TIME AND LEAVE NAVIGATION CHANGES

Navigation within Time and Leave has changed with Version 8.9 PeopleSoft. The following list identifies the
V8 navigational path and the new V8.9 path for Time and Leave pages, tables and reports:

1. Employee Timesheet:
• Old Version: Home > Administer Workforce > Time and Leave > Use > Employee
• New Version: Time and Leave > Maintain Employee Timesheet

2. Add Employee Timesheet:
• Old Version: Home > Administer Workforce > Time and Leave > Use > Add Time Sheet
• New Version: Time and Leave > Maintain Employee Timesheet

3. OK to Process Department Timesheets (on-line page):
• Old Version: Home > Administer Workforce > Time and Leave > Use > Department
• New Version: Time and Leave > Maintain Department Timesheet

4. OK to Process Department Timesheets (KTEC029 Report):
• Old Version: Home > Administer Workforce > Time and Leave > Use > Department-Report
• New Version: Time and Leave > OK Timesheets By Department

5. Print Time Detail Department Totals (KTEC028 Report):
• Old Version: Home > Administer Workforce > Time and Leave > Use > Department-Report
• New Version: Time and Leave > Reports > Department Time Totals

6. Adjustment
• Old Version: Home > Administer Workforce > Time and Leave > Use > Adjustment
• New Version: Time and Leave > Adjust Employee Timesheet

7. Supplemental
• Old Version: Home > Administer Workforce > Time and Leave > Use > Supplemental
• New Version: Time and Leave > Create Employee Supplemental 

8. Time Entry Error Messages
• Old Version: Home > Administer Workforce > Time and Leave > Use > Time Entry Error Messages
• New Version: Time and Leave > View Time Entry Errors

9. Interface Error Messages
• Old Version: Home > Administer Workforce > Time and Leave > Use > Interface Error Messages
• New Version: Time and Leave > View Interface Errors

10. Holiday Schedule Table
• Old Version: Home > Administer Workforce > Time and Leave > Setup > Holiday Schedule Table
• New Version: Setup HRMS > Foundation Tables > Organization > Holiday Schedule 

11. Work Schedule Table
• Old Version: Home > Administer Workforce > Time and Leave > Setup > Work Schedule Table
• New Version: Setup HRMS > Foundation Tables > Organization > Work Schedule

12. Leave Accruals
• Old Version: Home > Administer Workforce > Time and Leave > Inquire > Leave Accruals
• New Version: Time and Leave > Manage Leave Accruals > Review Accrual Balances 

NOTE: Because Leave Accrual is a PeopleSoft delivered page, when you access an employee’s Leave Accrual, the navigation will switch to “Benefits > Manage Leave Accruals > Review Accrual Balances”

NOTE: When you access an employee’s Leave Accrual Histry Balances, the navigation will switch to “Benefits > Manage Leave Accruals > Review Accrual HistryBalances”

Main Menu

Time and Leave Menu Page

INTRODUCTION TO TIME AND LEAVE

To fully benefit from the information covered in this Computer-Based Training (CBT) you should have completed the Introduction to SHARP CBT.

The Introduction to SHARP CBT will teach you how to navigate through the menus and pages and introduce you to the basics of adding, updating, and maintaining data in PeopleSoft.

If you have not already done so, please review the Introduction to SHARP CBT before proceeding with the Time and Leave CBT.

NOTE: This manual covers time and leave entry as it pertains to classified employees and those unclassified employees who follow Executive Order No. 04-13 http://da.ks.gov/ps/subject/arc/memos/ExecOrder.htm. This manual does not address time and leave entry as it pertains to other unclassified employees.

Please consider that if Regulations, Bulletins, laws, etc. change, some of these scenarios may not be up-to-date. Continue to monitor the regulation changes that affect time and leave entry and apply those changes to the following scenarios if applicable.

For the most up to date information (including new or revised Regulations and Bulletins), please check the following websites: 
SHARP Customer Services (http://www.da.ks.gov/sharp/) 
Division of Personnel Services (http://www.da.ks.gov/ps/) 
Accounts and Reports (http://www.da.ks.gov/ar/)

After completing this CBT, you should be able to:
View Holiday and Work Schedules
Add a New Time Sheet & Print Time Documents by Employee or Dept
Enter and Process Time and Leave
OK to Process Time Sheets by Employee or by Department
View Time and Leave Error Messages
Monitor Employee Leave Balances (Current and History)
Enter a Non Pay Affecting Leave Adjustment
View Shared Leave Data
Enter Workers Compensation Hours (Current and Prior Period)
Generate T&L Reports

KEY POINTS WITHIN TIME AND LEAVE

Most time and leave edits are delayed until the SAVE button is clicked. This helps to speed up data entry. One exception is the Earnings Code. There may be a delay after entering an earnings code and tabbing out of the field. You may want to wait until the earnings code description defaults before you begin to enter hours or pay.

The following earnings codes should be used in conjunction with codes entered on the Additional Pay page: P1H; P2H; P3H; and S3H. A corresponding code is entered one time only on the Additional Pay page. If your employees start to use any of these codes, it will be necessary to add the new code to the Additional Pay page. This is covered in the Payroll CBT.

The Leave Accruals report is the BEN007. Be sure to remember this when retrieving the Leave Accruals report from your agency directory using File Transfer Protocol (Core FTP Pro). You can also generate the State of Kansas custom Leave Accrual report on-line (KBEN007) using this navigation: Time and Leave > Reports > Leave Accrual.

