Time and Leave CBT

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TOC

Time and Leave

sharp logo

main menu button


blue triangle bullet Welcome Page
blue bullet Navigation Changes
blue triangle bullet Introduction
blue triangle bullet Key Points
blue triangle bullet Terminology
blue bullet Additional Terminology
blue triangle bullet Policies
blue triangle bullet Leave Plans
blue bullet Non-Exempt Leave Plans
blue bullet Exempt Leave Plans
blue triangle bullet Setup Tables
blue bullet Work Schedule
blue bullet Holiday Schedule
blue triangle bullet Time and Leave Functions
blue bullet Add a Timesheet
blue bullet T&L Entry Basics & Timesheet Page Overview
blue bullet Time Entry Error Messages
blue bullet Interface Error Messages
blue bullet Print Time Documents

Time and Leave Data Entry
blue bullet NE Worked Default Schedules
blue bullet NE Took Leave
blue bullet NE Rearranged Work Schedule
blue bullet NE Earned and Took Comp Time
blue bullet Exempt Took Leave
blue bullet Leave Payouts
blue bullet OK to Process Department Timesheets Page
blue bullet Ok Timesheets by Department Report
blue bullet Print Department Totals Report
blue bullet Leave Accrual Pages & Reports
blue bullet Non-Pay Affecting Adjustments
blue bullet Shared Leave
blue bullet Workers Compensation Report and Current Period Adjustments
blue bullet Workers Compensation (Prior Period Adjustments)

Holidays
blue bullet Holidays
blue bullet NE Didn't Work on Holiday
blue bullet NE Worked 4hrs on Holiday
blue bullet NE Worked 10hrs on Holiday
blue bullet NE Worked Overtime on Holiday
blue bullet Exempt Worked on Holiday

blue triangle bullet Reports Menu
blue triangle bullet How Do I's
blue triangle bullet Resource Section
blue triangle bullet Text File
blue triangle bullet Test

1

Welcome to the Time and Leave CBT!

To navigate through this CBT, either click the links on the Side Navigation Menu on the left hand side of your screen, or press the Next button at the bottom of each page.

**To resize the left-hand navigation frame, you can  place your cursor just on the right side of up/down scroll bar until you get a double horizontal arrow. You can make the navigation window skinny or wider, by holding your left mouse button down and moving your mouse left or right, depending on your needs. (Firefox browser users may not have this capability.)

red left traingle pointing to introduction


MAJOR CHANGES TO Time and Leave: Version 8.0-8.9

Navigation has changed. Please go to the Navigation Changes page for specifics.

2

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”

13. Leave Accruals – Work History
Old Version: Home > Administer Workforce > Time and Leave > Inquire > Leave Accruals - Work History
New Version: Time and Leave > Manage Leave Accruals > Review Accrual Histry Balances 

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

14. Leave Accrual Report
Old Version: Home > Administer Workforce > Time and Leave > Report > Leave Accrual
New Version: Time and Leave > Reports > Leave Accrual

15. Print Employee Time Documents Report
Old Version: Home > Administer Workforce > Time and Leave > Report > Print Employee Time Documents
New Version: Time and Leave > Reports > Print Employee Time Document

16. Print Department Time Doc's Report
Old Version: Home > Administer Workforce > Time and Leave > Report > Print Department Time Doc's
New Version: Time and Leave > Reports > Print Department Time Document

17. Vacation Leave Overage Report
Old Version: Home > Administer Workforce > Time and Leave > Report > Vacation Leave Overage
New Version: Time and Leave > Reports > Vacation Leave Overage

18. Workers Compensation Notification Report
Old Version: Home > Administer Workforce > Time and Leave > Report > Workers Comp. Notification
New Version: Time and Leave > Reports > Workers Comp Notification

19. Shared Leave Requests:
Old Version: Home > Compensate Employees > Administer Base Benefits > Use > Shared Leave Requests
New Version: Home > Benefits > Enroll In Benefits > Maintain Shared Leave Requests

The following page prints display the main Time and Leave component. To see the full size of each, click each one and maximize the browser.

