Agency Maintenance - DEQ

​Purpose: The agency Central Payroll Officer (CPO) will use 'Agency Maintenance' to select which cost distribution codes their agency will use in I-Time for specific earnings codes or to create an informational notice for their employees.  CPO's who are also in the UPA (User Profile Administrator) Group can also make changes to this information.

 
CPOs will view and edit the following information:
 
 
 

I-Time Information:

For DEQ purposes, do not select: Use PCA, Use Index, Use Grant, Use Project, Disable Distribution Edits
 
DEQ will use charge codes which, upon payroll processing, will be rolled up into defaulted index/PCAa according to a crosswalk SQL table provided by DEQ.
 
The Use Project Identifier (PID) option should always be selected. This option enables a charge code column to be added to employee time sheets. 
 
Default Charge Codes:
 
Default charge codes are established by the Central Payroll Officer (CPO) and allows specific charge codes to be assigned to time codes. There is only one charge code entered for each time code and multiple time codes can be entered. When a time code that has a default charge code is selected on an employee's time sheet, the default charge code will automatically populate the charge code field for that row and will not be editable by the employee.
 
To add a new default charge code, click on the drop-down box for the "NEW" record to select a time code (there will always be a "NEW" record). Once the time code is selected, the charge code selection form will open in a new window.
 
In the window that opens, there is a Special Work Package "LEAVE HR SPECIAL" that can only be used for this purpose. It is only displayed when the form is first opened from the agency profile. If any other options are selected, it will no longer be displayed to select. This special charge code is not available on the charge code selection form when opened from the time sheet.
 
Note: The Quick Select option is disabled when accessed from agency maintenance.

 

 


After the default charge code is selected, select OK. Another "NEW" record will be displayed for any additional time codes to be entered. If the time code is changed, the charge code selection form is opened again in case the charge code needs to be edited. Selecting OK or Cancel will keep the previously selected charge code. A time code/default charge code can be deleted by clicking on the 'X' on the right side of the record/box.

 

ITime Time Entry:

Allows the Central Payroll Office (CPO) the ability to control when time sheets will be available for the new Fiscal Year after the last pay period of the fiscal year has completed.

Note:  If there is not a date entered in the ITime Time Entry field, the current pay period plus the remaining timesheets for the fiscal year (up to 25) will be available.
 
Notices:
 
The Central Payroll Officer (CPO) is able to enter a message for all employees to view.  The State Controller's Office can also add a statewide message.
 
There is not a spell check and the message is limited to 80 characters.
 
This notice can be changed as frequently as needed.
 
Employees will be able to view this message when they click on the 'Notices' button under the 'Help' button in the lower left portion of the left frame.  The notice button will only appear when there is a message and will appear as one of the following. 
 
Message is only from the agency: