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Payroll Department PeopleSoft Payroll and Time and Labor
Team Member User Guide
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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Payroll Cycle Overview
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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IMPORTANT NOTICE!!!!
Effective with pay period 8, Check Date April 12th, 2019, ALL paper checks will be mailed directly to the Team Member’s home from ADP’s Alpharetta, Georgia location.
Please allow 3-5 business days for receipt.
To avoid delays, enroll in direct deposit or request a paycard before Friday, April 6th! Enroll in Direct Deposit by Friday, April 6th, 2019 via MyWay – My Payroll tile – Direct Deposit Menu.
Contact the Payroll Department to request a pay card by Wednesday, April 3rd, 2019 via one of the methods
below: o Submit a case via MyWay (Submit a Question to Payroll). o Email the Payroll Department at [email protected] o Call the Payroll Hotline at 551-996-3575.
Team Members must verify their home address is correct and submit any corrections by Friday, April 6th!
Address changes can be made via MyWay – Team Member Self-Service tile Click on Personal Details Click on Home Menu option – your address will appear on the right-hand side of the screen. Click anywhere within the Address box. Update your address with the corrections. Ensure your information is entered correctly. Click Save
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Team Member Responsibilities and Information
Team Member Responsibility for Recording Hours Worked All Team Members are required to record hours worked daily via one of the time collection devices.
o KABA Clock o KABA IVR System (Telephone Time Entry) = only eligible to Team Members who do not work at a designated location o PSOFT Web Clock via MyWay
Recording Hours Worked:
o Non-Exempt Team Members MUST punch IN/OUT for all jobs o Non-Exempt Team Members MUST perform cost center transfers for all jobs when working in cost centers outside their home cost center o Non-Exempt Team Members MUST punch IN/OUT for call-back for both all jobs when applicable o Exempt Team Members MUST punch IN/OUT for Additional Jobs ONLY (non-Primary jobs). o Exception: Facilities requiring exempts to punch as “present” for regulatory compliance should do so for all jobs this requirement applies to. o Excludes Physicians = All Physicians are paid by the hours reported on the Time Study Report timesheet. Refer to the PSOFT Physician Time
Study Reporting training guide. o Performing Cost Center transfers versus “Call-Back” at the clock
o Use the cost center transfer option at the clock when you are working in (floating to) a different cost center o Use the “call-back” option at the clock ONLY when you are “on-call” and are called back. o Being asked to work a “full shift” due to an absence is different than being “called back” while on-call. Speak to your Leader if you are
unsure if the “call-back” option applies to you.
Common Errors that prevent Team Members from punching IN:
o Your schedule is missing or not current (NOTE: All schedules are updated at the clock every 15 minutes) o Ask a designated person within your department to override the restriction profile at the clock so you can punch IN. o OR; notify your Leader immediately so your punch can be recorded via manual entry on the timesheet.
o Your biometrics is not working properly o Ask your Leader to redo your biometric scanning o If the scanning could not be done after multiple times, ask your Leader to request a PIN # from the Payroll Dept.
Note, only your Leader can request a PIN #.
When scanning simply cannot be done, Leaders can requests to obtain a PIN # for their team members by submitting a case via MyWay (Submit a Question to Payroll).
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Payroll Processing Timelines, Responsibilities and Information
Schedules All exempt Team Members are paid by schedule up to their standard hours per pay period.
All Schedules and Absences from all sources must be approved by Payroll Monday at 9:00 am to be processed and paid for the
current pay period. o PSOFT Time and Labor
Hours on timecard with “HIGH” exceptions must be corrected for the hours on that day to be calculated and processed.
Hours with LOW and MEDIUM exceptions should be reviewed for accuracy and “allowed” or “corrected”.
Physicians must “SUBMIT” all electronic time study reports to be paid.
Payable time approved for payment by 1:00 pm. on Payroll Tuesday is what is sent to payroll for processing.
Important Deadlines: All Schedules and Absences must be entered and approved by 9:00 am on Payroll Monday.
Absence corrections/additions are not available for entry or correction on the timesheet so everything must be accurate by the 9:00 am close.
Any hours relating to absences entered after the 9:00 am deadline must be submitted to Payroll as a payroll adjustment and will be processed on the next regular payroll
All Payable Time (timesheets) must be approved by 1:00 pm on Payroll Tuesday.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Payroll Adjustments Timeline
Payroll Adjustments: All payroll adjustments will be processed on the next regular payroll.
In extenuating circumstances or when a team member is missing 16 hours or more, an adjustment received by Monday at 4pm
will be processed on a weekly off-cycle payroll and payable on Friday.
Manual checks in-house are no longer processed or available.
Any off-cycle adjustment that produces a paper check in the absence of direct deposit or a paycard will be mailed directly from ADP’s Alpharetta, Georgia on Thursday. Please allow 3-5 days for receipt.
TIPS for accurate pay! Punch IN/OUT every day as expected to avoid missing punches.
Review the training guides provided to familiarize yourself with using the KABA clock, IVR or Web Clock.
Review your timesheet often throughout the pay period and partner with your Leader to correct any missing punches or
missing hours by Friday before the pay period closes on Saturday.
Ensure your schedule for the pay period is correct.
Submit absence requests timely.
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KABA Clock Instructions
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KABA Clock Instructions
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KABA Clock Instructions Clocking IN for Regular Shift or Clocking IN for Call-Back while On Call
Clock IN for Regular Shift Clock IN for Call-Back while On Call
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KABA Clock Instructions Clocking IN with Cost Center Transfer
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KABA Clock Instructions Clocking IN with Cost Center Transfer
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KABA Clock Instructions Clocking IN with Cost Center Transfer
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KABA Clock Instructions Clocking in “Call-Back” while On Call with Cost Center Transfer
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KABA Clock Instructions Exempt Present Punch (Applies to Exempt Team Members – Primary Job ONLY
Only Team Members that are required to report their presence for compliance reasons should use the Exempt Presence Punch clock IN.
You will see the EPP Time Reporting Code on the timesheet when this is used.
