payroll department peoplesoft payroll and time and labor · 2019. 10. 6. · kaba ivr (telephone...

Payroll Department PeopleSoft Payroll and Time and Labor

Team Member User Guide

` Payroll Team Member User Guide ____________________________________________________________________________________________________________________________________

2

Payroll Cycle Overview


3

IMPORTANT NOTICE!!!!

Effective with pay period 8, Check Date April 12th, 2019, ALL paper checks will be mailed directly to the Team Member’s home from ADP’s Alpharetta, Georgia location.

Please allow 3-5 business days for receipt.

To avoid delays, enroll in direct deposit or request a paycard before Friday, April 6th! Enroll in Direct Deposit by Friday, April 6th, 2019 via MyWay – My Payroll tile – Direct Deposit Menu.

Contact the Payroll Department to request a pay card by Wednesday, April 3rd, 2019 via one of the methods

below: o Submit a case via MyWay (Submit a Question to Payroll). o Email the Payroll Department at [email protected] o Call the Payroll Hotline at 551-996-3575.

Team Members must verify their home address is correct and submit any corrections by Friday, April 6th!

Address changes can be made via MyWay – Team Member Self-Service tile Click on Personal Details Click on Home Menu option – your address will appear on the right-hand side of the screen. Click anywhere within the Address box. Update your address with the corrections. Ensure your information is entered correctly. Click Save

mailto:[email protected]


4

PSOFT Time and Labor Team Member Responsibilities and Information

Team Member Responsibility for Recording Hours Worked All Team Members are required to record hours worked daily via one of the time collection devices.

o KABA Clock o KABA IVR System (Telephone Time Entry) = only eligible to Team Members who do not work at a designated location o PSOFT Web Clock via MyWay

Recording Hours Worked:

o Non-Exempt Team Members MUST punch IN/OUT for all jobs o Non-Exempt Team Members MUST perform cost center transfers for all jobs when working in cost centers outside their home cost center o Non-Exempt Team Members MUST punch IN/OUT for call-back for both all jobs when applicable o Exempt Team Members MUST punch IN/OUT for Additional Jobs ONLY (non-Primary jobs). o Exception: Facilities requiring exempts to punch as “present” for regulatory compliance should do so for all jobs this requirement applies to. o Excludes Physicians = All Physicians are paid by the hours reported on the Time Study Report timesheet. Refer to the PSOFT Physician Time

Study Reporting training guide. o Performing Cost Center transfers versus “Call-Back” at the clock

o Use the cost center transfer option at the clock when you are working in (floating to) a different cost center o Use the “call-back” option at the clock ONLY when you are “on-call” and are called back. o Being asked to work a “full shift” due to an absence is different than being “called back” while on-call. Speak to your Leader if you are

unsure if the “call-back” option applies to you.

Common Errors that prevent Team Members from punching IN:

o Your schedule is missing or not current (NOTE: All schedules are updated at the clock every 15 minutes) o Ask a designated person within your department to override the restriction profile at the clock so you can punch IN. o OR; notify your Leader immediately so your punch can be recorded via manual entry on the timesheet.

o Your biometrics is not working properly o Ask your Leader to redo your biometric scanning o If the scanning could not be done after multiple times, ask your Leader to request a PIN # from the Payroll Dept.

Note, only your Leader can request a PIN #.

When scanning simply cannot be done, Leaders can requests to obtain a PIN # for their team members by submitting a case via MyWay (Submit a Question to Payroll).


5

PSOFT Time and Labor Payroll Processing Timelines, Responsibilities and Information

Schedules All exempt Team Members are paid by schedule up to their standard hours per pay period.

All Schedules and Absences from all sources must be approved by Payroll Monday at 9:00 am to be processed and paid for the

current pay period. o PSOFT Time and Labor

Hours on timecard with “HIGH” exceptions must be corrected for the hours on that day to be calculated and processed.

Hours with LOW and MEDIUM exceptions should be reviewed for accuracy and “allowed” or “corrected”.

Physicians must “SUBMIT” all electronic time study reports to be paid.

Payable time approved for payment by 1:00 pm. on Payroll Tuesday is what is sent to payroll for processing.

Important Deadlines: All Schedules and Absences must be entered and approved by 9:00 am on Payroll Monday.

Absence corrections/additions are not available for entry or correction on the timesheet so everything must be accurate by the 9:00 am close.

Any hours relating to absences entered after the 9:00 am deadline must be submitted to Payroll as a payroll adjustment and will be processed on the next regular payroll

All Payable Time (timesheets) must be approved by 1:00 pm on Payroll Tuesday.


6

PSOFT Time and Labor Payroll Adjustments Timeline

Payroll Adjustments: All payroll adjustments will be processed on the next regular payroll.

In extenuating circumstances or when a team member is missing 16 hours or more, an adjustment received by Monday at 4pm

will be processed on a weekly off-cycle payroll and payable on Friday.

Manual checks in-house are no longer processed or available.

Any off-cycle adjustment that produces a paper check in the absence of direct deposit or a paycard will be mailed directly from ADP’s Alpharetta, Georgia on Thursday. Please allow 3-5 days for receipt.

TIPS for accurate pay! Punch IN/OUT every day as expected to avoid missing punches.

Review the training guides provided to familiarize yourself with using the KABA clock, IVR or Web Clock.

Review your timesheet often throughout the pay period and partner with your Leader to correct any missing punches or

missing hours by Friday before the pay period closes on Saturday.

Ensure your schedule for the pay period is correct.

Submit absence requests timely.


7

KABA Clock Instructions


8

KABA Clock Instructions


9

KABA Clock Instructions Clocking IN for Regular Shift or Clocking IN for Call-Back while On Call

Clock IN for Regular Shift Clock IN for Call-Back while On Call


10

KABA Clock Instructions Clocking IN with Cost Center Transfer


11



12



13

KABA Clock Instructions Clocking in “Call-Back” while On Call with Cost Center Transfer


14

KABA Clock Instructions Exempt Present Punch (Applies to Exempt Team Members – Primary Job ONLY

Only Team Members that are required to report their presence for compliance reasons should use the Exempt Presence Punch clock IN.

You will see the EPP Time Reporting Code on the timesheet when this is used.


