1 Workforce Manager Time Sheet Approval Manual Introduction This Manual provides step-by-step instructions for managers and Time Sheet approvers to access, manage, and approve employee Time Sheets in the Workforce time management system. Document Information For Technical Questions Contact Service Desk at 593-1222 For Functional Questions Contact Janice Gieseking 593-1859 Workforce Team Leader Mary Alexander-Conte, 593-1862 Workforce Team Janice Gieseking, 593-1859 Workforce Team Kevin Simons, 593-0860 Last Revision Date July 2, 2015 In this section This section lists the Tasks for accessing and using Workforce and the corresponding page to reference. #1-Access the WorkForce Program..................................................................................................................3 #2-Navigate the Dashboard Links ....................................................................................................................6 #3-APPROVAL PROCESS: Steps to Approve Time Sheets..........................................................................9 #4-APPROVAL PROCESS: View the Time Sheet Approval Screen ..........................................................10 #5-APPROVAL PROCESS: Review Exception Messages ...........................................................................13 #6-APPROVAL PROCESS: View Employee Comments or Add Comments to Employee Time Sheet ..15 #7-APPROVAL PROCESS: Approve an Employee Time Sheet ................................................................17 #8-APPROVAL PROCESS: Reject an Employee Time Sheet ....................................................................18 #9-APPROVAL PROCESS: View Approval History of Employee Time Sheet.........................................20 #10-APPROVAL PROCESS: Withdraw Time Sheet Approval ..................................................................21 #11-TIME SHEET CHANGES: Permanent Costing Changes to Time Sheet ...........................................22 #12-TIME SHEET CHANGES: Temporary Costing Changes to Time Sheet ...........................................24 #13-TIME SHEET CHANGES: Student meal deductions ..........................................................................32 #14-TIME SHEET CHANGES: Plus Rating for AFSCME employees ......................................................33 #15-TIME SHEET CHANGES: Relief Worker Double Shift Pay Code (Heating Plant Use Only) ........36 #16-TIME SHEET CHANGES: Call Back Unscheduled and Call Back Scheduled Pay Codes ..............38 #17-TIME SHEET CHANGES: Beeper Pay for AFSCME employees.......................................................43 #18-SCHEDULE: Make a Temporary Change to an Employee’s Schedule ..............................................44 #19-SCHEDULE: Assign Permanent Changes to an Employee Schedule ..................................................45 #20-DELEGATION: Delegate Employee group to another Approver .......................................................49 #21-DELEGATION: View / Revoke Delegated Group Rights from an Approver ....................................52 #22-MANAGE GROUPS: Add an Existing Employee or a Newly Hired Employee to a Group .............54 #23-MANAGE GROUPS: Move an Employee to an Existing Group .........................................................56 #24-MANAGE GROUPS: Remove an Employee from a Group .................................................................58
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1
Workforce Manager Time Sheet Approval Manual
Introduction This Manual provides step-by-step instructions for managers and Time Sheet
approvers to access, manage, and approve employee Time Sheets in the
Workforce time management system.
Document
Information For Technical Questions Contact Service Desk at 593-1222
For Functional Questions Contact Janice Gieseking 593-1859
Workforce Team Leader Mary Alexander-Conte, 593-1862
Workforce Team Janice Gieseking, 593-1859
Workforce Team Kevin Simons, 593-0860
Last Revision Date July 2, 2015
In this section This section lists the Tasks for accessing and using Workforce and the
corresponding page to reference.
#1-Access the WorkForce Program ..................................................................................................................3
#2-Navigate the Dashboard Links ....................................................................................................................6
#3-APPROVAL PROCESS: Steps to Approve Time Sheets..........................................................................9
#4-APPROVAL PROCESS: View the Time Sheet Approval Screen ..........................................................10
#31-Navigate Time Sheets Using Prev/Next Buttons ....................................................................................80
#32-Search for an Employee Using the ‘Find’ Function...............................................................................81
#33-Navigate Time Sheets Using the ‘Sort’ Function ...................................................................................82
#34-Run a Report .............................................................................................................................................83
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Workforce Manager Time Sheet Approval Manual, Continued
Task #1 #1-Access the Workforce Program
Step Action Results / Notes
1 Select a browser icon on your desktop. All
currently available browsers should be
compatible.
