payroll procedures manual – fans/building services supervisors

PayrollProceduresManual

FANS/BuildingServicesManager

RevisedJune2017

TableofContents

1. OverviewofPayroll&InsuranceServicesDepartment

a. DepartmentMissionStatement&OrganizationChartb. PayrollDataFlowc. PayrollCalendarsd. PayrollFAQSheetse. HowWeCalculateandReconcilePayforSalariedEmployeesf. EmployeeNewHireNotice

2. TheTimeLinkTime&AttendanceSystem

a. RequestforTimeLinkAccessFormb. TimeLinkImportantRemindersandTimeEntryTroubleshootingTipsc. PayrollPeriodCheckListd. PayrollProceduresforReportingNonExemptEmployeeOvertimeandCompTimee. FrequentlyAskedQuestionsTimeLinkf. TimeLinkEmployeeSelfService&EmployeeLeaveRequestSystemg. TimeLinkDeviceManager&InteractiveVoiceResponse(IVR)SystemInstructionsh. ReviewingandEditingTimecardsinTimeLinki. ManagingandApprovingTimecardsinTimeLinkj. TimeLinkReportsGuidek. PayrollEntryProceduresMissedPayHourlyPaidTimel. PayrollEntryProceduresMiscellaneousEntries

3. TheInfor/LawsonPayrollSystem

a. EmployeeSelfService

4. ResourcesontheWeba. Payroll&InsuranceServicesWebsite

http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_payrollb. FinanceDepartmentSite FinanceForms

http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_formsc. GreenvilleCountySchoolsEmployeeWebsites

http://www.greenville.k12.sc.us/Employees/

Section1

Overview

Payroll&InsuranceServicesDepartment

Payroll&InsuranceServicesMissionStatementandOrganizationChart:

OurdepartmentprovidesserviceandsupporttoemployeesoftheDistrictbyprocessingemployeepaychecks.Wealsoassistemployeeswithinsurancebenefits,retirementand

WorkersCompensationandsupportasafeworkenvironment.

Director,Payroll&InsuranceServices

JamieMcCutcheon

Coordinator,Workers

CompensationKayleBrown

BenefitsCallCenter

ClaudiaCoxOuidaBennonBeckyBrammerAmandaDeaseSharonRoach

Vacant

Coordinator,Payroll

MarcDominick

Accountant,Payroll

MarieMeyers

Analyst,PayrollMariannMcKenney

PayrollCallCenter

MelbaMannHelenDavisPattiIngramLizJones

DebbieMillerJudyReid

Specialist,InsuranceServices/WorkersComp

TinaCarr

TechnicalAnalyst,Payroll/Benefits

JohnPeavy

1a

TimeLinkInforGHRInforS3DataFlow

TheaboveillustrationdepictsthedataflowbetweentheDistrictsGlobalHumanResources(GHR),Time&AttendanceSystem(TimeLink),SubstituteManagementSystem(SmartFindExpress),andthePayrollProcessingSystem(InforS3).

1. DailyFeed:Newemployees,changestoemployeerecords,andterminationsareenteredbytheHumanResourcesDepartmentintotheInforGHRsystem.

2. NightlydatatransfersaresenttoTimeLinkandSmartFindfromInforGHRdata.3. NightlydatatransfersaresenttoTimeLinkfromtheSmartFindSubstituteManagementSystem

(employeeabsencesandsubstitutetimerecords).4. DataistransferredfromTimeLinktotheInforS3payrollsystemontheTimeEntryclosedate.5. PayrollisprocessedinInforS3andemployeesarepaidaccordingtotheDistrictspublishedpayroll

calendar.

Employeeishired/changed/terminated

throughInforGHRGHRTransfersdatatoInfor

S3

InforS3transfersemployeeinformationtoSmartFindExpress&

TimeLink

EmployeeTime&AttendanceDataiscapturedinTimeLinkthroughtimeentryand

SmartFindExpressimports

EmployeeTimeRecordsareeditedandapprovedinTimeLinkfortransferto

InforS3

EmployeePayrollisProcessedinInforS3

PayDay!

1b

Weeksin TimeEntry

Beginning Ending PayPeriod* Closed CheckDate1 6/5/2017 6/18/2017 2 06/22/17 7/14/20172 6/19/2017 7/2/2017 2 07/06/17 1 7/28/20173 7/3/2017 7/16/2017 2 07/20/17 8/15/20174 7/17/2017 8/6/2017 3 08/10/17 8/30/20175 8/7/2017 8/27/2017 3 09/01/17 9/15/20176 8/28/2017 9/10/2017 2 09/15/17 9/29/20177 9/11/2017 9/24/2017 2 09/29/17 10/13/20178 9/25/2017 10/8/2017 2 10/13/17 10/30/20179 10/9/2017 10/22/2017 2 10/27/17 11/15/201710 10/23/2017 11/5/2017 2 11/10/17 11/30/201711 11/6/2017 11/19/2017 2 11/29/17 12/15/201712 11/20/2017 12/3/2017 2 12/08/17 12/29/201713 12/4/2017 12/17/2017 2 01/03/18 1/12/201814 12/18/2017 1/7/2018 3 01/12/18 1/30/201815 1/8/2018 1/21/2018 2 01/26/18 2/15/201816 1/22/2018 2/4/2018 2 02/09/18 2/28/201817 2/5/2018 2/18/2018 2 02/23/18 3/15/201818 2/19/2018 3/4/2018 2 03/09/18 3/30/201819 3/5/2018 3/18/2018 2 03/23/18 4/13/201820 3/19/2018 4/8/2018 3 04/13/18 4/30/201821 4/9/2018 4/22/2018 2 04/27/18 5/15/201822 4/23/2018 5/6/2018 2 05/11/18 5/30/201823 5/7/2018 5/20/2018 2 05/25/18 6/15/201824 5/21/2018 6/3/2018 2 06/07/18 6/29/2018

1 245DayHourlystarts

*WeeksinpayperiodaresubjecttochangebasedontheapprovedDistrictcalendareachyear.

SEMIMONTHLYPAYROLLPERIODS

SUBSTITUTES/HOURLYEMPLOYEES

PayPeriod

CHECKDATESFOR20172018

Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.

1c.1

TimeEntry CheckDateBeginning Ending Beginning Ending Closed

1 6/5/2017 6/18/2017 7/1/2017 7/15/2017 06/22/17 7/14/2017 12 6/19/2017 7/2/2017 7/16/2017 7/31/2017 07/06/17 7/28/20173 7/3/2017 7/16/2017 8/1/2017 8/15/2017 07/20/17 8/15/2017 24 7/17/2017 8/6/2017 8/16/2017 8/31/2017 08/10/17 8/30/2017 35 8/7/2017 8/27/2017 9/1/2017 9/15/2017 09/01/17 9/15/20176 8/28/2017 9/10/2017 9/16/2017 9/30/2017 09/15/17 9/29/20177 9/11/2017 9/24/2017 10/1/2017 10/15/2017 09/29/17 10/13/20178 9/25/2017 10/8/2017 10/16/2017 10/31/2017 10/13/17 10/30/20179 10/9/2017 10/22/2017 11/1/2017 11/15/2017 10/27/17 11/15/201710 10/23/2017 11/5/2017 11/16/2017 11/30/2017 11/10/17 11/30/201711 11/6/2017 11/19/2017 12/1/2017 12/15/2017 11/29/17 12/15/201712 11/20/2017 12/3/2017 12/16/2017 12/31/2017 12/08/17 12/29/201713 12/4/2017 12/17/2017 1/1/2018 1/15/2018 01/03/18 1/12/201814 12/18/2017 1/7/2018 1/16/2018 1/31/2018 01/12/18 1/30/201815 1/8/2018 1/21/2018 2/1/2018 2/15/2018 01/26/18 2/15/201816 1/22/2018 2/4/2018 2/16/2018 2/28/2018 02/09/18 2/28/201817 2/5/2018 2/18/2018 3/1/2018 3/15/2018 02/23/18 3/15/201818 2/19/2018 3/4/2018 3/16/2018 3/31/2018 03/09/18 3/30/201819 3/5/2018 3/18/2018 4/1/2018 4/15/2018 03/23/18 4/13/201820 3/19/2018 4/8/2018 4/16/2018 4/30/2018 04/13/18 4/30/201821 4/9/2018 4/22/2018 5/1/2018 5/15/2018 04/27/18 5/15/201822 4/23/2018 5/6/2018 5/16/2018 5/31/2018 05/11/18 5/30/201823 5/7/2018 5/20/2018 6/1/2018 6/15/2018 05/25/18 6/15/201824 5/21/2018 6/3/2018 6/16/2018 6/30/2018 06/07/18 6/29/2018

7/1/2018 7/15/2018 TBD 7/13/20187/16/2018 7/31/2018 TBD 7/30/2018 48/1/2018 8/15/2018 TBD 8/15/2018 5

1 245DayWorkSchedulestarts2 200,205,210,215,220DayWorkSchedulestarts3 185,190DayWorkSchedulestarts4 Final201718check200,205,210,215,220DayWorkSchedule5 Final201718check185,190WorkSchedule

Period PeriodLeaveReporting

Timeentryclosesat4:00pmontheclosedate.Timemaynotbeapprovedaftertheclosedate.

Payroll

TBDTBDTBD

SEMIMONTHLYPAYROLL&LEAVEREPORTINGPERIODS

SALARIEDEMPLOYEES

Salariedemployeesschedulearepaid1/24thoftheirannualsalaryeachcheckdate.

CHECKDATESFOR20172018

1c.2

Iamasalariedemployeeandstartedworkafterthefirstdayoftheregular,fiscalyearworkperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork.(exampleshownbelow)

Employee:

JohnEmployee

DateofHire:

772014

GrossPaypercheck(RemainingSalary/23)

1,483.34

Salarybasedon245days 47,407.00 DailyRate

salary/245days 193.50

DaysPaid

7/7/146/30/15 241

Totalsalaryearnedfiscalyear

Totaldaysworkedxdaily

rate46,633.01

1stcheckJuly15,2014:7dayspay(July7July15)

1,354.50

RemainingPay

45,278.51

HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedyourdailyrateofpayforeachadditionalpersonalleaveday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderofthefiscalyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalance.HowmanysickleavedaysdoIreceive?12MonthEmployeesearn18daysofsickleaveperfiscalyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterJuly1st)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextfiscalyear,youwillaccruesickleaveeachsemimonthlypaydate.Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.

WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimetopreventonepaycheckfromabsorbingtheentireadjustmentamount.Anexampleisshownbelow:

1d.1

Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30, 2010)(54.28/check) 325.68 Total adjustment needed: 108.56

HowmanychecksdoIreceive?Thereare24paychecksinourfiscalyearpaycycle.IfyouareanewemployeetotheDistrict,andstartafterthefirstdayofthefiscalyear(July1),yoursalarywillbecalculatedovertheremainingnumberofchecksinthefiscalyearthatendsonJune30.IfIleavetheDistrict,willIbepaidforunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.IfIleavetheDistrict,willIbepaidformyunused,accruedvacationtime?InaccordancewithDistrictRuleGBRK,employeeswithunused,accruedvacationtimewillbepaidforanyunusedvacationdaysatseparation.Thelocationshouldkeyanyvacationtimetakenuptothelastdayworked,andpayrollwilldeductthesedaysfromtheunused,accruedvacationbalance.WillIreceiveastepincreaseeachfiscalyearlikeateacher?SalaryincreasesareapprovedbytheBoardofTrusteesduringtheBudgetprocesseachfiscalyear.Stepandcostoflivingincreasesarepartofthisprocess.HowdoIknowhowmanysickandvacationdaysIhaveavailable?AbsencesareenteredinTimeLinkbyyoursupervisorandloadedintotheInfor/Lawsonpayrollsystemwheneachpaycheckisprocessed.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.Vacationbalancesmustbetakenwithin7monthsoftheendofeachfiscalyear(byJanuary31st)ifthebalanceisnotbanked.ThesebalancesaredisplayedinaseparatetotalintheEmployeeSpaceSelfServicesystem.VacationdaysmaybebankedifyoumeeteligibilityrequirementsfoundinDistrictPolicyGBRK.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistyouwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfService.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.RefertotheSemiMonthlyPayrollPeriodsandCheckDatescalendar,findthe1stdayyouareemployedinthePayPeriodrange,andthecorrespondingcheckdate.