Main Menu
SHARP Main Menu

Time and Leave Menu Page
Time and Leave Menu page

3

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: 
blue bulletSHARP Customer Services (http://www.da.ks.gov/sharp/
blue bulletDivision of Personnel Services (http://www.da.ks.gov/ps/
blue bulletAccounts and Reports (http://www.da.ks.gov/ar/)

After completing this CBT, you should be able to:
blue bulletView Holiday and Work Schedules
blue bulletAdd a New Time Sheet & Print Time Documents by Employee or Dept
blue bulletEnter and Process Time and Leave
blue bulletOK to Process Time Sheets by Employee or by Department
blue bulletView Time and Leave Error Messages
blue bulletMonitor Employee Leave Balances (Current and History)
blue bulletEnter a Non Pay Affecting Leave Adjustment
blue bulletView Shared Leave Data
blue bulletEnter Workers Compensation Hours (Current and Prior Period)
blue bulletGenerate T&L Reports

4

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 Refresh button has green circular arrows with black text on yellow background. (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? Ok to Process checkbox has a checkbox with the words Ok to Process? next to it. and Save Save button has a disk icon with black text on a yellow background. 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.

 

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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.

 

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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.

 

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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.

 

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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.

 

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TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMINOLOGY
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TERMINOLOGY

Time Document: A report containing the employee’s default work schedule and applicable holidays for the pay period. Employees use the time document to report time and leave hours (by earnings code and day) for the period.

Time Sheet: Electronic version of the time document. Also known as the Time Entry Daily page in PeopleSoft.

Paysheet: A summarized time sheet for payroll. It contains all earnings information for an employee for the pay period. It also contains any one-time exceptions such as deductions, taxes, and garnishments.

Earnings Code: Code that defines the different types of earnings and the characteristics associated with that earnings (i.e. does it add to taxable gross, what taxes should be withheld, does it count toward leave accrual [CTLA] or the Fair Labor Standards Act [FLSA], etc.). Also known as Earnings Type, examples include: vacation leave [VAC/VAE], regular hours [REG], and compensatory time earned [CME]. There are separate earnings codes to record leave for exempt employees.

Pay: Exempt employees are paid a bi-weekly rate and non-exempt employees are paid an hourly rate.
10

POLICIES
Maximum Vacation Leave Accrual Schedule & Vacation Overage Report
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Less than 5 years 5 years & Less than 10 years 10 Years & Less than 15 years 15 Years & Over
144 hours 176 hours 208 hours 240 hours

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

 

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

 

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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.

 

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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.

 

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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.

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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.

 

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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.

 

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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.

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POLICIES
Shared Leave Donors
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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.


Any unused portion of the shared leave shall be prorated among all donating employees based on the original amount and type of donated leave. Shared leave shall not be returned to donating employees in increments of less than one full hour or to any person who has left state service.

NOTE: Hours that are needed to provide for sick leave payout for a retiring employee may not be donated to a shared leave recipient. For example, if a retiring 10 year employee has a sick balance of 808 hours and wants to be paid out for 240 hours, the employee can donate 8 hours, not 560 hours, to shared leave. Refer to K.S.A. 75-5517 and Bulletin 03-02 http://da.ks.gov/ps/documents/bulletins/0302.htm.
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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

 

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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.

 

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LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Sick Leave Accrual Schedule
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Hours In Pay Status Per Pay Period Hours Earned Per Pay Period
0-7 0.0
8-15 0.4
16-23 0.8
24-31 1.2
32-39 1.6
40-47 2.0
48-55 2.4
56-63 2.8
64-71 3.2
72-79 3.6
80-** 3.7

**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.

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LEAVE PLANS FOR NON-EXEMPT EMPLOYEES
Vacation Leave Accrual Schedule
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Hours In Pay Status Per Pay Period Less than 5 years 5 Years & Less than 10 years 10 Years & Less than 15 years 15 Years & Over
0-7 0.0 0.0 0.0 0.0
8-15 0.4 0.5 0.6 0.7
16-23 0.8 1.0 1.2 1.4
24-31 1.2 1.5 1.8 2.1
32-39 1.6 2.0 2.4 2.8
40-47 2.0 2.5 3.0 3.5
48-55 2.4 3.0 3.6 4.2
56-63 2.8 3.5 4.2 4.9
64-71 3.2 4.0 4.8 5.6
72-79 3.6 4.5 5.4 6.3
80-** 3.7 4.7 5.6 6.5

**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.

 

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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.

Minutes Hours Recorded
0-07 0.00
08-22 0.25
23-37 0.50
38-52 0.75
53-67 1.00
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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.

