Using Self-Service Components

This chapter provides an overview of self service components for employees and discusses how to:

Use Time and Labor Launch Pad pages.
Set up user preferences.
Report time.
View time.
Requesting overtime.

Understanding Self-Service Components

The self-service components enable employees to review, add, update, and delete (where appropriate) their time and labor information. Self-service components include:

Time and Labor Launch Pad for employees (TL_LAUNCH_PAD_PNLG).

Enables employees to view information about reported and scheduled time for a month at a time. It also enables employees to navigate to self-service transaction pages.
Time Sheet (TL_MSS_EE_SRCH_PRD).

Enables employees to view and report time and task details for a day, week, or time period for punch and elapsed time.
Mass Time for employees (TL_MASS_TIME_ESS).

Enables employees to report time in several ways. They can report time according to their schedule for a specified date or date range. They can also specify a lump sum amount to be distributed according to their schedule, or specify multiple time transactions to be applied to each day in the time period.
Overtime Requests (TL_OT_HISTORY_LIST).

Enables employees to view recent overtime requests or submit a new overtime request.
Web Clock (TL_WEBCLK_ESS).

Enables employees to enter a single punch and provide time and task details.
Monthly Schedule (SCH_EE_SCHEDULE).

Enables employees to display monthly schedules.
Compensatory Time (TL_COMPTIME_PNL).

Enables employees to view compensatory time balance and compensatory time expiration information.
Exceptions (TL_MNG_EX_PNL_GRP3).

Enables employees to display exceptions associated with reported time.
Payable Time Summary (TL_TM_MPAY_SUMM_PG).

Enables employees to view payable time that the system calculated from a schedule or reported time.
Payable Time Detail (TL_MNG_PAY_VIEW_DT).

Enables employees to view details about their payable time.
Forecasted Time Summary (TL_TM_SPAY_SUMM_PG).

Enables employees to view a forecasted summary of the payable time for a future or current period. This payable time is calculated based on the employee’s schedule or time reported for a specified date.
Forecasted Time Detail (TL_MNG_SPAY_VIEW_D).

Enables employees to view details about forecasted payable time.
User Preferences (TL_USER_PREF).

Enables employees to view or update their time reporting and scheduling preferences.

Roles

The self-service components can be used by both the employee and the manager; therefore, we deliver definitions for these roles and define a menu for each role.

Note. In this chapter, we use the term employee to refer to all people who work for and report time in the organization. This can include regular employees as well as contractors and other temporary workers.

Navigating in Time and Labor Home Pages

There are several ways to access self-service transactions:

The Self Service page.
The Time Reporting page.
Standard menu path navigation.

Self Service Page

The Self Service page present a simple user interface design and directs navigation for the end user.

The links that appear on the page depend on which collaborative applications were purchased and whether the products are selected in the Installation Table.

Time Reporting Page

This page includes links to all Time and Labor self-service transactions that pertain to the user. The user can also click a link to return to the Self Service page.

Standard Menu Navigation

The standard menu-driven navigation is the traditional PeopleSoft access method.

Using Time and Labor Launch Pad Pages for Employees

This section discusses how to:

Use Time and Labor Launch pages to view employee hours.
Use Time and Labor Launch pages to view detailed calendar information for employees.

Pages Used to Specify Time and Labor Launch Pad Information for Employees

Page Name	Object Name	Navigation	Usage
Time and Labor Launch Pad	TL_LAUNCH_PAD	Self Service, Time Reporting, View Time, Time and Labor Launch Pad	View which days in the specified month have payable time, forecasted payable time, reported elapsed time, reported punch time, exceptions, and recommended actions associated with each exception. You can change the calendar view to display time sheet information, forecasted payable time, the actual number of payable hours (detail and summary), or scheduled hours that were reported for each day. Use the Time and Labor Launch pages to navigate to other Time and Labor pages enabling the user to manage all aspects of their time.
Details	TL_LAUNCH_PAD_DLY	Click the Date link on the Time and Labor Launch Pad page to access the Details page. The Details page provides more information on the Reported Elapsed or Punch time, Exceptions, and Payable or Forecasted Payable time that exist for that day.	View detailed calendar information for each day.
Monthly Schedule	SCH_EE_MONTHLY	Self Service, Time Reporting, View Time, Monthly Schedule	View the monthly schedule for each job, if an employee has multiple jobs. Navigate to any month, or year and navigate to a prior or future month.
Monthly Schedule - Daily Detail	SCH_EE_DAILY	Self Service, Time Reporting, View Time, Monthly Schedule, click a date link	View schedule details for a day.

Viewing Employee Hours

Access the Time and Labor Launch Pad page.

When you first enter the Launch Pad page, it displays the current month and year by default. Going forward, it opens in the same state in which you last left it.

View

Select the information that you want to appear—the employee’s actual number of forecasted payable hours, exceptions, payable hours, reported elapsed hours, or scheduled hours for each day in the specified month—and click this button.

The calendar view changes depending on what you select. For example, suppose that you select the Scheduled Hours view option and 8.00 appears for one of the days in the calendar. This means that the employee is scheduled to work eight hours that day.

Previous Month and Next Month

Use these buttons to skip to the preceding or next month.

At any given time, any day in the calendar may display the following valid values: X, P, E, $, F, or R. These values indicate that there is information about reported time for that day. For example, suppose E appears for one day on the calendar. This means that the employee has elapsed time reported for that day. If $ appears, it means that payable time exists for that day. See the bottom of the Launch Pad page for a description of each of the values. If any of the days are highlighted or linked, that indicates that the day has elapsed time, punch time, payable time, and exceptions with recommended actions for each exception. Click the day to view the time reporting details that exist for that day.

Forecast Payable Time

Click this button to start the Forecasted Payable Time process, which calculates forecasted payable time for the employee.

The system looks at the employee’s schedule and any time they have reported for this month. It then indicates which days have payable time forecasted for them by displaying an F on the day. To view the number of forecasted hours for that day, change the view at the top of the page to Forecasted Payable Hours and click the View button. To view the details of the forecasted time, click the link for the day that you want to view.