PayrollFAQ12MonthEmployeerev62017

Inthisscenario,anadditional$27.14istakenfrom4checkstocollecttheadjustment($108.56/4).

1d.2

Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.RefertotheSemimonthlyPayrollPeriodsandCheckDatescalendar,findthe1stdayyouareemployedinthePayPeriodrange,andthecorrespondingcheckdate.HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachfiscalyearwithadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedocked.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendaletterofverificationstatingyourunuseddays.TheunuseddayswillbeaddedtoyourDistrictsickleavebalanceonalaterpaycheck.HowmanysickleavedaysdoIreceive?Employeesearn1518daysofsickleaveperfiscalyeardependingonhowmanydaysyouworkeachyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterJuly1st)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextfiscalyear,youwillaccruesickleaveeachsemimonthlypaydate.Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimesothatonepaycheckwillnotabsorbtheentireadjustmentamount.Anexampleisshownbelow:

Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30)(54.28/check) 325.68 Total adjustment needed: 108.56


1d.3

Iworked12hoursinoneday.WillIbepaidovertime?Overtimeiscalculatedbasedonasevendaypayweek(MondaySunday).Ifyourworkedtime,notincludingsickleaveorvacationtime,exceeds40hoursinyourprimaryposition,youwillbeeligibleforcompensatorytimeearnedattherateof1.5hoursforeachhourworkedover40.Yoursupervisorhastheoptionofpayingoutthecompensatorytimeoryoumayuseitinlieuofleavetimeforpaidtimeoff.Whenthemultiplejobhours+primaryjobhoursexceed40inaworkweek,theDistrictpaysovertime.IfIleavetheDistrict,willIbepaidformyunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.IfIleavetheDistrict,willIbepaidformyunused,accruedvacationtime?InaccordancewithDistrictRuleGBRK,employeeswithunused,accruedvacationtimewillbepaidforanyunusedvacationdaysatseparation.Thelocationshouldkeyanyvacationtimetakenuptothelastdayworked,andpayrollwilldeductthesedaysfromtheunused,accruedvacationbalance.HowdoIknowhowmanysickandvacationdaysIhaveavailable?AbsencesareenteredinTimeLinkbyyoursupervisorandloadedintotheInfor/Lawsonpayrollsystemduringpayrollprocessing.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.Vacationbalancesmustbetakenwithin7monthsoftheendofeachfiscalyear(byJanuary31st)ifthebalanceisnotbanked.ThesebalancesaredisplayedinaseparatetotalintheEmployeeSpaceSelfServiceESSsystem.VacationdaysmaybebankedifyoumeeteligibilityrequirementsfoundinDistrictPolicyGBRK.WillIreceiveastepincreaseeachfiscalyearlikeateacher?SalaryincreasesareapprovedbytheBoardofTrusteesduringtheBudgetprocesseachfiscalyear.Stepandcostoflivingincreasesarepartofthisprocess.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsaprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfServiceSystem.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Ididnotworkenoughhourstocovermybenefitdeductions.Willmoremoneybewithheldfrommycheckstocatchupmypremiums?Payrollisnotifiedaftereachcheckdateofemployeeswhodidnothavebenefitdeductions.Additionalamountswillbewithheldfromfuturecheckstomakeupthemissedamounts.Ifyouareworkinginabenefitseligibleposition,itisimportantthatyouworktherequirednumberofhourseachpayperiod.Thiswillensurethatyourearningsaresufficienttodeductbenefitpremiums.Failuretoworktherequirednumberofhourseachyearmayjeopardizeyourbenefitseligibility.WhenamIpaid?TheDistrictprocessespayrolltwicemonthly;thepaydatesareonthe15thand30thofeachmonth.Thepaycalendarispublishedwithcheckdatesandpayperiods.YourpaycheckisbasedonthenumberofhoursworkedineachpayperiodandthehourlyrateapprovedbyHumanResources.ThehoursyouworkareenteredandimportedintothepayrollsystemfromtheTimeLinkTime&Attendancesystem.Youmustclockinandouttorecordyourhoursworked.Ifyouareoutofworkonleave,youmustnotifyyoursupervisorsothatleavetimemaybeenteredandyouwillbepaidaccuratelyontime.

PayrollFAQHourlyEmployeerev62017

1d.4

Iamasalariedemployeeandstartedworkafterthefirstdayoftheregularcontractperiod.Howismytotalsalarycalculated?Yourpaywillbecalculatedbasedonthenumberofdaysthatyouareexpectedtowork(exampleshownbelow)Employee: JohnEmployee DateofHire: 9132010 Salarybasedon190days

32,595.00

DailyRate Salary/190days 171.55

DaysPaid 9/13/106/3/11 165Totalsalaryearnedschoolyear

Totaldaysworkedxdailyrate

28,305.75

Remainingnumberofpaychecksinyear

09/30/108/15/11

22.00

GrossPay/Check 09/30/108/15/11 1,286.63HowmanysickleavedaysdoIreceive?Employeesearn1518daysofsickleaveperyear.Sickleavebalancescarryoverfromyeartoyearwithnolimit.IfyouareanewemployeetoGreenvilleCountySchools,yourdays(orproratedportionifyoustartafterthefirstdayofschool)willbeadvancedwithyourfirstpaycheck.Beginningwithyourfirstcheckofthenextyear,youwillaccruesickleaveeachsemimonthlypay(20checksforemployeesworking185190days).Ifrequiredsickleaveexceedsaccrueddays,yourpaywillbereducedasnecessary.AbsencesareimportedtoTimeLinkbytheSmartFindsystemandareloadedintotheInfor/Lawsonpayrollsystemwheneachpaycheckisprocessed.YoumaycheckyouravailablebalancesusingtheReviewBalancescreeninTimeLinkESS.HowdoIusepersonalleavedays?Two(2)sickleavedaysmaybeusedforpersonalleaveeachyear,withadvanceapprovalbyyoursupervisor.Ifyouusemorethan2personalleavedays,yourpaywillbedockedbyyourdailyrateofpayforeachadditionalday.Youcannotcarryoverunusedpersonalleavedays.Ifpersonaldaysarenotused,thedaysremaininyouravailablesickleavebalance.WhatifIrunoutofleavetimeandcannotreporttoworkbecauseofmedicalreasons?Ifyouexpecttorunoutofaccruedsickleave,yoursupervisorshouldletPayrollknowimmediately.Youwillberemovedfrompayroll.Uponnotificationbyyoursupervisorofyourreturn,yoursalarywillberecalculatedbasedonthenumberofdaysyouwillbepaidfortheremainderoftheschoolyear.TalktoyoursupervisorabouttheDistrict'sLeaveofAbsenceprocess.ItransferredfromanotherS.C.schooldistrictorS.C.StateAgency.CanItransfermyunpaid/unusedsickleavedaystoGreenvilleCounty?Yes.IfyoubeginemploymentwiththeDistrictwithin30daysofleavingyourpreviousS.C.schooldistrictorS.C.stateagency,wewillacceptyourunused/unpaidsickleavedays.YourpreviousS.C.employermustsendverificationofthisinformationonbusinessletterhead.TransferredleavewillbeaddedtoyourDistrictsickleavebalanceonyourfirstpaycheck,ifreceivedbeforepayrollisprocessed.WhatisthePretaxadjustmentIseeonmypaycheck?GreenvilleCountySchoolspaysStateEmployeeInsuranceProgrampremiumseachmonth.Thepretaxadjustmentisthedifferencebetweenthetotalamountowedforthebenefityear(JanuaryDecember)andwhatwillbecollectedthroughregularpayrolldeductions.Theadjustmentdeductionisspreadoutoverashortperiodoftimetopreventonepaycheckfromabsorbingtheentireadjustmentamount.Anexampleisshownbelow:Health Savings Account pretax premiums (September - December, 4 months)(108.56/month, full family coverage) 434.24 Regular payroll deduction for 6 checks(October 15 - December 30, 2010)(54.28/check) 325.68 Total adjustment needed: 108.56


1d.5

WillIreceivepaychecksduringthesummer?Salariedemployeesarescheduledtobepaidduringthesummermonths.However,ifyouleaveemploymentduringorattheendoftheschoolyear,yourfinalearningswillbecalculatedandpaidinonecheck.SupplementalearningsarepaidaccordingtotheDistrictsSupplementalPayScheduleandarenotpaidonsummerchecks.IfIleavetheDistrict,willIbepaidformyunusedsickleave?InaccordancewithDistrictPolicyGBQ,paymentismadeonlytoretiringemployeesforunusedsickleave.HowmanychecksdoIreceive?Thereare24paychecksinyourpaycycle.IfyouareanewemployeetotheDistrict,anddonotbeginemploymentonthefirstdayofyourworkschedule,yoursalarywillbecalculatedoverlessthan24checks.Salariedemployeesarepaid1/24thoftheirannualsalary,regardlessofthenumberofworkdaysintheperiod.Theleavereportingperiodisusedtorecordanyabsences.IreceivedmynewcertificatewithavaliddateofJuly1.Whydomysummerchecksnotreflecttheretroactivepayformyincrease?July1isthebeginningofthefiscalyear.ThechecksyoureceiveinthesummerareformoneyyouearnedpriortoJuly1.Yournewsalarywillbeeffectivewithyourfirstcheckofthenewschoolyear.Ihaveteachingexperienceinanotherstateorataprivateschool,butIamonlybeingpaidon0years.Why?GreenvilleCountySchoolspaysyoubasedontheexperienceonyourS.C.teachingcertificate.Inordertobepaidforyourexperience,youwillneedtohaveyourprioremployercompleteaVerificationofTeachingExperienceformandsubmitittotheSDE,OfficeofCertification.TheformwillbeevaluatedandapprovedexperienceaddedtoyourS.C.certificate.InorderfortheSDEtomakeachangeonyourcertificate,youwillalsoneedtocompleteandsubmittheRequestforChangeActionform.Bothformsareavailableatwww.ed.sc.gov.SendyourupdatedcertificatetotheHumanResourcesDepartment.Yourrecordswillbeupdated,payrollwillbenotifiedtochangeyoursalaryandanyretroactivepaywillbeprocessedbasedontheeffectivedateofthecertificate.HowdoIgetpaidforsummerschoolorreceivethemoneyIearnedforextrawork?Ifyouaredoingworkdifferentfromyourprimaryjob,youwillclockinontheTimeLinksystemtorecordhoursworkedforadditionalpay.Yourlocationisresponsibleforsubmittingpayinformationforanyworkedperformedforastipend(flatamountregardlessofthenumberofhoursworked).Timeshouldbeenteredwhenyouperformtheservice,andtheadditionalwageswillbeprocessedwithyourregularpaycheck.RefertotheSemiMonthlyPayrollPeriodsandCheckDatesforHourly/SubstitutePaytodeterminewhenyouwillbepaid.Whatismyemployeenumber?Anemployeenumberisprovidedtoallnewlyhiredemployees.Yourlocationspayrolltimeeditororyoursupervisorcanassistyouwithidentifyingyournumber.TheETSHelpDeskwillassignyouremailandnetworkuserID.IsignedupforDirectDeposit,butmyfirstcheckwasnotsenttomybank?TheDistrictisrequiredtosendatestprenotetoyourbanktovalidateyouraccountandroutinginformationbeforemoneyisactivelytransmitted.TheDistrictsendsaprenotifiedfileseveraldaysbeforeeachpaydate.ChangestodirectdepositinformationaremadeviaEmployeeSpaceSelfServiceSystem.Anytimeachangeismadetoyourdirectdepositinformation,the"prenote"processwilloccur.Thisoptionisremovedfromtheselfservicesystemduringpayrollprocessingandyoucannotmakechanges.Iamanewemployee.WhenwillIreceivemyfirstpaycheck?Thedistrictprocessespayrollforaspecificpayperiodeachpaycheckdate.Paydatesfornon12monthworkschedulesareasfollows:185/190daysSemimonthly(24checks) 200/205/210/215/220daysSemimonthly(24checks)BeginningAugust30,2017EndingAugust15,2018 BeginningAugust15,2017EndingJuly30,2018

PayrollFAQTeacherNon12MonthEmployeerev62017

1d.6

HowdowecalculateandreconcilepayforSalariedEmployees?

