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Enterprise Applications
User Guide

Payroll Time Entry

Overview

This system allows on-line data entry for irregular employees. It produces printed time cards for irregular employees with the hours worked. If the employee is eligible for overtime this is also calculated by the program. The system performs special processing for College Work Study employees and for departmental allocation of College Work Study Funds. The system also allows entry of Classified and Non-Classified employees' records that will be used to print blank time sheets with the employee name, ssn, department name and dates for the pay period preprinted on them. Access to this system can be obtained by contacting the payroll analyst at the ISU Computer Center, or by contacting the ISU Payroll office in the Administration Building. The new client is required to submit a list of account numbers to be used by their department for payroll processing to the Payroll office. Once these account numbers have been assigned to the office, the client is ready to be trained in using the on-line payroll time entry screens.

How To Begin

To start using the payroll time entry screens the client should select the menu item labeled 'Payroll Information Lookup', 'Payroll TimeEntry Processing' from the menu. There are four screens available in this application. Following are instructions to the use of each of these screens:

SCREEN 1

PROGRAM NAME: PRQS120

ACCESSIBLE FROM: CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

DEPARTMENT AND PIN NUMBER:
The menu gives the client the option of running the Regular Appointment Time Entry screen the Irregular Appointment Time Entry screen, Department Financial Aid Lookup screen, Departmental CWS Allocation Lookup screen, running a Quiz report detailing time entered for regular employees, running a Quiz report detailing data entered for irregular employees, and when time entry is complete, running the time entry calculation job which produces the departmental time entry report, time sheets and time cards, and running the time sheet print procedure which prints the time sheets for the next pay period for classified and non-Classified employees.

STARTING THE PROGRAM:
1) Select PR Time Processing from the menu.

ALLOWABLE ACTIONS:
F - Find Your Department

To Find a Department:

1. "F" (RETURN)

2. Enter the department's number and press (RETURN)

The department number must be in the payroll database. If the department is not in the database the following message will display ...

"This is not a valid department number"

3. Enter the department's PIN number and press (RETURN)

The pin number entered must be assigned to the department in the payroll database. If it has not been assigned by the Payroll office, the following message will display ...

"Security violation ** ACCESS DENIED **"

4. To run the REGULAR APPOINTMENT TIME ENTRY SCREEN, Enter "20" and press (RETURN)

When the payroll reports are run by the department, their department's flag gets set. If the flag is set, it means that the time entry processing has been completed for this pay period. If the department's flag is set, this screen will no longer allow any processing for the department. If the client tries to do anything after this point, the following message will display ...

"Time entry is complete, contact Payroll office for adjustments"

The client must pass the pin number security before they can do any processing on this screen. If the client tries to run anything without passing the security, the following message will display ...

"This option cannot be accessed without proper security"

5. To run the IRREGULAR APPOINTMENT TIME ENTRY SCREEN, Enter "30" and press (RETURN)

When the payroll reports are run by the department, their department's flag gets set. If the flag is set, it means that the time entry processing has been completed for this pay period. If the department's flag is set, this screen will no longer allow any processing for the department. If the client tries to do anything after this point, the following message will display ...

"Time entry is complete, contact Payroll office for adjustments"

The client must pass the pin number security before they can do any processing on this screen. If the client tries to run anything without passing the security, the following message will display ...

"This option cannot be accessed without proper security"

6. To run the DEPARTMENTAL FINANCIAL AID LOOKUP SCREEN, Enter "40" and press (RETURN)

The client must pass the pin number security before they can do any processing on this screen. If the client tries to run anything without passing the security, the following message will display ...

"This option cannot be accessed without proper security"

7. To run the DEPARTMENTAL CWS ALLOCATION LOOKUP SCREEN, enter "42" and press (RETURN)

The client must pass the pin number security before they can do any processing on this screen. If the client tries to run anything without passing the security, the following message will display ...

"This option cannot be accessed without proper security"

8. To run the QUIZ report detailing the time entry for regular employees, enter "44" and press (RETURN)

At any time during the pay period, the department may run a Quiz report to their slaved printer in the office. This report will show an account number and the regular employees that are paid out of that account and the overtime account number for each employee.