Time and Leave Refresh Button: This button was developed to allow you, the timekeeper, the ability to have the system calculate Total, Weekly, and Biweekly hours and the CTLA (Counts toward Leave Accrual/In Pay Status) and FLSA (Fair Labor Standards Act) figures without having to click on SAVE every time you want to see an update of the hours you just entered. The Refresh button (green circular arrows and black font with a yellow background) will also force processing of some T&L errors or warnings. It is still necessary to click on the OK to Process? and Save the timesheet after clicking on the Refresh button.

The Holiday Schedule Field is located on the Payroll page located within the Job Data component. Updating this field is covered in the Workforce Administration and Compensation CBT.

If you are entering an adjustment (pay or non-pay affecting) on the Adjustment Daily page, be cautious about adding rows of data. If you enter too many rows to a timesheet, you will not be able to delete any of them. You will have to cancel the page and start entry again.

TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMINOLOGY
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A standardized time document is used by state agencies.

The use of a non-SHARP time document must be approved by the Division of Personnel Services.

Time sheets, the electronic version of a time document, are generated automatically during the evening of the first day of a new pay period for all active employees.

Agencies can print time documents after they are created (generally the first Monday of the pay period). Agencies can generate them at one location in the agency and distribute them to each department, or they can print each department’s documents at the department’s local laser printer.

Time documents are not generated for Regent Institutions, interface agencies, or any other employees attached to a default work schedule with the Print Time Report? check box OFF (no X) when printing by Department. Refer to the Work Schedule Table to view this checkbox (Navigation: Set Up HRMS > Foundation Tables > Organization > Work Schedule).

Agencies attach Work Schedules on the Kansas Information Page in Position Data (Covered in the Position Management CBT) and Holiday Schedules to the Payroll page in Job Data (Covered in the Workforce Administration CBT). When time documents for employees are printed, they reflect the default work and holiday schedule for the position.

TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMINOLOGY
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Time documents for non-exempt employees contain the default work and holiday hours by day. Most agencies will not print time documents for exempt employees. If agencies print time documents for exempt employees, in most cases, it will only contain holidays because most exempt employees are tied to positions with blank default work schedules.

The time document is printed by Department (ID), Pay Period End Date, Employee ID, and Empl Rcd Nbr. An employee will have a time document for each position worked.

The FLSA code will assist the timekeeper in ensuring time and leave reporting rules are followed.

Hours are recorded each day by earnings code.

Employees should total hours reported by earnings code as well as by the pay period.

Signatures are required on the Time Document. If an employee or supervisor is not available to provide a signature, make that notation on the time sheet and get the next level supervisor’s signature. When the employee and supervisor are available, ask them to date and sign the document at that time.

TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMNOLOGY
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If an employee does not turn in a time document, don’t ‘OK to Process’ the Time Sheet without proper documentation. There are several options for this situation. The supervisor or timekeeper may wish to ask the employee for the time document. If the employee is not available due to illness, the supervisory may wish to sign the time document and ask the employee to sign it when he/she returns. Agencies may have other procedures to follow when this type of situation arises.

State agencies that plan to interface time and leave information with SHARP must receive prior approval from the Department of Administration.

The Department of Transportation, Department of Labor, Department of Health and Environment, Corporation Commission, Insurance Department, Department of Revenue, and the Department of Education currently have approval to interface time and leave.

Time documents are required for non-exempt employees and must be retained by the agency for at least 5 years.

Most exempt employees will not have a time document. They use leave slips to request time off. 

Approved leave requests must be retained for at least 5 years.

Agencies may continue to use paper or electronic leave request slips.

TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMINOLOGY
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EARNINGS CODES

Earnings codes are required for each time or leave entry for non-exempt employees. Earnings codes are required for exempt employee’s use of leave.

PeopleSoft FLSA calculations require separate leave-type earnings codes for salaried exempt employees and non-covered employees whose ‘Employee Type’ is ‘Salaried.’

There are earnings codes for vacation leave payout, sick leave payout, compensatory time payout, and holiday compensatory time payout. SHARP will automatically calculate the payouts if the eligible employee transaction that triggers a payout is entered in Job Data prior to payroll cutoff. Time Keepers will calculate and enter payouts if the separation is not entered into SHARP in a timely manner. The payout code may need to be adjusted based on the KPERS membership date (July 1, 1994) and the dollar amount may need to be adjusted based on the Retention Incentive Pay Rate Differential (S14) established in 2006 for certain job codes (in the “N2” family).

Use of the WCE (Workers Comp Hours-Exempt) earnings code will reduce a salaried employee’s gross pay.

Earnings codes that typically default on the time document include: REG – regular earns, SF1 – Shift 1, and HDC – holiday credit (or HDE for exempt and non-covered salaried employees). LGP – Legislative Daily Pay or BDM – Board Member Daily Pay typically appear for legislators or board members.

TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMINOLOGY
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TERMINOLOGY

POLICIES
Maximum Vacation Leave Accrual Schedule & Vacation Overage Report
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Reference: K.A.R. 1-9-4
http://da.state.ks.us/ps/documents/regs/art-9.htm#1-9-4

Vacation leave balances are limited to a maximum accrual based on length of service (see above chart). At the end of the last payroll period paid in each fiscal year, up to 40 hours of any accrued vacation leave that exceeds an employee’s maximum accumulation of hours shall be converted to sick leave (by entering the SLA earnings code and hours on the timesheet). After this conversion, all remaining vacation leave over the maximum accumulation of hours shall be forfeited at the end of the last payroll period paid in that fiscal year. Therefore, employees must use any vacation accruals over the maximum by the pay period end date to avoid losing it. Employees are responsible for monitoring leave overage. 

