TIME AND LEAVE GLOSSARY

WORK SCHEDULE TABLE

Work Schedule 1 tab

Effective Date – This field indicates the date that the data goes into effect.

Status (Active/Inactive) – This field indicates whether the Work Schedule is active or inactive.

Description – This field is the descriptive name used to identify the work schedule or the holiday schedule

Short Description – This field contains a 10 character abbreviation of the Work Schedule description or the holiday schedule.

FLSA Days/Hours – This field indicates number of days in the FLSA work period. Hours are used to determine overtime liability according to FLSA.

7 Day Option (Option 1/Option 2) – Option 1 indicates the work week begins at 12:01 AM Sunday. Option 2 indicates the work week starts at 7:01 AM Sunday.

Print Time Reports? – If this box is checked, a time document will print for the employees on this work schedule when the Print Department Time Doc’s report is run.

Positive Time Reporting? – If this box is checked, the timekeeper will enter regular hours for employees on this schedule. Otherwise, the earnings code specified will default in the timesheet.

Earn Code - The code that will default into the employee's timesheet.

Positive Shift Reporting? – If the box is checked, the timekeeper will enter shift hours for employees on this schedule. Otherwise, the earnings code specified will default in the timesheet.

Work Schedule 2 tab

Regular Hours – Defines the regular hours that are scheduled each day for the position.

Shift Hours – Defines the shift hours that are scheduled each day for the position.

HOLIDAY SCHEDULE TABLE

These functions are delivered by PeopleSoft, but will not be used by the State of Kansas - Holiday Type, Start Time, End Time

Description – This field is the descriptive name used to identify the work schedule or the holiday schedule.

Short Description – This field contains a 10 character abbreviation of the Work Schedule description or the holiday schedule.

Holiday – The date on which the holiday is officially observed.

Number of Hours – The number of hours to credit employees for the holiday.

TIME ENTRY DAILY

Pay End Dt – Last day of the pay period. Timekeepers should verify that the pay period end date matches the payroll period for which they want to enter data.

FLSA – Defaults from the position data. It will help timekeepers identify which time and leave policies apply for the employee.

OK to Process? – Indicates that a payroll record should be created using this information.

Earnings Type – Code that indicates the type of time and leave being reported.

Wk 1/ Wk 2 – The number of hours or dollar amount that is charged the earnings type.

FLSA Wk1/Wk2 – Weekly totals for hours that count towards the FLSA limit. Displays for non-exempt employees. Displays as biweekly for Law Enforcement/Fire Employees.

CTLA – Total number of hours that count towards leave accrual. Displays for non-exempt employees.

Refresh Button - Click this button to update all hour figures (including FLSA/CTLA) & to invoke field error/warning messages.

TIME ENTRY SUMMARY

Pay End Dt – Last day of the pay period. Timekeepers should verify that the pay period end date matches the payroll period for which they want to enter data.

FLSA – Defaults from the position data. It will help timekeepers identify which time and leave policies apply for the employee.

OK to Process? – When a checkmark displays, it indicates that a payroll record should be created using this information.

Earnings Type – Code that indicates the type of time or leave being reported.

Hours – Totals for each earnings type as well as a grand total for all hours reported.

Refresh Button - Click this button to update all hour figures (including FLSA/CTLA) & to invoke field error/warning messages.

OK TO PROCESS DEPARTMENT

OK to Process Department? – This checkbox will turn all employee process check boxes on (checkmark). Turn it off to turn off individual timesheets.

Pay End Date – Last day of the pay period. Timekeepers should verify that the pay period end date matches the payroll period for which they want to OK to Process.

FLSA – Defaults from the position data. It will help timekeepers identify which time and leave policies apply for the employee.

Total In-Pay Hours Reported – The number of hours reported for the pay period.

Process? – When a checkmark exists, it indicates that a payroll record should be created using this information.

LEAVE ACCRUAL

Accrual Date – The pay period end date for which the accrual was run.

Carried over from previous year – The number of hours in the leave balance as of the end of the previous calendar year.

Earned Year-to-Date – A year to date accumulation of hours accrued. This amount is added to compute Hours Balance.

Taken Year-to-Date – A year to date accumulation of Hours Taken. These hours are reported through time and leave entry. This amount is subtracted to compute Hours Balance.

Adjusted Year-to-Date – A year to date accumulation of Hours Adjusted. These hours may be hours donated or received for Shared Leave. This amount is added to compute Hours Balance.

Bought Year-to-Date – This field is delivered by PeopleSoft, but will not be used by the State of Kansas.

Sold Year-to-Date – This field is delivered by PeopleSoft, but will not be used by the State of Kansas.

Hours Balance – The total unused hours for the plan type as of the accrual date.

Service Date – Relates to the hours earned per pay period based on length of service.

Service Hours – The number of hours reported in the time and leave entry process that count towards hours in pay status (CTLA).

Unprocessed Data – Reflects leave reported and hours that count toward leave accrual for the future accrual date listed.

LEAVE ACCRUAL HISTORY

Plan Type – Lists the type of leave. Other leave balances can be viewed by using the scroll arrow.

