HCM Salary Employee Self Service Guide

Table of Contents

Shared Services Customer Engagement Contact
Glossary of Terms
Log-In to Peoplesoft HCM
Viewing Your Personal Details in HCM
Employee Time Entry Using a Punch Timesheet: Non-Exempt employee
Making Changes to a Punch Timesheet: Non-Exempt Employee
Employee Time Entry using an Elapsed Timesheet: Non-exempt employee
Making Changes to an Elapsed Timesheet: Non-Exempt employee
Viewing Payable Time Detail
Overtime: Non-Exempt employee
Verify Leave Balances: Non-Exempt and Exempt Employees
Entering an Absence Request: Non-Exempt and Exempt Employee
Correcting a Push Back Absence Requests: Non-Exempt and Exempt employee
Canceling a Denied or Push Back Absence Requests: Non-Exempt and Exempt employee
Appendix A: Employee Leave Types
Appendix B: Time Administration Information
Time and Labor Exceptions List

 

Shared Services Customer Engagement Contact

For questions related to your Time, Labor, and Absence Management entries (I.e. – accruals, balances, leave requests, etc.), please contact your agency’s HR Department.

Other questions can be directed to the SSC Customer Engagement Team.

SSC Customer Engagement Phone: 877-340-5577

1. An agent will answer the call and attempt to answer your question.
2. If the question cannot be answered at that time, it will be escalated for research, and you will be given a ticket number.
3. You will be contacted with a resolution.

SSC Customer Engagement Email: help@ssc.vccs.edu

1. You will get an immediate response via email that the ticket is being worked.
2. You will be contacted with a resolution.

Glossary of Terms

Term	Definition
Absence Request	Currently known as Leave or Absence Request. Requests for leave shall be approved by an employee’s manager. Refer to Appendix A for more information on VCCS Leave Plans.
Exceptions	Warnings generated by the system to inform employee and manager of possible Time & Labor errors. Exceptions will appear as a clock on the timesheet.  Refer to Appendix B for more information on Time and Labor Exceptions.
Exempt Employee	Exempt employees are covered by FLSA but are specifically exempted from its minimum wage and overtime pay requirements. Exempt employees are required to record absence requests in PeopleSoft HCM. They are exempt from the overtime requirement.
Non-Exempt Employee	Non-Exempt employees are covered by FLSA rules and regulations. Non-Exempt employees are required to document all hours worked on their timesheet in PeopleSoft HCM. Additionally, non-exempt employees must record absence requests in PeopleSoft HCM.
Pay Period	A pay period is a recurring length of time that an employee’s time is recorded, processed, and paid. VCCS pay periods for Salaried employees are the 10th-24th and 25th-9th.
Payable Time	Summary of time worked by an employee to be processed through Time and Labor. The hours worked have been validated by the scheduled Time Administration process and have been checked for errors that impact PeopleSoft HCM processing.
Workweek	A workweek is a period of 168 hours during 7 consecutive 24-hour periods. (Friday to Thursday, Sunday to Saturday, Monday to Sunday).
Elapsed Time Reporters	Employees who are required to enter time based on total hours worked in a day. (i.e.: 8 hours) The timesheet results will show the daily entries inserted by the employee.
Punch Time Reporters	Employees who are required to enter time each time they log in and out. The timesheet results will show the punch time entries inserted by the employee.

 

Log-In to Peoplesoft HCM

Step 1.  Log-in to PeopleSoft HCM using the MyVCCS link. This link is also located at the bottom of the VCCS Home Page or through your agency’s login portal. Example of agency portal: MyBRCC, MyCVCC, etc.

Step 2. Log in using your MyVCCS Username and Password credentials.

Note: Some agencies refer to this as MyAgency Id such as MyBRCC, MyCVCC, etc. Username Example: xyz2596.

Step 3.  Once signed in, select the HR Icon from your menu of tiles.

 

End of Procedure

IMPORTANT NOTICE:  In PeopleSoft HCM you must use the program navigation buttons; the browser back and forward buttons should not be used! The use of HR on smartphones, tablets and other mobile devices is not supported.

 

Viewing Your Personal Details in HCM

Please contact your Human Resource Office if any changes are needed to your personal information. (Change in marital status, name, residence, telephone number, etc.). Changing this yourself does not properly update all systems.

Step 1.  On the Employee Home page, click the Personal Details tile.