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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.

 

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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.

 

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LEAVE PLANS FOR EXEMPT EMPLOYEES
Sick Leave Accrual Schedule
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Hours In Pay Status Per Pay Period Hours Earned Per Pay Period
0 0.0
>0 3.7

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.

 

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LEAVE PLANS FOR EXEMPT EMPLOYEES
Vacation Leave Accrual Schedule
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Hours In Pay Status Per Pay Period Less than 5 years 5 Years & Less than 10 years 10 Years & Less than 15 years 15 Years & Over
0 0.0 0.0 0.0 0.0
>0 3.7 4.7 5.6 6.5

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.

 

29

WORK SCHEDULE TABLE
1 of 5


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.

 

30

WORK SCHEDULE TABLE
Default Work Schedule - Non-Exempt
2 of 5


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.

 

31

WORK SCHEDULE TABLE
Default Work Schedule - Exempt
3 of 5


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.

32

WORK SCHEDULE TABLE
Work Schedule 1
4 of 5


To read each field definition, go to the Glossary.

work schedule 1 page

33

WORK SCHEDULE TABLE
Work Schedule 2
5 of 5


To read each field definition, go to the Glossary.

work schedule 2 page

34

HOLIDAY SCHEDULE TABLE
1 of 2


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..

 

35

HOLIDAY SCHEDULE TABLE
Holiday Schedule 1
2 of 2


To read each field definition, go to the Glossary.

holiday schedule page

 

36

ADD A TIMESHEET
1 of 26


Purpose: The purpose of this lesson is to learn how to add an electronic timesheet for an employee.

Navigation: Time and Leave > Maintain Employee Timesheet (Click on the “Add a Timesheet” folder tab)

Timing: It is necessary to add a timesheet when an employee is hired or transferred to a different department/agency after timesheets have been created by the system. Timesheets, 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.

Important Notes: If an employee doesn’t have a timesheet, hours or leave cannot be entered into Time and Leave. When you add the timesheet, you can enter the default work hours or leave the hours blank. You can turn on the OK to Process? Checkbox if you have entered the actual hours/leave taken for the employee. You can also print the time document once the timesheet has been added.

The following information is needed when adding a new timesheet:

Department
Pay Period End Date
EmplID
Empl Rcd Nbr

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

View Add A Timesheet movie (.51 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.

 

37

TIME AND LEAVE DATA ENTRY
The Basics of Current Period Time and Leave Entry
2 of 26


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.

 

38

TIME AND LEAVE DATA ENTRY
Key Edits & Error Messages - Online Entry Process
3 of 26


Exempt employees cannot be on leave without pay due to suspension for a partial work week (it must be in 7 day increments). Typically, exempt employees cannot be on leave without pay (LWP) for a partial day (although a few exceptions do exist). When in question, reference the FLSA Bulletin http://www.da.ks.gov/ps/documents/bulletins/ or consult with the State of Kansas FLSA contact.

Hours worked cannot exceed the FLSA limit for non-exempt employees. Compensatory time and overtime cannot be reported until the FLSA limit is met for non-exempt employees. For most non-exempt employees, this means the CME and OTP earnings codes are entered later in the week, once the employee has reached 40 hours worked.

Additional Regular hours can only be reported when the appropriate conditions are met for non-exempt employees.

PeopleSoft will not allow time entry on days the employee is not active. Non-exempt employees will only be paid for hours entered on days the employee is active. Exempt employees will only be paid for days they are active.

To read each field definition, go to the Glossary.

time entry daily page

 

To read each field definition, go to the Glossary.

time entry summary page

39

TIME AND LEAVE DATA ENTRY
Time Entry Error Messages
4 of 26


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.

40

TIME AND LEAVE DATA ENTRY
INTERFACE ERROR MESSAGES (Applicable to T& L Interface Agencies Only)
5 of 26


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 interface error edits. 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 Interface Errors

Timing: Correct current period time and leave prior to the final pay calculation (The file is usually sent on Sunday or Monday of payroll calculation week; therefore interface error messages are generally viewable Monday or Tuesday).

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

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

Employees who are responsible for submitting a clean interface should check the error file to ensure all records submitted were accepted by SHARP.

Only error free records will be submitted to the time and leave edit program.


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

Error 1: 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 2: 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 incorrect Department ID was sent on the T&L Interface.