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KABA Clock Instructions Clocking OUT
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KABA Clock Instructions Clocking OUT
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KABA Clock Instructions Exiting KABA
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KABA IVR (Telephone Time Collection) Instructions
Employees who do not have the capability of recording their time via KABA clock or PSOFT Time and Labor Web Clock will utilize the KABA IVR (Telephone Time Collection) system. The following transactions may be performed via the KABA IVR system: Punch IN/OUT for primary and additional jobs Cost Center Transfers for primary and additional jobs How to use the system: 1. Dial 1-866-616-9743 2. You will be greeted with “Welcome to the Hackensack Meridian Health Time and Attendance System” 3. Press 1 for English or 2 for Spanish 4. Enter your KABA login (7 digit employee number + first 5 digits of your social security number) followed by the # key 5. You will hear “Please Wait a Moment, the time is 7:07 pm”. 6. The options are:
a. To clock in to your primary job, press 1 After you press 1, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.
b. To clock in to one of your additional jobs, press 2 After you press 2, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.
c. For callback to your primary job, press 3 After you press 3, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.
d. For callback to your additional job, press 4 After you press 4, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.
e. To clock out of your primary job, press 8 After you press 8, you will then hear “your transaction was posted”. This completes your transaction.
f. To clock out of your additional job, press 9 After you press 9, you will then hear “your transaction was posted”. This completes your transaction.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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Accessing PSOFT Time and Labor Click on MYWAY-PEOPLESOFT
Enter your network login credentials and click Sign-In.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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Accessing PSOFT Time and Labor
Click on My Payroll tile.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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Menu Options:
Menu Options will vary based on Non-Exempt vs. Exempt Status
Web Clock will only be available for Non-Exempt Team Members
Timesheet View
Payable Time Summary – displays your actual hours that will be sent to payroll for processing after all pay rules have been applied
Payable Time Detail – breaks down the detail of payable time by day
My Absence Request – submit an absence request
Absence Status –displays the status of submitted absence requests
View Paycheck – view your paycheck detail
W-4 Federal Tax Withholdings – change your federal elections any time. o State election changes must be completed via Paper Form at this time.
Update or add new direct deposit accounts
Voluntary Deductions – enroll in voluntary deductions o NOTE: not all deductions can be enrolled here and may require direct enrollment with the benefit
vendor.
My Payroll Adjustments – if you had a paycheck error, your Leader must submit a payroll adjustment to make the correction. You can see the status of those adjustments.
View Garnishments – Team Members who have garnishments can view the detail of those deductions for each pay period.
User Preferences – this allows you to change the ‘view’ of your timesheet, such as viewing your timesheet weekly, daily or by calendar period (2 week pay period).
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Web Clock
When you click on the Web Clock to record your punch, select the Punch Type “IN, OUT, Transfer” and click Enter Punch.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Web Clock
Once you click Enter Punch you will see the pop-up box confirming the punch was submitted successfully.
IN PUNCH view
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PSOFT Time and Labor Web Clock
Once you click Enter Punch you will see the pop-up box confirming the punch was submitted successfully. OUT PUNCH view
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PSOFT Time and Labor Web Clock
For cost center transfers (floating to work in another cost center other than your home cost center). Enter the Punch Type “Transfer” Under “Task Reporting Elements”, enter the Business Unit (Company) and HR Department of where you are floating to.
You must select a Business Unit in order to choose a department. Click ‘Enter Punch’.
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PSOFT Time and Labor Timesheet
Understanding your Timesheet, also known as “Reported Time”
Punch Total is the sum of punches for the day BEFORE any rules are applied, such as meal deductions, 5 minute grace period.
Quantity represents either hours or earnings, (mostly always hours) for the Time Reporting Code selected.
Time Reporting Codes (TRC) represent hours or amounts for “other” earnings that are not calculated by punches or rules, such as shift differential and overtime.
o Examples are: Charge Pay, On-Call Pay, Nursing Preceptor
IN/OUT punches will display on the same row UNLESS: o The OUT punch is on the next day o The same clock is not used for the IN and OUT punch
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Timesheet View – Schedules and Payable Time Summary Grid
The Scheduled hours are visible on the bottom, left-hand side of the timesheet page. The scheduled hours include the 30 minute meal period (where applicable) The 30 meal deduction will be reflected in “Payable Time” (not Reported Hours) as ‘MEAL” with -.5 hours or MLDHW with .5 when working Legal Holidays.
Leave Balances are populated from the Absence Management system after each pay period. Payable Time Summary grid represents the total hours for the pay period that will be sent to payroll AFTER all rules have been applied. Shift – this determines if you receive shift differential on non-worked hours, such as PTO, Sick, Education, etc.
o If you are evening or night, your shift should display here as Evening or Night.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Payable Time Summary View by Week
The Payable Time Summary “Weekly” view is the best view to see your total hours per week for the bi-weekly calendar period.
View your payable time summary both during and after the end of the week to ensure any missing hours or punches are corrected before the pay period closes.
Payable Time is what is sent to payroll for processing.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Understanding Payable Time
A missing punch will NOT generate payable time for that day. It is imperative that you report your start/end times daily to avoid missing hours.
The final result of all absences processed by Absence Management will be displayed here.
o Absences appearing in “Reported” time (timesheet) may not necessarily be what is paid out. Examples: Sick that decrement PTO will show as Sick on the timesheet but as PTO (end result) in Payable Time. A request for PTO time when there is no available PTO time will appear as PTO on the timesheet, but will appear as NBT (non-
paid benefit time) in Payable Time.
Calculation of punch data does not occur in REAL time.
Time is converted to “payable time” when it is picked up during a batch process called “Time Administration” which runs multiple times per day. Once Time Admin runs, it will convert all “reported time” without HIGH exceptions to “payable time”.
Examples of Payable Time that is generated during the Time Admin process:
o Applies shift differential automatically based on the Team Member’s schedule o Deducts the 30 minute meal period for those schedules with a meal deduction. o Calculates overtime hours o Calculates hours based on call-back
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Payable Time Detail View by Day
This view is the same as payable time summary but just display the payable by day.
REMINDER: Payable Time is what is sent to Payroll – not Reported Time.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor My Absence Request
To submit an absence request – Go to MyWay and click on the My Payroll Tile.
Click on the My Absence Request
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PSOFT Time and Labor My Absence Request
1. Enter the Start and End Date range for your absence event(s).
a. If requesting one day absence, the Start and End Dates will be the same.
b. If you are requesting more than one day, enter the Start and End Dates for the entire date range per week.
i. Do not request hours in one absence request for more than 1 week at a time.
ii. You must submit an absence event for each week if they overlap weeks (example, taking 2 weeks PTO)
2. Enter the Absence Type (refer to the Absence Code chart on page 20 if you are unsure which code to select). Available Options are:
a. Bereavement
b. Holiday
c. Jury Duty
d. Military Training
e. PTO
f. PTO Drawdown
g. Sick
3. Enter the Total Hours Requested for the one day or entire date range per week.
a. Do Not Include Meal Breaks.