Step 2.  The Personal Details page will display additional tiles relating to personal information such as: Addresses, Contact Details, Emergency Contacts, Name, and Disability.

*** Please do not make any changes to this data. Please contact your Human Resource Office if any changes are needed to your personal information. ****

Step 3.  Select any tile to review your data.

End of Procedure

 

Employee Time Entry Using a Punch Timesheet: Non-Exempt employee

Step 1.  From Employee Home page, click My Time tile.

Step 2.  Selecting an option on the ViewBy dropdown allows you to view your timesheet by Calendar Period, Day, or Week.

• Selecting Week shows a Enter the month, day and year or select the day from the calendar icon. By selecting one of the blue hyperlinks, (Previous Week or Next Week), to the right of the ViewBy field, you can view previous or future weeks. (remember, the week will be Friday to Thursday for wage employees.)
• Selecting Day shows a specific Enter the month, day and year or select the day from the calendar. By selecting one of the blue hyperlinks, (Previous Day and Next Day), to the right of the ViewBy field you can view previous or future days.
• Selecting Calendar Period shows a full pay period. Enter the month, day and year or select the day from the calendar. By selecting one of the blue hyperlinks, (Previous Calendar Period and Next Calendar Period) you can view previous or future pay periods.

NOTE: You cannot enter future hours, but you can view the future.

Step 3.  To refresh your search, click the two green arrows by the Date field to update your search.

 

 

Note: Although the Next Time Period link is available, you cannot enter future hours, but you can view a future timesheet.

Step 4.  Best practice is to enter time daily. You can revise any previously submitted punch time entries within the current pay period. Once the pay period has closed, please contact your agency’s Human Resources Office for any necessary corrections to your timesheet.

Step 5.  Enter the desired “In” time into the “In” field for the appropriate date. Enter a valid value e.g. 8:00 AM.

Note: It is critical to enter AM or PM, or the PeopleSoft HCM system will not calculate the work hours properly.

 

 

Step 6.  If taking a lunch break, enter the time you left for your meal break into the Lunch field.

 

 

Step 7.  Enter the time you came back in from Lunch into the “In” field (if a lunch break was taken).

 

 

Step 8.  Enter the time you left for the day in the “Out” field.

 

 

You must report 40.0 hours per workweek with hours worked (Time & Labor), leave taken (Absence Management), or a combination of both (unless your classification specifies another amount. Example: Quasi full-time or Part-Time Salaried). Failure to do so may result in a Leave Without Pay (LWOP) pay docking situation.

Note: It is your responsibility to ensure your timesheet is reflecting the correct and required number of hours per workweek.

Step 9.  Select the Time Reporting Code (TRC), REG - Regular Time from the drop-down menu for all hours actually worked (regardless of if the hours were worked on Saturday or Sunday, or if you worked longer than your scheduled shift). The system will automatically calculate overtime.

Recording Additional Hours other than REG

• The Shared Service Center records Holiday hours per the agency’s holiday schedule.
• Please refer to your agency’s Human Resources Office regarding Inclement Weather internal policy.
• In the event you need to record hours using more than one Time Reporting Code (TRC), you will need to add a row. Click the Plus sign to the right of the date you wish to add hours to. For example, if there is a holiday loaded to your timesheet, add a new row to record REG hours if you work the holiday.

 

 

Step 10.  If you wish to enter a comment about your work activities for a particular day, locate the comment section to the right of the timecard and click on the speech bubble icon to enter your comment. Your manager will be able to view these comments, and the information may be useful to explain the punch time entries that you made on that day. Additionally, these comments will remain as part of the official timesheet record.

Step 11.  WORKING WITH NO MEAL BREAK

In the event you are working with no meal break, you will only use the “In” and “Out” fields. Do not put your end time in the Lunch field; PeopleSoft HCM will NOT calculate your work hours properly.

 

 

Note: The Department of Human Resources Management’s (DHRM) Policy #1.25 – Hours of Work, states that all employees who work at least six consecutive hours shall be afforded a lunch period (meal break) at least 30 minutes. The lunch period shall not be included in the number of hours worked per day.

Step 12.  After entering all hours worked, select the blue Submit button located on the bottom left side of the timesheet.

The timesheet will show absence requests and work hours submitted by the employee directly on the timesheet. In the Reported Status column, Absence Requests will show as approved, denied, or pushed back.