Eachfiscalyear(July1June30),employeesareassignedanannualsalaryaccordingtotheirpositionandtheDistrictssalaryschedule.SalariedpositionsintheDistrictareassignedaworkcalendar:185,190,200,205,210,220or245days.Eachworkcalendarispaidonapayrollcyclethatcorrespondstothestartdateofthepositionforthefiscalyear.Theworkcalendardefinesthenumberofdaysinthefiscalyearthattheemployeeisscheduledtowork.Whenanemployeeishiredafterthefirstdayofhisworkcalendar,hewillnotworkthetotalannualnumberofdaysinhisworkcalendarandthesalarywillbeprorated.Duringpayrollprocessing,thepayrollsystemcalculatestheamountearnedforthepayrollperiod(daysworkedxdailyrate)andtheamountpaid(1/24ofannualsalary).Thedifferenceistrackedbythesystemanddefinedastheemployeesreservebalance.Thereservebalanceisusedtomaintainanemployeespaywhenhedoesnotworkduringapayrollperiod.Thereservebalanceisdepletedwhentheemployees24thcheckisissued.ThefollowingcalculationsillustratehowthisprocessworksforemployeesineachoftheDistricts3fiscalyearpayrollcycles.

1e.1

DailyRate

SalaryEarned SalaryPaid

Beginning Ending CheckDateDays

Worked(annual

salary/245)(DaysWorked*

DailyRate)(1/24thof

annualsalary)

ReserveActivity

ThisCheckReserveBalance

7/1/2016 7/15/2016 7/15/2016 10 204.08 2,040.82 2,083.33 (42.52) (42.52)7/16/2016 7/31/2016 7/29/2016 10 204.08 2,040.82 2,083.33 (42.52) (85.03)8/1/2016 8/15/2016 8/15/2016 11 204.08 2,244.90 2,083.33 161.56 76.53

8/16/2016 8/31/2016 8/30/2016 11 204.08 2,244.90 2,083.33 161.56 238.109/1/2016 9/15/2016 9/15/2016 11 204.08 2,244.90 2,083.33 161.56 399.66

9/16/2016 9/30/2016 9/30/2016 11 204.08 2,244.90 2,083.33 161.56 561.2210/1/2016 10/15/2016 10/14/2016 10 204.08 2,040.82 2,083.33 (42.52) 518.71

10/16/2016 10/31/2016 10/28/2016 11 204.08 2,244.90 2,083.33 161.56 680.2711/1/2016 11/15/2016 11/15/2016 11 204.08 2,244.90 2,083.33 161.56 841.84

11/16/2016 11/30/2016 11/30/2016 8 204.08 1,632.65 2,083.33 (450.68) 391.1612/1/2016 12/15/2016 12/15/2016 11 204.08 2,244.90 2,083.33 161.56 552.72

12/16/2016 12/31/2016 12/30/2016 3 204.08 612.24 2,083.33 (1,471.09) (918.37)1/1/2017 1/15/2017 1/13/2017 10 204.08 2,040.82 2,083.33 (42.52) (960.88)

1/16/2017 1/31/2017 1/30/2017 12 204.08 2,448.98 2,083.33 365.65 (595.24)2/1/2017 2/15/2017 2/15/2017 11 204.08 2,244.90 2,083.33 161.56 (433.67)

2/16/2017 2/28/2017 2/28/2017 9 204.08 1,836.73 2,083.33 (246.60) (680.27)3/1/2017 3/15/2017 3/15/2017 11 204.08 2,244.90 2,083.33 161.56 (518.71)

3/16/2017 3/31/2017 3/30/2017 12 204.08 2,448.98 2,083.33 365.65 (153.06)4/1/2017 4/15/2017 4/14/2017 7 204.08 1,428.57 2,083.33 (654.76) (807.82)

4/16/2017 4/30/2017 4/28/2017 10 204.08 2,040.82 2,083.33 (42.52) (850.34)5/1/2017 5/15/2017 5/15/2017 11 204.08 2,244.90 2,083.33 161.56 (688.78)

5/16/2017 5/31/2017 5/30/2017 12 204.08 2,448.98 2,083.33 365.65 (323.13)6/1/2017 6/15/2017 6/15/2017 11 204.08 2,244.90 2,083.33 161.56 (161.56)

6/16/2017 6/30/2017 6/30/2017 11 204.08 2,244.90 2,083.33 161.56 0.00245 50,000.00 50,000.00 0.00

PayrollPeriod

12month(245Day)employeesalarybasedon$50,000annually

1e.2

DailyRate



Worked(annual


DailyRate)(1/24thof

annualsalary)

ReserveActivity


7/1/2016 7/15/2016 7/15/20167/16/2016 7/31/2016 7/29/20168/1/2016 8/15/2016 8/15/2016 11 200.00 2,200.00 1,666.67 533.33 533.33

8/16/2016 8/31/2016 8/30/2016 12 200.00 2,400.00 1,666.67 733.33 1,266.679/1/2016 9/15/2016 9/15/2016 10 200.00 2,000.00 1,666.67 333.33 1,600.00

9/16/2016 9/30/2016 9/30/2016 11 200.00 2,200.00 1,666.67 533.33 2,133.3310/1/2016 10/15/2016 10/14/2016 10 200.00 2,000.00 1,666.67 333.33 2,466.67

10/16/2016 10/31/2016 10/28/2016 11 200.00 2,200.00 1,666.67 533.33 3,000.0011/1/2016 11/15/2016 11/15/2016 10 200.00 2,000.00 1,666.67 333.33 3,333.33

11/16/2016 11/30/2016 11/30/2016 8 200.00 1,600.00 1,666.67 (66.67) 3,266.6712/1/2016 12/15/2016 12/15/2016 11 200.00 2,200.00 1,666.67 533.33 3,800.00

12/16/2016 12/31/2016 12/30/2016 1 200.00 200.00 1,666.67 (1,466.67) 2,333.331/1/2017 1/15/2017 1/13/2017 10 200.00 2,000.00 1,666.67 333.33 2,666.67

1/16/2017 1/31/2017 1/30/2017 11 200.00 2,200.00 1,666.67 533.33 3,200.002/1/2017 2/15/2017 2/15/2017 11 200.00 2,200.00 1,666.67 533.33 3,733.33

2/16/2017 2/28/2017 2/28/2017 8 200.00 1,600.00 1,666.67 (66.67) 3,666.673/1/2017 3/15/2017 3/15/2017 11 200.00 2,200.00 1,666.67 533.33 4,200.00

3/16/2017 3/31/2017 3/30/2017 10 200.00 2,000.00 1,666.67 333.33 4,533.334/1/2017 4/15/2017 4/14/2017 5 200.00 1,000.00 1,666.67 (666.67) 3,866.67

4/16/2017 4/30/2017 4/28/2017 9 200.00 1,800.00 1,666.67 133.33 4,000.005/1/2017 5/15/2017 5/15/2017 11 200.00 2,200.00 1,666.67 533.33 4,533.33

5/16/2017 5/31/2017 5/30/2017 11 200.00 2,200.00 1,666.67 533.33 5,066.676/1/2017 6/15/2017 6/15/2017 8 200.00 1,600.00 1,666.67 (66.67) 5,000.00

6/16/2017 6/30/2017 6/30/2017 200.00 1,666.67 (1,666.67) 3,333.337/1/2017 7/15/2017 7/15/2017 200.00 1,666.67 (1,666.67) 1,666.67

7/16/2017 7/31/2017 7/30/2017 200.00 1,666.67 (1,666.67) (0.00)200 40,000.00 40,000.00 (0.00)

PayrollPeriod

20152016SalaryPayments

10month(200Day)employeesalarybasedon$40,000annually

1e.3

DailyRate



Worked(annual


DailyRate)(1/24thof

annualsalary)

ReserveActivity


7/1/2016 7/15/2016 7/15/20167/16/2016 7/31/2016 7/29/20168/1/2016 8/15/2016 8/15/2016 5 200.00 1,000.00 1,000.00 1,000.00

8/16/2016 8/31/2016 8/30/2016 12 200.00 2,400.00 1,583.33 816.67 1,816.679/1/2016 9/15/2016 9/15/2016 10 200.00 2,000.00 1,583.33 416.67 2,233.33

9/16/2016 9/30/2016 9/30/2016 11 200.00 2,200.00 1,583.33 616.67 2,850.0010/1/2016 10/15/2016 10/14/2016 10 200.00 2,000.00 1,583.33 416.67 3,266.67

10/16/2016 10/31/2016 10/28/2016 11 200.00 2,200.00 1,583.33 616.67 3,883.3311/1/2016 11/15/2016 11/15/2016 10 200.00 2,000.00 1,583.33 416.67 4,300.00

11/16/2016 11/30/2016 11/30/2016 8 200.00 1,600.00 1,583.33 16.67 4,316.6712/1/2016 12/15/2016 12/15/2016 11 200.00 2,200.00 1,583.33 616.67 4,933.33

12/16/2016 12/31/2016 12/30/2016 1 200.00 200.00 1,583.33 (1,383.33) 3,550.001/1/2017 1/15/2017 1/13/2017 10 200.00 2,000.00 1,583.33 416.67 3,966.67

1/16/2017 1/31/2017 1/30/2017 11 200.00 2,200.00 1,583.33 616.67 4,583.332/1/2017 2/15/2017 2/15/2017 11 200.00 2,200.00 1,583.33 616.67 5,200.00

2/16/2017 2/28/2017 2/28/2017 8 200.00 1,600.00 1,583.33 16.67 5,216.673/1/2017 3/15/2017 3/15/2017 11 200.00 2,200.00 1,583.33 616.67 5,833.33

3/16/2017 3/31/2017 3/30/2017 10 200.00 2,000.00 1,583.33 416.67 6,250.004/1/2017 4/15/2017 4/14/2017 5 200.00 1,000.00 1,583.33 (583.33) 5,666.67

4/16/2017 4/30/2017 4/28/2017 9 200.00 1,800.00 1,583.33 216.67 5,883.335/1/2017 5/15/2017 5/15/2017 11 200.00 2,200.00 1,583.33 616.67 6,500.00

5/16/2017 5/31/2017 5/30/2017 11 200.00 2,200.00 1,583.33 616.67 7,116.676/1/2017 6/15/2017 6/15/2017 4 200.00 800.00 1,583.33 (783.33) 6,333.33

6/16/2017 6/30/2017 6/30/2017 200.00 1,583.33 (1,583.33) 4,750.007/1/2017 7/15/2017 7/15/2017 200.00 1,583.33 (1,583.33) 3,166.67

7/16/2017 7/31/2017 7/30/2017 200.00 1,583.33 (1,583.33) 1,583.338/1/2017 8/15/2017 8/15/2017 200.00 1,583.33 (1,583.33) 0.00

190 38,000.00 38,000.00 0.00

PayrollPeriod

20152016SalaryPayments

9.5month(190Day)Employeesalarybasedon$38,000annually

1e.4

TOALLNEWGREENVILLECOUNTYSCHOOLSEMPLOYEES

ImportantNewHirePayroll&BenefitsInformation FormW4Thisformisusedforyourpaychecktaxwithholding.TheDistrictwilldefaultyourwithholdingto

Singlestatus,zero(0)exemptionsifthisformisnotreturned.PleasesubmitaseparateformifyourStatewithholdingdiffersfromyourFederalwithholding.Onlytheoriginalformcanbeacceptedwithnocorrectionsoralterations;wedonotacceptfaxedoremailedcopies.YourW4canbechangedatanytimeusingtheDistrictsEmployeeSpaceSelfServiceSystem.Clickhttps://www.greenville.k12.sc.us/Employees/docs/finance/ess_guide.pdf?v=121221forinstructions.

DirectDepositEnrollmentParticipationinDirectDepositisMANDATORYforALLemployeesregardlessof

classificationorstatus.Changestoyourdirectdepositinformationmaybemadenolaterthan1weekbeforetheeffectivepaydateviatheEmployeeSpaceSelfServicesystem.Clickhttps://www.greenville.k12.sc.us/Employees/docs/finance/ess_guide.pdf?v=121221forinstructions.