Error 3: Data entered for earnings type not valid. Dollars were entered instead of hours or vice versa.

Error 4: Non-current pay period records cannot be interfaced. The interface file includes the wrong Pay Period End Date.

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.


 

41

TIME AND LEAVE DATA ENTRY
Print an Employee Time Document
6 of 26


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.

 

42

TIME AND LEAVE DATA ENTRY
Print Department Time Document
7 of 26


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.

43

TIME AND LEAVE DATA ENTRY
Nonexempt Worked Default Work Schedule
8 of 26


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.

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.

 

44

TIME AND LEAVE DATA ENTRY
Nonexempt Took Leave
9 of 26


Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who took leave.

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.

 

45

TIME AND LEAVE DATA ENTRY
Nonexempt Rearranged Work Schedule
10 of 26


Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a rearranged schedule.

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.

 

46

TIME AND LEAVE DATA ENTRY
Nonexempt Earned and Took Comp Time
11 of 26


Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for an employee who worked a rearranged schedule.

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.

 

47

TIME AND LEAVE DATA ENTRY
Exempt Took Leave
12 of 26


Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” a timesheet for an exempt employee.

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.

 

48

TIME AND LEAVE DATA ENTRY
Leave Payouts
13 of 26


Purpose: The purpose of this lesson is to learn how to view leave payouts for an employee who has retired.

Navigation: Time and Leave > Maintain Employee Timesheet

Timing: It is important to enter the retirement action in Job Data prior to the cut-off date (typically the Tuesday following the pay period end date). It is also important to record any time worked or leave taken before the cut-off date. If these actions are taken prior to the cut-off date, the payouts will automatically default into timesheets and the timekeeper would simply verify the defaults and time worked or leave taken, turn on the OK to Process? checkbox and save.

Important Notes: It is important that you enter time and leave accurately so an employee’s paycheck is correct. Note the importance of entering the information timely (see Timing section above). Compensatory Time payouts default for employees transferring to a new three digit agency. See K.A.R. 1-9-14 Transfer of Leave Credits for exceptions. Be sure to turn on the OK to Process? checkbox so the information goes through the payroll process.

The page print below will allow you view leave payouts for an employee who retired and whose retirement action was entered in Job Data prior to the cutoff date. Entry of leave payouts is automatic if the retirement action is entered prior the Job Data cutoff date (generally the Tuesday following the pay period end date).

49

TIME AND LEAVE DATA ENTRY
OK to Process Department Timesheets page
14 of 26


Purpose: The purpose of this lesson is to learn how to enter and “OK to Process?” time for the entire department from one location.

Navigation: Time and Leave > Maintain Department Timesheet

Timing: Once time is entered for all employees in the department, you can come to one page to turn on the OK to Process? checkbox for all employees in that department. If some employees should not be processed, you can turn off their OK to Process? checkbox from this page as well.

Important Notes: It is important that you only OK to Process? those employees who should be paid.

Use the OK to Process Department page to view and “OK to Process?” time and leave records for all employees within a department. This page is particularly useful to quickly OK to Process? groups of employees within a department who have no time and leave entry updates.

An alternative way to turn on the OK to Process checkbox for all employees is to use the Department – Report functionality, which is covered in another section.

Turning on the OK to Process Department? checkbox will indicate that a payroll record should be created for each employee in the department using the detail information. There is only one OK to Process indicator per employee record. It does not matter which page you turn the OK to Process check box on (checkmark) or off (no checkmark), the record will reflect the most recent action taken.

The OK to Process checkbox on the Time Entry Daily and Time Entry Summary pages both have the same value for the OK to Process checkbox as on the OK to Process Department page.

You can turn the OK to Process Department checkbox off (no checkmark), but all individual employee Process? check boxes will remain on (checkmark). You can then turn the Process? checkbox off (no checkmark) for selected employees.

In addition to viewing and approving time and leave data for an individual employee, this page may be used to view and approve time and leave data for an entire department.

An agency can view total hours for the pay period from this page instead of time and leave detail. If the total hours are correct for the department, it is possible to approve the time and leave data using the OK to Process Department page.

To read each field definition, go to the Glossary.

50

TIME AND LEAVE DATA ENTRY
OK Timesheets By Department Report (KTEC029)
15 of 26


Purpose: The purpose of this lesson is to learn how to turn on the OK to Process? checkbox for all timesheets in a specified department by generating a report (KTEC029). A paper document is not produced.