4. Enter the Start and End Time of your shift that the request is for:
a. Enter the shift duration that applies to the number of hours per day that should be paid (4 hours, 8 hours, 12 hours, etc.)
b. Do Not Include Meal Breaks.
5. Click ‘Calculate Hours’ and the Total Hours Requested per day will populate.
a. The system will automatically take the total number of hours and evenly spread it out across the number of days in the date range submitted.
6. If you are requesting a partial shift, enter the desired start and end time of your absence.
a. You must enter a note for your Leader that this is a partial absence noting the exact start/end times of the partial absence so the schedule
can be adjusted for the absence to be processed.
b. Non-Exempt team members may use time from their PTO bank in hourly increments
c. Exempt team members may only use PTO time in full day increments or a combination of PTO and Holiday.
7. To view the status of your submitted absence requests, access the Absence Status menu option.
8. You may cancel an absence request that has not yet been approved or processed. If you wish to cancel or edit an approved absence, please contact your
leader.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor My Absence Request
EXAMPLES of entering requests and how the day allocation works:
Example 1: Request is for 40 hours of PTO from April 8th through April 12th (5 days at 8 hours per day)
o Enter Date Range of 4/8 through 4/12. o Enter 40 hours o Enter the 8 hour shift that applies (8a-4p, 3p-11p, 11p-7a, etc.)
o Click “Calculate hours” The system will allocate 8 hours per day (40 hours divided by 5 days = 8 hours per day). o Enter applicable notes to Leader o Click “Submit”
Example 2: Request is for 36 hours of PTO from April 10th through April 12th (3 days).
o Enter Date Range of 4/10 through 4/12. o Enter 36 hours o Enter the 12 hour shift that applies (7a-7p, 11a-11p, etc)
o Click “Calculate hours” The system will allocate 12 hours per day (36 hours divided by 3 days = 12 hours per day). o Enter applicable notes to Leader o Click “Submit”
Example 3: Request is for 8 hours of PTO for April 10th (1 day).
o Enter Date Range of 4/10 through 4/10. o Enter 8 hours o Enter the 8 hour shift that applies (8a-4p, 7a-3p, 11p-7a, etc)
o Click “Calculate hours” The system will allocate 8 hours for the day. o Enter applicable notes to Leader o Click “Submit”
Example 4: Request is for 4 hours of PTO on April 8th (partial day absence against schedule of 8a-430p).
o Enter Date Range of 4/8 through 4/8 o Enter 4 hours o Enter the 8 hour shift that applies (8a-430p)
o Click “Calculate Hours” The system will allocate 4hours for the day o Enter a note to your Leader “Requesting partial day for 8a-12p on 4/8” o Click “Submit o Your leader will now adjust your schedule (8a-12p will be PTO and 12p-430 will be Regular Hours).
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PSOFT Time and Labor My Absence Request Page
Verify you received a message that your request has been submitted
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PSOFT Time and Labor My Absence Request Page – Selecting the right Absence Code
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PSOFT Time and Labor View Paycheck
To view your pay statements, click on the “View Paycheck” link next to the check Date.
Pay Statements can only be printed via ADP I-PAY service at this time.
ADP will retain a 3 year rolling history of all pay statements as well as copies of your W2 statement starting in 2019.
You can register for ADP i-PAY after you receive your first paycheck (Check Date April 12th, 2019) as you will need this information to register.
Refer to the ADP IPAY Registration instructions via http://www.hmhn.org/ by clicking on Payroll Resources and navigating
to the ADP IPAY and Pay Cards folder.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor W-4 Federal Tax Withholdings
From the My Payroll tile, click on the W-4 Federal Tax Withholdings menu option to make changes to your W-4 (Federal) tax data.
You can see your “current” filing status, number of allowances and any extra monies being withheld.
Changes Permitted: 1. Number of allowances. 2. Additional withholding amount. 3. Marital Status. 4. Exemption Status / Year As a reminder, you cannot change your name through HR until you change your name through Social Security Administration. Changes for State withholdings must be submitted via paper form, which can be found at http://www.hmhn.org/ under Payroll Resources.
*Important Note*: During Payroll Processing, there will be a lock-out period where changes are not permitted. During this time, a pop-up box will appear advising you that changes cannot be accepted at this time.
For W-4 changes– the lockout period is from Monday thru Wednesday at 3pm of the pay week
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor W-4 Federal Tax Withholdings
You can claim “exemption” from withholding by clicking on the check box IF you meet both conditions listed to claim exemption.
An exemption election is only valid for the calendar year in which it is selected. (IRS Requirement)
A new exemption submission is required by February
15th
the following year for the exemption to remain in place for the next calendar year. (IRS Requirement)
If a new “exemption” certification is not submitted, the system will automatically change your filing status to “Single” with 0 allowances. (IRS Requirement)
Click after you make your changes. Enter your network login credentials to verify your
identity. Click “OK” to the Submit Confirmation.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Direct Deposit
All Team Members need to enroll in Direct Deposit or receive a Pay Card as part of the ‘paperless’ program at HMH.
o Mandatory participation will not begin until June, 2019; however, all ‘paper’ checks will no longer be returned to the office for pickup.
o Instead, all paper checks will be mailed directly to the Team Member’s home directly from ADP in Georgia. Therefore, we strongly encourage all Team Members to leverage the benefits of electronic payments.
To add, edit or remove a direct deposit, click on the My Payroll tile and select Direct Deposit from the Menu Options.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor Direct Deposit
Before you begin, you will need the following information: o Your bank’s routing number (9 digit number found on the bottom left-hand corner of your check)
o Your checking or savings account number (next set of numbers following the routing number but before your check #
o You can find your Savings account number on your deposit slip or statement from your financial institution. When in doubt, call your bank to verify the information.
o IMPORTANT NOTE: New Accounts added DO NOT go through a waiting period and become active immediately with the next pay period so long as the bank information entered was correct.
o To avoid a delay in receiving your net pay due to incorrect bank account information entered, please be very careful to enter the correct information.
o Net pay replacements from closed accounts or incorrect bank account information cannot be issued until the monies are returned to HMH from the bank and in accordance with the payroll off-cycle timeline.
o Team Members can have up to 5 accounts at any time and can even split between direct deposit and pay cards.