PaystubsareavailableonpaydayviatheEmployeePortalPleasereviewyourpaystubeachpaydayand

notifyyoursupervisorimmediatelyiftherearediscrepancies.Fromtheportal(portal.greenville.k12.sc.us)select OnlinePayStubCheckYourPayStubInformationOnline

EmployeesmayelecttoreceivetheirW2WageandTaxStatementelectronicallyforinstructions,visit

http://www.greenville.k12.sc.us/Departments/main.asp?titleid=fin_w2 Newemployees,eligibleforhealth,dental,andotherbenefits,willbecontactedtoattendaBenefitsOrientation

Session.TheDistrictsemployeebenefitspackageandspecificplanswillbediscussed.Theemployeeisgiventheopportunitytoenrollinorwaivecoverage.

PleasetakeamomenttofamiliarizeyourselfwiththeDistrictsEmployeewebsites:

http://www.greenville.k12.sc.us/Employees/TheseareascontainusefulinformationtoguideyouthroughoutyouremploymentwithGreenvilleCountySchools.BesuretoreadthePayrollFAQSheetsandreviewtheDistrictspayrollschedules.

Initialretirementcontributionsareassignedpendingstatus.Oncearetirementplandecisionismade,the

contributionswillbeprocessedtotheretirementplanorrefunded,ifapplicable.ThePayrollDepartmentdefaultsemployeesintotheregularSCRetirementSystemsDefinedBenefitprogramifanelectionhasnotbeenreceivedwithinsixty(60)daysofemployment.YouMUSTcompleteeitheranenrollmentformorNoticeofNonElection(ifapplicable)formtopreventdefaultenrollmentintotheregularSCRetirementSystemsDefinedBenefitProgram.RetiredworkersmustnotifytheBenefitsDepartmentoftheirworkingretireestatus.

WehopeyoufindthisinformationusefulasyoubeginyournewpositionwithGreenvilleCountySchools.Ifyouhavequestions,pleasecontactus:

Payroll: 864.355.0920 fax864.355.1192 email:[email protected] Benefits: 864.355.0960 fax864.355.0490 email:[email protected]

1f

Section2

TimeLinkTime&AttendanceSystem

RequestforTimeLinkAccessTobecompletedbyEmployeesNeedingNew/Temporary/UpdatedAccess

Date:__________EmployeeName_______________________________________EmployeeID____________ Employeerequestingnew/temporary/updatedaccessPositionTitle:______________________________________________________________________________Location(s):________________________________________________________________________________

AddAccessChangeAccessRemoveAccessDelegateAccessEffectiveDate_______________________IfDelegateAccess,pleaseprovidetheEndDateofaccess___________________

TimeEditor: YesNo TimeApprover: YesNo

Doesthispersonreplacesomeone?YesNoIfyes,who?___________________________________ Nameofemployee

ConfidentialityNoticeTheTimeLinksystemcontainsinformationthatmaydeemedsensitiveinnatureandconfidential.Eachemployeewithaccesstothissystemisexpectedtoprotecttheconfidentialandsensitivedatayouareexposedto.EmployeeSignature:_________________________________________________________________________SupervisorSignature:________________________________________________________________________SupervisorEmailAddress:____________________________________________________________________Forwardcompletedformto:[email protected]

ForPayroll&InsuranceServicesUseOnly

DateReceived:__________DateProcessed:__________RoleAssigned:___________________________________UsertypeAssigned:__________DelegateAssigned:__________ProcessedBy:__________

2a.1

TIMELINKImportantInformation

PleaseenteraHEATrequestunderPayroll/TimeLinkifyouhaveemployeeswithLow(lessthan40)templatescoresprovidetheEmployeeID,Name,andmostrecentscoresfromenrollmenttheseemployeeswillbesetupwithspecialaccessandyouwillreceiveconfirmationfromPayrollwithclockininstructions

PleaseenteraHEATrequestfortechnicalassistancewithTimeLink.Allow2businessdaysforyourcalltobe

closed.Youwillreceiveanacknowledgementemailwhenthecallhasbeenclosedandtheresolution.

AllmissedtimeforhourlypaidemployeesmustbesubmittedonaMissedTimespreadsheet.Timeentryspreadsheetsareduetopayrollbythetimeentryclosedateforeachpayrollperiod.BuildingServicesmanagersmustcontactAllisonFarmerforassistancewithMissedTime.

Missedpunchesorfailedpunchesmustbetimebased.Whencorrectingthesepunches,theentriesmustbe

timebased.

Leave/AbsenceentriesshouldalwaysbedurationbasedExample:FulltimeFANSoperatorswouldhavedurationof6hoursenteredfor1daysleave

Allcriticalexceptionsmustbeclearedeachweekbeforetimecardsareapproved

Alltimecardsforthepayperiodmustbeapprovedbythetimeentryclosedate

Pleasemakesureemployeesrecordthecorrectpositiontitlesforpunchesthepositioninformationincludes

theG/Laccountnumberandpayrate;correctpositionsarenecessaryforaccuratepay

Thesupervisorisresponsibleforanyeditsmadetoanemployeestimerecord.Anemployeestimerecordmustneverbealteredtomisrepresentthehoursworked.

EmployeeMUSThaveapositionassignedtothembyHumanResourcesbeforetheybeginwork.Timeeditors

willonlybeabletoselectpositionsassignedtotheemployee.

Allovertime(hoursworkedinexcessof40inaworkweek)earnedfortheprimarypositionwillbeallocatedtothecomptimebucket.ThemanagermayelecttopaytimefromthecomptimebucketusingtimecodeCompensatoryTimePay(hourlyemployeesonly).CompleteinstructionsregardingaccrualandpaymentofcomptimearefoundintheGCSCompTimeProcedures.

Infor/Lawsonpayrollcalculates2ndjobovertimeforemployeesworkingmultiplepositions.

DonotusetimecodesDOCKPAY,SUSPENSIONWITHOUTPAYforhourlyemployees.Todocumentanunpaid

absence,usetheUNPAIDHOURLYABSENCEtimecode.

Ensurethatallemployeeswhoaretobepaidhaveworkorleavetimeentered.Ifnotimeisentered,theemployeewillnotbepaid.

2b.1

TimeLinkTroubleshootingTips

CriticalExceptionsCriticalexceptionsareshowninTimeLinkwiththe symbol.EditstotimerecordsmustbedocumentedintheCommentsectionAllcriticalexceptionsmustbeclearedbeforepayrollisclosed.

Exception: Resolution:ExtraDaysPayshouldbeprimarypositiononly.Pleasecorrect

CheckthepositionfortheExtraDaysPayentry.Thepositionmustbefortheemployeesprimaryposition.Ifanotherpositionisused,thetimecodemustbeREGpay.

Employeeisnoteligibleforholidaypay. Active,12month,hourlypaidemployeeswithanFTEof0.8orgreaterareeligibleforholidaypay.IftheemployeeFTEisnotcorrect,pleasecontactHumanResources.

VacancyaccountNumbercannotbeblank.Pleasecorrect.

SubstitutesforvacantpositionsmusthaveavalidaccountnumberenteredinTimeLink.Pleaseentertheaccountnumber,usingtheproperformat.

Employeenotassignedtothispositionorlocation.Pleasecorrect.

Thepositionenteredonthetimerecordisnotvalid.ThepositionmustmatchtheemployeespositionsetupinInforGHRforthetimerecorddate.ClickontheWorkInformationtabonthetimerecord,andselectavalidpositionfromthedropdownlist.

Employeenotassignedtothiscostcenter.Pleasecorrect. Thecostcenter(GCSDforprimarypositions,SUBXXXforsubstitutepositions)isnotvalid.ThecostcentermustmatchtheemployeespositionsetupinInforGHRforthetimerecorddate.ClickontheLaborAccounttabonthetimerecord,andselectavalidcostcenterfromthedropdownlist.

Employeeassignedtoasubpositionwithoutlocation.Pleasecorrect.

SubstitutecustodiansandFANSoperatorsmusthavethethreedigitlocationnumberatthebeginningofthepositionforexample,441SUBCUST,389SUBFANSROV.ClickontheWorkInformationtabonthetimerecord,andcorrectthepositionasnecessary.

LaborAcctProfilecannotbeblank.Pleasecorrect. TheLaborAccountProfilecannotdisplaynone.ClickontheLaborAccounttabonthetimerecord,andselectavalidLaborAccountProfilefromthedropdownlist.

Personhasamissedpunch. TimebasedrecordsmusthaveanINandOUTpunch.Addthemissingpunch.

Persontimeisthewrongrecordtype.Pleasecorrect. REGpayrecordsmustbeenteredastimebased.AllleaverecordsmustbedurationbasedNOTE:Professional/BusinessLeaveentriesfornonexemptemployeesmustbetimebased(hoursareincludedinworkedtimeforthisgroup.)

2b.2

TimeLinkTroubleshootingTipsWarningExceptions

WarningexceptionsareshowninTimeLinkwiththe symbol.WarningexceptionsshouldbereviewedbytheTimeEditor/Approvertodetermineiffurtheractionisnecessary.

Exception: Resolution:PersonhasexceededavailableCompBalance. Theemployeedoesnothaveenoughcomptime.

Reducethecomphoursenteredorchooseanotherleavetimecode.

Personhasexceededavailablepersonalbalance. Theemployeehastakenmorethanhisallowedpersonalleavehours.Salariedemployeeswillbedockedforhoursthatexceedtheallowance.Hourlyemployeeswillnotbepaidforhoursthatexceedtheallowance.NOTE:Payrollwillreviewexceptionsforsummerscheduleentries.

Personhastakenmorethan3consecutivedaysofbereavement.

Employeehastakenmorethantheallowedtimeforbereavement.Salariedemployeeswillbedockedforhoursthatexceedtheallowance.Hourlyemployeeswillnotbepaidforhoursthatexceedtheallowance.NOTE:Iftimeisformultipleoccurrences,pleasenoteintheCommentsectionontheOthertabofthetimerecord.

Personhastakenmorethan5consecutivedaysofillness. ReviewabsencesandfollowGCSLeaveProcedures.Personhasexceededavailablesickleavebalance. Theemployeedoesnothaveenoughsicktime.Reduce

thehoursenteredand/orchooseanotherleavetimecode.Employeeswillbedockedforleavetimethatexceedstheiravailablebalance.

Personhasexceededavailablevacationbalance. Theemployeedoesnothaveenoughvacationtime.Reducethehoursenteredand/orchooseanotherleavetimecode.Employeeswillbedockedforleavetimethatexceedstheiravailablebalance.

Personisnoteligibleforvacationpay. Active,12month,employeeswithanFTEof0.8orgreaterareeligibletoaccruevacationtime.Chooseanotherleavetimecode,oriftheemployeeisnotsetupcorrectly,pleasecontactHumanResources.

2b.3

GreenvilleCountySchoolsChecklist

FANS/BuildingServicesManagerRoleTimerecordsmustbeverifiedforaccuracy.ThesupervisorreviewsandapprovestherecordsinTimeLink.Themanagermustfollowthesestepspriortoapproval:_____Verifyleaveentriesandenterleaveasnecessary._____ReviewanyinformationalexceptionsusingTA235.Informationalexceptionsinclude:

Employeesexceedingpersonalleavelimitof2days Employeeswith>5consecutivepersonalillnessdaysEmployeeswith>3consecutivebereavementdays Employeesexceedingsickleavebalance

_____RunRPT4040(HoursbyWorkInformation)forthepayrollperiod.

1. Verifypositionforeachtimerecordiscorrect.2. Reviewtimeforemployeesworkingmultiplejobs.Thepositiondeterminestherateofpay,overtimeeligibility,and

accountnumberforthetimeworked.Ifthepositionisincorrect,theemployeewillbepaidwrong._____RunRPT111(TimecardExceptions)forthepayrollperiod.Allcriticalexceptionsmustberemovedtoclosepayroll._____SubmitMissedPayspreadsheetstopayroll@greenville.k12.sc.uspriortotimeentryclosing.