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.

 

51

TIME AND LEAVE DATA ENTRY
Department Totals Report (KTEC028)
16 of 26


Purpose: The purpose of this lesson is to learn how to generate the Department Totals Report (KTEC028) which 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.

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.

 

52

TIME AND LEAVE DATA ENTRY
Leave Balances
17 of 26


Purpose: The purpose of this lesson is to understand and view the Leave Accrual page.

Navigation: 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”

Timing: Leave balances may be viewed on the Leave Accrual page within Time and Leave for 1 month based on accrual date. If the accrual date is over 30 or 31 days old, it can be viewed in the Leave Accruals Work – History page and is considered history records. At least one year worth of leave records can be viewed on-line by accessing the Leave Accruals – Work History page. The history page is covered in the next section.

Important Notes: SHARP determines leave accrual rates and maintains leave balances based on leave plans. SHARP has leave plans for any benefit that “accrues” or has a “limit” or “balance” that must be maintained. There are leave plans defined for sick leave, vacation leave, discretionary day, compensatory time, holiday compensatory time, military leave, and shared leave.

Agencies should monitor employee compensatory leave balances. Currently, SHARP stops the compensatory time accrual at 240 hours. Agencies may impose other balance limits below 240 hours.

SHARP will automatically enroll employees who follow the provisions of Executive Order No. 04-13 in the appropriate leave plans. This includes new hires as well as current employees who move from one leave plan to another due to length of service increase (vacation leave) or FLSA status change from hourly to salaried.

If an employee’s length of service changes in the middle of a pay period, and that employee is now eligible for a higher accrual, the employee will receive the entire accrual at the higher rate for the entire pay period.

Agencies who have unclassified employees who do not follow the provisions of Executive Order No. 04-13 may have leave plans with different accrual, usage, and balance rules from those for classified employees. Agencies are responsible for maintaining leave balances for some unclassified employees.

Agencies are able to adjust leave balances by correcting the error which caused the leave balance to be incorrect. If the balance cannot be corrected by the non-pay affecting leave adjustment process, the balance must be corrected by the Division of Personnel Services.

Incorrect time and leave entry can cause employee leave balances to be incorrect. For example, if vacation leave was reported instead of sick leave.

The agency can correct the employee’s leave balance through the pay-affecting adjustment, supplemental, or non-pay affecting leave adjustment process. In this case, two entries are needed. One to negate the incorrect leave reported, and the other to indicate the proper leave.

Adjusting time and leave records through the pay-affecting adjustment process may result in an increase or decrease of hours in pay status. For example, 80 hours were reported for the pay period, but only 72 should have been reported. The employee would have accrued the maximum vacation and sick leave allowed – the leave accrual should have been prorated based on hours in pay status. The pay-affecting adjustment process will automatically correct the leave balances due to an increase or decrease in leave accrual (a change in CTLA), but the non-pay affecting adjustment process will not.

For terminated employees, the top row of leave accrual data remains in the Leave Accrual page and is not archived to the Leave Accruals Work – History page.

Data stored in the Leave Accrual page can be updated or corrected by those who have security to do so. Agencies have view only access to leave accruals.

If there is a change in the amount of leave accrual an employee should earn due to a manual adjustment, the correction to the employee’s leave balance will need to be made by the Division of Personnel Services. Leave balances need to be adjusted centrally in the case of rehires. If the rehire is not a reinstatement or re-employment or if the employee is rehired after being away from State service for one year, the employee’s sick leave balance will need to be changed to zero. A request can be submitted to the Division of Personnel Services.

Only employees who have an Active status will process through the leave accrual batch program. If an employee’s status is leave of absence (viewable on Job Data) when leave accrual processes (generally the Friday, final pay calculation night), the employee will not process through accrual. In these situations, you should contact the Division of Personnel Services (SHARP Corrections Unit) to request the leave balance be increased by the leave accrual amount.