15

KABA Clock Instructions Clocking OUT


16

KABA Clock Instructions Clocking OUT


17

KABA Clock Instructions Exiting KABA


18

KABA IVR (Telephone Time Collection) Instructions

Employees who do not have the capability of recording their time via KABA clock or PSOFT Time and Labor Web Clock will utilize the KABA IVR (Telephone Time Collection) system. The following transactions may be performed via the KABA IVR system: Punch IN/OUT for primary and additional jobs Cost Center Transfers for primary and additional jobs How to use the system: 1. Dial 1-866-616-9743 2. You will be greeted with “Welcome to the Hackensack Meridian Health Time and Attendance System” 3. Press 1 for English or 2 for Spanish 4. Enter your KABA login (7 digit employee number + first 5 digits of your social security number) followed by the # key 5. You will hear “Please Wait a Moment, the time is 7:07 pm”. 6. The options are:

a. To clock in to your primary job, press 1 After you press 1, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.

b. To clock in to one of your additional jobs, press 2 After you press 2, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.

c. For callback to your primary job, press 3 After you press 3, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.

d. For callback to your additional job, press 4 After you press 4, enter the 4 digit cost center followed by the pound (#) key OR for your home cost center press the star (*) key. You will then hear “your transaction was posted”. This completes your transaction.

e. To clock out of your primary job, press 8 After you press 8, you will then hear “your transaction was posted”. This completes your transaction.

f. To clock out of your additional job, press 9 After you press 9, you will then hear “your transaction was posted”. This completes your transaction.


19

Accessing PSOFT Time and Labor Click on MYWAY-PEOPLESOFT

Enter your network login credentials and click Sign-In.


20

Accessing PSOFT Time and Labor

Click on My Payroll tile.


21

Menu Options:

Menu Options will vary based on Non-Exempt vs. Exempt Status

Web Clock will only be available for Non-Exempt Team Members

Timesheet View

Payable Time Summary – displays your actual hours that will be sent to payroll for processing after all pay rules have been applied

Payable Time Detail – breaks down the detail of payable time by day

My Absence Request – submit an absence request

Absence Status –displays the status of submitted absence requests

View Paycheck – view your paycheck detail

W-4 Federal Tax Withholdings – change your federal elections any time. o State election changes must be completed via Paper Form at this time.

Update or add new direct deposit accounts

Voluntary Deductions – enroll in voluntary deductions o NOTE: not all deductions can be enrolled here and may require direct enrollment with the benefit

vendor.

My Payroll Adjustments – if you had a paycheck error, your Leader must submit a payroll adjustment to make the correction. You can see the status of those adjustments.

View Garnishments – Team Members who have garnishments can view the detail of those deductions for each pay period.

User Preferences – this allows you to change the ‘view’ of your timesheet, such as viewing your timesheet weekly, daily or by calendar period (2 week pay period).


22

PSOFT Time and Labor Web Clock

When you click on the Web Clock to record your punch, select the Punch Type “IN, OUT, Transfer” and click Enter Punch.


23


Once you click Enter Punch you will see the pop-up box confirming the punch was submitted successfully.

IN PUNCH view


24


Once you click Enter Punch you will see the pop-up box confirming the punch was submitted successfully. OUT PUNCH view


25


For cost center transfers (floating to work in another cost center other than your home cost center). Enter the Punch Type “Transfer” Under “Task Reporting Elements”, enter the Business Unit (Company) and HR Department of where you are floating to.

You must select a Business Unit in order to choose a department. Click ‘Enter Punch’.


26

PSOFT Time and Labor Timesheet

Understanding your Timesheet, also known as “Reported Time”

Punch Total is the sum of punches for the day BEFORE any rules are applied, such as meal deductions, 5 minute grace period.

Quantity represents either hours or earnings, (mostly always hours) for the Time Reporting Code selected.

Time Reporting Codes (TRC) represent hours or amounts for “other” earnings that are not calculated by punches or rules, such as shift differential and overtime.

o Examples are: Charge Pay, On-Call Pay, Nursing Preceptor

IN/OUT punches will display on the same row UNLESS: o The OUT punch is on the next day o The same clock is not used for the IN and OUT punch


27

PSOFT Time and Labor Timesheet View – Schedules and Payable Time Summary Grid

The Scheduled hours are visible on the bottom, left-hand side of the timesheet page. The scheduled hours include the 30 minute meal period (where applicable) The 30 meal deduction will be reflected in “Payable Time” (not Reported Hours) as ‘MEAL” with -.5 hours or MLDHW with .5 when working Legal Holidays.

Leave Balances are populated from the Absence Management system after each pay period. Payable Time Summary grid represents the total hours for the pay period that will be sent to payroll AFTER all rules have been applied. Shift – this determines if you receive shift differential on non-worked hours, such as PTO, Sick, Education, etc.

o If you are evening or night, your shift should display here as Evening or Night.


28

PSOFT Time and Labor Payable Time Summary View by Week

The Payable Time Summary “Weekly” view is the best view to see your total hours per week for the bi-weekly calendar period.

View your payable time summary both during and after the end of the week to ensure any missing hours or punches are corrected before the pay period closes.

Payable Time is what is sent to payroll for processing.


29

PSOFT Time and Labor Understanding Payable Time

A missing punch will NOT generate payable time for that day. It is imperative that you report your start/end times daily to avoid missing hours.

The final result of all absences processed by Absence Management will be displayed here.

o Absences appearing in “Reported” time (timesheet) may not necessarily be what is paid out. Examples: Sick that decrement PTO will show as Sick on the timesheet but as PTO (end result) in Payable Time. A request for PTO time when there is no available PTO time will appear as PTO on the timesheet, but will appear as NBT (non-

paid benefit time) in Payable Time.

Calculation of punch data does not occur in REAL time.

Time is converted to “payable time” when it is picked up during a batch process called “Time Administration” which runs multiple times per day. Once Time Admin runs, it will convert all “reported time” without HIGH exceptions to “payable time”.

Examples of Payable Time that is generated during the Time Admin process:

o Applies shift differential automatically based on the Team Member’s schedule o Deducts the 30 minute meal period for those schedules with a meal deduction. o Calculates overtime hours o Calculates hours based on call-back


30

PSOFT Time and Labor Payable Time Detail View by Day

This view is the same as payable time summary but just display the payable by day.

REMINDER: Payable Time is what is sent to Payroll – not Reported Time.


31

PSOFT Time and Labor My Absence Request

To submit an absence request – Go to MyWay and click on the My Payroll Tile.

