Setting Up Time Reporters

This chapter provides an overview of time reporters and discusses how to:

Enroll time reporters.
Maintain time reporter data.
Assign and view compensatory time plans.
Assign a schedule to a group.

Understanding Time Reporter Data

Employees and non-employees do not automatically participate in the Time and Labor system when added to the Human Resources database. You must enroll, as a time reporter, each person for whom time will be reported or created. When enrolling a time reporter, specify how the person will report time and how the system will process that time. You must assign the following:

A task group that identifies:
- The default time reporting templates.
- The task template.
- The task profiles for time reporting.
A workgroup that defines:
- The type of reporting (exception or positive).
- The rule program.
- The time reporting code (TRC) program.
- The default time period.
- Schedules.
- Rounding rules.
- Day-breaker options.
- The compensatory time plan assigned to the time reporter.

In addition, you can:

Assign a time collection device (TCD) group that identifies the TCDs that the time reporter can use.
Assign a restriction profile ID that identifies which TCD punches are acceptable.
Select a time reporter's time zone if it is different from the base time zone.
Enter up to five rule elements to associate with the time reporter.
Select a specific task profile, time reporting templates, and time period ID that take precedence over those associated with the time reporter’s default task group and workgroup.

Note. A time reporter is any employee or non-employee whose time is reported or generated through Time and Labor

Preventing Inactivation or Deletion of Effective-Dated Rows

The system disallows the inactivation or deletion of effective-dated rows on the Maintain Time Reporter Data page under the following conditions:

A time reporter can be inactivated as long as there is no time reported in Approved Status and when payable time is not in Approved, Taken by Payroll, Sent to Payroll, Rejected by Payroll, Paid, Diluted, Closed, or No Pay that is the same or after the effective date.
If the Default from Workgroup check box on the Time and Labor Installation page is cleared.

You cannot delete an effective-dated row that invalidates a compensatory time plan association on the Comp Plan Enrollment page. You must inactivate the compensatory time off plan associated with the time reporter on the Comp Plan Enrollment page before you delete the row on the Maintain Time Reporter Data page.

Note. If the Default from Workgroup check box is selected, you can delete a row on the Maintain Time Reporter Data page.

Note. Time that is reported for an inactive time reporter through Rapid, Mass or TCD creates high severity exceptions that the time reporter is inactive (for elapsed or punch time).

The reported time is still populated for those days that the Mass Time, Rapid Time or TCD interface is submitted.

The manager is able to delete the reported time using the Timesheet pages.

Execute Edit Error Checking

On the Create/Maintain Time Reporter Data page, you cannot change the minimum effective date to a date less than the minimum effective date of the following fields:

Workgroup
Taskgroup
TCD Group
Rule Element 1
Rule Element 2
Rule Element 3
Rule Element 4
Rule Element 5

Nested Effective Dates

You cannot change the effective date of the following prompt tables to be greater than the effective date of the Create/Maintain TR Data target table:

Workgroup
TCD Group
Taskgroup
Rule Element 1
Rule Element 2
Rule Element 3
Rule Element 4
Rule Element 5

Compensation Plans

There are two ways to enroll time reporters into the compensatory time plans in Time and Labor. You choose a method on the TL Installation page:

Select the Default from Workgroup check box.

Time and Labor assigns time reporters to the compensatory time plan linked to their workgroup. The compensatory time plan and its status appear on the Comp Plan Enrollment page; however, you cannot make changes on this page. If you change the compensatory time plan associated with the time reporter’s workgroup or assign the time reporter to a different workgroup (through the Maintain Time Reporter Data page), resulting in a new compensatory time plan assignment, the system updates the Comp Plan Enrollment page.
Clear the Default from Workgroup check box on the TL Installation page and assign a time reporter directly to one or more compensatory time plans using the Comp Plan Enrollment page.

View active and inactive compensatory time plans for a time reporter on the View Comp Plans pages.

Note. Enrollment records are not affected if you clear the Default from Workgroup check box after compensatory time plans are assigned to time reporters. However, you will gain the ability to edit the Comp Plan Enrollment page.