 

 

NOTE: Absence Requests are view-only on the timesheet. Employees must use the Absence Management Request function to submit absence requests.

Step 13.  Lastly, a pop-up screen will appear to confirm your submission. Click the OK button.

End of Procedure

Additional Information:

• At the end of the pay period, employees should review their entire timesheet for possible changes/corrections including punch times, accurate leave requests and reported Once this final re-examination of the timesheet is completed, then the employee clicks the Submit button. This allows the final timesheet to be viewed by the manager for approval using the Approve Payable Time function.
  • If you see an exception icon (clock with exclamation mark) next to a particular day, determine the cause of the issue and take appropriate action to make necessary corrections if needed. Once the corrections have been made, the automated Time Administration process should eliminate the In the event that exceptions are not eliminated by correcting the timesheet, contact your manager for resolution.

The following information will be displayed below the timesheet as tabs to choose from:

• • • Reported Time Status: This tab will allow you to see the reported status, TRC code, description and any comments for the hours worked based on the time sheet Clicking this tab will allow you to see the weekly summary of the work hours.
    • Summary: This tab will allow you to see the weekly summary of the timesheet period.
    • Exceptions: This tab displays any exceptions that occurred within the timesheet period and the associated recommended actions.
    • Payable Time: This tab displays any existing payable time within the date range specified for this time sheet period.

Making Changes to a Punch Timesheet: Non-Exempt Employee

Step 1.  From the Employee Home page, click My Time tile.

Option A. If the hours worked or AM/PM were entered incorrectly:

 

 

1. Click in the cell with the wrong value.
2. Remove the value.
3. Enter the correct value.
4. Click the Submit button located on the bottom left of the timecard.

Option B.  If the entire day needs to be deleted:

1. Click the Minus Button at the end of the row.
2. A pop-up notice will appear with “Yes- delete” or “No-Do not Delete” options, Confirm the deletion by choosing “Yes- Delete”.
3. Click the Submit button located on the bottom left of the timecard.

Option C.  If the wrong Time Reporting Code (TRC) was selected:

1. Click the dropdown under Time Reporting Code field.
2. Select the appropriate TRC from the list.
3. Click the Submit button located on the bottom left of the timecard.

End of Procedure

 

Employee Time Entry using an Elapsed Timesheet: Non-exempt employee

Step 1.  From the Employee Home page, click My Time tile. Your Elapsed Timesheet will populate on the page.

Step 2.  Selecting an option on the ViewBy dropdown allows you to view your timesheet by Calendar Period, Day, or Week.

• Selecting Week shows a Enter the month, day and year or select the day from the calendar icon. By selecting one of the blue hyperlinks, (Previous Week or Next Week), to the right of the ViewBy field, you can view previous or future weeks. (remember to start your week based on your college designated work week).
• Selecting Day shows a specific Enter the month, day and year or select the day from the calendar. By selecting one of the blue hyperlinks, (Previous Day and Next Day), to the right of the ViewBy field you can view previous or future days.
• Selecting Calendar Period shows a full pay period. Enter the month, day and year or select the day from the calendar. By selecting one of the blue hyperlinks, (Previous Calendar Period and Next Calendar Period) you can view previous or future pay periods.

NOTE: You cannot enter future hours, but you can view the future.

Step 3.  To refresh your search, click the two green arrows by the Date field to update your search data.

 

 

Step 4.  Best practice is to enter time daily. You can revise any previously submitted time entries within the current pay period. Once the pay period has closed, please contact your agency’s Human Resource Office for any necessary corrections to your timesheet.

Step 5.  Enter the total number of hours worked for each day in the box underneath the corresponding date. Enter a valid value, e.g. 8.0.

 

 

You must report 40.0 per workweek with hours worked (Time and Labor), leave taken (Absence Management), or a combination of both (unless your classification specifies another amount, Ex. Quasi full-time or Part-Time Salaried). Failure to do so may cause a Leave Without Pay (LWOP) payroll docking situation.

Note: It is your responsibility to ensure your timesheet is reflecting the correct and required number of hours per workweek.

Step 6.  Select the correct Time Reporting Code (TRC) from the drop-down menu.

Click the REG - Regular Time from the drop-down list for all hours actually worked, regardless of if the hours were worked on Saturday or Sunday, or if you worked longer than your scheduled shift. The system will automatically calculate overtime. Do not enter “0.00” (zero hours) on the timesheet. If there are no hours to report, the field should be left blank for that day. Entering a zero on a timesheet could cause a Time & Labor Exception, which could result in the prevention of hours transferring to Payable Time.