Click on the My Absence Request


32


1. Enter the Start and End Date range for your absence event(s).

a. If requesting one day absence, the Start and End Dates will be the same.

b. If you are requesting more than one day, enter the Start and End Dates for the entire date range per week.

i. Do not request hours in one absence request for more than 1 week at a time.

ii. You must submit an absence event for each week if they overlap weeks (example, taking 2 weeks PTO)

2. Enter the Absence Type (refer to the Absence Code chart on page 20 if you are unsure which code to select). Available Options are:

a. Bereavement

b. Holiday

c. Jury Duty

d. Military Training

e. PTO

f. PTO Drawdown

g. Sick

3. Enter the Total Hours Requested for the one day or entire date range per week.

a. Do Not Include Meal Breaks.

4. Enter the Start and End Time of your shift that the request is for:

a. Enter the shift duration that applies to the number of hours per day that should be paid (4 hours, 8 hours, 12 hours, etc.)

b. Do Not Include Meal Breaks.

5. Click ‘Calculate Hours’ and the Total Hours Requested per day will populate.

a. The system will automatically take the total number of hours and evenly spread it out across the number of days in the date range submitted.

6. If you are requesting a partial shift, enter the desired start and end time of your absence.

a. You must enter a note for your Leader that this is a partial absence noting the exact start/end times of the partial absence so the schedule

can be adjusted for the absence to be processed.

b. Non-Exempt team members may use time from their PTO bank in hourly increments

c. Exempt team members may only use PTO time in full day increments or a combination of PTO and Holiday.

7. To view the status of your submitted absence requests, access the Absence Status menu option.

8. You may cancel an absence request that has not yet been approved or processed. If you wish to cancel or edit an approved absence, please contact your

leader.


33


EXAMPLES of entering requests and how the day allocation works:

Example 1: Request is for 40 hours of PTO from April 8th through April 12th (5 days at 8 hours per day)

o Enter Date Range of 4/8 through 4/12. o Enter 40 hours o Enter the 8 hour shift that applies (8a-4p, 3p-11p, 11p-7a, etc.)

o Click “Calculate hours” The system will allocate 8 hours per day (40 hours divided by 5 days = 8 hours per day). o Enter applicable notes to Leader o Click “Submit”

Example 2: Request is for 36 hours of PTO from April 10th through April 12th (3 days).

o Enter Date Range of 4/10 through 4/12. o Enter 36 hours o Enter the 12 hour shift that applies (7a-7p, 11a-11p, etc)

o Click “Calculate hours” The system will allocate 12 hours per day (36 hours divided by 3 days = 12 hours per day). o Enter applicable notes to Leader o Click “Submit”

Example 3: Request is for 8 hours of PTO for April 10th (1 day).

o Enter Date Range of 4/10 through 4/10. o Enter 8 hours o Enter the 8 hour shift that applies (8a-4p, 7a-3p, 11p-7a, etc)

o Click “Calculate hours” The system will allocate 8 hours for the day. o Enter applicable notes to Leader o Click “Submit”

Example 4: Request is for 4 hours of PTO on April 8th (partial day absence against schedule of 8a-430p).

o Enter Date Range of 4/8 through 4/8 o Enter 4 hours o Enter the 8 hour shift that applies (8a-430p)

o Click “Calculate Hours” The system will allocate 4hours for the day o Enter a note to your Leader “Requesting partial day for 8a-12p on 4/8” o Click “Submit o Your leader will now adjust your schedule (8a-12p will be PTO and 12p-430 will be Regular Hours).


34

PSOFT Time and Labor My Absence Request Page

Verify you received a message that your request has been submitted


35

PSOFT Time and Labor My Absence Request Page – Selecting the right Absence Code


36

PSOFT Time and Labor View Paycheck

To view your pay statements, click on the “View Paycheck” link next to the check Date.

Pay Statements can only be printed via ADP I-PAY service at this time.

ADP will retain a 3 year rolling history of all pay statements as well as copies of your W2 statement starting in 2019.

You can register for ADP i-PAY after you receive your first paycheck (Check Date April 12th, 2019) as you will need this information to register.

Refer to the ADP IPAY Registration instructions via http://www.hmhn.org/ by clicking on Payroll Resources and navigating

to the ADP IPAY and Pay Cards folder.

http://www.hmhn.org/


37

PSOFT Time and Labor W-4 Federal Tax Withholdings

From the My Payroll tile, click on the W-4 Federal Tax Withholdings menu option to make changes to your W-4 (Federal) tax data.

You can see your “current” filing status, number of allowances and any extra monies being withheld.

Changes Permitted: 1. Number of allowances. 2. Additional withholding amount. 3. Marital Status. 4. Exemption Status / Year As a reminder, you cannot change your name through HR until you change your name through Social Security Administration. Changes for State withholdings must be submitted via paper form, which can be found at http://www.hmhn.org/ under Payroll Resources.

*Important Note*: During Payroll Processing, there will be a lock-out period where changes are not permitted. During this time, a pop-up box will appear advising you that changes cannot be accepted at this time.

For W-4 changes– the lockout period is from Monday thru Wednesday at 3pm of the pay week

http://www.hmhn.org/


38

PSOFT Time and Labor W-4 Federal Tax Withholdings

You can claim “exemption” from withholding by clicking on the check box IF you meet both conditions listed to claim exemption.

An exemption election is only valid for the calendar year in which it is selected. (IRS Requirement)

A new exemption submission is required by February

15th

the following year for the exemption to remain in place for the next calendar year. (IRS Requirement)

If a new “exemption” certification is not submitted, the system will automatically change your filing status to “Single” with 0 allowances. (IRS Requirement)

Click after you make your changes. Enter your network login credentials to verify your

identity. Click “OK” to the Submit Confirmation.


39

PSOFT Time and Labor Direct Deposit

All Team Members need to enroll in Direct Deposit or receive a Pay Card as part of the ‘paperless’ program at HMH.

o Mandatory participation will not begin until June, 2019; however, all ‘paper’ checks will no longer be returned to the office for pickup.

o Instead, all paper checks will be mailed directly to the Team Member’s home directly from ADP in Georgia. Therefore, we strongly encourage all Team Members to leverage the benefits of electronic payments.

To add, edit or remove a direct deposit, click on the My Payroll tile and select Direct Deposit from the Menu Options.