Finally, if you want to navigate to a different part of the system to perform other transactions or to get more information, use the Go field at the bottom of the page. Select the application item that you want to navigate to from the drop-down list, click the Go button, and navigate to the feature that you selected. Depending on how the application suites are set up, different options are available for the Go field. These can include Monthly Schedule, Timesheet, View Forecasted Payable Time, View Payable Time (Detail) and View Payable Time (Summary).

Viewing Detailed Calendar Information

Access the Details page.

The Details page displays information that exists for that day. It shows elapsed hours, punch hours, exceptions with associated recommended actions, payable time, and forecasted payable time, if they exist. The values X, P, E, $, F, or R that are on the Time and Labor Launch Pad page indicate what information appears on this page. The system reports time on different lines if there are different tasks, reporting codes, or shifts.

If you have not already calculated the forecasted payable time for the specified day, click the Forecast Payable Time button. The system looks at the employee’s scheduled or reported time to generate forecasted payable time. If there is no scheduled or reported time, no forecasted payable time is generated. However, if the system generates forecasted payable time, it appears in the Forecasted Payable Time group box.

Monthly Schedule and Details

Access the Monthly Schedule page.

Access the Monthly Schedule - Daily Detail page.

On the Monthly Schedule page, if a punch or flex schedule is displayed for the day, the daily cell of the monthly schedule will display the Shift ID, the number of Scheduled Hours, and the start and end time of the shift. If an elapsed schedule for the day is displayed, the Shift ID and Scheduled Hours will be displayed in the daily cell of the month. If there is more than one shift for the day, the daily cell will display More shifts... and all the shift information will be displayed on the Daily Detail page.

Users can link to their Schedule Preferences page from the Monthly Schedule page to update or view their preferences. Users can use the Notify button from the Monthly Schedule or Daily Detail pages, to alert their manager of changes they would like made for their schedule. Employees can also navigate to other self service and time reporting pages from the Monthly Schedule page.

The user can click on the calendar date to drill into the daily detail of the schedule. On the Daily Detail page the user can view details of the primary or alternate schedule. Training details from Training Administration or PeopleSoft Enterprise Learning Management are displayed with the start and end time of the training. Absence details from PeopleSoft Absence Management or leave reported for Base Benefits is displayed with the number of hours for the absence. Holiday details are displayed with the name of the holiday and the number of hours for the holiday.

Setting Up User Preferences

This section provides an overview of using user preferences and discusses how to set up user preferences.

Pages Used to Set Up User Preferences

Page Name	Object Name	Navigation	Usage
Time Reporting Preferences	TL_TR_EE_PREF TL_TR_EE_PREF	Self Service, Time Reporting, User Preferences, Time Reporting Preferences	Enables employees to view and update their time reporting preferences.
Schedule Preferences	SCH_EE_PREF SCH_EE_PREF	Self Service, Time Reporting, User Preferences, Schedule Preferences	Enables employees to view and update their schedule related preferences.
Send Notification	PT_WF_NOTIFY PT_WF_NOTIFY	Self Service, Time Reporting, User Preferences, Notify button. Self Service, Time Reporting, User Preferences, Schedule Preferences tab, Notify button.	Enables employees to email managers, supervisors, or other employees when they change their user preferences.

Understanding the User Preferences Page

The User Preferences page is used by employees to set up their schedule and time reporting preferences, such as preferred shifts and times, and time related defaults to display on the Timesheet page.

When setting up or changing an employee's schedule, a manager can view an employee's schedule preferences in the Manage Schedules feature, and take that information into account for future schedule creation and changes.

When a manager is viewing or reporting time for an employee using the Timesheet page, certain time reporting preferences that the employee sets up will appear on the Timesheet page, such as Start Day of Week and Task Values.

Employees can also email managers, supervisors, or other employees when they change their user preferences.

Setting Up User Preferences - Time Reporting

Access the Time Reporting Preferences page.

Employees use this page to set up and maintain their specific time reporting preferences and configuration options. The preferences that employees specify on this page will be reflected on various time reporting pages such as the Timesheet, Mass Time, Web Clock, and the Adjust Paid Time pages.

TRC Code or Description	Select Display TRC Code/Description (which is the default) or Display TRC Description/Code. This configuration option will determine in what order the Time Reporting Code is displayed and sorted when viewing the Time Reporting Code field on the Timesheet, Mass Time, Web Clock, or Adjust Paid time pages.
Time Pre-population Method	Select a value to automatically populate the employee Timesheet page with default information to use when reporting time. Valid values are Task Values, Prior period, andSchedule Information. When opening the page, the Timesheet will automatically populate an employee's default Taskgroup that is specified on the Maintain Time Reporter Data page. If an employee is a task template reporter, then when opening the Timesheet the system will look at the Employee User Preferences page to see if any default task values have been specified. If an employee is a task profile reporter, the Timesheet will just use what is defined as the default task profile either from Maintain Time Reporter Data or from the taskgroup displayed on the Timesheet, and not look at the User Preferences. Select Prior Period to provide default values from the prior period. This pre-population method works for employee access, not for manager access of an employee timesheet. Select Schedule Information to provide default values from the employee's current schedule. This pre-population method works for employee access, not for manager access of an employee timesheet. Blank (which is the default) to specify no default value.
Default Timesheet Display	Choose Daily, Weekly, or Time Reporting Period. Weekly is the default. This option determines if time displays on the Timesheet in a day, week, or time period format.
Start Day of Week	Select the default day for the week to start when using the Timesheet page.

Note. If Time and Labor is not installed, the Time Reporting Preferences page is hidden.

Understanding Task Value Defaults

Use this section with the time prepopulation method of task values. You can enter one or more rows for the same taskgroup, or enter a set of default task values for different taskgroups.

