Time & Labor(1870, 1871 & 1868) ONLY

End User Training

Agenda

O Parking LotO Important Web LinksO Terminology O Campus CalendarO Business Process Guides

(BPGs)O Maintaining Student DataO Student Data LookupO Timesheet Tool UsageO Reports: TL Job Roster

Report / Student,TA,GA,ISA Report

O Report Time, Manage

Exceptions & Approval Process

O Report Time - 1868 studentsO Reports: Student Pay ReportO Reports: Planned Separation O Student Payroll

Adjustments(PT-11 Form)O Miscellaneous InformationO SecurityO Hands-On Time and Labor

Data EntryO Evaluations

Student Assistant job codes = 1870 & 1871 (work study)International Student Assistant job code = 1868

Important Web LinksO Payroll Website

O http://www.csuchico.edu/hr/payroll/index.shtmlO Campus Calendar

O http://events.csuchico.edu/ O Online Payroll Manual for Departments/Colleg

esO Business Process Guides

O http://www.csuchico.edu/hr/payroll/studentpayroll.shtml#TLTrainingDocumentation

O FormsO http://www.csuchico.edu/hr/forms.shtml

O My Payroll TechnicianO http://www.csuchico.edu/hr/payroll/tech.shtml

O Student Employment – wage ratesO http://www.csuchico.edu/semp/documents/wage_rates.pdf

T & L TerminologyO Timekeeper

O Completes data entry into Time and Labor components

O ApproverO Authorizes pay for processed timeO Signature Authorization Form required

O Time ReporterO Student employee (1870 & 1871 only) who is having

time submitted for payO ‘Work Week’ defined as Sunday – SaturdayO Payable Time – Time entered that needs approval.O Transfers, Adjustments & Prior Pay Period

RequestsO Changes to pay that has already issuedO Requires Student Payroll Adjustment (PT11) formO Any time submitted after Managed Exceptions and

Approvals dateO Time submitted for a prior pay period / PT11

Required Empl ID = Chico State ID

Campus Calendar

O T&L Due DatesO Data Entry

completion dateO Approval completion

dateO Pay Period InfoO Dock Due DatesO SAF, AAF/ACF Cutoff

datesO Main Attendance

Due Date

O Pay DatesO StudentO ISAO State

O HolidaysO Beginning and

Ending Dates of Academic Calendar

O Campus Closure Dates

O CMS-HR Training

What is it?Viewable calendar of important campus

dates including Payroll information:

OHow to use it?O Viewable by Day, Month or YearO Update your Outlook with important payroll

dates.OWhen to use it?

O Anytime you need information about Payroll deadlines or important dates

O Planning a vacation? Get your back-up involved - cross training

OWhere is it?O http://events.csuchico.eduO You may want to “Filter Events” to isolate

Payroll information.OQuestions about the calendar?

O Contact your Payroll Technician

Campus Calendar

Faculty and Staff Calendar

Business Process GuidesO Online Payroll Manual – Student Section

O All available on the HR/Payroll/Student Payroll Page

O http://

www.csuchico.edu/hr/payroll/studentpayroll.shtml

O Screen Shots

O Navigation

O Business Rules

O Steps for completion of process

O Field definitions

Maintaining Student DataO Terminology

O Appointment End DateO Expected length of time the student

employee will be working in the designated CMS Position Number

O Must be extended or termed when appointment end date expires

O Empl Rec # O specific position, found on T & L Job Roster

Report O To change existing job data

O Effective Date / Pay Period O All student transactions are always effective

the first day of a pay period. O Student Employee Data Lookup

O People Soft module for looking up student job info.