Agencies however, should generate the Vacation Leave Overage Report (http://da.state.ks.us/sharp/reports/kben354.htm) to determine who needs up to 40 hours vacation transferred to sick leave. 

Refer to the Vacation Overage Conversion Instructions:
Detailed Instructions: http://www.da.ks.gov/sharp/documents/VacationOvrgDetails.pdf or General Instructions: http://www.da.ks.gov/sharp/documents/VacationOvrgGeneral.pdf

POLICIES
Maximum Vacation Leave Accrual Additional Information
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Steps the system performs when updating vacation leave balances:
Reduce vacation leave balance by hours used during the pay period.
Reduce vacation leave balances to the maximum, if necessary.
Accrue vacation leave for the period.

If an employee moves from one leave maximum category to another during this biweekly period, the employee’s maximum accumulation is the “new” higher maximum, not the “old” lower maximum.

It is important to note that conversion of vacation leave that is over the maximum (up to 40 hours) is a manual process. Instructions for this process are provided at:
http://da.ks.gov/sharp/documents/VacationOvrgDetails.pdf

Leave overage amounts are displayed on the employee’s paycheck stub under ‘AO’. Overage is not listed separately on the Self Service View Leave Balances page.

Because Kansas Administrative Regulations (K.A.R.) are periodically revised, please refer to K.A.R. 1-9-4 (Vacations) for the most up to date information on Vacations: http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-4

POLICIES
Discretionary Holiday Policy
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Eligible employees with 6 months of continuous service receive a discretionary day each year. Full time employees receive up to 24 hours while employees working less than full time receive a proportional number of hours.

Although 24 hours default, per K.A.R. 1-9-2, an employee is allowed to claim only the number of hours they are regularly scheduled to work. The timekeeper should report the appropriate number of hours the employee was regularly scheduled to work on the day the employee designates as the holiday (up to 24 hours). Regardless of the number of hours entered, the balance will be reduced to zero after the final pay calculation has been run. Most State employees will record 8 hours discretionary day.

Discretionary holiday hours must be used at one time; the hours cannot be split between days. ‘DD’ will appear on the check stub when the discretionary holiday is available for use. The words Discretionary Day will appear on the View Leave Balances page. The ‘DD’ or “Discretionary Day” will not appear if the employee’s discretionary holiday balance is zero.

Because Kansas Administrative Regulations (K.A.R.) are periodically revised, please refer to K.A.R. 1-9-2 (Holidays) for the most up to date information on holidays:
http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-2 and http://da.ks.gov/ps/subject/holiday.htm.

POLICIES
Discretionary Holiday Technical Information
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PeopleSoft is programmed to award newly hired employees a discretionary holiday once they have 6 months of continuous service. However, some scenarios require manual adjustment to the Discretionary Day leave balance. The Division of Personnel Services can adjust the balance upon receipt of a request.

1. Some unclassified employees may receive a discretionary day and some should not. This requires the Discretionary Holiday balance be manually adjusted to zero.

2. Re-hired employees who have not worked for six continuous months in their current employment could incorrectly receive a new discretionary holiday at the beginning of the new year. In these situations, the Discretionary Holiday balance must be manually adjusted to zero.

3. Temporary employees who move to a regular position must work in the regular position 6 continuous months before receiving a Discretionary Day. However, these employees may incorrectly receive a Discretionary Day too soon. In these situations, the Discretionary Holiday balance must be manually adjusted to zero.

4. Prior period adjustments that cross over calendar years may result in the Discretionary Holiday balance needing manual adjustment.

POLICIES
Leave Without Pay – Up To 30 Days
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Leave without pay for a time period less than or equal to 30 days is handled through the time and leave entry process.

If a non-exempt employee is on leave without pay for only a portion of the pay period, do not record time or leave on the days the employee is absent. Since non-exempt employees are paid hourly, they will not receive payment for the time they are away from work.

If an exempt employee is on leave without pay for a portion of the pay period, you should record the hours on leave using the LWP (leave without pay) earnings code. LWP is considered a negative earnings code that will cause the employee’s pay to be prorated based on the days of leave without pay. LWP for exempt employees should be recorded in full day increments.

If the leave without pay is for the entire pay period, delete any rows that default in and do not OK to Process the record. Save the changes. No record will be sent to payroll and no detail will be stored. The employee will not receive a paycheck for the period.

POLICIES
Leave Without Pay - More Than 30 Days
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Leave without pay for over 30 days is handled through employee data maintenance. An action code of Leave of Absence (LOA), with the appropriate reason code, should be entered in Job Data. The leave without pay action will inactive the timesheet create process if the effective date is prior to the beginning of the pay period.

Refer to the Workforce Administration and Compensation CBT for information on entering Job Data changes.

Because Kansas Administrative Regulations (K.A.R.) are periodically revised, please refer to K.A.R. 1-9-6 (Leave Without Pay) for the most up to date information on Leave Without Pay. http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-6.

POLICIES
Shared Leave Recipient Conditions
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Once it is determined that an employee is eligible to receive shared leave, the following conditions must be met:

1. The Shared Leave recipient must exhaust all paid leave available for use, including vacation leave, sick leave, compensatory time, holiday compensatory time, and discretionary day. For example, the leave balance for a non-exempt employee receiving shared leave cannot be .25 or above. For an exempt, the leave balance cannot be 4 hours or above. 

