NIS Employee Self Service Time Entry

NIS Employee Self Service Time Entry

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Do you already use ESS Time Entry?

• If you are already familiar with ESS Time Entry, and are only interested in learning about the changes in 8.10, please skip to slide number 31.

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What is ESS Time Entry?

• Employees enter time using the Employee Self Service Time Entry program in NIS.

• Supervisors (or delegates) review and approve, reject, or change Employee time cards.

• Time cards are uploaded to Payroll for processing.

How does ESS Time Entry Work…

…for the Employee?

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• Employees access the electronic time card via Employee Self Service Time Entry. Employees can enter time for either the current pay period or one pay period in the future.

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• Summary Time entry is used for Exception Reporting (i.e. vacation leave, sick leave, and holiday). Employees do not enter regular work hours.

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• In Summary Time Entry, the Quick Entry fields can also be used to enter time. This method does not record the actual date the leave was taken or holiday used. Each agency will determine if Quick Entry will be used.

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• Daily Time entry is used when hours are entered for each day in the pay period. All work hours are entered in addition to sick, vacation, etc. Monthly employees will not use Daily Time Entry.

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• When the employee saves the time card, the time card status is displayed, and the time card is available for manager approval.

How does ESS Time Entry work…

…for the Manager?

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• The supervisor accesses employees’ time cards via Manager Review/Approval from Employee Self Service Time Entry screen.

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• The supervisor can review time cards based on their status (Waiting Approval, Approved, Rejected, etc.) by clicking the appropriate radio button.

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• The supervisor or delegate can review time card detail, and change, reject, or approve the time card. Time cards can also be designated “paid, not approved.”

*The “paid, not approved”designation could be used by delegates in order to track which timecards were approved by delegates as opposed to supervisors.

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• Supervisors can choose to delegate other employees to approve time cards. The Supervisor can designate whether the delegate can:1) Change, delete, and approve timecards, or 2) Only approve time cards.

How does ESS Time Entry work…

..for Agency HR/Payroll Staff?

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Agency HR/Payroll Staff Responsibilities

• Review and Process Employee Time Cards– Time cards that have not yet been approved can be

assigned a “paid, not approved” status for processing, or Processing Options can be changed to upload unapproved timecards.

• Run the Batch Time Processor– Uploads employee time cards for Payroll processing

• Maintain ESS Time Entry– Adjust the dates in the program Processing Options

to reflect current and future pay period dates.

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• Agency HR/Payroll staff can monitor the status of time cards via the Time and Pay Entry Register report.

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• Via Processing Options, a version of the Time and Pay Entry Register report (with signature line) can be run as documentation of time cards uploaded and processed with Time Card Status = 3 (Paid, Not Approved.)

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• The Batch Time Entry File Revisions screen can also be used to monitor time cards. This screen displays the supervisor and status of the time card.

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• If more information is needed, timecard detail can be accessed by selecting a time card record and clicking on the Select button.

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• Prior to processing payroll, agency HR/Payroll staff must upload the Employee Self Service time cards into the payroll time card file via the Batch Time Entry File Processor.

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• Each agency will have their own Batch Time Entry File Processor version.

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• The agency uploads time cards based on work dates entered in Processing Options.

• Leave #1 blank to upload timecards in “unapproved” status.

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• If the employee has Labor Distribution, the time will be allocated based on Labor Distribution when the time cards are uploaded into the time card file.

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• After time cards are uploaded into the time card file, agency HR/Payroll staff must change the Pay Period End Dates on the Current and Future Time Entry Version Processing Options to allow employees to begin entering time for the next pay periods.

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• The Pay Period Ending Date should be changed to the next subsequent Pay Period End Date.

Yes, my Agency is interested in utilizing ESS Time Entry!

What do we do now?

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What does the agency need to do?

• Provide information to the NIS Payroll Lead– Complete list of Employees in your Agency.

Indicate which option of Time Entry employees will use (any combination of these options can be used within agency)

• Monthly – Summary Time Entry• Bi-weekly – Summary Time Entry• Bi-weekly – Daily Time Entry• Not using Time Entry

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“Behind the Scenes” Work by NIS Team

• Versions– Time Entry – Time Entry Upload

• Monthly Update – Versions are uploaded to Production Menus

• Menus– NIS Team creates menus for agency to access

• Roles– Tie the agency to the menus

• Security– Allows the agency to see the menus

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Training• Employees

– Navigate to the HR/Payroll Training Manual (Lesson 7:1) on the NIS website for step-by-step instructions on entering time.

• Managers– Navigate to the HR/Payroll Training Manual (Lesson

7:1) on the NIS website for step-by-step instructions on how to review and approve, reject, or change Employee Time Cards. Also learn how to delegate responsibility of reviewing and approving timecards.

• HR/Payroll Staff– Navigate to the HR/Payroll Training Manual (Lesson

5:3) on the NIS website for step-by-step instructions on how to run and maintain the ESS – Time Entry program.

Were you using ESS Time Entry prior to the NIS 8.10 Upgrade?

View the following slides to learn about the differences between XE

(old NIS) and 8.10 (new NIS)

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– A Manager Review/Approval link has been added. This will not be functional unless the employee has been delegated by a manager to approve time cards.

– The “Submit for Approval” button has been removed. Timecards are automatically submitted when they are saved.

– There is no longer a “Request Number, Approval Status” box.

– There is no longer a “Check Box” for Overtime. The employee will enter Pay Types (997 – Pay Overtime, 998 – Accrue Comp Time) directly on the time card.

• The employee’s time entry director screen has the following changes:

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• The Summary Time Entry screen has “Quick Entry” in the Header. This was removed from the screens in XE because it didn’t work.

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Agency HR/Payroll Staff• Time Cards are no longer “Forced”. They may be

designated as “Paid, Not Approved” by HR/Payroll staff, or setup to upload unapproved. HR/Payroll staff need to be delegated by each manager to approve that manager’s employees’ time cards.

• There is no longer a Time Entry Requests Administration screen. HR/Payroll personnel utilize the Batch Time Entry Register Report and the Batch Time Entry File Revisions screen. These are found under the Batch Time Entry Processing menu under Payroll.

• Time Cards are now uploaded using Home Business Unit in Data Selection rather than Security Business Unit.

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• HR/Payroll personnel can run the Batch Time Entry Register report to review the status of time cards. Possible statuses are: ‘No Action’, ‘Approved’, ‘Rejected’ and ‘Paid, Not Approved’. The Time Card Status column will also indicate whether the employee chooses to be paid for overtime hours worked, or to have them recorded as comp time.

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• HR/Payroll staff can run a version of the Batch Time Entry Register for all “Paid, Not Approved” time cards. This version has a signature line to verify that the time cards were uploaded without the supervisor’s direct approval.

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• HR/Payroll personnel can also review time card status via the Batch Time Entry File Revisions screen.

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• Additional Processing Options for the Batch Time Entry File Processor (Time Card Upload) have been added. You should only use options 1, 5 and 6 on the Select tab. The Messages and Interims tab are to be left blank.

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• Managers (or delegates) approve time cards from the Employee Self Service Time Entry Director screen.

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• Managers delegate individuals to approve time cards via the Supervisor Time Entry Approval Delegation menu under Manager Self Service. A delegate can be designated to Change, Delete and Approve time cards, or Approve only.

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• When a delegate accesses the Manager Review and Approval screen, an error will display if the delegate is not a supervisor.

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• The delegate changes the Manager Number to the Address Book Number of the supervisor for whom he/she is acting as the delegate, and clicks the “Find Timecards” button.

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• The manager (or delegate) accesses time card detail by selecting an employee and choosing Detail.– NOTE: Managers/delegates selecting individual time

cards via Citrix must enter a ‘1’ in the Select column.