Schedules

All time reporters have a schedule assignment that is either the workgroup default schedule or a custom schedule. When a person is hired, they use the workgroup default schedule.

For a time reporter to have a custom schedule assignment, there are two ways to change the assignment:

Assign a custom schedule on the Assign Schedules page.

You can also designate that the system should use the time reporter’s workgroup default schedule. Depending on your access security, you can view a time reporter’s schedule history on this page.
Use the Group Schedule Assignment process.

You can assign a schedule to multiple time reporters simultaneously, to a static or dynamic group, or to selection of individual time reporters (solely for the purpose of assigning the same schedule.) After running the Group Schedule Assignment process, view the time reporters’ new schedule assignment using the Assign Schedules page.

When you assign a schedule to a time reporter, the system deletes workday overrides that:

Are of different types than the schedule assignment (for example, elapsed instead of punch).
Have a date greater than or equal to the new assignment.

This is to retain the data integrity of the work schedule.

New schedule assignments trigger the Referential Integrity process. Reported or payable time with a date greater than or equal to the date of the new assignment is reevaluated by Time Administration. This is to make corrections where necessary:

Due to payable time being created from scheduled time.
Where rules are run against scheduled time.

Time reporters with multiple jobs can have a schedule assignment for each job. However, check the assignments to verify that you are not scheduling the time reporter to concurrent hours. The system does not check for overlapping hours from multiple schedule assignments.

To assign a schedule to a group of time reporters, most of whom are in a static or dynamic group, select that group ID and then selectively exclude time reporters to whom the schedule assignment does not apply. You can also selectively include time reporters who share the same schedule assignment, but do not belong to the group ID. If the group of time reporters sharing the schedule assignment have nothing in common, select them individually by employee ID.

Note. To assign schedules, the Workforce_Sync Message must be active on the PERSON_DATA message channel, which is delivered with PeopleSoft Application Messaging. This message inserts a row into the SCH_ASSIGN record when an employee is hired.

See Also

Defining Work Schedules

Enterprise PeopleTools PeopleBook: Integration Tools

Entering and Maintaining Time Reporter Data

To enter and maintain time reporter data, use the Create Time Reporter Data (TL_EMPL_DATA_C) and Maintain Time Reporter Data (TL_EMPL_DATA_M) components.

Entering and maintaining time reporter data comprises the following tasks:

Enrolling time reporters into the system.
Viewing badge details.
Updating time reporter data.
Viewing a group membership list.

Pages Used to Enter and Maintain Time Reporter Data

Page Name	Object Name	Navigation	Usage
Create Time Reporter Data	TL_EMPL_DATA1	Time and Labor, Enroll Time Reporters, Create Time Reporter Data Click the Time Reporter Data link on various pages accessible on the Workforce Administration menu.	Enroll a time reporter into the Time and Labor system. Note. The Time Reporter Data link appears on pages in the Human Resources Workforce menu only if you've selected Time and Labor on the General Installation Table.
Badge Detail	TL_BADGE_SEC	Time and Labor, Enroll Time Reporters, Create Time Reporter Data Click the Badge Detail button.	Display badge information for a time reporter.
Maintain Time Reporter Data	TL_EMPL_DATA1	Time and Labor, Enrollment Time Reporters, Maintain Time Reporter Data Click the Time Reporter Data link on various pages accessible on the Workforce Administration menu.	Update enrollment information for time reporters in Time and Labor. Note. The Time Reporter Data link appears on pages in the Human Resources Workforce menu only if you've selected Time and Labor on the General Installation Table.
Group Membership	TL_GRP_MEMBERSHIP	Set Up HRMS, Product Related, Time and Labor, Enroll Time Reporters, Maintain Time Reporter Data, Group Membership button	To view the list of groups that the time reporter is assigned to.

Enrolling Time Reporters

Access the Create Time Reporter Data page.

Note. Use the Maintain Time Reporter Data page to make changes to data entered on the Create Time Reporter Data page.

Note. As the Person Type and Personnel Status fields no longer exist in the database, the fields for the organizational relationship are displayed. These fields include Employee, Contingent Worker and Person of Interest.