Recording Additional Hours other than REG

• The Shared Services Center records Holiday hours per the agency’s holiday schedule.
• Please refer to your agency’s Human Resources Office regarding Inclement Weather internal policy.
• In the event you need to record hours using more than one Time Reporting Code (TRC), click the Plus sign icon to add a new row. For example, if there is a holiday loaded to your timesheet, and you worked that day, click the plus sign on the right of that day and add a new row to record REG hours.

Step 7.  If you wish to enter a comment about your work activities for a particular day, locate the comment section to the right of the timecard and click on the speech bubble icon to enter your comment. Your manager will be able to view these comments, and the information may be useful to explain the entry you made on that day. Additionally, these comments will remain as part of the official timesheet record.

Step 8.  After entering all hours worked, select the blue Submit button located on the bottom left side of the timesheet.

Note: The Department of Human Resources Management’s (DHRM) Policy #1.25 – Hours of Work, states that all employees who work at least six consecutive hours shall be afforded a lunch period (meal break) of at least 30 minutes. The lunch period shall not be included in the number of hours worked per day.

The timesheet will show absence requests and work hours submitted directly on the timesheet. In the Reported Status column, Absence Requests will show as approved, denied, or pushed back.

 

 

Note: Absence Requests on the time sheet are view only. Employees must use the Absence Management Request function to submit the absence request.

Step 9.  Select the blue Submit button located on the bottom left side of the timesheet.

End of Procedure

Additional Information:

• At the end of the pay period, employees should review their entire timesheet for possible changes/corrections including punch times, accurate leave requests and reported Once this final re-examination of the timesheet is completed, then the employee clicks the Submit button. This allows the final timesheet to be viewed by the manager for approval using the Approve Payable Time function.
  • If you see an exception icon (clock with exclamation mark) next to a particular day, determine the cause of the issue and take appropriate action to make necessary corrections if needed. Once the corrections have been made, the automated Time Administration process should eliminate the In the event that exceptions are not eliminated by correcting the timesheet, contact your manager for resolution.

The following information will be displayed below the timesheet with hyperlinks to each page:

• Absence Event - Employees and managers can view all of the specific absence request actions for the 14-day timesheet period.
• Reported Hours Summary –will allow you to see the weekly summary of the work hours.
• Balances – The current balances do not reflect unprocessed requests within the same leave period. The balance reflects the last time absence management was processed.

 

Making Changes to an Elapsed Timesheet: Non-Exempt employee

Step 1.  From the Employee Home page, click the My Time tile. Your Elapsed Timesheet will populate on the page.

Option A.  If the hours worked were entered incorrectly:

1. Click in the cell with the wrong value.
2. Remove the value.
3. Enter the correct value.
4. Click the Submit button located on the bottom left of the timecard.

Do not enter “0.00” (zero hours) using the REG TRC on your timesheet for full day absences.

Option B.  If the hours need to be deleted (removed entirely):

1. Click in the cell with the wrong value.
2. Remove the value (do not enter 0).
3. Click the Submit button located on the bottom left of the timecard.

Do not enter “0.00” (zero hours) using the REG TRC on your timesheet for full day absences.

End of Procedure

 

Viewing Payable Time Detail

Step 1.  From the Employee Home page, click the My Time tile. Your Elapsed Timesheet will populate on the page.

Step 2.  On the upper left-hand side of the page, click the Payable Time Detail link.

Step 3.  The Payable Time Detail page will populate. The Start and end date fields on the page will auto-populate with the current week. If you wish to change the dates, enter the start date and end date of the time period you wish to view and click the two green arrows to the right of the end date field to Refresh the page.

Step 4.  Payable time and approval status will display for each day of the pay period.

Note: Hours will not show in Payable Time Detail until the Time Administration process successfully runs after any hours have been entered on the timesheet. Time Administration process runs every hour.

 

 

REMINDER: Approved absence requests are NOT reflected in the Payable Time Detail, only the actual hours worked.

End of Procedure

 

Overtime: Non-Exempt employee

Note: Overtime is calculated through Time and Labor which is based on the definition of a work week. The system does not allow users to enter Overtime for themselves.