40


Before you begin, you will need the following information: o Your bank’s routing number (9 digit number found on the bottom left-hand corner of your check)

o Your checking or savings account number (next set of numbers following the routing number but before your check #

o You can find your Savings account number on your deposit slip or statement from your financial institution. When in doubt, call your bank to verify the information.

o IMPORTANT NOTE: New Accounts added DO NOT go through a waiting period and become active immediately with the next pay period so long as the bank information entered was correct.

o To avoid a delay in receiving your net pay due to incorrect bank account information entered, please be very careful to enter the correct information.

o Net pay replacements from closed accounts or incorrect bank account information cannot be issued until the monies are returned to HMH from the bank and in accordance with the payroll off-cycle timeline.

o Team Members can have up to 5 accounts at any time and can even split between direct deposit and pay cards.


41


Adding a New Direct Deposit Account

1. After entering the required information, click 2. Click “OK” when the Submit Confirmation appears.

If you have multiple accounts for Direct Deposit, you will need to identify the order in which you would like the deposits processed. See below information on deposit order.

When the Deposit Type is Balance, the deposit order will automatically display as 999. The balance is the full net pay remaining after any other account allocations are satisfied or if you only have 1 account.

Deposit Order Information - For some employees it may be numbered 1, 2, 3 while others may see 100,

200.

It doesn’t matter which numbers are used, and you can change them except for the Balance type which will always be 999.

The important thing to remember is the priority drives which account gets deposited (satisfied) first from

your net pay allocation. Example of 3 accounts:

o $50 – goes to my credit union. Priority 1. o $100 – goes to my bank savings account. Priority 2. o Net Pay remaining – goes to my checking account. This will be your Priority 999 since this

account is receiving whatever net pay is left after the $50 and $100 amounts are deposited.

Assuming your net pay covers the allocation of the partial accounts, the balance account will receive the remaining funds.

If you receive a separate paycheck for an adjustment or ad-hoc payment, you may only have monies

deposited to one of the partial accounts if you do not have enough net pay from an adjustment to distribute monies to all accounts.

IMPORTANT NOTE: Direct Deposit allocations apply to every regular paycheck as well as any separate

checks.

Be mindful of this when setting up credit union payments or other types of payments that you may only want to be paid from your regular paycheck.


42

PSOFT Time and Labor Direct Deposit – Editing an Account

Click on the Edit icon on the row of the account you would like to edit

Click on the Delete on the row of the account you would like to remove (delete).


43

PSOFT Time and Labor Voluntary Deductions

There are a few Voluntary Deductions that can be enrolled through MyWay under the Voluntary Deductions menu option.

Click to change an existing deduction.

Click to enroll in an available deduction. Choose the deduction you would like to enroll in (Colleague to Colleague Fund or Purchasing Power) Enter the flat amount or percentage to be deducted from your paycheck per pay period. If you would like to stop after a certain goal amount (Example, $100), enter that in the Goal Amount field. Enter the deduction start date. Enter the deduction end date (if you want to stop at a certain time. If you would like to contribute until you decide otherwise, leave the end

date field blank.

Click then OK when the Submit Confirmation appears.


44

PSOFT Time and Labor My Payroll Adjustments

If you discover an error with your paycheck, you must go directly to your Leader to resolve the issue.

Your Leader will then submit a Payroll Adjustment to process the correction.

Once the adjustment has been submitted, you can see the status by clicking on the My Payroll Adjustments menu option.

If you do not see the adjustment, please contact your Leader directly.

All payroll adjustments will be processed on the next regular payroll cycle.


45

PSOFT Time and Labor View Garnishments

Team Members who have a garnishment deduction can view the details of the garnishment under the View Garnishments menu option.

Only Team Members with garnishment data will see details; otherwise, it will say “No Garnishment Data”, as shown below.

ADP administers and manages all garnishments for HMH.

If you have a question about your garnishment, please contact the ADP Customer Service Center at 1 (888) 826-3127.

IMPORTANT NOTES:

o By law, we must follow the garnishment order exactly as instructed.

o We cannot stop withholding for a garnishment order until we receive the appropriate legal agency who issued the garnishment. Therefore, please work directly with the agency if you feel that the garnishment was issued in error.


46

Addressing Inquiries or Potential Errors About Your Paycheck at Go Live!

Due to the sheer volume of our workforce, ALL inquiries must go directly to your Leader,

not Payroll.

Leaders will have a specific process to follow for submitting potential paycheck errors.

Team Members who contact Payroll directly whether via submitting a case, email or phone will be referred back to their Leader.