Due to coding change to prevent any check that had total gross, total taxes, total deductions and net pay equal to zero from processing through payroll, if an employee has workers compensation hours (WCH or WCE) only recorded on a timesheet, the timesheet will not process through the leave accrual batch program. For example, if the timesheet lists only WCH 43 or WCE 43 without any other codes that would add to gross pay, such as REG, SCK, WSL, etc., then the timesheet will not process through payroll, nor the batch leave accrual program. The employee is entitled to accrual hours based on the hours associated with the WCH or WCE code in accordance with the vacation and sick leave accrual tables (www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-4 and http://www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-5). In these situations, you should contact the SHARP Corrections Unit to request the leave balance be increased by the leave accrual amount.

In some situations, an employee’s accrual may be higher than what it should be. This might occur if, for example, an employee records less than 80 hours in pay status in conjunction with an earnings code that has a multiplication factor of 1.5. It is possible the accrual might be overinflated by the hours recorded using the 1.5 earnings code and cause the employee to fall into a higher accrual category. In these very rare cases, contact the SHARP Corrections Unit to request the leave balance be adjusted.

Agencies can view leave balances on-line or retrieve and print the BEN007 (Leave Accrual Report) using File Transfer Protocol software such as WS_FTP or Core_FTP. The on-line Leave Accrual Report (KBEN007) can be generated within Time and Leave and provides up to the minute leave balance information. The BEN007 report produces both a .pdf file and a .dat file. The .dat file can be downloaded into Excel.

To read each field definition, go to the Glossary.

 

53

TIME AND LEAVE DATA ENTRY
Leave Balance History
18 of 26


Purpose: The purpose of this lesson is to understand and view the Leave Accruals Work History page.

Navigation: Time and Leave > Manage Leave Accruals > Review Accrual History Balances NOTE: Because Leave Accrual History Balances is located also within the Benefits area, when you access an employee’s Leave Accrual History Balances, the navigation will switch to “Benefits > Manage Leave Accruals > Review Accrual History Balances”

Timing: The Leave Accrual – Work History page is identical to the Leave Accruals page, except the data is at least 30 days old. Leave accruals will remain in history for at least one year. They are then archived to a flat file. Records that are archived to a flat file can be retrieved for reporting, but not for processing.

Important Notes: SHARP determines leave accrual rates and maintains leave balances based on leave plans. SHARP has leave plans for any benefit that “accrues” or has a “limit” or “balance” that must be maintained. There are leave plans defined for sick leave, vacation leave, discretionary day, compensatory time, holiday compensatory time, military leave, and shared leave.

To read each field definition, go to the Glossary.

hours balance

 

54

TIME AND LEAVE DATA ENTRY
Leave Accural Online SHARP Report
19 of 26


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.

 

55

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.

 

56

TIME AND LEAVE DATA ENTRY
Prior Period, Non-Pay Affecting Leave Adjustments
21 of 26


Purpose: The purpose of this lesson is to learn how to enter a non-pay affecting leave adjustment.

Navigation: Time and Leave > Adjust Employee Timesheet

Timing: Non-pay affecting adjustments can be made anytime after the final pay calculation of the timesheet being adjusted.

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

The Adjustment Daily page is used to correct time and leave information after an earnings adjustment has been requested. For the Time and Leave CBT, we use this page for non pay affecting adjustments. In order to enter a pay affecting adjustment, the request must be made within the Payroll module first. For a non pay affecting adjustment, access the Adjustment Daily page without requesting an adjustment.

Agencies can only request one pay affecting adjustment per pay check. If an agency needs to make more than one pay affecting adjustment, the agency must contact Accounts and Reports. Multiple non pay affecting adjustments can be made to a paycheck.

Pay affecting leave adjustments involving discretionary holidays may require the assistance of DPS.

Make a copy of the top row of the Leave Accrual page for each leave type being adjusted prior to and following a non pay affecting leave adjustment for complete documentation.

If an agency needs to make more than one pay affecting adjustment, the agency must contact Accounts and Reports.

Agencies are responsible for coordinating time and leave updates between the time keepers and payroll entry personnel to ensure accurate time and leave records.

NOTE: An ‘L’ will be displayed under the ‘Adj’ column on the Time Sheet when a row has been added as a non pay affecting leave adjustment. This is visible after you save the page.

NOTE: The following warning message will display when saving a non pay affecting adjustment: ‘Warning – This classifies as a non paying adjustment and no paycheck will be generated. [21000,6].’ This warning is to inform you that you are conducting a non pay affecting leave adjustment. When you click OK, the message will disappear and the page will be saved.

To read each field definition, go to the Glossary.

