The roster is accessed and data is entered in the same manner regardless of whether the
employee is paid with an hourly rate or a monthly amount. The only difference is in the
format of the time entered. Refer to
Section A3.0 for more information on the proper format for entering
time. The basic steps for entering time on the roster are as follows:
The method for entering time/accepting estimated time is a little different depending on the type of payment, time code, and the rate code:
When estimated time or a by
agreement amount is displayed on the roster for employees paid on a positive time basis,
time estimated by the system or a by agreement amount displayed on the roster can be
accepted by entering a "Y" in the OK? column.
The preparer could also choose to change or override the estimated time or by agreement amount by changing the time or by agreement amount displayed on the roster. If no time is estimated by the system for an employee paid on a positive time basis, it must be entered and then the system will automatically derive the "Y" when the system is updated.
On the roster displayed below, all the employees are paid on positive time basis. Regular time is reported as a percentage of the month to four decimal places. (Refer to Section B1.0 for information on how to convert hours worked in a month to a percent.) Overtime and leave usage are reported in hours to two decimal places. Up to four Overtime/Leave Time DOS codes and corresponding hours can be entered on the roster.
PPEDHC0-E0967 Dept. Time Reporting 10/23/YY 14:44:23
Time Input Roster UserID: ABCDE
Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO Page 01 of 10
FULL ACCOUNTING UNIT: M 447658 19900 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
APPLE,ADAM 123789456 11 5522 M 447658 19900 2 02157.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
ATOM,ANDY 987654321 12 5522 M 447658 19900 2 02017.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
AZOO,IN A. 000222333 11 8076 M 447658 19900 2 01899.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE
|
The first employee on the above roster (APPLE, ADAM) works a fixed amount of
time each pay period so the fixed/variable code on the EDB record is an "F" and
therefore time is displayed on the roster. In order to accept the payment on the roster, a
"Y" should be entered in the "OK" column as shown below.
Note: when
the roster screen is accessed, the cursor will automatically be positioned in the OK
column next to the first record on the screen.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y APPLE,ADAM 123789456 11 5522 M 447658 19900 2 02157.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 8. DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
If vacation or overtime hours, etc. need to be entered, the "New Line" key or
the "TAB" key is used to move the cursor to the first Overtime/Leave Time field.
The user would enter the appropriate DOS code and the corresponding hours making
sure to key in the decimal point in the correct place as shown above.
The next employee on the roster (ATOM,ANDY) is paid using a DOS code of BYA
which is a By Agreement amount or flat dollar amount.
Note:
All by agreement DOS codes on the roster should display in the manner shown
below. Consult the
DOS Code
Table for a complete list of DOS codes.
In order to accept the payment on the roster, a "Y" should be entered in the "OK" column as shown below.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y ATOM,ANDY 987654321 12 5522 M 447658 19900 2 02017.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
No Overtime/Leave time is applicable to a "By Agreement" payment so nothing
else is entered on Andy Adam’s record.
The third employee on the roster (AZOO,IN A) works a variable amount of time each pay period so the fixed/variable code on the EDB record is a "V" and therefore no time is displayed on the roster. Time must be entered on the roster in order for this employee to be paid. Regular hours are reported as a percentage of the month and should be entered as shown below making sure to key the decimal point in the correct place.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
AZOO,IN A. 000222333 11 8076 M 447658 19900 2 01899.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: .95 H/%: % Prorate:
Overtime/Leave Time DOS: OTP Time (Hrs): 5. DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
If vacation or overtime hours, etc. need to be entered , the "New Line" key
or the "TAB" key is used to move the cursor to the first Overtime/Leave Time
field. The user then enters the appropriate DOS code and the corresponding hours making
sure to key the decimal point in the correct place as shown above.
Once all the information has been entered on this first page of the roster, the "Enter" key should be pressed by the user. The time entered will be formatted and the message U0001 Input Accepted should be displayed as shown below.