Browser window
opens.
2 Click in the Address: field
Enter “workforce.ohio.edu”
The logon page
appears.
3 To use a University web link
Click in the Address: field.
Enter “http://www.ohio.edu/”.
Press the Enter key.
Ohio University
homepage is displayed.
If already logged in to another University secure site, additional credentials may not be needed
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Workforce Manager Time Sheet Approval Manual, Continued
Task #1 (cont.) Access the Workforce Program
Step Action Results / Notes
2 Click the Faculty/Staff link below the OU
logo.
Ohio University
Faculty and Staff
webpage is displayed.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #1 (cont.) Access the Workforce Program
Step Action Results / Notes
3 Click the Workforce Time Entry link. Ohio University Login
window appears.
4 Click in the Ohio ID field.
Enter your Ohio ID.
Press the Tab key.
Enter your Ohio Password.
Click the Login button.
Workforce application
opens. All Workforce
processes are based on
your Ohio ID. You
must check your Ohio
e-mail messages for
Workforce email
reminders.
5 Begin working in Workforce.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #2 #2-Navigate the Dashboard Links Options
Menu Option Description
Introduction: To Navigate through Workforce click on the appropriate Dashboard
link. User must always return “HOME” to dashboard to navigate to the next area of
Workforce.
Time Entry
Displays Options; My Hours, Edit, Approve, and Past
Assignments
( Enter My Hours) Allows managers paid on an hourly basis to enter and submit their
personal Time Sheet.
( Edit Employee
Time)
Displays the employee groups for which the manager is responsible. The
manager may open an employee’s Time Sheet to view or edit existing
entries, or to add new entries.
( Approve Time
Sheets)
Allows managers to view Time Sheet data for all employees within a
group, including total regular and paid time off hours, exceptions,
comments, as well as the Time Sheet history. The manager has the
option to approve/reject employee’s Time Sheet through this option.
Past Assignments (no dashboard equivalent)
Allows managers paid on an hourly basis to view Time Sheets for their
past assignments.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #2 (cont.) Navigate the Dashboard Links Options
Menu Option Description
Schedules Displays Assign Schedules
( Assign Schedules) Allows managers to make permanent schedule assignment changes.
Employees Displays Options; Edit Assignments, New Hire, and Badges
Edit Assignments Allows managers to edit/terminate student employee Assignments/Time
Sheets.
New Hire Allows managers to create an Assignment/Time Sheet for a student
employee by hiring them into the manager’s approval group.
Manage Group Allows managers to add or remove employees from a group, or move
employees to an existing group for which the manager is also
responsible. THIS IS RARE.
Settings Displays Options; Delegate and Manage
Manage Delegations
Allows managers to delegate employee groups to another user, or to
cancel delegated rights. The delegate is the OU employee that will
approve and submit the employee Time Sheets in the manager’s absence.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #2 (cont.) Navigate the Dashboard Links Options
Menu Option Description
Reports Displays Options; My Reports and Employees
( View General Reports)
Allows managers paid on an hourly basis to access the Time Sheet
Audit Report and other reports specific to employee only.
( View Group Reports)
Allows managers the ability to run, view, print and/or save Workforce
standard reports and University customized reports for their employee
groups.
Continued on next page
Logoff Click this link to exit Workforce.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #3 #3-APPROVAL PROCESS: Steps to Approve Time Sheets
Step Action Reference Task #
Intro: The Approval Table displays a summary view of a group’s Time Sheets and
allows the manager to view and approve employee Time Sheets. This should serve as the
‘first stop’ for Time Sheet managers. The manager should follow the checklist below and
refer to the corresponding task numbers for reference.
Notes: You must assign a permanent schedule for new employees (see Task #22).
Holidays must be removed from the Time Sheet for employees on unpaid leave. The
Holiday hours are automatically loaded onto the time sheet by the system.
1 View the Time Sheet Approval Screen Task #4
2 Verify the appropriate pay period is displayed Task #4,
step 3
3 Open each employee Time Sheet and review it.
Verify each week totals to the appropriate number of hours
depending if employee is part or full-time.
Verify the pay period totals to the appropriate number of hours
depending on status of employee.