Click the link below to view the movie. It will allow you to view a demonstration of entering a prior period non-pay affecting adjustment for an employee who accidentally requested vacation leave instead of sick leave.

The timekeeper entered this information into the Time Entry Daily page for the pay period ending 09/23/2006. The pay period ended, and a week later the employee reviewed her leave balances. After looking at her leave detail, the employee noticed that she should have entered 8 hours sick leave on her leave slip instead of 8 hours vacation leave. Because the pay period has already passed, you need to enter a prior period leave correction.

NOTE: Make a copy of the Leave Accrual page prior to and following a non pay affecting leave adjustment for complete documentation. Refer to Leave Accrual page section for information. We will not demonstrate the leave accrual page in this movie.

View Prior Period, Non-Pay Affecting Leave Adjustments movie (57 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.

57

TIME AND LEAVE DATA ENTRY
Shared Leave
22 of 26


Purpose: The purpose of this lesson is to view shared leave requests, donations, and return information.

Navigation: Home > Benefits > Enroll In Benefits > Maintain Shared Leave Requests

Timing: Information on the Shared Leave page can be viewed anytime during system availability. Leave donated prior to the end of the fiscal year or for employees leaving state service should be submitted to DPS for entry well in advance of the final pay calculation in order for the information to be entered in a timely manner.

Important Notes: There are three sections to the Shared Leave page. The outer section of the page identifies the different effective dates of a shared leave request. The middle section identifies each person who donated leave. The inner section identifies the type of leave donated.

Eligible employees wishing to receive or donate Shared Leave must do so in compliance with Kansas Administrative Regulation (K.A.R.) 1-9-23 (Shared Leave). Much of the information below is extracted from K.A.R. 1-9-23. The information listed below is not all-inclusive.

Once it is determined an employee is eligible to receive Shared Leave, the following conditions must be met:

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

2. The employee has at least six continuous months of service, pursuant to K.A.R. 1-2-46.

Shared leave may be used only for the duration of the serious, extreme, or life-threatening illness, injury, impairment, or physical or mental condition for which it was collected. 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 preceding the date the employee signed the shared leave request form.

Any unused portion of the shared leave shall be prorated among all donating employees based on the original amount and type of donated leave and returned to those employees within two pay periods of the date on which it is determined that the employee receiving the donated leave is no longer eligible for shared leave. Shared leave shall not be returned to donating employees in increments of less than one full hour or to any person who has left state service. Return confirmation letters are generated centrally through SHARP.

Agencies forward approved shared leave requests, donations, and unused shared leave hours to the Division of Personnel Service for entry into SHARP. Agencies have view access to the Shared Leave Requests page for the purpose of determining the current status of requests.

The sick or vacation hours donated from one employee to another appear under the ‘Adjusted Year-to-Date’ field of the Leave Accrual page. The hours donated will not display in the donor’s ‘Taken Year-to-Date’ field.

Shared leave taken for exempt employees is entered in full or half day increments.

An employee shall be eligible to donate vacation leave or sick leave to another employee if these conditions are met:
(A) The donation of vacation leave does not cause the accumulated vacation leave balance of the donating employee to be less than 80 hours, unless the employee donates vacation leave at the time of separation from state service.
(B) 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.
(C) 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 in accordance with K.S.A. 75-5517, and amendments thereto.

Shared Leave Request and Donation forms may be obtained from the following website: http://www.da.ks.gov/ps/documents/default.htm. Select the Shared Leave Request or Donation form.

Because K.A.R.’s 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://www.da.ks.gov/ps/documents/regs/art-9.htm#1-9-23.

If an agency is processing a prior period shared leave adjustment, ensure the top row of vacation and sick leave balances are below .25 (non-exempts) or 4.0 (exempts). In rare cases, the shared leave information may not be entered in time for a current period adjustment. (For example, if the employee was eligible to use shared leave for pay period ending 12/15/07, but the shared leave information had not been entered until after the pay period end date, the employee may have accrued leave since that time). A request would then need to be submitted to DPS to temporarily reduce the sick and vacation balances to below .25 (non-exempts) or below 4.0 (exempts). Once the off-cycle runs and the employee is paid for the shared leave, the balances can be restored.

To read each field definition, go to the Glossary.

58

TIME AND LEAVE DATA ENTRY
Workers Compensation Current Period Report
23 of 26


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.