47

Appendix

Time Reporting Codes

TRC

Code

TRC

Description

When and How to use the

TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing

Automatically Populates

Timesheet from Absence

Mgmt (AM),

Clairvia (CV), Smart

Square or PSOFT

Scheduling or Time and

Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

BPONC Beeper On Call Pay Enter quantity of hours

with TRC Units YES NO NO Operating Engineers Y 24 hrs Max

Special Fixed Rate

BRV Bereavement Pay

Enter absence for

Bereavement in Clairvia or PSOFT MyWay Hours NO YES YES from AM

Eligible Team Members Y n/a n/a

BSC

Beyond Spa

Commission Amount

Enter amount to report

Commissions Amount YES NO NO

Spa Dept Use

Only Y n/a n/a

BY375

Baylor Shift paid

38.5 for working 37.5

Enter the TRC code with quantity 1 to pay the 1

bonus hour Hours YES NO NO

Baylor Program participants

only Y 1.0 per week Base rate

BYL24 Baylor Shift paid 36

for working 24

Enter the TRC code with

quantity 12 to pay the 12 bonus hours Hours YES NO NO

Baylor Program

participants only Y 12 per week Base rate


for working 36


quantity 4 o pay the 4 bonus hours Hours YES NO NO

Baylor Program

participants only Y 4 per week Base rate


for working 39


quantity 1 to pay the 1 bonus hour Hours YES NO NO

Baylor Program

participants only Y 1.0 per week Base rate

CAL

Coronary Artery

Calcium Reading

Enter quantity of readings

to be paid at fixed rate per

reading Units YES NO NO

Physician Use

Only Y n/a n/a

CBE

Call Back for

Exempts

Enter the quantity of hours

with TRC Hours YES NO NO

Eligible

Exempt Team

Members Y 24 hrs Max Base Rate

CBOP2

On Call – guaranteed 2 hours @ straight

time

Enter quantity of 2 hours


Eligible Team


CBOP3

On Call – guaranteed 3 hours @ straight

time

Enter quantity of 3 hours


Eligible Team


CBOP4

On Call – guaranteed

4 hours @ straight time

Enter quantity of 4 hours with TRC Hours YES NO NO

Eligible Team Members Y 24 hrs Max Base Rate

CHP Charge Pay

Enter quantity of hours

with TRC Units YES NO YES from CV

Eligible Team

Members Y 24 hrs Max

Special Fixed

Rate

CNAWD CAN Weekend

Differential Enter 1 in quantity for flat

rate of $75.00 Amount YES NO NO Eligible Team

Members Y 75.00 per shift $75.00 per shift

CPI CPR Instructor



Eligible Team


Special Fixed

Rate


48

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

CPP Charge Pay Pharmacy

Enter quantity of hours with TRC Units YES NO YES from CV

HUMC Pharmacy Only Y 24 hrs Max

Special Fixed Rate

CPT

Cardiac Pay per

Patient

Enter quantity of patients.

Payment is based on fixed

rate per patient Units YES NO NO

Physician Use

Only Y 50 patients

Special Fixed

Rate

CSB Critical Shift Bonus

Submit to Payroll for

Processing via Earnings

Template Amount NO NO NO

Eligible Team

Members Y n/a Amount TBD

CSNGB

Consecutive Night Bonus @ OT Rate

(1.5)



Eligible Team


Base Rate @

1.5

CSO Cardiac Stress On

Call Pay Enter quantity of hours for

Stress On Call Hours YES NO NO Physician Use

Only Y 24 hours Max Special Fixed

Rate

DTP

Premium OT (1.0 at

FLSA Rate) for

Double Time

Entry not permitted -

Overtime hours are

calculated based on TL rules in accordance with

Overtime policy. This represents the 1.0 premium

pay based on the FLSA

Rate for Double Time Hours NO NO YES from TL

Eligible Team

Members Y n/a FLSA Rate

EDC

Education / Conference

(External)

Enter absence for external conferences / seminars

through Clairvia Hours YES NO YES from CV

Eligible Team

Members Y 24 hours Max

Employee’s

Hourly Rate

EDP

Education / Conference

(In-House)

Enter with corresponding PUNCH data for In-House

Education Hours YES NO NO

Eligible Team


Employee’s

Hourly Rate

EIB Sick (absences under

NJ ESL)

Absence for sick time will

be processed through Absence Mgmt. TRC will

record hours paid out from

the Sick Bank on the timesheet. Hours NO NO YES from AM

Eligible Team Members n/a n/a

Employee’s Hourly Rate

EMM

ETD MD

Moonlighting

Enter hours worked to be

paid at fixed rate per hour Units YES NO NO

Physician Use

Only Y n/a

Special Fixed

Rate

EMS EMS Educator

Enter hours worked to be paid at a fixed rate per

hour Hours YES NO NO

Eligible Team


Special Fixed

Rate

EPP

Exempt Present

Punch

ONLY used for tracking exempt attendance at

HUMC Events n/a n/a n/a n/a n/a N n/a n/a


49

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

ESB Extra Shift Bonus

Submit to Payroll for Processing via Earnings


Eligible Team


EWP

Extra Weekend Pay

@ OT Rate (1.5)



Eligible Team


Base Rate @

1.5

EXARG

Add’l regular hours

for Exempt Team

Members



Eligible Team


FLOOR Floor Finishing

Differential Enter quantity of hours

with TRC Hours YES NO NO Eligible Team

Members Y 24 hrs Max Special Fixed

Rate

FLORA

Floor Assignment

Alone



Eligible Team


Special Fixed

Rate

FLS15 Paid Sleep Forfeited

@ OT 1.5

Enter quantity of hours with TRC for when a TM

should have had a day off

for sleep but worked instead. Hours YES NO NO

Eligible Team Members Y 24 hrs Max

Base Rate @ 1.5

FLS2

Paid Sleep Forfeited

@ OT 2.0-


with TRC for when a TM

should have had a day off

for sleep but worked

instead. Hours YES NO NO

Eligible Team


Base Rate @

2.0

FLT15 Float Pay @ OT 1.5


with TRC when TM

should be paid at OT 1.5 for floating. Hours YES NO NO

Eligible Team Members Y 24 hrs Max Base rate @ 1.5

FODIF

Float or “other” type

of differential



Eligible Team


Special Fixed

Rate based

criteria (Entity / EE Category /

Labor

Agreement)