	Click for the system to refresh the fields in the Commitment Accounting Flags group box.
Badge Detail	Click to access the Badge Detail page and view the badge information for this time reporter. You enter badge information in Workforce Administration as a part of the hiring or data maintenance process for time reporters. Badge information is important for punch time reporters, who need this information to report time to the TCD.
Payable Time Start Date	Enter the date for the system to start creating payable time for the time reporter. This date is important for time reporters in a workgroup defined for exception time reporting who will have payable time created from schedules. The date you enter in this field updates the Earliest Change Date (EARLIEST_CHGDT) field on the time reporter’s TL_TR_STATUS record. This is the date that the Time Administration process uses to determine the initial creation of payable time. For example, if you enroll your time reporter with an effective date of 01/01/2000, but you don’t want the system to start creating payable time for the time reporter until 02/01/2000, enter 02/01/2000 in this field. If you do not select a date, the first time you run the Time Administration process for the exception time reporter, the process creates payable time as of the Time and Labor enrollment date (the first effective date for the time reporter). The payable start date cannot be earlier than the date that the time reporter is enrolled in Time and Labor. Note. The Payable Start Date field does not appear on the Maintain Time Reporter Data page because it is used once. If you change the first effective date for the time reporter on the Maintain Time Reporter Data page, the Referential Integrity process triggers the update of the Earliest Change Date field.
Effective Date	The effective date must be the same as or after the hire date or, for non-employees, the add date.
Time Reporting Status	When you enroll a time reporter, the time reporting status is Active by default. Time can be reported and generated for the time reporter.
Send Time to Payroll	Select this check box to integrate Time and Labor with, and send this time reporter's payable time to, a payroll system. If this check box is cleared, the Time Administration process converts the reported time to payable time and sets the time reporter’s payable time status to Needs Approval. When the payable time is approved, the status is updated to Closed.

Time Reporter Type

Time reporter type identifies how the time reporter will enter time. It does not affect the assignment of schedules. For example, you can assign a punch schedule to a time reporter designated as an elapsed time reporter.

Elapsed	Select if your time reporter will be reporting time in hours or partial hours.
Punch	Select if your time reporter will be reporting start and stop times in precise entries of date and time, recorded in seconds, minutes, hours, day, month, year, and time zone.

Time Reporting Template

Time reporting templates define the types of information time reporters supply when reporting time. If you leave the Elapsed and Punch fields cleared, the system uses the time reporting templates assigned to the time reporter’s task group.

Elapsed	Select the elapsed time reporting template to use for this time reporter, if different from the one assigned to the time reporter’s task group.
Punch	Select the punch time reporting template to use for this time reporter, if different from the one assigned to the time reporter’s task group.

Commitment Accounting Flags

These check boxes are display-only and are applicable when you integrate PeopleSoft’s commitment accounting functionality with task reporting.

For Taskgroup

Selected automatically if the task group for the time reporter (in the Taskgroup field) is defined for commitment accounting.

For Department

Selected automatically if the time reporter’s department is defined for commitment accounting in People Soft Human Resources. When the For Department check box is selected, assign the task reporter a task group that is also defined for commitment accounting.

Both flags must be selected or cleared before you can save the Create Time Reporter Data page.

Note. If you change the effective date or the task group on this page, click the button to the right of either field to refresh the commitment accounting flags.

