Non-Exempt Employee FAQ

Employees

Q: Are all Non-Exempt and Hourly employees required to enter in an Electronic Timesheet?

A: Yes, except if you are a student worker (in employee classes 14, 14W, 16, and 16W). Student workers will go electronic in July, 2011.

Q: When do I have to start entering electronic timesheets instead of paper?

A: Time being entered for pay period 11-21, 3/27/11- 4/9/11 will be the first pay period in which you are required to start entering in electronic timesheets.

Q: I am a non-exempt or hourly employee and am not a student. Why am I not able to enter an electronic timesheet?

A: You may not have a supervisor assigned to you. You must have a supervisor assigned to you before you will be able to enter in electronic timesheets. Please contact your department payroll representative.

Q: If I switch from an Exempt to a Non-Exempt employee status or vice versa, which timesheet do I fill out?

A: Both exempt and non-exempt electronic timesheets need to be submitted. You are required to submit an electronic timesheet for each Employee Group according to the time you were in each.

Q: Can I enter in time for different shifts of the day instead of as a single entry?

A: Yes, you can enter up to 3 different shifts on the electronic timesheet. Additional IN/OUT time entry is directly under the IN/OUT profile and can be entered by expanding the “Report/View Additional In/Out Time” arrow.

Q: Do I have to create an IN/OUT profile in order to submit an electronic timesheet?

A: No. The IN/OUT profile was designed to help facilitate time entry for recurring schedules and to lessen the redundancy of entering the same IN/OUT time each pay period. However, if IN/OUT times are constantly changing, it would not be beneficial to use this feature.

Q: How do I apply an IN/OUT profile to my timesheet once I have created one?

A: The prompt lookup next to the In/Out Profile ID will allow you to search for and apply the IN/OUT profiles that you created.

Q: Can I make changes to the IN/OUT time on my electronic timesheet after I applied the IN/OUT profile to it?

A: Yes.

Q: Can I enter IN/OUT time by the minute?

A: No, IN/OUT time can only be entered in 15 minute increments.

Q: What if I do not have one set schedule that I go by every week, but have several that I frequently use?

A: The IN/OUT profile allows you to create more than one IN/OUT profile with a unique name that you can save. Once you are on the electronic timesheet page, it will allow you to choose any of the IN/OUT profiles created and apply it to your electronic timesheet.

Q: I am trying to enter in overtime, but the system will not allow it.

A: Employees will NOT have access to enter overtime in the overtime section of the timesheet. If over 40 hours are worked in a week and it is reflected from the IN/OUT time that was entered, the system will automatically calculate overtime hours. It is not necessary to manually enter in overtime hours.

Q: If I work over 40 hours in week one, but work less than 40 hours in week 2, will I still get paid overtime for week 1?

A: Yes. The system calculates overtime per week.

Q: I did not take a lunch break. Am I required to enter in lunch break hours?

A: No. You are not required to enter in a lunch break if you did not take one.

Q: I want to adjust my RGH (REGULAR HOURLY) hours but it is grayed out.

A: Employees do not have access to adjust RGH hours; they can only change IN/OUT times. If RGH (REGULAR HOURLY) hours need to be adjusted to account for overtime hours being charged to different accounts, the employee’s supervisor or payroll rep will have access to adjust RGH (REGULAR HOURLY) hours.

Q: I need to make a correction to my timesheet. What do I do?

A: If the timesheet is in a submitted status, to make changes the timesheet will have to be recycled back to you by your supervisor or Payroll Representative. If the timesheet is in a loaded status, you will have the ability to correct the timesheet by selecting it from your existing timesheet list. You can then click on the correct timesheet button to make corrections to the timesheet.

Q: If I worked over 40 hours in a given week, can I enter the hours I worked in that week to a different week?

A: No. You must enter the hours in the week that you actually worked the hours.

Q: I am an hourly employee and the system will not allow me to enter shift, on-call, comp time, or unpaid leave.

A: Only non-exempt employees are eligible to receive shift, on-call, comp time, or unpaid leave.

Q: I am working shifts that cross over pay periods. Should I enter my time for that day on the day that I started the shift or the next day that falls into the new pay period?

A: Shifts that cross over pay periods should be recorded on the day the shift was started.

Supervisors

Q: When do non-exempt and hourly employees start entering electronic timesheets instead of paper?

A: Time being entered for pay period 11-21, 3/27/11- 4/9/11 will be the first pay period that non-exempt and hourly employees are required to start entering in electronic timesheets.

Q: Do I have access to enter in non-exempt and hourly timesheets for my employees?

A: Yes

Q: Do I have access to create IN/OUT profiles for my employees?

A: Yes

Q: How do I get setup to approve timesheets as a non-exempt or hourly employee’s supervisor?

A: Your department payroll representative will need to assign you as the employee’s supervisor in the supervisor setup table. Contact your payroll representative.

Q: How do I enter an account code override for my employees?

A: Only the department payroll representatives have access to enter account code overrides.

Q: If the employee worked over 40 hours per week and it is reflected in the IN/OUT time entered, will overtime get calculated?

A: Yes, if the employee worked over 40 hours in a week and it is reflected in the IN/OUT time (RGH, REGULAR HOURLY hours), no further entry is necessary on the timesheet for the employee to receive overtime. Overtime will be system generated.

Q: Are employees required to have email addresses? Will an email get sent to the employee when I recycle the timesheet if they do not have an email address?

A: Employee email addresses are not required. If the employee does not have an email address, an email will not get sent stating that they have a recycled timesheet. In this case, the supervisor should notify the employee if the timesheet is being recycled.

TL-Initiators

Q: When can I start approving non-exempt and hourly timesheets?

A: Pilot departments: Non-exempt and hourly electronic timesheets for timesheets entered for PP 11-19 can be approved by the TL Initiator starting on 3/22/11.

Non pilot departments: Non-exempt and hourly electronic timesheets entered for PP 11-21 can be approved by the TL Initiator starting on 4/19/2011.

Q: If I create an IN/OUT profile for an employee to include shift hours and apply this profile to the employee’s timesheet, will I be able to change the shift hours?

A: Yes. Any deviation from the applied IN/OUT profile can be manually adjusted.

Q: Do shift hours automatically update once I adjust the RGH (REGULAR HOURLY) time?

A: No, shift time does not adjust itself. The system will not automatically recognize shift hours. The RGH (REGULAR HOURLY) time and shift time will have to be manually adjusted.

Q: Do I have to enter in overtime for employees?

A: No. Overtime is automatically system generated if the employee has worked over 40 hours in a week. The only time overtime should be entered is when you would like to see the OVT hours separated from RGH (REGULAR HOURLY) hours, or if the overtime needs to be charged to a specific account code.

Q: Do I have access to create an ETS for an employee?

A: Yes. TL Initiators can create and submit the timesheets for approval on the employee’s behalf. Once the timesheet is submitted it will still need to get supervisor and TL Initiator approved. If the TL Initiator is also set up as the employee’s alternate supervisor, the timesheet will only need to get approved once.

Q: Will both exempt and non-exempt timesheets needing approval show in the approve timesheet page?

A: Yes. Both will show in the Approve Timesheet page and both types of timesheets are to be approved in this page. Each employee group can be filtered by using the Empl Group prompt and searching by Exempt or Non-Exempt.

Q: Are If and When employees captured on the time not entered tab?

A: No. If and when employees will not show up on the time not entered tab and are only required to enter in timesheets when they worked.