Verify that the proper elapsed pay codes (sick, vacation, etc.) were
used if applicable for each employee
Verify employees did not log time on a holiday unless they actually
worked the holiday.
Verify the cost account number is accurate (listed in the message
exception area of the employee Time Sheet)
Task 5,
Step 2
4 Review any yellow warning exception messages or red error messages. Task #5
5 Read comments that employee entered on Time Sheet, or add
comments if manager had to edit Time Sheet
Task #6
6 If corrections need to be made to employee Time Sheet, notify the
employee to make corrections
Task #7
7 If applicable, reject the employee Time Sheet. Task #8
8 Approve Time Sheet. All Time Sheets must be approved by 5pm on
the Tuesday following the end of the pay period.
Note: All zero hour Time Sheets must be approved
Task #7
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Workforce Manager Time Sheet Approval Manual, Continued
Task #4 #4-APPROVAL PROCESS: View the Time Sheet Approval Screen
Step Action Results / Notes
Intro: The Approval Screen displays a summary view of a group’s Time
Sheets and allows the manager to view and approve employee Time Sheets.
This should serve as the ‘first stop’ for Time Sheet managers.
1 From Dashboard, click on Approve Time Sheets
link
2 If you have more than one group, click on the
desired employee group in the left hand side bar.
Note: The Approval table for the current
unprocessed pay period will be displayed, whether
or not the payroll was approved, until the Payroll
staff processes the payroll. Once the previous pay
period has been processed, the new pay period
table is displayed.
Approval table is
displayed. See
note.
3 Make the decision in the table below.
If… Then…
You want to view an Approval table for a
pay period that is not displayed,
Proceed to Step #4.
You want to view the current Approval table Proceed to Step #9.
4 Click the check box to the left of “As of Current
Period” under the “Employees Active On”
Calendar is
displayed.
5 Select appropriate date.
Best to select actual pay period beginning date.
The system recalls
the approval table
for the pay period
requested.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen
6 If you have more than one employee group, click
on the desired employee group in the left hand
side bar.
Approval grid
listing employees
in a group.
7 View the displayed Approval table. See example below.
8 Will display pay period containing selected date.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #4 (cont.) APPROVAL PROCESS: View the Time Sheet Approval Screen
Step Action Results / Notes
9 If you want to sort the Approval table:
Click on the column header and an ascending
symbol appears next to the column heading.
Click on the column again, a descending
symbol appears next to the column heading.
Approval table is
sorted in ascending
order by that column.
Approval table is
sorted in descending
order by that column.
10 Review Field names and descriptions in table below.
Field Description
Name Employee’s name.
Emp # Employee’s Oracle Employee number.
Asgnmt Assignment name (Time Sheet name) for student. All classified, bargaining unit,
and FOP staff will display; Primary.
Reg Total Regular worked hours currently entered on the Time Sheet.
PTO Total paid time off hours currently used on the Time Sheet.
Exceptions
The most severe exception message that appears on the employee’s Time Sheet is
listed here. The employee may have one, two, or all three of the exception
messages. The exceptions are information, warnings and errors, with errors being
the most severe.
Comments Indicates presence of a comment entered on the Time Sheet.
Emp Apvd Indicates whether the employee has approved (App) the Time Sheet or not (No).
Employees using time clocks will not be submitting (approving) their Time Sheets.
Mgr Apvd A check indicates that the Time Sheet has been approved by the manager.
“Approval by Mgr Name” will also be displayed in the Approval History. Also has
an option to reject Time Sheet. See below for a more detailed explanation.
Reject
Opens up an auto-email form allowing the manager to send the employee
notification of, and comments on, a rejection. NOTE: The employee will get paid
for hours on the Time Sheet. This simply notifies employee there is an issue
with the Time Sheet. IT DOES NOT STOP PROCESSING AND PAYMENT.
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Workforce Manager Time Sheet Approval Manual, Continued
Make the necessary changes. Return to the Review and Confirm
window.
Proceed to Step #12
The information is
incorrect and you want
to cancel the transaction
Click the Cancel button, then
Click the OK button
The information is correct proceed to the next Step #12
11 Click the Confirm button. Status success message
‘Employee/Assignment
information saved
successfully’ is
displayed.