Maintaining Student DataO Reports Available

O T & L Job Roster O TL Student Pay ReportO Student, TA, GA, ISA ReportO Student Timesheet toolO Student Classifications

O Timesheets O Submit current pay period timesheets to

Student EmploymentO May be hand carried or delivered via campus

mailO Timesheets are due the day after Manage

Exceptions/Approvals are complete (see Campus Calendar)

Maintaining Student DataO Student Employment Authorization (SEA) – Forms Link

Current Employment Info. for student employees1. Top Section: Check box for appropriate action,

enter employee information (Name & Chico State ID #), department information, and Pay Period (Month/Year of appointment or change)

2. Appointment – requesting a new position for a student, whether a new employee or an additional (concurrent) position on campus

3. Rehire/Extend Appointment – when you have separated an employee or their appointment end date has passed (this is an existing appointment and will require an Empl Rec #)

Maintaining Student DataO Student Employment Authorization (SEA) – Forms Link

Current Employment Info. for student employees4. Pay Rate – to adjust a pay rate on a specific

position. All classification IV must have approval from Student Employment office

5. Terminations – to separate an employee from your departmento End of Appointments (early or expected)o 3 Day Rule – Contact your Payroll Technician.

Must be submitted with final original timesheet

Student Data LookupO Student Data Lookup - CSU HR Student Process

O You can look up individual students’ job history directly in Oracle/PeopleSoft.

O All positions the student employee holds on campus, whether active or terminated

O History of transactions for each appointmentO Specific Job Details such as:

O CMS Position #O DeptIDO Job CodeO Empl Rcd #O Pay Rate Info

O This should be reviewed when hiring students to verify if there would be any time constraint issues. It should also be used when filling out various Payroll forms to ensure all detail information is correct.

Student Timesheet ToolO Using Outlook : Public Folders>All

Public Folders>Business Affairs>Payroll Benefits HRIS>Student Time Sheet

O Steps to Complete Student Timesheet tool

O Extracts data from CMS- HRO Calculates in/out hours O Timesheet Creation O If manually calculating timesheets,

must use rounding rulesO Calculates total monthly hours O Questions - contact your Payroll

Technician

MINUTES TENTHS

1-6 .1

7-12 .2

13-18 .3

19-24 .4

25-30 .5

31-36 .6

37-42 .7

43-48 .8

49-54 .9

55-60 1.0

Reports

Reports: TL Job Roster Report

O Current list of active student employees (1870 & 1871 only)O For 1868 employees list use Attendance Certification Report

O Helps with data entry of student timeO Available to be run throughout the pay periodO Important to maintain current data for

employees O Run by Group IDO SortableO Info in Report:

Employee Name Chico State ID # Empl Rcd # CMS position # Dept ID Job Code Current Rate of Pay Appointment End Date

Reports: TL Job Roster Report

Reports: TL Job Roster Report

Reports: Student,TA,GA,ISA ReportO Gives a list of these employees in your

department and the number of units they are enrolled in.O Student must have an active appointment

in your department to be on this report.O Available to be run throughout the semesterO Important to maintain eligibility of student

employeesO Run by Dept IDO Info in Report:

Employee Name Chico State ID # Empl Rcd # CMS position # Dept ID and description Job Code and description Student Status (Academic Load) and units

Reports: Student,TA,GA,ISA Report

Reports: Student,TA,GA,ISA Report

Report Time: 1870 & 1871 OnlyO Search Criteria

O Group ID (each department has its own ID)O Chico State ID # & Empl Rec #

O Timesheet if using Timesheet ToolO Job Roster Report

O ‘Date’ should be the Sunday of the first work weekO ‘Work Week’ defined as Sunday - SaturdayO Enter hours for each day in the work week for each

employee (Chico State ID # & Empl Rec #)O TRC – Time Reporting Code always “REG”O New Employees will not appear until the business

day after appointment was keyed by PayrollO Do not remove any time entered for a previous pay

period.