When you enter a taskgroup, the display of fields is dependent on the time reporting templates associated with that taskgroup. If the elapsed and punch reporting templates have Task Profile selected, than no task values will appear. If one or both of the time reporting templates designate Task Template, then the default task values can be used. If task values can be used, they will be dependent on the task template ID associated with of each taskgroup entered. The task template drives the display of the Task Reporting Elements and ChartFields folder tabs in this section. Task values entered on the Time Reporting Preferences page will only be utilized for timesheet display if the Time Prepopulation method is Task Values.

Setting Up User Preferences - Schedule Preferences

Access the Schedule Preferences page.

All enterable fields on this page are optional, with the exception of the Telephone/Email option and the Willing to work ... fields. The Willing to work ... fields have a default value of No.

Contact Preference

The employee’s preferred phone number and email address appear. To change them, access the Update your contact information link, which takes the user to the Personal Information page. Phone, email, and other contact information can be viewed and modified. The link to employee's contact information is only available for editing if eProfile is installed on the General Installation page.

Schedule Preferences

For each day of the week, enter the shift or start and end times you prefer to work.

Willing to work a compressed work week	Define whether or not you would be willing to work a compressed work week.
Shift	Enter the shift you prefer to work. This field is populated based on the particular EmplID. If the current user has a schedule assigned, the only shifts available in the drop-down list box are those shifts that correspond to the user’s schedule ID and the SetID determined by the user’s schedule group. If the user has no schedule assigned, the Shift ID field is hidden. Note. There is no validation between start and end times and shifts. No logic exists to verify that the times entered fall within the shift, if one is entered.
Start Time, End Time	Enter the start and end times you prefer to work.
Willing to work overtime	Enter whether you would be willing to work overtime.
Willing to work double shifts	Enter whether you would be willing to work a double shift.

Setting Up User Preferences - Send Notification

Access the Send Notification page.

Click on the Notify button to access the Send Notification Page. Use this page and the links provided to email managers, supervisors, or other employees when you change your user preferences.

Reporting Time

This section lists common elements and discusses how to:

Enter, view, or change employee's time.
Enter single punches through the web clock.
Use mass time.
Specify a time reporting method for mass time reporting.
Specify report time for mass time reporting.
View compensatory time and expiration.

Common Elements Used in this Section

Time Reporting Elements and Task Reporting Elements

The self-service pages that employees use to report time include fields for selecting time reporting and task reporting elements. The employee's time reporting template determines which fields appear on the self-service pages. Should data be reported in error for invalid time or task elements (through TCD, Mass Time, or Rapid Time Reporting pages, for example), those time reporting or task fields will appear so that employees can make corrections, even if those fields are not chosen on the employee's time reporting template.

Timesheet Page

Both punch time and elapsed time are reported using the Timesheet navigation component. When selected, the system determines whether the employee has multiple jobs. If multiple jobs exist, the Select Job Title page appears, with links for each job. If the time reporter has only one job, the Select Job Title page does not appear, and the time reporter is taken directly to the appropriate Timesheet page. The Timesheet page displays either the punch time page (TL_RPTD_PCH) or elapsed time page (TL_RPTD_ELP) based on the Time Reporter Type value selected on the Create or Maintain Time Reporter Data pages.

Pages Used in Reporting Time

Page Name	Object Name	Navigation	Usage
Timesheet	TL_RPTD_PCH TL_RPTD_ELP	Self Service, Time Reporting, Report Time, Timesheet	Report time and task details for a day, week, or time period for either punch or elapsed time reporters.
Select Job Title	CO_MULTI_JOB_SRCH	Self Service, Time Reporting, Report Time, Timesheet	Enables employees with multiple jobs to select the job for which they want to view or report time. The page lists both punch time and elapsed time jobs, and includes terminated jobs.
Web Clock - Enter Punch	TL_WEBCLK_ENTR_PCH	Self-Service, Time Reporting, Report Time, Web Clock	Enables employees to enter a single In, Break, Meal, Out, or Transfer punch. Employees can provide time and task detail when entering punches. Includes links to pages for viewing overtime requests and the holiday schedule.
Save Confirmation	TL_WEBCLK_CONFIRM	Click the Enter Punch button on the Enter Punch page.	Confirms the date, punch type, time zone, and punch type reported through the Web Clock - Enter Punch page.
Mass Time Reporting - Select Time Reporting Method Mass Time Reporting - Report Time	TL_MASS_TIME_SELF TL_MASS_SELF_SAVE	Self Service, Time Reporting, Report Time, Mass Time Click Next on the Mass Time Reporting - Select Time Reporters page.	Specify the range of dates and the method for reporting time.
Mass Time Reporting - Report Time Mass Time Reporting - Report Time	TL_MASS_TIME_SELF TL_MASS_SELF_SAVE	Self Service, Time Reporting, Report Time, Mass Time Click the Next button on the Mass Time Reporting - Select Time Reporting Method page.	Indicate additional attributes about the time that you are reporting. Report additional Time Reporting Elements and Task Elements.
Compensatory Time	TL_COMPTIME_PNL	Self Service, Time Reporting, View Time, Compensatory Time	View compensatory time balance and expiration information.

Entering, Viewing, or Changing Employee's Time

Access the Timesheet page.

The Days, Total, TRC and Type fields are based on the related time reporting template. The remaining fields are based on the task reporting template.