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PSOFT Time and Labor Direct Deposit
Adding a New Direct Deposit Account
1. After entering the required information, click 2. Click “OK” when the Submit Confirmation appears.
If you have multiple accounts for Direct Deposit, you will need to identify the order in which you would like the deposits processed. See below information on deposit order.
When the Deposit Type is Balance, the deposit order will automatically display as 999. The balance is the full net pay remaining after any other account allocations are satisfied or if you only have 1 account.
Deposit Order Information - For some employees it may be numbered 1, 2, 3 while others may see 100,
200.
It doesn’t matter which numbers are used, and you can change them except for the Balance type which will always be 999.
The important thing to remember is the priority drives which account gets deposited (satisfied) first from
your net pay allocation. Example of 3 accounts:
o $50 – goes to my credit union. Priority 1. o $100 – goes to my bank savings account. Priority 2. o Net Pay remaining – goes to my checking account. This will be your Priority 999 since this
account is receiving whatever net pay is left after the $50 and $100 amounts are deposited.
Assuming your net pay covers the allocation of the partial accounts, the balance account will receive the remaining funds.
If you receive a separate paycheck for an adjustment or ad-hoc payment, you may only have monies
deposited to one of the partial accounts if you do not have enough net pay from an adjustment to distribute monies to all accounts.
IMPORTANT NOTE: Direct Deposit allocations apply to every regular paycheck as well as any separate
checks.
Be mindful of this when setting up credit union payments or other types of payments that you may only want to be paid from your regular paycheck.
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PSOFT Time and Labor Direct Deposit – Editing an Account
Click on the Edit icon on the row of the account you would like to edit
Click on the Delete on the row of the account you would like to remove (delete).
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PSOFT Time and Labor Voluntary Deductions
There are a few Voluntary Deductions that can be enrolled through MyWay under the Voluntary Deductions menu option.
Click to change an existing deduction.
Click to enroll in an available deduction. Choose the deduction you would like to enroll in (Colleague to Colleague Fund or Purchasing Power) Enter the flat amount or percentage to be deducted from your paycheck per pay period. If you would like to stop after a certain goal amount (Example, $100), enter that in the Goal Amount field. Enter the deduction start date. Enter the deduction end date (if you want to stop at a certain time. If you would like to contribute until you decide otherwise, leave the end
date field blank.
Click then OK when the Submit Confirmation appears.
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PSOFT Time and Labor My Payroll Adjustments
If you discover an error with your paycheck, you must go directly to your Leader to resolve the issue.
Your Leader will then submit a Payroll Adjustment to process the correction.
Once the adjustment has been submitted, you can see the status by clicking on the My Payroll Adjustments menu option.
If you do not see the adjustment, please contact your Leader directly.
All payroll adjustments will be processed on the next regular payroll cycle.
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
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PSOFT Time and Labor View Garnishments
Team Members who have a garnishment deduction can view the details of the garnishment under the View Garnishments menu option.
Only Team Members with garnishment data will see details; otherwise, it will say “No Garnishment Data”, as shown below.
ADP administers and manages all garnishments for HMH.
If you have a question about your garnishment, please contact the ADP Customer Service Center at 1 (888) 826-3127.
IMPORTANT NOTES:
o By law, we must follow the garnishment order exactly as instructed.
o We cannot stop withholding for a garnishment order until we receive the appropriate legal agency who issued the garnishment. Therefore, please work directly with the agency if you feel that the garnishment was issued in error.
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Addressing Inquiries or Potential Errors About Your Paycheck at Go Live!
Due to the sheer volume of our workforce, ALL inquiries must go directly to your Leader,
not Payroll.
Leaders will have a specific process to follow for submitting potential paycheck errors.
Team Members who contact Payroll directly whether via submitting a case, email or phone will be referred back to their Leader.
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Appendix
Time Reporting Codes
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
BPONC Beeper On Call Pay Enter quantity of hours
with TRC Units YES NO NO Operating Engineers Y 24 hrs Max
Special Fixed Rate
BRV Bereavement Pay
Enter absence for
Bereavement in Clairvia or PSOFT MyWay Hours NO YES YES from AM
Eligible Team Members Y n/a n/a
BSC
Beyond Spa
Commission Amount
Enter amount to report
Commissions Amount YES NO NO
Spa Dept Use
Only Y n/a n/a
BY375
Baylor Shift paid
38.5 for working 37.5
Enter the TRC code with quantity 1 to pay the 1
bonus hour Hours YES NO NO
Baylor Program participants
only Y 1.0 per week Base rate
BYL24 Baylor Shift paid 36
for working 24
Enter the TRC code with
quantity 12 to pay the 12 bonus hours Hours YES NO NO
Baylor Program
participants only Y 12 per week Base rate
BYL36 Baylor Shift paid 40
for working 36
Enter the TRC code with
quantity 4 o pay the 4 bonus hours Hours YES NO NO
Baylor Program
participants only Y 4 per week Base rate
BYL39 Baylor Shift paid 40
for working 39
Enter the TRC code with
quantity 1 to pay the 1 bonus hour Hours YES NO NO
Baylor Program
participants only Y 1.0 per week Base rate
CAL
Coronary Artery
Calcium Reading
Enter quantity of readings
to be paid at fixed rate per
reading Units YES NO NO
Physician Use
Only Y n/a n/a
CBE
Call Back for
Exempts
Enter the quantity of hours
with TRC Hours YES NO NO
Eligible
Exempt Team
Members Y 24 hrs Max Base Rate
CBOP2
On Call – guaranteed 2 hours @ straight
time
Enter quantity of 2 hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max Base Rate
CBOP3
On Call – guaranteed 3 hours @ straight
time
Enter quantity of 3 hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max Base Rate
CBOP4
On Call – guaranteed
4 hours @ straight time
Enter quantity of 4 hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs Max Base Rate
CHP Charge Pay
Enter quantity of hours
with TRC Units YES NO YES from CV
Eligible Team
Members Y 24 hrs Max
Special Fixed
Rate
CNAWD CAN Weekend
Differential Enter 1 in quantity for flat
rate of $75.00 Amount YES NO NO Eligible Team
Members Y 75.00 per shift $75.00 per shift
CPI CPR Instructor
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Special Fixed
Rate
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
48
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
CPP Charge Pay Pharmacy
Enter quantity of hours with TRC Units YES NO YES from CV
HUMC Pharmacy Only Y 24 hrs Max
Special Fixed Rate
CPT
Cardiac Pay per
Patient
Enter quantity of patients.