Accrual Date: The pay period end date for which the accrual was run.

Carried over from previous year – The number of hours in the leave balance as of the end of the previous calendar year.

Earned Year-to-Date – An accumulation of hours accrued as of the Accrual Date. This amount is added to compute Hours Balance.

Taken Year-to-Date – An accumulation of hours taken as of the Accrual Date. These hours are reported through time and leave entry. This amount is subtracted to compute Hours Balance.

Adjusted Year-to-Date – An accumulation of hours adjusted as of the Accrual Date. These hours may relate to Shared Leave or Comp/Holiday Comp. This amount is added to compute Hours Balance.

Bought Year-to-Date and Sold Year-to-Date – These fields are delivered by PeopleSoft, but will not be used by the State of Kansas.

Hours Balance – The total unused hours for the plan type as of the accrual date. Note: You must figure in the Unprocessed Data Hours Taken and Hours Adjusted.

Service Date – Relates to the hours earned per pay period based on length of service.

Service Hours – The number of hours reported in the time and leave entry process that count towards hours in pay status (CTLA).

Unprocessed Data – Reflects leave reported and hours that count toward leave accrual for the future accrual date listed.

ADJUSTMENT DAILY

Pay End Dt – Last day of the pay period. Timekeepers should verify the pay period end date is correct for the payroll period for which they want to adjust time and leave data.

FLSA – Defaults from the position data. It will help timekeepers identify which time and leave policies apply for the employee.

Pay Affecting? – This check box will be ON (checkmark) if you have requested a pay affecting adjustment. Pay affecting adjustments are covered in the Payroll CBT.

OK to Process? – Slightly hidden: OK to Process? checkbox. Indicates that a payroll record should be created. This will be on if the employee was paid previously.

Earnings Type – Code that indicates the type of time or leave being reported. For example, REG (non-exempt employees) and VAE (exempt employees).

Week 1 – The number of hours per day of the first week of the pay period associated with the earnings type selected.

Week 2 – The number of hours per day of the second week of the pay period associated with the earnings type selected.

Total Hours – Weekly total and a bi-weekly total for each earnings type as well as a grand total for all hours reported.

Adj – Indicates how the row of data was entered. L=Non-pay affecting adjustment; N=Regular pay period; Y=pay affecting adjustment.

SHARED LEAVE

Effective Date – Indicates the date that the data goes into effect.

LTD Pymt? – Indicates the employee is receiving KPERS long-term disability payments. This field is manually maintained and is for informational purposes only.

Wkrs Comp Pymt? – Indicates that the employee is receiving workers compensation. This field is manually maintained and is for informational purposes only.

Terminated? – Indicates the employee has terminated state employment. This field is manually maintained and is for informational purposes only.

Reason Code – Specifies whether the shared leave request is for the employee or the employee’s family member.

Hours Approved – The number of shared leave hours the recipient is approved to receive.

Close Date – The date the employee returns from shared leave. All unused shared leave must be returned prior to entering a date in this field.

Hours Taken – The total number of hours used by the recipient. This field is only updated after final pay calculation or once an adjustment or supplemental has been processed.

Share Balance – The current shared leave balance. This field is maintained by the system and is a display only field.

Hours Donated – The total number of hours donated, by all donors, to the recipient. This field is maintained by the system and is a display only field.

Hours Returned – The total number of hours returned to donors. This field is maintained by the system and is a display only field.

Donor’s Information – The ID for the employee who is donating shared leave. The Name, Empl Rcd#, Department, and Employee Status default when the user tabs out of this field.

Plan Type – Indicates the leave balance from which the shared leave donation is coming.

Hours Donated – The number of hours donated to the recipient.

Hours Returned – The number of hours credited back if the recipient does not use all hours donated.

Shared Leave Run? – Indicates if the leave balances have been updated to reflect the donation. If the checkbox is ON (checkmark), the balances have been updated.

Leave Balance – The donor’s leave balance as of the last accrual minus hours entered in the Hours Donated field.

Date Returned – The date when Hours Returned are entered into the Hours Returned field.

Letter – The date a letter was generated for either hours donated or hours returned.

PRIOR PERIOD WORKERS COMP

Pay End Dt – Last day of the pay period. Timekeepers should verify the pay period end date is correct for the payroll period for which they want to adjust time and leave data.

FLSA – Defaults from the position data. It will help timekeepers identify which time and leave policies apply for the employee.

Pay Affecting? – This check box will be ON (checkmark) if you have requested a pay affecting adjustment. Pay affecting adjustments are covered in the Payroll CBT.

OK to Process? – Slightly hidden: OK to Process? checkbox. Indicates that a payroll record should be created. This will be on if the employee was paid previously.

Adj – Indicates how the row of data was entered. L = Non-pay affecting adjustment; N = Regular pay period; Y = pay affecting adjustment.

Earnings Type – Code that indicates the type of time or leave being reported. For example, REG (non-exempt employees) and VAE (exempt employees).

Wk 1 – The number of hours per day of the first week of the pay period associated with the earnings type selected.

Total Hours – Weekly total and bi-weekly total for each earnings type as well as a grand total for all hours reported.