_____Approvetimerecords._____RunRPT4040afterapprovaltoverifytimerecordshavebeenapproved.

2c

PAYROLLPROCEDURESFORREPORTINGNONEXEMPTEMPLOYEEOVERTIMEANDCOMPENSATORY(COMP)TIME

A.Definitions 1.Nonexemptemployees:NonexemptemployeesarecoveredundertheFairLaborStandardsAct(FLSA).Theymustbepaidatleasttheminimumwageforallhoursworkedandanovertimepremiumforhoursworkedover40ina7dayworkweek.Samplepositionsincludeaides,secretaries,custodians,clerks,foodserviceoperators,andbusdrivers.ThestatusofexemptornonexemptislistedontheInforGHRlocationlistreport.2.Exemptemployees:ExemptemployeesworkinpositionsthatmeettheFLSAdefinitionofexemptfromtherequirementtobepaidovertimeforhoursworkedinexcessof40perworkweek;jobdutiesandpaymustmeetthetestsoftheexemption.Exemptpositionsincludeexecutive,administrativeandprofessionalemployeessuchasschoolanddepartmentadministratorsorsupervisors;teachersandotherinstructionalpositionsrequiringcertification,andhighlyskilledcomputerprofessionals.ThestatusofexemptornonexemptislistedontheInforGHRlocationlistreport.3.Volunteering:Individualsshallbeconsideredvolunteersonlywheretheirservicesareofferedfreelyandwithoutpressureorcoercion,directorimplied,fromanemployer.NonexemptemployeesmustbepaidforalladditionaltimeperformingdutieswhileintheemployoftheDistrict.Theycannotbeconsideredvolunteers.Beforeallowinganemployeetovolunteer,pleaseverifywithHumanResourcesthatthejobdutiesaresufficientlydissimilartoqualifytheemployeeasavolunteer.4.Overtime:Paymentforhoursworkedover40inagivenworkweek.Sickleave,personalleave,vacation,andotherpaidabsencesarenotconsideredhoursworkedforovertimepurposes.Therateforovertimeis1timestheregularhourlyrateofpay.5.CompensatoryTime(Comp.Time):Compensatorytimeoff,insteadofcashovertimepay,mustbegrantedatarateofnotlessthan1hoursforeachovertimehourworked. B.NonExemptEmployeesWorkingatTwoorMoreJobs1.Tworegularpositions:

Employeesmayworkintwoormoreregularlyestablishedpositionswithnoovertimecompensationprovidedthesumoftheirworkhoursdoesnotexceed40hoursintheworkweek.Ifanemployeeworksmorethan40hoursintheworkweek,Comp.Timewillbeearnedat1timesthenumberofovertimehoursworked.

2.Regular,Salaried(orhourly)positionandhourly2ndjob

Employeesmayworkinaprimarysalariedorhourlypaidposition.Comp.Timewillbeearnedifanemployeeworksmorethan40hoursinhis/herprimaryposition.Employeesmayalsoworkinanhourly2ndjob.Ifanemployeeworksmorethan40hourscombined,inbothpositions,overtimewillbepaid.Theovertimerateisbasedontheweightedaverageofalljobs.

2d.1

ForExample:

Aideregular,salariedposition7.5hoursperday $13.77hourlyrateAfterSchoolCaregiverworks4hoursperday $9.13hourlyrate

Inoneweek,theemployeeworks37.50hoursintheaidepositionand20hoursasanafterschoolcaregiver.37.50hoursx $13.77= $516.3820.00hoursx $9.13= $182.6057.50hours $698.98dividedby57.50totalhours=$12.16averagerateOvertime=(averageratexhours>40)dividedby2$106.40=($12.16x17.50hours)/2 C.ConditionsforComp.TimeUseandAccrualTheTimeLinkTime&AttendanceSystemwillaccrueComp.Timeforallhoursworkedover40inanonexemptemployeesprimaryposition.Thesupervisorhastheoptionofapprovingovertimepayforhourlyemployeeseachworkweek.Salaried,nonexemptemployeesmustaccrueComp.Time.Employeesmustbeinformedatthestartofeveryyearthatallworkinexcessofscheduledhoursmustbeauthorizedinwritingbytheemployeessupervisor.ReasonableperiodoftimetotakeComp.TimeOncetheyaccrueComp.Time,employeesmustbeallowedtotakeitwithinareasonableperiodoftime,consideringtheemployersworkschedule,emergencystaffingrequirements,andavailablesubstitutes.EmployeescanberequiredtouseComp.TimeEmployeesshallconsiderComp.Timebeforeusingregularleavetimeforanapprovedabsence.Comp.Timeshallbeusedwithinareasonableperiodoftime,preferablyduringthepayperiodimmediatelyfollowingwhenitwasearned.PaymentonterminationIfemploymentisterminatedforanyreason,theemployeemustbepaidforallComp.Timeowedattherateofpayineffectfortheemployeeattermination.IfanemployeeispaidforaccruedComp.Timeatanyothertime,thepaymustbebasedontheemployeescurrent,regularratewhenthepaymentismade.TransferswithinDistrictanemployeewhoistransferredwithintheDistrictretainsallearnedbutunusedComp.Time.MaximumComp.TimeaccrualemployeesComp.Timeaccrualbalanceshallnotexceed75hours.Anyovertimehoursworkedbeyondthatpointmustbeapprovedforpay.TimeoffinthesameworkweekIf,duetotheadditionaltimeworked,theemployeeisgiventimeoffwithinthesameworkweek,thenthetimeoffisonehourforeachextrahourworked.Thisispermissible,asopposedtoanhourandahalfforeachextrahourworked,becauseitiswithinthesameworkweekandtheemployeewillnotworkoverfortyhoursduringthatweek.Ifthisarrangement(flextime)istobeused,theemployeeandsupervisorshallagreeanditisdocumented,authorized,bytheemployeestimerecord.

2d.2

D.TimekeepingRequirements 1.AllnonexemptemployeesmustpunchinandoutdailyonaTimeLinkdevice,areexpectedtoarriveanddepartbasedontheirworkschedule,andshallcompletetheappropriateleaverequestformsforabsences.2.TimeLinkwilldocumentnonexemptemployeesexacttimeofarrivalanddeparturefromwork,thehoursworkedduringeachweek,andallovertimeorComp.Time.Forcompensationcalculations,exacttimewillberoundedtothenearestquarterofanhour.3.OvertimeorComp.Timehoursmustbeapprovedinadvanceofactualtimeworked.Ifasupervisorseesanemployeeworkingpasthisorherregularstoptimewithoutapproval,thesupervisorshoulddiscusstheirexpectationswiththeemployee.4.Supervisorsshallreviewandapprovealltimesheets,timecardsandleaverequestsforeachworkweek.5.Comp.TimeearnedandusedshallbereportedontheTimeLinksystemeachworkweek.6.ThepayrolldepartmentwillreviewComp.Timeactivityandbalancesforverification.E.CompensatoryTimeDataEntryProceduresAkindergartenaideworks7.5hoursdaily.OnFriday,November6,theschoolhostsaParentTeacherOpenHouse.Theteachersaideisrequiredtoworkextrahoursfortheevent.Usingtheaboveexample,wewillillustratehowtheTimeLinksystemaccountsforandaccruesComp.Time.TheaidepunchesinandoutdailyontheTimeLinkdevice.Timeisrecordedasfollows:

Theaidehasworkedatotalof43hoursand15minutesfortheworkweek.

TheSupervisorapprovesthetimecard,insertinganoptionalcommentaboutthereasonfortheadditionalworktime.

2d.3

TheemployeesaccruedComp.TimewillshowasavailableintheComp.Timebalance.Theemployeeelectstouse3.5hoursofComp.TimeonMonday,November9.ThesupervisorcreatesatimecardinTimeLink,usingtheComp.Timepaycodeanddurationof3hours,30minutesforMonday,November9.Theemployeeclocksinonthedeviceat11:02amandclocksoutonthedeviceat3:01pm.

2d.4

ThedecrementtotheComp.Timebalance,andremainingbalance,isdisplayed.Theproceduresabovearealsousedtopayoutanycomptimeearnedasovertimeinaweek.ManualCompTimeCode

1. Usedtorecordhoursworkedthatfundshavenotbeenallocatedforpayment.

2. HoursrecordedtothistimecodewillbeaddedtotheemployeesCompTimeaccrualonanhourforhourbasis

3. Thistimecodecanbeusedfortimeworkedthatisnotincludedintheemployeesnormalwork

schedule,andthesupervisorhasnotbeenprovidedfundingforpaymentofthehoursworked.

4. Forexample,aguidanceclerkworks4daysoverthesummerandelectstohavethistimeenteredintotheircompaccrual.TheemployeeclocksinonTimeLink,andthesupervisormaychangethetimecodetoManualCompTimetoaddthesehourstotheemployeescomptimeaccrual.

QuestionsregardingComp.TimeentryandrecordkeepingproceduresshouldbedirectedtotheDistrictsPayrollDepartment. GCSCompTimeProcedures 12/2014

2d.5

FrequentlyAskedQuestionsTimeEditor/Principal/Manager/Supervisor

WhichemployeesusetheTimeLinkDevices?ThefollowingpositionsareexamplesofjobsthatmustusethebiometricTimeLinkdevice.Ifyouhavequestionsaboutaparticularposition,pleasecontactPayroll.

HourlyCustodial,FoodService,andMaintenancePositionsCustodial&FoodServiceSubstitutes

Doemployeesneedtoclockinandoutforlunch?Mostemployeesneedtoclockinandoutforlunch.However,itdependsontheemployeesposition.Thechartbelowcontainstheguidelinesforwhichemployeeswillclockinandoutforlunch.Employeesdonotclockout/inforbreaks.Anemployeemustworkaminimumof5hoursfortheautolunchdeduction.

ClockOut/In DoNotClockOut/In DoNOTClockOut/IN(30MinuteAutoLunchDeduction)

FANSOperatorsFANSAssistantManagerFANSHourlyManagerFANSDriverFANSRover

Custodial CustodialSubstitutes

WhathappensiftheTimeLinkDeviceisdown?TheTimeLinkdevicehasasixhourbatterybackup.Ifthenetworkgoesdown,thedevicewillremainactiveforsixhourstoallowemployeestopunchinandout.Thepuncheswillbeuploadedtotheserverswhenthedevicesgobackonline.Ifthebatterydiesandthedeviceisnolongerfunctional,thetimeeditorwillneedtoentertheemployeespunchesmanually.

Doemployeesneedtoclockoutwhentraveling?Iftheemployeeisondistrictbusiness,theyshouldnotclockout.TimeLinkdevicesarelocatedineverydistrictlocation.Ifanemployeewillendthedayatanotherlocation,he/shemaypunchoutatthatlocation.EmployeesmayconductDistrictbusinessaftertheyleavetheirlocationatthesupervisorsdiscretion(Depositsonthewayhome,etc).Iftheemployeeisnotreturningtoworkafterthedistrictbusinessisconcludedoffsite,andthereisnoaccesstoadevice(Bank,etc),theemployeemaypunchoutbeforeleavingworkandthepunchcanbeeditedthefollowingday.

Whathappensifanemployeeforgetstopunchinoroutforwork?Ifanemployeemissesapunch,itisconsideredacriticalexception.Timecardscannotbeapprovediftheycontaincriticalexceptions.Thesemustbeeditedandfixedbeforeapproval.Iftheemployeedoesnotpunchinorout,themissedpunchmustbeentered.Durationentriesshouldbeenteredforleavetimeonly.Remember,theTimeLinksystemistheofficialrecordofanemployeesworkhoursandshouldreflectIN/OUTtimesfortheemployeeshoursworked.Supervisorsareresponsibleforanyeditsmadetoanemployeestimecard.

Whathappensifanemployeeworkstwojobsforthedistrict?Ifanemployeeworkstwojobs,theywillneedtopunchinandoutforeachjob.Theywillbeassignedapositioncodeforeachjob,andtheymustusetheappropriatepositioncodetopunchinandout.

2e.1

Doesthesystemaccrueovertimeforemployeesautomatically?Yes;thesystemwillautomaticallyaccrueovertimeforeveryhourworkedover40hoursintheemployeesprimaryposition.Overtimehoursareassignedtoacomptimebucketforanemployeetouseatalatertime.ThemanagermayelecttopaytimefromthecomptimebucketusingtheCompTimepaycode.