Payment is based on fixed
rate per patient Units YES NO NO
Physician Use
Only Y 50 patients
Special Fixed
Rate
CSB Critical Shift Bonus
Submit to Payroll for
Processing via Earnings
Template Amount NO NO NO
Eligible Team
Members Y n/a Amount TBD
CSNGB
Consecutive Night Bonus @ OT Rate
(1.5)
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Base Rate @
1.5
CSO Cardiac Stress On
Call Pay Enter quantity of hours for
Stress On Call Hours YES NO NO Physician Use
Only Y 24 hours Max Special Fixed
Rate
DTP
Premium OT (1.0 at
FLSA Rate) for
Double Time
Entry not permitted -
Overtime hours are
calculated based on TL rules in accordance with
Overtime policy. This represents the 1.0 premium
pay based on the FLSA
Rate for Double Time Hours NO NO YES from TL
Eligible Team
Members Y n/a FLSA Rate
EDC
Education / Conference
(External)
Enter absence for external conferences / seminars
through Clairvia Hours YES NO YES from CV
Eligible Team
Members Y 24 hours Max
Employee’s
Hourly Rate
EDP
Education / Conference
(In-House)
Enter with corresponding PUNCH data for In-House
Education Hours YES NO NO
Eligible Team
Members Y 24 hours Max
Employee’s
Hourly Rate
EIB Sick (absences under
NJ ESL)
Absence for sick time will
be processed through Absence Mgmt. TRC will
record hours paid out from
the Sick Bank on the timesheet. Hours NO NO YES from AM
Eligible Team Members n/a n/a
Employee’s Hourly Rate
EMM
ETD MD
Moonlighting
Enter hours worked to be
paid at fixed rate per hour Units YES NO NO
Physician Use
Only Y n/a
Special Fixed
Rate
EMS EMS Educator
Enter hours worked to be paid at a fixed rate per
hour Hours YES NO NO
Eligible Team
Members Y 24 hours Max
Special Fixed
Rate
EPP
Exempt Present
Punch
ONLY used for tracking exempt attendance at
HUMC Events n/a n/a n/a n/a n/a N n/a n/a
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
49
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
ESB Extra Shift Bonus
Submit to Payroll for Processing via Earnings
Template Amount NO NO NO
Eligible Team
Members Y n/a Amount TBD
EWP
Extra Weekend Pay
@ OT Rate (1.5)
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Base Rate @
1.5
EXARG
Add’l regular hours
for Exempt Team
Members
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max Base Rate
FLOOR Floor Finishing
Differential Enter quantity of hours
with TRC Hours YES NO NO Eligible Team
Members Y 24 hrs Max Special Fixed
Rate
FLORA
Floor Assignment
Alone
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Special Fixed
Rate
FLS15 Paid Sleep Forfeited
@ OT 1.5
Enter quantity of hours with TRC for when a TM
should have had a day off
for sleep but worked instead. Hours YES NO NO
Eligible Team Members Y 24 hrs Max
Base Rate @ 1.5
FLS2
Paid Sleep Forfeited
@ OT 2.0-
Enter quantity of hours
with TRC for when a TM
should have had a day off
for sleep but worked
instead. Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Base Rate @
2.0
FLT15 Float Pay @ OT 1.5
Enter quantity of hours
with TRC when TM
should be paid at OT 1.5 for floating. Hours YES NO NO
Eligible Team Members Y 24 hrs Max Base rate @ 1.5
FODIF
Float or “other” type
of differential
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max
Special Fixed
Rate based
criteria (Entity / EE Category /
Labor
Agreement)
FTB Float Bonus
Submit to Payroll for
Processing via Earnings
Template Amount NO NO NO
Eligible Team
Members Y n/a Amount TBD
FURLO
Furlough – use to track “unpaid” hours
when flexing down
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs Max Unpaid
HBD Blood Donor Hours
Recording “paid time” off from donating blood at
HUMC. Hours YES NO YES from Clairvia ALL Y 24 hours Max
Employee’s
Hourly Rate
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
50
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
HCMLG
Home Care Mileage
Reimbursement
Submit to Payroll for Processing via Earnings
Template Amount NO NO NO
Eligible Team
Members Y n/a n/a
HCPOI
Home Care Excess
Points converted to
Incentive Amount Rules Only - no Entry Amount NO NO Received from Cerner
Cerner / Home
Care ONLY Y n/a n/a
HCTRV
Home Care Travel
Reimbursement
Enter amount in quantity
with TRC Amount YES NO NO
Eligible Team
Members Y n/a n/a
HIB
Historical Extended
Illness Bank
Absence for sick time will be processed through
Absence Mgmt. TRC will
record hours paid out from the HIB Bank on the
timesheet Units YES NO YES from CV
Eligible Team
Members Y 24 hrs Max
Employee’s
Hourly Rate
HNP
Unpaid HOL due to
being Absence Day Before/After Legal
Holiday
Legal Holidays are paid out on the day of the
holiday whether the
employee works the holiday or not. To take this
day at a future time, use
this TRC to record the "prepaid holiday" taken as
unpaid. Hours YES NO NO
Eligible Team
Members Y
(-8.00) hours
Minimum Qty
Employee
Hourly Rate
HOL Legal Holiday
Enter absence for Holiday in Clairvia or PSOFT
MyWay
*Holiday is NOT automatically paid out for
anyone* Hours NO NO YES from TL
Eligible Team
Members Y 8 hrs Max
Employee’s
Hourly Rate
HRB Historical Retirement
Bank
Hours are loaded to
Timesheet from Absence Management Hours NO
PSOFT My Way or Clairvia Absence Management
Eligible Team Members Y 24 hrs Max Base Rate
HSALN
Hskeeping Alone
Differential
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
HUP
Unpaid Legal Holiday Paid in
Advance
Legal Holidays are paid out on the day of the
holiday whether the
employee works the holiday or not. To take this
day at a future time, use
this TRC to record the "prepaid holiday" taken as
unpaid. Hours YES NO NO
Eligible Team
Members Y 8 hrs Max
Non-Pay Code
Used for Tracking Hours
ONLY
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
51
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
HWE
Holiday Worked
Regular – Exempts
Entry not permitted - Hours worked on a holiday
for exempt employees will
automatically convert to this TRC code for tracking
"prepaid holidays" that can
be taken at a later time unpaid. Maps to regular
time. Hours NO NO YES from TL
Eligible Team
Members Y 24 hours Max
Employee’s
Hourly Rate
HWR Holiday Worked
Entry not permitted -
Premium pay for working a holiday will
automatically be calculated
based on the department/employee's
holiday schedule (observed
day or actual day of holiday). Hours NO NO YES from TL
Eligible Team Members Y n/a
Employee’s Hourly Rate
INC Inclement Weather
Entry not permitted -
Inclement Weather will automatically populate
"regular" time based
employee's scheduled start time and IN punch up to
the allotted time for that
weather event. Hours YES NO YES from TL
Eligible Team
Members Y
Maximum per
Inclement Weather
Event
Employee’s
Hourly Rate
INTPR Interpreter Pay
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
JUR Jury Duty
Enter absence for Jury
Duty in Clairvia or PSOFT MyWay Hours NO YES YES from AM
Eligible Team Members Y n/a
Employee’s Hourly Rate
LAUND
Laundry Tasks
Differential
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
LPC1F
