Purpose: The purpose of this lesson is to learn how to identify time and leave errors prior to the final pay calculation. These records will not be processed by payroll because they did not pass the edits in the edit program. The specific reason the record did not pass the edits is listed on the page. These errors should be corrected prior to final pay calculation.

Navigation: Time and Leave > View Time Entry Errors

Timing: Correct current period time and leave prior to the final pay calculation (generally the Friday following the pay period end date).

Important Notes: It is important that you enter time and leave accurately so an employee’s paycheck is correct.

Timekeepers generally have a total of five working days after the pay period end date to enter and correct time and leave information prior to final pay calculation. Any entries made prior to final pay calculation will be reflected on the employees pay check.

The Time and Leave Edits program, that edits T&L detail, generally runs each night from the pay period end date to final pay calculation.

The T&L program creates an error file for each agency.

Errors that are corrected will not appear in the error file the following day. Uncorrected errors will remain in the error file.

Error messages affecting an error detected by the system on the day of final pay calculation (generally a Friday) may be viewed by agencies Saturday – Monday only.

The error file can be viewed using the Time Entry – Errors page.

Payroll Errors: Preliminary Pay Calculation provides payroll personnel an opportunity to detect and correct errors prior to final pay calculation. Preliminary Pay Calculation generally runs the 2nd, 3rd, and 4th night of the tie and leave entry period. Preliminary Pay Calculation produces a preliminary payroll register. The preliminary payroll register can be checked each day that payroll affecting entries are made. Corrections identified using the preliminary payroll register may or may not involve time and leave entry updates.

Employee payroll data may be viewed on-line by accessing the Paycheck Data page or by viewing a Preliminary Payroll Register located in Core FTP (covered in the Payroll CBT).

Error Messages listed on the Time Entry Errors page could include, but are not limited to the following:

Error 1: Overtime/Comp Time hours should not be recorded until employee reaches their FLSA Threshold. 7. This error is produced when you record overtime or compensatory time earned prior to the employee reaching the 40 hour FLSA threshold. For example, if a non-exempt employee worked Mon 10 hrs, Tue 10 hrs, Wed 8 hrs, Thu 8 hrs, Fri 8 hours (44 hours worked) and the employee wants to receive overtime, it would should be recorded on the timesheet and in SHARP as follows: Mon 10 REG, Tue 10 REG, Wed 8 REG, Thu 8 REG, Fri 4 REG and 4 OTP.

Error 2: Hours reported during days when employee not active in department. An error may occur if you do not delete any hours from a Time Sheet for days an employee is not active in your department. For example, if an employee works only Monday and Tuesday of the first week and then terminates, you must delete the hours that may have defaulted for that employee for the rest of the pay period. Once that is done, the Termination Action can be entered in the Job Data pages. If the termination action was entered prior to being able to delete the hours, you can access the active Time Sheet and delete the rows of data, save the page, then access it again and enter the time and leave.

Error 3: Earnings code not valid for this employee. A non-exempt earnings code was entered for an exempt employee or vice versa. This error can occur if the FLSA Status of the employee was changed AFTER the earnings code was entered on the timesheet or through the T&L Interface.

Error 4: Employee not in department. The timesheet is in the wrong department. This error can occur when the Department ID is changed AFTER the timesheet was created or the wrong Department ID was sent through the T&L Interface.

Error 5: Data entered for earnings type not valid. This is usually the result of an interfaced leave. Dollars were entered instead of hours or vice versa.

Error 6: Hours reported not between 0 and 24 or not in quarter hour increments. This is usually the result of an interfaced leave. Negative hours or hours greater than 24 were entered.

Error 7: Insufficient Military Leave balance. Military leave was recorded and the balance does not cover the hours recorded on the timesheet.

Error 8: Insufficient Sick Leave balance. Sick leave was recorded and the balance does not cover the hours recorded on the timesheet.

Error 9: Insufficient Vacation Leave balance. Vacation leave was recorded and the balance does not cover the hours recorded on the timesheet.

Error 10: Insufficient Discretionary Day balance. This error may appear for on-line users when the discretionary holiday is reported in two consecutive periods prior to the accrual process running for the prior period.

Error 11: Leave hours reported for exempt employee not in half-day increments. One-half or full day hours were not recorded for Sick Leave, Vacation Leave, Shared Leave, or Holiday Compensatory Time Taken.

The Search Results area lists all errors that pertain to the individual listed. Errors are viewed at the employee and pay period end date level.