Additional Elements

Time Period ID	The system uses time periods to differentiate between reported time that falls within the current period and time that falls within a prior period. Select a time period ID only if you want the system to use a different time period ID than that assigned to the time reporter’s workgroup.
Workgroup	Select a workgroup for the time reporter. Workgroup is a required field. It identifies the default TRC program, rule program, holiday schedule, time reporting period, and other information that the system uses when processing reported time for this person. If you change the workgroup, and the Assign Workgroup Schedule field is set to Yes on the time reporter’s Assign Schedules page, the system deletes any workday overrides for the time reporter that are of a different type than the assigned schedule (that is, elapsed versus punch). If you change the workgroup when the Default from Workgroup check box is selected on the TL Installation page, the system updates compensatory time plan enrollment when there is a change in a compensatory time plan. The dormant compensatory time plan is inactivated and the new compensatory time plan becomes active as of the effective-dated change of the workgroup on the Maintain Time Reporter Data page.
Taskgroup	A required field. It identifies the default task template, task profile, and time reporting templates that the system uses when collecting and processing reported time for this time reporter. If the time reporter’s department is set up for commitment accounting (the For Department check box under Commitment Accounting Flags is selected), you must assign a task group that’s defined for commitment accounting. When you do so, the system selects the For Taskgroup check box. Choose PSNONTASK if this time reporter will never be reporting task information. Choose PSNONCATSK for time reporters not reporting task information in a Commitment Accounting Department. (The system can still collect all the time reporting elements such as country, state, locality, badge ID, and time zone.)
Task Profile ID	Select a task profile ID for the system to use a different default task profile ID than that assigned to the time reporter’s task group. Task profiles define the tasks to which a person’s reported time is allocated automatically if task information is not reported.
TCD Group (time collection device group)	If the time reporter uses a TCD, such as a time clock or badge scanner to report time, select the appropriate TCD group. The TCD group identifies the TCDs that the time reporter is authorized to use. Note. When you set up a TCD, you associate it with one or more task groups. Select one of the task groups that is associated with the TCD as the time reporter’s default task group in the Taskgroup field. If your default task group is not associated with a TCD in your TCD group, you receive a warning message when saving the page. In addition, all reported task information is associated with a borrowed task group.
Restriction Profile ID	This field applies only if the time reporter uses a time clock device to report time. A restriction profile identifies when to allow or disallow punches in conjunction with the time reporter’s schedule. Select a restriction profile ID in this field to apply a different restriction profile than that assigned to the time reporter’s TCD group.
Rule Elements 1-5	Assign up to five rule elements to a time reporter. When you run the Time Administration process, the system retrieves the values of the time reporter’s rule elements and makes the values available for rules processing. This feature enables you to tailor rules to a specific population of time reporters.
Time Zone	Select the time zone in which the time reporter enters time. This system autopopulates the field with the base time zone defined with PeopleTools Utilities.

See Also

Creating Task Profiles

Time Zone Offsets Table

Defining Rule Elements

Establishing Workgroups

Reporting Time

Understanding Payable Time

Understanding Time Reporter Status

Using Time Collection Devices (TCDs)

Understanding the Commitment Accounting Business Process

Updating Time Reporter Data

Access the Maintain Time Reporter Data page.

Group Membership

Click to access the Group Membership page, where you can see the list of groups in which the time reporter is currently enrolled.

Most of the elements on the Maintain Time Reporter Data page are identical to those on the Create Time Reporter Data page. Descriptions are provided for changes to elements that trigger referential integrity and that affect the system generally.

Changes That Affect the System

Time Reporter Status	If you change a time reporter’s status to Inactive, time cannot be reported or generated for the time reporter. Updating a person’s status in Human Resources has no effect on the time reporter status. If a time reporter is terminated, update the employee status through Human Resources and then process any reported time for which the time reporter has not been paid. After the time is processed, change the time reporter status to Inactive on the Maintain Time Reporter Data page to prevent additional time from being reported or generated.
Send Time to Payroll	Changing the Send Time to Payroll check box after payable time has been created for this time reporter may impact the payable time. See “Impact of Changing the Send Time to Payroll Check Box” for details.
Workgroup	If you change the workgroup value assigned to the time reporter, the next time you run the Time Administration process, the system will verify that the TRCs associated with the reported time belong to the TRC program associated with the new workgroup for the date reported. Note. Limit changes in workgroup assignments to the start date of a new period. Changes made in the middle of a period may cause weekly or biweekly rules associated with a time reporter to produce unpredictable results.
Taskgroup	If you change the task group value assigned to the time reporter, the next time you run the Time Administration process, Referential Integrity validates that any task entities reported on or after the change date are associated with the new task group. Note. If you change the task group after you report and submit time (through the Rapid Time Reporting page, Mass Time pages, or TCD interface) during the period of the change, you must update the task group in the weekly reporting pages to reflect the change.
Task Profile ID	If you change the task profile ID assigned to the time reporter, the next time you run the Time Administration process, the system verifies that the task profile reported through the weekly elapsed time page is associated with the employee’s default task group as of the date reported.
TCD Group (time collection device group)	If you change the TCD group assigned to the time reporter, use the TCD interface to resend the employee information setup data to the time collection devices.
Restriction Profile	If you change the restriction profile ID assigned to the time reporter, use the TCD interface to resend the employee information setup data to the time collection devices.