9. To run the QUIZ report detailing the time entry for irregular employees, enter "66" or "68" (depending on the type of printer you have) and press (RETURN)

At any time during the pay period, the department, may run a Quiz report to their slaved printer in the office. This report will show an account number and the irregular employees that are paid out of that account plus the overtime account number for each employee, hours entered for each day of the pay period, and the rates for each day.

10. When the department is finished entering the time for irregular employees, the client may enter "88" in the Action Field to stream the time calculation job. This job will calculate the time and produce a departmental time entry report, time sheets showing time entered for irregular employees, and time cards for all irregular employees, including College Work Study employees whose time is printed on a special time card.

The time calculation is broken down into two steps: processing for irregular with benefits and processing for irregular without benefits. The processing for irregular with benefits will produce a departmental report, a time sheet for each employee, and a time card for each account number an employee worked for.

The processing for irregular employees without benefits will produce a departmental report, and time cards for each account an employee worked for. **NOTE** This job will prompt you for a response to "If you wish 'Signature on File'" to be printed on the forms where the employee normally signs their name. You must answer 'Y' or 'N' to indicate if you want this printed on the forms.You will be prompted for a choice of printer to which you desire your output to print. This function will only apply to departments that have networked printers in their department. The prompt for the printer will appear after the prompt for the "Enter Desired 'Signature on File Option'". The list of the printers will be displayed to you on the screen so that you may choose the proper abbreviated printer code name. If you choose an invalid or unknown printer name the program will give you this message "*Error: Invalid Response. Please try again.*". Use the short 2 to 4 character alpha code next to the department name. The default printer is 'CN' which is the Computer Center HP5000 laser.

Please ask permission before printing to a printer not belonging to your department. Not doing so could tie up another department's printer for the duration of the printing process and this could impact work that department is trying to do. Please note that the three copy time cards that print at your local networked department printer will print on cut sheet 8 by 11 inch paper and will have to be cut apart. Make sure that you have plain paper loaded in both paper trays before printing as the program cannot determine what your default paper tray is. If this is a problem, you may wish to send the output to the Computer Center's printer ('CN'=CCHP5000 Laser) and your output will be printed on 3 stock (perfed) paper.

***Idaho Falls and Twin Falls*** clients will continue to have their output printed at the Computer Center in Pocatello because of the time frame involved with getting the time cards sent to the Payroll Office. These offices should choose the default printer and the output will continue printing at the Computer Center. This job will then ask you if you wish to launch it 'Y' or 'N'. *NOTE!! IF PRINTING TO A DEPT. PRINTER, THERE MAY BE A PRINT DELAY. IT MAY BE AS LONG AS 45 MINUTES TO AN HOUR DEPENDING ON WORKLOAD. THE STREAM JOB HAS TO WAIT IN THE QUEUE FOR IT'S TURN TO RUN. PLEASE WAIT FOR YOUR OUTPUT TO PRINT. When the stream job is launched it will give you a job number and tell you it has been launched. It will also tell you that a work order has been sent to Production and Reporting or Computer Operations. Where the work order is sent depends on the day of the week and the time of day that it is sent. On Monday through Friday before 3:00 p.m. the work order is sent to Production and Reporting. On weekends all day and after 3:00 p.m. on weekdays the work order is sent to Computer Operations.

Once this job has been run, the department flag is set and the department will be unable to see or change any time data by using the screens, instead to see the data the department must use the Quiz reports, "44" and "66" or "68". Screens for ID numbers "40" and "42" can be selected at any time during the pay period cycle.

11. To run the classified time sheet print procedure, enter "99" and press (RETURN)

When the department is finished entering the time for irregular employees, and has run the time calculation job, the department may stream the time sheet print job. This job will print the time sheets for Classified employees in the department for the next pay period.

12. To run the Non-Classified time sheet print procedure, enter "100" and press (RETURN)

When the department is finished entering the time for irregular employees, and has run the time calculation job, the department may stream the time sheet print job. This job will print the time sheets for non-classified employees in the department for the next pay period.

13. At the bottom of the screen the value of the department flag is displayed and is labeled as "TIME ENTRY COMPLETE INDICATOR". If the value is a "Y" then the only valid actions are "44", "66", "68","99" and "100".

