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Settings, Corrections and Submitting Timesheets for Approval
AESOP Controls EMPLOYEE WORK SCHEDULE, SUBSTITUTE WORK HOURS AND LEAVE
BALANCESQuestion: Why is Employee having difficulties clocking in and out or a comment is required each time?
It may be too early or late for employee to clock into assignment.
How do I get to Timesheet Review
Click on Date Range to see different options
Select date range. You can set a specific Custom Date Range.
User Type should be set to employee and User Status to Active.
Log into Campus User AccountFrontline OptionTimesheet Review
Look for the Obvious. Underpopulated timesheets.
This example is for certificated employees.
Question: So what is the problem?
Question: What caused the problem?
Question: How do we fix the problem?
Answer: Employee clocked in and out on Prime Assignment. clocking in and out voided out the Auto Populate feature for this specific date.
Answer: Employee has a negative on timesheet
Answer: Manually correct the timesheet by entering employee work schedule.
Timesheet review for Classified Employees
Look for the ObviousUnderpopulated Timesheets
Example : Classified employee who works 5.5 hours per day. Expected number of hours are noted based on payroll cycle and number of paid days.
Expected Actual deficit
AT A GLANCE…
WHAT IS THE PROBLEM AND HOW DO WE FIX IT?
Absence duration does not match work schedule.A correction to the absence is needed.
Over Populated Timesheets
Employee works 5 hours per day.
What is the problem?
Employee is clocking in for extra pay on Prime assignment
Correcting timesheet
Change to 7:30am
Click on calendar and select Extra pay and Substitutes. Make sure the correct date range is selected.
Click on action button and add a timesheet for specific date and activity assigned for Extra Pay.
Question: Why can’t employee see drop down box for Board Approved Extra Pay Assignments?
• Job is no longer active for specific employee
• Job is not built
• Employee may be an “Alternate” and the job has not been assigned
What to do in this situation?
Email Dawn
How does KissFlow tie into Time and Attendance
Program Planners are created to support expenditure and allocation of funding for Extra Pay assignments.
Extra Pay jobs are built into Time & Attendance for approved employees to capture positive work hours.
Question:What should be considered when creating program planners?
Can you answer the following questions?
Why does one or more of my employees have to enter a comment every time they attempt to clock in or out?
Why do I see negatives on employee timesheets?
Can I separate regular work hours from extra pay if an employee clocked in on incorrect assignment? How?
What if an employee can’t see a drop down box for extra pay?
Why does it matter which assignment the employee clocks in to?
A STITCH IN TIME…
Secretaries should run daily the “Clock Exceptions” or “People Locator” report. This will help to correct timesheets earlier rather that later.Secretaries should review timesheets on a daily basis, and submit them for approval once they are accurate.
Questions
Log into your Campus User Account
Clock on arrow to toggle between applications.
Approving Timesheets
Selecting all Job Types will show all timesheets submitted that need approval.
Timesheets should match work schedule and work hours from AESOP schedule
Is this extra time supported by a PPR?
In this case, this is not supported.
This will be classified as GAP time and unpaid.
If all Timesheets have been reviewed and submitted…
By checking the user box, all timesheets can be selected.
If Timesheets are satisfactory…
Select Approve, Reject or Reset
KiSSflow Forms
Program Planning Request version 2 has been rolled with some enhancements to include additional useful information and employee notification.
Program Planning Request Version 2.
What is new?•The new version has all the information on the old PPR and more.•The new version has a drop down name selection instead of manual name entry.
•The new version also has a list of extra pay assignments by major category. Users can briefly describe the purpose/rationale of the assignment and select the assignment category. The extra pay assignment category is required to create the assignments in Frontline. If the extra pay assignment you are submitting does not fit in any of the available categories, please send email to Geta Woldie at [email protected].
•The new version has the capability to send an email to employees who are selected for the extra assignment on the PPR to notify them when the assignment will be available on Frontline for log in/out and the assignment end date.
•The new version also has the option to select a supervisor who should have firsthand knowledge to approve the extra pay assignment timesheet in Frontline.
The Old PPR.
• All your previous PPRs will still be available for you to view and generate report.
• All PPRs in progress will be processed to completion in the old format.
• The old PPR is no longer available to initiate new assignments. You need to use the new PPR version 2.
Request to Add or Delete a Position (RAP)
• Request to Assign Alternate (RAA) form has been added to Kissflow forms. This form can be used to replace an employee on approved PPR with an alternate employee. But additional employee can’t be added on existing approved PPR. New PPR has to be create.
• Mileage claim & reimbursement form has to be completed for each date and submitted on a monthly basis. If you are completing for other person, select NO for the question “Are you completing this form for yourself?”.