FTB Float Bonus

Submit to Payroll for

Processing via Earnings


Eligible Team


FURLO

Furlough – use to track “unpaid” hours

when flexing down



Eligible Team

Members Y 24 hrs Max Unpaid

HBD Blood Donor Hours

Recording “paid time” off from donating blood at

HUMC. Hours YES NO YES from Clairvia ALL Y 24 hours Max

Employee’s

Hourly Rate


50

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

HCMLG

Home Care Mileage

Reimbursement



Eligible Team

Members Y n/a n/a

HCPOI

Home Care Excess

Points converted to

Incentive Amount Rules Only - no Entry Amount NO NO Received from Cerner

Cerner / Home

Care ONLY Y n/a n/a

HCTRV

Home Care Travel

Reimbursement

Enter amount in quantity

with TRC Amount YES NO NO

Eligible Team

Members Y n/a n/a

HIB

Historical Extended

Illness Bank

Absence for sick time will be processed through

Absence Mgmt. TRC will

record hours paid out from the HIB Bank on the

timesheet Units YES NO YES from CV

Eligible Team


Employee’s

Hourly Rate

HNP

Unpaid HOL due to

being Absence Day Before/After Legal

Holiday

Legal Holidays are paid out on the day of the

holiday whether the

employee works the holiday or not. To take this

day at a future time, use

this TRC to record the "prepaid holiday" taken as

unpaid. Hours YES NO NO

Eligible Team

Members Y

(-8.00) hours

Minimum Qty

Employee

Hourly Rate

HOL Legal Holiday

Enter absence for Holiday in Clairvia or PSOFT

MyWay

*Holiday is NOT automatically paid out for

anyone* Hours NO NO YES from TL

Eligible Team

Members Y 8 hrs Max

Employee’s

Hourly Rate

HRB Historical Retirement

Bank

Hours are loaded to

Timesheet from Absence Management Hours NO

PSOFT My Way or Clairvia Absence Management

Eligible Team Members Y 24 hrs Max Base Rate

HSALN

Hskeeping Alone

Differential



Eligible Team

Members Y 24 hrs max

Special Fixed

Rate

HUP

Unpaid Legal Holiday Paid in

Advance

Legal Holidays are paid out on the day of the

holiday whether the

employee works the holiday or not. To take this

day at a future time, use

this TRC to record the "prepaid holiday" taken as

unpaid. Hours YES NO NO

Eligible Team

Members Y 8 hrs Max

Non-Pay Code

Used for Tracking Hours

ONLY


51

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

HWE

Holiday Worked

Regular – Exempts

Entry not permitted - Hours worked on a holiday

for exempt employees will

automatically convert to this TRC code for tracking

"prepaid holidays" that can

be taken at a later time unpaid. Maps to regular

time. Hours NO NO YES from TL

Eligible Team


Employee’s

Hourly Rate

HWR Holiday Worked


Premium pay for working a holiday will

automatically be calculated

based on the department/employee's

holiday schedule (observed

day or actual day of holiday). Hours NO NO YES from TL

Eligible Team Members Y n/a


INC Inclement Weather


Inclement Weather will automatically populate

"regular" time based

employee's scheduled start time and IN punch up to

the allotted time for that

weather event. Hours YES NO YES from TL

Eligible Team

Members Y

Maximum per

Inclement Weather

Event

Employee’s

Hourly Rate

INTPR Interpreter Pay



Eligible Team


Special Fixed

Rate

JUR Jury Duty

Enter absence for Jury

Duty in Clairvia or PSOFT MyWay Hours NO YES YES from AM



LAUND

Laundry Tasks

Differential



Eligible Team


Special Fixed

Rate

LPC1F

LPN 1 on Floor / 2 in Charge

Charge Pay



Eligible Team


Special Fixed

Rate

LPC2F

LPN 2 on Floor / 1 in Charge

Charge Pay



Eligible Team


Special Fixed

Rate

LPCNN

LPN – No RN / 2

LPN Charge Pay

Enter quantity of hours with TRC Hours YES NO NO

Eligible Team Members Y 24 hrs max

Special Fixed Rate


52

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

LPN15 LPN @ OT (1.5)

Rules Only Pays OT for actual hours

worked when LPC1F or

LPNCH are paid Hours

NO Must have

hours for

LPC1F or LPNCH for

hours to be paid

under this TRC NO NO

Eligible Team


Base Rate @

1.5

LPN3P LPN – 3% differential

Enter quantity of Hours with TRC Hours YES NO NO


Special Fixed Rate

LPNCH

No RN or LPN

Charge Pay



Eligible Team


Special Fixed

Rate

LPNCN No RN / 1 LPN

Charge Pay Enter quantity of hours


Members Y 24 hrs max Special Fixed

Rate

MDY Modified Duty

Enter TRC on row with IN

punch for all days that were worked as “modified

duty” Hours YES NO NO

Eligible Team

Members Y 24 hrs max Base Rate

MSD

Multi Shift Pay @

2.0

Enter quantity of hours with TRD for shifts that

should be paid at Double

Time Hours YES NO NO

Eligible Team


Base Rate @

2.0

MTD Monitor Tech Differential



Special Fixed Rate

MTG Military Training

Enter absence for Military

Leave in Clairvia or PSOFT MyWay Hours NO YES YES from AM



NANOP Float or Other

Differential Enter quantity of hours


Harborage

HMH

Residential Care Y 24 hrs max

Special Fixed Rate

NAPER

Float or Other

Differential



Harborage

HMH

Residential

Care Y 24 hrs max

Special Fixed

Rate

NBT

Non-Paid Benefit

Time

Entry not permitted - this

will record "unpaid" benefit hours due to

insufficient accrual

balance. Hours NO NO YES from AM

Eligible Team

Members Y n/a

Non-Pay Code used for

Tracking Hours

Only

NES Open Shift Incentive

Received from Smart

Square Amount NO NO YES from Smart Square

Eligible Team



53

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

NNREG No Shift Cancel

Notice

Enter quantity of hours with TRC for ‘regular’

hours to be paid for

cancelling shift with no notice Hours YES NO NO

Eligible Team Members Y 24 hrs max Base Rate

NOT

Nurse Manager @

1.5



Eligible Team


Base Rate @

1.5

NPD

Non-Productive,

Non-Paid

Enter absences for Non-

Productive, Non-Paid time

through Clairvia Hours YES NO YES from CV

Eligible Team


Non-Pay Code used for

Tracking Hours

Only

NPE

Exempt Hours

greater than Bi-

Weekly Standard Hours

Entry not permitted - this will record excess "unpaid"

hours due to hours above

the exempt TM's bi-weekly standard hours. Hours NO NO YES from TL


Non-Pay Code

used for

Tracking Hours Only

NPR

Nursing Preceptor

Program

Enter hours worked to be

paid at fixed rate per hour Hours YES NO YES from Clairvia

Eligible Team


Special Fixed

Rate

OCNPM

On Call “not on

premises” @ 1.5

(pays OT rate for actual hours worked)

Enter ‘CLB” rule on

timesheet AND enter

quantity of hours with TRC Hours YES NO NO


Base Rate @ 1.5

OCP On Call Pay

Enter on-call pay hours.

Quantity cannot exceed a

total of 24 and must be reduced by all regular

hours worked within the 24

hour period. Hours YES NO YES from CV

Eligible Team

Members Y 24 hours max

Special Fixed

Rate based

criteria (Entity / EE Category /

Labor

Agreement)

OCPRM

On Call “on

premises”

(pays base rate for actual hours worked

while on-call on

premises



Eligible Team


OCT

Overtime for “Called Back” hours while

on-call

Enter TRC on the row with the IN punch for hours

worked as “called-back” Hours YES NO NO

Eligible Team

Members Y n/a

Base Rate @

1.5

ONC

Straight Time for “Called Back” hours

while on-call

Hours are generated when

the ‘CLB’ rule is added to

the timesheet or the TM punches in as “call-back”

at the clock. Hours

ONLY with PUNCH data

and by selecting

the rule "CLB" on the

timesheet. NO NO

Eligible Team

Members Y n/a

Guaranteed

hours @ base Rate based on

entity / policy


54

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

ONI MFM-GYN

Physician Cover Enter hours worked to be paid at fixed rate per hour Units YES NO NO

