etimesheets weekly salaried (exception) employee · etimesheets weekly salaried (exception)...

eTimeSheets Weekly Salaried (Exception) Employee

Getting Started

Login with your PennKey to eTimeSheets:

https://timereporting.apps.upenn.edu

From the Home page, you can view announcements from Human Resources, ‘Add a Time Sheet’ or ‘Review Time Sheets’

Click [Add a Time Sheet] to add/edit an existing timesheet for the current week, four previous weeks or four future weeks

Click [Review Time Sheets] to review all existing or pending timesheets

Add a Time Sheet

1. From the Home page or top menu, click [Add a Time Sheet]

2. Select the appropriate week from the ‘Pay Period’

Note you will see four weeks prior and four weeks advance

3. Enter the Day, Hours and Earnings Type

Category is an optional field. Check with your Supervisor for usage.

4. Click on [Add and Entry] to add the next time slot

5. Check this box to use this week’s time sheet as a template

6. Click [Submit for Approval] to sent to your Supervisor

Note you can [Save as Draft] if you would like to complete later. Once you [Save as Draft] a [Delete] option will also be available.

While awaiting approval of your time sheet, you can click on [Submit and] select ‘Remove Approval as Employee’

7. The [Notes] are used to explain why a time sheet is rejected

The [Notes] can also be used for reference by the employee, etc. An indicator next to the button will show if there are existing notes.

8. This section provides useful information about the employee, i.e. Job Class, Standard Hours, Vacation and Sick Time Balances, Uncompen-sated Time and Temp Hours

9. This section summarizes the Total Hours, Total Regular, etc.

Help

Please contact your Supervisor or ORG Administrator for questions or assistance regarding your eTimeSheet.

Additional Information

If you are a 35.0 or 37.5 hour employee and work more than these hours, but not over 40.0 hours, your department is authorized to offer you Comp Time. For additional information go to:

https://www.hr.upenn.edu/myhr/resources/policy/compensation/overtime

Important Information

Time sheets should be entered each week. You can also enter time sheets in advance for when you go on vacation.

Timesheets can only be approved for the current week

Time Sheets must be submitted by 5 p.m. on Thursday of each week

If applicable, enter the anticipated time worked for Fri- Sat-Sun

If there is a change required after 5 p.m. on Thursday, please contact your Supervisor or ORG Administrator

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Human Resources Policies

For more information regarding Paid Time Off (PTO), Meals and Rest Breaks, etc., go to:

https://www.hr.upenn.edu/myhr/resources/policy/all

The Process

Supervisor ORG Administrator

eTimeSheets Payroll

Employee

5 pm

Thursday

1 pm

Friday 12 pm

Monday

3 pm

Monday


https://www.hr.upenn.edu/myhr/resources/policy/compensation/overtime


eTimeSheets Weekly Hourly (Positive) Employee Page 1 of 2

Getting Started



From the Home page, you can view announcements from Human Resources, ‘Add

a Time Sheet’ or ‘Review Time Sheets’

Click [Add a Time Sheet] to add/edit an existing timesheet for the current

week, four previous weeks or four future weeks

Add a Time Sheet

1. From the Home page or top menu, click [Add a Time Sheet]

2. Select the appropriate week from the ‘Pay Period’

Note you will see four weeks prior and four weeks advance

3. Enter the Day, Hours and Earnings Type

Category is an optional field. Check with your Supervisor for usage.

4. Click on [Add and Entry] to add the next time slot

5. Check this box to use this weeks’ time sheet as a template

6. Click [Submit for Approval] to send to your Supervisor

Note you can [Save as Draft] to complete later. Delete] option also available.

While awaiting approval of your time sheet, you can click on [Submit and] select ‘Remove

Approval as Employee’

7. The [Notes] are used to explain why a time sheet is rejected

The [Notes] can also be used for reference by the Employee, etc. An indicator next to the

button will show if there are existing notes.

8. This section provides useful information about the Employee, i.e. Job

Class, Standard Hours, Vacation and Sick Time Balances, and Temp Hours

9. This section summarizes the Total Hours, Total Regular, etc.

Help

Please contact your Supervisor or ORG Administrator for questions or assis-

tance regarding your eTimeSheet.


A Penn’s student's primary responsibility is their academic achievement and work cannot be a priority. When classes are in session, students (full-time or part-time) are not permitted to work more than a total of 20 hours per week.