2. The employee has at least six months of continuous service.

POLICIES
Shared Leave Recipient Addition Information
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The maximum number of hours of shared leave that may be used by an employee shall be the total hours that the employee would regularly be scheduled to work during a six-month period.

Shared leave may be applied retroactively for a maximum of two pay periods proceeding the date the employee signed the shared leave request form.

An employee shall be eligible to donate vacation leave or sick leave to another employee if these conditions are met.

1. The donation of vacation leave does not cause the accumulated vacation leave balance of the donating employee be less than 80 hours, unless the employee donates vacation leave at the time of separation from state service.

2. The donation of sick leave does not cause the accumulated sick leave balance of the donating employee to be less than 480 hours, unless the employee donates sick leave at the time of separation from state service.

3. If the employee is retiring from state service and receiving compensation for sick leave upon retirement, the donated sick leave consists only of the accumulated sick leave in excess of the applicable minimum accumulation amount required for eligibility for a sick leave payout.

POLICIES
Additional Shared Leave Information
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A Shared Leave Request and Donation form may be obtained from the following website: http://da.ks.gov/ps/documents/default.htm. Select the Shared Leave Donation Form, Shared Leave Request or Shared Leave Request (Committee) form.

Because Kansas Administrative Regulations (K.A.R.) are periodically revised, please refer to K.A.R. 1-9-23 (Shared Leave) at the following website for the most up to date information on shared leave: http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-23

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
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Time and leave entry involves recording time and leave in a daily format utilizing the standard time reporting document. The format provides detailed time and leave records for FLSA compliance.

Non-exempt employees are paid an hourly rate. Hours are reported in quarter hour (.25) increments. The number of hours reported determines the amount of a non-exempt employee’s paycheck.

Non-exempt employees accrue sick leave based on the hours worked during the pay period that count toward leave accrual.

Non-exempt employees accrue vacation leave based on the hours worked during the pay period that count toward leave accrual and the employee’s length of service.

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Sick Leave Accrual Schedule
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**Maximum Standard Hours Allowable.

Refer to Kansas Administration Regulation 1-9-5.
http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-5.

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Vacation Leave Accrual Schedule
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**Maximum Standard Hours Allowable.

Refer to Kansas Administrative Regulation 1-9-4.
http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-4.

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Quarter Hour Reporting
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Non-exempt employees report time and leave in quarter hour increments. This schedule is used to convert time and leave to quarter hours for non-exempt employees.

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Actual Hours Worked Versus Hours Scheduled
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Non-exempt employees report actual hours worked each day rather than hours scheduled to work. If hours worked differ from the hours defaulted on the time document, non-exempt employees only enter the deviations on the time document – exception time reporting.

Reporting actual hours worked each day provides better information for management reporting.

LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Reporting Leave Based on Work Scheduled
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Non-exempt employees need to report leave based on hours scheduled to work for leave purposes in order to maintain in pay status hours for the period.

A day of vacation or sick leave should equal the time scheduled to work that day.

LEAVE PLANS FOR EXEMPT EMPLOYEES
Time Reporting Points
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Generally, all exempt employees should be full-time.

Because exempt employees are paid a bi-weekly rate, they are only required to record leave. Exempt employees record vacation, sick, holiday compensatory time taken, or shared leave in half-day increments. Split time should be recorded as a total. For example, if an exempt employee is away from work for two hours in the morning and two hours in the afternoon, the time away from work is considered a half day of vacation, sick leave, or similar leave.

Supervisors manage employee leave requests. For example, if an employee who has been abusing the policy asks to be off work for 2 hours to run an errand, the leave request can be denied, or the supervisor can ask the employee to take and report a ½ day off instead.

Although it is not required, agencies do have the option of reporting time for exempt employees for labor distribution purposes, but the time reported must be for actual hours worked. Entering actual hours worked (REG) into timesheets will have no impact on pay for exempt employees.

Exempt employees who fall within the “N2” job class and are paid the Retention Incentive Pay Rate Differential (S14) should record actual hours worked and paid leave taken by day using the S14 earnings code.

LEAVE PLANS FOR EXEMPT EMPLOYEES
Sick Leave Accrual Schedule
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Refer to Kansas Administrative Regulation 1-9-5.
http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-5

PeopleSoft FLSA calculation requires distinction between exempt and non-exempt employees. Separate sick leave earnings codes are recorded for exempt employees.

The exempt sick leave accrual plan is based on an employee’s time in-pay-status per pay period. It is an all or nothing actual. If exempt employees are in pay status at any time in the period, they will receive full leave accrual.

LEAVE PLANS FOR EXEMPT EMPLOYEES
Vacation Leave Accrual Schedule
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Refer to Kansas Administrative Regulation 1-9-4.
http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-4

Vacation earning levels are based on an employee’s years of service and time in-pay-status per pay period.

PeopleSoft FLSA calculation requires distinction between exempt and non-exempt, so separate vacation leave earnings codes are recorded for exempt employees.

Exempts earn all or nothing in accrual. Employees who are in pay status any time in the period will accrue the maximum number of hours based on their years of service.

WORK SCHEDULE TABLE
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Purpose: The purpose of this lesson is to view work schedules.

Navigation: Setup HRMS > Foundation Tables > Organization > Work Schedule

Connections: Work schedules are recorded on the Kansas Information page of Position Data and are used to create default time sheets. Work Schedules can also be viewed on the Kansas Information page in Job Data.