LPN 1 on Floor / 2 in Charge
Charge Pay
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
LPC2F
LPN 2 on Floor / 1 in Charge
Charge Pay
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
LPCNN
LPN – No RN / 2
LPN Charge Pay
Enter quantity of hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs max
Special Fixed Rate
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
52
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
LPN15 LPN @ OT (1.5)
Rules Only Pays OT for actual hours
worked when LPC1F or
LPNCH are paid Hours
NO Must have
hours for
LPC1F or LPNCH for
hours to be paid
under this TRC NO NO
Eligible Team
Members Y 24 hrs max
Base Rate @
1.5
LPN3P LPN – 3% differential
Enter quantity of Hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs max
Special Fixed Rate
LPNCH
No RN or LPN
Charge Pay
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
LPNCN No RN / 1 LPN
Charge Pay Enter quantity of hours
with TRC Hours YES NO NO Eligible Team
Members Y 24 hrs max Special Fixed
Rate
MDY Modified Duty
Enter TRC on row with IN
punch for all days that were worked as “modified
duty” Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
MSD
Multi Shift Pay @
2.0
Enter quantity of hours with TRD for shifts that
should be paid at Double
Time Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Base Rate @
2.0
MTD Monitor Tech Differential
Enter quantity of hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs max
Special Fixed Rate
MTG Military Training
Enter absence for Military
Leave in Clairvia or PSOFT MyWay Hours NO YES YES from AM
Eligible Team Members Y n/a
Employee’s Hourly Rate
NANOP Float or Other
Differential Enter quantity of hours
with TRC Hours YES NO NO
Harborage
HMH
Residential Care Y 24 hrs max
Special Fixed Rate
NAPER
Float or Other
Differential
Enter quantity of hours
with TRC Hours YES NO NO
Harborage
HMH
Residential
Care Y 24 hrs max
Special Fixed
Rate
NBT
Non-Paid Benefit
Time
Entry not permitted - this
will record "unpaid" benefit hours due to
insufficient accrual
balance. Hours NO NO YES from AM
Eligible Team
Members Y n/a
Non-Pay Code used for
Tracking Hours
Only
NES Open Shift Incentive
Received from Smart
Square Amount NO NO YES from Smart Square
Eligible Team
Members Y n/a Amount TBD
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
53
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
NNREG No Shift Cancel
Notice
Enter quantity of hours with TRC for ‘regular’
hours to be paid for
cancelling shift with no notice Hours YES NO NO
Eligible Team Members Y 24 hrs max Base Rate
NOT
Nurse Manager @
1.5
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Base Rate @
1.5
NPD
Non-Productive,
Non-Paid
Enter absences for Non-
Productive, Non-Paid time
through Clairvia Hours YES NO YES from CV
Eligible Team
Members Y 24 hours Max
Non-Pay Code used for
Tracking Hours
Only
NPE
Exempt Hours
greater than Bi-
Weekly Standard Hours
Entry not permitted - this will record excess "unpaid"
hours due to hours above
the exempt TM's bi-weekly standard hours. Hours NO NO YES from TL
Eligible Team Members Y n/a
Non-Pay Code
used for
Tracking Hours Only
NPR
Nursing Preceptor
Program
Enter hours worked to be
paid at fixed rate per hour Hours YES NO YES from Clairvia
Eligible Team
Members Y 24 hours Max
Special Fixed
Rate
OCNPM
On Call “not on
premises” @ 1.5
(pays OT rate for actual hours worked)
Enter ‘CLB” rule on
timesheet AND enter
quantity of hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs max
Base Rate @ 1.5
OCP On Call Pay
Enter on-call pay hours.
Quantity cannot exceed a
total of 24 and must be reduced by all regular
hours worked within the 24
hour period. Hours YES NO YES from CV
Eligible Team
Members Y 24 hours max
Special Fixed
Rate based
criteria (Entity / EE Category /
Labor
Agreement)
OCPRM
On Call “on
premises”
(pays base rate for actual hours worked
while on-call on
premises
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
OCT
Overtime for “Called Back” hours while
on-call
Enter TRC on the row with the IN punch for hours
worked as “called-back” Hours YES NO NO
Eligible Team
Members Y n/a
Base Rate @
1.5
ONC
Straight Time for “Called Back” hours
while on-call
Hours are generated when
the ‘CLB’ rule is added to
the timesheet or the TM punches in as “call-back”
at the clock. Hours
ONLY with PUNCH data
and by selecting
the rule "CLB" on the
timesheet. NO NO
Eligible Team
Members Y n/a
Guaranteed
hours @ base Rate based on
entity / policy
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
54
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
ONI MFM-GYN
Physician Cover Enter hours worked to be paid at fixed rate per hour Units YES NO NO
Physician Use Only Y 24 hours Max
Special Fixed Rate
ORI Orientation
Enter TRC on row with IN
punch to track hours
worked for Orientation Hours YES NO YES From Clairvia
Eligible Team
Members Y 24 hrs max Base Rate
OST Overtime
Entry not permitted -
Overtime hours are
automatically calculated based on TL system rules
in accordance with
Overtime policy. This represents the "base rate" x
1.0 = OT Rate Hours NO NO YES from TL
Eligible Team
Members Y n/a
Employee’s
Hourly Rate
OTP Premium OT (.5 at
FLSA Rate)
Entry not permitted -
Overtime hours are calculated based on TL
rules in accordance with
Overtime policy. This represents the .5 premium
pay based on the FLSA Rate. Hours NO NO YES from TL
Eligible Team Members Y n/a FLSA Rate
PFT
Pulmonary Function
Test
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
PME Psych MD Evening
Consultation Enter hours worked to be paid at fixed rate per hour Hours YES NO NO
Physician Use Only Y 24 hours Max
Special Fixed Rate
POR
Police Officer Stress
Reading
Enter quantity of hours to
be paid at fixed rate per
reading Units YES NO NO
Physician Use
Only Y 40 readings Max
Special Fixed
Rate
PRCPT
Preceptor (Non-
Nursing)
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
PRVDR
Provider Variable
Rate
Enter amount in quantity
with TRC Amount YES NO NO
Physician Use
Only Y n/a n/a
PTO Paid Time Off
Enter absences for PTO
through Clairvia or PSOFT
MyWay Hours NO YES YES from AM
Eligible Team
Members Y n/a
Employee’s
Hourly Rate
PTODD PTO Draw Down
Enter absences for PTO Draw Down through
Clairvia or PSOFT
MyWay Hours NO
PSOFT My Way
or Clairvia Absence Management
Eligible Team
Members Y 24 hrs Max Base Rate
PTREG
Home Care – default
TRC for Points per
Task Rules Only Units NO NO From Cerner Interface
Cerner / Home
Care ONLY Y n/a n/a
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
55
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
PWP
PT Special Weekend
Program
System automatically calculates weekend hours
for physical therapy
department based on PUNCH data during
weekend zone. Hours NO NO YES from TL
Eligible Team
Members Y n/a
Special Fixed
Rate
RCOOK
Relief Cook
Differential
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max
Special Fixed
Rate
REG Regular
Enter PUNCH data vs.