For information regarding Temporary Workers, go to: https://www.hr.upenn.edu/myhr/resources/policy/recruitment/temporary-extra-persons


Time sheets should be entered each week. You can also enter time

sheets in advance for when you go on vacation.

Timesheets can only be approved for the current or past week, not a future week

Time Sheets must be submitted by 5 p.m. on Thursday of each week

If applicable, enter the anticipated time worked for Fri- Sat-Sun

If there is a change required after 5 p.m. on Thursday, please contact

your Supervisor or ORG Administrator.

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The Process

Supervisor ORG Administrator

eTimeSheets Payroll

Employee

5 pm

Thursday

1 pm

Friday 12 pm

Monday

3 pm

Monday

Important Note: If an eTimeSheet is edited by the

Supervisor or the ORG Administrator, the Employee

must subsequently approve the eTimeSheet again.


https://www.hr.upenn.edu/myhr/resources/policy/recruitment/temporary-extra-persons

eTimeSheets Weekly Hourly (Positive) Employee Page 2of 2

Earnings Types

Exception

Regular Pay (REG) Sick (SCK) Sick Family Member (SCH) Paid Time Off (PTO) Holiday (HOL) Overtime OVER 40 Hrs (OTP) Overtime UNDER 40 Hrs (OTS) Jury Duty (JUR) Funeral (FNL) ACCRUE as Comp Time (Under 40 Hrs) USE Accrued Comp Time

Earnings Types

Positive

Student Workers/Work Study

Regular Pay – In Class Regular Pay – Not in Class Overtime OVER 40 Hrs (OTP)

For more information regarding Student Workers

(Work Study and Non-Work-Study), go to:

http://www.sfs.upenn.edu/seo/students.html

Temporary

Regular Pay (REG) Sick (SCK) Sick Family Member (SCH) Overtime OVER 40 Hrs (OTP

For information regarding Temporary Workers, includ-ing Sick Leave Eligibility, go to HR Policy #114:


Email Notifications will be routinely sent from the eTimeSheets system for the following reasons:

Editing of the timesheet must be done by the following designated times. Approvals can occur retroactively:

Time Sheet Required by… Day Time

Employee Thursday 5:00 p.m.

Supervisor (Primary or Secondary) Friday 1:00 p.m.

ORG Administrator Monday 12:00 p.m.

Payroll (UMIS) Monday 3:00 p.m.

Type of Email Recipient Weekly Hourly Day Time

Approval Needed Employee Yes Thursday Noon

Approval Needed Primary Supervisor Yes Thursday 5:00 p.m.

Approval Needed Secondary Supervisor Yes Friday 10:00 a.m.

Approval Needed ORG Administrators Yes Monday 10:00 a.m.

No Timesheet Notification Employee Yes Thursday Noon

Expiring Roles or Distributions ORG Administrators Yes Friday 8:15 a.m.

Touched Timesheets Employee Yes Daily Mon-Sun Every 15 minutes

Touched Timesheets Supervisor Yes Daily Mon-Sun Every 15 minutes

Human Resources Policies

For more information regarding Paid Time Off (PTO), Meals and

Rest Breaks, etc., go to:


http://www.sfs.upenn.edu/seo/students.html




eTimeSheets Supervisor Page 1 of 2

Getting Started



From the Home page, you can view announcements from Human Resources, ‘Add a Time Sheet’ or ‘Review Time Sheets’

Supervisors will want to review Supervisory Groups to ensure all of their employees are included

Help

Please contact your ORG Administrator with questions or assistance re-garding your eTimeSheet.

Approve, Reject or Edit a Time Sheet

1. Click on [Review Time Sheets]

2. Click on [Select] next to the desired employee

3. Review the Time Sheet ; edit as appropriate

4. When ready, click on [Submit and Approve as Supervisor] or Sub-mit and Reject as Supervisor]

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Note the Approvals

complete or incomplete

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Note the

Supervisory Group

History of Approv-

als or Rejects Here

Important Note: If the eTimeSheet is edited by

the ORG Admin, after Supervisor has approved, the

Supervisor must subsequently approve again.

Supervisors must approve

by 1:00 p.m. each Friday.

ORG Administrators by

12:00 p.m. each Monday


Once you have been set up as the Primary or Secondary Supervisor by the ORG Administrator, you will be required to Approve, Reject or Edit Time Sheets submitted by employees named in your Supervisory Group— also set by the ORG Administrator.

For documentation regarding eTimesheets, go to:

http://www.finance.upenn.edu/ftd/documentation.shtml#eTimeSheet

For all Human Resources Policies go to:


Note the Total

Hours for all

Roles


Supervisors need to monitor all employees submitted an eTimesheet Note: A Supervisor can enter an employees timesheet as needed.