Changes That Trigger Referential Integrity

Updates to the Workgroup, Taskgroup, Task Profile ID, and Rule Element fields trigger a referential integrity check when you run the Time Administration process. Referential Integrity triggers the Time Validation process, which reevaluates reported or payable time that may be invalidated by a change in workgroup, task group or task profile ID. Exceptions are generated for invalid time.

Impact of Changing the Send Time to Payroll Check Box

Payable Status of Payable Time	Impact of Selecting Send Time to Payroll Check Box	Impact of Clearing Send to Time Payroll Check Box
Estimated − Ready for Payroll	Time remains in Estimated − Ready for Payroll status. It is not picked up by a payroll system, set to Closed status, or published to PeopleSoft Projects.	Not applicable.
Needs Approval	Payable status is set to Closed during online or batch approval.	Payable status must be set to Approved − Goes to Payroll to be picked up by a payroll system.
Approved − Goes to Payroll	The payable status is not set to Closed nor is the time published to PeopleSoft Projects. Use SQL to change the payable status and publish the time to Projects.	Not applicable.
Closed	Time remains in Closed status. If the time has been closed as a result of being paid but not labor-distributed, make desired adjustments within your payroll system. Make a record-only adjustment in Time and Labor to keep the data in both applications synchronized.	The Time Administration process does not set the payable status to Approved − Goes to Payroll, therefore the time cannot be sent to a payroll system. Use SQL to change the status to Approved − Goes to Payroll. If you change the status to Approved − Goes to Payroll, and the time is picked up by a payroll system, it can be published to PeopleSoft Projects a second time. If there’s a difference between the original estimated gross amount and the new amount, only the difference is published.
Rejected by Payroll	Time Administration does not set the payable status to Closed; therefore, another payroll system can retrieve the time. Use SQL to set the status to Closed.	Not applicable.
Sent to Payroll Taken − Used by Payroll Paid − Labor Distributed Paid − Labor Diluted No Pay Ignore	Time has already been accepted by your payroll system; however, if payment has not been issued and you need to make adjustments, enter adjustments through your payroll system. Be sure to make record-only adjustments in Time and Labor to keep the date in both applications synchronized.	Not applicable.

Sending Setup Data to a TCD

Understanding Payable Time

Making Workgroup Transfers

Viewing a Group Membership List

Access the Group Membership page.

Group Type

The group type can be either Dynamic or Static.

Dynamic groups comprise time reporters who met the group selection criteria at the time you last refreshed the dynamic group. Time reporters are automatically added and removed from dynamic groups as their ability to match the selection criteria changes.

Static groups comprise time reporters who met a specific set of criteria at the time the group was established. Time reporters stay assigned to a static group unless you remove them.

See Also

Establishing Static and Dynamic Groups

Assigning and Viewing Compensatory Time Plans

Assigning and Viewing Compensatory Time Plans comprises the following tasks:

Enrolling time reporters in a compensatory time plan.
Viewing the compensatory time plan history for time reporters.

Pages Used to Assign and View Compensatory Time Plans

Page Name	Object Name	Navigation	Usage
Compensatory Plan Enrollment	TL_EMPL_COMP	Time and Labor, Enroll Time Reporters, Comp Plan Enrollment	To enroll a time reporter in one or more compensatory plans. View compensatory time plans that have the same effective date.
View Time Reporter Comp Plans	TL_TR_COMP_PLAN_VW	Time and Labor, Enroll Time Reporters, Comp Plan History, View Time Reporter Comp Plans	View the history of compensatory time plan assignments for a specific time reporter.