Each college has designated one of the below as a default work week, which could be Friday to Thursday, Monday to Sunday, or Sunday to Saturday.

Overtime Payment Configuration

When Overtime is calculated, it results in one of the following Time Reporting Codes (TRC):

Note: Overtime is calculated on the last day of the workweek according to the employee’s work schedule.

• • OT1 – Comp Time Straight Time, considered Comp Time Pay. Comp Time Pay is calculated when an employee reports more than 40 hours during a workweek with a combination of TRC REG hours worked and another TRC, such as Emergency or Holiday. The employee does not physically work more than 40 hours during the workweek.
    • Timesheet - The example below shows a timesheet for a workweek of Monday to Sunday with 43.7 total hours worked combining Holiday and Regular hours.

 

 

• • • Payable Time Detail- The example below shows Regular, and Holiday pay and details how the HCM system auto calculates the additional 3.7 hours reported as Overtime 1 (straight time).

 

 

• • OT2 – Overtime Pay, considered 1.5 times the hours. Overtime Pay is calculated when an employee physically works over 40 hours per (Workweek is Friday to Thursday in this example).
    • Timesheet example- Overtime 2 (1.5 times the hours) will be calculated when an employee physically works over 40 hours per workweek. The example below shows a punch timesheet for a work week from Friday to Thursday with 44.00 hours worked.

 

 

• • • Payable Time Detail Table example - the system calculates Overtime 2 when the employee physically worked over 40 hours during their work week. The example below shows the employee working 40.60 hours and the payable time detail reflects .60 hours of OT2 to be paid.

 

 

Verify Leave Balances: Non-Exempt and Exempt Employees

Step 1.  From the Employee Home page, click the My Time tile.

Step 2.  In the upper left-hand side of the page, click the Absence Balances link.

Step 3.  Your Absence Balances will populate.

Note: The current balances do not reflect unprocessed requests within the same leave period. The balance reflects the last time absence management was processed. Please refer to Appendix A for more information about Employee Leave Types.

End of Procedure

 

Entering an Absence Request: Non-Exempt and Exempt Employee

Step 1.  From the Employee Home page, click the My Time tile.

Step 2.  Click the Request Absence link located on the upper left side of the screen.

Step 3.  Enter the leave start date into the Start Date field. You can either manually enter this date or click on the calendar icon in the start date field and select a date. If date range is more than one day, you can enter leave stop date into the End Date, or select the +1 Day field to populate additional day.

Step 4.  Select the leave type from the Absence Type drop-down menu which is directly below the Start Date field.

The following leave types will appear under Absence Type:

• All – This choice does not utilize the filter feature and displays all types of leave.
• Annual Leave – Displays only annual leave options.
• Other leave – Displays Other Leave plans that do not fit into one of the above categories.
• Traditional Sick/Personal Leave – Displays the Sick and Personal Leave choices available to employees in Faculty and Traditional Leave Plans.
• VSDP Sick/Personal Leave – Displays the Sick and Personal Leave choices available to employees in the VSDP (Virginia Sickness and Disability Program) Leave Plan.

Step 5.  Select the correct Absence Name from the drop-down menu which is directly below the End Date field.

NOTE: Under Absence Name, the items available for selection will be filtered based on the Absence Type previously selected in Step 4.

Step 6.  To the right of the Absence Name drop-down field, there is a box with an arrow in it. Click this to open the Partial Days option.

• If you are requesting a FULL/ENTIRE day of leave, leave the default None link next to Partial Days, and enter the Total Hours (Duration) as 8 (or the total number of hours you were scheduled to work that particular day).

NOTE: Absence requests for multiple consecutive days may be submitted as a range by entering in a begin and end date (see Step 3 above). Do not submit an absence request that crosses over consecutive semi-monthly pay periods. If submitting leave for multiple days, the duration should be the total number of hours (ex. three 8-hour days, enter 24 in Duration).

 

 

• If you are requesting a PARTIAL DAY OF LEAVE (partial days refers to any hours less than your regularly scheduled hours for that day), click on the None link next to Partial Days, and select First Day Only from Partial Days dropdown. Then enter the Duration as the total number of hours of leave you took on that particular day (4 or 6, for example). Then click the blue Done button located to the right of the Partial Days banner.

 

 

Note: If you are a 9-month Teaching Faculty, you MUST take leave in increments of four (4) hours.