Report Time: Timesheet Summary

Report Time: Timesheet Summary

Report Time: Timesheet

Manage ExceptionsO See the Campus Calendar for deadlinesO Search Criteria

O Group ID - are assigned by the HR security administrator

O Chico State ID # & Empl Rec #O Severity of Exception

O Low / Medium - will still allow payO Must “allow” or exception will continue to

appear each monthO Warning of a possible problem with time entered

for an employeeO May see exceptions due to time worked in other

departments (students with multiple jobs)O When corrections are needed, re-enter time in

Report Time - Timesheet and then contact your Payroll Technician to re-run Time Admin.

Manage Exceptions

Manage Exceptions

Approve Payable TimeO See the Campus Calendar for deadlines

O Departments must complete approval by deadlineO Authorizes pay for the employee O Pay will not issue if time is not approvedO Compare time to be paid against paper timesheet.O Various search criteria

● By Time Reporter – Hours per day for an individual employee (by Empl Rec #)

● By Group ID # – Total hours in a month for every employee in the group (by Empl Rec #)

O Corrections may be entered into Report Time - Timesheet at this point O Coordination with Payroll Technician required

O Payroll Technician will re-run Time Admin

Approve Payable Time

Approve Payable Time

Report time for 1868 Students

O Run Attendance Certification Report (ACR) in People Soft

O Enter students time on the appropriate record in the REG column

O Submit ACR and timesheets (attached in order as they appear on the ACR) to Payroll on the day that Student Pay is due (first day of new pay period)

Report time for 1868 Students

Report time for 1868 Students

O Run after “Pay Requested” on Campus CalendarO Shows what each employee will be paidO One page per employeeO Run by Department ID and job codeO Info in Report: Employee Name

Chico State ID # Empl Rcd # CMS position # Dept ID Job Code Hours charged per day Current Rate of Pay Total Salary Paid for period Run Date

Reports: TL Student Pay Report

Reports: TL Student Pay Report

Reports: TL Student Pay Report

Reports: Student Separation Report

O New process for Students – Student Separation ReportO Gives a list of all students with an appointment end

date within the criteria range.O Student Attendance Clerk will fill in Last Day WorkedO Turn completed form to Payroll for separating multiple

students.

Student Payroll AdjustmentsO After Manage Exceptions/Approvals deadline

on Campus CalendarO Transfers – can be used for ISA students as wellO Adjustments – requires copy of timesheet with

original signaturesO Prior Period Pay Requests – requires original

timesheetO Student Payroll Adjustment Form (PT-11)

O Submit to your Payroll Technician with required back up documents as necessary

O Late pay or adjustments will not be maintained in CMS – these hours should not be entered on the Timesheet O Coordination with your Payroll Technician may be

needed.

Miscellaneous InformationO When hiring new students, the student will have to

come to the Employment office in Kendall 220 to complete all necessary paperwork and eligibility documentation. They should not work until you receive documentation that verifies the student is eligible to work.

O Students that intend to work throughout the summer pay periods (June, July and August), but will not be enrolled in summer session classes, are required to be appointed to a Bridge Student Classification. Please attend HR Liaison Meeting for up to date information regarding Summer Bridge.

O CMS Position # - A unique, eight digit, number that ties the State Controller’s Office Unit #, DeptID and Job Code together and drives the budget information for each specific position. Use the Position Management Guide to aid you in finding appropriate CMS Position #’s for your department. If you need further assistance please contact Accounting Operations.

SecurityO Security Authorization Form

O Signature Authorization Form

O Both of these forms need to be turned in

O “Change Access”

O Departmental Security

O Business Need

O Do Not share your User ID and Password

O Expiration of Training

O 20 working days after class

O Completion of training required

Hands - On Time EntryOLog into CMS - HRSA database

O Same user id and password as existing log in

OUse timesheets and Job Roster Report as source documents for data entry

OTimesheet Tool help if wantedOAsk Questions…ONeed Help?

O Contact your Payroll Technician for helpO https://ehstraining.csuchico.edu/

Evaluations

OYou will be e-mailed an evaluation form, please take the time to complete the survey

OPlease be honest! We want to make these training classes the best that they can be for you.