Doemployeesstillneedtocompletethepaperleaveforms?12monthemployeesmayrequestleaveusingtheTimeLinkLeaveRequestsystem.Iftheydonotrequestleaveusingthissystem,theemployeewillneedtocompleteleaveformsandturnthemintotheirsupervisor.ThetimeeditorwilladdtheabsencetoTimeLink.SmartFindmayalsoserveastheleaveformforemployeescallingabsencesintoSmartFind.SmartFindwillsendallabsencesintoTimeLinkeachday.ForemployeeswhodonotuseSmartFind,thetimeeditorwillneedtoenteremployeeabsencesintoTimeLink.Allabsencesshouldbeenteredasduration.Onedaywillequal7hoursand3ominutesor8hours,dependingonposition.Anyemployeeusingmorepersonalleavethanallowedbypolicywillbedockedpay.

Whatifanemployeedoesnotworktheirscheduledhours?Employeesworkinginasalaried,nonexemptpositionwillnotbedockedforworkinglessthantheirscheduledhours.Thesupervisorisresponsibleforensuringthemissedtimeiseithermadeuporaccountedforwithapplicablecompensatoryorleavetime.

HowoftenshouldIcheckemployeestimecards?Managersshouldreviewtimecardsdaily.Thiswillspeeduptheapprovalprocessanddecreasethemarginoferrorontimecards.

WhendoIneedtoapprovetimecards?Alltimecardsneedtobeapproved,nolaterthanweekly,withinthepayrollschedule.Changescannotbemadetoatimecardonceithasbeenclosed(approved)forpayrollprocessing.

DoemployeessigninorcheckinonPremisesManagementSystem?EmployeesigninonPremisesManagementSystemisdeterminedbytheprincipalasthesupervisorofthebuilding.IftheprincipalchoosestohaveallemployeessigninonPremisesManagementSystem,hourlyandnonexemptemployeeswillneedtoalsoclockinonTimeLink.

Dosubstitutesneedtopunchin?InstructionalSubstitutes,whosetimeisimportedfromSmartFind,donotneedtousetheTimeLinkdevice.However,iftheinstructionalsubisalsoworkinganhourlyjob,theywillneedtoclockinandoutforthatposition.TheseemployeesshouldfollowtheinstructionsforclockingIN/OUTinthedevicemanagerguide.SmartFindwillroundsubstitutetimetothenearestorwholeday,andInfor/Lawsonwillpayaccordingly.CustodialandFoodServicesubstituteswillclockinandoutatthedevice.Youwillhavetoenrollasubonadeviceiftheyhaveneverbeenenrolled.

Whatdowedoifthesupervisor,timeapprover,isawayonvacationoroutoftheofficewhentimecardsneedtobeapproved?ThePayrollDepartmentcanassignadelegateforaspecifiedtimeperiodforapprovaloftimecards.ThelocationsupervisorshouldcompletetheRequestforTimeLinkAccessformfoundontheFinanceDepartmentwebsitetorequesttemporarydelegationoftheirapprovalaccessauthority.

2e.2

TimeLink

2f.1

TimeLinkOverview TheTimeLinkTime&AttendancesystemrecordsemployeetimeastheypunchinandoutusingoneoftheTimeLinkdeviceslocatedinallfacilities.AllnonexemptemployeesmustusetheTimeLinkdevicetosignineachday,signoutforlunch,signinfromlunch,andsignoutfortheday.Employeeswillbepaidbasedonpunchinginandoutofthesystem.Allemployeeswithanhourlyjobmustsignin/outontheTimeLinkdevice,includingafterschoolworkers.TheTimeLinksystemallowsemployeestotracktheirtimecardscurrentlyandhistoricallysothattimecardsarealwaysreadilyavailableforviewingonthescreenorprinting.ItisimportanttounderstandhowtimeiscalculatedintheTimeLinksystem.GreenvilleCountySchoolsfollowsU.SPayrollTimekeepingStandards,explainedbelow.

Standard1:Alltimeshouldbereportedinhourincrements.15minutes=hour(0.25)30minutes=hour(0.50)45minutes=hour(0.75)

EXAMPLE:WeekofOctober5th

Date TimeIn TimeOutLunch

TimeinLunch

TimeOut Total

10/5/09 7:45am 11:30am 12:30am 5:00pm 8.25hours10/6/09 8:00am 12:00pm 1:00pm 5:00pm 8hours10/7/09 7:45am 12:00pm 1:00pm 5:00pm 8.25hours10/8/09 8:00am 11:30am 12:30am 5:00pm 8hours10/9/09 8:00am 11:30am 12:30pm 5:00pm 8hours 40.5hours

Standard2:The7MinuteRoundingRuleisbeusedtocalculateminutestothenearesthour.

7minutes(orless)priortothehour=rounduptothehour 7minutes(orless)pastthehour=roundbacktothehour

ExampleTimeIn: 7:52am 7minutespasthour(7:45)roundbackto7:45TimeIn: 8:25am 5minutespriortohour(8:30)roundupto8:30TimeIn: 12:53pm 7minutespriortothehour(1:00)roundupto1:00TimeOut: 5:11pm 4minutespriortohour(5:15)roundupto5:15TimeOut: 7:18pm 3minutespasthour(7:15)roundbackto7:15TimeOut: 6:39pm 6minutespriorhour(6:45)roundupto6:45

2f.2

EMPLOYEEGUIDETOUSINGKRONOSINTOUCHDEVICES

FORPRIMARYPOSITION:

1. PresstheClockInbutton topunchinorpresstheClockOutbutton topunchout.2. Toidentifyyourself,placeyourindexfingeronthefingerprintreader.ThedevicewillsayClockIn/Outaccepted

foremployee#

3. Ifanerroroccursduringapunch,andyouarepromptedforyouremployeeID,presstheHome buttontoresetthedevice.Youcanthenrepeatyourpunch.

ForSECONDARY/MULTIPLEposition:1. Punchoutofyourprimarypositionandwait60secondsbeforeattemptingtologintoyourmultipleor

secondaryposition.

2. Usethepositionbutton todisplayyourpositionmenu.Attheprompt,entertheemployeenumber.3. Placefingeronreader,eligiblepositionsforyouwilldisplay.4. Usethetouchscreentoselectthepositionyouwishtopunchinfor.5. Afterselectingtheposition,thedevicewillconfirmyourpunchintoyourselectedposition.

6. Punchoutattheendoftheshiftusingthepunchout button.

ForSUBSTITUTEposition:

1. UsetheSubPositionbuttontopunchintoasubstituteposition. Attheprompt,entertheemployeenumber.2. Placefingeronreaderandeligiblesubpositionswilldisplay.3. Chooseyourpositionbyusingthetouchscreentoselectyourposition.4. Afterselectingtheposition,thedevicewillconfirmyourpunchintoyourselectedposition.

5. Punchoutattheendoftheshiftusingthepunchout button.

2f.3

Position,ifSecondary

SubPosition

TimeLinkEmployeeSelfService

2f.4

ClickonTimeLinkEmployeeSelfServicefromtheDistrictPortal(Portal.greenville.k12.sc.us)

SignonusingyourGCSDusernameandpassword.Ifyoureceiveaninvalidname/password,pleasecontacttheETSHelpDesk(355.4357)

2f.5

TimeLinkEmployeeSelfServiceMenu

ReviewTimeCardsClickonReviewTimeCardtoseetimeworked,leavetaken,paytotals,andleaveaccrualsforaselectedtimeperiod.

2f.6

ReviewBalancesClickonReviewBalancesforleavecalculatedbytheInfor/LawsonPayrollSystem.LeaveinthecurrentpayrollperiodinTimeLinkwillbeincludedintheadjustedbalances.Balancesaredisplayedinhours/minutesformat.Personalleaveequalstotalhourstakenandisdisplayedasanegativenumber.

ToRequestLeave:ClickonREQUESTLEAVEtosubmitaleaverequestorviewleaverequesthistory.

2f.7

REQUESTLEAVE:EnteringaLeaveRequestfromtheTimeLinkEmployeeSelfServiceMenu:

1. FromtheEmployeePortal,clickonTimeLinkEmployeeSelfService.2. ClickonRequestLeave.3. ClickNewRequest.4. ClickViewBalancestoreviewavailableleavebalances(optional).5. ToselectaTypeofLeave,clickonthedropdownmenutoselectaleavetimecode.6. ForDate,enteraFromandTodate.Foradaterange,donotincludeweekends.Forasingledayoff,

enterthesamedateinbothboxes.7. ForHoursperDay,enterinHH:MMformat,in15minuteincrements.Forexample:a7hour30minute

workday(7.5hours)wouldbeenteredas07:30.8. Iftheleaverequestneedsexplanation,enteradescriptionintheCommentboxcommentsare

optional.9. ClickSubmitatthetopoftheCreateLeaveRequestpage.

a. 10. Tocheckthestatusofyourleaverequest(approvedorrejected),clickonRequestLeavefromthe

TimeLinkEmployeeSelfServiceMainMenu.Allleaverequestactivitywillbedisplayed.Ifyourrequestisrejected,clickontheconfirmationnumbertoviewtherejectionexplanation.Afterasupervisorapprovesleavetime,theabsencewillnotdisplayonyourtimecarduntilthedayoftheabsence.

11. Youmaydeletealeaverequestthathasnotbeenapprovedbyyoursupervisor.Iftherequesthasbeenapproved,yoursupervisor/timeeditorwillneedtodeletetheabsencefromyourtimecard.

12. YoucannotusetheLeaveRequestforpastdates.Ifthedatehaspassed,youmustcompletetheDistrictsLeaveRequestformandsubmitthecompletedformtoyourSupervisor.

2f.8

LeaveRequestSupervisorApprovingaLeaveRequestLeaveRequestsmustbeapprovedpriortothestartdateofleave

1. GototheManageLeaveRequestscreenbyclickingonRequests,thenManageLeaveRequests(ortypeTA212inthemenubox,andclickthegreenarrow).

2. Youwillseealistofpendingrequestsforyourapproval.Youmaysortbynameorgroupintherequestordropdown.

3. Toapproveapendingrequest,doubleclickontherequest.4. Theleaverequestdetailswillbedisplayed.

5. Availableoptionsare: Approve Reject Viewemployeesavailablebalances6. Futureleaverequestscanbeapprovedeveniftheemployeedoesnothaveenoughleaveintheir

currentbalance.Youareapprovingtheleaverequestbasedontheexpectationthattheemployeewillaccrueenoughtimepriortotheactualdate.

7. Click toapprovetherequest.Awarningwillbedisplayedtoverifytheapproval.ClickYEStocontinueapproval.

2f.9

LeaveRequestSupervisorApprovingaLeaveRequestContinued

8. Theapproveleavecommentboxwilldisplay.YoucanclickOKwithoutaddingacommentcommentsareoptional.4

9. InformationboxdisplaysTheleaverequesthasbeenapprovedclickOKRequestdetailsscreenwilldisplayclickonthetoreturntothemainlist.

2f.10

KronosDeviceManager

2g.1

TimeLink/KronosDeviceManager

InstructionsforInteractiveVoiceResponse(IVR)TimeEntry:NonExemptPositions

*Onlyemployeesworkinginapproved,activepositionsintheDistrictsHRSystem(InforGHR)willbeabletoaccess

thesystem. Usingacellphone,dial355TIME(8463),listentothesystemdialogueandrespondtothepromptsusingyourcellphonekeypad.Thecalldialogwillbesimilartothefollowing:System:WelcometotheGreenvilleCountySchoolsTimeandAttendanceSystem;pleaseenteryouremployeenumberfollowedbythepoundsign(#).TheSystemwillvalidateyourdistrictposition(s).User:Ifyouonlyhaveoneposition(job),itwillpromptyoutopunchin/outbasedonthatposition.Ifyouhavemorethanoneposition,youwillhavetoselecttheposition.User:Toclockin,startwork,youwillenter,press,thenumber1onyourkeypadfollowedbythepoundkey(#).System:ClockinAccepted,thankyou,goodbye.User:Toclockout,endwork,dialthesamenumber,followthepromptsandyouwillenter,press,thenumber2onyourkeypadfollowedbythepoundkey(#).System:Clockoutaccepted,thankyou,goodbye.

2g.2

Biometric transactions: Kronos Touch ID Plus

Templates

The Enroll Employee transaction creates a template for an employees finger. A template is a mathematical representation of a fingertip that is stored on the InTouch device, in an encrypted format. The fingerscan device uses a composite of three different images of an employees fingertip to create the template. The Kronos Touch ID Plus technology does not store actual fingertip images. Furthermore, the mathematical representations of the fingertips cannot be used to re-create the original images.