PPEDHC0-E0967 Dept. Time Reporting 10/23/YY 14:44:23
Time Input Roster UserID: ABCDE
Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO Page 01 of 10
FULL ACCOUNTING UNIT: M 447658 19900 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y APPLE,ADAM 123789456 11 5522 M 447658 19900 2 02157.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 008.00 DOS: OTS Time (Hrs): 008.00
DOS: Time (Hrs): DOS: Time (Hrs):
Y ATOM,ANDY 987654321 12 5522 M 447658 19900 2 02017.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y AZOO,IN A. 000222333 11 8076 M 447658 19900 2 01899.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 0.9500 H/%: % Prorate:
Overtime/Leave Time DOS: OTP Time (Hrs): 005.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0001 Input Accepted
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
The screen should be reviewed and then the F9 key should be pressed to update the time
entered on the roster. The message "U0007 Update process complete" will be
displayed as shown on the next screen.
PPEDHC0-E0967 Dept. Time Reporting 10/23/YY 14:44:23
Time Input Roster UserID: ABCDE
Pay End: 10/31/YY Check Date: 11/01/YY Pay Cycle: MO Page 01 of 10
FULL ACCOUNTING UNIT: M 447658 19900 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
Y APPLE,ADAM 123789456 11 5522 M 447658 19900 2 02157.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 008.00 DOS: OTS Time (Hrs): 008.00
DOS: Time (Hrs): DOS: Time (Hrs):
Y ATOM,ANDY 987654321 12 5522 M 447658 19900 2 02017.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ***** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y AZOO,IN A. 000222333 11 8076 M 447658 19900 2 01899.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 0.9500 H/%: % Prorate:
Overtime/Leave Time DOS: OTP Time (Hrs): 005.00 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0007 Update process complete
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
Additional roster "pages" can be accessed by the user by pressing the F8 key
to scroll forward. If no other records on the roster need to be updated, the user can
either press the F3 key to return to the IDTC-Time
Collection Selection Criteria screen or press the F12 key to exit the Personnel/Payroll
system.
At this point, if the check list is accessed again, it will show that time has been entered for the first three employees paid on account M-447658-19900-2 for the pay period ending 10/31/YY as displayed below.
PPIPIC0-I0967 Dept. Time Reporting 10/23/YY 15:27:15
Check List UserID: ABCDE
Page 01 of 02
Pay End: 10/31/YY Pay Cycle: MO Last Date to Enter Time: 10/25/YY
FULL ACCOUNTING UNIT: M 447658 19900 2
EID Employee Name Positive/Exception Time Entered
123789456 APPLE,ADAM POSITIVE YES
987654321 ATOM,ANDY POSITIVE YES
000222333 AZOO,IN A. POSITIVE YES
555666999 BLANKET,BETTY POSITIVE NO
666444222 CRAYON,JADE POSITIVE NO
888222666 DRAWING,DAVID POSITIVE NO
222888777 EXAMPLE,IMAN POSITIVE NO
554411332 FREEWAY,FRED POSITIVE NO
444111999 GLASSES,GEORGE POSITIVE NO
777555333 GRASS,GINA POSITIVE NO
222777444 HOLIDAY,HOLLY POSITIVE NO
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 11-Prt List 12-Exit
|
C2.1
Adjustments to Roster Data
Most data displayed on the roster cannot be changed unless there is a corresponding EDB update. For example, the Title Code (TC) cannot be changed on the roster unless it is out of sync with the EDB data. (Refer to C3.2 for more information on keeping the roster in sync with the EDB.) However, time displayed on the roster for all employees and some "by agreement" payments for employees paid on a positive time basis can be adjusted if necessary. The roster shown below is for employees who are all paid on a positive time basis.