Important Notes: Work schedules define the FLSA period and the number of hours per day a position is scheduled to work. The schedule will default to the employee who occupies the position. This approach makes it possible for exception time reporting. Employees only report deviations from the default work schedule. All employees must be attached to a default work schedule. DO NOT ATTACH A NON-EXEMPT EMPLOYEE TO THE EXMT WORK SCHEDULE . Doing so will void the FLSA edits.

WORK SCHEDULE TABLE
Default Work Schedule - Non-Exempt
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1.     Non-exempt employees who work the same hours on the same days each week should be attached to a default work schedule that corresponds to their hours of work. (For example, an employee who works 8 hours Monday through Friday without shift hours will have 8MF1 as the default work schedule.)

2.     Non-exempt employees who work fluctuating hours on varying days should be attached to a positive time reporting schedule. The time sheet will not have a default earnings type or hours associated with the earnings type. The timekeeper will enter all hours worked for the period.

3.     A non-exempt employee should not be attached to an EXMT work schedule. Doing so will void the FLSA edits.

4.     Non-exempt employees whose FLSA threshold is 40 hours per week, should not be attached to the following work schedules: DOA3, DOA4, HP81, HP82, P2FB, PS2F. Doing so will result in incorrect FLSA edits.

WORK SCHEDULE TABLE
Default Work Schedule - Exempt
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1.     Exempt employees should be attached to a blank default work schedule such as EXMT. The time sheet will not have a default earnings type or hours associated with the earnings type. The time keeper will enter non-regular hours such as leave or pay. If you want a blank time document to print for an exempt employee each time you print time documents, attach the employee to the PS1A default work schedule.

2.     Exempt employees can be attached to a default work schedule that contains Regular hours if the agency is tracking hours for labor distribution purposes. Actual hours worked must be recorded in this case.

WORK SCHEDULE TABLE
Work Schedule 1
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WORK SCHEDULE TABLE
Work Schedule 2
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HOLIDAY SCHEDULE TABLE
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Purpose: The purpose of this lesson is to learn how to lookup holiday schedules.

Navigation: Setup HRMS > Foundation Tables > Organization > Holiday Schedule

Timing: Anytime you need to view detailed holiday schedule information.

Connections: Holiday schedules are recorded on the Payroll page in Job Data and are used to default holiday credit on a time sheet.

Important Notes: Holiday schedules define the date the holiday is officially observed and the number of hours of holiday credit to be received by employees. If a holiday is effective during the pay period, the information from the holiday schedule will override the information from the default work schedule on the time entry pages and employee time documents. All employees should be attached to a holiday schedule. Classified temporary employees should be attached to the PSTV holiday schedule..

TIME AND LEAVE DATA ENTRY
The Basics of Current Period Time and Leave Entry
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The time entry default is “not to pay.” Agencies must specify that an employee’s timesheet is “OK to Process,” or a paycheck will not be generated for the employee. Agencies can “OK to Process” all timesheets associated with a department or by individual employee.

Time and leave can be reported by employee or by department.

Time and leave information is captured at a daily level. Although it is not required that agencies enter time and leave information on a daily basis, entering time and leave information throughout the pay period may reduce the work effort required during cut-off.

Pay periods begin on Sunday and end on Saturday.

On-line users can enter time and leave throughout the period.

No entries or updates can be made after the final pay calculation (usually the first Friday following the end of the pay period). Any changes that need to be made after Final Pay Calculation executes must be done through the adjustment process.

Edit programs run each night during cut-off to assist users in error detection. Results of these programs are found on the Interface Errors Messages or the Time Entry Errors Messages page.

Errors can be corrected prior to the pay check creation; reducing the number of adjustments.

If the time keeper has access to the Maintain Payroll Data U.S. window, results of the preliminary pay calculation may be viewed on-line on the Paycheck Earnings page. To access this page, select menu items in the following order: Home>Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck. This is covered in the Payroll CBT.

TIME AND LEAVE DATA ENTRY
Key Edits & Error Messages - Online Entry Process
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To read each field definition, go to the Glossary.

TIME AND LEAVE DATA ENTRY
Time Entry Error Messages
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TIME AND LEAVE DATA ENTRY
INTERFACE ERROR MESSAGES (Applicable to T& L Interface Agencies Only)
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TIME AND LEAVE DATA ENTRY
Print an Employee Time Document
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Purpose: The purpose of this lesson is to print a time document for an employee.

Navigation: Time and Leave > Reports > Print Employee Time Document

Timing: Time documents may be printed anytime after timesheets (electronic version of the paper time document) have been created. Timesheets are created during the evening of the first day of the pay period.

Important Notes: Time documents must be retained for at least 5 years. Individual time documents may be printed for both hourly and salaried employees. Most agencies don’t print time documents for exempt employees. Agencies that record time worked for exempt employees for labor distribution purposes do print time documents for their exempts to record time worked. Other agencies do not.

Click the link below to view the movie. It will demonstrate the method used to print a time document for one employee.

View Print Employee Time Document movie (2 min 16 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Print Department Time Document
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Purpose: The purpose of this lesson is to print time documents by department.

Navigation: Time and Leave > Reports > Print Department Time Document

Timing: Time documents may be printed anytime after timesheets (electronic version of the paper time document) have been created. Timesheets are created during the evening of the first day of the pay period.

Important Notes: Time documents must be retained for at least 5 years. Department time documents (T-docs) may be printed for both hourly and salaried employees. You may print time documents for a single department or a range of departments. When printing time documents by department, if any employees are attached to a work schedule that does not have the Print Time Report? Checkbox turned off (no checkmark), a time document will not print. You may view work schedules in the Work Schedule Table (Administer Workforce > Time and Leave > Setup). Instead, the time document can be printed using the Print Employee Time Document report.