12 Click the Proceed button. System returns you to the
Find Employee
Assignments window.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #28 #28-STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet
Step Action Results / Notes
Introduction: This process of adding a new job to an existing employee
Assignment/Time Sheet is applicable to student employees only. Use this
function when your student employee has multiple jobs charged to one
account number paid at different rates. For example: Office Asst at $7.85,
Tech Asst at $10.50. Each of the two jobs are paid at different rates.
IMPORTANT NOTE: It may take up to 5 minutes for newly created
job to appear on a timesheet.
1 Scroll down to the Employee menu.
Click on the “Edit Assignments” option.
Find Employee
Assignments window
is displayed.
2 Enter the appropriate search criteria to
find the employee who’s
Assignment/Time Sheet you’d like to
edit/add new job.
Click the Search button.
See Task #36 for
directions on using
the Search
function.
3 Click on the employee Assignment/Time
Sheet to be edited.
Note: Some employees have more than one
Assignment/Time Sheet. The changes will
occur in the specific Assignment/Time
Sheet selected.
Employee
Information
window is
displayed.
4 Click the Proceed button. Edit Assignment
window is displayed.
5 Review assignment information. Costing and
assignment name should remain the same.
6 Click the Next button. Assignment Job and
Rate window opens.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet
Step Action Results / Notes
7 Click the Insert button.
A new row is
displayed copying
information from the
original job and rate.
8 Enter new job name in the Job field (must
be on the second row). The Job name is
limited to 16 characters.
Press the Tab key.
Warning: You must enter the new Job on
the second row. The second row is the
row that was actually inserted new.
9 Enter the new rate in the Rate field.
10 Click the Next button. Review and
Confirm window is
displayed.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #28 (cont.) STUDENTS: Add a New Job to An Existing Student Assignment/Time Sheet
Step Action Results / Notes
11 Review the employee’s new assignment
information.
12 Make the decision in the table below.
If… Then…
Any of the information
is incorrect Click the Previous button.
Make the necessary changes. Return to Review/Confirm window.
Proceed to Step #13
The information is
incorrect and you want
to cancel the transaction
Click the Cancel button, then
Click the OK button
The information is correct proceed to the next Step #13
13 Click the Confirm button.
Status success message
‘Employee/Assignment
information saved
successfully’ is displayed.
14 Click the Proceed button. System returns you to the
Find Employee
Assignments window.
Note: A student that completes an online Time Sheet with multiple jobs must select the
appropriate job and then begin entering time. S/he can insert a new row to enter time in
the same day/week for another job. The need for different jobs usually means the student
is paid at different rates. A student that swipes a clock with multiple jobs will have the
option to choose the appropriate job on the time clock. IT MAY TAKE UP TO 5
MINUTES FOR A NEW JOB TO APPEAR ON A TIMESHEET
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Workforce Manager Time Sheet Approval Manual, Continued
Task #29 #29-STUDENTS: Terminate a Student Assignment/Time Sheet
Step Action Results / Notes
Introduction: You must terminate a student Assignment/Time Sheet when
a student employee no longer works for you. Students not terminated will
continue to have access and will be able to log hours charged to your
department. If a classified employee needs to be terminated, contact
payroll.
Warning: Do not terminate your student until after their last time sheet has
been processed by Payroll and the new pay period is open. Once the
student has a zero hour Time Sheet and the student Assignment/Time
Sheet have been terminated, the student Assignment/Time Sheet will drop
from your group when Payroll processes the pay period. Until the student
Assignment/Time Sheet is dropped from your group, you must approve the
student’s zero hour Time Sheet for that pay period. NEVER “Remove”
students from your group.
1 Scroll down to the Employee menu.
Click on the “Edit Assignments” option.
Find Employee
Assignments window is
displayed.
2 Enter the appropriate search criteria to find the
employee who’s Assignment/Time Sheet
you’d like to terminate.
Click the Search button.
3 Click on the employee Assignment/Time
Sheet to be terminated. Never terminate
an employee group labeled:
“Auto-XXXXXXXX”.
Verify you have the correct employee.
Note: Some employees have more than one
Assignment/Time Sheet. The termination will occur
only in the specific Assignment/Time Sheet selected.
Employee
Information
window is
displayed.