PPEDHC0-E0967 Dept. Time Reporting 04/15/YY 10:37:36
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 001 of 035
FULL ACCOUNTING UNIT: 4 660525 19900 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACCOUNTANT 770000770 22 4722 4 660525 19900 2 02952.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
ACTUARY,AN 817553817 23 4011 4 660525 19900 2 01000.00 A
Reg. Time (POSITIVE) DOS: BYA Total Time: ****** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
ALLOWANCE, 183558183 11 4724 4 660525 19900 2 02125.00 A
Reg. Time (POSITIVE) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
There may be occasions when the time listed on the roster needs to be adjusted.
Note:
Any long term or permanent change to the percent of time would require an EDB update to
correct the percent of time.
The first employee on the roster (ACCOUNTANT) works a fixed amount of time each pay period so the fixed/variable code on the EDB record is an "F" and therefore time is displayed on the roster.
In order to override the time on the roster, the user would use the "New Line" or "TAB" key to move the cursor into the total time field and type on top of the information already displayed on the roster. Note: Make sure to blank out any remaining information left in the field as shown below by using the "Erase End of Field" key or the space bar.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACCOUNTANT 770000770 22 4722 4 660525 19900 2 02952.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: .8 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
"By Agreement" payments for employees paid on a positive time basis
can also be adjusted on the roster as shown below. Again, any long term or permanent
change to the "by agreement" amount would require an EDB update to correct the
amount so it will be accurately displayed on future rosters.
The second employee on the roster (ACTUARY,AN) is paid a "by agreement" payment. In order to override the "by agreement" payment on the roster, use the "New Line" or "TAB" key to move your cursor into the Rt/Amt field and type on top of the information already on the roster. Note: Make sure to blank out any remaining information left in the field as shown below by using the "Erase End of Field" key or the space bar.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
ACTUARY,AN 817553817 23 4011 4 660525 19900 2 1500. A
Reg. Time (POSITIVE) DOS: BYA Total Time: ****** H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
Again, once all the information has been entered on this page of the roster,
the following steps should be taken.
The employees listed on the following roster are all paid on an exception time basis so no data entry is required to pay these employees the percent of time listed on the roster. However, the percent of time can be changed as illustrated above in the example for ACCOUNTANT. "By Agreement" amounts paid on an exception time basis cannot be changed on the roster. Any change to a "By Agreement" payment paid on an exception basis must first be updated on the EDB.
PPEDHC0-E0967 Dept. Time Reporting 04/15/YY 14:26:17
Time Input Roster UserID: ABCDE
Pay End: 04/30/YY Check Date: 05/01/YY Pay Cycle: MO Page 001 of 055
FULL ACCOUNTING UNIT: 4 763730 70500 1
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
DEMO,DAN 947003947 13 7672 4 763730 70500 1 04053.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
EXCEPT,EVE 300003300 12 4005 4 764500 70500 1 04000.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
ISH,FOOL 636267636 12 4007 4 764310 70500 1 05167.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
To report leave usage for an employee paid on an exception time basis, use your
"New Line" key or your "Tab" key to move your cursor to the first
Overtime/Leave Time DOS field and enter the appropriate DOS code and corresponding hours
making sure to key in the decimal point in the correct place as shown as shown below for
the first employee listed on the roster (DEMO,DAN).
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
DEMO,DAN 947003947 13 7672 4 763730 70500 1 04053.00 A
Reg. Time (EXCEPTION) DOS: REG Total Time: 1.0000 H/%: % Prorate:
Overtime/Leave Time DOS: VAC Time (Hrs): 40. DOS: SKL Time (Hrs): 8.
DOS: Time (Hrs): DOS: Time (Hrs):
|
Overtime or leave usage during this pay period can be reported for any or all employees
listed on the roster. Note: When overtime DOS codes are entered on a transaction and
the sub on the transaction is NOT 2, 5, or 7, the overtime will automatically be charged
to sub 2.
Once all the information has been entered for all the employees on one page of the roster, the following steps should be taken by the PTR preparer:
For employees paid with an hourly rate of pay (all biweekly employees and a few monthly employees), the steps to record time worked are the same as for any other employee paid on a positive time basis. The REG hours are entered on the roster in the same manner as described above for Overtime/Leave time hours. A roster is shown below for employees paid on a biweekly pay schedule on a positive time basis.