Enrolling Time Reporters in a Compensatory Time Plan

Access the Compensatory Plan Enrollment page.

Effective Date

If the compensatory time plan was assigned to the time reporter's workgroup, the date that the workgroup was assigned to the time reporter appears in this field. If you subsequently change the plan assigned to the workgroup, or change the time reporter’s workgroup assignment, the field reflects the date on which the new plan takes effect.

Compensatory Time Off Plan

Select the compensatory time plan to assign to the time reporter. You can assign more than one compensatory time plan to a time reporter if the plans do not share any of the same compensatory time TRCs (TRCs that have the Effect on Comp/Leave option set to CT Earned or CT Taken.)

This field is unavailable if the Default from Workgroup check box is selected on TL Installation page. In this case, the following message appears at the bottom of the page: "Comp Plan Entry Defaults from Time Reporter's Workgroup and cannot be changed or added".

Status

Indicates if the time reporter is currently associated with the compensatory time plan. Valid values are Active and Inactive.

The system changes the status to Inactive if the compensatory time plan associated with the task reporter’s workgroup changes to inactive. The system also changes the status to Inactive if the time reporter’s workgroup assignment is changed on the Maintain Time Reporter Data page and the change results in a different compensatory time plan for the time reporter.

Viewing Compensatory Time Plan History

Access the View Time Reporter Comp Plans page.

If a time reporter switches compensatory time plans, the change is represented by three rows of data:

A row for the original plan, with a status of Active.
A row for the original plan, with a status of Inactive.
A row for the new plan, with a status of Active.

Assigning Schedules to a Group

This section discusses how to assign group schedules.

Pages Used to Assign Schedules

Page Name	Object Name	Navigation	Usage
Assign Schedule To Group	SCH_GRP_ASSIGN	Set Up HRMS, Product Related, Time and Labor, Schedules, Assign Schedule to Group, Assign Schedule To Group Time and Labor, Enroll Time Reporters, Assign Schedule to Group, Assign Schedule To Group	Assign a group of time reporters or a single time reporter to a schedule.

Page Name

Object Name

Navigation

Usage

Assign Schedule To Group

SCH_GRP_ASSIGN

Set Up HRMS, Product Related, Time and Labor, Schedules, Assign Schedule to Group, Assign Schedule To Group

Time and Labor, Enroll Time Reporters, Assign Schedule to Group, Assign Schedule To Group

Assign a group of time reporters or a single time reporter to a schedule.

Assign Schedule to a Group

Access the Assign Schedule To Group page.

Schedule Group

Select the schedule group you require.

Schedule ID

Select the schedule that you are assigning. The system only displays related values based on the Schedule Group selected.

Rotation ID

If you select a rotating schedule, as well as assigning the Schedule ID, you also need to assign a Rotation ID.

EmplID (employee ID)

Select the time reporter to include or exclude from this group schedule assignment.

Empl Rcd Nbr (employee record number)

Select the appropriate value for this time reporter.

Group ID

Select the dynamic or static group for which you want to assign a schedule.

Include/Exclude Indicator

Select whether to include or exclude the time reporter indicated in this row. If you create a row to exclude a time reporter and then enter a row with the group that includes that time reporter, the time reporter is excluded from the group schedule assignment. The order in which you add rows does not affect the result.

Assigning Schedules

Schedule Group	Select the schedule group you require.
Schedule ID	Select the schedule that you are assigning. The system only displays related values based on the Schedule Group selected.
Rotation ID	If you select a rotating schedule, as well as assigning the Schedule ID, you also need to assign a Rotation ID.
EmplID (employee ID)	Select the time reporter to include or exclude from this group schedule assignment.
Empl Rcd Nbr (employee record number)	Select the appropriate value for this time reporter.
Group ID	Select the dynamic or static group for which you want to assign a schedule.
Include/Exclude Indicator	Select whether to include or exclude the time reporter indicated in this row. If you create a row to exclude a time reporter and then enter a row with the group that includes that time reporter, the time reporter is excluded from the group schedule assignment. The order in which you add rows does not affect the result.