PayrollTracey Richardson, Controller

Dora Sanchez, Payroll SupervisorAbel Del Real, Payroll Technician

Agenda

Staff Dates & DeadlinesEarn TypesTime Card EntryDifferential CodesTime Card ErrorsNegative LeavesCommentsQuestions

Data Entry

Department: Who reports to me?Make a check off list of time cards submitted to your department/area.

Time Card Entry Dates and Deadlines (example)

HUMAN RESOURCES PAPERWORK SUBMISSION DATES (5 p.m.) FOR

TIMECARD ENTRY OPENS AT8:00 a.m. on:

TIMECARD BASED ASSIGNMENTS*

Friday, May 31, 2013Fiscal Year 2013Monday, June 10, 2013

Friday, June 21, 2013 Monday, July 01, 2013

Friday, June 28, 2013

Fiscal Year 2014Wednesday, July 10, 2013

Thursday, August 1, 2013 Monday, August 12, 2013Friday, August 23, 2013 Tuesday, September 10, 2013Wednesday, October 02, 2013 Thursday, October 10, 2013Friday, November 01, 2013 Friday, November 08, 2013Wednesday, November 27, 2013 Monday, December 09, 2013Thursday, January 02, 2014 Friday, January 10, 2014Friday, January 24, 2014 Monday, February 10, 2014Friday, February 28, 2014 Monday, March 10, 2014Wednesday, April 02, 2014 Thursday, April 10, 2014Thursday, May 01, 2014 Friday, May 09, 2014Friday, May 30, 2014 Tuesday, June 10, 2014Friday, June 20, 2014 Tuesday, July 01, 2014

Fiscal Year 2015

Tuesday, July 01, 2014 Thursday, July 10, 2014 Tuesday, July 15, 2014

Short Entry Time Due to County Schedule Cut-Off Date. This is LimitingPayroll Entry Time. There will be NO EXCEPTIONS TO LATE TIMECARDS

Wednesday, July 3, 2013 has a 5:00 p.m. cut off

Submission of complete paperwork to the HR Office on or before the listed deadline guarantees processing for the current pay cycle. Late paperwork will be processed as time permits, but cannot be guaranteed for the pay cycle.NOTE : There is a separate calendar for Assignment Contract Deadlines.

Wednesday, May 14, 2014Friday, June 13, 2014Thursday, July 03, 2014

Wednesday, December 11, 2013Wednesday, January 15, 2014Thursday, February 13, 2014Thursday, March 13, 2014Tuesday, April 15, 2014

Monday, July 15, 2013Thursday, August 15, 2013Friday, September 13, 2013Tuesday, October 15, 2013Wednesday, November 13, 2013

HR AND PAYROLL PROCESSING SCHEDULES FOR REGULAR AND YEAR-END PAYROLLS

TIMECARD ENTRY CLOSES AT5:00 p.m. on: (unless noted)

Thursday, June 13, 2013

Wednesday, July 3, 2013

Earn Type Codes

Earnings Type Earning Type Description

Overtim e For Pay

Sick Leave Used*See

Note

Vacation Hours Used

Com p Tim e Used

W ell Days Used

Jury Duty Absence

Bereavem ent Absence

W orker's Com p Absence

Long Term Disability

NML Normal Earnings OVT SICK VACA CTO WELL JURY BRV KWC DSBL02.5 Longevity Differential - 10 yrs R2.5 S2.5 V2.5 T2.5 W2.5 J2.5 B2.5 K2.5 D2.505.0 CSEA Swing/L39 Split Shift Diff R5.0 S5.0 V5.0 T5.0 W5.0 J5.0 B5.0 K5.0 D5.005.0 L39 Nite Shift Differential R5.0 S5.0 V5.0 T5.0 W5.0 J5.0 B5.0 K5.0 D5.0

07.5 L39 Swing/CSEA Nite+ 2.5% Lngv R7.5 S7.5 V7.5 T7.5 W7.5 J7.5 B7.5 K7.5 D7.510.0 LNiteSplit/Swing-CNite+5%Lngv R10 S10 V10 T10 W10 J10 B10 K10 D1012.5 L39 Nite Shift + 7.5% Longevity R125 S125 V125 T125 W125 J125 B125 K125 D125

BCP Back Pay When using these earn types and employee has Longevity/Shift DiffCNWP Contract Non Work DaysLAB Laboratory RateLEC Lecture RateOTHR Confdntl/Suprvsr OtherLeavePHOL CSEA/L39 Personal HolidayUNPD Unpaid AbsencesWOC Work Out of Class

Earning Types - Quick Reference

*SICK-For Full Time "F" positions Faculty Members sick days are entered in ¼ day increments. All other employees are tracked in hours

total hours and earn type.Earn Type UNPD, Work Hours 8, "Earning Differential" Time = 8 Code 02.5 (only if it applies)

you must remember to use the differential boxes to include

Time Card Entry

Monthly Cycle: Classified, Hourly, & Student employees 1. Enter “TCDE” into the Quick Access box. (You must be in the HR module.)

Time Card Entry

2. Pay Cycle (enter either M for monthly or A for Academic). Press ok. You can also enter “…” then select a cycle.

Time Card Entry

3. Enter period end date. Always the 10th of the month (except for June 30th).

Time Card Entry

4. Enter “N” unless you are entering back-pay (BCP).

Time Card Entry

5. 3 ways to lookup employee: Datatel ID (easiest), Social Security #, or Last Name.

Time Card Entry

6. Enter “…”. If the employee has more than 1 position open it will allow you to select it.If the employee has only 1 position open, skip step #7.

Time Card Entry

7. Enter the Number that corresponds with the position in box below and press “Enter”

Time Card Entry

8. Make Changes to Time Card and Approve. Press “F10” to save and move on to next employee.

Time Card Entry

9. Things To Remember

 The “Sched Hours” total should match the “Work Hours” total for Permanent Classified Employees unless you enter Over-Time.

Non Academic Employees’ time is recorded in Hours, Faculty in Days, Adjunct in Hours.

 Hourly and Student employees do not use the UNPD code, just enter “0” for scheduled days not worked.

Never ZERO out hours for Permanent Staff. Use CNWP for Non-Academic (CSEA, L-39).

Time Card Entry Differential Codes10. Certain “Earn Types” require manual input of thedifferential code (PHOL, UNPD, & CNWP).

Time Card EntryWAGS Errors (Start or End Dates)

11. If you are having to insert dates prior to the first day or after the last day in TCDE, check WAGS dates.

Time Card Entry Check WAGS12. WAGS indicates this student is not authorized to work prior to 1/24. Contact HR in order for their position dates to be adjusted.

Time Card EntryNegative Leave Balance error13. If you see this pop up on the screen do not update. Go to LEVS to review leaves.

Time Card Entry Check LEVS14. Determine balance of Leave type that is negative andcontact employee with options (UNPD, or other leave type).

Time Card EntryComments Screen15. Place comments for Over-Time, Substitutes, Saturday work for Students or other Hourly Staff.

Time Card Entry

Examples of Time Card Entry

StudentNon AcademicAcademic

Website:http://www.hartnell.edu/administrative_services/https://sites.google.com/a/hartnell.edu/forms/home

Time Card Entry

Questions?

Payroll Contacts

Dora SanchezPayroll SupervisorExt. 6951Classified, Student & Hourly Payroll

Abel Del RealPayroll TechExt. 6993Academic Payroll