualsname.Then,clickthe
Approve/UnapproveTimecardRecordsicon.YoucanalsoselectthisoptionfromtheActionsmenu.
3. TheApproveTimecarddialogboxwillbedisplayed.SelectApprovedfromthedropdownmenu,andenter
commentsasneeded.Thenclick .
4. Ascreendetailingthetimerecordsapprovedwillbedisplayed.ClickOK.
2i.3
ApprovingAllTimeRecords
1. FromtheTimeandLaborNavigationalBarclickApproveTimecards.Alistofemployeeswithtimecards
availableforapprovalwillbedisplayed.Clickthetopcheckboxtoselectallemployees.2. Then,clicktheApproveAllTimecardTimeRecordsicon.YoucanalsoselectthisoptionfromtheActions
menu.
3. TheApproveTimecarddialogboxwillbedisplayed.SelectApprovedfromthedropdownmenu,and
thenclick .Includecommentsasneeded.
2i.4
4. Ascreendetailingthetimerecordsapprovedwillbedisplayed.ClickOK.
UnapprovingTimeRecordsYoumayunapproveanindividualtimere
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