 

59

TIME AND LEAVE DATA ENTRY
Workers Compensation Current Period Timesheet Adjustments
24 of 26


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.

 

60

TIME AND LEAVE DATA ENTRY
Workers Compensation Prior Period Report
25 of 26


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.

 

61

TIME AND LEAVE DATA ENTRY
Workers Compensation Prior Period Timesheet Adjustments
26 of 26


Purpose: The purpose of this lesson is to learn how to enter a prior period workers compensation adjustment based on information received from the Workers Compensation Adjustment Report (KSIFTEC1). Employees listed on the KSIFTEC1 are receiving a disability payment for time away from work during a prior pay period.

Navigation: This is a Three Step Process. Steps 1 and 2 are covered in the Payroll CBT. This CBT covers Step 3 only.

1. Retrieve the check number of the check that needs to be adjusted.
• Navigation: Home>Payroll for North America>Payroll Processing USA>Produce Payroll>Review Paycheck

2. Request the pay affecting adjustment
• Navigation: Home>Payroll for North America>Payroll Processing USA>Reverse/Adjust Paychecks

3. Enter the adjusted hours or leave in the T&L Adjustment Daily page
• Administer Workforce > Time and Leave > Use > Adjustment

Timing: These adjustments are done after the final pay calculation has been confirmed.

Important Notes: It is likely that sick leave or vacation leave was reported originally, since the wage replacement was not reported during the pay period. The time entered may have accounted for all 80 hours, which may result in an overpayment since the employee received full payment from the State as well as partial payment from the State Self Insurance.

Workers compensation wage replacement earnings codes are WCE for Exempt and Salaried employees. WCH is used for Non-exempt and Hourly employees.

Any hours recorded using WCE will reduce an exempt and salaried non-covered employee’s bi-weekly pay.

If the employee wants to use leave in conjunction with the wage replacement, the hours of leave used must be reported using a “workers compensation code” such as those listed below.

Earnings Codes WSL (Workers Compensation Sick Leave) or WVL (Workers Compensation Vacation Leave) are used for non-exempt and hourly employees. WSE (Workers Compensation Sick Leave) and WVE (Workers Compensation Vacation Leave) are used for exempt and salaried employees. Leave used while on workers compensation is not distributed by day.

If the only code being recorded in the adjustment is WCH or WCE (no leave nor REG recorded on the timesheet), it will not process through payroll nor the leave accrual process. In this situation, it is necessary to send a leave accrual update request to the Department of Administration, Division of Personnel Services SHARP Correction unit.

If REG or leave is recorded in conjunction with WCH, the adjustment will process through payroll and the leave accrual process. In this situation, do not contact the SHARP Correction unit to update the leave accrual; the system will do it automatically.

A pay-affecting paycheck can only be adjusted once by the agency. If further adjustments are needed, the agency must contact Accounts and Reports.

Agencies are responsible for coordinating time and leave updates between the time keepers and payroll entry personnel to ensure accurate time and leave records.

To read each field definition, go to the Glossary.

pay affecting?

 

62

HOLIDAY TIME REPORTING
1 of 6


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/ .

63

HOLIDAY TIME REPORTING
Non-exempt Did Not Work on Holiday

2 of 6


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.

64

HOLIDAY TIME REPORTING
Non-exempt Worked 4 Hours

3 of 6


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.

 

65

HOLIDAY TIME REPORTING
Non-exempt Worked 10 Hours

4 of 6


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.

 

66

HOLIDAY TIME REPORTING
Non-exempt Worked Overtime

5 of 6


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.

 

67

HOLIDAY TIME REPORTING
Exempt Worked on Holiday

6 of 6

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.

 

 

UPDATE LOG:

DATE PAGE CHANGE WHO
11/17/08 TIME DOCUMENTS/TIMESHEETS/ AND OTHER TERMNOLOGY-3/5

FROM: The Department of Transportation, Department of Human Resources, Corporation Commission, Insurance Department, Department of Revenue, and the Department of Education currently have approval to interface time and leave.

TO: 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.

KYS-BGS
4/2/08 17/26

Replaced the word "an" with "a manual" in paragraph 15.

Added paragraph 16, 17, 18 beginning with the phrase "Only employees who have an active status..." and ending with "...to request the leave balance be adjusted."

BGS-KYS