4 Click the Proceed button. Edit Assignment window
is displayed.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet
Step Action Results / Notes
5 Click in the Assignment Status field.
6 Enter a “T” (Terminated) in place of the
“A” (Active).
Do not edit the Job and Rate window.
Assignment Job
and Rate window is
displayed.
7 Click the Next button. Review and
Confirm window is
displayed.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #29 (cont.) STUDENTS: Terminate a Student Assignment/Time Sheet
Step Action Results / Notes
8 Review the Assignment/Time Sheet being
terminated.
9 Make the decision in the table below.
If… Then…
Any of the information
is incorrect Click the Previous button.
Make the necessary changes.
Return to the Review and Confirm
window.
Proceed to Step #11
The information is
incorrect and you want
to cancel the transaction
Click the Cancel button, then
Click the OK button
The information is correct proceed to the next Step #11
10 Click the Confirm button.
Status success message
‘Employee/Assignment
information saved
successfully’ is displayed.
11 Click the Proceed button. System returns you to the
‘Find Employee
Assignments’ window.
12 The student will be dropped from your approval group after the
current pay period is processed and the next pay period is open.
Until the student Time Sheet is automatically dropped from your
approval table, you must approve the student’s zero hour Time
Sheet.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #30 #30-Process: New Classified, AFSCME or FOP Employee Hired (Does not
apply to Student employees)
Step Action Results / Notes
Introduction: The Hiring Department is responsible to inform Human
Resources (UHR) that they have made a decision on hiring an employee.
UHR then calls the employee and offers them the job. UHR has the
employee complete all the necessary hiring/payroll documents. UHR then
forwards the Payroll forms to the Payroll Office (Payroll). The new
employee will be hired into the Oracle system by UHR. The first pay
period must be reported on a paper Time Sheet. They are then imported
from Oracle to Workforce automatically after it is processed.
The following steps must be completed to give the employee the ability to
access their Time Sheet and to be paid properly. It also gives the approver
the ability to charge the payroll to the correct departmental account, to
access the Time Sheet, and to approve the Time Sheet.
Warning: Do not attempt to use the new hire process for a Classified,
AFSCME, or FOP employee. The process is only for hiring student
employees into Workforce.
1 Add the employee to the approver’s group.
See Task #25, MANAGE GROUPS: Add an
Existing Employee or a Newly Hired
Employee to a Group
2 Assign a permanent schedule to the
employee. See Task # 22, SCHEDULE:
Assign Permanent Changes to an Employee
Schedule.
3 Once new employee logs hours in
Workforce, add the account number to
charge employee’s wages. See Task # 13,
TIME SHEET CHANGES: Permanent
Costing Changes to Time Sheet
Note: If you cannot access the employee’s Time Sheet, call the Payroll
Department to verify the process mentioned in the introduction section has
been completed (see page #1 for phone numbers).
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Workforce Manager Time Sheet Approval Manual, Continued
Task #31 #31-Navigate Time Sheets Using Prev/Next Buttons
Step Action Results / Notes
Introduction: The Next and Prev options allow the manager to move from
one employee Time Sheet to another within an employee group.
1 Click on Edit Employee Time link (Dashboard)
Click on an employee group.
Employee names are
listed under the
employee group name
2 Click on an employee’s name.
Click the Next arrow to move to the next
employee within the group list.
Click the Prev arrow to return to the
preceding employee in the group list.
When making changes
to a Time Sheet, always
save the Time Sheet
prior to moving on to
another.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #32 #32-Search for an Employee Using the ‘Find’ Function
Step Action Results / Notes
Introduction: This task demonstrates the Find function to use when
searching for a particular employee’s Time Sheet. This is particularly
useful when the employee group is large and scrolling through lists is
inefficient.
1 Click on Edit Employee Time link (Dashboard)
The navigation options
are displayed at the top
left-hand side of
window.
2 Click the Find icon. Search for assignments
window is displayed.
Step Action Results / Notes
3 Click in one of the three search fields.
Enter the appropriate search criteria.
Note: You may use the * as a wildcard
when you are not sure of the complete
spelling (but may obtain more results).
The search fields
are not case
sensitive.