Click the link below to view the movie. It will demonstrate the method used to print time documents for an entire department or a range of departments.

Print Department Time Document (1 min 34 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Nonexempt Worked Default Work Schedule
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Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will demonstrate the method used to OK to Process? a timesheet for an employee who worked a default schedule (8 hours Monday through Friday).

View OK Timesheet movie (30 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Nonexempt Took Leave
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Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will demonstrate the method used to enter time for a non-exempt employee who took vacation leave (8 hours Vacation of Wednesday, Week 1).

View Leave Taken movie (44 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Nonexempt Rearranged Work Schedule
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Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will demonstrate the method used to enter time for an employee who worked rearranged time. (Employee is on an 8 hours Monday – Friday workschedule, but worked the following hours: 8 Mon; 5 Tue; 10 Wed; 9 Thu; and 5 Friday of the first week.)

View Rearranged Work Schedule movie (33 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Nonexempt Earned and Took Comp Time
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Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

Important Notes: It is important that you enter time and leave accurately so an employee’s paycheck is correct. Additionally, do not record compensatory time earned until an employee has met his or her FLSA threshold (Usually 40 hours). Most non-exempt employee’s do not earn compensatory time by day, but rather once they work 40 hours in a week. Once the employee has worked the 40 hours, then, we can record compensatory time earned.

Click the link below to view the movie. It will allow you to practice entering time for an employee who earned compensatory time in week 1 and used compensatory time in week 2 (Employee worked 4 hours over the 40 hour FLSA limit in Week 1. Employee then took 6 hours compensatory time off on Friday, Week 2.) Although you are not required to complete practice exercises, they will cover navigation and data entry which you may see on the Time and Leave test.

View Comp Time movie (45 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Exempt Took Leave
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Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Leave taken is entered into timesheets for exempt employees who have requested and taken leave.

Important Notes: It is important that you enter time and leave accurately so an employee’s paycheck is correct. Typically we record only leave taken for exempt employees.

Click the link below to view the movie. It will allow you to view a demonstration of entering sick leave for an exempt employee. (Employee took 4 hours sick leave Tuesday, Week 1.) Although you are not required to complete practice exercises, they will cover navigation and data entry which you may see on the Time and Leave test.

View Exempt Leave movie (27 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Leave Payouts
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TIME AND LEAVE DATA ENTRY
OK to Process Department Timesheets page
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TIME AND LEAVE DATA ENTRY
OK Timesheets By Department Report (KTEC029)
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Navigation: Time and Leave > OK Timesheets by Department

Timing: Once time is entered for all employees in the department, you can run a report (KTEC029) that will turn on the OK to Process? checkbox for all employees in that department (a paper report is not generated). If some employees should not be processed, you can turn off their OK to Process? checkbox on their individual timesheets.

Important Notes: You can use this process for any department, regardless of size. We recommend you generate the Department Totals Report (KTEC028) after generating the KTEC029 report. The KTEC028 report is an hour summary of the time entered on timesheets for a specific pay period. The KTEC028 lists all employees within the department that have a timesheet. The report will indicate the status of each employee’s OK to Process? checkbox.

Click the link below to view the movie. It will allow you to view the process of generating the report that turns on the OK to Process? checkbox for employees in a department.

View KTEC029 OK Timesheets by Department Report movie (47 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Department Totals Report (KTEC028)
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Navigation: Time and Leave > Reports > Department Totals

Timing: This report can be generated anytime after timesheets are created.

Important Notes: You can use this process for any department, regardless of size.

Click the link below to view the movie. It will allow you to view the process of printing a department report (KTEC028) that lists all employees within the department that have a timesheet.

View KTEC028 Department Totals Report movie (1 min 41 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Leave Balances
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TIME AND LEAVE DATA ENTRY
Leave Balance History
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TIME AND LEAVE DATA ENTRY
Leave Accural Online SHARP Report
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Purpose: The purpose of this lesson is to be aware that the Leave Accruals Report provides agencies with leave accrual information by plan type for each employee in the department and can be generated and printed within SHARP.

Navigation: Time and Leave > Reports > Leave Accrual

Timing: The SHARP on-line Leave Accrual Report – KBEN007 can be generated anytime SHARP is available.

Important Notes: The Leave Accruals Report contains the same information that is available on-line using the Leave Accruals page. The report reflects up to the minute leave accrual information, including non-pay affecting adjustments and pay affecting adjustments that have been completed since the most recent final pay calculation.

A batch report (Leave Accrual –BEN007) is also available using Core FTP software. The BEN007 report is covered in another section.

Click the link below to view the movie. It will allow you to view a demonstration of generating and printing the SHARP on-line Leave Accrual report.

View Leave Accrual Online SHARP Report movie (1 min 20 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Leave Accural CoreFTP Report
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Purpose: The purpose of this lesson is to be aware that the Leave Accruals Report provides agencies with leave accrual information by plan type for each employee in the department.

Navigation: N/A

Timing: The Leave Accruals Report – BEN007 is generated through a nightly batch job. It is generated after the leave accruals have been updated for the period and is generally available on the Monday following the pay period end date. The report is distributed to agencies via the agency’s directory (Core FTP). Core FTP is covered in the Introductory CBT.

Important Notes: The Leave Accruals Report contains the same information that is available on-line using the Leave Accruals page. Leave accruals are generally updated on-line after business hours on the first Friday following the pay period end date.

An on-line leave accrual report (Leave Accrual – KBEN007) is also available. The on-line Leave Accrual report is covered in another section.