Click for Instructions	Use this link to view instructions on how to use this page. To hide the instructions, click the Click to hide Instructions link.
View By	The defaults for the View By field are set on the User Preferences page. Values are Day, Week, or Time Period.
Date, Refresh	If you change the Date field, click the Refresh button to update the page.
Previous Day, Previous Week, Previous Time Period, Next Day, Next Week, Next Time Period	Use the requisite link to view the previous or next time reporting period. If you use one of these links, additional text appears to let the user know that reported time is being entered for a prior or future period.
Reported Hours	This field is updated when the Save for Later or Submit buttons are clicked.
Scheduled Hours	This field is updated when the Save for Later or Submit buttons are clicked.
Total	This field is updated when the Save for Later or Submit buttons are clicked. This field displays the total hours per row.
Time Reporting Code	If applicable enter a Time Reporting Code.
Type	This field is updated when the Save for Later or Submit buttons are clicked. It shows the TRC's related Type — Amount, Hours, or Units.
Taskgroup	If applicable, enter a related taskgroup.
Billable	Select this field if the hours entered are billable.
Task Profile ID	If applicable, enter a related task profile ID.
–, +	The Timesheet for elapsed time reporters is defaulted with three blank rows appearing in the Timesheet tab. Insert or enter a new row to report different types of time, for example for the first row enter REG (regular) for work completed and for a second row enter VAC (vacation) for the second row 2. The three rows do not appear if defaulting scheduled time or prior period time is specified on the User Preferences page. The rows only appear if the Time Prepopulation Method field is left blank on the User Preferences page.
Save for Later	Use this button to partially enter a timesheet and to complete at a later date. Enter information on the page each day and submit at the end of the reporting period. When using this button a page appears, asking whether the user would like to check for errors.
Submit	Use this button to submit the Timesheet.
Apply Rules	Click to save your data and launch the Apply Online Rules process, which immediately applies the online rules for the time reporter to the time you entered on this page. This button appears only if the Run On-line Rules feature is activated on the Time and Labor Installation page. If any exceptions are generated, the Manage Exceptions page automatically appears after the process is finished. If no exceptions occur and payable time is created, the View Payable Time Detail page appears with the rows of estimated time that were created from the online rules.
Reported Time Status	Click this link to show or hide the reported time status fields. Fields displayed are Date, Status, Total, Time Reporting Code and Comments. Add any comments if required.
Reported Hours Summary	Click this link to show or hide the Total Reported Hours values to obtain a summary of reported hours.
Balances	Click this link to show or hide the Balances information. Information can include sick or vacation balances.

Note. Rule Only TRCs (that is Time Reporting Codes that have the Rules Only TRC field selected) do not appear on any of the time reporting or scheduling pages, except the Adjust Paid Time page.

Timesheet Display: Self-Service Versus Manager Self-Service

The Timesheet page displays different information when accessed from the Self-Service component compared to the Manager Self-Service component. The User Preferences page also plays an important role in the Timesheet display.

Task Value Prepopulation

The following is true when viewing either the Self-Service Timesheet (as an employee) or the manager Timesheet (a manager viewing an employee's timesheet):

To determine what task information to display on the timesheet, the system needs to determine if the employee is a task template or task profile reporter and if task value defaults are present in User Preferences. The determination of the employee’s type of task reporting, is first based on whether the page displayed is the Punch or Elapsed Timesheet. This page display is determined by the employee’s time reporter type of Punch or Elapsed on Maintain Time Reporter Data.
Then, depending on the elapsed or punch timesheet display, the system checks for that same type of time reporting template on the Maintain Time Reporter Data page. If no time reporting template exists on Maintain Time Reporter Data, it will check for the default time reporting template on the Task Default Values group box of the Time Reporting Preferences page, or for one on the employee’s default taskgroup on Maintain Time Reporter Data. The time reporting template determines if the task profile or the task elements should appear on either the punch or elapsed timesheet.
If the derived time reporting template is setup to use task template, then any task information that is populated in the Task Default Values group box of the Time Reporting Preferences page will be used, when the time prepopulation method of task values is specified. If no default task values are specified on Time Reporting Preferences, than the timesheet displays the employee’s default taskgroup and related task element fields. If there are multiple rows defined for Task Default Values, they will be displayed as multiple rows on either the Punch or Elapsed Timesheet
If an employee is a Task Profile reporter, the Timesheet will just use what is defined as the default Task Profile, either from Maintain Time Reporter Data or from the taskgroup displayed on the Timesheet, and not look at the User Preferences.

Examples of Timesheet display with User Preferences

The system is configured as follows:

Time Reporter Data
	Time Reporter Type	Time Reporting Template	Default Taskgroup
ELAPSED	Enabled	Task Element Reporting	Task Element Reporting
PUNCH	Blank	Blank	Task Element Reporting

The User Preferences

Prepopulation Method = Task Values

Task Value Default

Selected Taskgroup has associated Time Reporting Template IDs to reflect:

Elapsed – Task Element Reporting
Punch – Task Profile Reporting

Task values are entered for all associated task elements.

Elapsed Timesheet

The system prepopulates the timesheet with the taskgroup and task values that are reflected on the User Preferences page. Prepopulated task values can be used because the time reporter's elapsed time reporting template on the Maintain Time Reporter Data page uses task element reporting,

Punch Timesheet

The timesheet displays the taskgroup and associated task elements from the default taskgroup on the Time Reporter Data page. Prepopulated task values from User Preferences cannot be used, as the time reporter does not have a punch time reporting template on Maintain Time Reporter Data and the punch time reporting template associated to the taskgroup on User Preferences uses task profile.

Schedule Information Prepopulation

If your schedule has tasks associated with it, in order for the scheduled tasks to prepopulate on the timesheet, the employee needs to be set up to be the same type of task reporter as the system defines on the schedule.

The display of task profile or task elements on the timesheet will first be derived from the Maintain Time Reporter Data page to see if a Time Reporting Template is listed. This is true for Punch or Elapsed Timesheet.

If none exists on Maintain Time Reporter Data, then the timesheet display will derive the time reporting template of the scheduled taskgroup, to determine whether to use task profile or task template.
If the schedule is composed of shifts, then the system uses the taskgroup associated to the shift. If the schedule is not using shifts, then the system uses a taskgroup associated to the schedule.