4 Click the Search button.
Note: If only one employee meets the search criteria, the employee’s Time Sheet
will open automatically. If multiple employees meet the criteria or the user has
multiple Assignments/Time Sheets, the manager must select the appropriate
employee Time Sheet by clicking on the employee’s name in the search results.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #33 #33-Navigate Time Sheets Using the ‘Sort’ Function
Step Action Results / Notes
Introduction: This task demonstrates the Sort function to use when
searching for a particular employee’s Time Sheet and navigating through
all of the Time Sheets in each group you approve. The sort function will
allow you to sort the employees by Last Name, First Name, or Employee
Number. This is particularly useful when the employee group is large.
1 Click on Edit Employee Time link (Dashboard)
The navigation options
are displayed at the top
left-hand side of
window.
2 Click the Sort icon. Sort Option window is
displayed.
3 Click on the Last Name, First Name, or
the Employee Number , then
Click the up or down arrow to move the
selection up or down in the sort list. The
employees will be sorted in the order you
move them in this window.
4 Click the Sort button. Sort Option window
closes.
5 Click on the Group Name to view employees.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #34 #34-Run a Report
Step Action Results / Notes
1 Click on View Group Reports link.
Report names and
descriptions are listed
after the instructions to
view and print.
NOTE: For a complete list of reports and what they do, visit the Workforce Training page from ohio.edu/finance/payroll
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Workforce Manager Time Sheet Approval Manual, Continued
Task #35 (cont.) Run a Report
Step Action Results / Notes
2 Click the name of the appropriate report. Report parameters
screen is displayed.
3 Enter the date or range.
Note: Some reports require the pay period
ending date. Others may be run for a single
day or for a specified date span.
4 Click the drop down arrow in each selection
field, if applicable.
Make desired selections.
Multiple selections of options may be
made by holding the control button during
selection process.
5 Click in the radio button next to the desired
output format.
Excel (CSV) – opens report data in excel
Excel – opens report data in excel
HTML – shows the report results on the
screen in the browser
PDF – creates a downloadable file for
viewing in Acrobat Reader. See step #7.
6 Click the Submit button to run the report.
7 If the PDF output format is selected, the user must refer to the
table below for viewing and saving options.
If… Then…
You would like to view
the report on-screen prior
to saving it
Click the Open button.
You would like to save
the report without
viewing it immediately
Click the Save button.
Click the drop down arrow in the
Save in: field.
Click on the desired location.
Click in the File name: field to
change the name of the file.
Enter desired file name.
Click the Save button.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #36 #36-Pay Code Listing PAY CODE INFORMATION: PLEASE NOTE: New Pay Codes have recently been added for Emergency Closure situations. Now when the University closes, use the pay code “Emergency Closure” to record your paid hours for the day. If you are required to work during an emergency, your supervisor can now use the “Emergency Worked” pay code to ensure proper compensation.
Pay Codes Enterable by Employees/Students (Note: Manager may enter Paid Time Off for employees that swipe in /out on a time clock. Check
with your manager to determine process in your department.)
Pay Codes Description Regular Hourly
Pay (Classified, Students, AFSCME) Pay code used to record In/Out punches for each day
worked during the pay period.
Lunch
Exception
(Classified, AFSCME) Pay code used to record lunch time taken when it differs from the
regularly scheduled lunch. Enter the actual length of the lunch (not the difference from
the usual). A zero should be entered for any days when no lunch was taken including
partially worked days where more than 4 hours are worked. There is no entry needed
when the lunch taken is the same as the regularly scheduled lunch. (refer to schedule to
verify regular scheduled lunch). Training &
Professional
Development
(Classified, AFSCME) Pay code used to record training hours in elapsed time.
Vacation (Classified, AFSCME) Pay code used to record vacation hours taken as elapsed time.
Sick (Classified, AFSCME) Pay code used to record sick time taken as elapsed time.
Personal Day (Classified, AFSCME) Pay code used to record personal hours taken as elapsed time
in full-hour increments only.
Jury
Duty
(Classified, AFSCME) Pay code used to record regular work hours lost when an
employee is subpoenaed to testify in court or serves on a jury for the United States or the
State of Ohio.