Employee will have to approve the timesheet after Payroll reopens.

ORG Administrators are able to ‘approve’ an eTimeSheet if the Supervi-sor has not done so

Timesheets can be entered for the current week, four weeks in the past and four weeks in the future Note: Approving for advanced timesheets is limited

Leave balances from UMIS appear on eTimeSheets for each employee


http://www.finance.upenn.edu/ftd/documentation.shtml#eTimeSheets


eTimeSheets Supervisor Page 2 of 2

Reports

As the Supervisor, you will also be responsible for running Reports as needed

Click on a desired Report, for example ‘Comp Time Summary’, to see which employees

have Comp Time Hours available or Outstanding Approvals to see if you, as the Supervi-

sor, have an outstanding approvals required

Notes...

















* See the Supervisor QRG for How to Approve, Edit or Reject a Time Sheet for an Employee

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Manage Supervisory Groups

1. As an ORG Administrator, you will be required to Manage Supervisory Groups

2. Click on [Add an Supervisory Group]

3. Enter a ‘Name’, e.g. ORG #, ORG Name followed by optional add’l information, e.g. Supervisor’s Name

You can edit the Supervisory Group name as needed

4. Select an ORG from the dropdown list

5. Select the Status, i.e. Draft, Active or Inactive

Hover over the Status field for the definitions of each

6. Click on [Submit]

You need to add a Group before you can add a Supervisor

7. Click on [Add a Supervisor] and search

You can add a Primary and a Secondary Supervisor

8. Click on [Submit]

9. Click on [Add an Employee Role] and select an Employee

Employee Roles can be selected even if Role End Date has passed

10. Click on [Edit] to Add an Existing Account or Add a

New Account and/or change ‘Active’ to Yes/No

If a new account is added, it will not be added to PennWorks

11. Denotes whether the Employee is Active in a

Supervisory Group

12. Click [Back] to add another person (not shown here)

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Review and select

desired options

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eTimeSheets ORG Administrator* Page 1 of 2


ORG Administrators are expected to set up Supervisory Groups and approve timesheets each week; monitor the payroll feeds on Monday

of each week, correcting errors as necessary; monitor for timesheets that were not submitted; and keep Supervisory Groups up to date.

For documentation regarding eTimesheets, go to:

http://www.finance.upenn.edu/ftd/documentation.shtml#eTimeSheet

For all Human Resources Policies go to:


Getting Started

Submit a completed eTimeSheet Logon Access form Login (add link) to you School/

Center Administrator



From the Home page, you can view announcements from Human Resources, ‘Add a

Time Sheet’ or ‘Review Time Sheets’, etc.


ORG Administrators need to monitor all employees submitted an eTimesheet

Note: An ORG Administrator can edit an employees timesheet as needed. Employee and Supervisory will have to re-approve the time-

sheet after Payroll reopens.

ORG Administrators are able to ‘approve’ an eTimeSheet if the Supervisor has not done so

Timesheets can be entered for the current week, four weeks in the past and four weeks in the future

Note: Approving for advanced timesheets is limited

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http://www.finance.upenn.edu/ftd/documentation.shtml#eTimeSheets



* See the Supervisor QRG for How to Approve, Edit or Reject a Time Sheet for an Employee

Tips

While you can change the name of a Supervisory Group, you are not able to ‘Delete’ a group if there are employees with active timesheets included in this group.

A Supervisory Group is tied to a single ORG and only roles in that ORG can be added to that group

If you don’t add and Employee to a Supervisory Group, the Employee cannot enter a Time Sheet

An Employee, with more than one Role, can be in more than one Supervisory Group. The ORGs for each must match.

If you edit a Time Sheet that has been previously approved by the Employee and the Supervisor, they must subsequently approve the Time Sheet again

You can’t change a processed Time Sheet; you can add time (up to four weeks) if time has not been reported , i.e. Late Pay

Reports

As the ORG Administrator, you will also be responsible for running Reports as needed

After you Review Time Sheets and check for approvals and see what is ’Feed Eligible you may want

to run an ‘Outstanding Approvals’ Report. It is then recommended you run the following reports:

Error in Payroll Feed Lines

Payroll Feed Report—set Final to ‘Yes’

Help

Please contact your School/Center Administrator with questions or assistance regarding your eTimeSheet.



eTimeSheets ORG Administrator* Page 2 of 2















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