Each employee can enroll two fingersa primary finger and, if required, a secondary finger. InTouch uses these templates to perform biometric verification or biometric identification when employees perform a fingerscan.

mdominicTypewritten Text


mdominicTypewritten Text2g.3




Terminology

A finger contains a pattern of ridges, with typically one innermost ridge that curves in on itself, near the center. The fingerscan device uses the unique characteristics of a fingertips ridges to construct the template.

cuticle

finger core

finger core

arches (plain and tented)









Managers: Before you attempt to enroll employees, practice enrolling yourself several times, and observe how finger placement, pressure, and moisture affect the scan results. Then enroll a small group of employees to familiarize yourself with the process. Keep future enrollment groups as small as practical.

loops (singular and twin)

whorls and central pocket loops

sensor


Place your finger on the sensor with your cuticle at its center.

Enroll Employee

To enroll an employee for biometric validation:

1. Tap Enroll Employee.

2. Enter the employee ID and tap Enter.

cuticle in center of sensor


The Biometric Enrollment Wizard guides employees through the enrollment process.

Managers: If the employee is already enrolled, the system offers you the option of re-enrolling the employees primary or secondary finger.

Select Finger to Enroll

On the Select Finger to Enroll screen, tap the button that corresponds to the finger you are enrolling. A check mark indicates a finger that you have previously enrolled. In order of preference, select your index finger, middle finger, or thumb. Enroll your ring finger or pinky only if you cannot successfully enroll the other fingers. If you do tap the ring finger or pinky, a warning message appears; you can then continue or change the finger.

Note: Ensure that your finger is clean, and not too dry.


Capture Fingerscan

The system prompts you to place your finger on the sensor.

Directly face the timeclock so that you can comfortably place your finger on the sensorwithout awkwardly extending your arm or hand.

Position your finger core above the center of the sensor.

Place your finger flat on the sensor. Do not twist, rotate, or slide your finger while it is on the sensor.

Apply firm, even pressure. If you apply too little pressure, the sensor might not detect your finger. If you apply too much pressure, the image might be too dark. In either case, the enrollment can fail.

Hold your finger on the sensor until the image frame turns green, the LED flashes green, and the timeclock emits a tone; then remove it.


The system grades the scan as Good, Fair, or Poor, and prompts you to re-scan the same finger.

Administrators: When an employee places a finger on the sensor, the timeclock displays a live image of the fingertip. The image helps the employee position the fingertip on the sensor to achieve a Good enrollment.


If your finger is not positioned correctly, the system instructs you to reposition it for a successful scan, as in the following illustration.

Note: If the system directs you to reposition your finger, do not slide the finger into place. Rather, lift your finger from the sensor and then place the finger in the recommended position.

When instructed, re-scan the same finger. Repeat the Capture Fingerscan process until you have obtained three scans. The system uses the three images to create a single template.





The results pages for the three scans include the following information:

The results pages vary, depending on the enrollment score: Good, Fair, or Poor.

Good Enrollment

After a few seconds, this screen times out. Go to Confirm Fingerscan.

Parameter Description

Quality Score A measure of the useful data that the sensor detected in the fingerscan. Some fingers have indistinct ridges, scars, or other characteristics that can lower the quality score. The system uses the following scale: Good: 60 or greater Fair: 4059 Poor: 39 or less

Content Score Ignore this value.Threshold A measure of how closely an employees live fingerscan

must match the stored enrollment template. There are four threshold settings: High, Normal, Low, and None.


Fair Enrollment

Do one of the following:

Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve a Good enrollment.

Tap Change Finger. Return to Select Finger to Enroll and select a different finger.

If you have tried enrolling each finger, without achieving a Good Enrollment, tap Accept Best. Go to Confirm Fingerscan.


Poor Enrollment

Note: A low Quality score might indicate that your finger is too dry. Moisten it using the PreScan fingertip enhancer pad.


Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve a Good enrollment.


If you have tried enrolling each finger, without achieving a Good Enrollment, tap Accept Best. The following screen appears.


If you tap Continue, and thereby accept a Poor enrollment, you can use only biometric verification with employee ID at the timeclock.

Confirm Fingerscan

At the Confirm Fingerscan screen, re-scan the same finger that you used in the Capture Fingerscan step. The biometric device compares the previously captured fingerscan image (or template) with your current live fingerscan.

The following sections describe the possible results of the enrollment test.


Accepted

If you have enrolled only one finger, the system prompts you to enroll another, secondary finger.

Tap one of the following:

Yes: Return to Select Finger to Enroll, and select another finger.

No: The enrollment process is completed.


Failed


Tap Retry. Return to Capture Fingerscan. Re-scan the same finger, and try to achieve an Accepted enrollment test.


Managers: If the employee fails the enrollment test three consecutive times, please enter a HEAT ticketto have the employee enrolled for special handling.


DocumentationObjectives: Participantswillunderstandthetimecardapprovalprocess Participantswillbeabletoaccess,review,andeditemployeetimecards Participantswillbeabletoclearexceptionsinunapprovedemployeetimecards Participantswillbeabletoadd,edit,anddeleteabsencesforbothexemptandnonexemptemployees

Reviewingand

EditingTimecards

inTimeLink

2h.1

ReviewingandEditingTimecards:OverviewTimecardsmustbeapprovedbytheTimeApproverbeforepayrollisprocessed.Priortoapproval,atimerecordmaybeeditedbytheTimeEditor.TimeApproversmayalsoedittimecards.Timecardeditsarerequiredto:

o Clearinganexceptiono Correctapersonsactivityo Addorcorrectanabsenceo Addamissingpunch(aninpunchwithoutanout,orviceversa)o Correctafailuretopunch(alackofbothaninandanoutpunch)

UnderstandingTerminologyItisimportanttounderstandcertaintermsusedwithinTimeLink.Inthissection,youfindexplanationsoftermsusedwhendiscussingtypesofsystemusers,timeentryandediting,andtimecardexceptions.SystemUsersWithinTimeLink,allstaffaccessingthesystemareconsideredtobe(1)auser,(2)aperson,or(3)bothauserandaperson.Anindividualstaffmembermayperformtasksasbothauserandaperson.

UsersUsersaccessTimeLinktomanagetime,runreports,approvetimecards,runpayroll,managepreferences,assignroles,andcreateusers.PersonsPersonsaccessTimeLinktopunchinandpunchout.BothUserandPersonAstaffmemberfunctioninginbothroleswouldhaveaccesstoadministrativefeatures,butwouldalsopunchinandoutforwork.

TimeEntryandEditingTherearethreeverysimilartermsusedthroughoutthisdocument:timeperiod,timecard,andtimerecord.Thesetermsaredefinedbelow:

TimePeriodArangeofdatesforwhichtimecardsarebeingreviewed.Theusercandefinethedaterangeheorshewantstoreview.TimecardDetailedinformationaboutpunchinsandpunchoutsassociatedwiththetimeperiodunderreview.Thisscreenresemblesaweeklytimesheet.TimeRecordThetimerecordisasetofpairedpunchouts.Everytimeauserpunchesin,heorsheshouldhaveacorrespondingpunchout.Iftheuserneglectstopunchinorout,anentiretimerecordmustbecreated.Ifauserpunchesin,butnotout,arecordhasbeencreatedbutmustbeeditedbeforeapproval.EmployeePositionAccountnumbersarenotdisplayedinTimeLink.TheInforGHRpositionincludestheG/Laccountnumberandtheemployeesapprovedrateofpay.ThepositionIDincludeshelpfulinformationaboutthatposition.Forexample,188A4YRK1000isapositioncode.Thefirstthreecharactersarethelocation,themiddleanabbreviateddescription(AforAide,TforTeacher)andthefinalfourcharactersincludethefundaccountinginformation.OnHR11inInfor/Lawson,onthepaytab,youcanviewthefullG/Laccountforanemployee.ThepositionisassignedtotheemployeebyHumanResources.

TransactionsAtransactionisascreeninTimeLinkthatallowsyoutoadd,change,anddeleteinformationrelatedtoapersonstimerecords.FollowingareTimeLinktransactionsandtheiruse.

2h.2

TA285UsedbyTimeApproversforpositionspecifictimerecordeditsandapprovals.TA135UsedbyTimeAdministratorstoadd,edit,anddeletetimerecords.

ExceptionsTimecardexceptionsarepossibleproblemsflaggedinthetimecard.Thefollowingchartdescribesthethreetypesofexceptionsandtheactionthatmustbetakenbeforeatimecardcanbeapproved.

ExceptionType

SeverityLevel

Definition ActionRequired

Informational(I)

1 InformationalExceptionsalerttheTimeEditorandTimeApprovertosomeunusualactivity.Personalleave,sickleave,andvacationshowdaystakenthatexceedbalance.

Noactionrequiredfortimecardapproval.TheseshouldbereviewedeachtimebytheTimeApproverandbytheTimeEditor.

Warning(W)

2 Warningsincludemoreseveretypesofunusualactivity.

Noactionrequiredfortimecardapproval.TheseshouldbereviewedeachtimebytheTimeEditorandasneededbytheTimeApprover.

Error(E)

3 Errorsarethemostsevereerrorsandincludemissedpunches,failedtopunch,andwrongpositionsentered.

Mustbecorrected.Timecardcannotbeapprovedwithoutcorrection.

Allexceptionsshouldbereviewedbeforetimecardapproval.Bestpracticeistoreviewexceptionsaleastadaypriortotheusualtimecardapprovaldaytoensureyouhaveampletimetomakethecorrections.Rememberthatallcriticalexceptionsmustbecorrectedbeforeatimecardiseligibleforapproval.Thisdocumentexplainshowtoreview,edit,andapprove.NavigatingTimeLink

1. OpenInternetExplorerandgotothePortaltoaccessTimeLink.PopupblockersshouldbeturnedoffwhenusingTimeLink.ContacttheETSHelpDeskforassistancewithdisablingpopupblockers.

2. EnteryourUserIDandPassword.TheTimeManagerHomePagewillbedisplayedwithanavigationalbaronthelefthandsideofthescreen.

3. Transactions,screensthatenableyoutocompletecertaintasks,maybeaccessedeitherviathenavigationalbar,orbyselectingthelinkontheViewTimeManagerHomePage.Eachmodule(graybar)canbeclickedontodisplaythetransactionsthatyouhaveaccessto.Youcanlaunchatransactionfromthesemenus.

4. Tohidethenavigationalbar,clickHideNavBaricon .Toshowthenavigationalbar,clicktheShowNavBaricon ,locatedintheupperleftcornerofthescreen.

5. Tonavigatedirectlytoatransaction,enterthetransactionnumberintheGoToTransactionfield:

,intheupperleftcornerofthescreen.Forexample,ManageTimecardsistransactionnumberTA135.

6. Selecting inthetransactionintheupperrightcornerclosesthetransactionscreenbutdoesnotclosetheapplication.Transactionscreensshouldbeclosedeverytimeyoufinishworkingwiththetransaction.

7. TocloseTimeLink,click intheupperrighthandcornerofthescreen.

2h.3

ReviewingandEditingTimecardsEachtimecardmustbefreeofcriticalexceptionsbeforeitcanbeapproved.Thissectiondescribeshowtolocateatimecardandcorrecterrors.SeachingforaTimecardinTA135

1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.

2. SelectToggleFindSelectionfromthemenubar.

3. ThesearchwilldefaulttoAllpositionsforThisWeek.Aspecificpositionmaybeselection.AdifferentdaterangemaybeselectedbychangingTimecardPeriodtoCustom,andselectingaspecificdaterange,orSpecial,andselectingaperiodsuchasLASTWEEK.

4. Afterdefiningyoursearchcriteria,click tostartthesearch.Searchcriteriamaybesavedbyclicking.Timecardsmeetingsearchcriteriawillbedisplayed.

ReviewingTimeRecords Thescreendisplayssummaryinformationforthetimeperiodfortheemployee.Pleasemakesurethatthecorrectpositionhasbeenrecordedfortimerecords.Ifthereareexceptions,orifthetotalhoursworkeddonotappeartobeaccurate,individualtimerecordsmustbereviewedandcorrected.Criticalexceptionsmustbecorrectedpriortoapproval.WarningexceptionsshouldbereviewedandreferredtotheTimeApproverasneeded.

1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.