TIME AND LEAVE DATA ENTRY
Prior Period, Non-Pay Affecting Leave Adjustments
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TIME AND LEAVE DATA ENTRY
Shared Leave
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TIME AND LEAVE DATA ENTRY
Workers Compensation Current Period Report
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Purpose: The purpose of this lesson is to learn how to generate the Workers Compensation Notification Report.

Navigation: Time and Leave > Reports > Workers Comp Notification

Timing: This report should be generated the day of final pay calculation to see if any employees in your department are receiving a wage replacement from the State Self Insurance Fund. You may, however, generate this report at anytime the system is available. The information is interfaced from RiskMaster (The State Self Insurance Fund system) to SHARP every work day except for the final pay calculation night (usually every other Friday). The report is a reflection of the (non-exempts and hourly non-covered employees) and WCE (exempts and salaried non-covered employees) codes and hours as they display on the timesheets (whether the code was interfaced or entered manually directly on the timesheet).

Important Notes: It is important that you adjust time and leave based on the results of the report to avoid an overpayment to the employee.

Each pay period (preferably on the day of final pay calculation) timekeepers should generate the Workers Compensation Notification Report to see if any employees within the department are receiving a workers compensation wage replacement.

This report is a cumulative report and reflects the hours equivalent of all disability payments submitted by the Self Insurance Fund for the current pay period.

The report is updated daily. If there are no additional payments for your agency, the report will not contain any additional information.

The report lists the number of hours covered by the wage replacement using the earnings code WCH (non-exempts and hourly non-covered employees) and WCE (exempts and salaried non-covered employees). The WCE displays as hours on the Time Sheet and coverts to a negative dollar amount on the Pay Sheet. WCE hours will reduce an exempt and salaried non-covered employee’s gross bi-weekly pay. The information contained on the report is a reflection of what displays on SHARP timesheets.

Time keepers should access the timesheets for the employees listed on the report. The addition of the Workers Compensation Adjustment information may require adjustments in the employee’s time and leave reported for the period. See the WORKERS COMPENSATION – CURRENT PERIOD TIMESHEET ADJUSTMENTS section for more information.

Click the link below to view the movie. It will demonstrate the method used to print the Workers Compensation Notification Report.

View Workers Compensation Current Period Report movie (1 min 31 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Workers Compensation Current Period Timesheet Adjustments
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Purpose: The purpose of this lesson is to learn how to enter a current period workers compensation adjustment.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Enter current period workers compensation adjustments prior to final pay calculation (generally the Friday following the pay period end.

Important Notes: When an employee is receiving a current wage replacement amount from the State Self Insurance Fund, a workers compensation earnings code (WCH or WCE) and a lump sum of hours will default into the employee’s current pay period timesheet. The hours covered by the wage replacement count towards leave accrual. DO NOT REMOVE THIS CODE OR HOURS FROM THE EMPLOYEE’S TIMESHEET.

The WCH earnings code is used to report the number of hours covered by the wage replacement for non-exempt and hourly non-covered employees. The hours covered by the wage replacement under the WCH earnings code will not affect a non-exempt and hourly non-covered employees pay. The number of hours covered by the wage replacement is displayed in the Total Hrs field.

The WCE earnings code is used to report the number of hours covered by the wage replacement for exempt and salaried non-covered employees. The hours covered by the wage replacement under the WCE earnings code will affect an exempt and salaried non-covered employees pay. Hours reported using WCE will reduce an exempt and salaried non-covered employee’s pay.

Time keepers adjust the time and leave detail as needed. It is at the employee’s discretion whether or not to use accumulated leave to supplement the wage replacement amount.

If sick or vacation leave is used to supplement WCH or WCE, use the workers compensation sick leave earnings code (WSL/WSE) or the workers compensation vacation leave earnings code (WVL/WVE). After entering these codes and tabbing out, all daily fields are removed and only the Total Hours field remains. Enter the sick leave usage as a sum in this field. Do the same with the vacation leave hours. The hours reported using these codes will reduce the employee’s sick and vacation leave balances.

Click the link below to view the movie. It will allow you to view current period workers compensation adjustment. In this example, the employee chooses to supplement the workers compensation wage replacement (WCH) with sick (WSL) and vacation leave (WVL). The WCH is 54.25. Her sick balance is 20.38 hours and her vacation leave balance is 38.47.

View Worker's Compensation Current Period Timesheet Adjustment movie (1 min 2 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

TIME AND LEAVE DATA ENTRY
Workers Compensation Prior Period Report
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Purpose: The purpose of this lesson is to be aware that Agencies receive a report (Workers Compensation Adjustments report [KSIFTEC1]) from the Self Insurance Fund which is notification that prior period workers compensation adjustments need to be made. Use this report to know which employee(s) received a wage replacement for a prior period. Then adjust the prior period timesheet. Pay affecting adjustments are covered in the Payroll CBT.

Navigation: N/A (The report is mailed/faxed to the agency).

Timing: The KSIFTEC1 relates to all disability payments made by the Self Insurance Fund that are for a pay period other than the current pay period.

Important Notes: : The report contains the following information for the time keeper to make the adjustment: Department ID; Employee ID; Employee Record Number; Pay End Date; Earnings Code; Amount; and Total Hours. Each payment is listed by pay period. If the adjustment consists of multiple disability payments covering multiple pay periods, the report contains multiple lines.

If the individual listed on the memo is no longer employed by your agency, please contact the agency that the employee transferred to and indicate the individual is no longer employed with your agency. If you are unsure where the employee transferred, or if the employee separated from State service completely, contact the State Self Insurance Fund at 785-296-2364 for further assistance.