Please contact your agency Human Resource Office if you are unsure of which leave types are available or if you have questions about leave policies.

Note: The balance shown is as of the last absence management calendar processed date. The current balances do not reflect unprocessed requests within the same leave period. The processing of absence management will coincide with pay periods. Balances should not be off by more than one semi-monthly payroll period. It is the responsibility of the employees to monitor their leave balances.

Step 7.  The End Date is calculated automatically by PeopleSoft based on Duration. Please ensure your Start Date and End Date are correct.

Reminder: CHECK YOUR DATES: If you have entered leave on a date that is designated in HCM as a holiday, the system may not count your leave on that holiday. If you enter leave on a weekend or non-working day, HCM will calculate the next working day.

Step 8.  Enter any appropriate information into the Additional Comments field.  Enter a valid value, for example: Requesting vacation day, going to LA, or daughter's graduation, etc. It is important to provide the appropriate reason by entering a comment. This way the Manager approving your request will have the necessary information to make a decision.

Step 9.  Click the Submit button located in the upper-right side of the request. A confirmation box will appear stating “Are you sure you want to submit this Absence Request”? If everything is correct, select Yes.

This will generate an email to your manager to approve, deny, cancel, or push back the leave. You will also get an email confirming the request that was entered and another once the manager takes action.

End of Procedure

 

For employees who complete timesheets (and accrue leave), if your manager has denied or pushed back the absence request for re-work, the manager will enter a comment on the absence request explaining their action. You will then need to go to the View Request and either CANCEL the denied or rework the pushed back request.

Correcting a Push Back Absence Requests: Non-Exempt and Exempt employee

1. If you see an error in your leave request that has not been approved, send an email to your manager to "Push Back" the request.
2. If your manager has already approved the absence request, please contact your agency’s Human Resource Office.

Step 1.  From the Employee Home page, click the My Time tile.

Step 2.  Click the View Requests located on the left side of the screen.

Step 3.  Select the Push Back request by clicking the arrow to the right of the appropriate transaction.

 

 

Step 4.  Make the appropriate changes and/or corrections (see comments made by the manager for additional information as to why the request was pushed back). Changes can be made to any of the fields available to edit.

Step 5.  Click the small arrow located to the right of the Absence Name drop-down menu to apply the changes.

Step 6.  A popup notification will appear. Click OK.

Step 7.  Finally, click the Submit button located in the upper right-hand side of the request. The updated absence request will appear on your timesheet.

End of Procedure

 

Canceling a Denied or Push Back Absence Requests: Non-Exempt and Exempt employee

If you need to cancel a leave request that was denied or pushed back.

Note: A Denied Absence Request will be shown on the timesheet until the request has been cancelled.

Step 1.  From the Employee Home page, click the My Time tile.

Step 2.  Click the Cancel Absences located on the left side of the screen.

Step 3.  Select the Denied or Push Back request to cancel by clicking the arrow to the right of the appropriate transaction.

Step 4.  Select the blue Cancel Absence button on the top right-hand side.

Step 5.  A pop up will appear asking “Are you sure you want to Cancel this Absence Request”. Select the Yes button to complete the cancelation process.

End of Procedure

 

Appendix A: Employee Leave Types

When entering a leave/absence request, the employee will enter the start date and select the Absence Type from the drop-down menu. The employee will need to ensure they select the appropriate leave type corresponding to their specific leave plan. Choices will be Annual Leave, Other Leave, Traditional Sick/Personal Leave, and VSDP Sick/ Personal Leave. For a list of leave types and policies, please go to the Department of Human Resources Management (DHRM)  website. For faculty members, please visit the Virginia Community College Policies website.

Standard Leave Types

Annual Leave type is dependent on employee status.

• 12-month Faculty Annual-New Plan.
• 12-month Faculty Annual-Old Plan.
• Classified Staff Annual Leave.
• Executive Staff-Traditional with greater than 15 years of service.
• Executive Staff-Traditional with less than 15 years of service.
• Executive Staff-VSDP with greater than 15 years of service.
• Executive Staff-VSDP with less than 15 years of service.

Note: Excess Leave carried over to a new year requires agency approval but if you are eligible for and have Excess Annual Leave, those balances are not available as a selection in the Request Absence page but if you select your standard annual leave, PeopleSoft HCM will deduct the leave from the excess annual leave balance rather than from standard annual leave.