FINISHING THE PROGRAM:
TYPE ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used as a menu program to help guide the client through the payroll time entry processing. It allows the client to do non-classified and classified employee data entry, irregular appointment time entry, reporting of time entered, rates and account numbers for each employee, and time calculation & time card printing, and time sheet printing. It provides security to the payroll database. The only valid action field command is "F". No data can be changed by this menu screen.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this site.

SCREEN 2

PROGRAM NAME: PRQS130

ACCESSIBLE FROM: CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

FUNCTION:
This program will allow entries, updates, and deletions of time-detail records for non-classified and classified employees. The screen displays the employee's sick leave, vacation, and comp time available, as of the last pay period.

STARTING THE PROGRAM:
1) Choose PR Time Processing from the menu
2) Enter the department and PIN number
3) Enter "20" in the action field.

ALLOWABLE ACTIONS:
E - Entry of new (regular appointment) employees
F - Look up existing (regular appointment) employees
U - Used after an entry or find to update or delete records

To Enter A New Record:

1. "E" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee has to be processed through the Human Resources office before he can be entered on this screen. If the person has not been processed by Personnel, the following message will display ...

"Invalid SSN, not in the payroll database, please re-enter"

The employee must be classified, non-classified or faculty to be processed on this screen. If the employee is an irregular employee, the following message will display ...

"This type of employee cannot be entered on this screen"

The employee must have a current W-4 form on file in the Human Resources office. If the person has no current W-4 form, the following message will display ...

"No W-4 form on file. Employee must see the Human Resources office"

3. Enter the account number and press (RETURN)

The account number entered must be assigned to this department by the Payroll office. If the account is not assigned to the department, the following message will display ...

"Invalid account number for this department, please re-enter"

4. Enter a "Y" for YES, or an "N" for NO overtime pay and press (RETURN)

The response for non-classified employees must be "N".

5. If the employee will be paid for overtime, enter the overtime account number

The overtime account number must be assigned to this department by the Payroll office. If it is not assigned to the department, the following message will display ...

"This is not a valid overtime account number for this department"

6. "U"and press (RETURN) to UPDATE the data.

The employee cannot already have a TIME-DETAIL record with the same department and account number that was entered on this screen. If the person has an existing record with the same information, the following message will display ...

"This employee with this ACCT already exists for this department"

To Find and/or Change Existing Record:

1. "F" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display...

"There is no TIME-DETAIL record for this person & department"

3. Change data on the screen by entering the ID number of the line to be changed.

If the overtime pay field was changed from "N" to "Y", the overtime account number must also be changed from blank to a valid overtime account number. If the overtime account number is not entered, the following message will display...

"If the overtime pay is Y, then you must enter an overtime account"

4. "U" and press (RETURN)

To Find and Delete Existing Record:

1. "F" and press (RETURN)

2. Enter the employee's Social Security Number and press (RETURN)

The employee must already have a TIME-DETAIL record for this department. If the person does not have a record for this department, the following message will display...

"There is no TIME-DETAIL record for this person & department"

3. "D" and press (RETURN)

4. "U" and press (RETURN) to DELETE the record

FINISHING THE PROGRAM:
TYPE ^^ IN THE ACTION FIELD
or
PRESS THE "F8" FUNCTION KEY

Narrative:

This Quick screen is used to maintain data that is printed on regular appointment employee's blank time sheets. It only processes regular -"ACT" - week 1 TIME-DETAIL records.

For further instructions on the use of QUICK screens please refer to the QUICK Reference Guide section of this site.

SCREEN 3

PROGRAM NAME: PRQS140

ACCESSIBLE FROM:CAMPUS DEPARTMENTS

USING: ANY TERMINAL or PC

FUNCTION:
This program will allow entries, updates, and deletions of TIME-DETAIL RECORDS for irregular appointment employees. Each screen processes only one TIME-DETAIL RECORD at a time. There is a different TIME-DETAIL RECORD for each week, for each type of time. The screen displays the employee's sick leave, vacation, and comp time available, as of the last pay period for eligible employees.

STARTING THE PROGRAM:
1) Choose PR Time Processing from the menu
2) Enter the department and PIN number
3) Enter "30" in the action field.

ALLOWABLE ACTIONS:
E - Entry of new (irregular appointment) TIME-DETAIL RECORDS
F - Look up existing (irregular appointment) TIME-DETAIL RECORDS
U - Used after an entry or find to update or delete records

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