Employee Time Entry - DEQ

From the left navigation frame, an employee may choose to enter time for the current pay period future pay
periods. To enter time for a different pay period, click on the drop-down arrow and select the correct time frame.
 
 
Note:  If there are no pay period dates available in the 'Enter Time' drop-down list the following message will be displayed: 'Time sheets for the new fiscal year are not available.  For additional information, please contact your Central Payroll Officer.'

The time sheet will load as shown below. 

The following employee information is displayed at the top of the time sheet:
 
  • Pay period and pay date
  • Employee name
  • Pay location and position
  • TEL name
  • Employee class title

 

Current leave balances will also be displayed. When coding leave, do not enter more hours than are available.

 
 
 
Termed Employees - Employees who are terminating or changing positions will have a 'POS Term Date' displayed in red and they will not be able to enter time after that date.  The days after the termination date cannot be edited.
 
Comments - Employees do not have the option to create comments on their time sheets. Approvers and CPOs are also not able to create comments on their own time sheets, but are able to create comments on time sheets for other employees.  Future time sheets will be deleted.
 
All users are able to view comments that have been saved to a time sheet. Once a comment is saved it cannot be removed, the comment will remain in history as part of that particular time sheet. 

Entering Time:
 
Click on the first line of time where it asks for Time Code.
 
Select the type of time
 
Selecting a time code can be done by:
 
Typing the time code in (type ahead feature is in place) Or by clicking on the drop-down arrow and selecting the Time Code from the list.  
 
For Time Code descriptions, click on the down arrow to the right of the Time Code field.
 
Tab to each day and enter the appropriate number of hours.
 
Time Code selection -

 

Time Code Description -

 
Tab to each day and enter the appropriate number of hours. 
 
How to code less than one hour
 
You can enter 8 or 8.0, if you enter 8 and press tab key, the system will enter it as 8.0.  The system will only accept one decimal place.  If you enter 4.25 hours, 4.2 will be displayed; the last character will be dropped.
 
If more than 24.0 hours is entered into a field (unless using time codes CPP, OCP, RHP, SFT or VCP), the following error message will be displayed. “You Cannot Enter More Than 24 hrs For One Day”.
Employees eligible for a payoff may enter more than 24.0 hours in a field when using Time Codes CPP, OCP, RHP, SFT or VCP.  When entering more than 24 hours using these time codes, the following warning message will be displayed. “WARNING: You Have Entered More than 24 hrs For One Day”.
 
 

 
Continue entering time and tabbing through each day, entering the appropriate number of hours for the Time Code selected.
 
Most employees will start with (ACT) Actual Time Worked     
 
Note: Any hours worked over 40 should be entered as OTD.
 
Hours will be totaled at the end of each row and the bottom of the column.  Use these totals to verify the hours for time by time code, by day and by week. 
 
Charge Code Selection Form
Users will need to select the charge code selection form for each applicable row (by clicking on the drop down arrow). A charge code is required for any time code that is not considered a leave code.
 
When an employee selects a leave time code, I-Time will clear out the charge code field on the time sheet. There are some leave codes which will automatically default to a specific charge code (example: Leave HR Codes).
 
Entering a Charge Code
On the charge code selection form, the Project Code, First Level, Project Identifier, OBS, WBS, and Work Package fields must be selected.
 
Invalid Charge Codes
When a charge code is selected and saved to a time sheet, if any part of that charge code becomes invalid (before it is approved), the employee will see ‘INVALID" in the field where the invalid charge code was found. If the employee tries to submit their time with this code they will receive the error message "Distribution is required for Week ‘X’ Line ‘X’."  The field must be corrected before the time sheet can be submitted. Only charge codes with a status of 'opened' will be available in I-Time.
 
Quick Select List
Charge code selections for the current and last payrolls will be displayed in the Quick Select list.  Users can use the ‘Quick Select List’ as an option if the charge code has been used within the last 2 payrolls. Any charge codes that were used prior to the previous 2 payroll will not be saved in the ‘Quick Select List’.
 
If part of a Quick Select charge code becomes invalid, the system will highlight the valid parts of the charge code. The user will need to finish selecting a complete charge code to continue.
 

 
Additional lines of time:
 
Select the Time Code from the drop-down menu.
 
A time code can appear on multiple lines to allow for different charge codes. Tab past the 'Total' for the row and enter charge code if needed.
 
A few of the common codes are:
ACT - Actual Hours Worked
VAC - Vacation Leave Taken
SIC - Sick Leave Taken
HOL - Holiday Pay (State Holidays will be identified by a red box on the day you should enter these hours.) There are different Time codes if you work on the holiday depending on your FLSA codes.
CPT - Comp Time Taken
 
If an employee codes more leave than is in their available balance, the payroll system uses defaults to ensure the employee has exhausted all applicable leave balances before converting to leave without pay.
 
Use this link for a complete list of Time Codes and Leave Defaults.
 
For each additional line of time, tab across and enter the time in the manner described above.
 
When all time is entered for week one, click on week two and repeat the time entry process.
 
Total Hours Hours for both weeks will be totaled under week two

 
Override fields can be changed.



Override fields cannot be changed.
 
 

 
The Override Indicators can be used to change (override) an employee's record for a single pay period, the pay period they are entering time for. The override fields cannot be changed unless the employee is eligible to accrue or receive pay for Overtime and be eligible for Shift pay.
 