using TRC Hours YES NO NO
Eligible Team
Members Y 24 hours Max
Employee’s
Hourly Rate
REGCW
Regular hours for
Non-Employees
Punch data for Non-
Employees (Temps, Medical Residents) who
are not paid through
HUMC payroll will have hours mapped to TRC code
for tracking hours only. Hours YES NO NO
Eligible Team
Members N 24 hrs Max
Non-Pay Code
Used for Tracking Hours
Only
SH2
Shift 2 – Weekday
Evening Differential
Entry not permitted - Shift 2 differential will
automatically calculate
based on the employee's schedule for all hours
worked. Hours
Hours cannot
be entered BUT
you can use the ‘Override” rule
when needed. NO YES from TL
Eligible Team
Members Y n/a
Shift
Differential Rate per Job
Code
SH3
Shift 3 – Weekend
Day Differential
Entry not permitted - Shift 3 differential will
automatically calculate
based on the employee's schedule for all hours
worked. Hours
Hours cannot
be entered BUT
you can use the ‘Override” rule
when needed. NO YES from TL
Eligible Team
Members Y n/a
Shift
Differential Rate per Job
Code
SH4 Shift 4 – Weekend
Evening Differential
Entry not permitted - Shift
4 differential will automatically calculate
based on the employee's
schedule for all hours worked. Hours
Hours cannot be entered BUT
you can use the
‘Override” rule when needed. NO YES from TL
Eligible Team Members Y n/a
Shift
Differential
Rate per Job Code
SH5 Shift 5 – Weekday Night Differential
Entry not permitted - Shift
5 differential will automatically calculate
based on the employee's
schedule for all hours worked. Hours
Hours cannot be entered BUT
you can use the
‘Override” rule when needed. NO YES from TL
Eligible Team Members Y n/a
Shift
Differential
Rate per Job Code
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
56
TRC
Code
TRC
Description
When and How to use the
TRC Code
TRC is
paid in
Hours,
Dollar
Amt or
Units
Allowable for
entry on the
Timesheet in
T&L
Entered in
Clairvia or
PSOFT MyWay
for Absence
Mgmt
Processing
Automatically Populates
Timesheet from Absence
Mgmt (AM),
Clairvia (CV), Smart
Square or PSOFT
Scheduling or Time and
Labor (TL)
Employees
who are
eligible to be
paid with the
TRC code
TRC
Code is
sent to
Payroll
for
Payment
Minimum /
Maximum Quantity
that can be entered
in a DAY on
timesheet
Hourly Pay
Rate Used
SH6
Shift 6 – Weekend
Night Differential
Entry not permitted - Shift 6 differential will
automatically calculate
based on the employee's schedule for all hours
worked. Hours
Hours cannot
be entered BUT
you can use the ‘Override” rule
when needed. NO YES from TL
Eligible Team
Members Y n/a
Shift
Differential Rate per Job
Code
SLOFF
Paid Sleep Day
(Offsite)
Enter quantity of hours
with TRC when TM should receive a paid sleep
day off Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
SRB Shift Rotation Bonus
Submit to Payroll for Processing via Earnings
Template Amount NO NO NO
Eligible Team
Members Y n/a n/a
SRD Staff Reduction Pay
Enter quantity of hours
with TRC for ‘regular’ hours to be paid when
reducing TM’s hours Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
THE Therapist Extra Pay Enter quantity of hours
with TRC Hours YES NO NO Eligible Team
Members Y 24 hrs max Base Rate
TIP Tip Income Amount
Submit tip amounts for Spa
Employees tax reporting Amount YES NO NO
Eligible Team
Members Y n/a
Amount per
Spa Dept
TOC
Cardiac Thrombo
On-Call Pay
Enter hours to be paid at fixed rate for Thrombo On-
Call Hours YES NO NO
Physician Use
Only Y 24 hours Max
Special Fixed
Rate
TTD Trauma Tech Differential
Enter quantity of hours with TRC Hours YES NO NO
Eligible Team Members Y 24 hrs max
Special Fixed Rate
UNVOL
Union Business
Worked – Voluntary
on Day Off
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
UNWHP
Union Business
Worked During
Regular Work hours
Enter quantity of hours
with TRC Hours YES NO NO
Eligible Team
Members Y 24 hrs max Base Rate
VOLOT Voluntary Overtime Enter quantity of hours
with TRC Hours YES NO NO Eligible Team
Members Y 24 hrs max Base Rate @
1.5
WK244 Weekend Flex – paid
40 for working 24
Enter the TRC code with
quantity 16 to pay the 16 bonus hours Hours YES NO NO
Eligible Team Members Y 24 hrs max Base Rate
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
57
Appendix
Resolution Grid for Exception and Timesheet Errors
Exception Severity
Reason for Occurrence
How to Resolve
Additional Information Call-Back hours
without On-Call Pay on the
Team Member’s timesheet.
*Specific to certain entities
only*
HIGH Team Member used the call-back feature on the
clock or the CLB (Call-Back) code was entered on
the timesheet on a day the Team Member is not
On-Call.
Remove the call-back code on the
timesheet If the Team Member used
the call-back feature at the clock in
error
Insert a row in the Team Member
timesheet on the date of the call-back
hours and enter the Time Reporting
Code OCP (on-call pay) on the Team
Member’s timesheet. Enter the hours
in Quantity.
Not every entity requires the TRC “OCP”
to be paid (present on the timesheet) in
order to be eligible for ‘call-back’ pay, so
it is very important that the leader review
any team member using the “call-back”
functional at the clock to ensure it wasn’t
accidentally used.
Team Member is missing a
punch
HIGH Team Member is scheduled to work but the IN
and/or OUT punch is missing
Remove shift schedule in Clairvia or
PSOFT Scheduling system if Team
Member is not working
Modify schedule in Clairvia or
PSOFT Scheduling System with
correct start/end times of shift
Enter the missing punch on the
timesheet
Team Member is missing a
scheduled shift
HIGH Team Member has a punch with no schedule Add shift to schedule in Clairvia or
PSOFT Scheduling System
Team Member punch was added on
day in error – remove from timesheet.
For go live, schedules will be generated
based on punches if a schedule does not
exist by the time the pay period is closing.
Exempt Team Members with
OT
HIGH This should happen rarely due to the integration of
HR/Payroll system, but an “exempt” Team
Member is receiving overtime hours.
Verify the Team Member’s correct
status (exempt vs. non-exempt) with
HR.
Notify the Payroll Department at ext.
3575 to correct the Team Member’s
Time Reporter Record.
Invalid Shift Override
Entered
HIGH a) A shift differential override for Shift 3, 4 or
Shift 6 (weekend day/eve/night) was entered
on a weekday,
b) A shift differential override for Shift 2 or 5
(weekday E-N) was entered on the weekend.
c) A team member has an automatic shift diff
override on their time reporter record and the
shift override value being entered on the
timesheet is a ‘downgrade’ to the automatic
value on the time reporter record.
Remove or correct the shift diff
override on the Team Member’s
timesheet to the correct day.
SH2 – Weekday Evening
SH5 – Weekday Night
SH3 – Weekend Day
SH4 – Weekend Evening
SH6 – Weekend Night
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
58
Exception Severity
Reason for Occurrence
How to Resolve
Additional Information Tips/Commissions not
allowed
HIGH A Team Member who does not reside in the Spa
Department has been coded with the TRC “BSC”
or “TIP”.
Remove the TRC code selected in
error.
If the Team Member works for the
Spa, please contact the Payroll
department at ext. 3575 for
assistance.
Benefit + Work Time is
greater than their scheduled
hours for the DAY
**Does NOT include legal
holiday hours)
Medium Team Member should not exceed scheduled hours
with a combination of “benefit time and “worked
hours” for the DAY.
If the Team Member was scheduled
for a day off and worked, remove the
benefit day.
If the Team Member worked or was
off on the regular scheduled shift, but
was asked to work another shift, you
may allow the exception.
Warning: Team Member’s
Total reported hours are
below their Bi-Weekly
standard hours
Medium The Team Member’s “reported” hours for the pay
period are below their Bi-Weekly standard hours.
Enter the missing hours so the pay
period equals their standard bi-
weekly hours.
o If the Team Member should
be unpaid, enter the NPD
(non-productive, non-paid
TRC).
Warning: Update Team
Member schedule
Medium Team Member has hours worked outside of the
scheduled start/end time
Add or modify the Team Member’s
schedule to Clairvia or PSOFT
Scheduling System.
Received error message
when trying to submit the
timesheet:
TRC not valid for Punch
Time
Timesheet
Edit
Save Error
A TRC and punch data CANNOT be on the same
row on the Team Member’s timesheet.
Only specific TRC’s that are eligible can be used.
Move the TRC code and
hours/amount to a separate row on the
same day but not on the row with
punch data.
Received error message
when trying to submit the
timesheet:
Message: Invalid number
format
Timesheet
Edit
Save Error
Entered a quantity with more than 12 numbers
BEFORE the decimal (typo)
and/or
Entered more than 2 numbers AFTER the decimal.
When entering dollar amounts for a
specific TRC, ensure the amount is
only 12 digits before the decimal.
(This would only occur with a typo).
When entering dollar amounts or
hours, do not enter hours or quantities
with more than 2 numbers after the
decimal.
EXAMPLE :
Incorrect format: 3.502 Correct
format: 3.50
` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________
59
Exception Severity
Reason for Occurrence
How to Resolve
Additional Information Received error message
when trying to submit the
timesheet:
Time field format error
Timesheet
Edit
Save Error
Entered a punch in the correct format required.
4 digit numbers are required for
manual entry of punches EXCEPT
for top of the hour times.
EXAMPLE:
Incorrect format: 830a, 425p Correct
format: 0830a, 0425p
Acceptable formats for top of the hour:
8a, 4p, 5p, 11p, 12a
Received error message
when trying to submit the
timesheet:
Punches entered on row “x”
are not in chronological
order.
Timesheet
Edit
Save Error
Entered an IN and OUT punch on the same day,
but the shift is a “cross-over shift”, meaning the
IN punch is on one day but the OUT punch
belongs on the next day.
Example: (11p–7am, 7p-7a, 11p-3a)
Enter the IN punch on the day it
applies to
Then:
o Enter the OUT punch on
the next day or
o If an IN punch already
exists on the next day,
insert a row and add the
OUT punch row BEFORE
the row of the next day IN
punch.
Selected Fields don’t save
upon timesheet “submission”
(saving).
Timesheet
Edits
Selected a TRC, Rule or Shift Diff Override on
the timesheet row and after “submitting” the
timesheet, it was no longer there.
Every TRC selected must have an
associated quantity (hours, dollar
amount, or units) on the same row.
Every rule CLB or CMD rule selected
must have an associated row of of
punch data or TRC
Every Shift Diff Override must be
associated with a row of data
No hours or rules are
generated with the CMD,
CLB, SHIFT OVERRIDE.
Timesheet Edit
Error
Entered rule on OUT punch row for a cross-over
shift. Must put all the rules on the IN punch row.
Enter the CMD, CLB, or SHIFT
OVERRIDE rule on the row of the IN
punch.