 FML – Family Medical Leave

Employees will have the option to check a FML box when submitting their absence request with certain leave types. An employee should not select the FML field unless they have a qualifying event, approved by your agency’s Human Resource Office. If you have any questions regarding FML, contact your agency’s Human Resource Office.

 

Appendix B: Time Administration Information

Time and Labor Exceptions – Background Information:

The Time Administration process (Time Admin) is an automatic process which runs hourly according to the schedule for each agency and accepts any changes to the timesheets made by the employee. Each time the employee enters punch time entries or submits changes to those punch time entries on the timesheet, which deviate from the employee’s “predefined work schedule”, an exception is created. Also, if the manager has cleared the exceptions, and the employee submits changes to their timesheet after the manager has cleared exceptions, the system may create new exceptions.

The results of Time Administration are either exceptions or payable time that can be approved by the Manager. It is important that the manager resolve all exceptions before approving payable time. In the process of resolving or clearing the exceptions, the manager is to check the employee’s timesheet and absence requests for accuracy. Communication with the employee is essential to correcting punch and elapsed time entries and leave requests. It is the manager’s responsibility to ensure that the final timesheet is correct before approving payable time.

Moreover, a list of the exceptions is listed below.

 

Time and Labor Exceptions List

The following table lists each exception, provides a description, whether the exception is allowable or not, the cause of the exception, the resolution (or action to take) and the exception’s severity level.

Exception ID	Description	Allowable	Cause	Resolution	Severity
VX9001	Reported hours less than scheduled hours.	Allowable	Timesheet incomplete or leave not loaded.	Enter all payable and approved leave hours; allow if correct.	Medium Severity.
VX9002	Hours worked greater than 24 in a day.	Allowable	More than 24 hours reported in one day.	Correct timesheet or allow if valid (e.g., leave payout).	High Severity.
VX9004	Comp time required on holiday.	Allowable	Holiday not reported.	Add holiday time or allow exception.	High Severity.
VX9005	Overtime required.	Allowable	More than 40 hours worked in a week.	Report overtime when applicable.	High Severity.
VX9006	Late in punch.	Allowable	Punched in 5 minutes or more after scheduled time.	Correct timesheet or allow exception.	High Severity.
VX9007	Late out punch.	Allowable	Punched out after scheduled time.	Correct timesheet or allow exception.	High Severity.
VX9008	Missing punch.	Allowable	One or more punches missing.	Correct the timesheet.	High Severity.
VX9009	1200 hour limit warning.	Allowable	Wage employee reached 1200 hours.	Allow exception to clear warning.	Medium Severity.
VX9010	1500 hour limit reached.	Allowable	Wage employee reached 1500 hours.	Correct timesheet or allow exception.	High Severity.
VX9011	Quasi full-time hours incorrect.	Allowable	Hours not between 32 and 39.9.	Correct the timesheet.	High Severity.
VX9012	Permanent part-time hours incorrect.	Allowable	Hours not between 20 and 31.9.	Correct the timesheet.	High Severity.
VX9013	Work-study authorization exceeded.	Allowable	Approved amount exceeded in SIS.	Contact Financial Aid or HR.	High Severity.
VX9014	9–11 month quasi full-time not 40 hours.	Not Allowable	Did not report 40 hours per week.	Correct the timesheet.	High Severity.
VX9015	9–11 month part-time over 32 hours.	Not Allowable	Reported more than 32 hours.	Correct the timesheet.	High Severity.
VX9016	Lunch punch without out punch.	Allowable	Odd number of punches.	Correct timesheet to be paid.	High Severity.
TLX00030	Inactive time reporter status.	Not Allowable	Time reporter status inactive.	Update status to Active.	High Severity.
TLX00440	TRC not in TRC program.	Not Allowable	TRC not associated with reporter.	Correct TRC program setup.	High Severity.
TLX00830	Invalid reported taskgroup.	Not Allowable	Department ID invalid for taskgroup.	Correct taskgroup or department setup.	High Severity.
TLX01560	Quantity cannot be zero.	Not Allowable	Zero hours entered.	Remove zeros or enter positive hours.	High Severity.
TLX01600	Invalid time reporter.	Not Allowable	Not enrolled in Time and Labor.	Correct enrollment or reported date.	High Severity.
TLX01700	Full absence with reported time.	Not Allowable	Time entered on full-day absence.	Remove reported time.	Low Severity.

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