Employees that are eligible for shift pay can override their 'Shift' indicator.  An Approver or the Central Payroll Officer (CPO) can override both the 'Overtime' and 'Shift’ indicators.  A numeric value must be entered to override the first week, second week or both weeks.
 
Note:  The time sheet for an 'H' hourly employee with a FLSA code 'B', 'D', 'J' or 'Q' will show the OVT field as editable.  If the CPO updates this field to something other than 'N', the employee's time will error when payroll is run.
 
Submitting your time:
 
You have the option to:

 
 
Save – Will save what you currently have entered and will allow you to enter time, make changes later or add comments later.  If a time sheet is 'Saved' and not 'Submitted', it will be archived with a status of 'Incomplete'.
 
Submit – Will submit the time sheet as it is, and send to the Approver, Reviewer or the Central Payroll Officer (CPO).  If your agency uses the Leave/Overtime Request, you cannot submit your time sheet until the Leave/Overtime Request has been approved.  An error message will be displayed until the request has been approved.  After a time sheet has been submitted you will be able to make changes until the review is completed or the time sheet has been approved.
 
Reset – Will not save any current changes, it will reset the time sheet to the last time it was saved.  If a time sheet has never been saved the time sheet will return to its original blank form. 
 
Status – At the bottom of the page there is a status section that will allow you to view your time sheet and know where it is in the approval process.  The status section will be similar to the image displayed below.
 
Comments – An employee is not able to add comments to their own time sheet.   However a CPO or approver can add comments. An employee will always be able to view any comments on their time sheet.
 
 
Audit Trail and Status:

 
 
 
Awaiting Approval by Approver
Awaiting Approval by Reviewer
Awaiting Completion by CPO
Awaiting Release
 
Once payroll is processed, time sheets will no longer be able to be edited and will only be able to be viewed by clicking on “View/Print Reports”.
 
 
Leave Allocation
Charge codes/distribution is allocated proportionately to leave codes from the time worked for two pay periods. If there is no time worked for either the current or prior pay periods, it continues looking for two pay periods with time worked within the fiscal year. If only one pay period is found, it will use that pay period. If no time worked has been found within the current fiscal year (including the current pay period) the approver will receive an error when they try to approve the time sheet, and will then need to contact the CPO.
 
Distribution Roll Up
When the Payroll Processing is submitted, all distributions (selected and allocated) will be rolled-up into defaulted index/PCAs according to information provided by DEQ.
 
Time Sheet - DEQ Expenditure Distribution
When Payroll has been submitted, a new section called DEQ Expenditure Distribution is added/updated on the bottom of the time sheet displaying the index (rolled up index and PCA), PCA (before roll up), charge code, and Project/Res fields for time worked and leave allocated. For time worked, all charge codes are sorted in ascending order. For leave, the row totals for the week are sorted in descending order.
 
 
Possible Error Messages During Time Entry:
 
Distribution is not allowed when entering leave. This message displays as an error when the user tries to click on the Charge Code arrow on a row with a leave time code selected. 
 
Note: The charge code field is blanked out when time worked earnings is changed to a leave earnings.
Distribution is required for Week 'X' Line 'X'. This message displays on Submit and Approve as an error to require a charge code for all hours worked.
 
Charge code may not be changed for time code 'XXX'. This message displays when the user tries to click on the Charge Code arrow on a row that has the charge code defaulted as decided by DEQ.
 
HOL hours of 'XX' should be entered in Week 'X'. For additional information, please click on the Help button. This message displays on Submit or Approve when time coded is below the 4 hour minimum or different than the calculated amount (pay period hours divided by 10).

 
Note:  This message can be overridden by the CPO. They can enter as many HOL hours as needed for an employee and the message will only display as a warning.
 
Leave in Week 'X' can only be entered up to 'XX' hours. For additional information, please click on the Help button. Press OK to continue, Cancel to correct. This message displays on Submit or Approve as a warning when leave is coded more than the calculated maximum (pay period hours divided by 2) for the week.
Note:  This message displays as a warning because executive employees can enter 30 hours in one week and 50 hours in the other. They can only have 80 hours a pay period, but are not limited on how those hours are coded weekly.
 
Overtime may not be entered until hours worked exceed 40. For additional information, please click on the Help button. This message displays on Submit or Approve as an error when hours worked is equal to or less than 40 hours and an overtime code has been used.
 
Hours worked in Week 'X' exceeds 'XX', 'XX' hours must be reported as overtime. For additional information, please click on the Help button. This message displays on Submit or Approve as an error when hours worked is greater than 40 and the correct amount of overtime is not coded with an overtime code.

 
Note:  Overtime is calculated on 40 hours per week for part-time and full-time employees, not half their pay period hours.
 
Less than 80 hours were entered for an Executive FLSA Code employee. Press OK to continue, Cancel to correct. This message displays on Submit or Approve as a warning for employees with FLSA code E when the total hours coded for the pay period is less than 80. This message will display for a part-time FLSA E employee if they code less than 80 hours. This message only displays for FLSA E employees, it does not display for other FLSA codes that are Time Sheet Required N.
 
Logging Off:
 
Click 'Log Off' in the lower left hand corner
 
To go to another SCO application, click on the Applications Menu.