Comp
Time Earned
(Classified, AFSCME) Pay code used when employees want to ‘bank’ their overtime
hours for a week (Classified Only) or for a day (AFSCME Only) as ‘comp time’ rather
than get paid the time-and-a-half rate for those hours. The employee enters the number of
OT hours they want to bank as comp time. The overage hours that the employee banks
are automatically multiplied by 1.5 and added to the employee’s comp time bank to be
used as early as the following week (classified) or the following day (AFSCME). Comp
Time cannot be banked until the total hours for the week exceed 40 (Classified Only) or
until the hours exceed 8 or 10, depending on the AFSCME employee’s schedule, for a
day (AFSCME only). The number of hours requested to be banked must not exceed the
number of overtime hours worked during the week (classified) or day (AFSCME). See
Task #9 for instructions on banking comp time.
Comp
Time Paid
(Classified, AFSCME) Pay code used when an employee chooses to use banked Compensatory
Time. The number of hours used cannot exceed the employee’s banked balance.
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Workforce Manager Time Sheet Approval Manual, Continued
Task #36 (cont.) #36-Pay Code Listing
Pay Codes Enterable by Employees/Students
(Note: Manager may enter Paid Time Off for employees that swipe in /out on a time clock.
Check with your manager to determine process in your department.)
Military Pay (Classified, AFSCME) Pay code used to record regular hours lost due to temporary
military service in the Ohio organized militia or other reserve components of the
armed forces of the United States, including the Ohio National Guard. Not to exceed
176 hours within a calendar year. Birthday (AFSCME) Employees entitled to Birthday Pay enter a one (1) to request Birthday Pay
for that day. The system verifies that the employee is scheduled to work on the
requested date and pays the employee for one day based on the employee’s standard
work day information in Oracle.
Funeral (AFSCME) An employee who has completed the probationary period may take up to three (3)
days for arranging and attending the funeral of a member of his/her immediate family. They
may use up to 2 days as sick pay in addition to the 3 funeral days. (Classified) An employee
will use sick pay code and up to five (5) days. Other Used for anything that doesn’t have an individual pay code. A comment is required when this
pay code is used.
Volunteer
Firefighter
(Classified, AFSCME) Receives two weeks per year paid time off.
Pay Codes Enterable by Supervisors
Managers may change punches recorded under Regular Hourly Pay to any of the following:
Pay Codes Description Call Back
Scheduled (AFSCME) Employee guaranteed a minimum of three hours. The system
automatically generates the difference between the time designated as Call Back
Scheduled and the guarantee. Call Back
Unscheduled (AFSCME) Employee guaranteed a minimum of four hours. The system automatically
generates the difference between the time designated as Call Back Unscheduled and
the guarantee. Relief Wrkr Dbl
Sft (AFSCME only) Pay code should be used by AFSCME heating group only. Allows
relief workers of heating plant to work a double shift without going into OT for the
day. Flight Instr (Students only)
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88
Workforce Manager Time Sheet Approval Manual, Continued
Task #36 (cont.) #39-Pay Code Listing
Managers may make entries to the following pay codes which record time in elapsed time:
On Call (AFSCME only)
Occup Injury (Classified, AFSCME)
Holiday (Classified, AFSCME) If holiday hours do not automatically post for the employee, the
manager may enter the appropriate holiday hours. Overtime (Classified, Students, AFSCME) Manager may enter overtime that was not reported on a
previous pay period.
NOTE: Worked hours must also be entered in Reg Hourly Pay code as well. Emergency
Closure
(AFSCME, Classified, FOP) Emergency (Not Worked)
Emergency
Worked
(AFSCME, Classified, FOP) Emergency (Worked)
Excused
Absence (Classified, AFSCME) Informational pay code used to record an unpaid, excused
absence. Unexcused
Absence (Classified, AFSCME) Informational pay code used to record an unpaid, unexcused
absence. Lunch (Classified, AFSCME)
Beeper Pay (AFSCME only) This is entered as a dollar amount. It is limited to $75 per week. Used
when an AFSCME employee must carry a beeper. EE Credit Card
Tips
(Students only)
EE Declared
Cash Tips
(Students only)
Employer Tip
Credit
(Students only)
Student Meals (Students only)
Managers now have the ability to amend an employee’s time from a previous pay period. Please refer to the appropriate Quick Reference Guide under Workforce Training at ohio.edu/finance/payroll.