Employee User Preferences and Manager Timesheet Display

When viewing an employee's time on the Timesheet page, a manager sees the following default settings:

TRC Code/TRC Description: Display the preference from the manager's own user preferences, not the employees.
Time Prepopulation Method: Display the default task values as mentioned previously. The Manager Self-Service Timesheet will not prepopulate with the employee's scheduled time, or prior period time.
Default Timesheet Display

(View by): Display the preference from the manager's own user preferences, not the employees. However, if the manager changes the Date and View by setting while on the Timesheet page, and then clicks on Next Employee or Previous Employee, those settings will remain - they do not return to today's date and the default View By setting. For example, if the manager changes the date to January 1, 2004 and View By Time Period, when clicking on the Next Employee button, the time period displayed is for January 1, 2004 for the next employee.
Start Day of Week: Display the preference from the manager's own user preferences, not the employees.

The Timesheet will display existing time in the database in the following way:

Time Reporting Elements:

Employees only see those fields that are specified on the Time Reporting Template.

For managers, if the field, Show all Time Reporting Fields, is selected on the Time Reporting Options group box of the Time and Labor Installation page, then the manager will see all time reporting elements displayed. If this is not selected, than the manager will see only those fields that are specified on the Time Reporting Template, and those fields that have values.
Task Elements:

Employees see those fields that are specified on the Task Template, and those fields that have values.

Managers see those fields that are specified on the Task Template for the employee, and those fields that have values.

Entering Single Punches Through the Web Clock

Access the Web Clock - Enter Punch page.

Punch Type

Select a punch type: In, Out, Meal, Break, or Transfer.

Enter Punch

Click after you've selected the punch type and entered element and task information. The system uses the current date and time for the punch and applies the same validations that are used for the Timesheet page.

Time Zone

By default, the system uses the employee's time zone as defined on the Create Time Reporter Data page in Time and Labor; you can override the time zone during data entry.

Task Reporting Elements

These fields only apply to In and Transfer punches.

Using Mass Time

The Mass Time Reporting feature enables an employee to report time in several different ways by using a template type format. The user is asked a series of questions about who they want to report time for, when they want to report the time, and how they want to report that time. Depending on how the user answers the questions, the system generates time for a specific person or group and for either a specific date or a range of dates.

Employees use the Mass Time Reporting feature to save time and keystrokes when reporting time. It enables the employee to easily report different attributes of time for a period rather than having to enter them manually for each day in the specified period.

Note. To use Mass Time Reporting, the time reporter must be assigned to a schedule.

Specifying a Time Reporting Method for Mass Time Reporting

Access the Mass Time Reporting - Select Time Reporting Method page.

Just One Date

To report time for just one day, enter a date in this field.

Range of Dates

To report time for a range of dates, enter beginning and end dates in these fields.

The user can report time in one of three ways using the Mass Time Reporting feature:

Use the scheduled hours for the days specified.

Use this option to report time according to your schedule. If you or your employees are assigned to a schedule, you can report time according to that schedule for a specified day or for a range of dates. Once you specify the date or date range, the system generates reported time by looking at your schedule for the dates that you specified. For example, to report taking vacation for two weeks, specify a date range for those two weeks and indicate a time reporting code to be applied. The system looks at how your schedule is built out for that particular date range and generates reported time for the same number of hours for those dates. You or your employees must be assigned to a schedule for reported time to be generated using this option.
Use the total number of hours entered and distribute them over the schedule.

Use this option if you want to specify a lump sum amount, for example, 40 hours, and have it distributed according to your or your employee’s schedule over the date or date range specified. For example, suppose that you specify a date range of two weeks, indicate a time reporting code of REG, and enter 80 hours to be distributed. The system looks at your schedule and distributes 80 hours of REG over the two weeks according to how your schedule is set up.

Note. The employee must be assigned to a schedule to use this feature. Also, the system doesn't distribute the total number of hours evenly over the time period. If your schedule dictates that you normally work only 70 hours in a two-week period and you enter 80 hours to be distributed, then the extra 10 hours is lumped into the last day of the date range specified. The reason for this is that you are requesting that a lump sum of time be distributed according to your schedule. If the number of hours you report is short or over that which is indicated in the schedule, those hours are applied to the last day.
Specify multiple time transactions to be applied to each day in the time period.

Use this option to report time and specify multiple transactions for the system to apply to the specified date or date range. For example, suppose there is one week for which you need to report six hours of regular time and two hours of paid time off for each day, instead of reporting your usual eight hours of regular time. Rather than having to enter these two transactions for each day, you can enter it only once by specifying six hours of REG and two hours of PTO. The system applies the six hours of REG and two hours of PTO to each of the days that you specified in your date range, excluding your regular days off. You need to be assigned to a schedule to report time using this option.

Use the Include Off Days in Schedule check box with this third option if you want the system to apply the same transaction to all days in the specified range, including the regularly assigned days off in your schedule. For example, if you specified a date starting on a Monday and ending on a Sunday and you select this check box, then the time is reported for each day, Monday through Sunday, even though you normally have Saturday and Sunday off.

Click the Next button to continue on to the Mass Time Reporting - Report Time page.

Specifying Report Time for Mass Time Reporting

Access the Mass Time Reporting - Report Time page.

Specify which Time Reporting Code (TRC) you want to use

Enter a time reporting code (TRC) in this field to specify which method to use for processing the time worked. Every active TRC that is set up in the system appears here, unless it is specified as a “Rules Only” TRC. If it is a rules only TRC, then it will only be used in processing rules and will not show up on the time reporting pages. Select a TRC that is attached to the TRC program assigned to the employee for whom you are reporting time. If you select a TRC that is not valid for an employee, the system generates an exception when you submit the time.

If you’re reporting a lump sum of time to be distributed according to your schedule, enter the total number of hours that you want distributed in the Specify how much you want to report box.

Note. On the previous page, if the Use the scheduled hours for the day(s) specified or the Use the total number of hours entered and distribute them according to the schedule option was selected, and a TRC is being used, if the selected employee has a punch schedule, then a TRC will be inserted with the punch scheduled time. If the user decides to report a TRC with punch time, then the new rule Template 135 should be reviewed, in order to determine if all punch time rows with a TRC should be paid or paid with a different TRC

If a TRC is not specified in this field, and a TRC exists on the employee’s schedule, the system uses Scheduled TRC. If there are any other Time Reporting elements on the schedule, these will be used to populate reported time as well.