2. Reviewthesummaryinformationforthetimeperiodfortotalhoursworkedandexceptions.Ifinformationisaccurate,TimeApprovermayapprovethetimerecord(s).Iftimecardinformationneedstobeeditedordeleted,followinstructionsbelow.

3. Recordswithexceptionsappearasfollows.Criticalexceptionsmustbecorrectedbeforetimecardapproval.

2h.4

AddingMissedPunchestoTimecards1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.To

searchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktheemployeesnametoselectthetimecardyouwanttomodify.Scrolldowntoviewtheemployeesdaily

activity.Missingpuncheswillbeblankandhighlighted.

3. Tocorrect,doubleclicktheblankfieldandenterthemissinginformation.Notethatyoumustenter

timefollowedbyanaforA.M.orapforP.M.

4. ClickSave.

NOTE:IfthemissingpunchisanINpunch,youwillneedtofirstaddthepositiontotherecord,thenaddtheINtime.ThismustbedoneinTA135.AddingMissedLunchPunchestoTimecards

1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbedisplayed.Tosearchforatimecardorgroupoftimecards,seeSearchingforaTimecard.

2. Clicktheemployeesnametoselectthetimecardyouwanttomodify.Scrolldowntoviewtheemployeesdailyactivity.

3. TheemployeehasanINpunch,andOUTpunchfortheday.Theyfailedtoclockoutforlunch.

4. Clickthetimerecord.Thenclickthedividerecordbutton. 5. EnterthetimethattheemployeeCLOCKEDOUTforlunch,andclickOK.Therecordwillnowbedivided

intotwoseparatetimerecords.6. Selectthe2ndrecord,beginningatthetimetheemployeeclockedoutforlunch,andclickthedivide

recordbutton.EnterthetimetheemployeeCLOCKEDINfromlunch,andclickOK.7. Threerecordswillnowappear.Selecttherecordthatincludesthetimesofthelunchhour,double

click,andeditthepaycodefortherecordtoLUNU.ClickSAVE.8. TheeditedLUNUrecordwillappearonthetimecard.

2h.5

CreatingaNewTimeRecordIfanemployeeneglectedtopuncheitherinoroutonaparticularday,anewtimerecordmustbecreated.1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbe

displayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktheemployeesnametoselectthetimerecordyouwanttomodify.

3. ClicktheCreateTimeRecordicon .Enterstarttimeandendtime,includingdateandtime.RememberthatafterthetimeyoumustenteranaforA.M.andapforP.M.

4. ChangetheRecordDate,asneeded.

5. ReviewtheWorkInformationTabinthelowerhalfoftheCreateTimeRecordsscreen.Choosethe

correctpositionforthemissedpunchbyclickingthedropdowntoselectthepositioncode.

6. ClickSave.

2h.6

DeletingaTimeRecordIfanemployeepunchedincorrectly,youmaydeletethetimerecord.

1. FromtheTimeManagerHomepage,clickManageTimecards(TA135).Alistofemployeeswillbe

displayed.Tosearchforaparticulartimecardorgroupoftimecards,seeSearchingforaTimecard.2. Clicktoselectthetimecardyouwanttodelete.3. ClicktheRemoveRecordicon.

CreatingPunchesforanEntireWeek

1. Ifanemployeeneglectedtopunchandoutforanentireweek,useTA135tocreatetimerecords.TA135mustbeusedwhentheemployeepunchesout,butneglectstopunchin.

2. ClicktoselectManageTimecard(TA135.)Doubleclicktheemployeenametoselectthetimecardyouwanttoreview,orhighlightthe

employeesnameandclicktheedittimecardicon( ).Theemployeesdailyactivityisdisplayed.

3. ClickCreateMultipleTimeRecords .4. EnterthedaterangeworkedintheDatefields.5. ForTimeBasedentry,entertheTimesworkedeachdayintheTimefields.(Thisassumestheyworkthe

exactsametimeeachday.)

6. Iftheemployeehasanautomaticlunchdeduction,thistimewillbedeductedfromthenewtime

recordentered.7. ReviewtheWORKINFORMATIONtabinthelowerhalfoftheCreateMultipleTimeRecordsscreen.If

personworkedinanotherposition,clickthedropdowntoselectthecorrectpositioncode.8. ClickSave.

2h.7

ManagingAbsencesWhileonlynonexemptemployeesuseTimeLinktopunchinandoutfortheworkday,allemployeeabsencesmustbeenteredintoTimeLink.Theseabsencesincludesickdays,personalleave,vacationdays,andprofessionalleave.CreatinganAbsenceIfanemployeeisabsent,andneglectedtoentertheirabsenceinSmartFindExpressorEmployeeSelfService,theTimeEditormustmanuallycreateanabsence.Youmustcreateabsencesforallemployeesregardlessofwhetherornottheyarerequiredtopunchinandout.

1. ClicktoselectManageTimecard(TA135.)2. Searchasneededfortheemployeetocreateanabsence.3. Clicktheemployeesnametoselectthetimecardyouwanttomodify.

4. ClicktheEditTimecardicon.ClicktheCreateTimeRecordicon .5. IntheTimeCodefield,clickthedropdowntochoosetheabsencetimecode.6. ChangetheTimeBaseddropdowntoDurationBased.7. IntheDurationfield,enterthenumberofhoursandminutestheemployeewasabsent.

Note:Vacation,Sickleave,Personalleave,andCompTimemustbeenteredasdurationbasedrecords.

8. ClickSave.

EditinganAbsence:Youcanmanuallyeditanabsencepriortoapproval.1. ClicktoselectManageTimecard(TA135.)

2. Searchasneededfortheemployeetocreateanabsence.

3. Doubleclicktoselecttheemployeetocreateanabsence

4. ClicktheEditTimeRecordicon( ).

5. ModifytheTimeCode,TimeRange,StartTime,EndTime,Duration,orotherfieldasneeded.

6. ClickSave.

2h.8

DeletingAnAbsenceYoucanmanuallydeleteanabsencepriortoapproval.

1. ClicktoselectManageTimecard(TA135.)2. Searchasneededfortheemployeetodeleteabsence.3. Doubleclicktoselecttheemployeetodeleteanabsence.4. Selectthetimerecordtodelete.5. ClicktheRemoveRecordicon( ).6. Youwillbepromptedtoacknowledgetheremoval.

7. ClickYes.

AddingdocumentationtoaTimeRecordorAbsenceRecordYoucanadddocumentation(timeadjustmentrecords,doctorsnote,manualtimesheets,jury/legalsummons,militaryorders)toatimeorabsencerecord.Youmustfirstscanandsavethedocumentationtoattachtotherecord.

1. ClicktoselectManageTimecards(TA135.)2. Searchasneededfortheemployee.3. Doubleclicktoselecttheemployee.4. Singleclicktoselectthetimerecordtoattachdocumentation.

5. ClicktheManageDocumentsicon .6. TheManageDocumentswindowwillopen.7. ClickAttachDocument

2h.9

AddingdocumentationtoaTimeRecordorAbsenceRecord8. ClickUploadtoaddthedocumenttotherecord.9. Browsetofindthefileyouwishtoattach.10. Doubleclickonthedocumentname.11. ClickUploadtocompletetheattachment.

12. Enterabriefdescriptionofthedocument.

13. Selectthetypeofdocumentfromthedropdownmenu.14. Enteranyadditionalcomments.15. ClickOK.

2h.10

Thedocumentisnowattachedtotime/absencerecord.

Youmayattachadditionaldocumentsbyrepeatingthisprocess.ManageAttachedDocuments:

1. Toviewexistingfiles,singleclicktheFileName,andselect

2. Todeletethedocument,selecttheFileName,andclick 3. Toeditthedocument(addcomments,changedescription),selecttheFileName,andclick

4. Toexitthescreen,andmakenochangestotheexistingattachments,click

5. Closethisscreenbyselecting

2h.11

BLANKLABORACCOUNTPROFILES

TheLaborAccountProfileisarequiredfieldinTimeLink.Ifthisfieldisnotpopulated,youwillreceiveacriticalexceptionLaborAccountProfileCannotBeBlankPleaseCorrect.ThisexceptionMUSTbeclearedfortheemployeestimetobeapprovedandtransmittedtoInfor/Lawsonforpayment.TheLaborAccountProfileshouldmatchtheemployeesPrimaryPosition.Note:thepositionenteredontheWorkInformationtabdeterminestheaccountnumberandrateofpayfortheemployee.

Exampleofblank,incorrectlaborprofile.

Exampleofcompleted,correctlaborprofile.

2h.12

DocumentationObjectives: Participantswillunderstandthetimecardapprovalprocess Participantswillbeabletoapproveemployeetimecards

ApprovingTimecards

inTimeLink

2i.1

ApprovingTimecards:OverviewTimecardsmustbeapprovedbytheTimeApprover(TA)beforepayrollisprocessed.Priortoapproval,atimerecordmaybeeditedbytheTimeEditor(TE).TimeApproversmayalsoedittimecards.Timecardeditsarerequiredto:

o Clearinganexceptiono Correctapersonsactivityo Addorcorrectanabsenceo Addamissingpunch(aninpunchwithoutanout,orviceversa)o Correctafailuretopunch(alackofbothaninandanoutpunch)

NavigatingTimeLink

1. OpenInternetExplorerandgotothePortaltoaccessTimeLink.PopupblockersmustbeturnedoffwhenusingTimeLink.ContacttheETSHelpDeskforassistancewithdisablingpopupblockers.

2. EnteryourUserIDandPassword.TheTimeManagerHomePagewillbedisplayedwithanavigationalbaronthelefthandsideofthescreen.

3. Transactions,screensthatenableyoutocompletecertaintasks,maybeaccessedeitherviathenavigationalbar,orbyselectingthelinkontheViewTimeManagerHomePage.Eachmodule(graybar)canbeclickedontodisplaythetransactionsthatyouhaveaccessto.Youcanlaunchatransactionfromthesemenus.

4. Tohidethenavigationalbar,clickHideNavBaricon .Toshowthenavigationalbar,clicktheShowNavBaricon ,locatedintheupperleftcornerofthescreen.

5. Tonavigatedirectlytoatransaction,enterthetransactionnumberintheGoToTransactionfield:

,intheupperleftcornerofthescreen.Forexample,ManageTimecardsistransactionnumberTA135.

6. Selecting inthetransactionintheupperrightcornerclosesthetransactionscreenbutdoesnotclosetheapplication.Transactionscreensshouldbeclosedeverytimeyoufinishworkingwiththetransaction.

7. TocloseTimelink,click intheupperrighthandcornerofthescreen

ApprovingTimecardsAftertimecardsforatimeperiodhavebeenreviewed,theycanbeapproved.TheTimeApproveristheonlypersonauthorizedtoapprovetimecardsfortheirstaff.WhileaTimeApproverisonleave,theymaydelegateapprovaltoanotheruser.Todelegateauthoritywhileonleave,submittheRequestforTimeLinkAccessformtoPayroll.

2i.2

ApprovingaTimeRecord1. FromtheTimeandLaborNavigationalBarclickApproveTimecards.Alistofemployeeswithtimecardsavailable

forapprovalwillbedisplayed.2. Toselectindividualrecords,clicktoselecttheboxnexttotheindividualsname.Then,clickthe

Approve/UnapproveTimecardRecordsicon.YoucanalsoselectthisoptionfromtheActionsmenu.

3. TheApproveTimecarddialogboxwillbedisplayed.SelectApprovedfromthedropdownmenu,andenter

commentsasneeded.Thenclick .

4. Ascreendetailingthetimerecordsapprovedwillbedisplayed.ClickOK.

2i.3

ApprovingAllTimeRecords

1. FromtheTimeandLaborNavigationalBarclickApproveTimecards.Alistofemployeeswithtimecards

availableforapprovalwillbedisplayed.Clickthetopcheckboxtoselectallemployees.2. Then,clicktheApproveAllTimecardTimeRecordsicon.YoucanalsoselectthisoptionfromtheActions

menu.

3. TheApproveTimecarddialogboxwillbedisplayed.SelectApprovedfromthedropdownmenu,and

thenclick .Includecommentsasneeded.

2i.4

4. Ascreendetailingthetimerecordsapprovedwillbedisplayed.ClickOK.

UnapprovingTimeRecordsYoumayunapproveanindividualtimere