Physician Use Only Y 24 hours Max

Special Fixed Rate

ORI Orientation

Enter TRC on row with IN

punch to track hours

worked for Orientation Hours YES NO YES From Clairvia

Eligible Team


OST Overtime


Overtime hours are

automatically calculated based on TL system rules

in accordance with

Overtime policy. This represents the "base rate" x

1.0 = OT Rate Hours NO NO YES from TL

Eligible Team

Members Y n/a

Employee’s

Hourly Rate

OTP Premium OT (.5 at

FLSA Rate)


Overtime hours are calculated based on TL

rules in accordance with

Overtime policy. This represents the .5 premium

pay based on the FLSA Rate. Hours NO NO YES from TL

Eligible Team Members Y n/a FLSA Rate

PFT

Pulmonary Function

Test



Eligible Team


Special Fixed

Rate

PME Psych MD Evening

Consultation Enter hours worked to be paid at fixed rate per hour Hours YES NO NO

Physician Use Only Y 24 hours Max

Special Fixed Rate

POR

Police Officer Stress

Reading

Enter quantity of hours to

be paid at fixed rate per

reading Units YES NO NO

Physician Use

Only Y 40 readings Max

Special Fixed

Rate

PRCPT

Preceptor (Non-

Nursing)



Eligible Team


Special Fixed

Rate

PRVDR

Provider Variable

Rate

Enter amount in quantity

with TRC Amount YES NO NO

Physician Use

Only Y n/a n/a

PTO Paid Time Off

Enter absences for PTO

through Clairvia or PSOFT

MyWay Hours NO YES YES from AM

Eligible Team

Members Y n/a

Employee’s

Hourly Rate

PTODD PTO Draw Down

Enter absences for PTO Draw Down through

Clairvia or PSOFT

MyWay Hours NO

PSOFT My Way

or Clairvia Absence Management

Eligible Team


PTREG

Home Care – default

TRC for Points per

Task Rules Only Units NO NO From Cerner Interface

Cerner / Home

Care ONLY Y n/a n/a


55

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

PWP

PT Special Weekend

Program

System automatically calculates weekend hours

for physical therapy

department based on PUNCH data during

weekend zone. Hours NO NO YES from TL

Eligible Team

Members Y n/a

Special Fixed

Rate

RCOOK

Relief Cook

Differential



Eligible Team


Special Fixed

Rate

REG Regular

Enter PUNCH data vs.

using TRC Hours YES NO NO

Eligible Team


Employee’s

Hourly Rate

REGCW

Regular hours for

Non-Employees

Punch data for Non-

Employees (Temps, Medical Residents) who

are not paid through

HUMC payroll will have hours mapped to TRC code

for tracking hours only. Hours YES NO NO

Eligible Team

Members N 24 hrs Max

Non-Pay Code

Used for Tracking Hours

Only

SH2

Shift 2 – Weekday

Evening Differential

Entry not permitted - Shift 2 differential will

automatically calculate

based on the employee's schedule for all hours

worked. Hours

Hours cannot

be entered BUT

you can use the ‘Override” rule

when needed. NO YES from TL

Eligible Team

Members Y n/a

Shift

Differential Rate per Job

Code

SH3

Shift 3 – Weekend

Day Differential




worked. Hours

Hours cannot

be entered BUT



Eligible Team

Members Y n/a

Shift


Code

SH4 Shift 4 – Weekend

Evening Differential

Entry not permitted - Shift

4 differential will automatically calculate

based on the employee's

schedule for all hours worked. Hours

Hours cannot be entered BUT

you can use the

‘Override” rule when needed. NO YES from TL


Shift

Differential

Rate per Job Code

SH5 Shift 5 – Weekday Night Differential

Entry not permitted - Shift

5 differential will automatically calculate

based on the employee's

schedule for all hours worked. Hours

Hours cannot be entered BUT

you can use the

‘Override” rule when needed. NO YES from TL


Shift

Differential

Rate per Job Code


56

TRC

Code

TRC

Description


TRC Code

TRC is

paid in

Hours,

Dollar

Amt or

Units

Allowable for

entry on the

Timesheet in

T&L

Entered in

Clairvia or

PSOFT MyWay

for Absence

Mgmt

Processing



Mgmt (AM),


Square or PSOFT


Labor (TL)

Employees

who are

eligible to be

paid with the

TRC code

TRC

Code is

sent to

Payroll

for

Payment

Minimum /

Maximum Quantity

that can be entered

in a DAY on

timesheet

Hourly Pay

Rate Used

SH6

Shift 6 – Weekend

Night Differential




worked. Hours

Hours cannot

be entered BUT



Eligible Team

Members Y n/a

Shift


Code

SLOFF

Paid Sleep Day

(Offsite)


with TRC when TM should receive a paid sleep

day off Hours YES NO NO

Eligible Team


SRB Shift Rotation Bonus



Eligible Team

Members Y n/a n/a

SRD Staff Reduction Pay


with TRC for ‘regular’ hours to be paid when

reducing TM’s hours Hours YES NO NO

Eligible Team


THE Therapist Extra Pay Enter quantity of hours



TIP Tip Income Amount

Submit tip amounts for Spa

Employees tax reporting Amount YES NO NO

Eligible Team

Members Y n/a

Amount per

Spa Dept

TOC

Cardiac Thrombo

On-Call Pay

Enter hours to be paid at fixed rate for Thrombo On-

Call Hours YES NO NO

Physician Use

Only Y 24 hours Max

Special Fixed

Rate

TTD Trauma Tech Differential



Special Fixed Rate

UNVOL

Union Business

Worked – Voluntary

on Day Off



Eligible Team


UNWHP

Union Business

Worked During

Regular Work hours



Eligible Team


VOLOT Voluntary Overtime Enter quantity of hours


Members Y 24 hrs max Base Rate @

1.5

WK244 Weekend Flex – paid

40 for working 24


quantity 16 to pay the 16 bonus hours Hours YES NO NO

Eligible Team Members Y 24 hrs max Base Rate


57

Appendix

Resolution Grid for Exception and Timesheet Errors

Exception Severity

Reason for Occurrence

How to Resolve

Additional Information Call-Back hours

without On-Call Pay on the

Team Member’s timesheet.