Use Profile

Select one of the values to define how you want task information applied to reported time. The values for the Use Profile field are:

Use Employee Profile. Select this value to use this profile as the default task profile on the Maintain Time Reporter Data page for reported time

Use Scheduled Tasks. Select this value to display any task and time reporting information on the employee’s schedule to populate reported time

Use Taskgroup Default Profile. Select this value to use the default task profile on the employee’s taskgroup listed on the Maintain Time Reporter Data page.

Replace Existing Time

Select to overwrite any existing time for the dates that you specified. This replaces any time that was generated through Rapid Time Entry or Mass Time Entry or that has a reported time source code (RT_SOURCE) equal to “SYS.”

The system replaces all elapsed and punch time for an employee on the specified dates that originated from either the Mass Time Reporting or Rapid Entry pages. If you do not select this check box, the system adds the time in this entry to previous data. For example, suppose that you reported eight hours of TRC REG for an employee on March 1, 2000. Then you enter two hours of TRC REG for the same employee on the same date. If you selected this check box, the system records two hours of TRC REG for that day. If you did not select this check box, the system will add two hours of TRC REG to the existing eight hours for a total of ten hours for this date.

Submit

Click to submit the time that you reported for processing. The validation process runs, and the system generates exceptions if errors exist. The Submit process updates the employee’s status codes and creates reported time. If you selected the Automatic Rules Run option on the Time and Labor Installation page, the Time Administration process runs and creates payable time.

Note. Time generated through the Timesheet page is not replaced, even when using the Replace Existing Time option. Time entered through the Mass Time feature is added to any time that was entered through the Timesheet pages.

When the Specify multiple time transactions, to be applied to each day in the time period option is selected on the Mass Time Reporting - Select Time Reporting Method page.

Taskgroup	(Optional) If this field is left blank, when time is submitted it appears by default from the employee’s assigned Taskgroup, which is indicated on their Time and Labor Employee Data record, or the Taskgroup assigned to the group for which you are reporting. If a Taskgroup other than the default is reported, this is considered Taskgroup borrowing. When the time is submitted, it uses the task reporting elements associated with the borrowed Taskgroup. The selection of a Taskgroup determines which fields appear on the Task Reporting Elements tab.
Time Reporting Elements, Task Reporting Elements (tab)	If applicable, enter information on the Time Reporting Elements or Task Reporting Elements tabs. Time reporting elements are based on your Time Reporting Template information and the Task Reporting Elements are based on the Taskgroup that is being reported.
TRC	Specify all the transactions that the system is to report for each of the days in the specified date range. Select a TRC in the Specify which Time Reporting Code (TRC) you want to use field on the Mass Time Reporting page to indicate which method the system should use for processing the time worked. Every active TRC that is set up in the system appears here. Select a TRC that is attached to the TRC program assigned to the employee for whom you are reporting time. If you select a TRC that is not valid for an employee, the system generates an exception when the time is submitted.
Quantity	Enter the number of hours. Note. This field appears if the second option (use the total number of hours entered) or the third option (specify multiple time transactions) on the Select Time Reporting Method page is selected. A value is required in the Quantity field in order to complete the transaction.
Country, Currency Code, State, Locality, Comp Rate Code, Billable Indicator, Override Rate	Enter values in these fields if applicable.
Add	Click this button to add additional transactions.
Replace Existing Time	Select this check box if you want to overwrite any existing time for the dates that you specified. This replaces any time generated through Rapid Time Entry or Mass Time Entry, or that has a reported time source code (RT_SOURCE) equal to “SYS.” The system replaces all elapsed and punch time for an employee on the specified dates that originated from either the Mass Time Reporting or Rapid Entry pages. If you do not select this check box, the system adds the time in this entry to any previous data. For example, suppose that you reported eight hours of TRC REG for an employee on March 1, 2000. Then, you enter two hours of TRC REG for the same employee on the same date. If you selected this check box, the system records two hours of TRC REG for this date. If you did not select this check box, the system records 10 hours of TRC REG for this date.

Viewing Compensatory Time and Expiration

Access the Compensatory Time page.

The Compensatory Time page includes the compensatory time balance as of the date specified. This balance may be positive or negative, depending on how the plan is set up and what has been reported.

Show Time Expiring in	Select how far in the future you want to view compensatory time expiration information. Once you make a selection, the system displays all compensatory time with an expiration date that meets the criteria. For example, if you select Next 30 days, the system displays all the compensatory time expiring within the next 30 days. If the compensatory time has no expiration date, it doesn't appear here.
Expiration Date	Displays the date that the employee’s reported compensatory time is set to expire. The time expires at midnight of the date specified in this field.
Number of Hours Expiring	Displays the number of compensatory hours that were originally reported and are set to expire on the date specified in the Expiration Date field.
Balance at End of Day	Displays the compensatory time balance at the end of the date specified in the Expiration Date field once the hours have expired.

Viewing Time

This section discusses how to:

View a summary of payable time.
View details of payable time.
View forecasted time.
View accumulators.