TIME AND LEAVE DATA ENTRY
Workers Compensation Prior Period Timesheet Adjustments
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HOLIDAY TIME REPORTING
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There are many things to consider when entering time during a week that contains the holiday. The following information lists some reminders and helpful tips for entering holiday time. It is not an all-inclusive list and does not reference every situation.

The information below is intended for employees covered by Kansas Administrative Regulation K.A.R. 1-9-2 Holidays. For more information on holidays, you may want to review K.A.R. 1-9-2 which is located at the following website location: http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-2. If legislation is passed that affects the way holiday time is entered on timesheets, agencies will be notified.

1. The middle letter of most holiday earned earnings codes represent whether or not the hours increase an employees gross pay (D) or holiday compensatory time (C). For example, if you enter HCP 4, the holiday compensatory time balance will increase by 6 hours (4*1.5). One exception to the ‘C’ or ‘D’ tip is HCN. HCN increases gross pay, not holiday compensatory time balances.
   
2. Pay close attention to the FLSA/CTLA figures at the bottom of the Timesheet. For example: If a non-exempt employee has a 40 hour FLSA threshold, the FLSA figure cannot be greater than 40 for either week.
   
3. To determine if an earnings code will increase gross pay, refer to the ‘Adds to Gross’ column of the T&L Earnings Code list located on the SHARP Customer Service Documents web page http://www.da.ks.gov/sharp/documents/default.htm.
   
4. If you are having difficulty trying to enter time and leave for someone, try deleting all rows of data on the timesheet and start over. First enter the holiday credit (such as HDC or HCC) in the blank row. If you are entering time for a 40 hour per week FLSA employee, count the hours worked to see if it is over 40. If there are hours worked over 40, next enter the overtime (OTP) or comp time earned (CME). If the overtime was not worked on the holiday, enter the holiday premium pay earnings codes (such as HDP). Then start toward the beginning of the week by entering any Regular (REG) hours worked.
    
   The key is to keep the FLSA figure at or below 40. Keep in mind, if the CTLA figure is below 40, the employee will not receive full leave accrual for that pay period.

For additional detailed information concerning Holiday Reporting, refer to the Holiday Bulletin at http://www.da.ks.gov/ps/documents/bulletins/ .

HOLIDAY TIME REPORTING
Non-exempt Did Not Work on Holiday
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Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a default schedule, but didn’t work on the holiday.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will allow you to view a demonstration of turning on the OK to Process? checkbox for an employee who worked a default schedule and did not work on the holiday.

View Non-exempt Did Not Work on Holiday movie (30 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

HOLIDAY TIME REPORTING
Non-exempt Worked 4 Hours
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Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a default schedule and also worked 4 hours on the holiday.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will allow you to view a demonstration of entering time for a non- exempt employee who worked a default schedule and worked an additional 4 hours on the holiday. The employee wants to receive holiday pay (not holiday compensatory time) for the hours worked on the holiday.

View Non-exempt Worked 4 Hours movie (43 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

HOLIDAY TIME REPORTING
Non-exempt Worked 10 Hours
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Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a default schedule and worked 10 hours on the holiday.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will allow you to view a demonstration of entering time for an employee who worked a default schedule and worked 10 hours on the holiday. The employee was scheduled for only 8 hours on the holiday, but at the last minute was asked to stay for two more hours. The holiday credit remains at 8 hours. Since the total hours worked during the week are 42 hours, the employee wants to be paid overtime (not compensatory time).

View Non-exempt Worked 10 Hours movie (1 min 16 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

HOLIDAY TIME REPORTING
Non-exempt Worked Overtime
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Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a default schedule and who worked overtime on the holiday.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

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

Click the link below to view the movie. It will allow you to view a demonstration of entering time for an employee who worked a default schedule and worked overtime on the holiday. This scenario uses a pay period that includes a holiday on both Thursday and Friday. The employee worked 10 hours on both holidays, and reached his FLSA threshold (40 hrs FLSA) after working part of his shift on Friday, so holiday compensation is entered on both Thursday and for the hours worked up to the FLSA threshold on Friday. The remaining hours worked on Friday (after reaching the FLSA threshold) are recorded as overtime. Since overtime (OTP) was worked on the holiday, the employee is entitled to holiday premium compensation at the .5 rate (HDV or HCV). We will demonstrate how to enter that code as well.

View Non-exempt Worked Overtime movie (1 min 6 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.

HOLIDAY TIME REPORTING
Exempt Worked on Holiday
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Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an exempt employee who worked on the holiday.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: Time and leave is entered each pay period for employees who have worked or taken leave.

Important Notes: It is important that you enter time and leave accurately so an employee’s paycheck is correct. Refer to Bulletin 05-03 Clarification of Holiday Issues and Kansas Administration Regulation 1-9-2 Holidays for the options available for exempt employees who work on a holiday as the following movie is just one example.

In this movie, the exempt employee worked 6 hours on the Thursday holiday. The agency will change the 8 hours holiday Credit Paid (HDE) to Holiday Credit Compensatory Time (HCC). This will provide the exempt employee with one day worth of pay as well as 8 hours of holiday compensatory time to take at a later date. The agency has chosen not to provide additional compensate to the exempt employee for working on the holiday.

View Exempt Worked on a Holiday movie (33 sec) (Viewable in Windows Media Player, Realplayer, or Quicktime.) If your agency does not permit the viewing of movies, see the How Do I menu.