*Specific to certain entities

only*

HIGH Team Member used the call-back feature on the

clock or the CLB (Call-Back) code was entered on

the timesheet on a day the Team Member is not

On-Call.

Remove the call-back code on the

timesheet If the Team Member used

the call-back feature at the clock in

error

Insert a row in the Team Member

timesheet on the date of the call-back

hours and enter the Time Reporting

Code OCP (on-call pay) on the Team

Member’s timesheet. Enter the hours

in Quantity.

Not every entity requires the TRC “OCP”

to be paid (present on the timesheet) in

order to be eligible for ‘call-back’ pay, so

it is very important that the leader review

any team member using the “call-back”

functional at the clock to ensure it wasn’t

accidentally used.

Team Member is missing a

punch

HIGH Team Member is scheduled to work but the IN

and/or OUT punch is missing

Remove shift schedule in Clairvia or

PSOFT Scheduling system if Team

Member is not working

Modify schedule in Clairvia or

PSOFT Scheduling System with

correct start/end times of shift

Enter the missing punch on the

timesheet

Team Member is missing a

scheduled shift

HIGH Team Member has a punch with no schedule Add shift to schedule in Clairvia or

PSOFT Scheduling System

Team Member punch was added on

day in error – remove from timesheet.

For go live, schedules will be generated

based on punches if a schedule does not

exist by the time the pay period is closing.

Exempt Team Members with

OT

HIGH This should happen rarely due to the integration of

HR/Payroll system, but an “exempt” Team

Member is receiving overtime hours.

Verify the Team Member’s correct

status (exempt vs. non-exempt) with

HR.

Notify the Payroll Department at ext.

3575 to correct the Team Member’s

Time Reporter Record.

Invalid Shift Override

Entered

HIGH a) A shift differential override for Shift 3, 4 or

Shift 6 (weekend day/eve/night) was entered

on a weekday,

b) A shift differential override for Shift 2 or 5

(weekday E-N) was entered on the weekend.

c) A team member has an automatic shift diff

override on their time reporter record and the

shift override value being entered on the

timesheet is a ‘downgrade’ to the automatic

value on the time reporter record.

Remove or correct the shift diff

override on the Team Member’s

timesheet to the correct day.

SH2 – Weekday Evening

SH5 – Weekday Night

SH3 – Weekend Day

SH4 – Weekend Evening

SH6 – Weekend Night


58

Exception Severity


How to Resolve

Additional Information Tips/Commissions not

allowed

HIGH A Team Member who does not reside in the Spa

Department has been coded with the TRC “BSC”

or “TIP”.

Remove the TRC code selected in

error.

If the Team Member works for the

Spa, please contact the Payroll

department at ext. 3575 for

assistance.

Benefit + Work Time is

greater than their scheduled

hours for the DAY

**Does NOT include legal

holiday hours)

Medium Team Member should not exceed scheduled hours

with a combination of “benefit time and “worked

hours” for the DAY.

If the Team Member was scheduled

for a day off and worked, remove the

benefit day.

If the Team Member worked or was

off on the regular scheduled shift, but

was asked to work another shift, you

may allow the exception.

Warning: Team Member’s

Total reported hours are

below their Bi-Weekly

standard hours

Medium The Team Member’s “reported” hours for the pay

period are below their Bi-Weekly standard hours.

Enter the missing hours so the pay

period equals their standard bi-

weekly hours.

o If the Team Member should

be unpaid, enter the NPD

(non-productive, non-paid

TRC).

Warning: Update Team

Member schedule

Medium Team Member has hours worked outside of the

scheduled start/end time

Add or modify the Team Member’s

schedule to Clairvia or PSOFT

Scheduling System.

Received error message

when trying to submit the

timesheet:

TRC not valid for Punch

Time

Timesheet

Edit

Save Error

A TRC and punch data CANNOT be on the same

row on the Team Member’s timesheet.

Only specific TRC’s that are eligible can be used.

Move the TRC code and

hours/amount to a separate row on the

same day but not on the row with

punch data.



timesheet:

Message: Invalid number

format

Timesheet

Edit

Save Error

Entered a quantity with more than 12 numbers

BEFORE the decimal (typo)

and/or

Entered more than 2 numbers AFTER the decimal.

When entering dollar amounts for a

specific TRC, ensure the amount is

only 12 digits before the decimal.

(This would only occur with a typo).

When entering dollar amounts or

hours, do not enter hours or quantities

with more than 2 numbers after the

decimal.

EXAMPLE :

Incorrect format: 3.502 Correct

format: 3.50


59

Exception Severity


How to Resolve

Additional Information Received error message


timesheet:

Time field format error

Timesheet

Edit

Save Error

Entered a punch in the correct format required.

4 digit numbers are required for

manual entry of punches EXCEPT

for top of the hour times.

EXAMPLE:

Incorrect format: 830a, 425p Correct

format: 0830a, 0425p

Acceptable formats for top of the hour:

8a, 4p, 5p, 11p, 12a



timesheet:

Punches entered on row “x”

are not in chronological

order.

Timesheet

Edit

Save Error

Entered an IN and OUT punch on the same day,

but the shift is a “cross-over shift”, meaning the

IN punch is on one day but the OUT punch

belongs on the next day.

Example: (11p–7am, 7p-7a, 11p-3a)

Enter the IN punch on the day it

applies to

Then:

o Enter the OUT punch on

the next day or

o If an IN punch already

exists on the next day,

insert a row and add the

OUT punch row BEFORE

the row of the next day IN

punch.

Selected Fields don’t save

upon timesheet “submission”

(saving).

Timesheet

Edits

Selected a TRC, Rule or Shift Diff Override on

the timesheet row and after “submitting” the

timesheet, it was no longer there.

Every TRC selected must have an

associated quantity (hours, dollar

amount, or units) on the same row.

Every rule CLB or CMD rule selected

must have an associated row of of

punch data or TRC

Every Shift Diff Override must be

associated with a row of data

No hours or rules are

generated with the CMD,

CLB, SHIFT OVERRIDE.

Timesheet Edit

Error

Entered rule on OUT punch row for a cross-over

shift. Must put all the rules on the IN punch row.

Enter the CMD, CLB, or SHIFT

OVERRIDE rule on the row of the IN

punch.

payroll department peoplesoft payroll and time and labor · 2019. 10. 6. · kaba ivr (telephone...

Documents