Pages Used to View Time

Page Name	Object Name	Navigation	Usage
View Payable Time Summary	TL_TM_MPAY_SUMM	Self Service, Time Reporting, View Time, Payable Time Summary	View the week-by-week summary of payable time by TRC using this display-only page.
View Payable Time Details	TL_MNG_PAY_DET_VW	For manager access: Manager Self Service, Time Management, View Time, Payable Time Detail For employee access: Employee Self Service, Time Reporting, View Time, Payable Time Detail Click the Detail Page button on the View Payable Time Summary page.	View the details of the payable time. If an employee has reported time and the Time Administration process runs, it is possible that the system still doesn't create payable time. If the system creates exceptions, then the priority of the exception is the determinant. Low priority exceptions enable the system to create payable time; however, higher priority exceptions do not.
More Payable Time Information	TL_MNGP_DETAIL_S1	Click More on the View Payable Time Details page or the Forecasted Payable Time Details page.	Display the time reporting and task reporting element details for the payable time.
View Forecasted Payable Time Summary	TL_TMSPAY_SUMM	For manager access: Manager Self Service, Time Management, View Time, Forecasted Time Summary For employee access: Employee Self Service, Time Reporting, View Time, Forecasted Time Summary	View forecasted payable time in summary. The View Forecasted Payable Time Summary page shows the forecast time by employee and by TRC.
View Forecasted Payable Time Details	TL_MNG_SPAY_DET_PN	For manager access: Manager Self Service, Time Management, View Time, Forecasted Time Detail For employee access: Employee Self Service, Time Reporting, View Time, Forecasted Time Detail	View forecasted payable time details. This page displays the time in detail for 30 days starting from the day the user selects.
Accumulators	TL_MSS_EE_SRCH	Manager Self Service, Time Management, View Time, Accumulators	View time reporter accumulator totals by TRC.

Viewing a Summary of Payable Time

Access the View Payable Time Summary page.

The View Payable Time Summary page displays one week’s payable time. The time is allocated by date, by TRC, and then by task. For example, if your task profile specifies that your time should be allocated 50 percent to one task and 50 percent to another, then you would see two rows for the same date and TRC. However, on the Payable Time Details page, you can view the details of how it is allocated.

Start Date and End Date	Seven days of information is displayed by default. Various values for Start Date and End Date can be entered, but End Date cannot exceed Start Date by more than 31 days.
Pending Exceptions	This button appears if exceptions were generated. Click to access the Manage Exceptions page.
Previous Week and Next Week	Click to view a different week’s summary of payable time.
Detail Page	Click to access the Payable Time Details page.

Note. Time that has generated exceptions with a “High” severity level will not appear on this page because it is not considered payable time. Time that has generated exception with a “Low” or “Medium” severity level will appear on this page and is considered payable time.

Viewing Details of Payable Time

Access the Payable Time Details page.

This page displays the payable time details for each day, including the TRC for the time. The TRC either is entered by the employee when reporting time, or it is generated by the system when the Time Administration process is run. The system also displays the number of units, amounts, or hours for the TRC. This value must be within the minimum and maximum quantity set for the TRC. The TRC type determines if this value is amounts, units, or hours. The system displays the date of the reported time and the current status of the payable time. The payable status records the progress of payable time through its different stages.

Start Date and End Date	Seven days of information is displayed by default. Various values for Start Date and End Date can be entered, but End Date cannot exceed Start Date by more than 31 days.
Pending Exceptions	This button appears if exceptions were generated. Click to access the Manage Exceptions page.
Time Reporting Elements, Task Reporting Elements (tab)	If applicable, enter information on the Time Reporting Elements or Task Reporting Elements tabs. Time reporting elements are based on your Time Reporting Template information and the Task Reporting Elements are based on the Taskgroup that is being reported.
Previous Job and Next Job	If you have multiple jobs, click to view a different job's summary of payable time.

Viewing Forecasted Time

Access the Forecasted Time Summary page.

The Forecast Payable Time feature enables you to estimate what your payable time is for the current period or for a future time period. It looks at reported time and scheduled time, and calculates what the payable time would be for a specified time period using that information. For example, if you are a manager in a retail store where schedules are constantly changing, you are probably concerned about the number of employees who work overtime. You may want to estimate the payable time for the current period and which employees are approaching overtime limits. By using the Forecast Payable Time feature, you can look at how many hours your employees have reported to date in the period, and what their remaining scheduled hours are. The Forecast Payable page shows you what their estimated payable time is, and from there, you can tell if any of your employees are approaching overtime.

There are four ways to forecast payable time:

Forecast time for a month or for a specific day using the Time and Labor Launch Pad.
Forecast time for the time period associated with the Process Date by clicking the Forecast Payable Time button on the Time Administration Run Control page.

Note. Forecasted Payable Time is not actual Payable Time. To generate Payable Time, you must use the processes for creating Payable Time.

The View Forecasted Payable Time Summary page displays one week of payable time. The system allocates time based on the TRC, and displays the total quantity of hours for each TRC to which time was reported within the specified date range.

Start Date and End Date	Seven days of information is displayed by default. Various values for Start Date and End Date can be entered, but the End Date value cannot exceed the Start Date value by more than 31 days.
Previous Week and Next Week	Click these links to view a different week’s summary of payable time.
Detail Page	Click this button to access the Forecasted Time Details page.
Time Reporting Elements, Task Reporting Elements (tab)	If applicable, enter information on the Time Reporting Elements or Task Reporting Elements tabs. Time reporting elements are based on your Time Reporting Template information and the Task Reporting Elements are based on the Taskgroup that is being reported.

Note. The Forecasted Time Detail page is similar to the Payable Time Detail page.

Viewing Accumulators

Access the Accumulators page.

If you enter a range of dates in this page per employee, you will see per accumulator TRC, what the accumulated total (QTY) is associated to that TRC as of that date range. The accumulators will keep getting added to, they are not decreased from or restarted. The accumulator totals per employee are stored in TL_IPT1_CNT table.

Requesting Overtime

This section provides an overview of self-service overtime request transactions and discusses how to:

View overtime requests.
View details of an overtime request.
Enter overtime requests.

Understanding Overtime Transactions

With Time and Labor, employees can enter overtime requests for a future date and receive approval or denial notices. Managers can view overtime requests, check the amount of overtime that employees have worked to date, approve or deny overtime requests, and enter comments explaining their decisions.

Employees can use Time and Labor to:

View the status of overtime requests that they've entered.
View the details of an overtime request.
Enter overtime requests for a future date.