PPEDHC0-E0967 Dept. Time Reporting 04/15/YY 16:01:32
Time Input Roster UserID: ABCDE
Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle: B2 Page 001 of 017
FULL ACCOUNTING UNIT: 4 427709 63000 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
HOLIDAY,HA 292022292 31 4723 4 427709 63000 2 014.5100 H
Reg. Time (POSITIVE) DOS: REG Total Time: 080.00 H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
KITE,FLYA 435029435 32 4723 4 427709 63000 2 014.5100 H
Reg. Time (POSITIVE) DOS: REG Total Time: 080.00 H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
LOLLIPOP,L 370122370 31 7241 4 427709 63000 2 029.2600 H
Reg. Time (POSITIVE) DOS: REG Total Time: H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
The first two employees listed on the roster above have a fixed time code on their EDB
record so the estimated time worked for the pay period is listed on the roster. For these
two employees to get paid, the time would either have to be accepted or overridden by the
preparer. To accept the time, a "Y" needs to be entered in the "OK?"
column.
To override the time, the correct time needs to entered in the Total Time field. Again, any long term or permanent change to the time should be updated on the EDB. The last employee on this page of the roster has a variable time code on her EDB record, so time would need to be entered in order for her to be paid as displayed below. Overtime or leave usage could also be recorded on the roster for any of the employees.
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
LOLLIPOP,L 370122370 31 7241 4 427709 63000 2 029.2600 H
Reg. Time (POSITIVE) DOS: REG Total Time: 60.5 H/%: H Prorate:
Overtime/Leave Time DOS: SKL Time (Hrs): 6.5 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
|
Once all the information has been entered for all the employees on one page
of the roster, the following steps should be taken by the PTR preparer:
Once the roster has been updated, changes or corrections to the data can be made up until the "Last day to Enter Time on the Roster" for a particular payday. (Refer to the current PPS Schedule.)
To change the information on the roster, the same method can be used as
described above starting with the employee name Accountant. Information on the roster,
including the "Y" in the OK? column, can also be deleted if necessary by the use
of the asterisk as shown below.
Note: DOS codes entered on the roster cannot be deleted
from the roster once it has been updated. It is OK to delete the corresponding hours
without deleting the DOS code.
PPEDHC0-E0967 Dept. Time Reporting 04/15/YY 16:01:32
Time Input Roster UserID: ABCDE
Pay End: 04/06/YY Check Date: 04/17/YY Pay Cycle: B2 Page 001 of 017
FULL ACCOUNTING UNIT: 4 427709 63000 2
OK? Emp.Name Emp.ID Dst TC Loc/Acct/CC/Fund/PC/Sub Rt/Amt A/H WSP
* HOLIDAY,HA 292022292 31 4723 4 427709 63000 2 014.5100 H
Reg. Time (POSITIVE) DOS: REG Total Time: 080.00 H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y KITE,FLYA 435029435 32 4723 4 427709 63000 2 014.5100 H
Reg. Time (POSITIVE) DOS: REG Total Time: 080.00 H/%: H Prorate:
Overtime/Leave Time DOS: Time (Hrs): DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Y LOLLIPOP,L 370122370 31 7241 4 427709 63000 2 029.2600 H
Reg. Time (POSITIVE) DOS: REG Total Time: 060.50 H/%: H Prorate:
Overtime/Leave Time DOS: SKL Time (Hrs): 006.50 DOS: Time (Hrs):
DOS: Time (Hrs): DOS: Time (Hrs):
Next Func: ID: Name: SSN:
Pay Cycle: Pay End:
U0007 Update process complete
===>
F: 1-Help 2-Jump 3-Return
F: 8-Forward 9-UPDATE 12-Exit
|
Once all the information has been entered for all the employees on one page
of the roster, the following steps should be taken by the PTR preparer:
 Previous
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Next |