Pages Used to Enter, View, and Process Overtime Requests

Page Name	Object Name	Navigation	Usage
Select Job Title	CO_MULT_JOB_SRCH	Self Service, Time Reporting, Report Time, Overtime Requests	Select the job to which the overtime request applies. This page is only available when an employee has multiple jobs.
Overtime Requests	TL_OT_EVENTS	Self Service, Time Reporting, Report Time, Overtime Requests	Employees can view recent overtime requests and access the Overtime Request Details page, where they can enter new overtime requests.
Overtime Request Details (view)	TL_OT_RQST_DTL	Click an overtime date on the Overtime Requests page.	Employees can view the details associated with an overtime request.
Overtime Request Details (add)	TL_OT_RQST	Click Add Request on the Overtime Requests page.	Employees can enter new overtime requests.
Submit Confirmation	TL_OT_SUB_CONF	Click the Submit button on the Overtime Request Details page.	Confirms that an overtime request was submitted.

Viewing Overtime Requests

Access the Request Overtime page.

Overtime Requests

When the page is first accessed, this group box lists up to three of the employee's most recent overtime requests and the status of each request: Submitted, Approved, or Denied.. If there are more than three requests and you want to see all of them, select the View All Requests check box and click View Requests.

To view requests for a different month, select the month and year and click View Requests.
To view the approval details for a request or see comments that were submitted with a request, click the on the Date in the Overtime Date column. The Overtime Request Details page appears.
To add a request, click the Add Request button. To view all requests, select the View All Requests check box and then click View Requests.

Viewing Details of an Overtime Request

Access the Overtime Request Details (view) page.

The Approval Details group box shows who entered the request and who must approve it.

Role Name and Name	Displays the role and name of the employee who entered the request plus the roles and names of those who must approve the request.
Workflow Action and Transaction Date	The action completed by the person named to the left and the time the action occurred. Valid actions are Submitted, Approved, and Denied.
Comment	Displays the comment entered by the employee and manager on the Overtime Request Details page.

Entering Overtime Requests

Access the Overtime Request Details (add) page.

Overtime Date

Enter today's date or a later date. One request can be submitted on any given day. To correct a request after submitting it, the manager must deny that request so that you can enter a new one.

Overtime Hours

Enter up to 99 hours. Enter positive numbers only.

Comments

Enter the reason for the request. Comments display on the manager's Overtime Request Details and approval pages.

Submit

Click to submit the request for approval. A confirmation page shows who submitted the request, who must approve it, and your comments.

Punch Type	Select a punch type: In, Out, Meal, Break, or Transfer.
Enter Punch	Click after you've selected the punch type and entered element and task information. The system uses the current date and time for the punch and applies the same validations that are used for the Timesheet page.
Time Zone	By default, the system uses the employee's time zone as defined on the Create Time Reporter Data page in Time and Labor; you can override the time zone during data entry.

Just One Date	To report time for just one day, enter a date in this field.
Range of Dates	To report time for a range of dates, enter beginning and end dates in these fields.

Specify which Time Reporting Code (TRC) you want to use	Enter a time reporting code (TRC) in this field to specify which method to use for processing the time worked. Every active TRC that is set up in the system appears here, unless it is specified as a “Rules Only” TRC. If it is a rules only TRC, then it will only be used in processing rules and will not show up on the time reporting pages. Select a TRC that is attached to the TRC program assigned to the employee for whom you are reporting time. If you select a TRC that is not valid for an employee, the system generates an exception when you submit the time. If you’re reporting a lump sum of time to be distributed according to your schedule, enter the total number of hours that you want distributed in the Specify how much you want to report box. Note. On the previous page, if the Use the scheduled hours for the day(s) specified or the Use the total number of hours entered and distribute them according to the schedule option was selected, and a TRC is being used, if the selected employee has a punch schedule, then a TRC will be inserted with the punch scheduled time. If the user decides to report a TRC with punch time, then the new rule Template 135 should be reviewed, in order to determine if all punch time rows with a TRC should be paid or paid with a different TRC If a TRC is not specified in this field, and a TRC exists on the employee’s schedule, the system uses Scheduled TRC. If there are any other Time Reporting elements on the schedule, these will be used to populate reported time as well.
Use Profile	Select one of the values to define how you want task information applied to reported time. The values for the Use Profile field are: Use Employee Profile. Select this value to use this profile as the default task profile on the Maintain Time Reporter Data page for reported time Use Scheduled Tasks. Select this value to display any task and time reporting information on the employee’s schedule to populate reported time Use Taskgroup Default Profile. Select this value to use the default task profile on the employee’s taskgroup listed on the Maintain Time Reporter Data page.
Replace Existing Time	Select to overwrite any existing time for the dates that you specified. This replaces any time that was generated through Rapid Time Entry or Mass Time Entry or that has a reported time source code (RT_SOURCE) equal to “SYS.” The system replaces all elapsed and punch time for an employee on the specified dates that originated from either the Mass Time Reporting or Rapid Entry pages. If you do not select this check box, the system adds the time in this entry to previous data. For example, suppose that you reported eight hours of TRC REG for an employee on March 1, 2000. Then you enter two hours of TRC REG for the same employee on the same date. If you selected this check box, the system records two hours of TRC REG for that day. If you did not select this check box, the system will add two hours of TRC REG to the existing eight hours for a total of ten hours for this date.
Submit	Click to submit the time that you reported for processing. The validation process runs, and the system generates exceptions if errors exist. The Submit process updates the employee’s status codes and creates reported time. If you selected the Automatic Rules Run option on the Time and Labor Installation page, the Time Administration process runs and creates payable time.

Overtime Date	Enter today's date or a later date. One request can be submitted on any given day. To correct a request after submitting it, the manager must deny that request so that you can enter a new one.
Overtime Hours	Enter up to 99 hours. Enter positive numbers only.
Comments	Enter the reason for the request. Comments display on the manager's Overtime Request Details and approval pages.
Submit	Click to submit the request for approval. A confirmation page shows who submitted the request, who must approve it, and your comments.